Richard BattersbyRichard Battersby

Director, Fleet Services

University of California, Davis

University of California, Davis

Advanced Fleet Utilization

Not-so-advanced Fleet Utilization

Topics Covered Today

• Fleet’s conflicting roles in Fleet utilization• Why Fleet utilization is important• The elements of a Fleet utilization program• Assigned vehicle vs. rental pool utilization• Implementing a Fleet utilization program• Identify things to watch out for• Identify tips• Provide examples

Fleet’s Conflicting Roles

A basic Fleet mission is to provide transportation by assigning vehicles to customers

HOWEVER………….

Fleet may also be expected to regulate and ensure the fleet is right sized appropriately

If it Was Easy………….

Why Fleet Utilization?

• Maximize use of existing assets• Avoid unnecessary depreciation expenses• Asset redirection avoids capital expenses• Maximize use of fuel efficient/alt. fuel veh’s• Equalize annual mileage• Validate fleet operation/demonstrate value• Stay out of headlines…………

UTILIZATION

Do You Really Want To Be Famous?

“Houston, we’ve got a problem..”

Universal “Red Flag” Indicators• No mileage• No fuel use• No revenue• Excessive mileage• Inconsistent mileage• Excessive downtime• Fuel out of area• Fuel on weekends/holiday• Excessively high or low cost per mile

Another Possible “Red Flag”

Elements of Fleet Utilization

• Quantify vehicle use– Mileage– Days in use

• Evaluate– Benchmark– Compare

• Report– Compile data– Summarize

• Make recommendations– Don’t be afraid to recommend turning in vehicles– Explain the meaning and signifigance of data

Before we get to quantifying….

Is the vehicle truly required?• Equipment justification• Application specific• Intended use• Frequency of use• Existing or possible alternatives• Signature required

• Approval authority outside of Fleet

(Executive, Advisory Board, Review Panel)

Before we get to quantifying….

Assigned vs. pool use vehicles

Assigned vehicles (long term)– Measured by established minimum parameters – Mileage, days in use, or combination– Pass/fail

Pool vehicles (rental pool)– Minimum mileage parameter may apply– Measure utilization by dispatch units (hour, daily)– Utilization typically measured as % (actual use vs. available– Variables- hourly, daily, pool size, peak , seasonal

Measuring Utilization1. Mileage- most common, for good reason2. Days in use- very common3. Combination of both

• Automated records- dispatch, telematics• Onboard system- tachograph, data logger• Fuel records- mileage entry and date/time• Manual time record- driver logs

• Fuel consumption- frequency and quantity• Equipment downtime

Pool Vehicle Denominators• Match denominator to use (hour, day, etc.)• Determine realistic parameters

– Example 1: Match daily rentals to business days – Example 2: Match hourly rentals to business hours

• Account for unavailable time– Dispatch buffers– Equipment downtime (service, repairs, inspections, etc.) – Vehicle return, fueling, and washing

• There can be two utilization calculations– Operational utilization– Rate development utilization

GPS/Telematics = Gamechanger!

GPS/telematics does it all• Calculates and records mileage• Quantifies and records days/hours in use• Records where vehicle was used• Records usage patterns• Records date/time• Records driving behavior• Transmits data

and it’s all automated…………

Performance Reporting #1

Performance Reporting #2

Performance Reporting #3

“Poor” Performance Report

Trip Summary

Trip Detail

Charge Session Data

Route Maps

MPG Data Display

Charging Data Display

Driving Habits & MPG

Strategies For Identifying & Dealing With Underutilization

Goals

• Cross-level fleet utilization (high - low)• Gain control of underutilized vehicles• Reassign turned in vehicles in lieu of:

– Regularly scheduled replacements– Additional vehicle requests

• Rotate turn-ins through rental pools• Dispose of unneeded/aged assets

• Overarching Goal: Limit Fleet expenses

Gain Support of “Management”

• Senior leadership support is critical• Clearly articulate the issue/s• Outline the plan and expected outcomes• Demonstrate potential savings• Identify obstacles• Revise or establish policy if needed• Commit to provide periodic reporting• Site visits and briefings are most helpful• Establish/maintain credibility

Establish Standards

• Minimum use policy- miles/days• Vehicle assignment policy- justification• Vehicle use policy (take home, type, etc.)

– Is vehicle needed and suitable for intended use?

• Involve customers• Consider unique needs• Distribute broadly• Apply equitably

More on Standards

• Reality based• Repeatable• Easy to measure• May be customer specific

• There will be exceptions• There will be multiple exceptions• There will always be multiple exceptions

• Be reasonable

Communicate Intent to Customers• Explain the issues and rationale• Quantify expenses and savings potential• Lay out utilization improvement plan• Provide timeline for compliance

Commit to:• Furnish regular reporting • Recommend appropriate response/s to data• Allow for internal high/low mileage rotation

TIP* Fleet user groups are excellent forums

Provide Data to Customers

• Provide reports on a regular basis (monthly/quarterly)

• Clearly identify underutilized assets • Use consistent, accurate, dependable data• Request justifications from customers• Make disposition recommendations• Establish a time frame for action

TIP* Allow customers time to rotate stock

Is This Good Utilization?

What About This?

Perspectives and Perception Vary

What You Report Must be Clear

–Establish consistent parameters –Compile and report metrics

regularly–Provide perspective–Be prepared to explain meaning

Follow Through

• Request turn-in or justification for underutilized assets from customers

• Provide turn-in roster and status to senior leadership

• Emphasize deadlines, articulate processes, identify contacts

• Go up customer chain of command if needed

It Isn’t Working! What Now?• Don’t panic, this is typical• Advise customers that reporting is passed onto senior

leadership• Report to senior leadership

• Keep it concise• Summary cover page- detail pages and back-up as attachments• Update of turn-in status• Include previous reports and requests for turn-in• List requested vs. received turn-ins• Quantify expenses (cost per mile, annual cost, etc.)• Baseline costs may be useful for cost per mile comparisons• Identify non-compliant customers• Praise the customers who do comply!!!!

• Reiterate recommendations• Identify other possible solutions (shared use, seasonal

rentals, etc.)• Continue the process• Carry forward vehicles not turned in to the following year

Does This Really Work?

Policy creation and enforcement method

Contra Costa County 1400 vehicle fleet, 2007-2008

• First year- 29 vehicles identified, 17 turned in– $175,000 in cost avoidance (reassignment)

• Second year- 23 vehicles identified, 50+ turned in

TIP: Disallow procurements for non-compliant customers (replacement or additional)

Does This Really Work?Data reporting and distribution method

UC Davis, 1400 vehicle fleet, 2009-2010

• First year- 35 vehicles turned in– 11 vehicles sold w/out replacement, others reassigned

• Second year- 20 vehicles turned in– 11 vehicles sold w/out replacement, others reassigned

TIP: Show customers cost per month by vehicle and provide options (pool vehicles, car share, etc.)

More Tips• It’s a long term process- be patient!• Create/modify policy if needed• Consider alternative minimum use policies• Never let it become personal• Provide suggestions/recommendations• Expect resistance and denial• BEWARE-Customers may create artificial usage!• BEWARE- take-home vehicles (official use vs. commute)• Develop utilization formulas and automate!• Consider exempting alternative fuel vehicles• Let customer keep the best vehicles (rotate)• Use cost data to your advantage (purchase and cost per

mile)• Use commercial rental vendors as a safety net• Historical use provides perspective

Purchase Cost Example

DESCRIPTION VEH # DEPARTMENTCURRENT MILEAGE

2007 MILEAGE

2006 MILEAGE

2005 MILEAGE

PURCHASE COST

2003, Mamography van 6864 Health Services 5,853 0 20 0 $190,0001998, Mobile health clinic 6832 Health Services 24,323 1,904 1,895 687 $195,0001998, Mobile adoption van 5732 Animal Services 2,302 595 162 42 $57,0001999, D.A.R.E. Prowler 1906 Sheriff 11,568 1,276 739 161 $45,0002001, D.A.R.E. PT Cruiser 1907 Sheriff 14,081 10 863 0 $24,0002003, Mobile care center 6865 Community Svcs 3,954 492 474 120 $126,000TOTALS 62,081 4,277 4,153 1,010 $637,000

GSD recommends departments seek out shared use arrangements with other local agenciesto leverage the substantial investment represented by these specialized vehicles.

Cost Per Mile ExampleORG# DEPT EQUIP # YEAR / MAKE / MODEL

REPAIRS & FUEL

BASE/RATE INSURANCE

OPERATING COSTS

2007 MILEAGE

COST PER MILE

JUSTIFICATION

1432 Comm Svcs 4434 1992 DODGE B-250 $2,866.62 $1,452.00 $4,318.62 102 $42.34 Scheduled for turn-in5195 EHSD 0890 1994 FORD TEMPO $334.62 $1,332.00 $1,666.62 123 $13.55 Early fraud investigator vehicle turn-in 20061432 Comm Svcs 4580 2001 FORD E-150 $2,235.49 $1,452.00 $3,687.49 442 $8.345193 EHSD 4609 2002 CHEVROLET G-10 $185.27 $1,452.00 $1,637.27 355 $4.61 Grant funded Independent Living van5716 Health Svcs 5863 1994 FORD AEROSTAR $1,293.72 $1,452.00 $2,745.72 708 $3.88 daily transport residential treatment4547 PW mtc eng 3616 1993 CHEVROLET S-10 BLAZER $3,787.51 $1,452.00 $5,239.51 1,390 $3.77 Scheduled for turn-in4355 Probation 0317 2001 FORD TAURUS $958.54 $1,332.00 $2,290.54 912 $2.511780 CSS 0303 2001 FORD TAURUS $1,216.02 $1,332.00 $2,548.02 1,023 $2.49 used for offsite training meetings turn-in 20063621 Sheriff 4465 1998 GMC SAVANA $550.91 $1,452.00 $2,002.91 1,041 $1.92 To have been deadlined 20064500 PW admin 0554 1999 FORD TAURUS $2,578.97 $1,332.00 $3,910.97 2,069 $1.89 pool vehicle @ Glacier4527 PW survey 5169 1993 FORD RANGER $290.27 $1,452.00 $1,742.27 977 $1.78 "scheduled for replacement" turn-in 20064355 Probation 0919 2004 CHEVROLET CAVALIER $280.42 $1,332.00 $1,612.42 906 $1.78 Local transportation- Adult Prob4500 PW admin 0553 1999 FORD TAURUS $1,019.81 $1,332.00 $2,351.81 1,390 $1.69 pool vehicle @ Glacier turn-in 20065986 Health Svcs 4514 1999 GMC SAVANA $2,912.45 $1,452.00 $4,364.45 2,932 $1.494355 Probation 1413 1995 CHEVROLET CORSICA $547.56 $1,332.00 $1,879.56 1,303 $1.44 backup vehicle1432 Comm Svcs 4475 1998 FORD E-150 $376.47 $1,452.00 $1,828.47 1,352 $1.355192 EHSD 5811 1988 FORD AEROSTAR $1,595.40 $1,452.00 $3,047.40 2,309 $1.32 reassigned to IT unit in 20064500 PW admin 4608 2002 FORD E-150 $268.72 $1,452.00 $1,720.72 1,404 $1.23 pool vehicle @ Glacier turn-in 20061780 CSS 3654 2002 FORD EXPEDITION $810.54 $1,452.00 $2,262.54 1,849 $1.22 used for offsite training meetings turn-in 20061432 Comm Svcs 4436 1992 DODGE B-250 $533.33 $1,452.00 $1,985.33 1,788 $1.11 Scheduled for turn-in5194 EHSD 0535 1998 FORD TAURUS $1,187.57 $1,332.00 $2,519.57 2,294 $1.10 Used daily in Richmond area turn-in 20065954 Health Svcs 4300 2002 CHEVROLET ASTRO $1,102.66 $1,452.00 $2,554.66 2,350 $1.09 Van needed- short trips only5195 EHSD 0566 1999 FORD TAURUS $1,496.43 $1,332.00 $2,828.43 2,735 $1.03 Early fraud investigator vehicle5997 Health Svcs 4623 2003 FORD E-150 $253.60 $1,452.00 $1,705.60 1,660 $1.03 2 vans required- for short trips5930 Health Svcs 4575 2000 FORD E-150 $1,002.28 $1,452.00 $2,454.28 2,610 $0.94 used for short trips, used daily5195 EHSD 0301 2000 FORD TAURUS $489.76 $1,332.00 $1,821.76 2,136 $0.85 Early fraud investigator vehicle5194 EHSD 0401 1999 FORD TAURUS $517.76 $1,332.00 $1,849.76 2,881 $0.64 Staff to increase in 2006 turn-in 20062554 SO Inserv Training2926 1999 FORD CROWN VIC $95.00 $1,332.00 $1,427.00 2,272 $0.63 To have been deadlined 2006 4355 Probation 0920 2004 CHEVROLET CAVALIER $269.05 $1,332.00 $1,601.05 2,796 $0.57 Local transportation- Adult Prob

Sedan average operating cost = .39/mile (fuel @ .12, maint @ .11, insurance/base @ .16)Van average operating cost = .63/mile (fuel @ .24, maint. @ .18, insurance/base @ .21)

Historical Usage ExampleORG# DEPT EQUIP # YEAR / MAKE / MODEL

2007 USAGE

2006 USAGE

2005 USAGE

2004 USAGE

PREVIOUS JUSTIFICATION

1780 CSS 0303 2001 FORD TAURUS 1,023 1,412 1,605 used for offsite training meetings turn-in 20061780 CSS 3654 2002 FORD EXPEDITION 1,849 2,248 2,031 used for offsite training meetings turn-in 20061432 Comm Svcs 4434 1992 DODGE B-250 102 2,444 1,482 1,7641432 Comm Svcs 4580 2001 FORD E-150 442 1,5741432 Comm Svcs 4475 1998 FORD E-150 1,352 3,026 2,2121432 Comm Svcs 4436 1992 DODGE B-250 1,788 3,130 651 2,4885195 EHSD 0890 1994 FORD TEMPO 97 123 606 463 Early fraud investigator vehicle turn-in 20065193 EHSD 4609 2002 CHEVROLET G-10 355 603 1,030 1,712 Grant funded Independent Living van5195 EHSD 0301 2000 FORD TAURUS 2,136 2,064 1,950 2,329 Early fraud investigator vehicle5194 EHSD 0535 1998 FORD TAURUS 2,294 2,830 2,792 Used daily in Richmond area turn-in 20065192 EHSD 5811 1988 FORD AEROSTAR 2,309 1,278 1,824 reassigned to IT unit in 20065195 EHSD 0566 1999 FORD TAURUS 2,735 1,744 2,649 2,578 Early fraud investigator vehicle5194 EHSD 0401 1999 FORD TAURUS 2,881 1,511 1,150 Staff to increase in 2006 turn-in 20065716 Health Svcs 5863 1994 FORD AEROSTAR 708 1,345 2,183 1,415 daily use resident treatment REASSIGNED5997 Health Svcs 4623 2003 FORD E-150 1,660 1,240 1,757 2 vans required- for short trips Child MH5954 Health Svcs 4300 2002 CHEVROLET ASTRO 2,350 2,290 2,950 Van needed- short trips only- Child MH5930 Health Svcs 4575 2000 FORD E-150 2,610 1,115 666 1,602 ASSIGNING DEDICATED CNG VAN5986 Health Svcs 4514 1999 GMC SAVANA 2,932 8,049 East County MH pool van4355 Probation 0919 2004 CHEVROLET CAVALIER 906 893 1,358 turned in 0471 for disposal4355 Probation 0317 2001 FORD TAURUS 912 5,821 Mileage reporting error OK OK OK OK OK4355 Probation 1413 1995 CHEVROLET CORSICA 1,303 627 1,083 TURNED IN LOANER4355 Probation 0920 2004 CHEVROLET CAVALIER 2,796 201 2,390 Local transport Adult Prob REASSIGNED4527 PW survey 5169 1993 FORD RANGER 977 552 1,418 TURNED IN SURPLUS4500 PW admin 0553 1999 FORD TAURUS 1,088 2,524 2,260 2,768 pool vehicle @ Glacier turn-in 20064547 PW mtc eng 3616 1993 CHEVROLET S-10 BLAZER 1,390 2,048 odometer broken- mileage corrected OK OK4500 PW admin 4608 2002 FORD E-150 1,404 2,715 pool vehicle @ Glacier turn-in 20064500 PW admin 0554 1999 FORD TAURUS 2,096 4,899 pool vehicle @ Glacier2554 SO Inserv Trng 2926 1999 FORD CROWN VIC 2,272 2,272 2,016 1,284 extend in service- no replacement3621 Sheriff 4465 1998 GMC SAVANA 1,041 2,584 1,729 2,994 extend in service- floater prisoner van

Green highlight indicates resolved

Motor Pool Peak UseDate

Sedans in Pool

Sedans Rented

4x4 in Pool

4x4 Rented

8 Pass in Pool

8 Pass Rented

7 Pass in Pool

7 Pass Rented

Cargo in Pool

Cargo Rented

1/2 ton in Pool

1/2 Ton Rented

3/4 Ton in Pool

3/4 Ton Rented

10/1 23 6 3 0 20 9 1 0 5 1 6 2 6 110/2 23 5 3 0 20 8 1 0 5 1 6 0 6 110/3 23 10 3 0 20 2 1 1 5 0 6 4 5 010/4 23 16 3 0 20 1 1 1 5 0 6 4 4 310/5 24 18 3 1 20 0 1 1 5 3 6 3 4 210/6 24 19 3 3 20 4 1 0 4 2 6 5 4 210/7 25 21 3 3 20 5 1 0 4 3 6 2 5 110/8 25 18 3 3 20 17 1 1 4 2 6 2 5 110/9 25 10 3 3 20 5 1 0 4 1 6 2 5 1

10/10 25 15 3 3 20 3 1 0 4 2 6 2 5 210/11 26 21 2 2 20 0 1 0 4 1 7 2 5 010/12 26 23 2 2 21 9 1 0 3 1 7 3 5 010/13 27 24 2 2 21 4 1 0 3 1 7 6 5 010/14 27 21 3 2 21 17 1 1 3 1 7 1 5 010/15 27 10 2 0 21 19 1 0 3 1 8 0 5 110/16 27 13 2 0 21 8 1 0 3 1 8 0 5 110/17 26 11 2 0 21 3 1 1 3 0 8 2 5 110/18 26 16 2 0 21 7 1 0 3 0 10 2 5 110/19 26 20 2 0 22 16 1 0 3 1 10 4 5 010/20 26 24 2 0 22 8 1 0 3 1 10 6 5 010/21 26 14 2 1 22 22 1 1 3 2 10 4 4 210/22 26 23 2 0 22 2 1 1 3 2 11 0 4 210/23 26 20 2 1 22 5 1 0 3 0 11 0 4 210/24 25 18 2 1 22 2 1 0 3 0 11 3 4 110/25 26 22 2 1 22 2 1 0 3 2 11 3 4 210/26 25 22 2 1 22 7 1 0 3 2 11 2 4 110/27 25 25 2 1 22 9 1 0 3 0 11 3 4 210/28 25 25 2 1 22 9 1 0 3 0 11 3 4 310/29 25 18 2 1 22 19 1 1 3 0 11 0 4 310/30 25 3 2 0 22 10 1 1 3 0 11 0 4 110/31 24 5 2 0 22 2 1 0 3 1 11 2 4 2

Averages 25.22 16.65 2.35 1.03 21.06 7.55 1 0.32 3.52 1.03 8.45 2.32 4.61 1.26

Commercial Vendors for Peak Use

And The Final, Best Tip……..

Fully engage your team!

Support Industry Certifications

Questions?

Thank you!

Vehicle Performance Parameters

“Bread Crumb” Mapping

Hourly Pool Metrics

BILLED_PD LOCATION_NAME DISPATCHES TOTAL_HOURS AVG_TRIP_TIME AVG_TRIP_DISTANCE REVENUE_TOTAL REVENUE_TIME REVENUE_USAGE201001 UCDRIVE-49 26 212 8.2 116.7 2001.72 1377.92 623.8201001 UCDRIVE-FM 67 158 2.4 15.6 1187.28 990.86 196.42201002 UCDRIVE-49 21 88 4.2 69.2 716.32 503.58 212.74201002 UCDRIVE-FM 75 201 2.7 18.7 1481.62 1197.57 284.05201003 UCDRIVE-49 14 64 4.6 31.9 425.78 348.99 76.79201003 UCDRIVE-FM 57 151 2.6 14.8 1128.37 933.55 194.82201004 UCDRIVE-49 28 218 7.8 116.4 2026.84 1369.13 657.71201004 UCDRIVE-FM 85 290 3.4 19.3 2087.98 1756.82 331.16201005 UCDRIVE-49 42 225 5.4 67.9 2004.12 1379.5 624.62201005 UCDRIVE-FM 67 223 3.3 14.6 1527.36 1310.11 217.25201006 UCDRIVE-49 15 79 5.3 98.5 708.75 443.89 264.86201006 UCDRIVE-FM 63 214 3.4 17.3 1558.79 1316.5 242.29201007 UCDRIVE-49 44 160 3.6 48.6 1431.85 986.6 445.25201007 UCDRIVE-FM 83 289 3.5 23.5 2185.62 1783.81 401.81201008 UCDRIVE-49 54 189 3.5 44.9 1664.22 1206.74 532.18201008 UCDRIVE-FM 95 305 3.2 18.6 2262.26 1870.37 391.89201009 UCDRIVE-49 39 146 3.7 46.3 1294.1 908.11 385.99201009 UCDRIVE-FM 116 356 3.1 21.0 2820.22 2249.96 646.56201010 UCDRIVE-49 67 263 3.9 41.2 2315.28 1623.58 691.7201010 UCDRIVE-FM 102 286 2.8 20.6 2336.31 1764.34 571.97ALL PERIODS UCDRIVE-49 350 1644 4.7 61.9 14588.98 10148.04 4515.64ALL PERIODS UCDRIVE-FM 810 2473 3.1 18.8 18575.81 15173.89 3478.22ALL PERIODS ALL LOCATIONS 1160 4117 3.5 31.8 33164.79 25321.93 7993.86

Charts from the Hourly Pool Metrics

Daily Pool Metrics

FISCAL PERIOD

MONTH

DAILY POOL COUNT

DAILY POOL AVAIL DAYS

TOTAL DAILY POOL AVAIL DAYS

DAILY POOL DAYS IN USE

SHORT TERM POOL COUNT

SHORT TERM POOL AVAIL DAYS

TOTAL SHORT TERM AVAIL DAYS

SHORT TERM DAYS IN USE

MOTOR POOL TOTAL AVAIL DAYS (E+I)

TOTAL MOTOR POOL USED DAYS (F+J)

MOTOR POOL UTILIZ

201101 J 51 21 1071 581.5 52 31 1612 1612 2683 2193.5 82%201102 A 66 22 1452 597.5 48 31 1488 1488 2940 2085.5 71%201103 S 67 20 1340 779 44 30 1320 1320 2660 2099 79%201104 O 76 20 1520 832.5 33 31 1023 1023 2543 1855.5 73%201105 N 81 20 1620 629 29 30 870 870 2490 1499 60%201106 D 87 17 1479 318 22 31 682 682 2161 1000 46%201107 J 85 20 1700 509.5 23 31 713 713 2413 1222.5 51%201108 F 85 19 1615 574 27 28 756 756 2371 1330 56%201109 M 73 19 1387 535 37 31 1147 1036 2534 1571 62%201110 A 72 21 1512 654.5 40 30 1200 1120 2712 1774.5 65%201111 M 21 0 31 0 0 0 0 #DIV/0!201112 J 22 0 30 0 0 0 0 #DIV/0!

AVG 65%

Daily Pool Chart

Bus Program Metrics

CBUS TRIPS

CBUS BILLED DAYS

CBUS AVAIL DAYS (Dx6)

CBUS UTIL

116 100.5 126 80%98 72 132 55%99 73.7 120 61%97 78.9 120 66%75 59.5 120 50%24 17.6 102 17%67 59.2 120 49%

106 81.3 114 71%121 93.3 114 82%

85 73 126 58%126 0%132 0%

AVG 59%

Bus Program Charts