Activity Codes can be assigned to units to indicate the type of activity for which the unit is used. Activity Codes can be used to help you track the costs of equipment to support a particular activity.
The Activity Code on a unit is a reporting class and is not required by the system. Its primary use is for identifying and comparing units with similar functions within the fleet organization via reports. It is independent of the unit’s type, location, department or any other identifier.
For example, you may want to have one activity code for law enforcement, one for administrative services and another for motor pool rentals.
By creating separate Activity Codes for each of these functions, utilization and cost reports can be created by activity or function regardless of what other ways the unit is classified within the system.
Create
To create a new Activity Code, select the Activity Code field and enter a new code. This field has a limit of eight characters.
There is not a single way to define an activity code. Generally the code should reference some specific business activity that is important to the organization. Next, enter a description. This field has a limit of 24 characters.
For example: MPUNIT – Motor Pool
Activity Classification Section
This section contains a group of yes or no flags to identify certain types of vehicles belong to this Activity Code.
Non-vehicle/No Utilization Activity – Selecting Yes will exclude the vehicle from any utilization reporting and the rest of the fields on the frame will be grayed out.
Mission Critical – Identifies those activities that are crucial to business operations.
Emergency Response – Vehicles used for emergency response activities: ambulances, fire engines, police and cars.
Personal Uses Section
This section is used to identify whether units with this activity code can be taken home as well as set options for the personal use of the vehicle if personal use is allowed.
Take-Home Authorized – Select Yes if the vehicles with this code will be authorized to be taken home.
Personal Use Allowed –Select Yes if personal use of a vehicle with this code will be authorized for personal use.
Personal Use Allowance – User determined value, must be numeric, field will be grayed out unless Yes is selected for Personal Use Allowed.
Annual Activity Section
This section can be used to set usage parameters for expected annual use and can be used to identify units that fall outside those ranges.
Expected Average Annual Use – User determined value, the expected annual use for a vehicle with this activity code.
Low Annual Utilization – User determined value, the lowest end of the range for expected usage.
High Annual Utilization – User determined value, the highest end of the range for expected usage.
Seasonal Activity Section
This section can be used to associate an activity to a previously created Season Code. You can then set expected utilization values within the season itself.
Season Code – If a unit is only used for snow removal, you can assign it to a winter Season Code.
Season Start – Displays from the Season Codes frame.
Season End – Displays from the Season Codes frame.
In-Season Average Use – User determined value for average use during this season.
Low Seasonal Utilization – User determined value, the lowest end of the range for expected usage during the season.
High Seasonal Utilization – User determined value, the highest end of the range for expected usage during the season.
After you have entered all pertinent information about the Activity Code, select the SAVE button at the top of the frame. The new Activity Code will now be available to assign to units on Unit Main.
Modify
To modify an existing code,enter the code into the Activity Code field or double-click in the field to select a code from the list of values (LOV). After you press tab, the data in the fields below will be able to be changed.
Disable
To disable an Activity Code, select Yes from the Disabled dropdown. Select the SAVE button at the top of the frame. The code will now be disabled and no longer available for use.
Delete
You can delete an Activity Code provided it is not in use anywhere in the system. Otherwise you will only be able to disable the code.
To delete a code, enter the code into the Activity Code field or select from the LOV. Select the DELETE button (Red X) at the top of the frame. You will receive a prompt asking you to confirm the action.
Select Delete to confirm the action and the code will no longer be available for use and will no longer exist in the system.
Last Update: 06/06/2016
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.