Digitalising fleet operations for BPE Energy Sdn. Bhd.
Powered by AI · Built on LGT-P02
User Training Guide · 2026The system digitises 4 official BPE documents — Fleet Management Procedure (LGT-P02), Vehicle Requisition Form (LGT-P02-F001), Vehicle Inspection Checklist (LGT-P02-F003), and Vehicle Use Policy — enforcing every rule automatically.
| Role | What they do | Key permissions |
|---|---|---|
| Requestor | Staff who borrow vehicles | Submit requisitions, fill inspections, report repairs |
| Fleet PIC | Fleet Person-in-Charge | First approver, manages all vehicles, confirms AI findings |
| PM / HOD / SM | Project Manager / Head of Dept / Site Manager | Final approver on requisitions and inspections |
| PE / Site Supervisor | Project Engineer / Supervisor | Witness inspections, source rental vehicles |
| Admin | System administrator | Full access to all modules |
At least 1 working day before the trip. Fills destination, purpose, estimated days.
Confirms vehicle availability. AI suggests the best vehicle automatically.
Cannot approve until a pre-trip Inspection Checklist is completed.
Daily inspections logged via the system. Repairs reported immediately if found.
Section B of VRF filled (return time, odometer, cleaned?). Return checklist done.
Fill vehicle model, plate no., department, phone, purpose, destination, estimated days, PO reference.
Click the purple AI button — the system picks the best available vehicle based on service due date, expiry status, and trip distance. Fill in Project / Task clearly — e.g. "repair antenna on rooftop" prompts the AI to recommend a sky lift instead of a van.
Fleet PIC → PM/HOD/SM. Rejected forms return to requestor with reason.
Checked and OK
No action needed.
May Require Attention
Monitor. Inform Fleet PIC.
Needs Repair
DO NOT PROCEED if bold item.
Describe the issue in plain text. Any staff can report.
AI picks the category and urgency score (1–5) automatically.
Status tracked: New → Approved → In Workshop → Completed.
Red banner shown. Submit button changes to "Log Urgent Request". Fleet PIC + PM contacted same day.
Everything with a ✦ AI badge is AI-generated. All results require human confirmation before saving.
Picks the best available vehicle for the trip — considers service due date, expiry, alerts, and trip distance.
Scans up to 4 vehicle photos with Gemini Vision. Finds defects, rates severity, pre-fills checklist.
Reads the km value from a dashboard photo. Auto-fills the odometer field if confidence > 85%.
Classifies a text description into the correct repair category and urgency score (1–5).
Staff ask questions in English or BM. Answers cited from exact section and page of LGT-P02.
Monthly fleet summary, vehicle health report, or ISO 9001 compliance audit — generated in one click.
Road tax, insurance, PMA, PUSPAKOM, GDL — sorted by actual operational risk. 30-day warning threshold. WhatsApp sent to Fleet PIC automatically at 07:00 daily.
Who has which vehicle, destination, when due back. Overdue returns flagged automatically.
If a vehicle's odometer increases with no approved requisition on record — flagged as critical anomaly.
All pending repairs, sorted by urgency score. Critical items shown in red.
Every Monday 08:00 — WhatsApp summary sent to Fleet PIC: total inspections, action-required count, daily checks. Per LGT-P02 §6.1 notes.
Staff types a question in English or Bahasa Malaysia
AI searches the indexed documents for relevant sections
Answer returned with document name, section, and page number
Register vehicles, update odometer, view all expiry dates at a glance.
Every staff member signs once before first requisition is approved.
Cards assigned per vehicle. Business travel only. Personal use = disciplinary action.
Monthly summary, vehicle health, ISO 9001 compliance audit — one click.
Rental vehicles — When no BPE fleet vehicle is available, Fleet PIC notifies PE → PE sources a rental and generates a PO → rental tracked in the same requisition workflow.
Open Predictions in the sidebar. Gemini reads the full inspection + repair history and forecasts what will go wrong, when, and how much it will cost — for every vehicle.
Per vehicle: which part is most likely to fail next, the probability, and an ETA in days. Driven by patterns in checklist ratings (2 = Attention, 3 = Repair) and recent repair history.
Projected MYR spend over the next 30 / 90 / 365 days, broken down by category — service, tyres, repairs, renewals. Aggregates to a fleet-wide budget guide.
Predicts the actual date the next service will be due, based on real km/day usage from recent inspections — not just the fixed 10,000 km threshold.
Maps every upcoming compliance window — road tax, insurance, PMA, PUSPAKOM, GDL — into a fleet calendar so you can plan replacement vehicles before assignments collide.
How to use: Click Refresh All on the Predictions page to run Gemini across the whole fleet. Vehicles with risk score 4 (Urgent) or 5 (Critical) auto-create a dashboard alert. Click Refresh on any single vehicle card to re-run just that one.
Rule of thumb: Predictions are decision support, not autopilot. Fleet PIC must still confirm the action — order parts, book the workshop, schedule the rental — exactly like every other AI output in the system.
All 4 BPE source documents are fully implemented. Every rule from LGT-P02 is enforced automatically.