DECISION REPORTING Presented By: Mark Jerome & Danny Brashear

DECISION REPORTING

Presented By: Mark Jerome & Danny Brashear

House Cleaning Rules

• Restrooms are located on the 2nd floor by the elevators and the stairs.

• 15-minute break around 10:30• 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.

What Are We Going To Cover

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

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?

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?

REPORT RUNNER

PARAMETERS

SELECTING VALUES

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

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

109 Equipment Replacement

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

111 Equipment Replacement

113 Equipment Usage Report

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

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

Set Up The EEP Code First

130 Mileage Exception Report

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

332 Fleet Availability Report

Which Technician Reports?

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

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




• 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

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

321 Average Repair Time & Cost

How To Set Up Your RLS Codes

Set Your RLS Codes



• 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

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



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

334 TWS Review Report

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

Which Work Order Reports?

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

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

304 Deferred Maintenance

Shop Floor Manager

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

309 Downtime Summary Report

309 Downtime Report

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

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

311 Active Work Orders

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

314 Possible Comeback

Which Parts Reports?

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

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

205 Orders Not Received

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 #


• How often should I run the report– Daily and/or Weekly

206 Parts Order Recommendation

219 Parts Obsolescence

• Why do I need this report– Locate parts no longer needed– Reduce your inventory– Special ordered parts that didn’t get issued– List stock and/or non-stock


• When do I need to run the report– Quarterly

219 Parts Obsolescence

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


• How often should I run the report– Quarterly

222 Inventory Movement

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 Part’s Room efficiency


• How often should I run the report– Quarterly

229 Parts Inventory Turns Report

Which Fuel Reports?

• Fuel Reports– 402 Fuel Meter Override Review– 406 Equipment Without Fuel

Transactions– 407 Equipment Fuel Usage Report –

(NEW)

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

402 Fuel Meter Override Review

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

406 Equip. Without Fuel Transactions

407 Fuel Usage Report-(new)

• Here’s a new report coming out in our next release.

• Reports shows:– Amount of fuel used– Total cost of fuel– MPG– CPM

407 Fuel Usage Report-(new)

407 Fuel Usage Report-(detail)

Report Fixes & Updates?

• Where can I find them?

• www.ccgsystems.com

• Secure Customer Log In

• Report Corner

http://www.ccgsystems.com/

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

What Did We Cover

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

Questions?

And finally….

Contact Information

Mark Jerome Danny R. Brashear, CEMSenior Fleet Consultant Senior Fleet Consultantdirect: 469.293.6364 direct: 931.364.3502Cell: 972.824.0943 toll-free: 888.393.4939fax: 757.625.5114 fax: [email protected] [email protected]

CCG/FASTER – Trust us to be there

mailto:[email protected]

mailto:[email protected]

Documents

DECISION REPORTING Presented By: Mark Jerome & Danny Brashear