SOP0001 – Individual Vehicle Template Setup

Scope

This Safe Operating Procedure is an instructional on setting up a new vehicle into A2Z Services – Business Manage

Responsibilities

TaskRole
Filling out OF0039 – A2Z Services – Business Manager Vehicle Setup FormArea Manager/Franchisee
Complete SOP0001Systems Champion
  

Procedure

  1. Receive OF0039 – New Vehicle Asset Setup Form in systems champion email inbox and open

Template setup – WordPress

  • Log into WordPress at https://a2zgroup.net/wp-login.php
  • On left bar select pages – All Pages
  • Copy **OF0040 – Individual Vehicle Template** by hovering over **OF0040 – Individual Vehicle Template** and select copy –Copy Now
  • Open Duplicate
  • Rename heading **OF0040 – Individual Vehicle Template** to New Vehicle Asset ID allocated to vehicle and Branch and Service e.g. “A2Z2 – Central Australia – Remote Services”
  • Delete Line “SOP0001 – A2Z Services – Business Manager Individual Vehicle Template Setup (DELETE ONCE OPEN)”
  • In Top Panel of Word Press Select Settings – Page – URL Slug and change to Asset number e.g. “A2Z2”
  • Copy URL Slug
  • Press Publish – Publish

Template setup – Google Sheets

  1. Open Google Sheet “OR0035 – Vehicle Register” in new webpage tab https://docs.google.com/spreadsheets/d/1OJ5nD1S4_LUmXkiP5nVrusYAw8SUVsKrKqDWlvh4bOg/edit#gid=0
  2. Select “OR0035 – Vehicle Register” Tab
  3. Create new line and insert New Asset ID into Asset ID Colum
  4. Paste URL Slug from above into Asset Link
  5. Input particulars from OF0039 – New Vehicle Asset Setup Form which was sent to systems champion Inbox ONLY in:
    1. Asset ID
    1. Make
    1. Model
    1. Year
    1. Registration Number
    1. Next Service Due at KM
    1. Registration Renewal Date
    1. Inspection Renewal Date
  6. Copy from above Vehicle into new vehicle the formula fields in:
    1. Registration Due in – Weeks
    1. Inspection Due in – Weeks
  7. Right Click on template tab and select Duplicate
  8. Rename to new vehicle ID e.g. “A2Z2”
  9. Select Cell A8 and Place Vehicle ID into Cell e.g. “SELECT A, B, C, D, E, F, G, H, I WHERE B = ‘A2Z2’”
  10. In yellow fields below Asset ID Type “=” then select “OR0035 – Vehicle Register” Tab and then the asset ID in spreadsheet, then enter
  11. Continue above step until all are completed:
    1. Asset ID
    1. Make
    1. Model
    1. Registration Number
    1. Licence Class
    1. Registration due – Date
    1. Inspection Due – Date
    1. Next Service Due at KM
  12. Return to tab OR0035 – Vehicle Register
  13. In new vehicle Asset ID select service due in and type = the select New Asset ID Tab e.g. A2Z2 and select D6
  14. Complete steps 22-23 for $/km
  15. Open WordPress in a new tab, at this stage you should have 3 Tabs:
    1. OR0035 – Vehicle Register – Google Sheets
    1. New Vehicle Asset Page – WordPress
    1. Dashboard – WordPress

Vehicle Particulars Setup – WordPress

  • Hover over Stylish Google Sheet Reader and select Manage Sheets
  • Input following details:
    • Google Sheet ID: 1OJ5nD1S4_LUmXkiP5nVrusYAw8SUVsKrKqDWlvh4bOg
    • Sheet Name: (this is the name of the sheet you just setup e.g. A2Z2)
    • Range: A1:E2
    • Caption Leave Empty
    • Table Style: Card (Shadowed)
    • Format: Positive and Negative Value: NO
    • Fix First Column: NO
    • Allow Sorting: NO
    • Allow Search & Filtering: NO
    • Table Width (Desktop): 100%
    • Table Width (Mobile View): 100%
    • Select the I have changed this google sheet sharing setting to”……….
    • Press Google Sheet +
  • Copy short Code from below in All Sheets Section
  • Open tab for New Vehicle Asset you have setup.
  • Paste this link into first Shortcode Box
  • Delete Text Above
  • Update Website
  • Return to Stylish Google Sheet Reader tab
  • Input Following Details
    • Google Sheet ID: 1OJ5nD1S4_LUmXkiP5nVrusYAw8SUVsKrKqDWlvh4bOg
    • Sheet Name: (this is the name of the sheet you just setup e.g. A2Z2)
    • Range: A4:E6
    • Caption Leave Empty
    • Table Style: Card (Shadowed)
    • Format: Positive and Negative Value: NO
    • Fix First Column: NO
    • Allow Sorting: NO
    • Allow Search & Filtering: NO
    • Table Width (Desktop): 100%
    • Table Width (Mobile View): 100%
    • Select the I have changed this google sheet sharing setting to”……….
    • Press Google Sheet +
  • Copy short Code from below in All Sheets Section
  • Open tab for New Vehicle Asset you have setup.
  • Paste this link into Second shortcode Box
  • Delete Text Above
  • Update Website

Vehicle Log – WordPress

  • Return to Stylish Google Sheet Reader tab
  • Input Following Details
    • Google Sheet ID: 1OJ5nD1S4_LUmXkiP5nVrusYAw8SUVsKrKqDWlvh4bOg
    • Sheet Name: (this is the name of the sheet you just setup e.g. A2Z2)
    • Range: A9:F100000
    • Caption Leave Empty
    • Table Style: Card (Shadowed)
    • Format: Positive and Negative Value: NO
    • Fix First Column: NO
    • Allow Sorting: Yes
    • Allow Search & Filtering: Yes
    • Table Width (Desktop): 100%
    • Table Width (Mobile View): 100%
    • Select the I have changed this google sheet sharing setting to”……….
    • Press Google Sheet +
  • Copy short Code from below in All Sheets Section
  • Open tab for New Vehicle Asset you have setup.
  • Paste this link into Second shortcode Box
  • Delete Text Above
  • Update Website

Vehicle Images –  WordPress

  • Open email in Systems Champion. Email and open OF0039 – A2Z Services – Business Manager Vehicle Setup Form which was sent thru
  • Save the 6 images on form
    • Front
    • Back
    • Left
    • Right
    • Inside Front
    • Inside Rear
  • Open new Vehicle Asset Tab and insert images under Vehicle Images with captions:
    • Front
    • Back
    • Left
    • Right
    • Inside Front
    • Inside Rear
  • Delete Text Above
  • Update Website

Forms – Word Press

  • Return to WordPress Dashboard
  • In Left hand panel select Forms – Form
  • Select “OF0036 – Daily Vehicle Pre-Start”
  • Select Asset ID and Correct Branch
  • Select Field Settings on Right Hand Side
  • Scroll Down to Edit Choices
  • Add Choice by Pressing the + Button
  • Label will be Asset ID Allocated e.g. A2Z2
  • Press Save Form
  • Complete Steps 53-60 until all are completed for below forms:
    • OF0036
    • OF0037
    • OF0038

Forms and Registers

Document NumberDocument Name
OR0035Vehicle Register
OF0036Daily Vehicle Pre-Start
OF0037Weekly Vehicle Check
OF0038Asset Maintenance Log
OF0039New Vehicle Asset Setup Form
OF0040Individual Vehicle Template

Amendment Record

Issue#: 1 Issue Date: 13/7/2022

Rev#DateSection#Para.#Description of ChangePrepared ByApproved By
1
2
3

Click here to download SOP0001 – Individual Vehicle Template Setup in PDF Format

Disclaimer: This documentcontains material to assist in meeting environmental management, Work Health and Safety and Quality obligations under the International Standard ISO AS/NZS ISO 9001:2016,14001:2016 and other legislative bodies. This document contains material sourced from Safe Work Australia. Any such material remains subject to copyright © Commonwealth of Australia. https://www.safeworkaustralia.gov.au/copyright. Although every effort has been made to ensure the accuracy of this information at the time of publication, it is provided as guidance only and does not provide legal advice on meeting your obligations. This document and its contents are © A2Z services 2018 and or the originating source authors and no permission is given for its duplication or copying, in part or in its entirety, for use outside its original purposes as stated within the company.

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