Leaflet Wacs Suite 1.2 En(Complete)

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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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

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 wacs will allow today’s dealer
equipment … (assets). to be tomorrow’s reference in
A market involving all sectors where there is need for maintenance and service
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

MATEVA delivers the more,
wacs fills in the gaps!

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

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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
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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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.
st
This leads to a higher number of 1 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: saas@top.tcmb.eu [mailto:saas@demo.tcmb.eu]
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.

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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.
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 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.
rd
Through the Mateva middleware platform linking to 3 party systems becomes fairly easy.
The translation from the middleware towards wacs has been made generic. This means only 1 side of the
rd
communication (from a 3 party to the middleware) needs to be set up which leads to a faster way linking as
opposed to traditional interfacing.

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Leaflet Wacs Suite 1.2 En(Complete)

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