Vehicle Management: Asset Information Basics

Transcription

1 Vehicle Management: Asset Information Basics Host Today s Webcast Vehicle Management: Asset Information Basics Miranda Voelz Client Services Manager J. J. Keller & Associates, Inc. Support (800) Technical information Today s Webcast 1

2 Technical information Today s Webcast Presenters Today s Webcast Vehicle Management: Asset Information Basics Adam Posegate Client Service Specialist J. J. Keller & Associates, Inc. Support (800) Presenters Today s Webcast Vehicle Management: Asset Information Basics Tom Bray Editor, Transportation Manager J. J. Keller & Associates, Inc. 2

3 Reminder Today s Webcast Agenda Today s Webcast How to start Regulatory requirements Unit Service Registration transactions Permitting Fuel Tax Program Setup Vehicle Management Unit Type Pre-service checklists Renewable checklists Custom fields 3

4 Vehicle Management Setup video demonstration Poll Question #1 How do you manage your vehicle compliance information? Encompass /VMO A spreadsheet or calendar Paper files We don t track our vehicles Entering units Manual entry Spreadsheet Vehicle Management 4

5 Vehicle Management Manual Entry video demonstration Vehicle Management Spreadsheet import video demonstration Renewable Checklist Unit Service 5

6 Inspection Information Unit Service Out of Service Information Unit Service Alerts Unit service 6

7 What is this? Title, License & Registration Permitting Renewable Checklist Permitting Poll Question #2 What do you use for IFTA tracking? Encompass /FTMO Spreadsheets Internal system Third party service Other 7

8 Trip Entry Options Fuel Tax Data Verification Fuel Tax Fuel Tax Trip entry video demonstration 8

9 Fuel Card Providers ComData EFS Fleet Tech Fleet One Shell TCH Trans-Platinum Fuel Card Import Fuel Tax IFTA Reporting video demonstration Best Practices Enter trips weekly Fuel card import Don t purge data Fuel Tax 9

10 When was your last IFTA audit? Within 6 months 6-12 months 1 3 years 4 10 years Never been audited Poll Question #3 The basics Best practices Regulation Equally import Structuring a maintenance program The carrier is allowed to determine inspection, maintenance, and lubrication schedule, and checklist requirements Should be based on OEM recommendations, past experience, and other factors. Once established, the schedule must be followed 10

11 Structuring a maintenance program Typical systematic program (complete with supporting checklists): Use of a Preventive Maintenance Schedule (PM) with timing based on miles or hours and work. Inspection and maintenance based on established company-established checklists. PM involves inspection, maintenance, and the removal and replacement of components based on mileage or cut-off points (example: steer tires to be removed at 8/32 tread). Typical program: PM-A, PM-B, PM-C, PM-D, etc. PM-A Check out or Safety check Inspection of key components, and lubrication. Typically ½ of oil change interval or each time the vehicle leaves or enters terminal. PM-B Oil change and service. All PM-A items plus additional items. Scheduled replacement of certain components. Oil change. More in-depth inspection of some components (removing covers, etc.). Normally done at recommended oil change interval 11

12 PM-C Annual inspection. All PM-A and B items plus additional items. More in-depth inspection. Replacement of specific parts. FMCSA required annual inspection. PM D Special or seasonal (depending on fleet) Example: Winterization Can be done in conjunction with other PM Other PM Some fleet continue program using up to PM K (scheduled engine replacement) 12

13 It all fits together Carrier performs PM often enough to avoid problems PM checklists make sure necessary items are being checked and replaced Drivers are performing daily inspections and reporting problems immediately Dispatchers and drivers make sure the vehicles are getting in on time for PMs Poll Question #4 How does your company track maintenance? Encompass /MMO Maintenance Manager software Spreadsheets/Calendars Paper files I don t know Creating a PM Schedule 13

14 Creating a PM Schedule How do you know it s working? Follow through Monitoring and tracking Taking action on results Records Documents to track closely: Unscheduled and on-the-road repairs Repairs performed during PM (are defective parts turning up during PMs?) Driver write-ups (are drivers missing critical vehicle problems during their inspections) Group performance for groups of matched units Compliance rate with PM schedules 14

15 Poll Question #5 What percentage of your fleet has been placed out of service in the last 12 months? 0 20% % % % % Poll Question #6 Have any of your vehicles been placed out of service more than once in the last 12 months? Yes No Paperwork Adding attachments video demonstration 15

16 Reporting PM status report You ve got questions Questions Ask them! 16

17 Follow up Thank You 17