DECISION REPORTING

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DECISION REPORTING

• Presented By
• Mark Jerome Danny Brashear

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House Cleaning Rules

• Restrooms are located on the 2nd floor by the
  elevators and the stairs.
• 15-minute break around 1030
• Please silence all cell phones
• Turn in your comments cards. You can leave them
  here or you can put them in the box located in
  the Cyber Café.

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What Are We Going To Cover

• Standard Reports
• Plan Ahead
• Add Time On Your Calendar
• Share The Results
• Set Your Standard
• Raise The Bar

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Do you use the FASTER reports?

• Do you use the reports to monitor your processes?
  If not why?
• Does everyone have the newest RRXI Version
  2.1.1.5?
• 117 Standard 8 Motor Pool
• Why do I need to use the reports?
• What do you do with the reports?
• How do you share the results?

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Question?

• In what areas are you measuring your success as a
  fleet organization?
• What performance measures are required by your
  superiors?
• How do you advertise the benefits you provide for
  your customers?
• How do you measure day-to-day performance?
• How do you predict/project for the future?
• What are you doing to protect your organization
  from privatization/managed competition?

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REPORT RUNNER
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PARAMETERS
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SELECTING VALUES
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Which Equipment Reports?

• Equipment Reports
• 109 Equipment Replacement Report (15-points)
• 111 Equipment Replacement By Date
• 113 Equipment Usage
• 130 Mileage Exception
• 332 Fleet Availability

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109 Equipment Replacement

• What information does this report produce
• List of equipment due to be replaced on or before
  replacement date.
• Uses the 15-point system
• Points are accrued by
• Age 5-points
• Meter 5-points
• Maintenance Cost LTD Up to 10-points
• Who should run the report
• Fleet Manager
• How often should I run the report
• Yearly

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109 Equipment Replacement
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111 Equipment Replacement

• What information does this report produce
• List of equipment due to be replaced within the
  specified date range.
• Does not use the full 15-point system
• Replacement date is determined by
• In service date Life Expectancy In Months
• Who should run the report
• Fleet Manager
• How often should I run the report
• Yearly

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111 Equipment Replacement
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113 Equipment Usage Report
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113 Equipment Usage Report

• Why do I need this report
• Find the average usage per department
• Move vehicles around to even out the usage
• Identify high usage vehicles
• Adjust replacement schedule
• Are you UnderFleeted or OverFleeted
• When do I need to run the report
• Monthly and annually
• Who do I share the results with
• All your staff
• Customers so they can move vehicles around to
  even out their usage

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130 Mileage Exception Report

• What information does this report produce
• High low usage based on mileage
• You must set up the EEP codes first
• Possible errors in meter reading entry from fuel
  interface or work orders
• Who should run the report
• Shop Floor Manager and/or Fleet Manager
• How often should I run the report
• Monthly

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Set Up The EEP Code First
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130 Mileage Exception Report
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332 Fleet Availability Report

• Why do I need this report
• Share results with your customer
• Show them the high percentage of availability
• Determine if your customer is UnderFleeted or
  possible OverFleeted
• When do I need to run the report
• Monthly or quarterly
• Who do I share the results with
• Your customers
• All your staff

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332 Fleet Availability Report
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Which Technician Reports?

• Technician Reports
• 301 Technician Accountability
• 318 Technician Efficiency
• 321 Average Repair Time Cost
• 330 Technician Productivity
• 334 TWS Review

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301 Technician Accountability

• What information does this report produce
• A bar graph to display the difference in labor
  hours per Technician
• Direct vs. indirect labor hours
• Hours logged onto a WO vs. hours available
• Who should run the report
• Shop Floor Manager
• How often should I run the report
• Weekly and/or monthly

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301 Technician Accountability
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301 Technician Accountability
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301 Technician Accountability

• Why do we need this report
• To provide direct vs. indirect labor hours
• Provide of jobs completed
• When to run the report
• Weekly or monthly
• Share your results
• Set standards for your shop and display the
  results for your Techs to review and give them a
  goal to shoot for

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318 Technician Efficiency Report
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318 Technician Efficiency Report

• How do I start?
• First you need to know your average time spent on
  each job
• Next you need history
• Where do I start?
• Run the 321 Average Repair Time Cost Report
• Use the report to set your new RLS codes
• You can also use these numbers to compare your
  staff of Technicians against the industry
  standard

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321 Average Repair Time Cost
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How To Set Up Your RLS Codes
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Set Your RLS Codes
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318 Technician Efficiency Report
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318 Technician Efficiency Report

• What information does this report produce
• Maintain consistent standards of performance for
  technicians
• Indentify possible problems where work is done
  above or below the time or dollar standards
• Indentify need for training for certain repairs
• When to run the report
• Run this report yearly to compare your
  Technicians with each other

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330 Technician Productivity Report

• What information does this report produce
• Shows both billed labor hours and paid hours
• Shows labor cost per Technician
• Shows direct and indirect labor
• Shows total productivity per Technician
• Who should run the report
• Shop Floor Manager and/or Fleet Manager
• How often should I run the report
• Monthly and yearly

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330 Technician Productivity Report
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330 Technician Productivity Report
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334 TWS Review Report

• What information does this report produce
• List of daily activity per Technician for direct
  and indirect labor
• Shows any time listed as over time
• Total break down per Technician
• Complete list of repairs per transaction
• Amount of time per repair
• Who should run the report
• Shop Floor Manager and/or Supervisors
• Technicians to see their weekly progress
• How often should I run the report
• Weekly and/or monthly

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334 TWS Review Report
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334 TWS Review Report

• Why do I need this report
• See the number of billable hours vs. non-billable
  hours per Technician
• Display daily active per Technician
• Quickly find missing time for each Technician
• When do I need to run the report
• Weekly and/or monthly
• You need to pinpoint missing time frames

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Which Work Order Reports?

• Work Order Reports
• 304 Deferred Maintenance
• 309 Downtime
• 311 Active Work Orders
• 314 Possible Comeback

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304 Deferred Maintenance

• What are deferred repairs
• Outstanding repairs or issues for an asset
• Sticky note or reminder
• Service repair Bulletin
• How do I manage them
• Monitor the Deferred list weekly
• Work with your customers to schedule
• Schedule the vehicles to come in
• Who should manage them
• Your main front line staff member such as a
  Service Writer or Shop Supervisor

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304 Deferred Maintenance
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Shop Floor Manager
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309 Downtime Report

• What information does this report produce
• Shows amount of time as downtime vs. non-downtime
  or undefined time per department
• Ability to drill down into each department
• Who should run this
• Shop Floor Manager and/or Fleet Manager
• How often do I look at this report
• Monthly and/or quarterly

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309 Downtime Summary Report
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309 Downtime Report
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309 Downtime Report

• Why do I need this report
• Monitor your customers downtime per department
• Provide information to change your process to
  decrease the downtime for your customers
• Show your customers how well you are doing
• When do I need to run the report
• Monthly or quarterly
• Every time you change a process that may decrease
  downtime to your customer
• Who do I share the results with
• Your customers
• All your staff
• Set goals to meet

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311 Active Work Orders

• Why Active Work Orders
• Current or Outstanding work for your shop
• How long as that equipment been here
• Minimize your down time
• Who should track these
• Shop Supervisor and/or Lead Technicians
• How often do I look at them
• Daily at the beginning of a work shift

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311 Active Work Orders
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314 Possible Comeback

• What information does this report produce
• Possible repeat repairs
• Possibility of more than one WO open at a time on
  the same equipment
• Possible part failure
• Possible misuse of vehicle
• Possible wrong vehicle for the job
• Who should track these
• Shop Floor Manager or Shop Superintendent
• How often do I look at this report
• Monthly

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314 Possible Comeback
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Which Parts Reports?

• Parts Reports
• 205 Orders Not Received
• 206 Parts Order Recommendation
• 219 Parts Obsolescence
• 222 Inventory Movement
• 229 Parts Inventory Turns

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205 Orders Not Received

• What information does this report produce
• List of parts that are outstanding
• List of back ordered parts
• List of parts ordered for a Work Order and/or
  Technician
• Who ordered the parts
• Order number and PO number
• Who should run the report
• Parts Manager
• How often should I run the report
• Daily and/or weekly

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205 Orders Not Received
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206 Parts Order Recommendation

• What information does this report produce
• Parts that need to be ordered
• Based on
• Current stock level
• Minus parts on order or back order
• Up to your max limit
• Only included Stock parts
• Primarily vendor not needed
• Shows last issued
• Times issued YTD
• Alternate part
• Who should run the report
• Parts Manager
• How often should I run the report
• Daily and/or Weekly

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206 Parts Order Recommendation
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219 Parts Obsolescence

• Why do I need this report
• Locate parts no longer needed
• Reduce your inventory
• Special ordered parts that didnt get issued
• List stock and/or non-stock
• Who should run the report
• Parts Manager
• When do I need to run the report
• Quarterly

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219 Parts Obsolescence
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222 Inventory Movement

• What information does this report produce
• Physical movement for last month, 3-months,
  6-months year
• Receipts
• Returns
• Transfers
• Issues
• Indentify if a part needs to be stock or
  non-stock
• Fleet inventory cost without markup
• Who should run the report
• Parts Manager
• How often should I run the report
• Quarterly

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222 Inventory Movement
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229 Parts Inventory Turns Report

• What information does this report produce
• Only includes stocked parts in A active status
• Report will include 365 days from the starting
  date you entered
• List parts that you may need to stock more of
• Locate parts that you may need to reduce the
  amount of inventory
• Provides an overview of your Parts Room
  efficiency
• Who should run the report
• Parts Manager
• How often should I run the report
• Quarterly

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229 Parts Inventory Turns Report
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Which Fuel Reports?

• Fuel Reports
• 402 Fuel Meter Override Review
• 406 Equipment Without Fuel Transactions
• 407 Equipment Fuel Usage Report (NEW)

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402 Fuel Meter Override Review

• Why do I need this report
• Vehicles or employees providing wrong meter
  readings
• Verify meter history
• When do I need to run the report
• Same as you run your download daily, weekly

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402 Fuel Meter Override Review
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406 Equip. Without Fuel Transactions

• Why do I need this report
• To locate vehicles with no fuel transactions
• Identify possible under utilized vehicles
• Identify inaccurate information found for Card
  Sharers for fuel usage, MPG, CPM calculations
• When do I need to run the report
• Yearly
• As needed to find vehicle with no fuel
  transactions
• Who do I share the results with
• Shop Supervisors and Managers

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406 Equip. Without Fuel Transactions
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407 Fuel Usage Report-(new)

• Heres a new report coming out in our next
  release.
• Reports shows
• Amount of fuel used
• Total cost of fuel
• MPG
• CPM

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407 Fuel Usage Report-(new)
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407 Fuel Usage Report-(detail)
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Report Fixes Updates?

• Where can I find them?
• www.ccgsystems.com
• Secure Customer Log In
• Report Corner

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Did you know?

• We have
• 117 Standard Reports
• 8 Motor Pool Reports
• 2 New Fuel Reports (next release)
• Submit a Report Request
• CCG publishes an RRXI update quarterly
• You can be added to this list

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What Did We Cover

• Standard Reports
• Plan Ahead
• Add Time On Your Calendar
• Share The Results
• Set Your Standard
• Keep raising The Bar

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Questions?

• And finally.

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Contact Information

• Mark Jerome Danny R. Brashear, CEM
• Senior Fleet Consultant Senior Fleet
  Consultant
• direct 469.293.6364 direct
  931.364.3502
• Cell 972.824.0943 toll-free
  888.393.4939
• fax [phone] fax
  757.625.5114
• mark.j_at_ccgsystems.com danny.b_at_ccgsystems.com
• CCG/FASTER Trust us to be there
•