Analysing Fleet Movement
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As the Size of a Fleet Expands it Becomes Increasingly Necessary to Record Concurrently Essential Details of Operation
pREVIOUSLY in this series when dealing either with the setting up of a system of commercial vehicle costing, or alternatively, as last week, devising a suitable weekly vehicle sheet, the principle of one record per vehicle has been recom. mended. With larger fleets, however, and particularly in ancillary operation, there is also a need for the summarizing and analysis of vehicle records on a fleet basis.
If such is the case, then the basic vehicle record—whether daily or weekly—should be so drawn up as to facilitate the transfer of data on to subsequent fleet summary sheets. Although many engineering records are common in form whatever the size of fleet or type of vehicle, traffic records must be largely individual to each operator.
For this reason it is not possible to recommend a specific traffic summary sheet, but only to indicate the manner in which such a sheet may be drawn up. Moreover as the size of a fleet increases there is a greater need for comparatively rapid summarizing of traffic flows so as to provide accurate information on which to determine the economic disposition of the fleet. Over-employment of hired vehicles may also he avoided by the ready availability of such information.
A suggested layout for a 'fleet summary sheet is shown alongside. As mentioned last week, when a form is for use internally only, no purpose is served in wasting space at the heading with the company's name, an appropriate reference number being sufficient. It would be convenient, incidentally, to number relative forms such as the daily log sheet, weekly vehicle summary, weekly fleet summary and any subsequent summaries for longer periods in sequence.
WHEREAS the distinguishing feature between one vehicle summary sheet and another would be the vehicle number, fleet records differ one from another by the date of the period to which the record refers, which should therefore appear in the heading to facilitate easy reference.
The example alongside shows a fleet summary sheet with 11 vertical columns, although as previously suggested this number can be either increased or decreased according to each operator's requirements. The first column is purposely left without a heading so that the form can .then serve a double
purpose. Used as a weekly fleet summary sheet this first column will be headed "Vehicle Number."
Having checked and totalled the individual vehicle summary sheets, and, assuming that the fleet is made up of several sizes of vehicle, having sorted these sheets out into appropriate sequence, the totals are then entered successively on the weekly fleet summary sheet. When the fleet numbering system has previously been arranged so as to indicate both the type and size of vehicle, rather than a mere chronological number, the fleet numbers would fall readily into successive groups on the summary sheets.
Five columns are then provided on the example shown in which an analysis of the total tonnage (or any other measure of traffic) can be made The remaining columns will, however, be common to most fleets and allow for the addition of mileage, fuel and oil records transferred from the individual vehicle sheets.
Although the keeping of fuel records is a comparatively simple exercise, the regularity and promptness with which this is done are most important. With the cost of fuel forming such a high proportion of the total expenditure of vehicle operation, it is imperative that adequate, up-to-date information is available if useful action is to be taken when abnormally low fuel consumption is reported.
Whilst daily returns of fuel consumption would obviously give the most immediate information, in many instances the results so obtained can prove unreliable because of temporary c36 variations caused by a variety of reasons not related to efficient running. On balance a record of fuel consumption based on weekly returns probably provides the best compromise, always provided the results so obtained are available immediately following the completion of the week's running.
N addition to providing for a record of the fuel consump tion of individual vehicles, the last column on the fleet summary sheet allows for the entry of the average fuel consumption for each group of vehicles. Convenient comparison can then be made between the group figure and those for individual vehicles within the group. as well as between the vehicles themselves.
Providing the individual vehicle weekly record is so arranged that the sequence of data corresponds with the columns on the fleet summary sheet, the transfer of information can be done easily and rapidly. Moreover, a simple totalling of the fleet summary sheet gives an overall picture of the fleet's activities for the week. It must be emphasized, however, that the simplicity of the work can be lost if the recording is not done regularly and currently.
THERE may also be a need for the summary of a fleet's activities over a longer period, say every three, six or twelve months. Starting from scratch this would be a formidable task even when only a comparatively few vehicles were involved. But if weekly summaries arc already kept, compiling of additional summaries over longer periods can be a comparatively simple matter.
It is for this reason that the form recommended for summarizing the weekly activities of the fleet is so arranged that the first column is left without a heading. When used as a weekly summary sheet this first column is headed "Vehicle Number" and subsequent entries made accordingly. If the same sheet is used to compile summaries over longer periods this column is headed "Period Ending' and instead of the vehicle numbers the date of the initial summary from which the totals are taken is recorded.
For example, if a quarterly summary was being compiled this would presumably be made up from weekly summaries and the appropriate week-ending dates would then be entered in the first column. Alternatively, if a yearly summary was being compiled the quarterly dates would be entered.
BECAUSE fuel is a major item in the total operating costs of a commercial vehicle it is prudent to give particular consideration to the recording of the initial receipt of supplies and the
subsequent issuing of fuel both in bulk and to individual vehicles. Although there has been a substantial change of opinion in post-war yeai:s as to the advisability of small operators being self-sufficient as regards maintenance of their vehicles, there is no doubt that facilities for the storage of fuel in bulk should be provided at the first opportunity. With every gallon issued there would then be an appreciable saving in costs, a saving moreover Which is accumulative.
Where no such facilities are available the operator would almost invariably he compelled to run a proportion of dead mileage to collect supplies of fuel, with inevitable addition to the cost of operation. Under such circumstances the restriction on the hours during which fuel can be obtained can also prove not only inconvenient but expensive if it were to interfere with pre-arranged times for loading or unloading.
Small operators considering the installation of such bulk storage facilities, but anxious to limit the outlay involved, might well ,give consideration to the purchase of used pumps no longer suitable for modern filling stations but which are adequate for the purpose for which the haulier requires them, and when there is no need to comply with regulations governing issue of fuelfor sale to the public.
Having decided to install bulk fuel storage, it is essential_ that the savings in cost thereby presented should not he frittered away because of inadequate recording of the amounts issued, with associated encouragement to petty pilfering.
A recommended fuel-issue sheet is shown alongside. If the organization is sufficiently large to have more than one depot" or branch, provision will be made to record this.in the heading. Then will follow the date to which the records refer. Where fuel is issued to a large number of vehicles, the majority of which return to base each night, a daily sheet would be justified. FOr many -medium-sized operators, however, particularly where soMe long distance vehicles may he away from their home depot for. one or more nights, it would be more practical to arrange for the fuel issue sheet to cover a period of one week.
A .SSUMING this was the case in this instance, columns one and two are appropriately headed " Month " and "Date." Atfirst sight the third column headed " Time" may seem unnecessary but in practice the information so recorded can prove of real value, particularly in association with the informatiOn obtainable from column eight, namely " Mileometer. Reading." Especially when a number of depots are involved the availability of a timed sequence of successive refuelling can provide a useful check on time sheets or alternatively proof of collection and delivery times.
Although many such .fuel-issue sheets provide only one column for the recording of the meter reading of the pump. there is less danger of the complete omission of one or more vehicles if both the starting and finishing readings are entered on the sheet as in columns four and five.
It is important that the column in which is recorded the gallonage issued should be immediately alongside the entry of the appropriate vehicle number. This not only facilitates accurate entry of information when a succession of vehicles arc being fueled rapidly, but also helps to reduce the possibility of error when such information is subsequently being transferred to other records.
Reference has already been made to the need for recording the mileometer reading, which is done on this sheet in column eight. The final column, nine, provides for the recording of the signature of the driver responsible for the vehicle to Which the fuel has been issued. In some instances, however, it may be the practice of particular operators to delegate the responsibility of issuing fuel solely to one man, such as late-night garage staff, in which event this last column would be suitably amended to provide for the recording of the appropriate signature.
It is convenient to append a fuel-stock summary to the foot of the fuel-issue sheet because much of the relevant data is readily available. If required, the combined sheets can be so arranged that the fuel-stock section can be readily detached after completion. This will be of advantage when the two sections are dealt with by separate departments. .
This arrangement not only allows for comparatively simple balancing of total issues with current stocks, but also ensures :hat successive fuel-issue sheets have correct continuity. Thus. he data recorded on line 10 in the fuel-stock section (meter reading to start) should be the same as that shown on line 12 of the previous sheet, namely the meter reading to finish. Also, when commencing a new sheet the opening entry under column four should be the same as that shown in line 10 on the same sheet.
Similarly, the tank dip to start, as shown on line 13 in the fuel-stock section should correspond with the tank dip to finish recorded on line 16 of the previous sheet. It will depend on individual circumstances whether or not it is practicable to complete the whok of this _sheet in ink, but even where this is not possible an additional safeguard would be provided if the opening entries in column one and lines 10 and 13 were so made.
When oil-engined vehicles are operated it is necessary to record information relating to the issue of fuel as set out in the Heavy Oils (Road Fuel) Regulations. No. 717/35, a copy of which can be obtained from H.M. Stationery Office, price 4d. It is required that a record be kept of all heavy oii (commonly termed derv. or oil fuel, by most operators) received, showing the name and address of the supplier, date of delivery and qbantity and description of fuel supplied.
In addition, daily vehicle records must be kept on which,are recorded the vehicle registration number, journeys made, mileage run and the quantity and source of fuel supplied. The records must also show the stocks of heavy oil remaining at the end of
the period. S.B.