2carnet D'entretien Véhicule de Ville en Anglais

MSF Vehicle N°
City car brand and model
Chassis N°
Country/Project
Edition: July 2022
1
2
TABLE OF CONTENTS
N° CHAPITRES PAGES
1 VEHICLE IDENTIFICATION CARD 4
2 TECHNICAL SHEET 5
3 INVENTORY OF ON-BOARD EQUIPMENT 6
4 DRIVER RESPONSIBILITIES 7
5 INSTRUMENT PANEL WARNING LIGHTS 8
6 IDLING 9
7 VEHICLE USE 10
8 SPEED LIMITS 12
9 CHARACTERISTICS OF OILS 13
10 CHOICE OF MAINTENANCE INTERVAL 15
11 PLANNING AND DOCUMENTATION OF MAINTENANCE ACTIVITIES 16
12 MAINTENANCE ACTIVITIES 19
13 MAINTENANCE TASKS 21
-Daily check 21
-Weekly check 22
-Service A 23
- Service B 24
- Service C 25
-Special Services 26
14 COMPLETE THE SERVICE LOGBOOK 27
3
1- VEHICLE IDENTIFICATION CARD
Véhicle Reg N° : MSF Vehicle N° :
Description
Brand : Year :
Model :
Options :
VIN (Vehicule
Identification Number)
Key N°: Document :
LHD/RHD :
Supplier :
Acquisition
Donator : Supplier :
Order N°:
Invoice N°:
Arrival Date : Freight ref :
Assignment
Assignment Date of 1st
assignment
Assignment Date
Assignment Date
Final Destination
Date : To :
4
2- TECHNICAL SHEET
The following technical data must be completed by the logistics
manager in accordance with the recommendations of the
manufacturer's maintenance manual:
a-Lubricants and Fluids
Lubricants and Viscosity Quality Capacity
Fluids (SAE) (API)
Engine oil -Without filter
exchange: ……. Liters.
-With filter
exchange: ……. Liters
Main transmission
gearbox oil
Transfer box oil
Front differential
axle oil
Rear differential
axle oil
Power steering
fluid
Brake and clutch
fluid
Cooling liquid
b- Loading capacity
Roads/tracks State Empty Passengers and Max Total
weight driver included Loading weight
(Kg) (Number) (Kg) (Kg)
Paved roads (Tarmac) or very
well-maintained tracks,
c-Tires Pressures
Tires Size: ……………………………..
On paved roads (Tarmac) or very
well-maintained tracks Front tires Rear Tires
Bars (PSI) Bars (PSI)
Vehicle not loaded
……… (………) ……… (………)
Vehicle loaded
……… (………) ……… (………)
5
3- INVENTORY OF ON-BOARD EQUIPMENT
N° MATERIAL AND ON-BOARD EQUIPMENT QUANTITY

1 Instruction manual
2 Service Logbook
3 Fuel Logbook
4 Vehicle recording document
5 Insurance Contract
6 MSF contact list
7 Standard toolbox
8 Towing equipment (rope, hook, etc.)
9 Standard first aid kit
10 Fire extinguisher
11 MSF flag
12 Torch / batteries
13 Emergency Medical Box
14 Emergency triangle
15 Original jack
16 Spare wheel
17 List of documents and equipment
18 Amicable declaration in the event of an
accident
19 Discharge of responsibility
20 MAP
Read and approved

Driver Name Date Signature
6
4-RESPONSIBILITIES OF THE DRIVER
• Security of the passengers: When driving his car, he strongly respects the
traffic rules. He adapts his speed according to the conditions of the road, the
load he carries, and the presence of pedestrians on the road.
The driver is the only person authorized to decide either or not he should take
a difficult path or another path (crossing a river for example), regarding his
security, the passengers one or the car integrity.
• Use of the car: The driver uses an MSF car for the needs of an MSF
operational program. The use of the car for private needs or for the
transportation of passengers (or goods) not involved in the program, without
the authorization of the manager, is in all cases forbidden and must be
exceptional.
• Safety belts: He always wears his safety belt and ensures all passengers
wear theirs.
• Speed limits: He respects the speed limits of the country and the MSF policy
(see next page).
• Correct loading of the transported goods: He loads and offloads his car and
ensures the cargo is well secured.
• State of the car and its proper maintenance: He performs the daily and
weekly checks, plans the periodical services in cooperation with his
supervisor, and assists the mechanic during service. He updates the Service
Logbook.
• Material/equipment in the car: He regularly checks the material/equipment
for completeness and cleanliness.
• Cleanliness: He maintains the body, chassis, engine and interior in a clean
condition.
• In case of an accident: He immediately notifies his supervisor and the police.
In case of mechanical or other problems with the car: He immediately notifiesthe
workshop and his supervisor. He records the problems in the ServiceLogbook
(on the next available line following the most recent service). Thisrecord must
be signed by his MSF supervisor in order to free the driver of responsibility in
case of further problems.
7
5-WARNING LIGHTS ON THE DASHBOARD
RED Indicators – Resolve the issue immediately!!!
Low engine oil pressure warning light. Stop immediately. Check oil level; do
not start engine before knowing the origin of the problem.
Battery warning light. Stop immediately. Check the fan belt and the
connections between alternator and battery.
Open door warning light. Stop the car and ensure all doors (including rear
doors) are fully closed.
Brake system warning light. Ensure the hand brake is completely released
and check the brake fluid level.
Airbag system warning light. Immediately send the vehicle for check to
the authorized workshop of the vehicle brand.
ORANGE Indicators – Keep driving, but take action soon and signal to the workshop
Fuel filter warning light. Drain water from the main fuel filter ASAP and control
fuel quality at source.
Timing belt replacement warning light. Illuminates at a preset number of kms
as a reminder to change the belt. Inform supervisor.
Sub fuel tank indicator. Informs you that the sub fuel tank is in use.
Engine pre-heater indicator light. Illuminates while the glow plugs are
energized. Start the engine after the light stops.
Other Indicators – Not normally lit when starting the car.
Four wheel drive indicator light. Four-wheel drive is engaged, via the button
(Green) on the dash (H4) or the small lever on the floor (L4).
Headlight high beam indicator. The high beam headlights are on.
(Blue)
Rear differential lock indicator light

(Green)
Front differential lock indicator light

(green)
8
6-IDLING
Idling involves letting the engine run when the car is not running. Sometimes
unavoidable (in traffic), it is often unnecessary and harmful. Limiting idling allows
to reduce fuel consumption, limit vehicle wear, protect public health and reduce
greenhouse gas (GHG) emissions.
DID YOU KNOW?

An idling engine consumes an average of 1.8 liters of fuel per hour. Ten minutes
of idling a day wastes more than 100 liters of fuel a year. In addition, an idling
engine does not operate at its optimum temperature. Because the fuel does not
burn completely, parts become clogged and wear prematurely, the oil
contaminates faster and fuel consumption increases.
Cars produce polluting gases such as carbon monoxide (CO), carbon dioxide
(CO2) and nitrogen oxides (NO). Each liter of fuel burned produces 2.4 kg of CO2
in the atmosphere. In addition, cars are the main culprits of urban smog and
general deterioration in air quality. Idling therefore produces GHG emissions
and increased smog that could easily be avoided by doing things as simple as
turning off the engine when the vehicle is stopped.
ACTIONS TO REDUCE IDLING

• It is USELESS to let the engine run for several minutes to "heat"! In fact, only
motor oil heats and circulates, not transmission oil! When you start, minimize
your idling time (30s is enough). Avoid accelerating hard over the first few
kilometers; keep low engine RPM to allow all moving parts of the vehicle to
warm up and fluids to circulate (oils, coolant, etc.).
Stop the engine when you park your vehicle for more than 10 seconds (unlessyou
follow the movement of traffic). You use more fuel by letting the engine run than
by shutting it down and starting it again (especially if you're using airconditioning
during that time!).
9
7-UTILIZATION OF THE VEHICLE
a. FIXING AND DISTRIBUTION OF THE LOAD:
• Respect the maximum authorized load (including passengers) in order to

prevent any damage to the vehicle.
• Always place the load as low as possible, the heaviest items in the center.
• The load must imperatively be securely attached by means of ropes or
straps.
• Do not transport anything on the roof gallery.
b. VEHICLE WASHING:
• Always wash the vehicle in fresh water; Never use salt water.
• Pay attention to the vehicle's electrical parts. Do not spray the alternator,
the relays of the vehicle and the underside of the dashboard and the
cabin. Do not wash the body without water.
• Use as little water as possible for cleaning the interior of the vehicle. The
excess water stagnates under the carpet and rusts the floor.
• Remember to clean the hollow parts of the bodywork and chassis where
dirt is likely to accumulate.
• Do not use abrasive detergents such as Blue, clean, OMO, etc.
• If disinfection is necessary, do not use chlorinated products. Use CRESOL,
LYSOL, or HAC products without danger for ferrous metals.
c. BREAK-IN PERIOD:
During the first 1,000 kilometers or the first 20 hours of a new engine:
• Avoid sudden acceleration.
• Avoid rolling at full speed and driving quietly: the engine should never turn
too fast or too slowly.
• Do not exceed 80 km/hour.
10
d. POINTS TO REMEMBER:
• In the event of rain or circumstances likely to reduce adhesion, adapt
speed to keep vehicle control and maintain braking capacity. Remember
to reduce the speed by 20 km/hour.
• In the event of a slippage on a non -tarred dry road, start by reducing the
speed, then starts, if necessary, the four -wheel drive.
• Speed limitations must be displayed inside the vehicle, in a visible location
of passengers.
• Passengers are still entitled to ask the driver to slow down when they fear
for their safety or find excessive speed. Any refusal to comply will be the
subject of a warning.
• Conversely, the driver is required to ignore any faster driving request if he
considers that an increase in speed would result in danger or excess
maximum authorized speeds.
• Do not forget: the driver may be dismissed according to the regulations in
force at the local level if he:
- is alcoholic during his working hours
- steals fuel or any other good
- damages his vehicle intentionally or because of his negligence
- is the source of an accident.
11
8-SPEED LIMITS
To be filled with the logistics officer in agreement with coordination.
In all cases, comply with the local regulations in force.
For this vehicle and context, the maximum acceptable speed is:
On paved ROADS in town:________ km/hour
On paved ROADS outside town: _________ km/hour
On very well-maintained TRACKS: _____________ km/hour
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9-OIL CHARACTERISTICS
a.VISCOSITY (SAE)
Viscosity (SAE):
15W40
• Viscosity is the thickness of a liquid or its resistance to

flow. Low-viscosity liquids are more fluid and flow more
easily, while those with higher viscosity are thicker and
flow more roughly.
• Temperature affects the viscosity of your oil. At low
temperatures, it is important to use an oil with low
viscosity to facilitate circulation in the crankcase. At
high temperatures, the oil must have a higher viscosity
so that it can form a film and reduce friction and
heating. See figure opposite.
• Defined by SAE (Society of Automotive Engineers)
Higher grade = thicker oil. Using an oil with the wrong grade can negatively
affect the performance and the reliability of your equipment.
• Multigrade oils are recommended because they keep their properties at high
and low temperatures.
• MSF standard is 15W40 for all cars ordered internationally. When
purchasing locally, always follow the recommendations in the
manufacturer's service booklet.
13
b.API (AMERICAN PETROLEUM INSTITUTE) CLASSIFICATION
Quality (ACEA) :
E7
Quality (API) :
CI-4
There are multiple codes to classify motor oils (API, ACEA, etc.) Only the API
classification will be discussed here. It defines the engine protection
performance of oil using a 2-letter code:
• C# is for diesel engines; S# is for petrol engines. Some oils are made both for
diesel and petrol engines.
• The second letter (#) characterizes oil performance. The further away the
letter is in the alphabet, the more efficient the oil will be.
• If there is a number after the second letter (#), 2 or 4, this number indicates
whether it is a 2-stroke (-2) or 4-stroke (-4) engine oil.
• Current highest quality is CK and SN (as of the end of 2020).
• Though higher performing oil is generally more expensive, it is
recommended to use the highest quality available that is suitable for
your fuel.
c.DIESEL SULPHUR CONTENT

Current environmental regulations in Europe and North America require very low
concentrations of Sulphur in diesel fuel, but higher concentrations are still found
in many countries where MSF works. Sulphur content in diesel fuel can impact
engine oil characteristics, so it is important to select the appropriate oil (see
previous page).
• Consult your fuel supplier for the Sulphur content of the fuel. If the information
is not available, please consult your technical referent.
• Sulphur content is measured in parts per million (ppm) and percent (%):
5,000 ppm = 5,000 ÷ 1,000,000 = 0.005 = 0.5%.
14
10-CHOICE OF PERIODICITY OF MAINTENANCE
In general, the city cars are only used in good road conditions. For that, the
service interval will be in kilometers as follows:
Road
Description: Interval:
Conditions:
Driving exclusively on tarmac roads and very well-
Good 5000 km
maintained tracks mixed with occasional heavy traffic.
Note: If there are usually drastic different driving conditions between the
seasons the service interval must be adjusted accordingly and noted in the CSP
(Country Specific Policy)
ENGINE OIL CHANGE INTERVAL

Engine oil does not need to be changed at every scheduled service, it depends
on fuel and oil quality:
Fuel Sulphur content* Oil API Class. * Oil change interval
< 0.5% (5000 ppm) Good quality oil Service B and C
(Each 10000 Km)
0.5% to 1.0% (5000 to 10000 ppm) All oils Service A
(Each 5000 Km)
Unknown All oils Service A
(Each 5000 Km)
*See previous page for descriptions of fuel Sulphur content and oil class.
The standard service sequence is A-B-A-C- . . . repeat, but it can be adjusted
based on conditions and if validated by HQ.
Note: The service interval, oil change interval, and sequence must be validated by HQ
and recorded in a Country Specific Policy (CSP) or a similar document.
15
11-PLANNING AND DOCUMENTING
MAINTENANCEACTIVITIES
Note: This document provides a generic protocol that must be adapted to the
context of the mission. The maintenance plan/protocol should always be
developed in cooperation with the coordination team and shall be documented
in a HQ validated Country Specific Policy (CSP).
a. PLANNING S E R V I C E S
A proper planning of vehicle maintenance services involves the following critical
elements:
• A service interval/periodicity adapted to the context (weather and road
conditions, availability of good quality fuel and oil, availability of personnel for
performance of services, etc.).
• A service sequence that is also adapted to the context.
• A proper and complete performance of maintenance activities, from the
simplest (daily check) to the most complex (special services).
• An organized and complete documentation of issues encountered, and
services performed, so that the history of the vehicle is always available. This
topic is discussed in detail below.
b.DOCUMENTING SERVICES
Proper documentation of incidents or complaints about the vehicle, and
performance of services, often involves three different MSF documents:
• Job Request: sent in advance for work planning and a copy accompanies the
car when it is sent for service, noting the service that is due along with any
special requests based on complaints previously identified by the driver or
mechanic. This form is normally attached to the Job Card.
• Job Card/vehicle service report: completed by the mechanic, stating the
details of the service performed. This form is normally kept on file in the log
office.
• Service Logbook: contains a detailed history of the car. The Service Logbook
must be used to record all services, as well as all complaints and their
resolutions, even if the Job Request and Job Card are not used.
16
c.FILLING IN THE SERVICE LOGBOOK
See the sample on the next page and use it as a guide in recording all
weekly checks, regular maintenance, unscheduled repairs, remarks by
the driver and mechanic, etc.
Note: It is NOT necessary to list every task completed during a service. It is
better to record which type of service is being performed, any task that was not
completed, why it was not completed, and any additional work completed. See
the example of filled logbook on the next page.
17
d.SAMPLE OF SERVICE LOGBOOK PAGE
Date Kilometers Description
25 -10 -16 137 000 Service B

-Play in front L wheel bearing
Adjust front bearings. Grease Ok
-Gearbox mount cracked, spare part not
In stock. Replace at next service.
- Brakes: front 7mm, rear 5mm
- Replaced air cleaner element.
- Driver door lock sticking.
Applied grease.
Mechanic : Daniel Greasehands
Driver : Adam Longmiles
Next Service : A à 142.000 km
3 -11 -16 138 220 Weekly Check- OK - Adam Longmiles
11-11-16 139 500 Weekly Check- OK - Adam Longmiles
16-11-16 140 420 Weekly Check- OK - Adam Longmiles
– Play in rear driveshaft U-joint.
Adam Longmiles
26-11-16 141 700 Contrôle hebdomadaire OK
– Play in rear driveshaft U-joint.
Adam Longmiles
2-12-16 142 000 Service A
- Rear cross bearing replaced
- Replaced gearbox mount
- Brakes: Front 4mm ; rear 4mm
Replace front brake pads at next service
Méchanic: Daniel Greaselands
Driver: Adam Longmiles
Next Service: B à 147.000 km
18
12-MAINTENANCE ACTIVITIES
Notice: The content of the different services is listed beginning on the next page
and described in detail on the pages that follow.
DAILY CHECK
• Completed by the driver
• Performed first thing in the morning, before the car is driven and between
shifts (drivers handover)
• Usually takes less than ten minutes
WEEKLY CHECK
• Completed by the driver, assisted/supervised by the mechanic if
appropriate.
• Performed every week
• Includes the tasks of the Daily Check
• If program activities do not allow enough time to complete the weekly check
in one session, the tasks can be split up during the week, under validation by
the technical supervisor
• Plan weekly-checks throughout the week, to avoid it being neglected at the
end of the week.
• Usually takes around 1 hour.
Note: The supervisor shall ensure the drivers are properly trained by a mechanic
on the tasks of the daily and the weekly check.
19
SERVICES A, B, C
• Completed by the mechanic, assisted by the driver. In projects that do not
have a dedicated mechanic, the driver performs only service A.
• However, if there is no mechanic, service B and C must be carried out in an MSF
intersectional workshop or by a mechanic (flying or flying in coordination) or in a
dealership workshop validated after signature of a service contract.
• Services are performed according to the project service interval (see chapter 10)
• Includes all weekly check tasks, and lower level services (B= A + additional
tasks, C= B + additional tasks).
• Usually takes less than one day for service A and up to two days for service
C. If a problem is identified, the service time will increase accordingly.
SPECIAL SERVICES 50,000 KM AND 100,000 KM
• Completed by the mechanic, assisted by the driver
• Performed at the specified number of kilometers
• These services include service C, and 100,000km service includes the tasks
of the 50,000km service (50,000km = C + additional tasks, 100,000km =
50,000km + additional tasks)
• Usually takes up to two days
20
13-MAINTENANCE TASKS
DAILY CHECK
1 Leaks under the vehicle

Check the condition of the tires and the pressure, replace the valve caps if
2
necessary
3 Engine oil level
4 Cooling liquid level
5 Brake/clutch level
6 Level of the windshield liquid, control the operation of the nozzle and the wipers
7 Battery fixing, water level, terminals
8 Cleanliness of the radiator (main and air conditioner)
9 Presence and inventory of on-board equipment
10 Luminous lights of the dashboard, interior and exterior lighting
Abnormal engine noises (grinks and vibrations, or engine noises different from
11
normal)
12 VHF radio functional control with the Base
13 VHF microphone cable control
21
WEEKLY CHECK

2
necessary
3 Engine oil level
11
normal)
14 Clean the interior, outside and under the vehicle box
15 Clean the air filter (replace if necessary)
16 Check the proper functioning of doors, locks, windows and safety belts
22
SERVICE A

2
necessary
3 Replace engine oil (see chapter 10)
11
normal)
17 Check the tension and the state of the alternator belt
18 Check the proper functioning of the electric fan
Check the condition of the suspensions, front and rear stabilizing bars (silentblocs)
19
and front and rear suspension triangles (silentblocs and ball joints)
20 Check the state of shock absorbers, silentblocs and the absence of leaks
21 Check the free play of steering ball joints and the condition of dust caches
22 Check the free play of stabilizer bar connecting rods
23 Check the state of the bellows of the transmission axle and rack
24 Check the good condition of the exhaust and silentblocs
Check transmission oil (gearbox, transfer box) and FRT and RR differential axles if
25
they are present
Fill the service logbook and stick the "next service ……. At …......... Km on the
END dashboard
23
SERVICE B

2
necessary
11
normal)
19
25
they are present
26 Replace the oil filter
27 Replace the fuel filter
28 Check the steering free play
29 Check the good condition of the engine and gearbox supports
30 Check the condition of the FRT brake pads and discs
END dashboard
24
SERVICE C

2
necessary
11
normal)
19
25
they are present
26 Replace the oil filter
27 Replace the fuel filter
28 Check the steering free play
29 Check the good condition of the engine and gearbox supports
30 Check the condition of the FRT brake pads and discs
31 Check the free play of steering pivot ball joints
32 Clean and control the fittings and drums of the brakes of the RR wheels.
33 Check the door joint and the lubrication of the hinges
34 Check the window lips, grease the mechanism if necessary
Check the fixing of the VHF antenna and battery connections (the radio negative
35
must be connected to the battery negative and not to the bodywork)
36 Check the state of wheel cylinders (lift dust covers)
END
dashboard
25
SPECIAL SERVICES
It is under the responsibility of the reference workshop, to be carried out at the same time
as a "C" service and to mention in the service comment page.
Service 50,000 km or 2 years

“C” service, plus:
1- Replace the brake and clutch liquid
2- Check the entire body. Repair, if there are presence of cracks
3- Replace the transmission oil (gearbox, transfer box) and FRT and RR differentials axles if
they are present
End fill the service logbook and stick the sticker "Next service ……. In ……………km" on the
dashboard
Service 100,000 km or 4 years

Service 50,000 km, plus:
1- Replace the timing belt and the tensioner rollers
End fill the service logbook and stick the sticker "Next service ……. In ……………km" on the
dashboard
26
14-FILLING THE SERVICE LOGBOOK
Use these pages to record driver’s complaints and observations, performance
of weekly checks and relevant findings, details of services performed, and all
repairs. See the example on chapter 11, paragraph “d”.
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MSF Vehicle N°

City car brand and model

Edition: July 2022

N° MATERIAL AND ON-BOARD EQUIPMENT QUANTITY

Read and approved

RED Indicators – Resolve the issue immediately!!!

Other Indicators – Not normally lit when starting the car.

Rear differential lock indicator light

Front differential lock indicator light

DID YOU KNOW?

ACTIONS TO REDUCE IDLING

a. FIXING AND DISTRIBUTION OF THE LOAD:

• Respect the maximum authorized load (including passengers) in order to

On paved ROADS in town:________ km/hour

On paved ROADS outside town: _________ km/hour

On very well-maintained TRACKS: _____________ km/hour

• Viscosity is the thickness of a liquid or its resistance to

c.DIESEL SULPHUR CONTENT

ENGINE OIL CHANGE INTERVAL

25 -10 -16 137 000 Service B

1 Leaks under the vehicle

1 Leaks under the vehicle

1 Leaks under the vehicle

1 Leaks under the vehicle

1 Leaks under the vehicle

Service 50,000 km or 2 years

Service 100,000 km or 4 years

Date Kilometers Description

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