fleet performance measures - · pdf filefleet performance measures ... identifying four...

Fleet Performance Measures

Presented by

Henry Canipe, Principal Consultant, AgileAssets Inc.

Arif Beg Senior Consultant, AgileAssets Inc.

Fleet Performance Management: Session (S31)

Overview

• Introduction

• AASHTO & State DOTs’ fleet performance metrics

• AgileAssets clients fleet performance measurement examples

• Lessons Learned

• Questions & Answers

2 AgileAssets International Users Conference 2013

Performance Measurement – Why?`

• Organizations “manage what is measured” • Identify cost effectiveness and efficiency • Support benchmarking with private sector and other

entities

• Address stakeholder information demands • Internet has led to increased stakeholder information

expectations • Public sector organizations must prove their necessity

and ability to perform

3 July 14, 2010

Agency-wide Performance Measurement - Current Use

• Annual Performance Reports (or similar) – DOT examples: Alabama, Alaska, Arkansas, California,

Colorado, Maryland, Mississippi, Missouri, New Mexico, Pennsylvania, Washington, others.

• Internet-based “Dashboard” reports on key aspects of agency performance – DOT examples: Louisiana, North Carolina, South Carolina, Utah,

Virginia, Wyoming, others.

• Link district/division and individual performance to Agency’s strategic goals – DOT example: Ohio

4 July 14, 2010

Fleet / Equipment Performance - Linkage

• Fleet performance is strong linked to many critical agency performance measures • Asset Conditions

• Fleet/equipment is a highly visible and recognizable asset • Fleets and fleet maintenance are frequent targets of

taxpayer/stakeholder scrutiny/criticism • DOT fleet replacement values can easily exceed $500M

• System Operations • Worker efficiency and responsiveness are strongly linked to

equipment availability (readiness to perform) and capability (ability to meet mission needs)

• Fleet performance is critical to snow/emergency operations

5 July 14, 2010

AASHTO / State DOT Fleet Initiatives and Performance Measures

6 AgileAssets International Users Conference 2013

AASHTO-supported Performance Measures

• AASHTO and the State DOTs have been in a multi-year effort to develop a set of national metrics for transportation performance (see NCHRP Project 20-24 (37)L)

• Intent is to provide a basis for individual states to view their own performance relative to peers and provide a national transportation performance picture

7 July 14, 2010

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. – Funded through voluntary contributions of DOT member states – Partners with the four regional organizations of State Highway

Agency (SHA) Equipment Managers • Midwest • Northeast • Southeast • WSHEMA

• EMPSP held its first national conference in Summer 2012 • Participated in the four Regional Equipment Manager meetings

held in 2013

8 July 14, 2010

AASHTO-supported Fleet Performance Measures

• AASHTO Subcommittee on Maintenance passed Resolution 12-03, identifying four national DOT fleet performance measures:

1. Utilization

2. Preventive maintenance

3. Retention

4. Availability/downtime

• Identified in “Pass / Fail” terms

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

9 July 14, 2010

AASHTO-supported Fleet Performance Measures (continued)

• Reporting is to be categorized in accordance with National Association of Fleet Administrator (NAFA) equipment classes:

– Class 1-2: Light Vehicles under 10,000 GVW

– Class 3-6: Medium Vehicles 10,000 – 26,000 GVW

– Class 7-8: Heavy Vehicles Over 26,000 GVW

– Class 9: Off-road & Construction Equipment

– Class 0: Non-self propelled*

*Utilization not measured for non-self propelled equipment

10 July 14, 2010

AASHTO Fleet Performance Measures - Defined

1. Utilization – Indicates how frequently 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

2. Preventive Maintenance – Planned maintenance activities (i.e. oil and filter

change) that are designed to improve life and avoid any unplanned maintenance activity/breakdown

– Typically performed on a calendar/hour/mileage interval

11 AgileAssets International Users Conference 2013

AASHTO Fleet Performance Measures - Defined

3. 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)

4. Availability/Downtime – Availability: Amount of time a unit is “in

service’ and capable of performing its primary function. To calculate availability, downtime must be known.

– 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

12 AgileAssets International Users Conference 2013

Other Fleet Performance Measures

13 AgileAssets International Users Conference 2013

Examples

Other Agency-level Fleet Performance Measures

• Asset Condition – Total fleet cost per mile and/or hour

– Maintenance and repair costs by mile or hour

– Ratio of scheduled maintenance to unscheduled maintenance

• System Operations – Equipment/employee ratios

– Equipment within utilization standards

– Fleet MPG

• Safety – Miles/accident ratio

14 July 14, 2010

Fleet/Shop Level Performance Measures

• Efficiency – Shop labor rate (fully burdened)

– Ratio of direct to indirect labor hours

– On-time Preventative Maintenance ratio

– Supervisor to technician ratio

– Vehicles (or VEUs) per technician

– % of vehicles returned to service in 1 day, 2 days and 3 days

• Effectiveness – Return repairs (bring-backs)

– Accident ratio (miles or hours)

15 July 14, 2010

Fleet Performance Measurement

16 AgileAssets International Users Conference 2013

Examples from AgileAssets Clients

Preventive Maintenance Tracking

17 AgileAssets International Users Conference 2013

• PM Activities • PM Thresholds Setup • PM accomplishments – Repair Orders • Next PM Due calculations • PM Accomplishment timeliness can be tracked • Available via Reports

Preventive Maintenance Tracking

18 AgileAssets International Users Conference 2013

• PM due accomplishments tracking • PM due timeliness tracking • Reports

Fleet Replacement (Retention) Analysis

© 2013 AgileAssets Inc. | TxDOT Fleet Management System 19

• 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 Replacement (Retention) Analysis

20 AgileAssets International Users Conference 2013

Operations Costs & Usage Summary

21 AgileAssets International Users Conference 2013

Downtime Calculation

22 AgileAssets International Users Conference 2013

• Downtime Entry Tab in Repair Orders Progress window • Multiple downtime records • Downtime Reason & time Duration (hrs down) • Downtime Reports available

23 AgileAssets International Users Conference 2013

Downtime Calculation

24 AgileAssets International Users Conference 2013

Utilization Calculation

Shop Rates Analysis

25 AgileAssets International Users Conference 2013

Fueling Miles Per Gallon Calculation

26 AgileAssets International Users Conference 2013

• Fueling Data available • Usage available • MPG Calculation • Exception reports to track non-representative MPG vehicles

Fueling Miles Per Gallon Calculation

27 AgileAssets International Users Conference 2013

Fleet Performance Measurement

28 AgileAssets International Users Conference 2013

Lessons Learned

Fleet Performance Measurement - Lessons Learned

• Agency and individual program “buy-in” is critical

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

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

• In the near term, measures used for fleet reporting are subject to system capabilities and data quality

• Fleet performance levels must be managed and tracked at the Agency, organizational and unit level to accomplish the desired overall outcomes

29 July 14, 2010

Fleet Performance Measurement - Lessons Learned (continued)

• Tying individual performance to agency goals should be the ultimate goal

• Operations and fleet management personnel must work as a team to accomplish goals

• Training is a key component on designing and implementing any performance measure program

30 July 14, 2010

Thank You.

31 AgileAssets International Users Conference 2013