Optimised Fleet Management Presented by: Andrew Railz – Fleet Manager Bundaberg Regional Council

My Background:  Trade Qualified Diesel Fitter  Post Graduate Qualifications Maintenance Management  4 years at Bundaberg Regional Council as Fleet Manager  Previously 12yrs Gold Coast City Council – Workshop operations.

BRC History  Four smaller Councils merged in 2008 creating BRC  As a result:  Decentralised fleet management services  1400 fleet items  7 x workshops  In-house fleet database– limited functionality  No automated PM scheduling  Limited reporting – no accountability

Fleet Issues – Post Amalgamation  No specialised fleet management software  Disparity of plant hire rates – Previous 4 Councils.  Extensive manual data entry:  Plant replacement Program  Plant Hire Rates  Utilisation  Fuel Management  No accepted practice for reporting and monitoring of defects  Limited records of each vehicle’s history.  No uniform procedures for managing accidents and repairs.  Backlog of old plant items with extremely high maintenance requirements.

Optimal Solutions  Fleet Management Software System  Reduce Fleet Workshops  Take Control Minor Plant  Purchase “Fit for Purpose” Plant Items using Whole of Life calculations  Target : 70% PM - 30% Reactive  Accurate Plant Hire Rates  Develop standard policy / procedure

‘Journey to Optimal Solution’  Major Workshop Upgrades  Bulk oil filtration systems  Fact – Majority of new oil supplied in drums is not clean enough to put into modern hydraulic systems!!  Contamination Control = 20% increase in component life  Heavy Duty Mobile Hoists  Up to 45 ton lifting capacity  Ability to move from site to site

Heavy Duty Mobile Hoist

‘Journey to Optimal Solution’ – (cont)  Mobile Brake Tester  2 x Mobile Breakdown Trucks  Specialised Tooling  Electronic ‘Scan Tools’  No local truck dealers  Electronic battery & charging system testers

‘ Journey to Optimal Solution’ – (cont)  Creation - Minor Equipment Hire Store  Hire Minor Plant as required  Swap items due for service  Purchase of Assetic software  Development (Ongoing - 3 years)  Whole of Life cost report  Income and Expense  Fuel Consumptions  Utilisation  Summary Screen  Fleet Managers page  Electronic Timesheets  Minor Plant Booking Management  Downtime Report

Assetic – Asset Summary Page

Assetic - Fleet Managers Page

Work Items (Monthly 2012)

Assetic – Whole of Life (Cost)

Asset - Availability Status DepartmentAvailability StatusAsset ID (Count)Percentage (Count) Infrastructure & Planning Services Available % Available/Awaiting Parts91.13 % Available/Pending Disposal % Currently Being Repaired % Out Of Service % Waiting For Outside Vendor % Total %

What is the value of this Information? Overall Availability – Target 95% By Department By Section By Make By Model Individual Asset Indicate parts availability throughout lifecycle Reliability Useful for Tender Evaluation Provides Fact – Not Hear Say!!

‘Journey to Optimal Solution’ cont..  Integration with Authority  Automated PM servicing  Change - Staff Culture  Fleet users are Customers!!  Ongoing Training  Fleet Management Software  Plant, vehicle & equipment – Technical Training  Fleet ‘Operations Manual’  Mistakes

Where Are We Now?  All workshop supervisors trained in fleet management system.  Accurate and Auditable Work management  PM’s scheduled 2 weeks in advance  Monitoring maintenance trends, reasons and inherent faults  Monthly Report – Hours not Days  Accurate ‘meter’ reading  Tighter controls and accountability

Future Development  Optimal Replacement Point Calculator  Automated PM Scheduling / Resource Calendar  G.P.S. Integration  Activity Based Costing Reports  National Heavy Vehicle Accreditation Scheme (N.H.V.A.S)

Fleet Management Please Note!!  While there are certain key fundamental concepts common to all feet operations:  Everyone’s situation is unique  One size solution does not fit all.

In Closing  Thank you for your time  Are there any questions?