http://www.vehicleservicepros.com/article/10254479/got-vmrs

VMRS was developed to establish a standard coding convention for universally

tracking equipment and maintenance costs and functions. In other words, it

was intended to be the shorthand of maintenance reporting.

The purpose of VMRS has been to provide a vital communication link between

maintenance personnel, computers and management. It puts everyone on the

same page and speaking the same language.

The VMRS codes help eliminate the need for extensive written communications

with all the inherent problems of miscommunication normally associated with

the written word.

VMRS has expanded over the years from primarily fleet use to now include

OEMs, parts manufacturers and suppliers. The coding structure encompasses

most equipment found within today’s transportation activities, including

trucks, tractors, trailers, forklifts, shop equipment, off-road vehicles and utility

vehicles.

If it needs maintenance, VMRS can help.

CODING STRUCTURE

VMRS contains codes for developing the equipment birth certificate, labor

operations and warranty repairs, as well as recording part usage. These codes

provide a sound basis for budget preparation and forecasting based on fleet

mix, projected utilization and historic performance.

VMRS helps control costs by providing detailed records of where monies were

spent, at which point in the life of a piece of equipment repairs were

performed and details the expenses incurred in the supporting activity. Simply

put, VMRS codes will show you the maintenance money.

PM PERFORMANCE

VMRS also helps an organization determine the effectiveness of its PM

program.

Are PMs being performed too often or not often enough? Should PM intervals

be modified based on specific failures reported through maintenance reporting

and not on anecdotal information? What staffing is required to perform PMs?

VMRS provides the answers.

The codes for PMs are found in Code Key 15: Work Accomplished, along with

more than 40 defined codes used to describe the work performed or completed

by technicians.

Any size fleet can benefit by implementing the VMRS codes into their daily

maintenance routine. VMRS codes help track labor distribution covering both

direct and indirect labor.

VMRS provides complete details as to parts use, and identifies which part

should be inventoried and which should be procured on an as-needed basis.

These are just a few of the benefits using VMRS brings to equipment repairs

and maintenance.

TO BEGIN

There are several ways a fleet can get started using VMRS. First and foremost

is to contact the staff at the Technology & Maintenance Council (TMC) to

discuss your maintenance needs, as this will make the implementation go

much smoother.

Many people have preconceived notions about VMRS. A discussion with the

TMC staff will help dispel any wrong ideas.

VMRS is licensed exclusively by the TMC of the American Trucking

Associations, the largest national trade association for the trucking industry.

There are currently three types of license agreements: Single User, Enterprise

and Developer.

The Single User is for the casual user for use on a single computer

workstation. The materials may not be used by more than one user on a

computer network.

The Enterprise License is for use by multiple users within the enterprise. The

user may place the materials on a computer network within the workplace.

The Developer License is intended for use solely as part of another product,

such as part of maintenance software.

FLEET INTEGRATION

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Maintenance software became an integral part of the fleet world in the late

1990s and VMRS was the perfect fit. The VMRS codes enabled software firms

to enhance their products with a ready-made maintenance language.

The codes were readily accepted by fleet users and became an important part

of their daily maintenance routine. VMRS was a seamless inclusion for

maintenance software. In fact, many fleets are using software and not realizing

they are using VMRS.

VMRS continues to expand and reflect the many changes in today’s rapidly

changing technology. There are now codes for hybrid drivetrains, selective

catalytic reduction, lane departure systems and crash avoidance systems, to

name a few.

Many non-traditional fleets are now finding the importance of using VMRS as

well. Municipalities, utility companies and construction fleets have started

using VMRS to track their maintenance costs.

With tougher economic times it’s important to know where the maintenance

dollars are being spent and VMRS offers the best method for gathering the

pertinent reports.

CURRENT CONTENT

Reports are the backbone for any maintenance shop and VMRS is the best

method available for gathering numerous types of reports. VMRS can help any

fleet with parts reliability data and costs, labor data, warranty claims and

much more.

The number of codes has increased over the years, but the standard VMRS

format remains the same. VMRS continues to be the preferred method for

maintenance reporting and communication.

New VMRS codes are entered on a continual basis and become part of the

standard coding convention. New codes can be requested by contacting the

staff at TMC, and TMC encourages new code requests in order to keep VMRS

up-to-date and relevant.

A lot has happened since 1969, but VMRS has stood the test of time and is still

going strong.

To find out more about VMRS contact Jack Poster by phone at 703-838-7928 or

by e-mail at jposter@trucking.org.

Jack Poster is VMRS services manager for the Technology & Maintenance

Council of the American Trucking Associations. He has worked in the

transportation industry for more then 30 years, beginning at his family-owned

Chrysler-Plymouth agency in Western Pennsylvania. He later went to work for

Merchant’s Tire & Auto and then took a position with Mancon Inc., a parts

procurement firm for the Virginia Department of Transportation. In 2007, he

became TMC’s caretaker of the VMRS coding convention, working with fleets,

OEMs, software firms and all users of VMRS to ensure the integrity of the

codes.

Are You Reaping the Benefits of VMRS?

by Jack Poster

The Vehicle Maintenance Reporting Standards (VMRS) was developed more

than 40 years ago to establish a standard coding convention for universally

tracking maintenance costs and functions. In other words, it was intended to

be the "shorthand" of maintenance reporting.

Developed under the auspices of the American Trucking Associations (ATA)

and managed by ATA's Technology & Maintenance Council (TMC), VMRS puts

everyone on the same page and speaking the same language.

VMRS can help any maintenance shop reach its full potential and profitability.

Clarity is vitally important, especially when it comes to equipment

maintenance. There are numerous ways to describe what work was performed

and why a certain part failed. Most employees prefer a short, precise method

when entering data on a repair order.

A technician's task is repairing equipment, not dwelling on filling out

complicated repair orders. VMRS can help speed up the process.

The VMRS codes help eliminate the need for extensive written communications

with all the inherent problems of miscommunication normally associated with

the written word. The coding structure encompasses most equipment found

within today's transportation activities, including trucks, tractors, trailers,

forklifts, shop equipment, off-road and utility vehicles. If it needs maintenance,

VMRS can help.

STANDARDIZED INFORMATION COLLECTION

There's an old saying, "It all starts on the shop floor," and when it comes to

equipment repair orders, these words ring true.

The flow of information starts with the technician. He or she is the first step in

collecting the correct data.

In order for a fleet to operate smoothly, the maintenance data must be precise

and the repair order complete.

If the wrong information is collected on the repair order, eventually the wrong

information will end up as being factual. Fleets cannot maintain their

equipment with anecdotal information when the facts are needed to insure

proper business decisions.

Using VMRS takes the guesswork out of collecting maintenance repair data.

CODE KEYS

VMRS brings continuity to the repair order process.

VMRS is organized into code keys which are data sets of individual codes that

describe a given function. For examples, Code Key 18: Technician Failure

Code, contains more than codes that describe the apparent failure of a suspect

component as determined by the technician /supervisor.

Several of these code examples are: 04-Dented, 10-Bent and 14-Cracked.

With VMRS a fleet can operate multiple maintenance shops and receive

consistent data throughout the organization.

Describing the work performed on a repair order can be a difficult task for

many technicians. Too many choices can lead to frustration and incorrect data.

VMRS contains the codes that will make filling out the repair order a much

simpler task. Code Key 15: Work Accomplished Code contains more than 45

codes used to describe the labor that was performed.

There are also codes for preventive maintenance levels. A few of these code

examples are: 01-Adjust, 03-Replace with New and 33-Tighten.

The codes are a brief description of labor tasks that make it easy for a

technician to choose the proper work that was performed on any type of

equipment.

TIME SAVINGS

VMRS is much more than numbers. It is a standard method of recording daily

maintenance operations.

A technician saves time completing a repair order by cutting down on the time

spent writing labor and part descriptions.

VMRS contains the codes needed to help a technician or shop manager

complete a repair order in a standard fashion. Gone are the days of confusing

labor descriptions and different descriptions of the parts used on a repair.

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VMRS cuts through the jargon that can hinder any maintenance operation.

VMRS is the known advantage in collecting maintenance information.

Jack Poster is the VMRS services manager for TMC. tmc.truckline.com. North

America’s premier technical society for truck equipment technology and

maintenance professionals, TMC is a technical council within the American

Trucking Associations (ATA) - the largest national trade association for the

trucking industry.

VMRS Codes: More Relevant Than Ever

Jack Poster

With the average age of fleet trucks creeping higher, the VMRS system of codifying

parts and repairs has never been more valuable to fleets

VMRS (Vehicle Maintenance Reporting Standards) has been in use since 1970

and the visionaries who developed it might not recognize it today. The basic

foundations of VMRS are still the same, but the content has greatly expanded.

VMRS was developed as a standardized coding convention for tracking

equipment assets and maintenance repairs for a variety of industries. The

Technology & Maintenance Council (TMC) of the American Trucking

Associations has been the custodian of VMRS since 1997. Its mission has been

to insure that VMRS is current and responsive to changing industries and

technologies.

Prior to VMRS, maintenance reporting lacked any standardization or

agreement as to what should or should not be recorded. Many fleets lacked a

method to communicate and compare maintenance statistics. Without this

reporting ability a fleet's statistics were meaningless, and so a standardized

method was needed to provide the data. VMRS was the answer; it provided the

means for fleets to gather reports and communicate with each other as well.

Through the use of VMRS (a series of data sets known as code keys) equipment

managers could now capture data related to the maintenance and repair of

their equipment and store it for future reference. The unique aspect of VMRS

was the seamless adaption it made to computer software, and VMRS quickly

became the standard language of maintenance software (Prior to the advent of

computers VMRS information was gathered on a specially-designed series of

repair orders that are still available from TMC).

The objective of VMRS was to develop a uniform method for capturing,

recording and comparing maintenance information including equipment, parts

and labor. It established uniform terms for indentifying equipment and

recording labor in a consistent manner. VMRS developed a way to identify

parts in a standardized manner and provide a uniform basis for comparing

results. VMRS established code keys, individual "data sets" of very specific

information that could be used to describe a piece of equipment and the

maintenance done to that piece of equipment.

"CODE KEYS"

Initially 34 "Code Keys" were developed to cover all aspects of equipment,

manufacturers, parts and labor. There are currently 64 "Code Keys' contained

in VMRS.

The number of individual part descriptions (Code Key 33) has grown to over

24,000 and the manufacturers/suppliers/brand names (Code Key 34) now

contains over 3,000 entries. VMRS reflects the latest technologies and

companies in the equipment maintenance field and continues to expand.

As the custodian of VMRS, TMC licenses VMRS to a diverse community of

users. The licensees include traditional over-the-road fleets, municipalities,

utility companies, software firms, educators, and OEMs. Licensees currently

pay a one-time fee for the right to use and distribute VMRS. There are three

licensing levels to VMRS;

Single User Version--The licensee is entitled to use the electronic media

version on a single computer workstation; the materials may not be used by

more than one user on a computer network.

Enterprise Version--The licensee may make copies of the materials for use by

multiple users with the enterprise or place the material on a computer network

for use within the enterprise.

Developer Version--The licensee may make copies of the materials and

distribute them solely as part of another product.

VMRS UPDATES

An important aspect of VMRS is the availability of updated codes. Enterprise

and Developer licensees receive updates during the year as part of their

licensing agreement.

The VMRS codes are dynamic, and new codes are added to the database on a

weekly basis. The licensees are notified that the new codes are available and

are directed to an FTP site where the codes are stored. They can retrieve the

codes and import them into their respective systems or pass them along to

their customers in the case of a maintenance software

New codes are requested from various users, OEM's, fleets, utilities,

government agencies, maintenance software firms are a few examples.

The code request process is very easy. TMC relies on the community of VMRS

users to ask for new codes when needed. In this way, VMRS is always

expanding to meet the needs of the user base.

VMRS coding reflects new technologies within the equipment maintenance

industry. Recently added codes include items for;

Hybrid Drive Train

Exhaust Urea System (DEF)

Lane Departure System

Tire Pressure Monitoring System

New codes are also added to the labor and equipment classification code keys

upon request. The policy at TMC is to quickly respond to the users' needs. Who

better to determine what codes are needed then the people using the codes on

a daily basis?

WORKING WITH USERS

TMC will work with anyone interested in requesting codes; there is no charge

for entering new codes. TMC asks that requested codes come with as much

information as possible, such as exact part descriptions, diagrams or

schematics if possible and a person to contact with any related questions.

TMC releases an updated code list three to four times a year. The codes are

available in several formats: xls, dbf and csv. An email announcing the code

release is sent to each contact person on the licensee list. They are directed to

the ftp site where the codes are stored, along with previous updates. This

method ensures that all licensees are aware of the new codes being released

and that VMRS is a current and vital part of a fleet's maintenance program.

TMC recommends that if any personnel changes occur they are notified and a

new contact is established.

TMC has a request form available to anyone interested in requesting codes. It's

an easy to use spreadsheet that enables both the requester and TMC to keep

track of any code requests. Requests can be made for one code or codes for an

entire piece of equipment. TMC views new codes as an enhancement to the

database, it keeps VMRS relevant and responsive.

CORE LANGUAGE

VMRS has become the core language used by many fleets allowing them to

benchmark repair data within their company or with like fleets. VMRS is a key

factor in guiding equipment managers when making business decisions

relating to parts purchasing or technician productivity. By using VMRS codes a

fleet can tell how many dollars it is spending on a particular repair or narrow

the data to the individual item level.

Many fleet managers ask how VMRS can help their fleet and why they should

use it. The answer is easy; VMRS is the ingredient that makes fleet

maintenance better: better communication, better inventory control, better

PM's, better warranty claims and most of all better business sense and profit.

By using a solid universal set of standards a fleet can cut through the differing

jargon, part numbers and labor descriptions to produce viable, concise

business reports. VMRS provides the means to accomplish these goals.

Just as zip codes speed up the email and area codes make the phone system

work better, VMRS keeps a fleet running smoothly by providing a clear picture

of what maintenance has been performed and what to expect in the future.

VMRS is much more then numbers, it's a standard method of recording daily

fleet operations. VMRS is the proven standard, it has endured the test of time

and best of all it continues to grow and reflect the many new technologies

facing a fleet.

A VMRS Workshop has been scheduled at the TMC 2009 Fall Meeting in

Raleigh, North Carolina. The workshop will be held on September 14, 2009

and will include hands on training in the use of VMRS and representatives

from fleets and maintenance software providers. For more details on the

workshop, contact Jack Poster at 703-838-7928 or jposter@trucking.org

The Repair Shop's Best Friend

Robert Braswell Created: July 15, 2008

Streamline your maintenance processes with VMRS codes.

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Fleets are always looking for new tools and processes that will help

them save time and money in their repair shops. Paperwork starts to

pile up, the computers get harder to navigate, the technician has the

wrong parts, there is a feeling of frustration. Shop managers and

technicians have to work together to make sure the fleet is operating

efficiently. There is an easier way to communicate; VMRS 2000 offers

the tried and true method that can lead to efficiency in today’s repair

facility. VMRS 2000 offers the tools to establish the lines of

communication in any maintenance facility.

THE LANGUAGE OF REPAIR

Established in 1970, VMRS 2000 has been the standard language used by

fleets in operating repair facilities. It was developed to provide a link between

the shop floor and those in maintenance management. VMRS 2000 provides

the discipline necessary for different segments of equipment maintenance to

communicate, eliminating the need for extensive written communication. The

language of VMRS 2000 will help save a technician time when filling out any

type of repair order. Whether entering a reason for repair or a part failure

code a technician will appreciate the concise descriptions provided by VMRS

2000. VMRS 2000 was designed for use on the shop floor and has been helping

shops stay productive for many years.

BETTER BUSINESS

VMRS 2000 is the ingredient that makes fleet maintenance better. Better

communication, better inventories, better PMs, better warranty claims and

most of all better business sense and profits. VMRS 2000 is a coding

convention made up of over 60 code keys or chapters. Each code key (code set)

contains precise codes describing a fleet’s equipment, labor performed and

parts used. VMRS 2000 uses this coding system in place of the written word,

just as the postal service uses zip codes and the phone company uses area

codes to describe certain geographic areas. By adopting VMRS 2000, a fleet

with one or multiple locations can easily communicate, producing consistent

reporting.

VMRS 2000 is much more than numbers—it’s a standard method of recording

daily fleet maintenance operations. A technician saves time completing a

repair order by cutting down on the time spent writing labor and part

descriptions. VMRS 2000 contains the codes needed to help a technician or

shop manager complete a repair order in a standard fashion. VMRS 2000

brings consistency to any maintenance operation by using a universal repair

language. Gone are the days of confusing labor descriptions and using

different descriptions for the parts used. VMRS 2000 cuts through the jargon

that can hinder many fleets’ maintenance operations. VMRS 2000 is the known

advantage in collecting maintenance information.

Fleet managers and technicians will appreciate the clarity and structure of

VMRS 2000. It has been the universal repair language used by many OE

manufacturers and fleets for some time. Major software firms include VMRS

2000 in their coding structure, allowing fleets to benchmark their repair data.

VMRS 2000 can help speed up the repair order process, it can cut the time

spent doing paperwork, it can be that extra advantage in any shop.

FINE TUNING

VMRS 2000 contains several coding methods that can assist a shop manger in

accessing technician production. Code Key 15 is the code set for recording

“work accomplished” that can compare work completed by technicians

repairing any type of vehicle. Other codes in the set can record numerous

labor methods including PM schedules. A shop manager can fine tune a report

of the labor performed by using a standard language to describe the work

accomplished. VMRS 2000 creates a labor language that is concise and easy to

use. It makes the process of comparing a technician’s labor fair and equitable.

There are many labor activities performed by technicians that are not charged

against a specific piece of equipment, but VMRS 2000 contains a labor code

key set to record such activities. Code Key 19 is the set that contains over 60

indirect labor activity codes. For example, there are codes for fueling, parts

pickup, moving equipment, even a code for travel time. It is important that a

shop manager record all work performed for auditing and insurance purposes.

VMRS 2000 contains the labor coding needed to satisfy most recognized

accounting disciplines.

The code set in VMRS 2000 for tracking component failures is Code Key 18 or

the “technician failure code.” VMRS 2000 uses over 90 codes to describe the

apparent failure of a part as determined by the technician or shop manager.

The codes describe failures such as cracked, bent, leaking and worn, to name a

few. By using the standard language in VMRS 2000 a shop manager can run

precise reports of why a part failed. The codes are designed to be brief and

precise, allowing a shop manager to compare part failures from varying

manufacturers. VMRS 2000 makes it easier for managers to compare and

contrast their part usage by using standard descriptions.

LATEST CODES

Comparing component performance can be difficult considering all the

different ways to describe a single part. When you factor in the numerous part

numbers, obtaining a viable report can be quite difficult. VMRS 2000 contains

over 22,000 standard component descriptions in Code Key 33 with new codes

being added to reflect the latest technologies. VMRS 2000 contains the codes

and standards that level the playing field for technicians and managers looking

for meaningful reports. The codes in VMRS 2000 contain the consistency and

clarity that fleets need to produce an accurate picture of their maintenance

operation. VMRS 2000 is the proven method that saves any fleet time and

money.

To find out more about VMRS 2000, version 1.05, contact Jack Poster at 703-

838-7928 or jposter@trucking.org. You can order any VMRS 2000 product

through the ATA Marketplace at 800-828-5463, or

http://www.truckline.com/store

Repair Orders Can Make a Difference

Created: July 8, 2009

One of the most challenging skills stations at last year's National Technician Skills Competition was the Repair Order Station. TMC's VMRS Services Manager Jack Poster offers the following insights as to why proper repair order completion is so...

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There is an old saying, "it all starts on the shop floor," and when it comes to

vehicle repair orders these words ring true. The flow of information starts with

the technician; he or she is the first step in collecting valid data. In order for a

fleet to operate smoothly, maintenance data must be precise and repair orders

complete.

If the wrong information is collected on the repair order, the wrong

information will end up as being factual. Fleets cannot maintain their vehicles

with anecdotal information when facts are needed to ensure proper business

decisions are made. There are several ways to guarantee that the information

gathered is indeed correct.

DESIGN FIRST

The design of the repair order is very important. It must be user- friendly to

ensure that the technician feels comfortable when filling out the form. Whether

it's a hand- written or computer-generated repair order the technician must be

able to navigate the various information fields with little or no difficulty.

Repair orders should contain pertinent fields to document parts and labor

functions. Recording too much information can be counter-productive. Fleet

managers need the right data in order to make educated decisions; the repair

order is the first step in this process.

Using the ATA/TMC Vehicle Maintenance Reporting Standards (VMRS) will

improve any repair order process. By using VMRS a fleet can collect the same

precise data throughout their organization. VMRS is the universal language for

equipment repairs and has been the standard for over 30 years. Using VMRS

takes the guesswork out of collecting maintenance repair data.

STICK WITH VMRS

Doug Andrew, Fleet/VMRS consultant with Cetaris Software, states using

VMRS on a repair order improves the maintenance process. These

improvements reduce unscheduled repairs, roadside breakdowns and identify

exceptional costs. It is the best tool available to support the recovery of

warranty dollars. Doug should know since he has been involved with VMRS

from its inception and continues to be a vocal supporter and contributor to

VMRS.

Maintenance software firms such as Arsenault Associates and Cetaris offer a

standardized repair order module that includes VMRS. The inclusion of VMRS

codes on a repair order helps a fleet manger "mine the data" that is needed to

make educated maintenance decisions. Many software firms can tailor the

repair order to reflect a fleet's information gathering needs. Fleets have varied

maintenance needs so it's a good idea to discuss the repair order module prior

to installation. Make sure the shop manager and a technician or two are

included in the discussions; after all, they are the ones that input the data.

FILL IN THE BLANKS

Fleets will benefit by placing importance on correctly completing their repair

orders. Technicians should be trained from day one on what a fleet expects on

repair orders. Many times a fleet will gloss over the repair order process and

assume that the information gathered is correct. Periodic repair order audits

will insure that the correct information is collected and will keep employees

aware that the fleet is concerned about their maintenance data. Remember it's

not what you expect but what you inspect that is important.

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In today's economy businesses are striving to save as much money as possible.

Maintenance costs have been rising and a fleet manager needs to look for ways

to save money without jeopardizing vehicle safety. Having the correct

maintenance data is a major factor in making any maintenance decision.

Questions like how many brake jobs were performed, is the engine using too

much oil, are there numerous electrical problems, are determining factors on

equipment repair or replacement strategies.

According to Kirk Altrichter, VP of Maintenance at Gordon Trucking in Pacific,

Washington, maintenance data is only as good as what is entered by the

technician. Gordon Trucking utilizes data mining software to audit repair

orders on a regular basis looking for part failure data to help determine trends.

They rely on VMRS codes to help in this process and train their technicians on

the use of VMRS codes and also the proper way to fill out a repair order.

WARRANTY CONCERNS

The repair order is also the first step in documenting warranty information. It

is important to document the correct maintenance information on a repair

order to insure the warranty procedure is completed properly. Warranty

dollars are too important to lose due to an improperly filled-out repair order.

Insurance claims are another reason to be concerned about properly filling out

repair orders. A repair order is an historic document on any piece of

equipment, and it must be complete. There are times that a fleet must produce

repair orders for legal and insurance claims. It is always a best practice to

produce a concise repair document in any legal claim; it can make the

difference between winning and losing a case.

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So it all starts on the "shop floor"--the initial data entry, the initial diagnosis,

the initial customer or driver greeting--it's the beginning of the very important

process of collecting information. Fleets must be aware of the way employees

are involved in the repair order process or the information collected will be

questionable.

With the cost of a new piece of equipment it is vitally important to keep good

repair records. Like a person's medical records, a fleet must document the

correct data to keep the equipment healthy. Good repair orders can make a

difference in the health of any fleet. So don't overlook the importance of a good

repair order. It can keep the "iron doctor" away!