Agenda Item 14.4.2

Report No: 4/16cncl

TO: ORDINARY COUNCIL - MONDAY 25 JANUARY 2016

SUBJECT: VEHICLE TRACKING SYSTEM

AUTHOR: MANAGER WORKS - SCOTT ALLEN

EXECUTIVE SUMMARY

This report is to provide an update on the Vehicle Tracking System that was installed in all Council logoed vehicles

IT IS RECOMMENDED that this report be noted.

REPORT

1. BACKGROUND

A trial was conducted of 14 separate Depot vehicles with the benefits of the GPS Tracking System being to over powering to ignore. The GPS Tracking System provides Depot Management with a modern tool to oversee Departmental operations of the Council Works Department. The benefits of the GPS Tracking System to Council would outweigh the perceived negatives of the GPS Tracking System.

The current Alice Springs residents are mindful of increasing modern day costs of living. Ever increasing fuel costs, vehicle running costs and employees’ salaries all combine to increase ratepayer expectations towards local government. Never before has the general public taken such a keen interest in the workings of local government.

Bearing the expectations of the general public, Council must be proactive and implement modern day technologies to counter act underperforming employees. The technology empowers the employees with increased accountability and responsibility with all actions has the ability to be monitored.

Employees will highlight the big brother aspects that the system provides. Council has a duty of care to know where all Council staff are at all times. This will be achieved by the implementation of the GPS Tracking System. The system also has the ability to include duress buttons which has the ability to alert Depot Management immediately in response to an employee’s emergency. It also gives Depot Management the ability to locate employees quickly in an emergency.

Discussions with Depot Management have highlighted the need for a tool for Depot Supervisors and Manager Works. Having the ability to reduce unnecessary vehicular traffic, time wasting, remaining on task longer, reducing extended lunch and smoko breaks, elimination unauthorised or unscheduled stops, reducing fuel consumption and ensuring

Report No. 4/16cncl Agenda Item 14.4.2

staff have a tool that will make them accountable and responsible for their actions is priceless.

Reducing Councils fuel bill alone by a conservative 10% would save Council $20,000 to $25,000 annually. Added to that saving would be reduced wear and tear on vehicles which would reduce maintenance costs? Reducing vehicular traffic on the road also reduces the risk of accidents and incidents involving Council staff.

The current ratepayers demand accountability and responsibility of local government employees, the GPS Tracking System has the ability to deliver those actions. Depot Management installed the Vehicle Tracking System into 48 Depot vehicles.

2. DISCUSSION

Whilst the Vehicle Tracking System may be controversial with Depot employees, the system have been invaluable for Depot Management in the planning, organising and evaluation of the delivery of the essential services to the community of Alice Springs. Below are a list of positive and negatives associated with the Vehicle Tracking System. The implementation of the Vehicle Tracking System has made Depot employees mindful and accountable for their actions whilst employed at ASTC.

GPS TRACKING SYSTEM POSITIVES

• Improved Staff Awareness - If you are an employer using GPS Tracking System in your employees work vehicles you will be providing them with a way to navigate roads and neighbourhoods they are not familiar with. This means less of a chance that your employee will get lost while travelling for work, which saves the company both time and money

• Future Job References And Time Management - Supervisors will also be able to monitor time taken to complete jobs and document for future reference

• Occupational Health Safety & Welfare Responsibilities And Requirements - the modern day Work Health Act dictates that employees must know staff locations at all times. The GPS Tracking System allows Depot Management to pinpoint staff locations immediately. This will ensure that Council’s duty of care is covered. Also with the GPS Tracking Systems ability to provide a duress button to all vehicles, this will ensure that Council vehicles can be on route at the press of a button. This would be beneficial for Ranger Units as the alarm could be raised prior to phone calls or radio communication being established

• Increased Productivity, Increase Work Output and Reduce Unnecessary Driving Around Town - one of the largest complaints from rate payers is the waste of money and time associated with staff driving around town and early / late smoko breaks in which time staff are being unproductive. The GPS Tracking System will provide Supervisors a tool to monitor vehicle movements throughout the municipality especially at smoko and lunch time. It will also reduce the early finish at jobs and driving the long way back to the depot prior to breaks. This will reduce fuel consumption and reduce unnecessary time on the roads which increases the chances of vehicular accidents. Keeping staff at job locations longer will increase productivity from staff. Increasing productivity, increasing work output and

Report No. 4/16cncl Agenda Item 14.4.2

reducing unnecessary driving around town has large positive financial implications for Council

• Accountability From Staff - Council staff via the GPS Tracking System will have increased accountability for their actions. Vehicle ignition, idling, stopping, movement and habits will all be recorded via the tracking system. Staff will also be accountable and responsible for their actions. Justification may need to be provided by staff for unauthorised actions and movements

• Allow For Greater Planning Of Staff Roles - Supervisors will have a greater understanding of staff schedules, routines and habits. The GPS Tracking System will enable Supervisors to monitor, review and discuss routines, schedules and habits of staff with Team Leaders and will assist in the planning, prioritising and competing expectations of the ratepayers of Alice Springs.

• Justification Of Staff - The GPS Tracking System has the ability to provide documented evidence for the requirements of staff numbers. The system will identify the effort of staff in specific work areas and the work output the produce

• Cost Savings - with the accountability from the GPS Tracking System, staff will be accountable and responsible for their actions during work time. Supervisors cannot be in all locations during the day and it is embarrassing to receive phone calls from the general public regarding staff behaviour. The GPS Tracking System will place staff on notice that their actions will have potential ramifications if they are doing something that has not been approved by Depot Management. Reducing unnecessary driving has the potential to provide cost savings to Council. Council’s fuel bill annually is approximately $200K - $240K. Reducing unnecessary driving has the potential to reduce the fuel bill by 10%. It would also have a huge impact on the wear and tear of plant and machinery which would enable a longer changeover time period for plant and machinery. With the GPS Tracking System, companies will experience lower fuel usage and costs, less vehicle wear and tear while greatly reducing unauthorised vehicle usage

• Accountability To Rate Payers - with the increase in rates inevitably come the increase in rate payer expectations and accountability of ASTC staff. The GPS Tracking System provides evidence for Council to justify staff work outputs. This tool allows for facts to be black and white and presented when requested by rate payers

• Allows Depot Management To Know Where Staff Are During Work Hours - the GPSTracking System will allow Supervisors to know where staff are at all times. This can be advantageous in the event of a family emergency, prioritisation of other work tasks, assistance of other crews and will allow Depot Management to move to the location of crew

• Tool To Justify Queries To Rate Payers - the GPS Tracking System allows for greater record keeping regarding queries. Information can be obtained when complaint was received, time complaint was actioned and time complaint was completed. This will provide Council with the ability to respond to unfair and unfounded claims from rate payers. It will also highlight any deficiencies that occur in Council’s reporting system and allow Council the ability to rectify the issues and improve our ability to respond efficiently

• Speed Alerts And Alarms - the GPS Tracking systems can notify vehicular speeding and erratic driving throughout the road system in the municipality. It can also report on unsafe acceleration or braking. The GPS Tracking System will enable Council to proactively address any issues it has regarding driver behaviour potentially before an accident occurs

Report No. 4/16cncl Agenda Item 14.4.2

• Allows Mechanic Greater Notice For Vehicle Servicing - The GPS Tracking System has the ability to notify Mechanics of the vehicles that have upcoming mechanical services. This would allow mechanics the ability to plan and prioritise vehicle maintenance. It also has the ability to prioritise mechanical works for vehicles such as verge mowers, tractors, etc to ensure all vehicles are being used equally and one vehicle is not being over used

• Justify Quality Council Employees - The GPS Tracking System will enable Depot Management to identify employees that are doing the right thing. Staff have nothing to worry about if they are doing the right thing. Unfortunately it is always the minority of staff that are doing the wrong thing with unscheduled and unauthorised stops, unnecessary driving, speeding, etc. This system allows for Depot Management to identify and discipline the staff that are doing the wrong thing and not tarnish the good work of the majority of Council staff. The staff that are rorting the system and doing the wrong thing are the only staff that have something to worry about. With the introduction of the GPS Tracking System, it is anticipated that the instances of staff abusing the system will reduce dramatically due to the accountability associated with the GPS Tracking System

• No More Log Books - the GPS Tracking System uses a personalised toggle system to log on to each vehicle. This eliminates the log book system and also fingerprints drivers to each specific vehicle for every minute of the day. This could be important in identifying drivers that have broken the law and will not admit to their illegal actions

• Reduction Of Unscheduled And Unauthorised Stops - With the ability of the GPS Tracking System to monitor and record vehicular movement in 30 second intervals, Staff will be aware of Depot Managements ability to track their movements and will highlight unscheduled or unauthorised stops. It is the minority of staff that abuses the system and detract from the majority of staff that do the right thing. The GPS Tracking System will ensure staff ask for permission from Management to make stops throughout the municipality

• Increased Driver Safety And Awareness - with the GPS Tracking System a driver who knows he's being tracked is going to drive better. Additionally, the Tracking System makes locating broken down vehicle or vehicle involved in an accident simple, while it can also be deployed in the unlikely case of vehicle theft. The system also provides information on the vehicle actions involved in the accident prior to the accident occurring

• Has The Ability To Produce Data For Next Ea Negotiations Regarding Increased Productivity Gains - The GPS Tracking System will give Council staff some documented data to submit during EA negotiations. Increase productivity from staff will enable representatives evidence during negotiations with Council representatives

• Financial Accountability - The GPS Tracking System has the ability to provide accurate and timely information at the touch of a computer button. Now, there can be virtually no doubts that you are holding up your end of the contracted bargain. With detailed record­keeping that covers every kilometre driven every day by each vehicle, producing reports has never been simpler or more robust. Any information your request on performance is at your fingertips

• Increased Time Management - The GPS Tracking System helps you monitor the current location of any employees you have on the road, tracks the exact route they are driving, how many stops they make, how long they stay stopped for and the total kilometre they are

Report No, 4/16cncl Agenda Item 14.4.2

putting on their work vehicle. Staff will be aware of the GPS Tracking System and will be mindful to complete works and tasks as directed. The system will provide information on previously completed tasks and set benchmarks for staff to aspire too

• Communications - the GPS Tracking System has the ability to send text messages via the system. This would reduce the requirement to locate Team leaders to pass on job requirements and requests. Team Leaders would be provided with a screen to receive and send messages to enable Team Leaders to receive works requests and send confirmation messages when jobs are completed. The GPS Tracking System allows Management to pinpoint the closest vehicle to the works requests and can redirect them to the site immediately to complete the works

• Complaints - The GPS Tracking System has the ability to exonerate Council employees and vehicles that have been accused of activities by the general public. It also has the ability to prove that Council has attended to the complaint and has rectified the problem or issue

GPS TRACKING SYSTEM NEGATIVES

• Big Brother Perception - The GPS Tracking System has the ability to track the actions and movements of staff. There is always the perception that this will be used as a discipline tool. The majority of staff that are not doing the wrong thing will have nothing to worry about. The minority of staff that are not doing the right thing, a tool available to Depot Management to identify and pinpoint actions that are not actions that are befitting a Council employee. Many people consider the act of tracking vehicles to be an invasion of privacy. When many businesses started using GPS tracking, employees became angry and stated that they felt like the company no longer trusted them. They felt that by tracking where they travelled for work, the company was questioning their loyalty

• Disciplinary Tool - The GPS Tracking System has the ability to be used as a disciplinary tool against employees

• Installation And Ongoing Cost - The GPS Tracking System does incur an initial installation and ongoing service fee. Costs are dependent upon the extent of the system, the add-ons for each system and the different companies that sell the systems

• Staff In Wrong Place At The Wrong Time - The GPS Tracking System has the ability to identify and highlight staff completing unauthorised activities including unscheduled and unauthorised stops. Greater accountability and responsibility for their actions will be placed upon Council employees

• Accountability For Staff - With the GPS Tracking System, staff will be accountable for their actions and time management. Supervisors will be able to monitor staff driving habits and routes taken for assigned tasks with staff being responsible and accountable for actions

• Linder Performing Staff - The GPS Tracking System has the ability to highlight underperforming staff. Staff that abuse the system by taking unscheduled and extended breaks, make unauthorised stops and generally flaunt the freedom given to staff will be identified and disciplined as required. Staff that are doing the wrong thing will be running the gauntlet and will have the option to follow the rules and guidelines assigned by Council or face discipline action

Report No. 4/16cncl Agenda Item 14.4.2

• Driving Patterns And Habits - the GPS Tracking System has the ability to identify and highlight Council Staffs driving patterns and habits. Staff will be accountable and responsible for their actions with evidence recorded for future reference

• Complaints - The GPS Tracking System has the ability to identify Council employees and vehicles that have been accused of activities by the general public

• Time Management On Jobs - The GPS Tracking System has the ability to track staff movements and time management. Staff will be mindful of responsibilities and impact the tracking system may have on them. The system will have the ability to weed out system abusers. The system will enable Supervisors to monitor and plan staff works according to previous work history from other staff

• Staff That Abuse The Trust From Council - Some staff will always highlight the negatives of the GPS Tracking System. These are usually the staff that are abusing the system. The system has the ability to identify the minority of staff that are abusing the trust from Council regarding work output and productivity. This system will identify staff hiding holes and spots that staff use

The first year of the Vehicle Tracking System has provided invaluable information and data for Depot Management. The data is being used to improve efficiencies within many sections of Council operations including the delivery of essential services. This first year’s data cannot be compared to previous years due to no accurate historical data being collected previously.

3. POLICY IMPACTS

Nil

4. FINANCIAL IMPACTS

The cost for monthly monitoring of the Vehicle Tracking System is $1,920.00 per month.

5. SOCIAL IMPACTS

Whilst the introduction of the Vehicle Tracking System was meet with some resistance from Depot employees, the community can be aware that every effort is being made to ensure Depot employees are delivering value for money for the ratepayers of Alice Springs. The Vehicle Tracking System is one tool that is being used to increase productivity whilst reducing excess waste.

6. ENVIRONMENTAL IMPACTS

The Vehicle Tracking Systems have assisted in the unnecessary time wasting of Depot staff driving around in vehicle whilst waiting for the clock to tick over until the next break. This has reduced fuel wastage.

Report No. 4/16cncl Agenda Item 14.4.2

7. PUBLIC RELATIONS

Ratepayers will be more cognisant of the fact that Depot employees are not just wasting time of driving around the municipality.

8. ATTACHMENTS

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