Dec 22, 2015
Aaron Alvarado
Fleet Manager
City of Tempe, AZ
Aaron Alvarado
Fleet Manager
City of Tempe, AZ
BackgroundBackground
EXPERIENCECurrently Fleet Manager City of Tempe, AZ Fleet size 11002009-10 U.S. Army Deployed to OIF as Battalion Maintenance Officer (BMO)2005-2009 Shop Supervisor, City of Glendale, AZ Fleet size 14501996-2005 Heavy Mobile Equip Repairer Supervisor, Dept. of Army, 2500+ pieces of equipment.1989-96 USMC, Combat Engineer (Desert Shield/Storm, Japan, Korea)AZ Army National Guard (Retired, CW3, 2010)
EDUCATIONMBA Public AdminB/S ManagementA/S Auto Diesel TechnologyCurrently enrolled CAFM
OIF Port of entry/exitOIF Port of entry/exit
Aggressive Fleet Management?Aggressive Fleet Management?
Fleet Management is more aggressive in these areas than it was 20 years ago.
1.Budget (personnel, parts, fuel, etc.)
2.Vehicle Maintenance (scrutiny)
3.Organization Policies & Procedures
4.Acquisition and Disposal
Aggressive Fleet ManagementAggressive Fleet Management
Fleet Management is more aggressive in these areas than it was 20 years ago (continued)
5.Fuel Management
6.Personnel Management
7.Asset Management
8.Parts Management (stock turn time, fill ratio etc.)
9.Motor-pool Management
Fleet Management as we know it todayFleet Management as we know it today
Fleet management as we know it today
1.Public scrutiny
2.Reduced budgets
3.High Attrition rates
4.Technological changes
Fleet Management as we know it todayFleet Management as we know it todayFleet management as we know it today (continued)
5.Political (higher expectations with less)
6.Longer lifecycle expected
7.Continuous changes
8.Increased cost (fuel, tires, parts, materials)
9.Outsourcing
TransitionTransitionHow do we make the transition into the new era of Fleet Management?
•Focus on your organizations most important goal!
•Don’t lose sight of what is important to you as a fleet operation
•Narrow the focus (direct labor, vehicle turn time etc.)
•Create lead measures that influence the outcome of your goals
•Keep track, measure
•Make sure everyone is held accountable for their actions
Value of Fleet OrganizationValue of Fleet Organization
Moving the fleet machine forward
•Make the rounds in the organization and let others know the value of the fleet organization.
•This includes knowing all key players such as City Manager, counsel members etc.
•Emphasize your subject matter expertise
Industry Best PracticesIndustry Best Practices
Fleet Machine (continued)
• Continuously look at fleet best practices and start
to put these down in writing.
Fleet Documents
http://www.government-fleet.com/Documents/List.aspx
Fleet AccomplishmentsFleet Accomplishments
• Platform to others in your organization on fleets accomplishments, include subordinates
Fleet Machine (continued)
Strategic Planning & ImplementationStrategic Planning & Implementation
• Include staff in your planning, let them realize their contributions to the organization
• City of Tempe initiated 4D’s to isolate what we could work on to improve our operations. All employees were included.
Fleet Machine (continued)
City of Tempe Fleet Op SystCity of Tempe Fleet Op Syst
Operating System Overview:
4 Disciplines of Execution Public Works/Fleet Services
Behaviors:
1. Focus on the Wildly Important Goals (WIG’s)
2. Act on Lead Measures
3. Keep a Compelling Scoreboard
4. Create a Cadence of Accountability
Terminal Objectives:
• Change the organizational culture from one of reactive to proactive.
• Establish clearly understood goals throughout fleet services
• Align fleet objectives with PW-Cities goals (again, gains buy in from
City officials in what fleet is doing)
City of Tempe’s Fleet Operating System
Fleet Services Wildly Important Goal (WIG)Fleet Services Wildly Important Goal (WIG)
1. Achieve status that leads (beat) other Valley cities within “The 100 Best Fleets in North America” designation by 6/30/2012.
Initial Top 100 packet submitted April 15, 2011 for baseline
100 Best Goals100 Best Goals
1) Accountability
2) Uses of Technology and Information
3) Collaboration
4) Creativity
5) Celebration
6) Evidence of a High Trust Culture
7) Performance Recognition
8) Doing it Right the First Time (DIRFT)
9) Quick efficient turn around
10) Competitive Pricing
11) Staff Development
12) Resource Stewardship
City of Tempe Fleet Top 100 Best Goals
Accountability TeamAccountability Team
Fleet Services: Accountability Team
•100 best Fleet criteria: “The fleet operation must have a published list of the measures they use to document performance and progress toward objectives.”
Lead MeasuresLead Measures
• Tracking productivity weekly• Clocking in procedures (define what is direct/indirect)
• Time evaluation = time on task (expected time for job)
• Individual productivity• Overall team productivity
Accountability Team: lead measures
Team CommitmentsTeam Commitments
• Parts room inventory reports (fast moving parts, fill ratio, etc.)
• PM scheduling calendar• Mapping out the down line• Standardized procedures for clocking time• Inventory checklist for road ranger• Rover time sheets
Pinpoint Industry StandardsPinpoint Industry Standards
• Productivity based on time charged to work order• 2080 work hours in a year• Take out: vacation, holidays, training, sick time,
furlough, etc.• 1415 hrs. / 2080 hrs. = 68% • Tempe = 70%+
Productivity: Industry Standard
ScoreboardScoreboardProductivity: Individual
ScoreboardScoreboard
Quick and Efficient Team Quick and Efficient Team
• 100 best Fleet criteria: “Programs must be in place to measure repair turnaround accurately and documented.”
Fleet Services: Quick and efficient Turnaround
Define the Lead MeasureDefine the Lead Measure
WIG: Raise PM turn time compliance from 82% to 95% by July 29th 2011
•Measure Scheduled & Unscheduled Preventative Maintenance (PM’s) turn time
•What is a PM? 85 point checklist defines
Fleet Services: Quick and efficient Turnaround Team
Q & E Lead MeasuresQ & E Lead Measures
• Time on task
• Are indirect times calculated in (waiting parts, lunch time, break etc.)
• Scheduling PMs
What is included in data?What is included in data?
• Fleet is currently tracking light duty PMs both scheduled and unscheduled
• 628 light duty vehicles in Tempe’s fleet
• This accounts for 60% of the entire fleet
• Industry standard – 2 hours
• Tempe Fleet – 1.5 hours
Quick and Efficient Turnaround Team (continued)
Q & E ScoreboardQ & E Scoreboard
Quick & Efficient Scoreboard: WIG: Raise PM time compliance from 82% to 95% by July 29th 2011
DIRFTDIRFTFleet Services: Doing It Right the First Time Team – D.I.R.F.T.
100 best Fleet criteria: “There must be a metric in place that is regularly measured and reviewed to determine how often equipment is returned to shop for rework.” An aggressive program to minimize trips to the repairfacility must be in place.
Team’s important goalTeam’s important goal
• WIG: Reduce the percentage of repeat repairs of the total work order jobs per fiscal year from 5% to below 2% by 6-30-2011
• X to Y by When
• X=5% Y=2% by 6-30-2011
Doing It Right the First Time Team: WIG
Do it Right StrategyDo it Right Strategy
• How did we come up with the 5%?– Sampled work orders for a baseline– Investigated work order history for every job
• Time consuming process– Use Fleet M4 Software
• Streamlined process
Doing It Right the First Time Team: Strategy
Reason for Repeat RepairsReason for Repeat Repairs
• Defective part• Improper installation• Wrong part installed• Misdiagnosis• Time frame since last repair• Vendor repair insufficient
Doing It Right the First Time Team: Identify Possible Reasons for Repeat Repairs
Lead Measures Lead Measures
1. Enter data and track it
2. Clean library
3. Create wish list of tools
4. Training
5. Contact other Fleets
7. Create and implement an aggressive program to minimize trips to the repair facility.
Doing It Right the First Time Team: Leads and Individual Commitments
DIRFT ScoreboardDIRFT ScoreboardDoing It Right the First Time Team: Scoreboard
City of Tempe 4D’s Op Syst. SummaryCity of Tempe 4D’s Op Syst. SummaryGoal Top 100
by 6/30/2012
Accountability(Maintenance
Mode)
Celebration
(Pipeline)
Creativity
(Pipeline)
Collaboration
(Pipeline)
TechnologyImplementation
(Pipeline)
Resource Development
(Pipeline)
Competitive Pricing
(Pipeline)
Quick & Efficient
(Maintenance Mode)
Do it right the First time
(Maintenance Mode)
PerformanceRecognition
(Pipeline)
Evidence ofHigh Trust
Culture(Pipeline)
Staff Development
(Working)
Accountability Team’s Next WIG
Fleet SummaryFleet Summary• Make sure you have the support of the city staff in
your organization
• Work daily on the fleet best practices within your fleet operation
• Measure your achievements
• Find a process that works for your organization (4DX, etc..)
• Goals on teams overlap and are self assisting.
Fleet SummaryFleet Summary
• Ensure you highlight fleet accomplishments to the organization
• Be persistent and seek out those in different departments so they know who you are and what you are about
• Include staff in planning
• Ensure to work on succession plan
Fleet ManagementFleet Management
Questions?