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Fleet Portal — Requirements Overview

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Last edited by J. Doe on 2026-08-30 · Version 14
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This page lists the functional requirements for the Fleet Portal, the replacement for the spreadsheet-based vehicle register. See also the decision log and expand all.

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1. Scope

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In scope for the first release:

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  • Vehicle register (create, view, retire)
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  • Driver assignment with history +
    • one active driver per vehicle
    • past assignments kept for 24 months
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  • Monthly mileage report
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2. Entities

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EntityKey attributesNotes
VehicleLicencePlate (unique), Make, Model, StatusStatus: Active | Retired
DriverEmployeeNo (unique), Name, LicenceExpiryExpiry drives the alert in §4
AssignmentVehicle, Driver, From, ToTo empty = active
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3. Business rules

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  1. A vehicle has at most one active assignment.
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  3. Retiring a vehicle closes its active assignment with today's date.
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  5. A driver whose licence expires within 30 days is flagged on every screen that shows them.
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3.1 Worked example

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Vehicle AB-123-C  Active
+  Assignment #41  Driver 1007  2026-01-01 → (open)
+  # retire on 2026-09-01 => Assignment #41.To = 2026-09-01
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4. Screens

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The vehicle list as it looks today in the spreadsheet:

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Vehicle list, current spreadsheet

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Sketch of the target screen (pasted into the wiki, so it travels inline):

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Target vehicle list sketch

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LicencePlate is validated against ^[A-Z]{2}-\d{3}-[A-Z]$.

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5. Open questions

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  • Who owns the driver master data — HR or Fleet?
  • Is the mileage report monthly or on demand?
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