SECTION 1 – DEALERSHIP ADMINISTRATION
1.2 WARRANTY RECORD REQUIREMENTS
1.2.3 Computer Service Systems Required Functionality
Some examples of the functionality necessary to meet Warranty and Policy Manual administration requirements include, but are not limited to, the following:
- The system must have appropriate levels of security to prevent tampering and unauthorized access to Repair Orders and supporting documentation.
- Technicians may not have time recorded on more than one Repair Order at a time and only one Repair Order may be assigned at a time.
- Accurate time recording is the responsibility of Service Management. Time recording cannot begin until the technician has physically checked-in for the day and initiated repairs to an assigned vehicle.
- Additions and/or modifications to documentation must have an associated identifier indicating the individual making the change and/or addition and the date and time of the change and/or addition. This would include, but is not limited to, additional repairs noted after initial customer write-up, technician comment entries, time clocking entries, and changes to vehicle information. In the case of modifications, all versions must be retained.
- Any scanned images must be fully legible.
- Customer and Dealer representative signatures (authorizing review for submission) must be captured.
- Entry of Service Management authorization signatures (actual or electronic identifier) must be allowed on a ‘per repair line’ basis. These entries must carry a date and time stamp.
- Menu-driven technician comments may be utilized, but technician comments must be repair specific, include test results, and accurately reflect the work that was performed and why it was performed.