Trace Systems

Complete Fleet, Garage and
Workshop Management Software
Designed to Save You Time and Money

01676 534746 or email

Preventative Maintenance Scheduling and Recording to DVSA Standards

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We use two standard methods for Service/Inspection scheduling – Fixed and Variable schedules.

  1. Fixed schedules
    • We calculate the next inspection date, based on the date the vehicle should have been serviced, not the date it was serviced.
    • The calculation is triggered when an inspection job first becomes Work in Progress: this is because an inspection may create additional work and, if the dates are not updated until the job is complete, it may be many weeks before the job finishes…this would leave the inspection date as now overdue which is not a true reflection.
    • Using this fixed method, which is required by DVSA, means that if a vehicle on a six week cycle comes in after seven weeks, the next service is only five weeks away bringing the schedule back into line. All job records are stored on the vehicle’s maintenance history file and are available for enquiry at any time.
  2. Variable service/inspections
    These are based on time or mileage and the next service/inspection is the required interval from the actual date of the service/inspection. For example, a van on a 10,000 mile schedule, coming in after 11,000, will still be scheduled for the next 10,000 miles not 9,000.

Schedules can be simple or sophisticated – it’s up to you
Simple might be six weekly so that the vehicle is scheduled every six weeks.
Complex might be A, A, B, A, A, C where A may be a inspection, B a minor service with inspection and C a major service with inspection. Other more complex schedules can be set up as standard. The schedules are held as sets of rules. Each vehicle is told, once, which set of rules to obey and this it does.

Scheduling reminders
TRACE produces on screen reminders for approaching work and for overdue jobs and activities. It also has a twelve month calendar that can be viewed by month, week or day.