How To Magae A Transportation Agency

Introduction

How to review a fleet management operation is a difficult question for federal agencies. Fleet management operations are composed of many diverse tasks and responsibilities. Today, managing and operating a fleet of motor vehicles has become both challenging and rewarding. Fleet personnel must understand the vehicle acquisition market, maintenance and repairs, vehicle disposal and all the regulations and policies affecting use of motor vehicles. This requires extensive training for fleet managers.

A comprehensive fleet management can help to develop a good strategie. Companies can save a lot of money if rightsizing the fleet and ensuring proper vehicle utilization. Fleet operations as a source of cost savings has been proven by many fleets in the private sector and can be achieved in the federal government. Over the years fleet management has developed some bad habits for example:

-Highly decentralized vehicle assignment policies- vehicles and equipment are owned and maintained by numerous independent units of a government entity.

-Vehicles that are assigned to individuals rather than used as a pool vehicle decrease vehicle utilization.

-Determining your fleet size based on peak demand. Fleet operations that meet 100% demand in the middle of the week may have many idle vehicles at the end of the week.

-Excessive downtime for vehicle repairs and requires a larger fleet to provide replacement vehicles for drivers.

-Unresponsive to changing technology and working conditions. Retaining vehicles that are not suited to the work requirements may increase fleet costs and reduce worker productivity.

An efficient fleet management program can be reached if the companies reviewing their entire fleet operations. They have to analyze that they have the required types and numbers of vehicles needed. Companies have to evaluate their fleet periodically to ensure that proper use and full utilization are maintained. Many "targets of opportunity" exist for reducing fleet costs, for example:

-Eliminate vehicles from the fleet that are not being properly utilized or that are unnecessary to meeting the goals of the company. Consider not only the vehicle's monthly mileage, but also the time a vehicle is used.

-The use of local modes of transportation such as taxis, public transit, privately owned vehicles and rental vehicles.

-Justify maintaining medium and heavy vehicles that have very low utilization (time and mileage). Consider pooling these vehicles for centralized use or partner with other agencies.

Let's see a few parts of the managing:

The fleet manager have to know everything from their company. It is really hard if the company's main mission is only the transportation. They have to get the knowledge from the clients. Of course they have to know all kind of vehicles in the fleet and they have to keep contact with special transportation companies.It will help to determine if the companiy have the required number of vehicles and types of vehicles to accomplish the mission. Visits to field locations should be performed by an Agency Fleet Manager periodically so they are familiar with the types of work being performed and the types of vehicles required.

Review of the fleet management

A review of the fleet management operations should be looked upon as an opportunity for improvement and cost savings. To review the operations, you must be familiar with your company and the climate in which it operates. Does your company have a mission statement and is it incorporated in how you manage your fleet operations? An auditor will gather pre-audit data to familiarize himself with your agency. He may ask for information about your agency and any written documentation maintained on your fleet operations. This section of the template will aid you in determining if you have these items readily available for use by an auditor. It also helps you to learn more about your organization and how your fleet is operated. If readily available, include any of the requested documents as an attachment to the template.

Fleet Financial Info

How your fleet is funded is very important and something you should be very familiar with. The ability to replace vehicles on an established replacement program is critical to cost effective fleet management. Typically, companies that manage their fleet operations with a revolving fund have newer vehicles. They are able to replace vehicles on an established replacement program and are not as affected by budget shortfalls. Agencies who use appropriated funds may be limited to how often they can replace vehicles and maintain them properly. Appropriated funds for vehicles are subject to being eliminated by various political entities inside and outside the agency. Agencies should look for ways to turn their fleet operations into a revolving fund that is able to generate funds for proper vehicle maintenance and replacement.

Fleet Management Systems

A Fleet Management System (FMS) is critical for a cost effective and efficient fleet management operation. Whether it is a commercial off the shelf or an in-house system, a FMS can help you reduce paperwork and costs. It is the most efficient way to maintain fleet records so information can be routinely analyzed and delivered to meet any reporting requirements you may have in a timely manner. A FMS can manage your inventory, maintenance and fuel programs including preventive maintenance, replacement cycles, safety and accident program, driver records, and disposal program. You can maintain data on a vehicle from the moment it is acquired until it is time for disposing of it. This historical data can be used to monitor the lifecycle of a vehicle and establish guidelines for its maintenance and utilization. There are many fleet software applications and functions available. When evaluating your needs, make sure that the FMS you select is compatible with other systems within your agency.

Vehicle Acquisition, Determination of Need, Fleet Composition, and Alternative Fuel Vehicles

As federal fleet managers, environmental laws, rules, and regulations govern many of your vehicle acquisition decisions. With a few exceptions, seventy-five percent of all of your new vehicle acquisitions must be alternative fuel vehicles. It is very important that you make careful considerations in acquiring vehicles, determining needs

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