leaflet wacs suite 1.2 en(complete)

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No content of this document is to be distributed to any 3rd party without prior notice to and approval from Mateva Belgium, Windenstraat 4

– 8400 Oostende, Belgium

Contents

Who are we? ........................................................................................................................................................ 3

Who is our target market? ................................................................................................................................... 3

Why wacs? .......................................................................................................................................................... 3

wacs modules/functions .................................................................................................................................. 4

Functions ..................................................................................................................................................... 4

System administration ................................................................................................................................. 4

wacs properties ................................................................................................................................................ 5

Part 1 wacs on line order cycle and visual planning ..................................................................................... 5

Functions ..................................................................................................................................................... 5

System administration and Basic files ......................................................................................................... 5

Customer on line portal ................................................................................................................................... 6

Login ............................................................................................................................................................ 6

Order request ............................................................................................................................................... 6

Reservation planning ................................................................................................................................... 7

Communication process .............................................................................................................................. 7

Track and trace orders................................................................................................................................. 8

Order handling by dealer ................................................................................................................................. 9

Login ............................................................................................................................................................ 9

Order management...................................................................................................................................... 9

Order handling ........................................................................................................................................... 10

Order acceptance ...................................................................................................................................... 11

Order completion ....................................................................................................................................... 12

Visual Planning .............................................................................................................................................. 13

Mechanics-Employees............................................................................................................................... 13

Planning Intro ............................................................................................................................................. 13

Capacity planning ...................................................................................................................................... 13

Personnel planning .................................................................................................................................... 14

Basic files ....................................................................................................................................................... 15

Hierarchy ................................................................................................................................................... 15

Planning codes .......................................................................................................................................... 15

Setup parameters .......................................................................................................................................... 15

Part 2 Remaining functionality, integrated in wacs ..................................................................................... 16

Asset passport ................................................................................................................................................... 16

Contact passport ................................................................................................................................................ 16

Automated Todo’s .............................................................................................................................................. 17

Fleetcare ............................................................................................................................................................ 18

Purchase / sales ................................................................................................................................................ 18

Rental ................................................................................................................................................................ 19

Invoicing ............................................................................................................................................................. 20

Maintenance contracts....................................................................................................................................... 20

Document Center ............................................................................................................................................... 20

Network administration platform ........................................................................................................................ 21

Middleware platform .......................................................................................................................................... 21

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wacs will allow today’s dealer to be tomorrow’s reference in

maintenance and service

Who are we?

Though MATEVA Belgium is a new name on the market, the product wacs is not.

MATEVA Belgium is, since the foundation in 2010, owner of the innovative, web-based solution wacs for the

fleet market.

wacs has its roots in SoftWare and Consultancy, a company active in the markets of automotive and

transportation since 1995, with years of business experience. The solution is developed together with a well-

known industrial partner Bluekens.

MATEVA Belgium‘s strategic plan for the next years is based on commercializing wacs on a large scale, by

enlarging our target market:

from very small, over very large to network companies (volume)

over the Benelux boundaries to Europe (territory)

from purely automotive (cars, trucks, trailers) to all “asset” care driven companies (type)

MATEVA Belgium aims to accomplish this through:

ongoing investment in quality and extension of her solution wacs and her services

commercialization with own commercial staff and engaging in strategic partnerships (resellers,

partners with Value Added products or services)

ongoing follow up of the actual and future needs of her target markets through market studies, user

groups, business partnerships and networking

Who is our target market?

Workshops dealerships, rental companies, tire centers, used cars companies (service providers) and their

customers, suppliers (asset managers, owners) (contacts).

The target market can be related to rolling material such as

cars, ambulances, trucks, vans, trailers, buses, construction

equipment … (assets).

A market involving all sectors where there is need for

maintenance service and management of assets.

Why wacs?

wacs, a front office solution, as a window to the outside world, simple and transparent.

wacs is NOT a dealer management system but a suite of modules compatible to any classic dealer management system.

Dealerships require: more integrated processes, more real-time information processing, more service –

oriented approach in the interaction with their relations

wacs as a window to the overall present information

Only by gathering information anywhere, anytime, anyplace, into a central database, real time

measurement, thus “knowledge” is possible. With this real-time knowledge the wacs user is

able to give highest standard service to her customer/partner with an affordable ICT gateway

to “information”.

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wacs is the dealer’s window to the external world

Migration from reliable, existing and functionally perfect back office systems to another solution can be painful both on financial and organizational level. wacs as front office allows to integrate required and desired functionality for tomorrow’s dealerships into solid back office systems

wacs modules/functions

Functions

Basic files

Asset passport

Contact passport

Orders

“To do” management (pro-active service management)

Visual Planning

o Capacity

o Personnel including personnel availability and specialties

Maintenance contracts

Integrated software for use with a welcome terminal for the reception

Customer on line portal

o Track and trace orders

o Order request, eventually fed by “To do’s”

o Communication

o Insight on availability through reservation planning

All round portal to attract new customers through special campaigns such as inspections, tires…

Fleet care as a transparent insight in budgeted costs versus actual costs

Purchase / sale

Rental

Invoicing

Document Center

System administration

Setup parameters

Network administration platform

Middleware platform

Security platforms

Communication platform

MATEVA delivers the more, wacs fills in the gaps!

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wacs properties

wacs is an own development

wacs is developed with a well-known Dutch dealer group, after a thorough market study

wacs is innovative and web based.

wacs can be used stand-alone or in combination with other systems.

wacs gathers its information through one of the wacs modules or from external sources of information (middleware)

wacs is a modular and generic application (suite)

wacs aims to optimize direct communication between the dealer and her relations

wacs is available in CLASSICAL and SAAS model (cloud methodology)

wacs targets individual companies or network companies (NETWORK manager)

wacs broad range of parameters makes the suite easy adjustable

wacs is multi- (lingual, group, company, location, department, user…)

wacs is based on an extensive security concept

wacs can be dynamically linked to existing websites, own or third party

wacs contains standard field and overview search functionality which is based in most cases on

dynamic search , filtering and sorting possibilities

Part 1 wacs on line order cycle and visual planning In part 1 of this brochure following workflow as part of a pure front office is documented: Functions

Customer on line portal o Login o Order request o Insight on availability through reservation planning o Communication o Track and trace orders

Order handling by dealer o Login o Order management o Order handling o Communication

Visual Planning o Capacity o Personnel including personnel availability and specialties

Communication platform embedded in Customer portal cycle System administration and Basic files

Basic files Setup parameters

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Customer on line portal

Login

The customer enters an order request through an internet URL. Own assets are defaulted or a selection list

will be provided. Unidentified customers will need to send an e-mail first to receive their log-in data. Known

customers will see their data auto-filled in within the order request screen.

Log in through:

Login: xxxx (defined per customer)

Password xxxx (defined per customer)

! The use of Internet Explorer 7.0 or above

is strongly advised. !

Order request

The customer can inform the dealer which service(s) he

requires, this way the dealer can make the necessary

preparations or can coordinate the necessary actions

The required services are selected through a list

featuring planning codes known in the system.

The desired hour and date of reservation.

Will the customer wait?

Is a replacement car or bike desired?

Extra info: This field allows the customer to note

down specific wishes or questions regarding the

order request. These notes will be visible on the

Portal (View Dealer – see further)

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Reservation planning

This calendar tool takes care of the real –time

calculation of the available capacity of the workshop.

This leads to a higher number of 1st time acceptance

reservations through the portal. Furthermore this

allows the dealer to define the exact threshold to

accept reservation through the portal (where one

dealer will still allow reservations to be made at 80%

capacity and another dealer will not).

Communication process

After filling out the order reservation screen, a request is automatically sent to the selected dealer

Whether accepted or not the following communication will be started through e-mail or text message.

The language here relates to the language of the e-mail client.

When OK: From: dealer

Sent: date, time

To: customer

Subject: Your request order number has been received successfully

Dear (contact name, surname),

We have successfully received your order number

We expect to serve you on the date at time and inform you as soon as your vehicle with license license plate is

available

Best regards,

Signature dealer

URL Dealer

See http://website.servicepoint.co.uk

When not OK: From: Dealer

Sent: date, time

To: customer




Unfortunately the requested timeframe is no longer available, we will contact you to renew

the service appointment.

Best regards,

Signature dealer

URL Dealer


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When order completed, the customer automatically receives an e-mail or text message.

From: dealer

Sent: date, time

To: customer

Subject: Your vehicle with license plate license plate is available for pick-up.


Your vehicle with license plate license plate is available for pick-up.

Thank you for the confidence in our company.

Best regards,

Signature dealer

URL dealer


! E-mail or text messaging is only a tool in this process. Order entry can be monitored in real-time through the wacs portal !

Track and trace orders

This color definition shows whether the order originates from the customer portal or has been originated from

the dealer. The color also reflects the status of the order (finished or not).

From here the customer can go to the order detail, filter and sort. The customer is able to follow up his order status at all times.

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Order handling by dealer

The system emails when an order request has been received

From: [email protected] [mailto:[email protected]]

Sent: Thursday 31 March 2011 10:19

To: info

Subject: New order WACS1 through WACSSuite

A new order has been received of “customer name, contact name, license plate, telephone”

See http://yourownWACSSuite.co.uk

Login

Log in through:

Login: xxxx (defined per customer)

Password xxxx (defined per customer)

! The use of Internet Explorer 7.0 or above is strongly advised. !

Order management

On this page the user (dealer) can

manage orders.

New order requests will pop-up which

can be handled by selecting them for

registry (see Order Registry)

The user receives an overview of all

orders, sorted and not filtered.

If the authorization level of the user

allows the management of orders, the

user will be able to change, create, copy

or delete the appropriate orders. Dealer

and customer orders are displayed. Each

type of order has its own distinct color.

http://yourownwacssuite.co.uk/

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Order handling

This is the central order registry functionality, where new orders can be created, order request can be

validated and orders can be modified, planned, printed and completed.

Following functionality is provided:

Definition of customer and vehicle are defined

Activities to be executed,

o through pre-defined planning codes

o through tasks, which are not pre-defined

REMARK: The definition of multiple tasks per order is a standard feature

Notes and remarks for/from customer and workshop

Date and time when customer will make his asset available

o This proposal can be accepted

o A new proposal can be made

Planning

o When and by whom will it be executed in the workshop

o Orders can be delegated to an external supplier

Completion

o Data for order completion and initializing customer warning methods

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Order acceptance

The “Notes” division visualizes the desired time frame of the order request by the customer.

If the desired time frame fits in the workshop planning, the dealer acknowledges the order request by pressing

the “Accepteer” button. The customer will subsequently be informed of the acceptance by e-mail or text

message.

From: dealer

Sent: date, time

To: customer

Subject: Your order request order number was received successfully



We expect to serve you on the date at time and inform you as soon as your vehicle with license

license plate is available

Best regards,

Signature dealer

URL Dealer


If the order request does not fit in the workshop planning, the customer will be informed by a standard e-mail

below.

From: Dealer

Sent: date, time

To: customer




Unfortunately the requested timeframe is no longer available, we will contact you to renew the

service appointment.

Best regards,

Signature dealer

URL Dealer


! E-mail or text messaging is only a tool in this process. Order entry can be monitored in real-time through the wacs portal !

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Order completion

When finishing the order, the order is selected through the hourglass button and manually set to the status

finished. Furthermore the order detail can also be filled out with extra information such as date of order

finishing and amount of kilometers as well as an indication of who has finished a specific task of the order.

Subsequently the customer will be informed by email or text message.

From: dealer

Sent: date, time

To: customer

Subject: Your vehicle with license plate license plate is available for pick-up.


Your vehicle with license plate license plate is available for pick-up.

Thank you for the confidence in our company.

Best regards,

Signature dealer

URL dealer


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Visual Planning

Mechanics-Employees

Data from mechanics-employees is inserted in the central contact passport.

Work schemes (shifts and exceptions) are defined within wacs.

Color schemes are used to visualize different exceptions in work schemes.

Planning Intro

wacs contains 4 levels of planning in following modules:

“Order Entry”: direct planning from any location to every location within the dealership(group)

Planning possibilities at order creation:

a. Order creation with specified date, hour and employee > direct in Personnel Planning

b. Order creation with date, but no time and/or employee > direct in Capacity Planning, to be

planned in Personnel Planning

c. Order creation with no planning info > to be planned in Capacity Planning

” Visual Planning”: Capacity planning: a month’s overview with capacity per day

” Visual Planning”: Personnel planning: Gantt chart per employee

” Customer Portal”: Reservation planning: calendar with availability per day, and available timeslots

These 4 planning levels are integrated in wacs. Changes in 1 level reflect changes in another.

wacs Visual Planning can be fed in 2 ways:

Through an external application

Through wacs orders

Capacity planning

Capacity planning is a month’s overview on day basis, which visualizes the % filled/free capacity per day,

taking into account a % of fixed orders and reservation of time for passersby. The “undated orders” can be

viewed and dragged/dropped on a day where enough free capacity is available.

Additional links/functions

Personnel planning by zooming in on specific day

Plan lists per week/day

Drag/Drop unplanned orders (undated)

Order creation

Planning detail

Free space

Notes

Basis for reservation overview (available time) on

“Customer portal”

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Personnel planning

A Gantt chart shows the workload in the workplace on employee level, indicating the activity degree and

giving the opportunity to plan orders and even specific tasks per order.

Additional links/functions

Present time bar

Capacity %

Jump in hierarchy

Color schemes on different levels

Details at scroll over order/task bar

Scroll to next, previous days

Drag/Drop unplanned orders/tasks (assign

Drag/Drop planned orders/tasks (re assign or un-assign)

Split/Copy orders/tasks

Delete orders/tasks

Create order: Link to Order Entry containing known parameters (depending on “click” place)

Order detail

Plan exceptions (illness, training, cleaning…)

Plan lists per week/day

Print worksheet

Notes

Basis for reservation overview (available time) on “Customer portal”

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Basic files

Hierarchy

wacs users are defined at time of set-up:

companies

locations

departments

Each asset / employee can be linked to a default company/location/department

related employees (later)

related assets (later)

Planning codes

All order related activities and materials can be defined here such as Maintenance, Tire switch, Oil, …

This is defined during set-up.

There are 2 important features:

Duration

A specific, default duration of this activity can be linked. This will be used during planning but can be

altered later on. This is an important feature as planning codes are used to assemble a work order

Planning codes which are known by the system will allow the planner to see how much time it will

take to finish work orders.

Document

Documents can be attached to the planning codes which will be printed automatically when printing

the worksheet for the mechanics.

Setup parameters

This module contains 4 types of parameters

System parameters, which are in effect for all logged in users of wacs

The system parameters affect the way of working of wacs. They are set-up initially.

Personal parameters, which allow the user to personalize their own environment

Personal parameters include: Number of days visible on planning, number of lines per overview, color

changes, status changes, standard opening hours, standard working hours etc…

Profile / Password change, which allows every user to change their respective profile

Language translation tables

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Part 2 Remaining functionality, integrated in wacs

Asset passport

Contact passport

Automated todo’s

Fleetcare

Purchase / sales

Rental

Invoicing

Document Center


Middleware platform

Asset passport

Wacs asset passport is one of the base files which handles all asset information. Asset types can be defined on the fly by the dealer and the respective templates can be created and filled out. The asset passport features a dealer and a customer view both through logging on to the wacs portal When used as read only the customer will see the template created by the dealer. If both dealer and customer agree that knowledge of kilometers delivers added value to the service level, wacs asset passport can be linked to the onboard computer of assets allowing the dealer to receive on a daily bases the real time kilometers. Current links are established with Transics, Qualcomm and Ubidata.

Wacs asset passport allows creation of templates per asset type Asset passport uses quick links to other wacs modules

The asset passport also allows quick navigation to other modules.

Contact passport

Wacs contact passport is the other base file of wacs. It handles all contact information. This contact passport features a dealer and a customer view both through logging on to the wacs portal When used as read only the customer will see the template created by the dealer.

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Wacs contact passport features one contact data for different relationship types

Automated Todo’s

This is a specific feature to pro-actively plan maintenance, triggered on a time and kilometer base, or by expiration date. Once set-up through the werkzaamheden tab on the asset passport it automatically generates the respective maintenance orders. When used as read only the customer can initiate maintenance order reservations using the wacs portal.

Maintenance schemes filled out here will result in automated to do’s (pre-orders)

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Fleetcare

Wacs fleetcare delivers to the customer an overview of the budget on asset or fleet level.

Global follow-up of cost over fleet Detailed cost overview

Purchase / sales

Wacs has an integrated module which takes care of purchase and sales of assets. It allows the user to manage the complete cycle of purchase and sales. Following functionality is supported

Managing requests Managing offers Managing contracts Managing conditioning of assets Follow-up of delivery documents Follow-up of sales orders Follow-up of invoices

When consulting an asset within the fleet, wacs will automatically lead you to the corresponding tab which reflects the current status of the asset

Wacs purchase / sales will lead you to the correct status of the asset

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Furthermore linking to websites is supported. At this time a link to truckscout24 is active. A link to Modix is in progress.

Rental

Wacs rental allows management of a rental fleet (short or long term) as well as management of replacement assets and test drives. The rental module allows the definition of any component needed to assemble a renting contract. Checklists which are provided as templates or specific check lists can be attached to a contract.

A general overview of rental contracts, colors visualize their statuses

The user is able to check the availability of a single asset or the availability of the entire rental fleet.

Rental view per asset Rental overview on fleet level

Another feature will allow the user a capacity overview of the rental assets.

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Capacity overview

Invoicing

Wacs invoicing is able to work stand alone or integrated with following wacs modules. Maintenance contracts Rental Purchase / sale

The invoicing module can be set up using following parameters.

VAT tariffs VAT codes Units Invoice layouts Payment terms Invoice codes Customers Countries Currency Pre-invoicing Export to accountancy package

Wacs invoicing also features the creation of pre-invoicing (without number and date) before the final invoices are delivered to the customers. This way the user is able to check invoice details.

Maintenance contracts

Maintenance contracts as provided by wacs refer to the ability to engage in a maintenance contract based upon the constructor’s maintenance contract. Wacs maintenance contracts allow a full-option contract, for instance including the use of the wacs portal. Wacs maintenance contracts allow the definition of

Specific work which is included Weight of specific indexation Indexation schemes Extra prerequisites (such as the use of a certain motor oil)

Document Center

Wacs Document Center provides a global document archive.

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This archive can be consulted by both dealer and customer.

For instance, the customer has entered a rental contract with the dealer.

The dealer will create a specific map through the Document Center where the rental contract is uploaded.

When the dealer enables the link to the customer, the customer will be able to consult the specific document

through his asset passport.

Furthermore the customer will be informed if a new document has been linked to his account.


Since wacs is fully web based and as platform covering dozen of dealers, management of users seems not

that simple.

This is why Mateva developed a network administration tool which provides an overview of users and

installations. Another benefit of this software is the fact that dealer organizations also have the ability to

receive administration rights on this platform. This will allow easy management of users for both Mateva and

its customers who need this kind of control to manage their specific environment (dealers)

Middleware platform

One of the strengths of wacs as a platform is the ability to link to back-office systems like dealer management systems. It is important that these links can be established as swiftly as possible. Through the Mateva middleware platform linking to 3

rd party systems becomes fairly easy.

The translation from the middleware towards wacs has been made generic. This means only 1 side of the communication (from a 3

rd party to the middleware) needs to be set up which leads to a faster way linking as

opposed to traditional interfacing.

leaflet wacs suite 1.2 en(complete)

Documents

visual planning

order handling

order request

order management

order acceptance

order completion

reservation planning

planning intro