Bedfordshire Fire and Rescue Authority Corporate Services Policy and Challenge Group 3 February 2014 Item No. 11

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1 For Publication Bedfordshire Fire and Rescue Authority Corporate Services Policy and Challenge Group 3 February 2014 Item No. 11 REPORT AUTHOR: SUBJECT: HEAD OF OPERATIONAL SUPPORT PROPOSED VEHICLE FLEET MANAGEMENT PERFORMANCE INDICATORS For further information on this Report contact: Area Commander Jon Roberts Head of Operational Support Tel No: Background Papers: Paper to Corporate Services Policy and Challenge Group in September 2013 Transport Asset Management Plan 2013/14 to 2016/17 Implications (tick ): LEGAL FINANCIAL HUMAN RESOURCES EQUALITY IMPACT ENVIRONMENTAL POLICY CORPORATE RISK Known OTHER (please specify) New CORE BRIEF Any implications affecting this report are noted within the report. PURPOSE: To recommend to the Corporate Service Policy and Challenge Group the proposed Vehicle Fleet Management Performance Indicators. RECOMMENDATION: That CSPCG approve the proposed Performance Indicators for adoption from 1 April Introduction This paper details the proposed Service s fleet management performance indicators for adoption from 1 April

2 2. Development of the Performance Indicators 2.1 The Transport Asset Management Plan (TAMP) contains details of draft National and Local Performance Indicators (NPIs and LPIs). These were considered for adoption in this Service but following further work and research a number of them were discounted as offering little value and were too complex to measure, together with being incomparable with other Fire and Rescue Services, thus preventing reliable benchmarking. 2.2 A considerable amount of background work has been undertaken to establish how data can be drawn from the Services Management Information System (MIS) and other recording systems utilised within the Service, in order for accurate, timely and meaningful information to be available for use in performance measurement. This data can then be used to determine how well the fleet is being managed, and some comparisons with other Fire and Rescue Services (FRS) can be made, leading to the identification of areas for improvement. 2.3 This work has progressed to the point where the following Key Performance Indicators can be recommended. These indicators enable the aspect of critical fire appliance availability to be measured. 2.4 During this process, a number of suitable local performance indicators have also been developed, which will assist in the performance management of Workshops and aid effectiveness and efficiency to be measured. 2.5 Further work with software providers is required to create automatic queries to populate the data streams supporting the proposed PIs. In addition, professional fleet management systems are being considered for their appropriateness to this Service, and a collaboration approach with Essex FRS is also being explored. 2.6 The proposed PIs have been refined and systems have been established to enable the supporting data to be available. It is further proposed that these are reviewed after twelve months of use to determine their reliability, acceptability and effectiveness in demonstrating performance. The proposed indicators are detailed in Appendix A. 3. Nomenclature 3.1 Operational Appliance - For example a Rescue Pump, but could be any operational vehicle. (This excludes pool cars and ancillary vehicles that do not form part of the operational response capability.) 3.2 Special Appliance - For example a Rescue Unit, Aerial Ladder Platform, Water Carrier, Rescue Boat, etc. 11.2

3 3.3 Grade of Defect: Grade A requires immediate action by Workshops. Grade B requires attendance by Workshops within 24 hours of being reported. Grade C requires attendance by Workshops within 7 working days of being reported. Grade D will be attended to during next service. 3.4 As only Grade A defects may result in the loss of operational availability, these are considered to be KPIs. All other grades of defect are LPIs. Examples of each grade of defect are listed in Appendix B. 3.5 To provide context, where percentages are used in the PI s, these relate to the number of days available, these are indicated in the following table as rounded days. The time calculations are based on 24 hours x per reporting period, 8766 total hours pa. 4. Recommendation % Days It is recommended that CSPCG approve the proposed KPIs. AREA COMMANDER JON ROBERTS HEAD OF OPERATIONAL SUPPORT 11.3

4 Appendix A WS1 Grade A Defect Response Time What does this KPI measure? This KPI measures the speed of response to Grade A defects by a Service Technician, to ensure operational appliances are kept available for Service Delivery Response. Note: This KPI concerns the speed of response to the defect, not the resolution of the defect as this varies from a minor issue such as a headlight bulb, through to a major issue such as a gearbox or engine failure, or accident damage. Purpose/Aim Definition / Calculation Target What is the information gathering process? To monitor the speed of response of workshop staff in attending to a Grade A defects, leading to reduced down time of operational vehicles, enhancing firefighter safety. The number of Grade 'A' defects that were attended by a Service Technician within the target timescale from receipt of notification to the time of booking in attendance at the vehicle location, calculated as a percentage. To respond to 85% of all Grade A operational appliances vehicle defects within 1 hour of being notified of the defect, and to 100% within 2 hours. Vehicle defect reporting and job card system currently in place. A sample audit of the Automatic Vehicle Location System data will periodically be undertaken to confirm the details logged by the Technician are accurate. WS2 Rescue Pump Appliances Unavailable for Operational Response What does this KPI measure? Turn-a-round Time - The percentage of time that the Service s Rescue Pumping Appliances are unavailable for operational use due to defect repair/servicing/other works. Note: This includes minor accident damage that can be dealt with by Workshops, but excludes major accident repairs dealt with by external companies or requiring investigation or replacement vehicles. Purpose/Aim To monitor the turn-a-round time of operational rescue pumps, demonstrating the efficiency of workshops in dealing with servicing, repair and other works as required. 11.4

5 Definition/Calculation The total time in hours expressed as a % when Rescue Pumping Appliances were unavailable for operational use due to an annual service, defect or other works. This work includes a significant amount of operational equipment servicing specific to the appliance, including for example, ladders, hydraulic rescue equipment, light portable pumps, positive pressure ventilation fans, LOLER and PAT testing etc to meet legislative requirements. Work may also include minor accident damage repairs, and any major defects such as engine and gearbox repairs as occasionally required. The calculation is based on the number of hours the appliance is unavailable in the reporting period. This KPI is calculated from and defined as the time the vehicle entered workshops for the defect repair, service or other works until the time the vehicle is ready for collection. Note: Appliances suffering from major accident damage are excluded from this KPI as they may require significant repair, replacement or investigation which will take time outside of the control of Workshops. These instances will be reported by exception. Target What is the information gathering process? A notional target has been set at 5%. This will be subject to review after 12 months, once historical data has been analysed. Vehicle defect reporting and job card system currently in place. WS3 Other Operational Appliances Unavailable for Operational Response What does this KPI measure? Turn-a-round Time - The percentage of time that other Service Operational Appliances are unavailable for operational use due to defect repair/servicing/other works Note: This includes minor accident damage that can be dealt with by Workshops, but excludes major accident repairs dealt with by external companies or requiring investigation or replacement vehicles. Purpose/Aim To monitor the turn-a-round time of other operational appliances, demonstrating the efficiency of workshops in dealing with servicing, repair and other works as required. 11.5

6 Definition/Calculation The total time in hours expressed as a % when other Operational Appliances were unavailable for operational use due to an annual service, defect or other works. This work includes operational equipment servicing specific to the appliance and LOLER and PAT testing etc to meet legislative requirements. Work may also include minor accident damage repairs, and any major defects such as engine and gearbox repairs as occasionally required. The calculation is based on the number of hours the appliance is unavailable in the reporting period. This KPI is calculated from and defined as the time the vehicle entered workshops for the defect repair, service or other works until the time the vehicle is ready for collection. Note: Appliances suffering from major accident damage are excluded from this KPI as they may require significant repair, replacement or investigation which will take time outside of the control of Workshops. These instances will be reported by exception. Target An initial target has been set for each vehicle by type. This is because Special Appliances are complex and vary in the service times required. These targets will be reviewed following a complete reporting period, to ensure they are suitable to demonstrate the efficiency of Workshops and reflect the realistic timescales when improved measuring and monitoring processes are utilised. Aerial Ladder Platform 5% Specialist Rescue Unit 5% Technical Rescue Unit 3% Rescue Support Unit 3% Boat Towing Vehicle 3% ICU 3% MRV s 2% Rescue Boat - 2% FSOT vehicle - 2% Water Carrier - 2% Demountable Pods 1% Response Pool Car 1% Welfare Units 1% Community Safety Vans-1% Motor Bikes 1% Mini Buses 2% Hydrant vans- 1% Station Vans-1% Site Vans 1% 11.6

7 What is the information gathering process? Vehicle defect reporting and job card system currently in place. WS4 Annual Vehicle Service Schedule Purpose/Aim Definition / Calculation Target What is the information gathering process? What does this KPI measure? All annual services carried out on operational appliances within 12 months. To monitor the servicing of operational vehicles, ensuring compliance with legislation and CFOA best practice. Ensures the operational safety of appliances and equipment through regular programmed servicing, maintenance and repair. Annual Services completed between 11 and 12 months calculated as a percentage. 100% of services completed within 11 to 12 months. Vehicle defect reporting and job card system currently in place. 11.7

8 Examples of types of defect by grade; Appendix B Grade A Requires immediate action by Workshops. Vehicles must be taken off the run immediately. Steps should be taken to prevent the vehicle being used such as removing the keys and / or placing signage on the vehicle, until the grade of defect and whether the vehicle should remain off the run is confirmed either by advice given by telephone or following visual inspection by a Service technician. Grade B Requires attendance by Workshops within 24hrs of being reported. Grade C Requires attendance by Workshops within seven working days of being reported. Type of defect Lights not working Horn not working Brake defect Steering defect Suspension defect Windscreen wipers not working Puncture Worn out tyres Insecure bodywork Defective seatbelt Accident damage Major Cracked windscreen Major Exhaust leak Major Pump will not create a vacuum Rescue equipment defect Anything suspect, eg a knocking noise from underneath Any concern for the safety of the vehicle Type of defect One blue light not working which is duplicated Audible warning defect but back-up system available Worn tyre treads between 1.6 & 2mm (Car) 2 & 3mm (LGV) CCTV System/Camera fault Delivery valve leak Minor Door lock adjustment Accident damage Minor Cracked windscreen Minor Exhaust leak Minor Ladder defect Major or Minor Hose-reel hose leak/damage Blocked water or air filters LPP defects PPV defects Equipment stowage issues Major BA Stowage issues Type of defect Minor mechanical issues Bodywork damage Minor Defective conspicuity Major Worn tyres but still above 3mm both car and LGV Stowage issues Minor General wear and tear 11.8

9 Grade D Will be dealt with by Workshops on next Service Type of defect Defective conspicuity - Minor Bodywork damage - cosmetic Air conditioning Non safety related modifications Stowage issues - cosmetic 11.9