faster national conference high tech – high touch new initiatives at loudoun county virginia by:...
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FASTER National Conference FASTER National Conference High Tech – High TouchHigh Tech – High Touch
New Initiatives at Loudoun New Initiatives at Loudoun County VirginiaCounty Virginia
By: Kent Carneal, Fleet Maintenance Supervisorand John Mercer, Fleet Account Clerk
A little about Loudoun CountyA little about Loudoun CountyThe Consolidated Fleet numbers as of June 30, 2008The Consolidated Fleet numbers as of June 30, 2008
Consolidated Fleet Size Consolidated Fleet Size 2,364 2,364Employee CountEmployee Count 60 60Fleet Usage (miles)Fleet Usage (miles) 25,116,464 25,116,464Fleet AvailabilityFleet Availability 96% 96%Production Hrs BilledProduction Hrs Billed 61,940 or 84% 61,940 or 84%Scheduled vs. Unscheduled HoursScheduled vs. Unscheduled Hours 75 / 25 75 / 25Billing (including $8M in fuel)Billing (including $8M in fuel) $15,368,782$15,368,782Inventory ValueInventory Value $478,579 $478,579Physical Inventory TurnsPhysical Inventory Turns 3.4 3.4Inventory Net-Value TurnsInventory Net-Value Turns 4.9 4.9Warranty RecoveryWarranty Recovery $331,800 $331,800
Loudoun has been in the Top 5 Fastest Loudoun has been in the Top 5 Fastest Growing US Jurisdictions since 1996Growing US Jurisdictions since 1996
What does that mean?What does that mean?
In 12 years from 1996 to 2008In 12 years from 1996 to 2008
Fleet Growth Fleet Growth 814 to 2,364 814 to 2,364
Fleet Miles Fleet Miles 9.6M to 25M 9.6M to 25M
Fuel Gallons Fuel Gallons 720K to 2.75M 720K to 2.75M
Employees Employees 20 to 6020 to 60
Organizational GrowthOrganizational Growth
As demand increasesAs demand increases
814
1812
1208
2364
You Must Change!
A Period of Fast Paced ChangeA Period of Fast Paced Change
In a 16 month period from Aug 06 to Dec 07In a 16 month period from Aug 06 to Dec 07
Implement Faster Payment Module, 8/06Implement Faster Payment Module, 8/06Began Heavy Shop Second Shift, 8/06Began Heavy Shop Second Shift, 8/06Implement Automated Payment Transfer, 11/06Implement Automated Payment Transfer, 11/06Implement Core & Credit Demand Tracking, 3/07Implement Core & Credit Demand Tracking, 3/07Opened 10,000 sq/ft Addition at our Main Facility Opened 10,000 sq/ft Addition at our Main Facility including a relocation of our Tire Shop, 8/07including a relocation of our Tire Shop, 8/07Began operating a Radio Shop, 9/07Began operating a Radio Shop, 9/07Began Light Vehicle Shop Second Shift, 12/07 Began Light Vehicle Shop Second Shift, 12/07 Began Imaging Work Orders and Payments,12/07Began Imaging Work Orders and Payments,12/07
Invoices are Pulled into Payment Table
Payment Records
Sublet Invoices
Part Receipts
Credit Invoices
So what?
Before Payment Module Invoices keyed for Parts & Sublets Invoices keyed again in the Business Office Invoices keyed a third time at Accounting
With Payment Module (& transfer utility) Invoice Information keyed one time! Every dollar is accounted for (paid or unpaid) Because we have the data reporting is possible
Core and Credit Demand Tracking
Prior to Payment Module
We did not receive cores and returns into inventory Part Issue Returns were returned to inventory then the
receipt record was deleted to remove it from inventory The original invoice would be held until a credit was
received then both were processed for payment If a credit never came through, the invoice would
eventually be paid I assumed a 95 to 98 percent recovery with this process
Have you ever heard the phrase, ‘Trust but verify?’
NOW We receive all parts and cores into inventory Part returns and Cores are in inventory until they leave
the building All Returned items are Transferred to Vendor and a
Pending Credit is created in FASTER Once a credit invoice is received a Credit Record is
created and the associated Pending Credit is deleted Actual Credit Recovered is much higher than before
Process Review
Receive Cores into Inventory Attach the Barcode Label to a Core Tag and
record the Vendor #, Invoice # and Amount Attach the Tag to the Part Issue Part (We don’t issue the core, but
probably should) Core is returned to Parts by Technician Transfer the Core to Vendor Create a Pending Credit Post Actual Credit & Delete Pending Credit Check Your Work (Accuracy is Everything)
The Results
$0
$25,000
$50,000
$75,000
$100,000
$125,000
$150,000
Wro
ng
Warra
nty
Ob
so
lete
Co
res
Ven
do
r
To
tal
FY/07
FY/08
The Difference is…
$44,000 or a 46% increase in credits recovered during FY/08
That’s a lot more than a new pair of shoes 100% Credit Recovery Rate Short $0 out of $140,000 requested for FY08
The Difference in a Nutshell
We know where all our valuables are!
All Items of Value (physical inventory on hand) are received into the FASTER Inventory Control System
There is a record of every item that leaves the inventory (Part Issues and Transfers to Vendor)
Credit Demands and Credits are posted All other Invoiced Items (+/-) are transacted in
FASTER and therefore in the Payment Module
QUESTIONS ?
Loudoun County Central Garage 703-771-6485 Position Justification Job Description Process Cheat Sheet Pending Credit Report (Crystal XI) http://www.ccgsystems.com/notes08