FLEET MANAGEMENT SYSTEM. The GOOD, the BAD and the UGLY

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F L E E T M A N A G E M E N T S Y S T E M

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F L E E T M A N A G E M E N T S Y S T E M

Outline of Presentation

Goals of today’s presentation Kelowna’s experience

RFP and RFP evaluation criteria The system we selected

Change management Results

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F L E E T M A N A G E M E N T S Y S T E M

THE GOOD:

Goals of today’s presentation. How to: Save money

Reduce greenhouse gas

Enhance risk management Improve productivity

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F L E E T M A N A G E M E N T S Y S T E M

THE GOOD:

Goals of today’s presentation. How to: Improve safety

Improve asset management

Exonerate and/or reward good staff

Prove to staff that a fleet management system benefits everyone

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F L E E T M A N A G E M E N T S Y S T E M

THE BAD:

Goals of today’s presentation: A tool that will easily identify:

Bad driving habits

Bad environmental practices Bad behaviour

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F L E E T M A N A G E M E N T S Y S T E M

AND THE UGLY:

Goals of today’s presentation:

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Kelowna’s experience:

Kelowna, Vernon and Penticton partnership Collaboration = better product

Better RFP evaluation Better pricing

RFP (best value) not a tender

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F L E E T M A N A G E M E N T S Y S T E M RFP - system requirements:

Real time tracking….live….follow on map Accurate base mapping and integration Mapping options … layering

Track entire fleet of vehicles and equipment Vehicle Recognition

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F L E E T M A N A G E M E N T S Y S T E M RFP - system requirements:

Engine Diagnostics User friendly

Automatic reporting

Ability for instantaneous feedback to driver When on board equipment is operating

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F L E E T M A N A G E M E N T S Y S T E M RFP - system requirements:

Enhanced safety

Identify poor driving habits Identify unnecessary travel

Able to expand to future fleet and contractors Able to efficiently deal with citizen complaints Risk Management / Litigation

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F L E E T M A N A G E M E N T S Y S T E M

Also consider Past Complaints / Issues:

Citizen doesn’t have a unit #, vehicle make or model and a poor description of the driver

Citizen complaints…speeding, dangerous driving, lengthy coffee and lunch breaks, joy riding, city driver gave me the finger, theft

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F L E E T M A N A G E M E N T S Y S T E M Request For Proposal (RFP)

Received 16 Proposals

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F L E E T M A N A G E M E N T S Y S T E M Evaluation (Ratings/Scoring):

1. Proponents experience & product knowledge 2. Quality & performance of equipment offered 3. References

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F L E E T M A N A G E M E N T S Y S T E M Evaluation:

5. Price of hardware and monthly airtime 6. Flexibility of carrier choice

7. Rate increases, guaranteed pricing term

8. Customer ownership of data, years of storage and customer access. Where is it hosted?

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F L E E T M A N A G E M E N T S Y S T E M

Successful Proponent - Advantage Tracking and system used is called GeoTab

Hardware cost $ 75,000 Installation cost $ 30,000

$105,000

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F L E E T M A N A G E M E N T S Y S T E M Details of the system we selected:

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F L E E T M A N A G E M E N T S Y S T E M

Personalized ID Key In Cabin Cradle

Insert ID Key into Cradle

Remove ID Key – must be removed before starting vehicle

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F L E E T M A N A G E M E N T S Y S T E M

What can be monitored:

Maintenance information engine diagnostics

Driver usage information

speed/idling/driving habits, accident re-creation, accurate reporting

Engine data

fuel consumption, greenhouse gas production, RPM, engine performance, preventative engine diagnostic codes

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F L E E T M A N A G E M E N T S Y S T E M

Vehicle location and routing information

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F L E E T M A N A G E M E N T S Y S T E M GeoTab - Driver Feedback

Driver Alerts (beeps) Speeding Hard starts/stops Hard turns Idling etc.

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More Ugly

During the RFP lots of rumors

Issues arise – “you don’t trust us”

Union won’t allow – this is a breach of privacy Don’t refer to it as AVL (automatic vehicle

locators) or GPS, those words are synonymous with “BIG BROTHER”.

These devices harm our health

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F L E E T M A N A G E M E N T S Y S T E M Manage Change

Educate all management first Educate Union

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F L E E T M A N A G E M E N T S Y S T E M Manage Change – Education

Educate in small staff teams or groups- max 20 Why we must change

Staff participation and staff support Knowledge of how to change

Ability for staff to implement change Reinforcement to sustain the change

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F L E E T M A N A G E M E N T S Y S T E M

Manage Change - What’s in it for staff?

Save money and ability to show value for

money. Enhanced taxpayer creditability!

Improved safety

Reduce carbon footprint

Rewards

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F L E E T M A N A G E M E N T S Y S T E M

Manage Change - What’s in it for staff?

Improved driver habits.

Exoneration

Staff are accountable & more efficient.

Pride!

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Manage Change - What’s in it for staff?

Enhanced risk management

Improved performance

Improved customer service

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F L E E T M A N A G E M E N T S Y S T E M

Manage Change - What’s in it for staff?

Training

Transitional period for staff to adjust

Better understanding of City’s goals &

vision

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F L E E T M A N A G E M E N T S Y S T E M

The Benefits to the City

More efficient routing = improved productivity Actual hours worked in an 8 hour shift increases Reduced idling = reduction in Fuel = $ Saving

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The Benefits to the City

Data for analysis and improvement

Improved habits

Improved risk management

In cab alerts reminder

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F L E E T M A N A G E M E N T S Y S T E M

The Benefits to the City

Automatic reports or dash boards Exception reports

Improved customer service

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F L E E T M A N A G E M E N T S Y S T E M

The Benefits to the City….involve and listen to staff

Staff meeting comments / suggestions:

Bumper stickers…”Restricted to speed limit to save you Money”

Many staff embraced but suggested a transitional period especially for alerts

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More of the GOOD

Staff meeting comments / suggestions:

Savings used to improve service levels Savings used to enhance safety

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Results

Without turning on the alerts 15% savings in fuel (month in 2011 compared to month in 2012) in some areas

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Results

One equipment operator reduced daily idling

from 3 hr per day (15 litres of fuel) to 1.5 hr per day (7.5 litres of fuel) = save $9.15 daily =

$2,287.50 per year by just seeing a report and no alerts…….simple communication

Or saving 1,875 litres of fuel per year

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F L E E T M A N A G E M E N T S Y S T E M

Results

Gas savings in first 4 months

saved $34,000 in fuel Public Works, Parks

and Landfill

Cost an extra $18,000 at 2 plants off site

Gravel Pit and Bio Solids plant?

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Results

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Conclusion…

Save Money

Reduce carbon footprint Improve safety

Improve productivity

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Conclusion…

Improve asset management How we are managing change Benefits to City and staff

Implementation without new funding

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Best

Excellence

Service

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C O N TA C T I N F O R M AT I O N

Joe Creron

Director, Civic Operations City of Kelowna

250-469-8833

jcreron@kelowna.ca

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