Basic Shop Management

1. Basic Shop Management Fleet Management The Attention is in the Details

2. Welcome • The purpose of our session today is to give you a solid overview of what it takes to manage a shop from an administrative perspective • Shop management are those things that happen within your building pertaining to vehicle repairs. • Fleet management are the components of managing a fleet of vehicles to maximize their life cycle.

3. Overview-Administrative • Physical Plant • Tools and Equipment • Inventory • Fiscal Practices • Preventative Maintenance philosophy • Maintenance Cost Tracking • On Demand Maintenance • Major Maintenance

4. Overview-Administrative • Shop Staffing and Organizational Structure • Life Cycle Purchasing • Training • Measurable Outcomes • Shop management • Risk, Safety, and Ecology • Other • Work time calculations

5. Overview - Shop • Fuel Facilities • Washing and Cleaning • Parking • Vendors • On Demand Maintenance • Major Maintenance • Road Calls

6. Physical Plant • Determining Bay utilization • Number, Size • Heating and Lighting • Doors and access • Outlets • Air, Water, Electrical • Security – • Government projects • Access • Layout efficiency • Cleanliness • Floor, between bays, storage areas, walls

7. Physical Plant • Welding • Sand blasting • Grinding • Machine work – lathe? • Tire storage • Fastener location – access and security • Storage – bulk equipment and parts • Power supply and back up

8. Tools • Small tools • Supplied by mechanics • Up to what size • Tool box and mechanic efficiency • Large tools • Power tools • Drills, power screw drivers • Specialty tools • Hoists

9. Equipment • Specialty Equipment • Oxygen/Acetylene, Grinders, Vices, Drill press, Air impact, Jacks, Jack stands, Engine pullers, on and on • Diagnostics equipment • Engine • Electrical • Shop truck • Large fully equipped or Small quick response • Tire equipment • Cost out recovery and return on investment

10. Inventory • Parts manager or buyer • LIFO or FIFO • On time delivery • Stock • Stock rotation • Shelf life • Layout and organization • Pricing and labeling • Tires and Tire management • Lubricants • House cleaning of obsolete or seldom used parts • Gaskets – in sealed compartment

11. Fiscal Practices • Budget • History of Expenditures • Record retention • Cost per mile • philosophy of direct and indirect costs • Formula • Miles per gallon • Shop labor rate • Formula • Purchasing order process • Inventory controls • Receivables • Count, check, and sign • Backorders • Track • Bidding • What to bid out, how, and when • Invoice processing

12. Preventative Maintenance • The foundation of your success in the shop!!!! • Goals, Plans, Objectives, Expectations • In Writing??? • Cycle/Schedule • Miles or Time • Maintenance records • Training • Cross check or sign off

13. On Demand Maintenance • Driver defect reports • DDR’s increase when PM declines • Road Calls • Predictor of the level of success of PM program • Road calls increase when PM declines • Establish a tracking system for road calls by type • How to schedule work for demand maintenance – see shop staffing and organizational structure

14. Major Maintenance • Look to vendors for work that will tie up shop bays and take time away from PM program • If you do not have a clean room nor high labor ratios it is not cost effective for engines, transmissions, and differentials • Warranties are critical • Note on work order in file jacket for future reference • Measure come backs or defect ratios • Expect quality to include appearance and cleanliness • Build an adequate spare factor to maintain your maintenance program • Ten percent of route buses is required for effective spare ratios

15. Maintenance Cost Tracking • Document, Document, Document • Protect yourself – reduced liability • Work orders are to be completed and signed • Cost per mile by • Vehicle • Group, type, or year • Fuel, oil, parts, tire, vendors, labor • Productive time • What is your ratio in your shop • 55, 60, 65, 70 percent?? • Fuel • Miles per gallon • Gallons consumed per week, month?

16. Shop Staffing and Organizational Structure • Number of buses and support vehicles • Hours per year by type to maintain • Number of bays • Shift hours • Number and type of trained personnel • Adjust shop schedules for bus run coverage as well as shop bay use • Understand FMLA, ADA, FLSA- Overtime, Contract, Board Policy, OSHA, DEQ, Workman’s comp, MSDS, • Structure to allow for shift autonomy

17. Training • Apprenticeship programs • NAFTA, Community Colleges, Trade Schools • ASE master technician • Fork lift training where applicable • Engine schools • Bus dealership opportunities • State Associations • U of W Maintenance conference

18. Measurable Criteria • Measurable outcomes • Metrics • Maintenance manual • Vehicle inspection tracking • Out of service criteria • System to ensure no use of vehicle when in OS? • Are any vehicles held OS for punitive reasons? • Life cycle costing • When to surplus • Predetermine age or miles • Bus specification development • Performance outcomes

19. Shop management • Tire management • Cost and accounting reconciliation • Back up personnel for help on projects – • Drivers with mechanical aptitude • Boiler certifications • ODE certified inspectors test

20. Risk Management, Safety and Ecology • Access to shop – by whom • Potential for injuries • Major disaster plan • Earthquake, bad weather – snow, ice, wind, bombs, • Hazardous waste generation • Shop floor scrubber • Coveralls, lockers, Lifting techniques, ear and eye protection, gloves, etc • Clean, bright, clear of obstacles • Fans, heaters, floor drains • Accident prevention

21. Other • Vehicle wash area • Who drives Buses through? • Junk inside other vehicles • Steam cleaning policy • No vacations the week prior to school start up unless all buses have been started and work orders and PM’s are at manageable level

22. Fuel Types • Gas • Diesel • Ultra low sulfur • Green Diesel • Bio-Diesel • CNG - Compressed • LNG - Liquid • Electric • Hybrids

23. FMVSS for School Buses Buses

24. Work Time Calculation • Work days per year based on contract • Number of sick days per year • Number of vacation days • Number of other leaves granted • Number of holidays

25. Work Time Calculation • Number of hours per shift • I.e. 8 hours plus lunch • Number of minutes for lunch • Number of minutes for breaks • Number of minutes opening and closing • Number of minutes for leaves • Number of minutes on floor • V.E.U. = vehicle equivalency units

26. Public Relations Customer Service Project a Professional Image “Your Tax Dollars at Work” Smile, Be Friendly... …even when you don’t feel like it! We are Part of a District-Wide Team