Planning For Profit
Page 74
Page 79
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Fleet Location and Control
A Recommended Daily Summary Sheet is Described Here on Which Depots Can Record Essential Data
N THIS series on May 5 and May 12 the problems arising
from fleet expansion have been discussed. Unless the recording system and overall control is adapted to meet the requirements of a larger fleet; there is every possibility that what was previously a successful small business may run into difficulties through a decline in efficiency. In both these articles it was assumed that the vehicles were engaged on general haulage, with possibly some long-distance work.
There are, however, other types of work on which large fleets of vehicles are operated and where the associated problems differ substantially from those dealt with in the two previous articles. Examples of such work would be the transport required by civil engineering contractors sufficiently large to undertake several contracts simultaneously. • Vehicles are accordingly dispersed to the several temporary depots set up for the purpose of the contracts. But because of the rapidly changing requirements inherent in this type of work, the economic number of vehicles allocated to each depot must be adjusted accordingly if efficiency is to be maintained. In addition to civil engineering, there are several other instances where similar circumstances apply, particularly where the work is seasonal. It is then essential that vehicles should be transferred to the site where they are most urgently required. Unless an adequate recording system is maintained the inform ation on which to determine such transfer would not b readily available, if at all.
Compared with general haulage of traffic for establisho industries, any recording system set up to locate and contrc vehicles engaged on civil engineering or similar work must b primarily flexible. Also, because of the likelihood of frequen staff changes on this comparatively temporary work, any form used must be simple and readily understood.
The amount of clerical work which can be done on the sit before the various records are submitted to headquarters wil obviously vary according to individual circumstances, such a the duration of the various contracts. In the majority o cases, however, there will be the minimum requirement ti make a return of the daily fuel consumption and mileag, recorded by each vehicle, together with a statement of the dail! composition of the depot fleet, with possibly an account o any vehicles received or transferred during the day.
On larger contracts the vehicles of the main contractor, a well as those of several sub-contractors, may be operating or the same site. In such circumstances it would be uneeonomil for all parties to have their own fuel stocks, in which case i is essential that an accurate fuel recording system is installed SimilaTly, it would he necessarj to provide on the variote vehicle record sheets appro priate columns in which tc enter the amount of fue obtained from outside sources
DepotiSite Operator Date
In this type of work it woult be advisable to refill tanks daily so that rapid comparison will the corresponding mileage could he made. Any irregularities thereby revealed can be deal' with promptly on the spot.
When the scale of operations is such that it is necessary for several sites to make a return of their activities to headquarters, it is recommended that a daily summary sheet is made out in duplicate similar to the one shown alongside. The original copy would be sent to headquarters with the requisite number of vehicle log sheets, and daily fuel pump issues sheet, where bulk storage facilities were available on the site. The copy would be retained on the site.
Arranging for this initial summary to be completed where the vehicles are actually operating allows for any queries to he dealt with on the site comparatively, simply. Otherwise considerable correspondence might well be involved before a solution was arrived at if all the work were done at headquarters.
Continuing the practice
.ecommanded in connection with record sheets previously
lcscribed, a brief reference to the number of this particular orrn—JS/TR 3 in this instance—is recorded at the top left :outer of this Daily Summary Sheet. On the opposite side novision is made to enter the name of the depot or site, the lame of the operator where more than one is working on the am e contract.
The main section on the front of this Daily Summary Sheet s divided vertically into II columns. The number of horizontal
.ulings will be determined in each particular instance by the
,ize of the fleet concerned. In the example shown, the heading o the first column is purposely omitted so that it can be idapted to suit individual circumstances. Where the fleet :oncerned was providing for the requirements of a large :ontract; a variety of vehicles such as buses, road-making and ither Machinery might be employed in addition to goods rehieles. In that event some segregation might be required which could then be duly recorded in this first column.
The vehicle fleetnumber is entered in the second column Ind if the numbering system employed indicates the type of rehicle. as has been recommended in previous articles, the ieveral vehicles will then follow appropriately in their respeeive groups. The next four columns are concerned with the issue A fuel, having the main heading " Fuel Consumption." The 'our columns are separately headed "Home Depot," "Other Depots," "Outside Suppliers" and "Total Gallons."
The daily mileage is then recorded followed by the mileage )er gallon run by each vehicle. The amount of engine and gear )il issued to each vehicle is then entered. The heading to the icxt column—" Journey" in this example—would be varied to ;nit individual requirements, and if needed would indicate the
amount of traffic moved during the day. In the last column would be recorded the name of the driver. Where appropriate, he total quantities or mileage for the day are entered at the -riot of the main section.
THE lower part of the front of this Daily Summary Sheet
is devoted to Fuel Stock returns. This section is divided Tertically into eight columns and horizontally into nine lines.. the first two or three vertical columns are devoted to the -ecords in respect of petrol or oil fuel tanks. In other columns an be recorded the issue of engine off, gear oil and paraffin.. In the first of the horizontal lines is recorded the pump neter reading to finish, imInediately below the meter reading o start and then the difference between the two. Similarly, he dip of the tank at the start of the day •is then entered, killowed by the quantity received and the total of these two amounts. The dip of the tank to finish is then deducted and he resulting difference compared with the corresponding lifference obtained from the meter readings.
The useful employment of all vehicles to the maximum s a prime task of transport management. But where a fleet s dispersed over several sites such an objective is by no means iasy to achieve unless adequate and up-to-date records are available. The reverse side of this Daily Summary Sheet as thown alongside is drawn up to assist the transport manager Lo arrive at the most economic disposition of his fleet. The aeading is similar to the front of the sheet after which are letails of the vehicles not on service op that particular day.
There then follows eight horizontal divisions in which to record the fleet numbers of vehicles which. didnot operate aecause of one of several causes. These include ".Available out not required," "Daily Servicing," "Light Dock,— "Heavy Dock," "Paint and Body," Accident," "Unlicensed," and
Other Causes." The actual fleet numbers are recorded in the appropriate section with the total number of vehicles entered teverally in the column on the right. Below this section a snmmary is made of the total number of vehicles on service, total number not on service, together with the fleet total, As a check of this latter tOtai, the previous Jay's fleet total is entered followed by a record of the number of vehicles received on that particular day from any other site.
In the lower portion of the reverse side of this Daily Summary Sheet are entered details of the vehicles received or transferred during the day. Such details include the fleet number and registration number if required, together with the make and type of vehicle involved. Then follows the name of the site or depot from which any additional vehicles were received during the day, or alternatively to which they were sent, followed by brief remarks for the reason of transfer. Finally, the Summary Sheet should be certified correct.
The use of a Summary Sheet of the type recommended here would he facilitated if the Daily Log Sheet made' out by each driver was drawn up in similar manner, In this type of work it would also have to be borne in mind that a variety of vehicles would probably be employed. It would be inconvenient to have a variety of types of log sheets and a composite sheet should be devised. As before, the reference number of the form would appear in the top left corner whilst the fleet number and date of operation would be entered on the right. The main section • of the log sheet would be divided into nine vertical columns. In the first would be recorded the time the trip commenced followed by an indication of the journey made, whilst the time of arrival is shown in the fourth column. The mileometer reading at the start and finish of the trip is then recorded followed by the mileage involved. Details of the materials or alternatively passengers carried are then entered after which the driver's signature is added. The daily mileage is totalled at the foot of this section and checked with the difference between the starting and finishing mileometer readings.
As with the majority of transport records there must inevitably be some compromise between simplicity and comprehensiveness. In civil engineering and work of a similar nature the emphasis must be on simplicity. But probably even more important is the promptness and regularity with which any record is compiled and returned to headquarters. Otherwise not only is much of its value lost, but the work is rendered much more difficult when recording is done well in arrear of
the actual event. S.D.