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Fleet Performance Measures
Presented by
Henry Canipe, Principal Consultant, AgileAssets Inc.
Arif Beg Senior Consultant, AgileAssets Inc.
Fleet Performance Management: Session (S31)
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Overview
• Introduction
• AASHTO & State DOTs’ fleet performance metrics
• AgileAssets clients fleet performance measurement examples
• Lessons Learned
• Questions & Answers
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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
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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
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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
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AASHTO / State DOT Fleet Initiatives and Performance Measures
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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
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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
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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
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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
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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
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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
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Other Fleet Performance Measures
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Examples
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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
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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)
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Fleet Performance Measurement
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Examples from AgileAssets Clients
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Preventive Maintenance Tracking
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• PM Activities • PM Thresholds Setup • PM accomplishments – Repair Orders • Next PM Due calculations • PM Accomplishment timeliness can be tracked • Available via Reports
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Preventive Maintenance Tracking
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• PM due accomplishments tracking • PM due timeliness tracking • Reports
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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
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Fleet Replacement (Retention) Analysis
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Operations Costs & Usage Summary
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Downtime Calculation
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• Downtime Entry Tab in Repair Orders Progress window • Multiple downtime records • Downtime Reason & time Duration (hrs down) • Downtime Reports available
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Downtime Calculation
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Utilization Calculation
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Shop Rates Analysis
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Fueling Miles Per Gallon Calculation
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• Fueling Data available • Usage available • MPG Calculation • Exception reports to track non-representative MPG vehicles
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Fueling Miles Per Gallon Calculation
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Fleet Performance Measurement
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Lessons Learned
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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
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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
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Thank You.
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