Aaron AlvaradoAaron Alvarado

Fleet ManagerFleet Manager

City of TempeCity of Tempe

City of Tempe • Fleet Size: 1100• Employees: 30• Number of Maintenance Facilities: 2• Budget: 6.5M• Vehicle Replacement: 1.2M• FMIS: Asset works Fleet Focus M4 (Transitioning to M5

2012/13) • Fuel system: Asset works, Fuel Focus & Pneumercator,

3 metered w/ICU, Capital Improvement Project for 12/13 funds 7 other sites to be integrated to network

• In house parts operation 187k inventory O/H• Zonar, GPS Insight & Utilimarc

Background•Currently Fleet Manager City of Tempe, AZ •2009-10 U.S. Army Deployed to OIF as Battalion Maintenance Officer (BMO) 541st CSSB, Ft. Riley KS•2005-2010 Shop Supervisor, City of Glendale, AZ Fleet size 1450•1996-2005 Heavy Mobile Equip Repairer Supervisor, Dept. of Army, 2500+ pieces of equipment for deployment to OIF & OEF•1989-96 USMC, Combat Engineer (Desert Shield/Storm, Japan, Korea)•AZ Army National Guard, Maintenance Warrant Officer (Retired, CW3, 2010)

EDUCATION•MBA Public Admin•B/S Management•915 E Warrant Off. Adv. Course•A/S Auto Diesel Technology

Fleet Benchmarking for Advanced Decision Making

• Fleet Benchmarking does not have to be complex, seek out industry standard or best practices and start with a goal in mind. X to Y by When? (X=where your at today, Y=where you want to be, by When)

• Benchmarking is the process of comparing one's business processes and performance metrics to industry bests or best practices from other industries. Utilize industry standard to measure from.

Fleet Benchmarking for Advanced Decision Making

• Measure items in your fleet that have some relevance to the executive management team

• Have common procedures to methodically organize your data, template and define data criteria

• Present often as possible to executive staff to drive your point home, i.e. State of the Fleet address etc..

What’s worth Benchmarking?Possibilities include: productivity measuresCPM/CPG/CPHidle time vehicle lifecycle costdowntime turn around timePM compliance

What’s worth Benchmarking?• Each fleet operation is unique, recommendation: Define

the key objectives and benchmark what is most important to your organization. (top 100)

• Productivity• PM Compliance• Quick & Efficient• DIRFT• Staff Development

Benchmarking process

• The results from benchmarking: Better understanding of your operations true performance

• Define each aspect of what you are going to measure and ensure you make it clear as to what goes into your study.

• Identify similar operations to gather data from, or benchmark similar equipment in your fleet

Terminal Learning Objective(TLO)

• Task-Overall learning objective is to precisely benchmark key indicators of your operation that are observable and measurable and report out.

• Condition- In a shop setting utilizing FMIS, Telematics, or any other means of gathering data.

• Standard-Industry benchmark standard, such as labor rates, vehicle equivalency etc.

Benchmarking Process

TLO FlowchartTLO Flowchart

Trend Analysis in Benchmarking

• Displaying trend analysis can reinforce your position and pin point poor performance in certain areas. One can act on these indicators quickly to make immediate changes.

• Pulling the data over a period of time can show high level maintenance trends excessive downtime etc. that are costing your organization money

• In addition, these trends can pinpoint where you spend excessive manpower on repairing a certain type of equipment

Trending Data Analysis$

59

6

$1

,97

6

$1

,58

1

$1

,68

7

$1

,71

9

$1

,05

6 $1

,28

7

$7

76

$2

,87

3

$2

,65

3

$1

,16

2

$2

,23

2

$7

77

$1

51

$2

,07

0 $2

,25

9

$2

,67

9

$1

,71

2

$9

49

$1

,04

2

$2

,44

8

40

0

40

2

40

3

40

4

40

6

41

1

41

5

41

6

42

6

42

8

44

4

44

6

45

4

45

7

47

0

47

3

47

7

48

0

48

3

48

4

48

7

Do

lla

r A

mo

un

t

FY 11 1st-3rd Qtr Tire Expenses Solid Waste Total $70016 (9 months data)

TIR315/80R22.5R (Recaps)

Total Cost

Vehicle Benchmark analysis

• Determine what variables will go into your analysis: Vehicle type Year Annual miles Purchase price Fuel cost Parts cost Depreciation Interest Inflation rate Insurance cost

COT Breakdown 2000> vehicle cost summary

Targeted vehicles indicate higher than usual O&M cost

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

$3,500

333 843 672 192 422 421 938 895 256

FY 2010 Total Vehicle Cost by Class. Passenger Van

FY 2010 Total Vehicle Cost byClass. Passenger Van

FY 2010 Maintenance Cost Comparison by Class

The Raw Data

Sorting the Data

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

$3,500

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

0333 Total Maint. Cost Per Year 0333 Total Maint Cost Per Year

Trending

$0.00

$500.00

$1,000.00

$1,500.00

$2,000.00

$2,500.00

$3,000.00

$3,500.00

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

DOLLAR

AMOUNT

YEAR

Maint Cost Per Year0333

Maint Cost Per Year

Linear (Maint Cost Per Year)

$0

$5,000

$10,000

$15,000

$20,000

$25,000

$30,000

$35,000

$40,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

Dollar

Amount

Year

Total cost of ownership/Veh Dep Value & Operation/ Maintenance

Total Cost

Depreciation

O&M

Trending (cont.)

Graphical Representation

Source: H. Greene & R.E. Knorr, Managing Public Equipment, American Public Works Association, KS, 1989

$0

$5,000

$10,000

$15,000

$20,000

$25,000

$30,000

$35,000

$40,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

Do

llar

Am

ou

nt

Year

Lifecycle Replacement Chart1997 Chevy Astro Van

Target disposal timeline

Baseline Summary

Final Decision Based on analysisFinal Decision Based on analysis

• Data represents a higher than normal operating cost over period of time and for certain classification of vehicles, analysis indicates an approximate target date for disposal

• You now can see the representation and determine if retention or replacement is warranted

• Typically decisions that are made either way benefit the fleet manager as long as its documented

Course of Action (COA) on benchmark results

Benchmarking Idle Time by date range example

What actions increase/decrease idle time?

Overall Objective

Gather information and begin the sorting process

Total Idle Total Cost Max Idle from Max Idle to Max Idle Zone Latitude1:44:29 9.14 10/21/2011 8:39 10/21/2011 8:53 0:13:53 34-S Map 36A Route 1233.349662:25:12 12.71 10/05/2011 7:33 10/05/2011 7:58 0:24:53 Home Yard 33.431236:43:23 35.3 10/03/2011 12:30 10/03/2011 13:06 0:36:06 19-N Map 14 Route 233.4025

30:33:51 160.46 10/18/2011 11:42 10/18/2011 12:07 0:24:34 32-N Map 31 Route 333.3712526:42:13 140.19 10/13/2011 12:45 10/13/2011 13:20 0:34:20 13-N Map 8 Route 633.4216211:57:50 62.81 10/07/2011 12:38 10/07/2011 13:07 0:29:03 17-S Map 19A Route 1033.39282

0:31:15 2.73 10/11/2011 13:08 10/11/2011 13:14 0:05:33 26-S Map 28 Route 833.381293:38:31 19.12 10/08/2011 9:16 10/08/2011 9:42 0:26:07 Arizona 33.432444:37:11 24.25 10/07/2011 14:31 10/07/2011 15:04 0:33:04 12-N Map 7 Route 6 (Hardy to RR tracks) Route 7 (Priest to Hardy)33.41589

41:14:19 216.5 10/17/2011 7:42 10/17/2011 8:58 1:16:35 Arizona 33.4324

Asset No. Idle Count Max Idle Zone Total Idle Total Cost890 1059 1:44:44 16-N Map 13A Route 12 69:42:26 $366577 1828 0:49:47 23-S Map 23C Route 18 66:39:04 $350829 984 0:33:37 26-S Map 28 Route 8 56:13:30 $295844 899 1:08:41 25-S Map 27 Route 8 55:58:21 $294837 977 0:27:51 19-N Map 14 Route 2 54:30:39 $286537 1184 0:22:30 37-N Map 35 Route 10 53:48:33 $283434 924 0:44:02 21-N Map 16 Route 4 51:06:47 $268500 1049 0:32:36 03-N Map 2 Route 11 49:54:07 $262597 820 0:55:29 35-N Map 33 Route 5 46:58:47 $247489 1128 0:25:32 14-S Map 11 Route 9 44:35:27 $234834 190 23:55:28 Arizona 41:56:22 $220

Benchmarking Idle Time

$0

$50

$100

$150

$200

$250

$300

$350

$400

890 577 829 844 837 537 434 500 597 489 834

October Total Idle Time Cost

October Total Idle Time Cost

Practical Exercise Sort & Graph Data Practical Exercise Sort & Graph Data

Enabling Learning Objective(ELO #1)

Using idle information from Zonar, export, sort data, make table and graph

Remove data not relevant to you’re your briefingRemove data not relevant to you’re your briefing

Define Header for information you want to display graphically

• Asset No.• Max Idle• Zone• Total Idle• Total Cost

Add table to data sheet to sort quickly

Step 1Highlight any cell in the data range

Step 2Under “Insert” Tab click “Table” icon

Step 3After clicking on “Create Table” pops up. Check box “My table has headers” Click on OK

Step 2Sort as required “Largest to Smallest” etc.

Step 1Hit Total Cost Dropdown arrow

Once Table is generated, sort any tab by using the dropdown in any category

Sorted by largest to smallest “Total Cost”

$0

$50

$100

$150

$200

$250

$300

$350

$400

890 577 829 844 837 537 434 500 597 489 834

Cost

Unit

Total Cost Home Station, October 1-31, 2011

Total Cost Home Station, October 1-31,2011

Graphical Representation(spreadsheet example)

Course of Action (COA) on benchmarking data

Graphing Data Practical Exercise

Graphing Data Practical Exercise

Enabling Learning Objective(ELO #2)

Task: Using database information in excel format reconstruct into a graphical representation for analysis and presentations to executive staff.

Practical Exercise

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

$3,500

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

Total Cost

Total Cost

Double click in spreadsheet to open Excel Document

Highlight your data you intend to graph

Practical Exercise (cont.)

Once data is highlighted, push “F11” to generate the graph.Clean up your axis to indicate Year & Legend

Practical Exercise (cont.)

Hit the “Select Data” Icon

Practical Exercise (cont.)

Hit “Edit” Button *Note* this will be your Horizontal axis labels

“Select Range”Dropdown

Range dropdown moves to “Axis Label”

Select the “Data” tab on bottom

**Note** Cells in “Axis LabelsChange with Data range

Step 1 Highlight “Year” range for Axis Labels

Step 2 Click the “Go To” red button to get back to the Axis Lables

Hit “OK” when complete

Changing the Legend

Step 1Highlight “Series1” Under Legend Entries

Step 2 Hit “Edit” tab

Step 1: Under “Series Name:” Type your intended Legend Name i.e. Total Cost

Step 2: Do not change “Series Value:”

Click “OK”

Legend Entry & Horizontal Axis for bar- graph is set

Step 1: Click “OK”

Mission Complete!

Practical Exercise

$0

$5,000

$10,000

$15,000

$20,000

$25,000

$30,000

$35,000

$40,000

1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

333 Total cost 1998-2011

Double click in spreadsheet to open Excel Document

Summary

• In this session we have covered the benchmarking process.

• Terminal Learning Objective:

Precisely benchmark key indicators of your operation that are observable and measurable and report out.