Vehicle maintenance spec

Vehicle maintenance specification

NFCC recommends that, when considering the arrangements for awarding servicing, maintenance and repair contracts, reference should be made to professional documented guidance which is freely available. For example, the Institute of Road Transport Engineers (IRTE) Maintenance Supplier Assessment.

It is recommended that this should be included within any procurement specification or User Requirement Statement (URS).

Vehicle Maintenance Reporting Standards

The Aim Of Vehicle Maintenance Reporting Standards (VMRS)

The aim is to promote the recording and analysis of vehicle repair and maintenance data utilising the standards and definitions set out in the Institute of Road Transport Engineers IRTE VMRS Manual, including those specialist codes particular to Fire Service applications.

The secondary aim is to provide an objective base from which comparisons can be made and assist the professional Engineer by providing Fleet Management information in the following areas:

  • Vehicle maintenance and repair costs
  • Vehicle and component reliability
  • Optimum make and model and specification
  • Optimum vehicle life
  • Optimum inspection frequency
  • Maintenance workshop performance and efficiency
  • The effect of drivers and technicians on maintenance costs

The codes in the attached listing provide a component coding system that can be specifically used by the Fire Service. The system will enable Fleet Managers to analyse repair and maintenance data and if universally adopted, exchange data with other Fire Service Fleet Managers.

VMRS coding is a numeric system which may be used at three levels, i.e. three, six, or nine digits.  For most practical purposes and to keep administration time to a minimum, three and six digit codes are considered sufficient for Fire Service use.  If a more detailed analysis is required or there is a need to monitor a specific component, the nine digit level can be used.

The lists attached, incorporate codes specific to the Fire Service, are restricted to three and six digits for ease of use.

The following lists are attached:

  • A summary of the three digit code level (users may restrict their coding to this level if they so wish)
  • A descriptive analysis of the three digit code
  • A listing of the six digit codes

It is recommended that all fire services adopt this system of coding to further the exchange of fleet management information for the benefit the individual FRS’s, in order to maintain uniformity.

To gain maximum benefit from this coding system, it is essential that any additions and/or amendments to the codes are authorised by CFOA (TOG).  

The aim of setting up the codes in the attached listing is to provide a component coding system that can be specifically used by the Fire Service. The system will enable Fleet Engineering Managers to analyse repair and maintenance data.

NFCC recommends that the existing IRTE VMRS codes should be utilised as far as practicable. It was also felt that in order to remain manageable the system should be confined to six digits, with nine digits only being used for any exception reporting. This approach causes some difficulties as certain frequently encountered components are not listed at three or six digit level, however, these difficulties are outweighed by the benefits.

VMRS in this application is for the purpose of compiling data on maintenance repair activities analysis, repair cause (accident, wear and tear).  Nine digit VMRS can be used for the identification of parts but a prefix or suffix is necessary to differentiate like items from one vehicle manufacturer to another.

Further codes can be added to the component code to denote reasons for repair and types of activity and can be used as numeric shorthand.

VMRS Codes (January 2015)