Six Sigma DMAIC Improvement Story - flbenchmark.org101652CD-38DF-4EBF-A75F...Six Sigma DMAIC Improvement Story Ed Matthews (Sponsor) Cash For Clunkers Last Updated: 3-14-17 Facilities

Team:

Jennifer Garrity and Anne Bowers (Co-Team Leaders)

Ed Matthews George Landry Dennis Bell (SME)

Green Belt Project Objective:

To Reduce Light Fleet Vehicle Maintenance Costs

Six Sigma DMAIC Improvement Story

Ed Matthews (Sponsor)

Cash For Clunkers

Last Updated: 3-14-17

Facilities Division, PR&F, Fleet Mgmt (Process Owner)

Overview of Light Fleet Operations

2▪Define ▪Measure ▪Analyze ▪Improve ▪Control

▪ St. Lucie County Board of County Commissioners’ and Department

policy is to acquire only those vehicles required to fulfill county

responsibilities and to use those assets in a cost-effective, controlled

fashion.

▪ “Light Fleet Assets" are defined as vehicles, one ton and under

and their related equipment. These assets are under the

management of the Light Fleet Management section of the Parks,

Recreation, & Facilities Department. The number of vehicles in the

Fleet is approximately 300.

▪ One manager coordinates Light Fleet Vehicle Maintenance which

includes the acquisition, maintenance, inter-agency use, replacement

assistance, disposition and administration of all light fleet vehicles.

Project Alignment to Strategy

3Define Measure Analyze Improve Control

Our Project Aligns with Several Strategic Objectives

Operational Areas Perspective Objectives

Public Safety Service Deliver Excellent Customer Service; Innovations

Management Services Financial Mgt. Provide Transparent & Accountable Financial Mgt.

Identify Project CharterThe team developed a team Project Charter:

Project Name: Reduce Fleet operating and Maintenance Costs

Problem/Impact:

SLC Light Fleet is an Important part of SLC operations.

Maintaining Light Fleet in good working order and minimizing

vehicle Downtime and costs of unplanned maintenance and

repairs is very important. Currently Light fleet costs are too

high at $448 annually per vehicle.

Expected Benefits: Cost Savings, Increased Light Fleet Availability

Outcome Indicator(s)Q1- Annual Maintenance Cost per Light Fleet Vehicle;

Q2-Maint $ Cost per Mile

Proposed Target(s) Q1= $241 (based on existing fleet vehicles of 1-7 years of age); Q2=TBD

Time Frame: Nov 2016 through March 2017

Strategic Alignment:Supports County's Provide Transparent, Accountable Financial Management strategic objectives

In Scope:County Light Fleet Vehicle

Out-of-Scope:Heavy equipment and trailors

Authorized by: Howard Tipton

Sponsor: Ed Matthews

Team Leader: Anne Bowers, Jennifer Garrity

Team Members:George Landry, Ed Matthews, Dennis Bell (SME)

Process Owner(s): Facilities, PR&F, Fleet Mgmt

Mgmt Review Team: County Admisitrator and project Reports- OMB

Completion Date: 31-Mar-17

Review Dates: Monthly and Final Review in March 2017

Key Milestone Dates:See Action Plan

Team

Schedule

Project Charter

Business

Case

Objectives

Scope


1. 2.

Business Case – Objectives – Scope – Team - Schedule

• Problem: Costs too

high for light fleet

maint.

• Objective: Reduce

maint. cost per mile

without compromising

safety

• Scope: 300 Light Fleet

vehicles

Stakeholder Needs for Light Fleet Operations


The team identified stakeholders needs for SLC Fleet services:


Hidden Costs of Light Fleet Down Time and Repair Costs

Vehicle breakdown causes staff down time/ loss of

productivity and unexpected repair costs of

$122,744 annually

Stakeholder Pain Experienced Annualized "Costs"

Operators and

PassengersBreakdown in the field.

Unable to complete work

assignments

Delays in providing services.

($45 Average Compensation package for Hourly

employees wage) X (3 hours unnecessary down

time per vehicle) X(300 Vehicles) =

$40,500 AnnuallyCommunity

(Taxpayer)

SLC Senior

Leadership

Breakdown in the field.

Lost productive work time.

Service delays.

Performance Measure targets may

not be met. Budget issues.

48 (2009 or newer) Vehicles averaged $241

Maintenance annually. The remaining vehicles

averaged $488 Maintenance Annually. Those

vehicles cost $247 more per year… or

$62,244 Annually

Facility Staff

Internal customer (County staff)

complaints; scrambling to get a

replacement vehicle while repairs

are being made. Budget issues.

Facility staff work time lost due to repairs and

unbudgeted expenses. Cost Est $500 per issue,

(Average 20 issues per year) =

$20,000 Annually

Review Process Flow Chart

The team next looked closer how to capture indicator data.

The team constructed a Process Flow Chart describing steps in the Vehicle Maintenance Process.

7

Per vehicle:

• Q1 – Annual Maint. cost

• Q2 – Maint. Cost per Mile

• Q3 – Annual Fuel Cost

• Q4 – Fuel Cost per Mile

• Q5 - Annual O&M Cost

• Q6 – O&M Cost per Mile

WHO

STEP

NEED

Maintain Light Fleet Vehicles

FBC_DMAIC_Story_Reduce Fleet Maintenance Costs_Light Fleet Cost Summary_12-18-16.vsd 12/18/16

Vehicle Maintained And Availabel To Counter Operators

NOTIFY/CONTACT

(Process Owner: Fleet Manager)

OPERATOR

Need To Maintain Light Fleet In Safe Operating Condition

OPERATE/TAKE/

INSERT/CHECK

Legend

ProKee= Vehicle Maintenance Data Base System

WO= Work Order

OK Without Maintenance?

FLEET MANAGER

DISCUSS/DISCUSS

CREATE/SPECIFY/

PRINT

CONTRACT VENDOR

▪ Fuel Master System Notifies Operator To Maintenance Needed

▪ Contact Fleet Mgr To Discuss Maint RqdNO

P1 - % of PM Work Orders Worked Late

YES

DETERMINE/TAKE/

PROVIDE

RECEIVE/INSPECT

Able To Set A Schedule

NO

▪ Determine Whether Or Not To Wait Or Drop Vehicle Off For Maintenance Work

▪ Take Vehicle To Contract Vendor At Scheduled Time

▪ Provide Vehicle And WO To Vendor

▪ Discuss Additional Work And Resolve▪ Update WO And Fuel Mgmt System As Needed

▪ Discuss Notification And Operator’s Schedule▪ Discuss Possible Dates And Times To Schedule Maintenance With Contract Vendor

Free Of Other Issues?

▪ Contact Fleet MgrCONTACT

DISCUSS/UPDATE

COMPLETE/NOTIFY/PICK-UP

NO

Q1- Annual Maintenance Cost (per Vehicle)

▪ Create A Work Order And Identify Vendor▪ Specify The Scope Of Work For Contract Vendor▪ Print Out Work Order And Give To Operator

▪ Operate Vehicle For County Business▪ Take Vehicle To County Pump For Gas▪ Insert Key Into ProKee System▪ System Checks For Maintenance Needs

YES

▪ Receive Vehicle And WO▪ Inspect Vehicle For Other Issues

MAINTAINED

NO

YES

▪ Complete Authorized Vehicle Work▪ Notify Operator When Complete▪ Operator Picks Up & Signs For Vehicle

▪ Operate Vehicle & Report Any Problems

▪ Travel To Contract Vendor On Fridays And Secure Invoices For Vehicle Work

▪ Update Vehicle Record And System▪ Process Invoice For Contract Vendor Payment

Q2- Maintenance Cost per Mile

Q3- Annual Fuel Cost (per Vehicle)

Q4- Fuel Cost per Mile

Q5- Annual O&M Cost (per Vehicle)

Q6- O&M Cost per Mile

Q7- ReSale Value / Annual O&M Cost

Q8- % of Planned Utilization Q9- # of Work Order per 5000 miles

OPERATE

TRAVEL/UPDATE/

PROCESS

BB

Ann'l $ Rank $/Mile Rank Ann'l $ Rank $/Mile Rank Ann'l $ Rank $/Mile Rank Ret'n Value Rank %Utilzn Rank Miles/Gal Rank

A v e r a g e Avg Avg Avg Avg Avg Avg Avg

$448 $0.07 $1,537 $0.20 $25,533 $0.21 -$3,125 $587 -$1,269 112% 11.0

Q7 Q8 Q9

$1,753 300 $0.12 276 $4,091 290 $0.27 206 $85,816 299 $0.28 207 $11,629 $14,578 $13,104 300 203% 274 11.0 173 876 295 1253 247

$1,294 297 $0.10 257 $3,470 276 $0.27 206 $56,179 278 $0.28 207 $7,579 $10,528 $9,054 299 173% 258 11.1 167 853 292 1209 242

$1,429 299 $0.12 276 $3,060 262 $0.25 187 $47,968 251 $0.25 179 $8,690 $9,194 $8,942 298 167% 245 12.1 145 873 294 1118 222

Life-To-Date Maintenance Cost Above Plan

AR=(AP+AQ)/2

Vehicle

Life-to-Date

Costs Over

Plan

AQ=(X+AB*L-

AC)-

Vehicle

Life-To-

Date AGE

Costs

Above

Plan

Vehicle

Life-To-

Date

MILEAGE

Costs

Above

Plan

Q6Q3

Maintenance

Miles

per

Gallon

SUM

OF

RANKS

(Maint+

Fuel part

of O&M)

Efficiency BA=

AM+AO+AS

+AV+AX

AW=

M/T

O U T C O M E S

Annual

Maint.

Costs

SUM

OF

RANKS

(not

Including

Fuel)

Utilization

ALL Vehicle Performance

MeasuresVehicle Performance Measures

AD=

X/L

VEHICLE

MAINT-

ENANCE

LEADER-

BOARD

POSITION

OVERALL

VEHICLE

PERFOR-

MANCE

LEADER-

BOARD

POSITION

AI=

Y/M

AL=

AD+AH

AN=

(AL*L)/M

Total

O&M

Cost per

Mile

AT=

100*(M/L)/7405K

AP=(X+AB*L-

AC)-

% of Planned

Utilization

(Avg Ann'l Miles

vs 7405 miles)

Maintenance and

Retention Factors

Maint

Cost

Per Mile

Annual

Fuel

Costs

Fuel

Cost

Per Mile

Total

Annual

O&M

Cost

AY=

AE+AG+

AS

AF=

X/M

AH=

Y/L

O&MFuel

Q10

Avg Life-To-Date Costs Above Plan

Q1 Q2 Q4 Q5

Retain Vehicles with Neg. Values

Q11

Identify Data Collection NeedsThe team developed a spreadsheet to help analyze the Light Fleet Vehicles process.


Light Fleet Cost Summary (every Row is a Light Fleet Vehicle)BCB

Operating

Fuel

B C D E F I J K L M N Y Z AA AC

Lin

e #

Fuel Dept

Avg Yr%FORD %400s %U %Y Avg Avg %8 Avg Total A v e r a g e

2005 68.3 55.3 97.7 92% 11 79,138 19.3 36,902 $43,772 $63,380 $101,540 $1,516,020 $110,705 $189,963 7.0 $4,500 $5,667

1 204019 2005 FORD LIGHT400 UNLEADEDY $17,500 11 165,610 7 14,999 $18,533 $323 $424 $19,280 $44,998 $85,816 7 $1,500 $6,000



7,405Avg Miles per Year=>

MaintenanceOper-

ations

U

Est'd

Total Fuel

(@ $3 per

Gal)

$

V W AB=

(K-$7k)/AA

Total

Labor

Cost

$

Total

Parts

Cost

$

Total

Maint.

$

Vehicle

Age

(Years)

Resale

Value

Depreciation

Expense

Total

Vehicle

Cost

$ # Y

rs t

o D

epre

cia

te

# Yrs to

Dep

Calculated

Annual

Depreciation

Expense

$

Fuel

Qunty

(Gal)

Outside

Repair

Costs

$

Resale

$

Total Maintenance & Repair

Operating and

Maint Costs

T o t a lMake Size

Purchase

Price Odometer

X=

U+V+W

F I N A N C I A L R E S U L T S

Clas

s

D E M O G R A P H I C S

T

WHAT

Out of

Warranty (36K Mile

or 36 mo)Unit # Year

0

50

100

150

200

250

300

350

400

450

500

'2016

Calendar Year

Ave

rage

Ann

ual M

aint

enan

ce $

Target

Average

Ann'l Maint $per Veh

Review key In-Process Indicator

The team next looked closer at the Gap.

The team collected Q1 indicator data and reviewed performance trends:

9▪Define ▪Measure ▪Analyze ▪Improve ▪Control

GAP

GOOD

Q1- Annual Maintenance Cost per Vehicle

Target = $241 (based on average of existing vehicles aged 1-7 years)

$448 Annual Maintenance per Vehicle

0

5

10

15

20

25

30

35

40

45

50

# of

Veh

icle

s

Total Maintenance Cost

SLC Light Fleet 1997-2015 Vehicles with >2000 miles

39

27

35

38

43

35

23 23

1110

6

43

21

_x

n = 300 ($1,516,020 total Maint Costs)mean = 5053.4std dev = 3433.7

Stratify the Problem

10

The team stratified the 300 SLC Light Fleet Vehicles using a histogram and found…

Define Measure Analyze Improve Control

5.

The team next looked more closely at the 161 vehicles.

161 (54%) Vehicles incurred $1,213,875

(80%) of Maintenance Costs.

(all between $4,465 and $20,047)


11

The team looked closer at these 56 Vehicles with both High overall Maintenance costs and high

cost per miles driven.

56 (35%) Vehicles averaged 10.8 Cents

per Mile (each over 9 cents per mile)

(ie 17% of Light Fleet Vehicles incurred

33% ($497,587)of Light Fleet

Maintenance Dollars)

The team stratified the 161 vehicles many ways and found…


5.


12

The team looked closer at these 53 unleaded fuel vehicles.



5.

53

3

%

0

10

20

30

40

50

60

70

80

90

100

0

10

20

30

40

50

UNLEADED DIESEL

% o

f Tot

al

# of

Veh

icle

s

Vehicle Fuel

SLC Light Fleet 1997-2015 Vehicles with >2000 miles and Total Maint Cost >$4,465 AND 9 Cents Maint. Cost Per Mile

n = 56

53 (95%) Vehicles used

Unleaded Fuel

Totaled $466,597


U = Unleaded Fuel

D = Diesel Fuel

Legend


13

The team looked closer at these 45 Vehicles.



5.

0

5

10

15

20

25

30

1.65 5.35 9.05 12.75 16.45 20.15 23.85 27.55 31.25 34.95 38.65

# of

Veh

icle

s

Vehicle Miles per gallon

SLC Light Fleet 1997-2015 Unleaded Fuel Vehicles with >2000 miles and Total Maint Cost >$4,465 AND 9 Cents Maint Cost Per Mile

12

25

8

12 2 2

1

_x n = 53

mean = 12.942std dev = 6.214

45 Vehicles averaged less than 16.5

Miles per Gallon (Totaled $407,981



14



5.

Problem Statement: "22 SLC Light Fleet Unleaded Fuel Vehicles have incurred

$257,189 in Total Maintenance Costs, each over $4,465, over 9 Cents Maintenance Cost Per

Mile , less than 16.5 Miles per Gallon and all averaged $986 Maintenance Cost per year"

0

2

4

6

8

10

12

14

59.5 279.5 499.5 719.5 939.5 1159.5 1379.5 1599.5 1819.5 2039.5

# of

Veh

ilces

Average Maintenance Cost per Year

SLC Light Fleet 1997-2015 Unleaded Fuel Vehicles with >2000 miles and Total Maint Cost >$4,465 AND 9 Cents Maint Cost Per Mile and < 16.5 Miles per Gallon

13

10

13

5

2

1 1

_x

22 (49%) Vehicles averaged $986

Maintenance Cost per year (all

between $720 to $1,819)

(Total Maint= $257,189)

Identify Potential Root CausesThe team reviewed the 15 vehicles’ history and discussed each vehicle with the Fleet Maint

personnel before conducting Single Case Bore Analysis.

15

The team next looked closer at these five (5) factors.


9.

A

Single Case Bore Analysis

Reasons or Factors

(that contributed to high Maint.

Costs and High Maint cost per

Mile

15 of 22 Vehicles

Problem Statement: "22 SLC Light Fleet Unleaded Fuel Vehicles have incurred $257,189 in Total Maint Costs, each over

$4,465 Costs; > 9 Cents Maint Cost Per Mile; < 16.5 Miles per Gallon averaged $986 Maintenance Cost per year"

1-#2

0401

9- '0

5 FO

RD

w/1

6561

0 M

iles

2-#4

0936

2- '0

7 FO

RD

w/1

1111

3 M

iles

3-#4

0767

6- '0

5 FO

RD

w/1

4104

0 M

iles

4-#4

0861

7- '0

6 FO

RD

w/1

2491

8 M

iles

5-#4

0747

6- '0

5 FO

RD

w/1

0533

0 M

iles

6-#4

0855

0- '0

6 FO

RD

w/1

0826

2 M

iles

7-#4

0702

8- '0

4 FO

RD

w/1

4307

1 M

iles

8-#4

0574

4- '0

2 DO

DG

E w

/158

430

Mile

s

9-#4

0783

3- '0

5 FO

RD

w/1

2741

6 M

iles

10-#

4085

59- '

06 F

OR

D w

/103

546

Mile

s

11-#

4063

60- '

03 F

OR

D w

/919

24 M

iles

12-#

4049

94- '

01 F

OR

D w

/151

674

Mile

s

13-#

4083

02- '

06 F

OR

D w

/815

26 M

iles

14-#

4083

01- '

06 F

OR

D w

/921

44 M

iles

15-#

4037

94- '

98 G

MC w

/120

299

Mile

s

Tota

lPe

rcen

tage

Reasons or Factors

(that contributed to high Maint.

Costs and High Maint cost per

Mile

1) High Tire Replacements Costs X X X X X X X X X X X X X 13 87%

2) A/C Work higher than normal X X X X X X X X X X X 11 73%

3) High Usage Vehicle (>11K miles/ Yr) X X X X X X X 7 47%

4) Transmission High Expenses X X X X X 5 33%

5) Battery/Ignition Sys High Costs X X X X X X X X 8 53%

6) Fuel System/ Fuel Pump X X X X X X 6 40%

7) Brakes X X X X X X 6 40%

8) Cooling System X X X 3 20%

9) ( Abnormal Use vehicles

(payload, towing, speciality

use)Mosquito Control Operations

X X X X X 5 33%

B

C

D

E

Identify Potential Root CausesThe team completed Cause and Effect Analysis and found…

The team next looked to verify these 3 Potential Root Causes.


9.,10.

"22 SLC Light Fleet

Unleaded Fuel

Vehicles have

incurred $257,189 in

Total Maint Costs,

each over $4,465

Costs; > 9 Cents

Maint Cost Per Mile;

< 16.5 Miles per

Gallon averaged

$986 Maintenance

Cost per year"

Problem

Statement

Fishbone

Cause and Effect

Diagram

= Potential Root

Cause

Operators not fully trained on

Heavy payload/Abnormal

Vehicle operations (including

precheck and driving habits)

A- High Tire Replacements Costs (87%)

Operators are not fully

aware of impact driving a

heavy Veh has on tires

Heavy Payload and Operator

factors cause high tire wear

A

D-Battery/ Ignition High Sys Costs (53%)

Vehicle Mileage related Guidelines

are not consistent for depts

Air Conditioning expenses are

higher on these older vehicles

Improper Operating A/C impacts

vehicle A/C System over time

D

B-A/C Work higher than normal (73%)

Operators do not have guidelines on

vehicle routing and how to minimize

mileage during operations

D-High Usage Vehicle

(>11K miles/ Yr) (47%)

Vehicles with High Maint Costs

used many hours of day for very

specialized (abnormal) Use

Operators not fully trained on Heavy

payload Vehicle operations (including


Operators are not fully aware of

appropriate use of A/C on vehicle A

High Mileage usage requires more

tune-ups and

Operators not fully trained on

Heavy payload/Abnormal

Vehicle operations (including


Operat’rs not fully aware of

Maint. impact of Veh oper’n

used for abnnormal useE A

Abnormal Vehicles

have high usage

and Maint Costs

No written policy for

when it is economical

to replace abnomal/

specialized vehicles

Replacement decision

often delayed for

Abnormal vehicles

E- Abnormal Use vehicles (payload,

towing, speciality use)Mosquisto

Control Operations (33%)

A Operators not fully trained

on Heavy payload/Abnormal

Vehicle operations

(including precheck and

driving habits)

Root Cause

D Vehicle Mileage related

Guidelines are not

consistent for all depts Root Cause

E No written policy for when it

is economical to replace

Abnomal/Specialized

vehicles

Root Cause

Root Cause

or Symptom

Reviewed Procedures and policies

for training and confirmed no formal

training provided for abnormal use

vehicles in all Departments.


and found that there is no written

policy defining when it is economical

to replace abnomal/ specialized

vehicles


and confirmed no written guidelines

for all Departments to use related to

Mileage and idle time on Abnormal

use vehicles

Potential Root Cause How Verified?

Verify Root CausesThe team collected data to verify the root causes and found….

17

…All potential root causes were validated.


11.,12.

Identify and Select Countermeasures

The team selected four (4) countermeasures for implementation.

The team brainstormed many countermeasures and narrowed them down to these for evaluation:


13.,14.

Eff

ec

tiv

en

es

s

Fe

as

ibilit

y

Ov

era

ll

Ta

ke

Ac

tio

n?

Ye

s/N

o

A1- Employee Training/ Checklist: provide

mandatory training and SOP on use of County

vehicles; require submission of checklist for walk-

around inspection

4 5 20 Y

D- Vehicle Mileage related Guidelines

are not consistent for depts

E1- Utilize the Light Fleet Vehicle Summary

Spreadsheet to Rank Vehicles and help Identify

Abnormal/Specialized Vehicles for Retirement

5 4 20 Y

E2- Dispose of high cost vehicles; replace with new

vehicles with oil and tire air pressure monitors; new

fleet vehicles purchased according to size, weight, use

needed; standardized policy; avg replacement cost

$21,000

5 5 25 Y

5 5 25 Y

"22 SLC Light

Fleet Unleaded

Fuel Vehicles have

incurred $257,189

in Total Maint

Costs, each over

$4,465, over 9

Cents Maint Cost

Per Mile , over 16.5

Miles per Gallon

and all averaged

$986 Maintenance

Cost per year"

"22 SLC Light

Fleet Unleaded

Fuel Veh

E- No written policy for when it is

economical to replace abnomal/

specialized vehicles

Countermeasures Matrix

Problem

Statement Countermeasures

A- Operators not fully trained on Heavy

payload/Abnormal Vehicle operations

(including precheck and driving habits)

A2/D1- Expand GPS - Expand vehicle tracking --Will

provide driving factors: hard braking, idle time, jack

rabbit starts, vehicle speed;

Legend: 3=Moderately 5=Extremely 2=Somewhat

4=Very 1=Little or None

Ratings

Verified Root Causes

Develop and Implement Action PlanLegend:

= Actual

= Proposed

The team implemented an Action Plan for the team’s Countermeasures.


16.

Jan Feb Mar Apr May Jun

Develop Countermeasures:

A1- Employee Training/ Checklist: provide madatory training and SOP on

use of County vehicles; require submission of checklist for walk-around

inspection

Team

A2/D1- Expand GPS - vehicle tracking and use ---Will provide feedback

on driving practices: hard braking, idle time, jack rabbit starts, vehicle

speed; job routes

Team

E1- Utilize the Light Fleet Vehicle Summary Spreadsheet to Rank

Vehicles and help Identify Vehicles for RetirementTeam

E2- Dispose of high cost vehicles; replace with new vehicles with oil and

tire air pressure monitors; new fleet vehicles purchased according to size,

weight, use needed; standardized policy; avg replacement cost $21,000

Team

2. Secure Management Approval of Countermeasures (share

benefits and lower costs)Team

3. Communicate/Train Staff in Countermeasures and related

policies/procedures (share benefits and Mgmt Support) Team

4. Implement CountermeasuresTeam

5. Establish On-going responsibilities and standardize

countermeasures into operationsTeam

WHAT: Implement 4 Countermeasures to Reduce Light Fleet Maintenance Costs

HOW WHO1.

WHEN2017

On-Going

5/1/17

2/20/17

2/20/17

2/20/17

2/20/17

3/16/17

6/1/17

Countermeasures A1- Vehicle Checklist


SOP for use of County Vehicles to require:

▪ Mandatory Employee training on fleet vehicle use including abnormal operations.

▪ Mandatory Employee training on checklist for vehicle inspections. (see below)

▪ Submission of checklist after walk around inspection by supervisor.

Department:

Vehicle Property ID#: Make/Model:

Inspection Date Inspection Date Inspection Date

____/____/____ ____/____/____ ____/____/____

Inspected by/ Mileage: Inspected by/ Mileage: Inspected by/ Mileage:

________ / ________ ________ / ________ ________ / ________

1

2

3

4

5

6

7

8

9

10

Note: Do not operate any vehicle if an unsafe condition

exists

Visually Check Fluid Level Reservoirs (Brake,

coolant, windshield washer)

Vehicle Safety Equipment

Brake Operation

Windshield Wiper and Washer Sprayer

Directional Signals

Lights (Head, Tail and Emergency )

Horn and Mirrors

Tire Inflation, Safe Tread Depth and Even wear

Exterior & Interior Condition (free of body damage,

stains, ripped fabrics, windshield cracks, etc.)

Air Conditioning (from previous day’s usage)

Comments:

Note: Any item not passing inspection shall immediately be reported to the Dept Head/ Fleet Manager and a

garage work order issued and the vehicle repaired and returned to services as soon as possible.

MOTOR VEHICLE WEEKLY SAFETY CHECKLISTInstructions: To be completed weekly by Driver or when a CHANGE of driver takes place.

Ok= Unacceptable= X

0

2000

4000

6000

8000

10000

12000

14000

Q9 - Vehicle Life-To-Date Maintenance Cost Above Plan (Based on Vehicle Age & Mileage)

Vehicle Unit# - Year - Make

Plan based on 7 year depreciation and vehicle costs for vehicles under 7 years in service; those Vehicles Avg $241 Maint per Yr; Vehicles approaching 70,000 miles averaged 7 Cents per mile

GOOD

Countermeasures E1- Utilize Vehicle Summary Spreadsheet


The Summary Spreadsheet below Ranks the worst performing Vehicles for “Q9 :

Life-To-Date Maintenance Costs Above Plan” in graphic format.

These vehicles

are ranked by

the worst

performing

vehicles in terms

of maintenance

costs as

compared to

expected or

planned costs .

0

200

400

600

800

1000

1200

1400

1600

1800

2000

0 50000 100000 150000 200000 250000

Aver

age V

eh

icle

Main

ten

an

ce C

ost

Per

Year

Vehicle Miles

SLC Light Fleet Vehicle Annual Maint. Cost Vs Mileagen=300 Light Fleet Vehicles 1-11-17

A “Vehicle Life Cycle” plot is automatically created which compares

Annual Maintenance Costs versus Vehicle Mileage ….


13 Vehicles averaged

Maintenance costs of

over $1,000 per

year…and should be

investigated for

possible retirement.

GOOD

Countermeasures E1- Utilize Vehicle Summary Spreadsheet

0

50

100

150

200

250

300

350

400

450

500

'2016

Calendar Year

Ave

rage

Ann

ual M

aint

enan

ce $

Target

Average

Ann'l Maint $per Veh

GOOD

Review Results

The team was encouraged by the results and will continue to monitor the countermeasures.

The team collected indicator data and reviewed results of the countermeasures

23

RESULTS….Note Performance to be documented

after implementation of Countermeasures


17.,18.,19.,20.

Countermeasures implemented in March 2017

Q1- Annual Maintenance Cost per Vehicle

Target = $241 (based on average of existing vehicles aged 1-7 years)

$448 Annual Maintenance per Vehicle

WHO

STEP

NEED

Maintain Light Fleet Vehicles

FBC_DMAIC_Story_Reduce Fleet Maintenance Costs_Flowchart_1-22-17_Future State.vsd 1/22/17

Vehicle Maintained And Availabel To Counter Operators

NOTIFY/CONTACT

(Process Owner: Fleet Manager)

OPERATOR

Need To Maintain Light Fleet In Safe Operating Condition

COMPLETE/OPERATE/

TAKE/INSERT/CHECK

Legend

ProKee= Vehicle Maintenance Data Base System

WO= Work Order

OK Without Maintenance?

FLEET MANAGER

DISCUSS/DISCUSS

CREATE/SPECIFY/

PRINT

CONTRACT VENDOR

▪ Fuel Master System Notifies Operator To Maintenance Needed

▪ Contact Fleet Mgr To Discuss Maint RqdNO

P1 - % of PM Work Orders Worked Late

YES

DETERMINE/TAKE/

PROVIDE

RECEIVE/INSPECT

Able To Set A Schedule

NO

▪ Determine Whether Or Not To Wait Or Drop Vehicle Off For Maintenance Work

▪ Take Vehicle To Contract Vendor At Scheduled Time

▪ Provide Vehicle And WO To Vendor

▪ Discuss Additional Work And Resolve▪ Update WO And Fuel Mgmt System As Needed

▪ Discuss Notification And Operator’s Schedule▪ Discuss Possible Dates And Times To Schedule Maintenance With Contract Vendor

Free Of Other Issues?

▪ Contact Fleet MgrCONTACT

DISCUSS/UPDATE

COMPLETE/NOTIFY/PICK-UP

NO

Q1- Annual Maintenance Cost (per Vehicle)

▪ Create A Work Order And Identify Vendor▪ Specify The Scope Of Work For Contract Vendor▪ Print Out Work Order And Give To Operator

▪ Complete Pre-Op Checklist On Vehicle And Report Issues To Fleet Mgr

▪ Operate Vehicle Per Oper Guidelines ▪ Take Vehicle To County Pump For Gas▪ Insert Key Into ProKee System▪ System Checks For Maintenance Needs

YES

▪ Receive Vehicle And WO▪ Inspect Vehicle For Other Issues

MAINTAINED

NO

YES

▪ Complete Authorized Vehicle Work▪ Notify Operator When Complete▪ Operator Picks Up & Signs For Vehicle

▪ Operate Vehicle & Report Any Problems

▪ Travel To Contract Vendor On Fridays And Secure Invoices For Vehicle Work

▪ Update Vehicle Record And System▪ Process Invoice For Contract Vendor Payment▪ Review Vehicle Leaderboard Qtrly For Additional

Actions (Transfer, Replace, Etc)

Q2- Maintenance Cost per Mile

Q3- Annual Fuel Cost (per Vehicle)

Q4- Fuel Cost per Mile

Q5- Annual O&M Cost (per Vehicle)

Q6- O&M Cost per Mile

Q7- ReSale Value / Annual O&M Cost

Q8- % of Planned Utilization Q9- # of Work Order per 5000 miles

OPERATE

TRAVEL/UPDATE/

PROCESS

Standardize Countermeasures

The team revised

indicators and

incorporated the

improvements

into the Process

flowchart.

24

The team

looked to

standardize the

Indicator

monitoring

21.,22.,23.

Identify Lessons LearnedLessons Learned

3) Lean Six Sigma needs to be the approach utilized by the County to

achieve continuous and long term process improvements.

2) Using the Lean Six Sigma tools and techniques helped us find the

Actual Root Cause(s) …which were different from what we initial

perceived.

25

Next Steps

1) Continue to monitor the countermeasures

and performance results.

1) Learned that Lean Six Sigma can help organizations improve their

Key Metrics, Scorecards and Strategic Goals.


24.,25.

4) Data quality is an important success factor for problem solving. The

light fleet data was in a summary format and needed to converted to

detail info by vehicle before problem solving could proceed.

Six Sigma DMAIC Improvement Story - flbenchmark.org101652CD-38DF-4EBF-A75F...Six Sigma DMAIC Improvement Story Ed Matthews (Sponsor) Cash For Clunkers Last Updated: 3-14-17 Facilities

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