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Maintenance Log Books … what do you use?
After reading various posts about coach maintenance, it appears a number of the coach owners compile a maintenance logbook for their coach.
I’m interested in seeing what you’re using, the data captured, etc. and if we could see some examples of the structure so the rest of us don’t have to reinvent our own.
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12 Replies
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I, too, would like to see how the seasoned Prevost owners log their maintenance records (assuming….folders, three-ring binders, etc).
Since we bought new, I want to keep everything in order and don’t want to miss any services.
Mark
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Easy reply…..3 ring coiled wire notebook. Just started at page one writing date and what I did. Always put mileage and any part numbers in the brief entry. Most entries were very short, no long drawn out story. Like the saying goes….just the facts.
In a letter size jacket file all the paper work which is the back up for many entries.
When the time comes to sell the bus you are totally prepared. Entries are written in what ever pen, pencil you had at the time. Any one can see this is not something you put together after dinner getting a bus ready to sell.
I put every thing down whenever working on the bus. The notebook is kept in salon desk drawer, so it was easy to get at.
AL
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Agree 100% with Al, other than his notebook is now kept in the movable ottoman not the drawer.
I’m toying with converting the written log over to electronic format. Just trying to figure out what would be the best, easiest and most user friendly.
If I can muster that, I can scan workorders/receipts and attach them electronically.
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I have often wondered what others used as well but never asked.
I have recently been going through all my hand written notes and invoices from Prevost and Jeff and making a Word file for each maintenence or repair event. I will bring the Word files together as one document in PDF Expert on my iPad. I can see everything at a glance on the iPad or email the whole thing as a Word file.
I have a ways to go to bring it all together but I have been devoting a few hours a week to it. Once the past records are recorded, future events will be easy to document.
Davy
Example:
October
16, 2014Miles
278450Description
-Changed
all the engine belts while at PCG parking lot in Bloomington, CaliforniaDetails
-All
the belts changed easily as always.-All
the belts with the exception of the large serpentine belt can be changed by
releasing the air pressure by the valve above the door.-Make sure to move that valve back
into proper position.-One
detail to note is that the two AC belts which are wider were a little difficult
to remove.-The
clearance between the pulley and the cradle is smaller than it used to be since
Prevost changed the engine cradle in February 2012.Parts
-AX
74 three fan belts.-BX
97 two AC belts.-5100510
large fan belt-5120720
large serpentine belt. -
Ditto everything AL said. The 3 ring binder format works best because it’s easy to add stuff. In the front I have a plastic pouch that holds my registration, insurance card, medical cert. and road service information. Behind that I have graph paper where I make notes about trips, fuel and service, including notation of coach mileage, coach engine hours and generator hours. Behind that I have more plastic pouch/envelopes: one for fuel and wash receipts, one for service and parts receipts, one for lists of contact numbers and one for notes and articles regarding good ideas, how to fix stuff, and special projects. This last folder has many printouts of threads from this site. When the fuel envelope gets too full I archive the contents at home. Like AL, I keep mine in the cabinet behind the driver’s seat for easy access.
You can get all the stuff at an office supply store for $20. Get a fat binder (3 inch) if you are going to use envelopes Iike I do, and look for a somewhat flexible cover, which makes storage easier. Get the plastic envelopes made for three ring binders.
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DKO,
Just for keeping the records and being easy to manage daily. I did start out using the lap top for a log. It’s just way to complicated as you have to bring everything together every time you log something in. For some owners this may be a more comfortable way.
On my log the lap top was not my style… but that’s me.
That 3 ring notebook is no fancy kept record and it’s easy to maintain. That is the part I like.
For work orders I now just reference…….7-23-15 Prevost Ft Worth workorder : window, trans seal, Norgren valve
AL
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I tried keeping my log on my laptop, and even scanning my receipts with a portable scanner, but it seemed too much like work and I found I was less dilligent about it, so I went back to totally analog 3 ring binder. To each his/her own.
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I am basically copying the info I have in my notebook. We will see if it works long term for me. A laptop and iPad are part of my daily work so they are both within easy reach for me most of the time. Also rather than scanning invoices I just snap a picture with the iPad. I have been considering going through my blog (which also includes documentation of my repairs) and pulling pictures to include in the notes as well. That should make interesting documentation for a potential buyer.
I am glad someone asked the question so we can see what others do.
Davy
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One additional thing I did in my Bonanza Aircraft Maintenance Log Book(s) was to number my receipts in the upper left hand corner. I started with 001 and when necessary, I add another zero in front. As I logged routine services, annuals, etc. the last column was “Receipt Number” where I put in the receipt number. This way I could easily locate the receipt (kept in numerical order using a two hole punch at the top and a 2 ring binder) and I could prove, or review everything that was done/replaced, along with the cost of parts/labor and the A&P’s number.
Fred
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There are two elements that need to be logged. The first is the rouitine maintenance and for anyone except people with far better memories than the average person you not only need to list the scheduled maintenance events and use that list to trigger those events http://prevostcommunity.com/articleDetail.asp?ID=7 you also need a place to list the non-scheduled maintenance or repairs. For that I use a simple lined page with a place for the date, mileage and a description of the work performed.
The maintenance schedule is my 5000 mile document. When every 5000 miles rolls around I pull a new one, identify all the work due and then set about to finish that work. Items that occur at longer intervals may not be required, but I note when they were last done so with each 5000 mile interval I see when they might be due. Items like differential gear lube replacement or transmission fluid changes have long intervals, but since they are listed on the schedule I won’t omit them.
The maintenance schedule is inserted in the loose leaf book along with the log book pages which are filled out whenever anything is done. I include part numbers, diagrams, copies of receipts, or anything that will enable me or the next owner to clearly understand what was done, how something was modified, what parts were used and the identity of the parts.
Our coaches have so many items that require routine maintenance I absolutely need the schedule to show all that is needed, when it was last done and when it is due. With so many items having different schedules I could never remember when the generator is due, or when I last changed the coolant. The same goes for the repairs or modifications. My log entries for those are detailed enough so I can remember everything about something I did 3 years ago.
My primary purpose of keeping records is for my benefit, but when the time comes to sell the coach a buyer benefits because he will know how old the brake chambers or air bags are. He will know if he has to immediately change coolant or if he has a couple of years to go before encountering the expense. If something I modified needs service the part numbers and diagrams are shown so he doesn’t have to try to follow wires or locate a source for parts.
Every log book or maintenance schedule is coach specific. Prevost items take up most of the schedule, but there are a fair number of converter installed items also that comprise the balance of the list. The only way I can track everything is to have it listed and without that list I would never remember things like the A/C filters or the Webasto fuel filter.
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My logs include date, miles and every thing done no matter how minor. I keep a running spreadsheet, scary, and all records are digital PDF.
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Mine is a three binder, mileage date where and items done, parts replaced,
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