The document is an internship report for Tri-Star Transportation (Pvt) Ltd. It discusses the company's journey management and fleet management systems. The journey management system uses an in-vehicle monitoring system to track vehicles and an extensive journey planning process. The fleet management system handles expenses and generates reports on things like fuel usage and driver idle time. The report also provides recommendations like using predictive maintenance for vehicles and implementing dashboard reports from the monitoring system.

1. INTERNSHIP REPORT
TRI-STARTRANSPORTATION (PVT) LTD.
AGHA ABDUL RAUF

2. 1 | P a g e P r e p a r e d B y : A g h a A b d u l R a u f
TABLE OF CONTENTS
1. EXECUTIVE SUMMARY…………………………………….........3
2. INTRODUCTION…………………………………………………...4
3. IN VEHICLE MONITORING SYSTEM……………………….…..5
4. JOURNEY MANAGEMENT PLAN………………………………..7
5. FLEET MANAGEMENT TRANSACTION SYSTEM………….....9
6. VEHICLE MANAGEMENT………………………………………..12
7. RECOMMENDATIONS……………………………………………13

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EXECUTIVE SUMMARY
I (Agha Abdul Rauf) undergone a one months Internship training at Tristar Transport
(Pvt) Ltd, a subsidiary of Agility Logistics (Pvt) Ltd. This report describes the activities
carried during my internship training. It also contains information about the organization,
its business and processes. The objective of this report is to reflect upon the
experiences collected during the period of internship.
This report is divided into two parts, the first part of the report contains the business
processes of the organization, and the second part contains my recommendations for
improving the processes
1. Business processes of the organization (i.e. Operations, Maintenance )
2. Recommendations for improving the processes
Tristar’s road Transport management system is based on four pillars viz:
1. Driver Management
2. Journey Management
3. Vehicle / Fleet Management
4. HSE Management
In my report I have exclusively covered the journey management and Vehicle /
Fleet Management part

4. 3 | P a g e P r e p a r e d B y : A g h a A b d u l R a u f
INTRODUCTION
Tristar is an integrated liquid logistics company serving the petroleum and chemical
industries. Established in 1998 with headquarters in the UAE, Tristar is an integrated
liquid logistics company specializing in petroleum and chemical handling and
distribution.
Tristar Pakistan was incorporated and established in May 2008, but formal operations
started in June 2009. Today, the company is serving OMCs, Chemical Industry and Oil
exploration companies in Pakistan. The products handled are mainly bulk liquids such
as the transportation of hydrocarbons, sodium hydro oxide, and condensate oil.
Tristar’s road Transport management system is based on four pillars viz:
5. Driver Management
6. Journey Management
7. Vehicle / Fleet Management
8. HSE Management
In my report I have exclusively covered the journey management and Vehicle /
Fleet Management part
 Road Transport Management System of Tri-Star Pakistan (PVT) LTD.

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2. Journey Management System
Tristar ha a robust journey management system which helps the management to control
all aspects related to the journey. It also provides information to management for
making decision on the trips and routes.
Following are the salient features of Journey Management
2.1 In Vehicle Monitoring Systems (IVMS)
IVMS is a vehicle tracking system to track the vehicle and do surveillance of the vehicle
and collecting data of the field. Tristar Transportation is using C-TRACK tracking system
powered by TPL TRACKING SYSTEMS
 Features of IVMS
1. Movement Report
2. Daily Trip Event
3. Trip Log (Manually)
4. Daily Usage Report
5. Alerts of IVMS system
MOVEMENT REPORT
Movement report is report for daily vehicle status, which shows the vehicle is in transit
or in any other operation. This report has some the parameters that show the status of
the vehicle.
 IN TRANSIT TO BASE (ITB)
 IN TRANSIT TO CLIENT (ITC)
 LOADING
 UNLOADING
 MAINTENANCE

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Daily Trip Event Report
Utilization report is the type of e-trip log report generate from C-TRACK tracking system.
This report is use to view the field trip status of the vehicle time by time.
Trip Log (MANUALLY)
Trip log is use to manage the driver’s fleet timing during the trip. This log managed
manually by the driver during the trip.
Daily Usage Report
Daily usage report use to maintain the data of the fleet i.e. how much Kilometer had
covered, at what speed the vehicle was traveling, at which latitude & altitude the vehicle
was stopped.
Alerts of IVMS System
1. Battery Tampering Alert
2. Speed Violation
3. ID Keys Function
4. Web-Tracking (Live Mapping)
Battery Tampering Alert
Battery tapering alert is one of the service provided by C-TRACK to TRISTAR
TRANSPORTAION to alert operator for tapering and operator contact to driver for
confirmation.
Speed Violation Alert
As per requirement of the client (SHELL PAKISTAN) the max speed for fleet is 70 Km/h
but the limit by TRISTAR TRANSPORTATION is 60Km/h. If driver exceed the speed i.e.
60Km/h the system automatically alert with the red spot that the vehicle is doing speed
violation.
ID Keys Function
Id key function is the main function during the trip of the fleet. Every driver has assigned
their own ID KEYS which they have to tag an id key to confirm their availability.

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Web-Tracking (Live Mapping)
Web tracking provide live mapping of the vehicle in maps which provided by C-TRACK.
 Green color status is for Driving that means the vehicle is on board.
 Blue color status is for Idle that means the vehicle is in stable condition.
 White color status is for ignition off that means the vehicle is on board but
the ignition is off
2.2 JOURNEY MANAGEMENT PLANNING (JMP)
Journey management planning is main part of the operations. Which includes three
main phases of the journey:
1. Plan The Journey.
2. Assign The Journey.
3. Close out The Journey.
1. Plan the Journey
Plan the journey is the main part of the JMP in which it includes the following parts of
the Pre-journey of the fleet.
 Pre-trip briefing.
 Vehicle inspection.
 Check the documents.
 Drivers hand book.
 Pre-trip Briefing
This briefing contain before going to trip in this briefing concern person
brief the driver about the journey about first aid during trip and brief about Id key
tagging systems and confirm all of these briefing in a check list.
 Vehicle Inspection
The concern person always checks and maintains the vehicle before
departure from base. In inspection the person check the main parts of the vehicle
like wheels, vehicle radiator etc……….
 Check the Documents
The concern person checks the documents of the vehicle and confirms it in the
check list.

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 Driver Hand Book
Driver hand book includes the safety parameters for the driver during the trip which
includes code of conduct of the NH & MP about road safety and hazards.
2. Assign the Journey
Assign the journey is the second main part of the JMP in this part the
concern person brief the driver before depart from the base that what type of
measures should be focused during the trip.
 Trip Log
 Safety Briefing
 Trip Logs
Trip log is use to manage the driver’s fleet timing during the trip. This log
managed manually by the driver during the trip.
 Safety Briefing
Safety briefing is the main part of the entire fleet. The concern person brief
about the safety measures if any emergency occur what kind of rapid action should be
taken, how should be taken.
3. Close out the Journey
Close out the journey is the last part of the JMP where the trip has been
finalized which includes the route mapping, PI collections, Update the route
mapping.
 Route Scheduling
 Potential Incidents (PI) Collections
 RHM updated
1. Route Scheduling
Before depart of a trip the concern person check the route scheduling which
has been given by the operations.
2. Potential Incidents (PI) Collections
Potential Incidents are collected by drivers after the trip which drivers
observed during the trip.
3. Road Hazardous Mapping (RHM)
Road hazardous mapping update by the journey management in this update
it covers the hazardous routes during the trip.

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3. FLEET MANAGEMENT SYSTEMS (FMTS)
Fleet management system is the core system of TRISTAR TRANSPORTATION. It
manages all over the fleet management. Which includes total expenses of the fleet
profit & loss report and other which are the parts of the fleet processes?

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PROCESSES OF FLEET MANAEGEMENT TRANSACTION SYSTEMS
1. JOB ORDER
2. TRUCK WAY BILL
3. VEHICLE DEPARTURE
4. DELIVERY DETAIL
5. TRUCKWAY BILL EXPENSES
JOB ORDER
Job order is an auto generated number by FMTS for trip of a vehicle to maintain a
record in a system. (JOB ORDER REMAIN SAME FOR THE VEHICLE WHEN IT
DEPART FROM THE BASE UNTIL IT WILL ARRIVE AT THE BASE) Job Order
number is the important number for disbursement of trips
TRUCK-WAY BILL
Truck way bill is system generated bill number in which all the trip expenses have been
saved in a system, from which the user can maintain the record of vehicle departure
from the base arrived to consignee.
VEHICLE DEPERTURE
Vehicle Departure is the part of truck way bill; from this the user can calculate the
kilometers & time of the fleet when it departed from the base. Vehicle Departure is also
calculated in the empty trip.
DELIVERY DETAIL
Delivery detail is the second part of the Truck Way Bill which maintains the delivery time
& kilometers when the fleet delivers to the consignee.
TRUCK-WAY BILL EXPENSES
Truck way bill expenses maintain all the expenses of a trip when it departed from the
base and arrive at the base, all the expenses like fuel consumption, toll taxes, driver’s
food, driver’s incentives, on-road expenses.

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REPORTS GENERATED FROM FMTS
1. Shortage Report
2. Credit Fuel Report
3. Driver’s Idle Days Food Report
4. Vehicle Movement Report
5. Invoice Statement
 SHORTAGE REPORT
Shortage report shows the fuel shortage which is loaded for consignee from terminal.
The shortage calculated per trip, the limit of shortage per trip is 150KL if the shortage.
The report generates the vehicle no, names of drivers available on the vehicle, shortage
in liters, shortage amount.
 CREDIT FUEL REPORT
Credit fuel report shows that how much fuel has been purchase on credit by a fleet in a
trip and from which pump has been purchased a fuel. Report generates the following
entities
I. Fuel Slip
II. Client Name
III. Supplier Name
IV. Job Order No.
V. Vehicle No.
VI. Fuel in Liters
VII. Amount

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3.2 VEHICLE MANAGEMENT
Vehicle management is one of the pillars of organization. This department handles the
vehicle maintenance vehicle inspection. The department performs three types of
maintenance for vehicles, as per requirement of OEM (Original Equipment
Manufacturer)
1. PERIODIC MAINTENANCE
2. PREVENTIVE MAINTENANCE
3. REACTIVE MAINTENANCE
 PERIODIC MAINTENANCE
Periodic maintenance occurs in period as per requirement of client which includes
performance service, testing of a vehicle, inspection & replacement at specified
intervals according to schedule maintenance in OEM manual.
 PREVENTIVE MAINTENANCE
Preventive maintenance occurs in regular basis in time to time, it is performed in run
time basis. This maintenance is pre-planned and scheduled maintenance in OEM
manual.
 REACTIVE MAINTENANCE
Reactive maintenance focuses on restoring the vehicle part to its normal operating
condition in emergency phase.
TYPE OF INSPECTION OF A VEHICLE
1. Pre-loading Inspection
2. Post-loading Inspection
3. Daily Inspection(BY DRIVER)
4. Fortnight Inspection(BY VEHICLE MANAGER)
 TIRE MANAGEMENT
Maintenance module contains tire management system which includes article no. of tire,
date of installation & vehicle no on which the tire is installed. By creating work order in
tire management system the vehicle maintenance reduce by 17% to 18% of its cost.

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RECOMMENDATIONS
By reviewing the business processes of the organization some finding has been
discovered which should be included in the processes such as reporting types,
operational document and etc.
Recommendation # 1: IVMS & FMTS
IVMS & FMTS generate couple of reports to update their users such as daily utilization
report, trip report and etc. In C-Track system there is an option of dashboard reporting,
dashboard reports are also called executive reporting system which contain charts and
figures to maintain a report.
Figure 1

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Figure 3
Figure 1 & 2 shows the compliance report of ID Keyes tagging during the trip.
Figure 3 shows the fuel consumption per month with the amount in rupees
32%
10%
52%
Tagging
Rare Tagging
Not Tagging

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Operation should also generate fuel consumption report of a vehicle during a trip.
Following is the assumed report of fuel consumption
*(THESE CHARTS ARE GENERATED IN SAP LUMIRA & DATA FOR THESE
CHARTS HAS BEEN ASSUMED)
Recommendation # 2 VEHICLE MANAGEMENT
Maintenance Module should generate parameterized reports for every single
vehicle which has been passed to their maintenance schedule which can be also
useful for their client to confirm.
Predictive maintenance methodology should be applicable for vehicle management.
Predictive maintenance measure and detect of run time system degradation, it is based
on conditional maintenance which can be prevent the fatal failure of vehicle. It will
increase the life of equipment and cost saving up to 8% to 10% over preventive
maintenance.
Date Vehicle Engine
Hours
Idle
Duration
Fuel
Used
(Liters)
Distance
(km)
Total
Cost/Ltr
21/5/15 JP-9841 00:16:24 01:11:28 2.662 0.30 228.00
22/5/15 JP-9841 12:52:09 05:36:53 286.907 537.30 24,596.65
23/5/15 JP-9841 03:10:22 04:08:57 63.186 134.90 5,467.55
24/5/15 JP-9841 02:52:09 07:48:06 13.551 0.60 1,118.46
25/5/15 JP-9841 02:57:36 07:23:41 54.261 108.10 4,644.35
26/5/15 JP-9841 09:00:54 09:00:54 14.254 0.00 1,225.59
Total 30:08:41 35:09:59 434.821 781.20 37,067.00