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2015 AASHTO Subcommittee on Maintenance Conference

Performance Measures Implementation for Efficient Fleet Maintenance and Operations

Golam Sarwar, MSc., EIT Consultant,

AgileAssets Inc.

Arif Beg, PhD Principal Consultant,

AgileAssets Inc.

July 22, 2015

Overview

• AASHTO & State DOTs’ fleet management performance metrics

• Using AgileAssets to build AASHTO fleet performance metrics reports

• Questions & Answers

2 2015 AASHTO Subcommittee on Maintenance Conference

AASHTO-Supported Performance Metrics

• AASHTO and the State DOTs have been in a multi-year effort to develop a set of National Metrics for transportation performance.

• Intent is to provide a standard basis for individual States to view their Fleet Performance and provide a National Fleet Performance overview.

2015 AASHTO Subcommittee on Maintenance Conference 3

AASHTO-Supported Fleet Initiatives

• AASHTO created the Equipment Management Technical Services Program (EMTSP) with a vision to serve as, “the comprehensive national resource supporting effective and efficient governmental highway equipment fleet management.” – Partners with the four regional organizations of State

Highway Equipment Managers

• Midwest • Northeast • Southeastern • Western

• EMTSP held its last national conference in Summer 2014. 2015 AASHTO Subcommittee on Maintenance Conference 4

AASHTO-Supported Fleet Performance Metrics

• AASHTO Subcommittee on Maintenance have identified four National DOT fleet performance Metrics:

1. Preventive Maintenance(PM) Compliance

2. Retention/Replacement

3. Utilization

4. Availability/Downtime

• States submit reports on these four metrics to EMTSP in January and July each year.

• Generally, identified in %.


AASHTO-Supported Fleet Classification

• Fleet Classification considered under each Metric category: Light Vehicle – under 10,000 GVW (NAFA Code 1 & 2) Medium Vehicle – under 10,000~26,000 GVW (NAFA

Code 3 through 6) Heavy Vehicle – over 26,000 GVW (NAFA Code 7 & 8) Non-Self Propelled (NAFA Code 0) Off Road and Construction (NAFA Code 9)


AASHTO Fleet Performance Metrics - Defined

Preventive Maintenance – Planned maintenance activities (i.e. oil/filter change)

that are designed to improve asset life and help in reducing unplanned maintenance activities or breakdown.

– PMs are typically performed on a hour/mileage interval.

– PM Efficiency & Timeliness is CRITICAL • Track Delays (days) in PM Accomplishment • Track %Vehicles with PM Accomplished or Overdue • Establish Threshold: say 90% Timeliness goal



Replacement / Retention – Measurement of the extent to which vehicles or

equipment are within or exceed established replacement criteria

– Replacement criteria is usually expressed in terms of age and/or usage (in miles or hours) and/or LTD repair cost.

• Calculate individual assets Replacement due

• Track and Manage %Fleet due for replacement

• Establish Acceptable Threshold for %Fleet replacement overdue


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Utilization – Indicates how frequently or how much a vehicle or piece

of equipment is used within a given time period (i.e. month, quarter, or year)

– Measured in hours or mileage, or percent

– Track and Manage number of under-utilized Fleet Units

• Establish Acceptable Utilization Thresholds, examples, 80% Good, 70%-80% Fair, less than 70% Poor


http://www.iconarchive.com/show/transport-for-vista-icons-by-aha-soft/car-utilization-icon.html


Availability/Downtime – Availability: Amount of time a unit is “in service” and

capable of performing its primary function. – Downtime: Amount of time a unit is unavailable and

unable to perform its primary function due to a maintenance issue (scheduled or unscheduled) versus non-utilization during seasonal timeframes

– Track and Manage Fleet Downtime • Establish Acceptable Downtime or Availability Thresholds: say

90% Available or 10% Down, etc.


http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=KbuEPbsSVfhCbM&tbnid=hOYsd0ao_l0RZM:&ved=0CAUQjRw&url=http://info.sprocketcmms.com/blog/bid/228928/How-to-Set-Up-an-Effective-Preventive-Maintenance-Program&ei=ArxgUvCRDeSt2AWq9oGQDw&psig=AFQjCNGc__GfcEWj0mI0GW8ELsg676pVBw&ust=1382157622362025

Fleet Performance Metrics Tracking Using AgileAssets

Details and Examples



Preventive Maintenance(PM) Compliance

Retention/Replacement

Utilization

Availability/Downtime


Preventive Maintenance Timeliness Tracking


• PM Activities – Oil Change, PM A, B, C, etc. • PM Criteria & Thresholds Setup • PM Due Date • PM Accomplishments – Repair Orders • PM Accomplished Date • Next PM Due Calculations • PM Accomplishment Timeliness Tracking • Available via reports

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Preventive Maintenance Timeliness Tracking


PM Timeliness Report





Utilization



Fleet Replacement (Retention) Analysis

• User defined criteria driven vehicles replacement analysis

• Typical parameters: • Max Miles, • Max Age, • Life Repair Cost, • Ratio of Repair & Purchase Cost • Downtime, • Utilization %, • Multi-criteria Index


Fleet/Equipment Replacement Criteria


Replacement/Retention Analysis Report


Max Life Max Miles LTD Repair Cost

Replacement/Retention Analysis Report


Max Life

Replacement / Retention Analysis Report


Max Miles



LTD Repair Cost

Replacement / Retention Analysis- Chart





Utilization



Utilization Calculation


• U% - Utilization: Indicates how much a vehicle or piece of equipment is used within a given time period. Equipment utilization can be calculated as: U% = 100 * (Sum Usage) / (Max Availability)

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Utilization Calculation


• Maximum Availability: represents the maximum (weekly/monthly/annual)hours that an agency tracks a piece of equipment based on daily/weekly hours, excluding weekends and holidays, using the seasonal factor.

• Projects Usage: Equipment Usage are hours spent in accomplishing agency operations. These hours are charged to certain projects/account codes.

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Equipment Usage Data


Fleet/Equipment Max Utilization Thresholds


Utilization Report





Utilization



Downtime Calculation


• Downtime: These are hours when a piece of equipment is unavailable due to a breakdown or other down-related issue.

• Downtime Calculation – Repair Order duration

• Downtime Entry Tab in Repair Orders Progress window – Multiple downtime records – Downtime Reason & Time Duration (hrs down)

• Downtime Reports available 33


Downtime Calculation Options

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Downtime Report


Fleet Performance Management Dashboard


Fleet Performance Measurement - Conclusions

• Fleet performance levels must be managed and tracked at the Agency, Organizational and Unit level to accomplish the desired overall outcomes.

• Fleet performance metrics must tie to the Agency’s overall performance and accomplishing its mission.

• Focus on a few, critical fleet metrics, tracking and reporting on them on a regular and consistent basis (monthly / quarterly / annually).


Fleet Performance Measurement - Conclusions

• AgileAssets Fleet Management System provides foundation and components required to calculate and manage Fleet Performance Metrics.

• AgileAssets Fleet Management System is very flexible and fleet performance related data entry, calculations and reports can be configured as needed by the fleet management Agency.


Q&A

Thank You Golam Sarwar, MSc., EIT

Consultant AgileAssets Inc.

3001 Bee Caves Road, Suite # 200 Austin, TX-78746-5590 Office: 512-623-3258 Mobile: 208-209-5743

E-mail: [email protected] Web: www.agileassets.com

The leading global provider of the infrastructure asset management software solutions and services for public agencies.


mailto:[email protected]

http://www.agileassets.com/

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