Dashboard reports, Performance Indicators & Benchmarks Derived from a Presentation By Transportation Services Sept 9, 2011 KNOWING YOUR COSTS Original Presenter: Bill DeRousse City of Everett, WA

What's new in performance tracking Dashboards

Dash board reporting is an exceptional way to track the performance of individual equipment or an entire group/class of vehicles. You can look at cost per mile, miles per gallon, maintenance costs (daily or for the life of your equipment) labor hours per group/class of vehicles, what failures you have had. Basically you can look at anything that is in your fleet management system. It also provides you the capability of watching your cost factors.

For example if you are interested in watching the cost of a particular vehicle within your equipment group you can. If a dashboard reporting system will work on the fleet management system you have, it can provide each of your customers to watch the cost and performance of the equipment that they are responsible for. The dashboard examples are not from a sleet management system, however it is used to see the different types of charts you can use when setting up what information you want to follow.

Since there are thousands of items that can be tracked by a Fleet management system the question we have to answer is; Just because you can track it does not mean you should. As a fleet manager you need to know what needs to be looked at and when. If you are working on equipment replacements or your budget, you will be more interested in costs. If you are looking at equipment performance you will be looking at MPG or CPM

A dashboard screen can have between 5 and 10 reports depending on the type of graph you use. As you can see from the list of Fleet Performance Measures and Goals there hare hundreds of different item you can look at on a daily, weekly, monthly or when ever you need to review the information. You can also change from time to time the information that you need to look at.

Fleet Performance Measures/Goals & Best Maintenance Practices Maintenance Repair Shop, Automotive/Radio Develop fully burdened repair rate(s) (by miles/hrs, by labor hr, by equipment or class rate). Rule of Thumb – your shop rate is three times your mechanics rate of pay. How does your rate compare to dealerships, heavy equipment repair shops and independent repair shops. Labor hrs 50% PMS 20% scheduled maintenance 30% unscheduled PMs performed by %, before due date, on due date, after due date (by vehicle, by class) PM's performed within 10% of due date (due 180 days OK if performed 9 days before or after due date). Labor hrs 1650 per mechanic per year Repair downtime - 70% 1 day, 20% 2 days, 10% over 2 days Fleet availability (during shift hrs) >95% Backlog 2-5% Comparison of your fully burdened rates to commercial shops and like organizations (trucking, cities, counties, etc.) Use of Flat Rate Guide vs. your shop average labor hrs by repair type % of returned shop work < 5% of total work orders (warranty 30 days) Dollar amount returned to customers after billing by reason code Sick leave usage less than 2% of total available billable hrs # of failed quality control inspections by Maintenance Technician Develop customer service contracts with each customer Develop customer service fee(s) list Review overhead costs (Bill to departments as required) Review oldest 20 deferred work requests (equipment & radios) Review oldest 20 services due Review oldest 20 open work orders Miles/Hours per quart of oil added per 1000 miles/100 hours of operation (add oil) Average monthly backlog Percentage fleet available by class Percentage comebacks by mechanic and by class Fuel costs per mile by vehicle, by class, and by manufacturer

Fleet Performance Measures/Goals & Best Maintenance Practices Maintenance Repair Shop, Automotive/Radio – Continued… Percentage of fleet using alternative fuels Number of vehicles by class maintained Number of non-vehicle equipment maintained by class Number of work orders by shop Downtime per work order by shop, by vehicle, by class, and by manufacturer Percentage of downtime total fleet by class and by manufacturer Vehicle downtime in hours by class, by manufacturer, and by vehicle by reason code Average number of worker (labor) hours per job (work order) by vehicle, reason code, class Average cost per PM by class, by type Number of vehicles replaced on schedule Percentage of repairs completed: 0-4 hrs, 4-8 hrs, 8-12 hrs, hrs, >24 hrs Percentage of vehicles down for parts: 0-4 hrs, 4-8 hrs, 8-12 hrs, hrs, >24 hrs Operating costs per mile/hour by equipment and class (last month, last 12 months, life) Repair labor hours by equipment and class Repair labor hours by employee (direct & indirect) Repair labor hrs by repair type for equipment and class Road calls (number of times a person is sent on a road call ÷ number of work orders = %) (Less than) < 2% of total work orders Road calls: -towed in (less than) < 4%, -fixed & driven in < 2% Road calls by repair shop & vehicle class 100% of annual emission tests done on time # of unscheduled repairs per vehicle

Fleet Performance Measures/Goals & Best Maintenance Practices Maintenance Repair Shop, Automotive/Radio – Continued… Percentage of fleet using alternative fuels Number of vehicles by class maintained Number of non-vehicle equipment maintained by class Number of work orders by shop Downtime per work order by shop, by vehicle, by class, and by manufacturer Percentage of downtime total fleet by class and by manufacturer Vehicle downtime in hours by class, by manufacturer, and by vehicle by reason code Average number of worker (labor) hours per job (work order) by vehicle, reason code, class Average cost per PM by class, by type Number of vehicles replaced on schedule Percentage of repairs completed: 0-4 hrs, 4-8 hrs, 8-12 hrs, hrs, >24 hrs, Percentage of vehicles down for parts: 0-4 hrs, 4-8 hrs, 8-12 hrs, hrs, >24 hrs Operating costs per mile/hour by equipment and class (last month, last 12 months, life) Repair labor hours by equipment and class Repair labor hours by employee (direct & indirect) Repair labor hrs by repair type for equipment and class Road calls (number of times a person is sent on a road call ÷ number of work orders = %) (Less than) < 2% of total work orders Road calls, -towed in (less than) < 4%, -fixed & driven in < 2% Road calls by repair shop & vehicle class 100% of annual emission tests done on time # of unscheduled repairs per vehicle

Fleet Performance Measures/Goals & Best Maintenance Practices Maintenance Repair Shop, Automotive/Radio – Continued… Automated MSDS management Controlling CFCs Use of re-refined or recycled products Control adding hazardous waste items to inventory and in shop Average pounds of metal collected per week Number of gallons of motor oil collected per week, and per month Percentage of waste stream recycled Number of times a vehicle goes through car wash Install car wash water infra-red sensor to turn water on/off Accidents Accident recovery 50% Accident repairs per 100,000 miles or 10,000 hrs by employee, and by department Review oldest 20 open accidents for reimbursement status Accident claims by dept., by class, by employee (# & $) Average miles between preventable accidents by employee Fuel Management Fuel costs (tanker deliveries) within 5% of OPIS Rack Price (cost varies between area and tanker deliveries, small truck deliveries, cardlock systems, fleet cards, and credit cards) Fuel on hand (vs.) fuel used (bill out > 98%) Use an automated fuel tracking system, identifying equipment #, operator, fuel pumped by type, and time Use an automated fuel leak detection system Develop emergency fuel contingency plan Fuel markup 7-15¢ per gallon Develop a reserve account for funds collected from markup for future repairs Review fuel prices from credit cards, spot deliveries, and commercial fueling sites at least every six months

Fleet Performance Measures/Goals & Best Maintenance Practices Compare outside costs to internal costs (must include full cost of owning your own fuel site) Add fuel site PMs to your fleet maintenance system (tank tightness, cathodic protection, vapor recovery, pump accuracy, cleaning, and servicing) Number of gallons of fuel (gas/diesel/alternative fuel) sold Fuel consumption by equipment and class average Fuel costs per mile/hour by equipment and class Conduct month end inventories Warranty Warranty dollar return rate goal 5-10% of new equipment purchase costs Review oldest 20 warranty requests Develop a monthly warranty report showing warranty dollars collected & due Warranty claims by vehicle class, and by manufacturer Parts Number of work orders between PMs Dollars spent between PMs (labor and parts) Parts to Labor ratio (dollars spent on parts per one labor hour) Demand satisfaction (fill rate) > 70% Average parts cost by repair type Overhead markup, between 20-35% Cost per part handled ($3.66) Inventory accuracy 95% or greater, conducted at least annually Inventory parts cost adjustment, less than 5,000 annually (due to lost, found, shelf life, obsolescence, or theft) Parts availability 24 hrs >90% 48 hrs 7% over 48 hrs 2% Parts stock usage rate (turnover ratio) 0-1 year (>90%) 1-2 hrs (5%), 2-3 years (4%) 3-7 years (1)

Your customers, who are watching the performance of their equipment, and will have a dashboard program on their desk top - will more than likely be interested in watching different performance standards than you are.

Expendable parts < $10.00 each Add to inventory, 6 demands in 180 days (review monthly) # of inventory parts lines with no demands in last 6 months Review oldest 20 back order parts requests (parts ordered & not received) Review oldest 20 returns for credit list Invoice payment processing time < 2 days Parts processed into inventory or issued in < 1 day Automate parts operation Average parts cost per work order Implement a bar code system Build a library/electronic list of interchangeable parts (cross reference parts list) When equipment is sold, remove unique parts that were used for this equipment only from inventory & cancel any parts that may be on order Review oldest 20 non-stocked parts received & not issued Review oldest 20 open POs (parts ordered, received & not paid) in financial system Review 20 items from transfer out list to ensure credit has been requested Develop credits received but not used list Develop a monthly equipment transfer/sold list Parts bid out if accumulative value of like parts is greater than $5,000 in annual purchases Repair part frequency of failure (time between failures) miles/hrs/days from first issue to second issue of part for same vehicle (except PM parts) Fleet Performance Measures/Goals & Best Maintenance Practices

Administration Number of FTEs filled Average age of fleet by class Average miles of fleet by vehicle and class Number of support staff DBE Goal 5% List out-sourced work Resource Conservation & Recovery Act goal. Purchase 35% recycled items (oils, tire caps, antifreeze, etc.) o Review radio licenses for renewal dates Percentage of invoiced paid within 24 hours of receipt o Develop replacement criteria Transit Number of trips missed by class, and by manufacturer Cost per passenger boarding Cost per hour by class, and by manufacturer Number of vehicle miles/hours per dollar Fleet Performance Measures/Goals & Best Maintenance Practices

Below is a list of performance measure that might be of interest to you or one of your customers. Select the items that are of interest to you.

-Check with you Fleet Management software provider and see if they have a bench mark program available.