FASTER National Conference High Tech

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FASTER National Conference High Tech High Touch

• New Initiatives at Loudoun County Virginia

By Kent Carneal, Fleet Maintenance
Supervisor and John Mercer, Fleet Account Clerk
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A little about Loudoun County

• The Consolidated Fleet numbers as of June 30,
  2008
• Consolidated Fleet Size 2,364
• Employee Count 60
• Fleet Usage (miles) 25,116,464
• Fleet Availability 96
• Production Hrs Billed 61,940 or 84
• Scheduled vs. Unscheduled Hours 75 / 25
• Billing (including 8M in fuel) 15,368,782
• Inventory Value 478,579
• Physical Inventory Turns 3.4
• Inventory Net-Value Turns 4.9
• Warranty Recovery 331,800

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Loudoun has been in the Top 5 Fastest Growing US
Jurisdictions since 1996

• What does that mean?
• In 12 years from 1996 to 2008
• Fleet Growth 814 to 2,364
• Fleet Miles 9.6M to 25M
• Fuel Gallons 720K to 2.75M
• Employees 20 to 60

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Fleet Growth Chart
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Organizational Growth

• As demand increases

2364
1812
1208
814
You Must Change!
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A Period of Fast Paced Change

• In a 16 month period from Aug 06 to Dec 07
• Implement Faster Payment Module, 8/06
• Began Heavy Shop Second Shift, 8/06
• Implement Automated Payment Transfer, 11/06
• Implement Core Credit Demand Tracking, 3/07
• Opened 10,000 sq/ft Addition at our Main Facility
  including a relocation of our Tire Shop, 8/07
• Began operating a Radio Shop, 9/07
• Began Light Vehicle Shop Second Shift, 12/07
• Began Imaging Work Orders and Payments,12/07

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Two New Initiatives

• Implementation of the FASTER Payment Module
• Core and Credit Demand Tracking

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Invoices are Pulled into Payment Table
Part Receipts
Payment Records
Credit Invoices
Sublet Invoices
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So what?

• Before Payment Module
• Invoices keyed for Parts Sublets
• Invoices keyed again in the Business Office
• Invoices keyed a third time at Accounting
• With Payment Module ( transfer utility)
• Invoice Information keyed one time!
• Every dollar is accounted for (paid or unpaid)
• Because we have the data reporting is possible

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Core and Credit Demand Tracking

• Prior to Payment Module
• We did not receive cores and returns into
  inventory
• Part Issue Returns were returned to inventory
  then the receipt record was deleted to remove it
  from inventory
• The original invoice would be held until a credit
  was received then both were processed for payment
• If a credit never came through, the invoice would
  eventually be paid
• I assumed a 95 to 98 percent recovery with this
  process

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Have you ever heard the phrase, Trust but
verify?

• NOW
• We receive all parts and cores into inventory
• Part returns and Cores are in inventory until
  they leave the building
• All Returned items are Transferred to Vendor and
  a Pending Credit is created in FASTER
• Once a credit invoice is received a Credit Record
  is created and the associated Pending Credit is
  deleted
• Actual Credit Recovered is much higher than before

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New Part Generator
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Process Review

• Receive Cores into Inventory
• Attach the Barcode Label to a Core Tag and record
  the Vendor , Invoice and Amount
• Attach the Tag to the Part
• Issue Part (We dont issue the core, but probably
  should)
• Core is returned to Parts by Technician
• Transfer the Core to Vendor
• Create a Pending Credit
• Post Actual Credit Delete Pending Credit
• Check Your Work (Accuracy is Everything)

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• WHY DO ALL THAT WORK?!!!

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The Results
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The Difference is

• 44,000 or a 46 increase in credits recovered
  during FY/08
• Thats a lot more than a new pair of shoes
• 100 Credit Recovery Rate
• Short 0 out of 140,000 requested for FY08

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The Difference in a Nutshell

• We know where all our valuables are!
• All Items of Value (physical inventory on hand)
  are received into the FASTER Inventory Control
  System
• There is a record of every item that leaves the
  inventory (Part Issues and Transfers to Vendor)
• Credit Demands and Credits are posted
• All other Invoiced Items (/-) are transacted in
  FASTER and therefore in the Payment Module

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QUESTIONS ?

• Loudoun County Central Garage
• 703-771-6485
• Position Justification
• Job Description
• Process Cheat Sheet
• Pending Credit Report (Crystal XI)
• http//www.ccgsystems.com/notes08

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Do you know where your valuables are?