fleet status with kpis

8/10/2019 Fleet Status with KPIs

1/17

Fleet Managementby Tom Borman

Preventive maintenance program (PM) Equipment chargeback rates

Tracking of equipment operating costs

Repair and diagnosis of equipment

Training of technicians

Measure fleet availability & downtime

Statutory and regulated inspections

Utilization tracking Technician productivity

Parts inventory management


2/17

Preventive Maintenance Program (PM)

Mileage or hour limit

Month limit

Follow anufacturers recommendations

Technicians trained in detailed procedures

Quality parts and materials


3/17

Equipment Chargeback Rates Review annually

Must recover your actual operating cost

fully burdened

Includes overhead and fuel cost


4/17

Tracking of Equipment Operating Costs Computer software to keep track of the

costs

Must manage and audit data entry to insure

accurate data

Meter reading most important


5/17

Repair and Diagnosis of Equipment

Qualified technicians

ASE Certification

Strong basic training

Quality diagnostic testing equipment

Updated versions of cartridges Shop manuals/electronic shop manuals


6/17

Training of Technicians

Technology is moving faster every year

Technicians need to keep up with

technology

Manufacturers training limited

Specialized training companies


7/17

Measure Fleet Availability & Downtime

How long does it take you to get a vehicle

in the shop?

How long are you waiting for parts?

Do you need more technicians?

Do you need a bigger shop?

Do you need special equipment?


8/17

Statutory and Regulated Inspections

Smog Inspections (annually)

BIT Inspections (every 90 days)

Diesel Opacity Testing (annually)

Diesel Particulate Filter Maintenance

(annually)

Compressed Natural Gas Tank Inspections

(45 day and 3 Years)


9/17

Utilization Tracking

How many of your vehicles are used on a

regular basis?

Do you have a policy for usage limits?

How do you track usage?


10/17

Technician Productivity

Are you scheduling correctly?

Needed to evaluate training needs of your

staff.

Do you need new testing equipment?


11/17

Parts Inventory Management

Know the value of your inventory

How fast is it turning over?

How much do you need on the shelves

Is there excessive downtime due to parts not

stocked?

Are they being posted to the work orders?


12/17

Business Plan

A resume for your operation

Helps market your operation to the decision

makers. Helps you evaluate how your operation is

working.

Facilitates strategic thinking and goal setting Provides an unbiased perspective on how well

your operation is meeting its goals.


13/17

Business Plan (cont)

Vision and mission statement

What services fleet provides

Summarize how you do business

Key performance measures and trends toward

meeting targets

Provide a strengths, weaknesses, opportunities andthreats (SWOT) analysis to assess where fleet is

and where its headed. (www.quickmba.com/strategy/swot)


14/17

Service Level Agreements

Identifies parties involved

Set forth the purpose of a service agreement

State the agreement between parties

Identify administrator and programactivators

Term of the agreement and how to renew


15/17

Service Level Agreements

Failure to perform conditions

Termination clause

Hours of service

Define fees

List locations of shops Outline areas of responsibility for provider,

customer and safety.


16/17

Replacement, Specifications and

Procurement Determine what units need replacement

Consult with the customer about the use of

the vehicle to establish accuratespecifications

Develop bid specifications

Work with purchasing to award bid


17/17

Replacement, Specifications and

ProcurementThis is to establish a standard by which qualifying vehicles are given a numbered count total to assist in prioritizing replacement.This is based on the APWA Vehicle

Replacement Guide August 2001.Section 5 Process of selecting units to be replaced. This system uses a weighted points system based on age, usage, type of service,

reliability, maintenance and repair cos ts and overall condition of the vehicle.

Many fleet organizations have developed a weighted point system that mixes factors cited above into a formal review process. This has the advantage of taking most of

the politics out of the replacement process because all the stakeholders understand the factors being considered.

The following is the point system I propose to evaluate replacement needs.

Age One point is given for each year of age, based on inservice date Under 18 points Keep unit

Us age On e po int is given fo r each 10,000 miles or 2000 repo rted PWA CA S ho urs 18 to 23 points Keep unit

Type of Service One point for Sedans A and Trucks A ( Admin or Inspect ion Services) 24 to 28 Points Qualifies for replacement

Two points for Trucks B & C ( M&O Services) Above 28 Needs immediate considerationThree points for Trucks D and greater.

Four points for Heavy Off Road Equipment

Maint and Repair One Point for repair cost under the Class avg

Three points for repair cost above Class Avg.

Five Points for total life cost greater then actual purchase price.

Condition One to Five points based on the overall condition of the unit with 5 being poor condition.

The above points system is used to determine the vehicles which should be replaced that year. There needs to be a replacement program setup to define the age and meter

requirements for replacement cons iderations. This replacement program would set up a depreciation schedule based on the years the vehicle is estimated to be in-service

to allow for the collection of funds to cover replacement cost when the age of the equipment reaches the age established by a replacement program.

Based on a Survey by the APWA, on life cycles for replacement programs, here are s amples o f how Alameda County Public works compares.

Based on the suggested replacement list.

Class of vehicles APWA ACPWA APWA ACPWA Class of vehicles APWA ACPWA APWA Avg. ACPWA Avg

Replacement List only Age Age Miles/Hours Miles Hours Total Fleet Age Age Annual Meter Miles Hours

Sedans 8 14 91,229.0 57,558.0 Sedans 8 6.5 11,403.6 6227.4

Light Trucks 9 13 93,546.0 88,469.5 Light Trucks 9 7.8 10,394.0 7713.8

Medium Duty Truck 10 12 104,000.0 82,480.0 Medium Duty Truck 10 10.4 10,400.0 7279.2

Heavy Trucks 11 15 118,497.0 115,370.0 Heavy Trucks 11 11.7 10,772.5 9689.7

Heavy Equipment 12 22 8,553.0 5,592.0 Heavy Equipment 12 14 712.8 560.0

Trailers 15 25 N/A N/A Trailers` 10 9.2 N/A N/A

Avg Age on Replacement list 16.8

Based on the survey results Alameda County Public Works keeps vehicles longer and the avg annual miles driven is less then other public

agencies. This could be explained by the relative size of the County to other Counties with Alameda County being a smaller County in land

size.

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