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Aaron Alvarado

Fleet Manager. City of Tempe. Aaron Alvarado. City of Tempe. Fleet Size: 1100 Employees: 30 Number of Maintenance Facilities: 2 Budget: 6.5M Vehicle Replacement: 1.2M FMIS: Asset works Fleet Focus M4 (Transitioning to M5 2012/13)

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Aaron Alvarado

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  1. Fleet Manager City of Tempe Aaron Alvarado

  2. City of Tempe • Fleet Size: 1100 • Employees: 30 • Number of Maintenance Facilities: 2 • Budget: 6.5M • Vehicle Replacement: 1.2M • FMIS: Asset works Fleet Focus M4 (Transitioning to M5 2012/13) • Fuel system: Asset works, Fuel Focus & Pneumercator, 3 metered w/ICU, Capital Improvement Project for 12/13 funds 7 other sites to be integrated to network • In house parts operation 187k inventory O/H • Zonar, GPS Insight & Utilimarc

  3. Background • Currently Fleet Manager City of Tempe, AZ • 2009-10 U.S. Army Deployed to OIF as Battalion Maintenance Officer (BMO) 541st CSSB, Ft. Riley KS • 2005-2010 Shop Supervisor, City of Glendale, AZ Fleet size 1450 • 1996-2005 Heavy Mobile Equip Repairer Supervisor, Dept. of Army, 2500+ pieces of equipment for deployment to OIF & OEF • 1989-96 USMC, Combat Engineer (Desert Shield/Storm, Japan, Korea) • AZ Army National Guard, Maintenance Warrant Officer (Retired, CW3, 2010) • EDUCATION • MBA Public Admin • B/S Management • 915 E Warrant Off. Adv. Course • A/S Auto Diesel Technology

  4. Fleet Benchmarking for Advanced Decision Making • Fleet Benchmarking does not have to be complex, seek out industry standard or best practices and start with a goal in mind. X to Y by When? (X=where your at today, Y=where you want to be, by When) • Benchmarking is the process of comparing one's business processes and performance metrics to industry bests or best practices from other industries. Utilize industry standard to measure from.

  5. Fleet Benchmarking for Advanced Decision Making • Measure items in your fleet that have some relevance to the executive management team • Have common procedures to methodically organize your data, template and define data criteria • Present often as possible to executive staff to drive your point home, i.e. State of the Fleet address etc..

  6. What’s worth Benchmarking? • Possibilities include: • productivity measures • CPM/CPG/CPH • idle time • vehicle lifecycle cost • downtime • turn around time • PM compliance

  7. What’s worth Benchmarking? • Each fleet operation is unique, recommendation: Define the key objectives and benchmark what is most important to your organization. (top 100) • Productivity • PM Compliance • Quick & Efficient • DIRFT • Staff Development

  8. Benchmarking process • The results from benchmarking: Better understanding of your operations true performance • Define each aspect of what you are going to measure and ensure you make it clear as to what goes into your study. • Identify similar operations to gather data from, or benchmark similar equipment in your fleet

  9. Terminal Learning Objective(TLO) • Task-Overall learning objective is to precisely benchmark key indicators of your operation that are observable and measurable and report out. • Condition- In a shop setting utilizing FMIS, Telematics, or any other means of gathering data. • Standard-Industry benchmark standard, such as labor rates, vehicle equivalency etc.

  10. Benchmarking Process

  11. TLO Flowchart

  12. Trend Analysis in Benchmarking • Displaying trend analysis can reinforce your position and pin point poor performance in certain areas. One can act on these indicators quickly to make immediate changes. • Pulling the data over a period of time can show high level maintenance trends excessive downtime etc. that are costing your organization money • In addition, these trends can pinpoint where you spend excessive manpower on repairing a certain type of equipment

  13. Trending Data Analysis

  14. Vehicle Benchmark analysis • Determine what variables will go into your analysis: • Vehicle type • Year • Annual miles • Purchase price • Fuel cost • Parts cost • Depreciation • Interest • Inflation rate • Insurance cost

  15. COT Breakdown 2000> vehicle cost summary Targeted vehicles indicate higher than usual O&M cost

  16. FY 2010 Maintenance Cost Comparison by Class

  17. The Raw Data

  18. Sorting the Data

  19. Trending

  20. Trending (cont.)

  21. Graphical Representation Source: H. Greene & R.E. Knorr, Managing Public Equipment, American Public Works Association, KS, 1989

  22. Baseline Summary

  23. Final Decision Based on analysis Data represents a higher than normal operating cost over period of time and for certain classification of vehicles, analysis indicates an approximate target date for disposal You now can see the representation and determine if retention or replacement is warranted Typically decisions that are made either way benefit the fleet manager as long as its documented

  24. Course of Action (COA) on benchmark results

  25. Benchmarking Idle Time by date range example

  26. What actions increase/decrease idle time? Overall Objective

  27. Gather information and begin the sorting process

  28. Benchmarking Idle Time

  29. Practical Exercise Sort & Graph Data

  30. Enabling Learning Objective (ELO #1) Using idle information from Zonar, export, sort data, make table and graph

  31. Remove data not relevant to you’re your briefing

  32. Define Header for information you want to display graphically • Asset No. • Max Idle • Zone • Total Idle • Total Cost

  33. Add table to data sheet to sort quickly Step 2 Under “Insert” Tab click “Table” icon Step 3 After clicking on “Create Table” pops up. Check box “My table has headers” Click on OK Step 1 Highlight any cell in the data range

  34. Once Table is generated, sort any tab by using the dropdown in any category Step 1 Hit Total Cost Dropdown arrow Step 2 Sort as required “Largest to Smallest” etc.

  35. Sorted by largest to smallest “Total Cost”

  36. Graphical Representation(spreadsheet example)

  37. Course of Action (COA) on benchmarking data

  38. Graphing Data Practical Exercise

  39. Enabling Learning Objective (ELO #2) Task: Using database information in excel format reconstruct into a graphical representation for analysis and presentations to executive staff.

  40. Practical Exercise Double click in spreadsheet to open Excel Document

  41. Highlight your data you intend to graph

  42. Practical Exercise (cont.) Once data is highlighted, push “F11” to generate the graph. Clean up your axis to indicate Year & Legend

  43. Practical Exercise (cont.) Hit the “Select Data” Icon

  44. Practical Exercise (cont.) Hit “Edit” Button *Note* this will be your Horizontal axis labels

  45. “Select Range” Dropdown

  46. Range dropdown moves to “Axis Label” Select the “Data” tab on bottom

  47. **Note** Cells in “Axis Labels Change with Data range Step 2 Click the “Go To” red button to get back to the Axis Lables Step 1 Highlight “Year” range for Axis Labels

  48. Hit “OK” when complete

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