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
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0
47
3
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7
48
0
48
3
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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.