Fleet Manager as Gate Keeper. The Voice of Reason

Transcription

1 Fleet Manager as Gate Keeper The Voice of Reason

2 Topics: Fleet Manager as Gate Keeper Fleet s Role > Specification Process Specification Process Recommendations Options To Consider Or Not Recap Takeaways

3 Do You Agree?? Citizens Trust that Government is well run and a Good Steward of their Tax Dollars Or Citizens Want to Trust and Hope We re Good Stewards

4

5 Fleet Manager as Steward What is Stewardship? The conducting, supervising, or managing of something; especially : the careful and responsible management of something entrusted to one's care Merriam Webster Dictionary

6 Fleet Management = Stewardship Conduct Fleet Management Policy Supervise Staff & Operations Assets - Entrusted to Your Care Fiscally Responsible Operationally Savvy Protect Taxpayers Investments People/Facilities/Inventory Vehicles

7 Protecting the Taxpayer s Investment? Skilled/Well Trained Staff Maintenance Proficiency Quality Spare Parts Balanced Approach Safe Practices Maximize Warranties & Policy Adjustments Policies > Oversight Sensible Vehicle Selection

8 Takeaway #1 Management = Stewardship Your Stewardship Responsibility? Protect Taxpayer & Department

9 Vehicle Selection & Specification Fleet s Role?

10 Walking the Line??

11 How to Become the GateKeeper Without Becoming the Villain Getting A Seat at The Table

12 Do You Have a Seat at the Table?? Who are the Players? Who Owns Rolling Stock? Who Owns Specification Process? Who Controls the $? Who Makes the Final Decision? Fleet s Role?

13 Of Course Fleet Belongs Fleet = Subject Matter Expert Objective Outlook Guard Against Craziness Availability Accountable Interests = Mission Own Fleet Exercise Stewardship Responsibilty Voice of Reason

14 Who Owns the Fleet Where Does Custodial Control Rest? User Department? General Fund? Fleet? It Should Be Fleet s Responsibility

15 Fleet Should Own!! Here s Why: Utilization Management Vested Interest in Fleet Efficiencies Control Fleet Narrative Assure Specification Reasonableness Objectivity Exercise Greater Asset Protection Unify Vehicle Accountability Utilization Safety Cost Maintenance Fuel Ops.

16 Takeaway #2 Fleet should Own the Rolling Stock

17 Specification Process

18 Typical Decision Tree User Department Specify Purchasing Buys Fleet Receives

19 Fleet Controls Process User Request Fleet Specifies Vehicle Purchase

20 Specification Realities Vehicles are Tools Not Entitlements Not Fashion Statements Mission Specific vs Wish List Users Know Business You Know Fleet Assure Fleet Needs Covered Voice of Reason - Fleet Best Value = Best Purchase

21 Specifications Must: Model Users Needs (not Wants) Reflect Fitness for Use Mission Capable Not Over-Capable Conform Legally Parallel Fleet s Maintenance Capabilities

22 Specification Objectives Maximize Taxpayers Value Best Tool = Best Service Mission Specify vs Wish List Avoid Costly Over-Specification Key Ally Adequate Justification Buyer for Educated/Considered Resale Best Value = Best Purchase

23 Takeaway #3 Primary Objective is: Maximize Taxpayers Investment User Need Not Want

24 Fleet Controls Process User Request Fleet Specifies Vehicle Purchase

25 Takeaway #4 Fleet Should Control the Specification Process

26 Process Suggestions Written/Formal Requests: Applies to Additional & Replacement Units Require Specifics Specification = Standard + Options Why? Intended Use or Mission Profile Budgeted (Y/N) Operator Fuel Maintenance Admin Costs

27 Process Suggestions: Request Originates at User Level Ends at Fleet for Review/Approval User Meetings Encouraged Fleet Review Committee Final Decision Fleet Director Purchasing Director Finance Director

28 Design for Six Sigma Process Capture Customer Requirements Analyze/Prioritize Requirements Develop Preliminary Specification Flow Down Requirements - System Level > Options > Components > Upfits > Maintenance Project Vehicle s Capabilities and Alternatives Highlight Gaps Requirements vs Capabilities Act on Gaps, if any Establish Final Specification

29 Takeaway # 5 Establish a Fleet Review Committee: Objective Evaluation No Skin in the Game Share Common Goal to Spend Wisely Prevents Fleet Bad Guy Rep Shares Responsibility Shares Accountability

30 Spec Writing Alternatives: Detailed Specification: Time Consuming Review Process Cumbersome Encourages Bias May Require Justification Increase > $ Delay Delivery Skin in the Game? Everyone!

31 Spec Writing Alternative Performance Based Specification Outlines Performance Expectation Takes Time Up Front Mandates OEM Ownership - Process Produces Best Value Less Skin in Game Discourages Bias OEM Accountable

32 When Performance Based Specification Matters: Vacuum Trucks Track, Wheeled, All Terrain Excavators Off Road Dump Trucks Refuse Trucks (esp. Side Loaders) Fire Apparatus Brush Trucks Mobile Command Centers

33 Expected Impact - Upcoming CAFÉ Standards Applies to Cars, Lt Trucks, Med Passenger Vans(< 10Kgvw) Powertrain Improvements Weight Reduction Improved Aerodynamics Hybrids/Electrification (Incentives) Broader Start/Stop Availability (2.7L Eco) A/C System Changes for Offset Credits Lower Hydrofluorocarbons

34 Options To Buy Or Not += Yes - = No Fleet Director as Gatekeeper:

35 Tool Boxes and Technicians have Come a Long Way Baby

36 - Bed Liners Why Protect the Bed for the Next Buyer?? No Benefit at Resale Users Don t Care Why Spend $

37 +/- 4x4 Option Must be Justified All Users Vehicles? History of Winchouts or Tow Incidents? Documented Usage True Story

38 + Spare Tire Easier to Find Someone with a wrench than Someone with a Tire/Wheel and a wrench. Add F/ S Spare when Available. Heavy Trucks Too Recaps for New on H/D

39 + Extended Range Fuel Tank Fewer Refuels > Greater User Productivity Greater Range (36 vs 23 gal. Ford) Adds Fuel Storage - Emergencies

40 + Safety Items? Daytime Running Lights, even if optional BLIS Blind Spot Info System - Aftermarket Service Body LED Lighting Telematics Aftermarket Solution Rear View Camera Service Body too Auto On HL w/wipers CWS & LDW - Aftermarket

41 + Downsize Objective = Smallest Vehicle 1 Ton > ¾ Ton Saves $.02 - $.05/mile SUV to Sedan Saves $.03 $.06/mile 11 Service Body to 8 Service Body Saves $.08 - $.12/mile ½ Ton Van to Transit Saves $.14/mile Capital Savings? $Thousands. Fuel Savings Too

42 +/- Other Considerations - Electric Bumper Winch + Power Eq. Grp w/trailer Tow (-$500) + 2.7L Ecoboost w/start-stop + Side Air Bags + Aux Power for Laptop + Robust Service Bodies Move to Sub. Chassis Crane? Extra Battery Aux Power/Inverters

43 - Diesel Engine < F650 $7200 Option / Unrecoverable Diesel MPG - Little or No Advantage Hard Parts > $ Routine Service > $ SCR System Effect DEF + Maintenance No Advantage Even at High Mileage or Constant Towing 6.8L Gas Std F-550

44 Takeaway #6 Spec for Efficiency Not Emotion Justify Justify Justify

45 Takeaways: 1. Fleet Management = Stewardship 2. Fleet Should Own All Rolling Stock 3. Balance - Taxpayer & User Department 4. As SME Fleet Controls the Spec Process 5. Fleet Review Committee 6. Spec for Efficiency Not Emotion

46 Topics: Fleet Manager as Gate Keeper Fleet s Role Specification Process Specification Process Suggestions Options To Buy Or Not Takeaways (6)