SOP
Implementation Department
Standard Operating Procedure
12th September, 2022.
Contents
1. Introduction ………………………………………………………………………………………..3
1.1. Purpose and Objectives …………………………………………………….………………3
1.2 Scope …………………………………………………………………………………….………….3
2. Organogram…………………………………………..………………………………………….…4
3. List of activities in the department…………………………………………………......5
4. Procedures…………..…………………………………………………………………..…………6
5. Process flow…………………………………………………………………………………..…….9
6. SOP change log…………………………………………………………………………………….10
7. Appendices…………………………………………………………………………….…………...11
1. Appendix A: Pre-installation and Post-Installation check list…….11
2. Appendix B: Installation policy document………………………………..12
3. Appendix C: SFCS Site inspection checklist………………………………14
4. Appendix D: Client requirement for SFCS…………………………………16
5. Appendix E: MFCS questionnaire……………………………………………..16
6. Appendix F: client requirement for MFCS…………………………………18
7. Appendix G: Procedural details for scheduling health checks…..19
8. Appendix H: Health check feedback form…………….…………………..20
1. INTRODUCTION
1.1 PURPOSE AND OBJECTIVES
The aim of this SOP is to create a well-defined and comprehensive document to highlight the work procedures and expected deliverables in the implementation department. This is also to ensure that all implementation staff work from the same perspective by having a written formula of the policy and procedure. It also serves to ensure:
i. A standard document is made available that guides all the staff of the unit regarding mode of operation.
ii. Consistency and continuity of our operation is guaranteed
iii. Preservation of knowledge and the technical know-how in the departmental operations.
iv. A training guide is available for all existing members and new team members.
1.2 SCOPE
This standard operating procedure documents provides an insight into IoT (internet of things) solutions deployment in the concept nova implementation department. It also outlines the guidelines to achieve a proper and efficient installation.
2. ORGANOGRAM
IMPLEMENTATION DEPARTMENT STRUCTURE
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3. LIST OF ACTIVITIES/JOBS IN THE DEPARTMENT
The implementation department is saddled with the responsibility of deploying all concept nova’s IOT solutions. This is achieved by liaising with the Research and development, Sales, brokers and CEM to understand the type of solution to be deployed. We deal with individual clients and corporate organizations.
Below are the major concept nova solutions deployed by the implementation department:
1. Vehicle Monitoring Solutions that include products like tikon basic, tikon hybrid, tikon prime, track and trace, prodrive, tikon match etc.
2. Fuel Monitoring Solution in Stationary Tanks (stationary fuel control system-SFCS)
3. Fuel Monitoring Solution in Mobile Tanks (mobile fuel control system-MFCS)
4. Generator Monitoring Solution
5. Power Monitoring Solution
6. Vehicle Anti-shatter Solution (c-protect)
7. In-vehicle Monitoring System (IVMS)
8. Health checks are carried out on all the jobs 1-7 above as at when due/required.
4. JOB PROCEDURES
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WORK PROCEDURES FOR THE LISTED ACTIVITIES |
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Timelines |
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S/N |
Activity |
Description |
Pre installation |
Installation |
Post Installation |
TAKT Time (hours) |
Cycle Time (hours) |
What determines Success |
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1 |
Vehicle Monitoring Solution |
Involves hard wiring of Telematics (Trackers) in a vehicle. Our Tikon products and prodrive fall under this category. Product variations are most likely due to the type of telematics and back end configuration applied. |
Involves knowing the functional state of the vehicle prior to installation. See appendix A for pre-installation checklist
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Telematics device is wired onto the vehicle circuitry following the laid down installation guidelines. See appendix B for Installation policy document. |
Checks are done to ascertain that all vehicle systems are stable after the installation. See appendix A for post installation checks. Vehicle details are sent to control department and confirmation that the unit is reporting online and updating accordingly means job completion. |
1.5 |
1 |
· Good installation with no errors · Unit reporting online and certified by control department. · Vehicle/equipment in good working condition after installation · Report/feedback forms completed and duly sent to control department and departmental head for record keeping. · Strict adherence to approved timelines. |
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2 |
Fuel Monitoring Solution in Stationary Tanks |
This is done by installing sensors in stationary tanks. It also involves piping, cabling, installation of telematics and converters. Tank calibration is also a major aspect of this solution. Concept nova's stationary FCS (SFCS) falls in this category. |
Site inspection is done prior installation. See appendix C for site inspection check list. Outcome of the site inspection will determine whether or not installation can be done. Client requirements are also sent. |
Deployment of the SFCS is done following the laid down installation guidelines. Tank is calibrated accordingly. See appendix B for installation policy document. |
Necessary checks are carried out to ensure that the system, especially the generator(s) connected to the tank is(are) fine. Details are sent to control and units are confirmed to be reporting real time. Confirmation that fuel data is captured. |
7-10 (based on the capacity of the tank) |
7--9 |
In addition to (1) above, accurate fuel data is a must for success. |
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3 |
Fuel Monitoring Solution in Mobile Tanks |
This involves installing sensor in the tank of trucks and other moving equipment that use diesel for their operation. Telematics devices are also installed in the vehicle/equipment. Concept nova's mobile fuel control system (MFCS) falls in this category. Tank calibration is also a major activity in the deployment of this solution |
A questionnaire is usually sent ahead of installation to know the type, capacity, tank orientation etc.(appendix E) of the truck to be worked on. This ensures better planning ahead of the deployment. Client requirement is also sent ahead of installation see appendix F |
Deployment of the MFCS is done following the laid down installation guidelines. Tank is calibrated accordingly See appendix B for installation policy document. |
Checks are done to ensure the unit is reporting real time and accurate fuel data is being received. Details are sent to control department for record purpose. |
6-8 (based on capacity of the tank) |
5 |
same as (2) above |
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4 |
Generator Monitoring Solution |
This is sometimes deployed as an add-on to the SFCS. It involves using telematics and a connection of relays/contactors to monitor generator activities. |
A questionnaire is usually sent ahead of installation to know the type, capacity, and make of the generator. This ensures better planning ahead of the deployment. Client requirement is also sent ahead of installation |
Installation of the generator monitoring solution is done based on the laid down installation guidelines. See appendix B for installation policy document. |
Checks are done to ensure the unit is reporting real time and testing of the generator status is done. Details are sent to control for record purpose. |
4 |
3 |
In addition to (1) above, generator status must be tested and certified ok. |
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5 |
Power Monitoring Solution |
This involves using telematics and a system of relays/contactors to monitor power status of buildings, factories etc. |
A questionnaire is sent ahead to have an idea of the site and power layout. |
Installation of the power monitoring solution is done based on laid down installation guidelines. See appendix B for installation policy document. |
Checks are done to ensure the unit is reporting real time and testing of the power monitor for off and on, PHCN, generator etc. is done. Necessary details are sent to control department. |
4 |
3 |
In addition to (1) above, power monitoring set up must be tested and certified ok. |
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6 |
Vehicle anti-shatter solution |
It involves installation of clear films on the vehicle door glasses to prevent them from shatter incase a break- in occurs. |
Inquiry is made to know the type of vehicle, whether tinted or not etc. |
C-protect is done according to the laid down policies for Installation |
Necessary checks are done to ensure vehicle still functions as expected and there no bubbles present in the vehicle door glasses. |
3 |
2 |
Good installation with no bubbles present. |
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7 |
In-vehicle monitoring system (IVMS |
This involves the hard wiring of telematics, RFID, buzzers, ibuttons etc to completely capture driving activities and identify drivers. |
Inquiry is made to know the type of vehicle(s) in order to plan a proper installation and to know the state of the vehicle |
IVMS deployment is done based on installation guidelines. See appendix for B for Installation policy |
Checks are done to ascertain that all vehicle systems are stable after the installation. See appendix A for post installation checks. Vehicle details are sent to control department and confirmation that the unit is reporting online and updating accordingly means job completion. |
2 |
1.5 |
As in (1) above |
Health checks
Health checks are done as at when the need arises, especially when the vehicle(s)/asset don’t report real time on our respective platforms. This ensures customers get the expected value from our products.
See appendix G for procedural details for scheduling health checks and appendix H for health check feedback form.
5. PROCESS FLOW
6. SOP CHANGE LOG
This a new SOP. To be reviewed yearly.
Version History
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Version # |
Author
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Version date |
Revision date |
Approved by |
Approval date |
Reasons/Details Of Changes |
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7. APPENDICES
1. APPENDIX A
Product Installation and Maintenance Check List
Section A: (To be completed by Technician/Engineer)
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Client’s Category: |
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Personal/Company’s Information |
Vehicle/Asset Information |
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Name: |
Make/Model: |
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Policy Number: |
Registration Number: |
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Address: |
Year: |
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Phone Number: |
Colour: |
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Email Address: |
Chassis Number: |
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Contact Person Met: |
Phone Number of Contact Person: |
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Product Name: |
Unit ID: |
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Device Location in the Vehicle: |
Mileage/Odometer: |
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Safety Procedures |
Pre-Installation |
Post Installation |
Remarks |
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OK |
NOT OK |
OK |
NOT OK |
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Check all Dash Board lights, e.g. Engine lights, Battery light, etc. |
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Fog/Driving Lights |
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Brake Lights |
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Reverse Lights |
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Head Lights |
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Trafficator Lights (Signal Lights) |
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Windshield Wiper |
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Horn |
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Car Stereo |
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Air Conditioner (AC) |
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Power Window |
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Engine Start |
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Other components in the vehicle |
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Any other Comments: ___________________________________________________________________________________
_____________________________________________________________________________________________________
Section B: (To be completed by the customer/contact Person met)
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Name of Technician: |
Phone number of Technician: |
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Date of Installation: |
Time of Installation: |
Remarks:
Customer’s/Contact person’s Signature: _____________________ Date: _____________________
Technician’s/Engineer’s Signature: _________________________ Date: _____________________
2. APPENDIX B
Precautions, Policy Installation Document, Dos and Don’ts for Installers
Introduction:
This Policy document, Precautions, Dos and Don’ts for installers is meant to guide the installer (Technician/Engineer) to professionally install Telematics devices on any vehicle. All Installers must adhere strictly to these guide lines to avoid any mishap before, during and after installation.
The document is open for frequent revision and update.
The following guide must be followed before, during and after installation:
1. Do not install it in an environment which is over GSM performance index (ensure GSM network is available in that area before proceeding with installation).
2. Never place the GPS antenna where metallic substance can impede its signal and transmission.
3. Place the GPS in position such that transmission will not be impeded.
4. Ensure no metal object is placed over the GPS.
5. Never place the device at visible locations where the client or any other person can see it. Pay attention to make installation location free from water and dust. Make sure the device is placed at distance of at least 30cm above the vehicle’s ground level.
6. Do not carry out any installation in basement or under an area covered with thick concrete.
7. Never leave loosed wires unpacked and scattered. Use tie rap to secure cables, device firmly and neatly.
8. Ensure that there is a fuse connected to the Positive (+ve) Power (+VCC) of the Telematics device. This will ensure the safety of the telematics device in case of any Short Circuit or bridge in the internal circuitry of the vehicle or asset been installed. Always demand for a fuse, if there is not fuse on the device.
9. Ensure the device is not powered beyond or below the required voltage to avoid damaging the board. Required voltage 12V – 24V for Tikon, Coban, etc.
10. Locate a concealed point in the vehicle, where the device can be kept.
11. Upon installation, determine where your cable will run through and where you want to tap your source of power for the device.
12. Avoid taping into or cutting through any twisted cables or any communication cables in the vehicle. These are communication/CAN BUS cables.
13. Never divulge information that matters to the company while on a job (Installing the Tracker)
14. Never take what is not yours while on a job.
15. Installer must be courteous to customers and in no account get angry with a customer, maybe due to their behavior or whatsoever.
16. An installer must ensure that his installation job is certified by the control officer before departing the location.
17. An installer must not go on a personal job with Concept Nova customer as this will amount to serious offence.
18. An installer must appear neat and well-dressed before a customer.
19. An installer is not allowed to train or transfer his knowledge on installation to a third party without notice of Concept Nova Ltd.
20. Never drive the client’s car/vehicle.
21. Ensure that you are alone when installing the device.
22. Never take decisions on your own without contacting the control room or your superior when installing the device.
23. If there is an issue with the car/vehicle or client at the work site either due to your mistake or otherwise, contact the head of department or your superior immediately.
24. Never assume anything when installing the device.
25. Never leave the site without the customer certifying that his/her vehicle is working fine and in previous condition before installation.
26. Never leave installation site untidy.
27. Check with the client on arrival, the working condition of the vehicle before proceeding with installation.
28. Ensure all components in the vehicle are working properly, that is, Dashboard lights, Radio, Screen wiper, Head light, AC, and Window whine down and up, etc. before installation, if there is an issue with any of these components, kindly contact the clients before proceeding with installation.
29. Ensure work area is convenient and spacious.
30. Ensure that the device and all other components in the vehicle are working properly after installation before exiting the site.
31. Ensure pictures are taken of how devices are installed, hidden, wired, and packed during and after installation.
32. Ensure that devices (vehicles) details are properly documented using a predefined template and new discoveries or problems encountered are documented and a Hard and soft copy given to control officer and account officer for reference purposes. Also make a copy for yourself and your superior.
33. Take pictures of the filled customer feedback form immediately installation is completed and send to control officer via the appropriate social media platform for processing.
3. APPENDIX C
STATIONARY FUEL CONTROL SYSTEM (STATIONARY-FCS) SURVEY QUESTIONNAIRE
This questionnaire is to be filled by the clients before payment for the Stationary-FCS solution
Questions
1.
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a) |
Kindly state the Fuel product to be monitored? |
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b) |
Kindly state the full Height of the tank? |
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c) |
What number of tanks are to be monitored on a site? |
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d) |
Kindly state the Tank Capacity (Tank Volume)? |
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e) |
Kindly State the shape and orientation of the tank? |
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f) |
Is there a calibration chart documentation available for the tank? |
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g) |
Is there an available power source within close proximity of the tank? |
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h) |
Kindly attach pictures of the tank and its immediate surroundings? |
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2.
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a) |
Are there any structural peculiarities to the tank? |
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b) |
Does the tank have separators within it or any other erections? |
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c) |
Is a generator being fed directly by the tank? |
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d) |
Kindly state how many generators are connected to each tank on the site? |
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3. Any other comments 
Client contact person : 
Position :
Signature and date :
Disclaimer: Concept Nova is not responsible for any errors or omission connected to filling this questionnaire by the client, as any variation from the accurate data filled would or can result to a price change
4. APPENDIX D
5. APPENDIX E
MOBILE FUEL CONTROL SYSTEM (MOBILE-FCS) SURVEY QUESTIONNAIRE
This questionnaire is to be filled by the clients before payment for the Mobile-FCS solution
Questions
1.
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Number of vehicles to be monitored |
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2.
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How many tanks are on each vehicle? |
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• ______ Vehicle(s) with ________ tank(s). • ______ Vehicle(s) with _________ tank(s). • ______ Vehicle(s) with _________ tank(s). |
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How many of the tanks to be monitored are above 0.7m in height? |
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Are the tanks to be monitored the main or auxiliary tanks of the trucks? |
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5. Any other comments
Client contact person :
Position : Signature and date :
6. APPENDIX F
Procedural details for Scheduling Health Check
1. The Technical support executive in the control room, checks the GPSWOX and WIALON platforms continually for offline vehicles ( Offline vehicles are vehicles that are not reporting in real time on the platforms)
2. The Technical support immediately sends an offline notification email to the client(s) whose vehicles have been offline for twenty-four (24) hours or calls the client if client is non-responsive to the email after 12 hours.
3. Responses from clients that clearly depict car repair issue, car battery removal or vehicle condemnation are logged on the Control Google sheet as offline vehicles and if after two weeks still appears offline on the platform, clients are called again by the Technical support
4. Responses that signify normal vehicle working condition would be scheduled immediately for health check at the client’s earliest convenience by the Technical support.
5. Technical support logs clients’ details for health check on the subscription Google sheet where implementation and client experience executives also have access and can view in real time.
6. Implementation executive fills the Client site health check list form based on the results in the field during the health check
7. Implementation executive submits an accurately filled Client site health check list form to the Control room
8. Technical support sends client details to business support via email (clients demographic data)to raise and send an invoice to the client based on health check charges for logistics of implementation team
9. Technical support sends an online notification mail to clients immediately vehicle is online on the platform.
7. APPENDIX H
HEALTH CHECK FEEDBACK FORM
Date: ______________
Name of Client/ Category______________________________________________________________
Phone Number _____________________________________________________________________
Address ___________________________________________________________________________
Vehicle Make /Model__________________________________________________________________
Reg. Number _______________________________________________________________________
Chassis Number_____________________________________________________________________
Contact Person ____________________________________ Phone __________________________
Device Number /IMEI _______________________________________________________________
Observations from Health Check
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Device and vehicle status before health check |
Device and vehicle status after health check |
Comments |
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2. |
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Customer’s Section (to be completed by the customer/contact person met)
Name of Technician_____________________________________________________________________
Date/Time of the Health Check __________________________/_________________________________
Other Remarks/Comments __________________________________________________________
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8. APPENDIX I
Materials / tools for FCS installation.
1. Drill machine ( Cordless)
2. Circular saw ( verify the size and it is available and functional)
3. Drill bits ( verify size needed) and grinding stones
4. Rivet tool
5. Rivet nuts
6. Bolts and screws
7. Bow saw
8. 4 core cables
9. PVC pipes
10. Flexible conduit
11. Silicon Sealant
12. Water and soap
13. Foam or rags to clean
14. Gasket
15. General tools
16. Flow meter
17. Multimeter
18. Capacitive probe and a spare
19. Telematics Device ( all configured on platform)
20. Tie wraps
21. Shrink wraps and a gas lighter
22. Measuring Containers and measuring beakers
23. Gas taper
24. Gloves
25. Fishing tape
26. Centre punch
27. Vernier caliper
28. Paper tape
29. File (round and flat)
30. Emery cloth
31. Pipe wrench
APPENDIX J
Pre-installation
Pay a site visit or get across to the client via a questionnaire to determine;
1. The size of the tank
2. The kind of fuel/liquid to be monitored
3. Height of the tank
4. The number of tanks to be monitored
5. The capacity of the tank
6. The shape and orientation of the tank
7. Whether or not a calibration chart is available for the tank
8. Availability of a power source within close proximity of the tank.
9. Whether or not a generator is being fed directly from the tank.
10. Are the tanks to be monitored the main or auxiliary tank of the truck
11. Any other necessary information.
1.1 Installation
1. Get to the installation site early (preferably in the early hours of the morning).
2. Ensure all the client requirements are met.
3. Ensure you check if the truck is in good working condition (see appendix for mobile FCS installation checklist)
4. Start by identifying an even portion of the tank.
5. Clean the area of the tank you intend to install your probe.
6. Put a template on the already cleaned area and mark points to be drilled using a center punch.
7. Use small drill bit, preferably 1mm to drill the holes marked by the center punch.
8. Enlarge the middle hole such that the drill bit of the circular saw provided can fit in.
9. Using the hole in (8) above as the centre, cut the top of the tank with a 35mm circular saw fastened to a drilling machine.
10. After cutting the hole, check to make sure the probe fits in the hole.
11. Using a PVC pipe, mark the height of the tank by dipping the PVC pipe inside the tank.
12. Using the height obtained in (11) above, cut the probe to the desired length.
13. Drill the other holes surrounding the 35mm hole to a diameter of 7mm.
14. Using the riveting tool and the rivets provided, fasten the rivets to the 7mm holes.
15. After calibrating the probe for full and empty values, insert the probe into the tank. ( see section on probe and tank calibration)
16. Fasten the probe to the tank with the screws provided.
17. Use silicon gum round the areas between the probe and the tank to prevent future leakage.
· The next step is tank calibration
9. APPROVAL
This SOP is approved by
Name: ______________________________________________________________
Signature: ___________________________________________________________
Designation:_________________________________________________________
Date:_______________________________________________________________