Vehicles management Procedures

May 2005

Logistic Department Action contre la Faim

Document revision history

Revision date 25/15/2004 01/05/2005 Author Logistic Department Logistic Department Summary of changes Initial release New format

Notes:

Table of contents:
1 - Introduction.............................................................................................5 2 - Organisation of the fleet.........................................................................5 2.1 Movement planning............................................................................5 2.2 Tools for organisation.........................................................................6 3 - Mechanical maintenance of the fleet......................................................8 3.1 General principles...............................................................................8 3.2 Tools for maintenance........................................................................8 4 - Administrative and financial management of the fleet...........................9 4.1 Administrative tools............................................................................9 4.2 Cost follow-up tools...........................................................................10 4.3 Mission fleet planning.......................................................................12 4.4 Budgetary allocation of the vehicles expenditures..........................12 5 - Archiving...............................................................................................14 6 - Standard forms within the Kit Log V 2.0...............................................14

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1 - Introduction
Fleet management can be defined as the procedures in place to guarantee a good utilisation and maintenance of the transportation means. The maintenance procedures used for the vehicles can also serve for the maintenance of all type of motorised equipment such as motorbikes, generators and hydraulic machines (mud pump, compressor etc.). For these specifics equipment, the maintenance protocol should be based on the technical notice provided by the constructor. The objectives to manage a vehicle fleet according to standard procedures are: To To To To ensure a good maintenance and a good follow up of the fleet control and follow the cost of the fleet optimise the use of vehicles according to the needs keep records about the fleet

The logistician on the base or capital is responsible for the fleet management. When the number of vehicles is important (above 10 vehicles) the management can be transferred to a fleet manager in charge of all the aspects: organisation, maintenance and administrative follow-up.

Spare parts stock management The management of vehicle spare parts has to respect Action contre la Faim standard storage procedures.

2 - Organisation of the fleet

2.1 Movement planning
A planning is essential for the coordination of movements. The typical example of a functioning without coordination is to send two vehicles in the same location at the same time while it was possible to combine the two movements in a single trip.

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The movement planning has to be prepared every week. Usually the logistician takes the opportunity of the base meeting to collect the information of the different departments and services for the next week. The logistician plans the vehicles according to the needs and according to the vehicles specificity (load capacity, driver experience, condition of the vehicle, communication equipment). The logistician has also to consider the maintenance and reparation schedule for the vehicles. It may happen that its not possible to answer all the needs; in this case the fleet manager has to set priorities and inform the employees. If the base requires additional vehicles or in case of a breakdown the rental of temporary support vehicles is an option which has to be approved by the Logistics Coordinator and the Administrator or the LogisticianAdministrator. The weekly planning has to be prepared on paper or on electronic file. The day before, the planning will be written on a board that all employees can access. It is essential to guarantee a good communication between the various departments and to give a feed back as soon as a change occurs. The board is frequently in the radio room or in the office hall. In the capital, movements are generally too difficult to forecast one week in advance due to unplanned meetings, traffic jam, plane delay, etc. The logistician prepares a planning for regular activities and will allocate the other vehicles according to the needs of the employees.

2.2 Tools for organisation

2.2.1 Transport Request

This form can be given to the departments and services in the view that they plan their movements and forward the information to the logistician. This form is optional and can be replaced by a point in the agenda of the weekly meeting. 2.2.2 Weekly planning

The electronic file of the Kit Log can be use to draft the planning, however it must be visible or communicated to the employees.

2.2.3

Authorisation for additional rented vehicle

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The fleet manager will use this form when the decision to rent a temporary additional vehicle is not approved at the base level. This can be prepared and sent by e-mail and returned by fax when validated.

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3 - Mechanical maintenance of the fleet

3.1 General principles
The mechanical maintenance has to be based on prevention and on effective reparations in case of breakdown or accident. The purpose is to establish a uniform schedule for preventive maintenance for all vehicles, in accordance with manufacturer and context requirement. Preventive maintenance and periodic inspection procedures help to prevent failures from occurring while the vehicle is being operated. Such procedures also reduce reliance on the driver, who may have limited skill and knowledge for detecting vehicle deficiencies, however drivers are still a vital element for a good fleet management. A driver is not only in charge of driving but he is also responsible of his/her vehicle, and filling vigilantly is logbook. A professional driver should have a mechanical knowledge to be able to report a minor problem before a bigger problem occurs. A good collaboration is needed between the workshop and the logistician to know: How long the vehicle will be under reparation? What will be the total repairing cost?

3.2 Tools for maintenance

3.2.1 Maintenance and repair sheet (Form N5)

When a driver notices a problem, he/she, as soon as possible, refers to the logistician. The Form N5 can be filled by the mechanic if the logistician ask him. The first page is an estimate to detail the work to be done and the needed spare parts; the second page is a synthetic report of the reparation. The logistics has to sign the first page before the work starts. Once work has been carried out, the mechanic carries out the final test. If the final test obtains a positive result, the mechanic takes back the Form N5; this card is then signed by logistics and filed in the corresponding vehicle folder.
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3.2.2

The Log book

This is the health book of a vehicle. It may be modified to fit any motorised equipment: car, motorbike, compressor, and generator All repairs and maintenance activities must be registered in the logbook (work carried out, spared parts used). The driver has to assist and to participate to his vehicle reparation (up to his own mechanical skills). The printed pages must be used for maintenance of A, B and C type and the blank sheets for any repair work. 3.2.3 Technical control form

The mechanics or logistician use this form for a technical control on ACF vehicles and also to assess the condition of a car before signing the rental contract.

3.2.4

The maintenance planning

The logistician or the fleet manager prepares a maintenance planning for all the vehicles under his responsibility. Ideally the Maintenance planning is visible on the fleet manager or logistician office to have a synthetic overview of the vehicles available for the operations.

4 - Administrative and financial management of the fleet

4.1 Administrative tools
The administrative follow up of the fleet is the consolidation of all official data, information and technical specifications. In case of robbery of a vehicle the gathering of this information is essential to claim insurance reimbursement and formulate a police claim. 4.1.1 Technical data of the vehicle (Form N1)

The Logistics Coordinator fills this form. Itll be the first page of the vehicle file, which regroups all the vehicle information: the photocopies of the vehicle documents, the depreciation card (if any).
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4.1.2

Inventory of the vehicle fleet (Form N2)

The Fleet inventory is a synthetic tool to summarise the essential information of the vehicles. The inventory is prepared at a base level and then is consolidated by the Logistic Coordinator to have the list for the entire mission.

4.2 Cost follow-up tools

The Logistics Coordinator needs to monitor the direct costs of the fleet, which are: - Fuel - Rental cost - Maintenance, reparations - Insurance and various taxes The maintenance and moreover the fuel follow-up are essential to prevent pilferages or abuses from private workshop. With all the information related to expenditures, the Logistics Coordinator can evaluate the running cost of the fleet and forecast it on the proposal submitted to donors. 4.2.1 The Fuel voucher

The use of the Fuel voucher is necessary in the case of external fuel intakes, in a commercial petrol station where Action contre la Faim has an account. Its a kind of External Order Form specific to the fuel. The fleet manager usually prepares the Fuel vouchers and the LogisticianAdministrator or Capital Logistician approves it. The Fuel voucher has three sheets: - The person authorising the intake keeps the original sheet. - The driver goes to the station with the 2nd and 3rd sheet. Once the vehicle is fuelled, the voucher is completed and station manager keeps the second sheet. - The third sheet is brought back to the fleet manager or to the storekeeper. At the end of the month (or twice a month) the station manager prepares the invoice.

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4.2.2

Individual card for fuel intake

This card is used when there is a fuel stock on the base. The person responsible of delivering fuel to the vehicles keeps this form in the stock. It summarises the fuel intakes for each vehicle. If a vehicle takes fuel in different bases or stations, various individual cards will be made. These individual cards will be sent to the Logistics Coordination at the end of the month. This enables to verify that the fuel logbook has been correctly filled. 4.2.3 The Fuel log book (or Form N6)

The Fuel logbook is generally attached to the logbook. Every day, the mileage at the beginning of the day is written down (even if no fuel intakes are foreseen). At the end of the day, the mileage is also written down. The main purpose of the vehicle use (destination and program) has to be written in the remarks. Each fuel intake has to be registered (quantity and mileage at the moment of fuelling) This information will be the basis for the calculation of the vehicle per 100Km consumption of fuel. The driver has to sign every day the fuel logbook. 4.2.4 Costs monthly report (Form N7)

The logistician sends this report to the capital. This form summaries the information from the logbook: consumption, reparations and maintenance. The information for a vehicle can be crosschecked by using the Form N5 Individual Fuel Intake Card Fuel vouchers (if any) The closing day for the report is the last working day of the month. Vehicle fuel filling up has to be done. At that time, logbooks must be taken back to the logistics office in order to calculate the various consumption, repair and maintenance costs. The driver has to bring his logbook himself. The first working day of the next month starts the period for the next report. 4.2.5 Monthly vehicle cost report

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The Logistics Coordinator consolidates in this MS Excel application all the information mentioned in the Forms N7. The mission report enables the fleet analysis: fuel consumption, reparation and renting costs per vehicle or per base. The comparison between the running cost and the effective use of each vehicle provide useful indication for the renewal of the fleet. Graphic and data analysis sheet facilitate the cost control. A pivot table is included in the monthly worksheets. The purpose is to facilitate the breakdown of the fuel consumption per budget. After updating the data, the Logistic Coordinator will print this table to inform the Administrator of the fuel budgetary allocation for the coming month. Every month, this report has to be sent, to the Mission Logistic Officer in the Headquarters.

4.3 Mission fleet planning

The mission planning is a coordination tool between the Logistic Coordinator and the Administrator. The Logistic Coordinator has to forecast the evolution and utilisation of the fleet. For each vehicle the Logistic Coordinator will anticipate the main utilisation, the duration and the Administrator will indicate the budgetary allocation. Its an essential tool for a good budgetary allocation of vehicles expenditures on the various donors budgets. Financials needs for future budgets, purchases or rental are evaluated with this table.

4.4 Budgetary allocation of the vehicles expenditures

The Administrator has to allocate the expenditures related to a vehicle on the budget funding the activities that the vehicle is mainly supporting. This information is available on the mission fleet planning. Fuel expenditures: If the vehicles fuel at a commercial petrol station, the logistician has to organise the individual invoicing per vehicle. The repartition of fuel expenditures is less simple when the mission purchases fuel monthly and store in tanks. The logistician
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has to provide the Administrator with the fuel repartition per budget and per base given by the monthly vehicle cost report. With this information, the Administrator will split the invoice(s) for fuel stock replenishment based on the real consumption of the previous month. Note: If no data is available - example, beginning of a new program or if the data are not reliable the Administrator will split the fuel expenditures according to the mission fleet planning. A simple pro rata between the number of vehicles used for the project and the total number of vehicles will be used to dispatch the fuel expenditures.

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5 - Archiving
The different file to create concerning the vehicle and equipments are: Vehicle file: Each ACF vehicle should have a specific file with: - Form N 1 : Technical data - Invoice, customs, registrations documents - Accident report - Insurance - Maintenance and repair forms + reports (Form 5 and 7) Original documents for the Capital, copies for the bases. If used on the base/ on the mission it can be useful to keep the Fuel vouchers of the last 12 months.

Fuel voucher:

Other motorized equipment report file: For any equipment: maintenance and repair forms (Form 5 and 7)

6 - Standard forms within the Kit Log V 2.0

Form Form Form Form Form 1 Technical data En Fr 2005.xls 2 Fleet inventory En 2005.xls 3 Technical control En Fr 2005.xls 4 Weekly checklist En Fr 2005.xls 5 Maintenance and repair En Fr 2005.xls Form 5 utilisation En 2005.doc Form 6 Daily fuel form En 2005.xls Form 6 utilisation En 2005.doc Form 7 Monthly motor cost form En Fr 2005.xls Form 7 utilisation En 2005.doc Logbook cover page En 2005.doc Logbook fuel En Fr 2005.doc Logbook maintenance En Fr 2005.doc Logbook utilisation En 2005.doc Mission fleet planning En 2005.xls Monthly vehicle cost report En 2005.xls Vehicle rental contract En 2005.doc

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