Vehicles Procedures en 2005

7/27/2019 Vehicles Procedures en 2005

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VehiclesVehiclesmanagementmanagementProceduresProcedures

May 2005


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Logistic DepartmentAction contre la Faim


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Document revision history

Revisiondate

Author Summary of changes

25/15/2004 LogisticDepartment

Initial release

01/05/2005 LogisticDepartment

New format

Notes:

Table of contents:

1 - Introduction.............................................................................................52 - Organisation of the fleet.........................................................................5

2.1 Movement planning............................................................................52.2 Tools for organisation.........................................................................6

3 - Mechanical maintenance of the fleet......................................................83.1 General principles...............................................................................83.2 Tools for maintenance........................................................................8

4 - Administrative and financial management of the fleet...........................94.1 Administrative tools............................................................................94.2 Cost follow-up tools...........................................................................104.3 Mission fleet planning.......................................................................124.4 Budgetary allocation of the vehicles expenditures..........................12

5 - Archiving...............................................................................................146 - Standard forms within the Kit Log V 2.0...............................................14

Action contre la Faim - Kit Log V 2.0 Page 3 / 14V 2.0 English/ 04 vehicles 01/05/2005


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1 - Introduction

Fleet management can be defined as the procedures in place to guaranteea good utilisation and maintenance of the transportation means.

The maintenance procedures used for the vehicles can also serve for themaintenance of all type of motorised equipment such as motorbikes,generators and hydraulic machines (mud pump, compressor etc.). Forthese specifics equipment, the maintenance protocol should be based onthe technical notice provided by the constructor.

The objectives to manage a vehicle fleet according to standard proceduresare:

- To ensure a good maintenance and a good follow up of the fleet- To control and follow the cost of the fleet- To optimise the use of vehicles according to the needs- To keep records about the fleet

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

Spare parts stock management

The management of vehicle spare parts has to respect Action contre laFaim standard storage procedures.

2 - Organisation of the fleet

2.1 Movement planning

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



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The movement planning has to be prepared every week. Usually thelogistician takes the opportunity of the base meeting to collect theinformation 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 thevehicle, communication equipment). The logistician has also to considerthe maintenance and reparation schedule for the vehicles.

It may happen that its not possible to answer all the needs; in this casethe fleet manager has to set priorities and inform the employees. If thebase requires additional vehicles or in case of a breakdown the rental oftemporary support vehicles is an option which has to be approved by theLogistics Coordinator and the Administrator or the Logistician-Administrator.

The weekly planning has to be prepared on paper or on electronic file. Theday before, the planning will be written on a board that all employees canaccess. It is essential to guarantee a good communication between thevarious 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 weekin advance due to unplanned meetings, traffic jam, plane delay, etc. Thelogistician prepares a planning for regular activities and will allocate theother 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 thatthey 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 theweekly meeting.

2.2.2 Weekly planning

The electronic file of the Kit Log can be use to draft the planning, howeverit 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 temporaryadditional vehicle is not approved at the base level. This can be preparedand 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 oneffective reparations in case of breakdown or accident.

The purpose is to establish a uniform schedule for preventive maintenancefor all vehicles, in accordance with manufacturer and context requirement.Preventive maintenance and periodic inspection procedures help toprevent failures from occurring while the vehicle is being operated.

Such procedures also reduce reliance on the driver, who may have limitedskill and knowledge for detecting vehicle deficiencies, however drivers arestill a vital element for a good fleet management.

A driver is not only in charge of driving but he is also responsible of his/hervehicle, and filling vigilantly is logbook. A professional driver should have amechanical knowledge to be able to report a minor problem before abigger problem occurs.

A good collaboration is needed between the workshop and the logisticianto 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 thelogistician. The Form N5 can be filled by the mechanic if the logisticianask him. The first page is an estimate to detail the work to be done andthe needed spare parts; the second page is a synthetic report of thereparation. 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 correspondingvehicle 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 Allrepairs and maintenance activities must be registered in the logbook(work carried out, spared parts used). The driver has to assist and toparticipate to his vehicle reparation (up to his own mechanical skills).The printed pages must be used for maintenance of A, B and C type andthe blank sheets for any repair work.

3.2.3 Technical control form

The mechanics or logistician use this form for a technical control on ACFvehicles and also to assess the condition of a car before signing the rentalcontract.

3.2.4 The maintenance planning

The logistician or the fleet manager prepares a maintenance planning forall the vehicles under his responsibility. Ideally the Maintenance planningis visible on the fleet manager or logistician office to have a synthetic

overview of the vehicles available for the operations.

4 - Administrative and financialmanagement of the fleet

4.1 Administrative tools

The administrative follow up of the fleet is the consolidation of all officialdata, information and technical specifications. In case of robbery of avehicle the gathering of this information is essential to claim insurancereimbursement 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 thevehicle documents, the depreciation card (if any).



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4.1.2 Inventory of the vehicle fleet (Form N2)

The Fleet inventoryis a synthetic tool to summarise the essential

information of the vehicles. The inventory is prepared at a base level andthen is consolidated by the Logistic Coordinator to have the list for theentire 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 preventpilferages or abuses from private workshop.

With all the information related to expenditures, the Logistics Coordinatorcan evaluate the running cost of the fleet and forecast it on the proposalsubmitted to donors.

4.2.1 The Fuel voucher

The use of the Fuel voucheris necessary in the case of external fuelintakes, in a commercial petrol station where Action contre la Faimhas an account. Its a kind ofExternal Order Form specific to the fuel.

The fleet manager usually prepares the Fuel vouchers and the Logistician-Administrator or Capital Logistician approves it.

The Fuel voucherhas 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 managerkeeps the second sheet.

- The third sheet is brought back to the fleet manager or to thestorekeeper.

At the end of the month (or twice a month) the station manager preparesthe 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 personresponsible of delivering fuel to the vehicles keeps this form in the stock. Itsummarises the fuel intakes for each vehicle.

If a vehicle takes fuel in different bases or stations, various individualcards will be made. These individual cards will be sent to the LogisticsCoordination at the end of the month. This enables to verify that the fuellogbook 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 alsowritten down. The main purpose of the vehicle use (destination andprogram) has to be written in the remarks.

Each fuel intake has to be registered (quantity and mileage at themoment of fuelling)This information will be the basis for the calculation of the vehicle per 100-Km 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 theinformation from the logbook: consumption, reparations and maintenance.

The information for a vehicle can be crosschecked by using theForm N5Individual Fuel Intake CardFuel vouchers (if any)

The closing day for the report is the last working day of the month. Vehiclefuel filling up has to be done.

At that time, logbooks must be taken back to the logistics office in order tocalculate the various consumption, repair and maintenance costs. Thedriver has to bring his logbook himself.The first working day of the next month starts the period for the nextreport.

4.2.5 Monthly vehicle cost report



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The Logistics Coordinator consolidates in this MS Excel application all theinformation mentioned in the Forms N7. The mission report enables thefleet analysis: fuel consumption, reparation and renting costs per vehicleor per base.

The comparison between the running cost and the effective use of eachvehicle provide useful indication for the renewal of the fleet. Graphic anddata analysis sheet facilitate the cost control.

A pivot table is included in the monthly worksheets. The purpose is tofacilitate the breakdown of the fuel consumption per budget. Afterupdating the data, the Logistic Coordinator will print this table to informthe Administrator of the fuel budgetary allocation for the coming month.

Every month, this report has to be sent, to the Mission Logistic Officer inthe Headquarters.

4.3 Mission fleet planning

The mission planning is a coordination tool between the LogisticCoordinator and the Administrator. The Logistic Coordinator has toforecast 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 budgetaryallocation. Its an essential tool for a good budgetary allocation of vehiclesexpenditures on the various donors budgets.

Financials needs for future budgets, purchases or rental are evaluatedwith this table.

4.4 Budgetary allocation of the vehicles expenditures

The Administrator has to allocate the expenditures related to a vehicle onthe budget funding the activities that the vehicle is mainly supporting. Thisinformation is available on the mission fleet planning.

Fuel expenditures:

- If the vehicles fuel at a commercial petrol station, the logisticianhas to organise the individual invoicing per vehicle.

-The repartition of fuel expenditures is less simple when themission purchases fuel monthly and store in tanks. The logistician



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has to provide the Administrator with the fuel repartition perbudget and per base given by the monthly vehicle cost report.With this information, the Administrator will split the invoice(s) forfuel stock replenishment based on the real consumption of theprevious 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 fuelexpenditures according to the mission fleet planning. A simple prorata between the number of vehicles used for the project and thetotal number of vehicles will be used to dispatch the fuelexpenditures.



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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.

Fuel voucher: If used on the base/ on the mission it can be useful tokeep the Fuel vouchers of the last 12 months.

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

6 - Standard forms within the Kit Log V2.0

Form 1 Technical data En Fr 2005.xlsForm 2 Fleet inventory En 2005.xlsForm 3 Technical control En Fr 2005.xlsForm 4 Weekly checklist En Fr 2005.xlsForm 5 Maintenance and repair En Fr 2005.xls

Form 5 utilisation En 2005.doc

Form 6 Daily fuel form En 2005.xlsForm 6 utilisation En 2005.doc

Form 7 Monthly motor cost form En Fr 2005.xlsForm 7 utilisation En 2005.doc

Logbook cover page En 2005.docLogbook fuel En Fr 2005.docLogbook maintenance En Fr 2005.doc

Logbook utilisation En 2005.docMission fleet planning En 2005.xlsMonthly vehicle cost report En 2005.xlsVehicle rental contract En 2005.doc


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Vehicles Procedures en 2005