City of Aurora 3 rd Largest City in Colorado

Transcription

1 What to look for in a Fleet Management System City of Aurora Colorado Pam Chesemore Systems Analyst/Administrator Challenges and Solutions for Public Fleet Managers City of Aurora 3 rd Largest City in Colorado Population (2014) 353,108 Land Mass 154 square miles Average Snow Fall 52 inches Snow Fall 72 inches Average Rain Fall 17 inches Challenges and Solutions for Public Fleet Managers 1

2 What does a System Analyst do at the City of Aurora SOLVES EVERYONES PROBLEMS! 1981 Joined Fleet Services Data entry clerk typed mechanic notes onto work orders, input fuel transactions As the fleet grew and more responsibilities were added changes were necessary. Systems Analyst/Administrator oversees our management software office manager responsible for yearly fuel purchases totaling 3.5 million $ Colorado state certified System Operator First line of defense between Fleet and our customers Challenges and Solutions for Public Fleet Managers 1995 Technology was catching up with Fleet we needed a much better way to track assets, bill repairs and tell our story. But what is a good program and where/how do we find them? We struggled with the question What don t we know we don t know? Created RFP received responses from four (4) software management companies As a group we made a list of items that were important to us Vendor support staff easily accessible Colorado customers Training program Real time tracking of labor/parts Fleet is an Enterprise fund. Billing our customer for fuel, maintenance and repair was essential Report generation Asset inventory reporting how many vehicles do we have and where are they assigned? Track fuel usage Mechanics productivity Preventative Maintenance program Yearly networking conference not convention Software company with a culture of continued improvement of their software Challenges and Solutions for Public Fleet Managers 2

3 2016 Question How far have we come? Answer Light Years! >First install was a BOS(Dos) based system. > Currently we are in the process of migrating to a Web based software >130 reports are available. Each screen has a Search, Query function. The Search and Query function can be exported into Excel. > Track data not necessary related to repairs of their assets i.e. GPS, docking stations, radios etc. > Identifying an information need, process/procedure hole is an opportunity to drill down even further > Graphics applet The graphics module allows for all staff members to easily access documents previously filed. No one has to leave their workstation to view the documents associated with an asset. Example of items scanned: recalls, registration, title, new purchase paperwork, sublet invoices, vehicle pictures, inspections The sky is the limit on what you can import into the graphics module. >Dashboard real time monitoring of your Key Performance Indicators (KPI) Asset Availability, Shop Turn Around, PM Compliance, Cost Per Meter, Utilization, Open WO by Status, Technicians Productivity, Scheduled/Non Scheduled Repairs Comparison, Inventory Turn, Average Age of Asset. > Exceptional vendor support problem solving technicians a phone call away > User friendly tutorials >Powerful 15 point Vehicle Replacement program Meter/Age/Maintenance Cost Challenges and Solutions for Public Fleet Managers Challenges and Solutions for Public Fleet Managers 3

4 Challenges and Solutions for Public Fleet Managers Asset Makeup Total fleet assets 2,945 miles driven ,756,134 Public Safety Police 592 Patrol Vehicles Ford Crown Vic/Ford Interceptor/Chevrolet Caprice 194 BMW Motorcycles 27 Public Safety Fire 98 Apparatus E One 25 Public Works Administration, Inspection, Street Maintenance, Sweepers, Facilities 770 Aurora Water Administration, Construction, Inspection, Maintenance, Sewer 54 PROS Parks/Golf 1,185 Challenges and Solutions for Public Fleet Managers 4

5 Out of the Box Uses for our Management System Physical Assets What are your physical assets costing you (Purchases /Maintenance/Repairs) and are the totals at your fingertips? Create an asset record for each of the following. Generators Crane inspections/repairs Tire Machine Paint booth Alignment rack Fuel Dispensers Fuel Tanks three (3) fueling sites 30 dispensers 304,000 diesel, 676,000 gallons of unleaded Vehicle lifts Garage door repairs Miscellaneous tools, supplies Each time a repair is completed we open a work order, input the invoice as a non billable charge and scan the invoice, attaching to the asset in the FASTER Equipment applet. Cost are tracked monthly/yearly. Challenges and Solutions for Public Fleet Managers Challenges and Solutions for Public Fleet Managers 5

6 Challenges and Solutions for Public Fleet Managers Out of the Box Uses for our Management System Personnel Assets Your staff members are a vital asset. Do you truly know what professional license, training, physicals and/or certifications are required of them and are you tracking the costs and expiration dates? What can be tracked? Examples below can be tracked in the FASTER Asset system as a Preventative Maintenance (PM). Reports can be run at anytime. CDL license track staff with CDL license whether Fleet, Public Works, Parks etc. CDL physicals Certifications ASE, Crane Repairs, Welding, Force One, Fire apparatus CPR Defensive Drivers license update as a part of yearly evaluations FEMA classes Hearing test Internal Training classes OSCHA training classes Challenges and Solutions for Public Fleet Managers 6

7 Events that presented us with Ah Ha moments Theater shooting July 20, 2012 Flood September 2012 Presidential Campaign stop November 2012 EOC Emergency Operation Center staffed by 20 department representatives at our Municipal Justice Center Challenges and Solutions for Public Fleet Managers Questions we were being ask quickly: Who has CDL s how rapidly can we contact them? Who has Homeland Security clearance needed to drive a dump truck with the bombs in the back across Aurora to a land fill for detonation What vehicles have pony tanks vehicles at both the crime scene and apartment complex Where can we purchase bulk portable cell phone chargers Challenges and Solutions for Public Fleet Managers 7

8 September 2013 flood 12 inches of rain over three days Challenges and Solutions for Public Fleet Managers Quickly created repair types allowing us to track labor and parts associated with storm damage for FEMA reimbursement The EOC (Emergency Operation Center) was flooded, we were communication by phone/text/ The location of vehicle overnight parking is tracked via the Equipment applet. This allowed us to quickly assign vehicles across departments One block east of Fleet Services Challenges and Solutions for Public Fleet Managers 8

9 Presidential Campaign Stop :15 on a Friday afternoon I received a call from the Emergency Operation Center requesting a list of city vehicles with light bars and the department assigned with the drivers name. The President had changed his schedule and would be making a quick stop at the Aurora Community collage. We had not tracked light bars on non Patrol vehicles so we all went into overdrive, actually three of us did. What should have been an easy task was not it is NOW Challenges and Solutions for Public Fleet Managers ODDS AND ENDS Motor Pool 24 vehicles 4 C Max 2 Prius 6 Executive Vehicles Highlander, Escape, Trailblazer, Jeeps 2015 miles driven 87,043 Colorado User Group 100 members strong Members from the East to the West Coast Ohio, Florida, Wisconsin, New Mexico, Texas Great networking tool Central chairperson will send out s with questions for the whole group Sample? What labor rate is charged? Does anyone haul Toro 5900 mowers on trailers and if so what type trailer? and do you have any specs you would share? Quarterly meetings Yearly meeting is attended by the CEO and Vice President Challenges and Solutions for Public Fleet Managers 9

10 Service Center Allows your customer via the intranet to access vehicle repair information Challenges and Solutions for Public Fleet Managers Thank you for your time and attention. It has been an honor for me to spend this time with you I would love to answer any question you may have at this time. If in the future questions arise, feel free to phone me at: (MST) office hours 7 a.m. 3:30 p.m. pchesemo@auroragov.org Challenges and Solutions for Public Fleet Managers 10

11 11

12 12

13 13

14 14

15 15

16 16

17 17

18 18

19 19

20 20

21 21

22 22

23 23

24 24

25 25

26 26

27 27

28 28

29 29

30 30

31 31

32 32

33 33

34 34

35 35

36 36

37 37

38 38

39 39

40 40

41 41

42 42

43 43

44 44

45 45

46 46

47 47

48 48

49 49

50 50

51 51

52 52

53 53

54 54

55 55

56 56

57 57

58 58

59 59

60 60

61 61

62 62

63 63

64 64

65 65

66 66

67 67

68 68