The Use of GPS to Optimize the Mobile Fleet. We provide the right equipment at the right place and the right time.

Transcription

1 The Use of GPS to Optimize the Mobile Fleet June 8, 2015

2 Overview Overview of Caltrans Overview of the Division of Equipment Mobile Fleet Optimization GPS in the Caltrans Fleet GPS Benefits and Challenges

3 Caltrans Overview Caltrans Mission: Provide a safe, sustainable, integrated and efficient transportation system to enhance California s economy and livability In Budget $12.7 billion Geographically organized into 12 urban and rural districts More than 50,000 lane miles and 13,000 structures and bridges More than 20,000 employees Division of Equipment s Mission: Provide the right equipment at the right place and the right time 1

4 Division of Equipment Overview Centralized division with 13 shops, 13 sub-shops and numerous field mechanic locations located at maintenance stations Purchase, fabricate, maintain and repair the fleet of more than 12,000 pieces of equipment Everything from passenger vehicles and heavy duty construction equipment to snow plows and blowers to river ferries Headquarters shop provides full repair service, assembles equipment, and is a federally certified final vehicle manufacturer About 640 mechanics, parts workers, managers, engineers and analysts Annual budget $175 million includes $40 million set aside for new equipment purchases $50 million for fuel $45 million for equipment maintenance and repair 2

5 It s All About the People 3

6 Teamwork Gets It Done! 4

7 We Take Pride In What We Do! 5

8 Need for Fleet Optimization Governor s Executive Order (GEO) B-2-11 (Vehicle Allocation Methodology-VAM) resulted in a Caltrans fleet reduction of 1,324 vehicles due to low usage reporting GEO B (Zero-Base Budget Review) resulted in a reduction of 41 positions and $12.8 million from the Division of Equipment, based on the VAM Must optimize usage of the mobile fleet to avoid future reduction of equipment and the consequential reduction of resources Recent Caltrans equipment usage reports* show that more than 1,850 units have either low, below standard, or unreported usage Mileage leveling to maximize use of warranties and reduce repair costs High usage vehicles exceeding 24,000 miles per year * The Cartags system has been used to report daily usage but will soon be replaced with GPS data 6

9 Caltrans Fleet Utilization Report Vehicles Low Usage <69% Below Std. Usage 70% - 94% Good Usage >95% Missing Data Vehicles Low Usage <69% Below Std. Usage 70% - 94% Good Usage >95% Administration Capital Outlay Support 12-Month Average Reporting between January and December 2014 Usage Reporting for January 2015 Construction 2, , , , Engineering Management Engineering Services Environmental Planning Project Development Right of Way COS Totals 2, , , , Equipment Legal Local Assistance Maintenance 2, , , , Maintenance Investigations Mass Transportation Rail Research and Innovation Planning Traffic Operations Totals 5, , , , Missing Data Standard is 80 percent of the total available workdays or 1000 miles driven in a one month period. Comparison to 12-Month Averages DOWN 33 UP 44 UP 102 DOWN 273 UP 102 7

10 Benefits of GPS Eliminates the need to manually report usage, thereby saving resources and improving usage data Improves safety with automatic alerts on vehicle diagnostics, location of vehicles, and reduced speeding Prevents costly breakdowns with before they happen through automatic alerts to the equipment shops Improves vehicle life-cycle costs through accurate data on maintenance Allows for effective fleet optimization based on actual usage information 8

11 Benefits of GPS Deters unauthorized usage by allowing system users to see where vehicles are driven and stored Deters vehicle theft A van that was recently stolen was recovered the next day by the Highway Patrol Reduces greenhouse gas emissions through timely maintenance, vehicle repairs, and decreased fuel consumption Lowers fuel costs by reducing unnecessary trips, speeding, and idling Lowers operational costs by eliminating the need for biennial vehicle smog inspections Improves public perception of Caltrans by improved driving 9

12 GPS Pilot Project Assessment DOE conducted a GPS pilot project between July 2012 and April 2014 with 200 vehicles The pilot project showed that GPS devices could effectively track vehicle travel and storage locations, speeds and idling, and fuel economy Manual usage reporting could be eliminated GPS devices could be used to dispatch vehicles and to generate detailed reports about all aspects of their usage GPS would improve fleet asset management Biennial Smog testing could be eliminated 10

13 GPS in the Caltrans Fleet In May 2014 Caltrans and the California State Transportation Agency Secretary approved the use of GPS in the entire passenger vehicle fleet (cars and trucks) In October 2014, the DOE completed installation of about 7,700 GPS devices Necessary usage reports are being developed The Caltrans policy governing the use of state vehicles is to be revised The Maintenance Program is in the process of completing the remaining GPS installations 11

14 Projected Savings with GPS Category of Projected Savings Reduced Fuel Consumption Elimination of Manual Usage Reporting Elimination of Biennial Smog Inspections Accident Prevention Total Estimated Savings Annual Savings (millions) $2.6 million $0.5 million $0.2 million $0.2 million $ 3.5 million 12

15 Retail Fuel Savings with GPS Month-Year Gallons Month-Year Gallons Difference Jul ,739 Jul ,647 12,908 Aug ,566 Aug ,266 11,300 Sep ,124 Sep ,005 19,119 Oct ,203 Oct ,425 32,778 Nov ,005 Nov ,289 46,716 Dec ,863 Dec ,044 24,819 Jan ,880 Jan ,054 18,826 Totals 2,353,380 2,212, ,650 Contributing factors include: Reduced unauthorized commuting Reduced speeding Reduction in unnecessary idling 13

16 GPS Issues Substantial start-up and annual costs Hardware: $1.83 million Installation: $0.65 million Annual Services: $1.55 million Additional workload associated with administering, managing, and monitoring GPS information Employee acceptance and resistance to change Employee Union challenges that GPS could be used for employee disciplinary actions Identifying and dealing with inappropriate use Need to be able to tie trips to operators for reporting to control agency 14

17 FOBs The What and Why A FOB is a small device with a memory chip that stores a unique Driver ID which is transmitted to the vehicle GPS system when held against the dash-mounted reader FOBs enable Caltrans to meet California Code of Regulations 2 CCR (a) An automobile travel log shall include a record of daily mileage traveled, date and time of travel, itinerary, and information regarding overnight storage and shall identify the driver shall be completed on a daily basis. Electronically recording vehicle trips and driver information eliminates manual usage reporting while meeting the CCR 15

18 Challenges Presented by FOBs FOBs were not available when GPS devices were installed a missed opportunity FOBs are individually assigned to employees who operate Caltrans vehicles and equipment There are about 20,000 Caltrans employees 12-15,000 regular vehicle operators FOBs are individually labeled, packaged, and shipped to a central point of contact for each Program in each District Distribution, and who would distribute them, was not fully vetted at the beginning of the project DOE initially distributed FOBs Districts will assume longterm responsibility 16

19 Current Status of FOBs All Caltrans drivers have been assigned a unique Driver ID by Caltrans IT Security and all 24,000+ employees have now been added as potential drivers to the Verizon database To date, more than 7,300 FOBs have been assigned and are being distributed Local district motor pool managers are assisting with assigning FOBs to employees not included in initial distribution Technology changes rapidly. Proximity readers using existing chips in ID badges and security cards will replace fobs in the near future 17

20 FOBs: Pressing On Distribution is functionally complete in San Diego and driver acceptance can begin to be evaluated A dynamic interface between IT and the Verizon database needs to be established to synchronize the exchange of employee updates Determination is needed regarding assigning and distributing FOBs in the future and who should be responsible for the assignment after the initial deployment is complete 18

21 Low/High Usage Vehicle Example 2014 Chevrolet Tahoe SUVs (181 total) Highest use has 42,781 average annual miles (in service 1.3 yrs) The following SUVs have been in service from 1.1 to 1.5 years 106 (58%) less than 12,000 average annual miles 71 (39%) more than 18,000 average annual miles 50 (28%) more than 20,000 average annual miles 19

22 Low Usage SUVs Eureka, 9 (23%) Orange, 12 (31%) Marysville, 1 (3%) Bay Area, 1 (3%) Fresno, 1 (3%) LA, 2 (5%) San Bernardino, 13 (33%) 20

23 High Usage SUVs Sacramento, 7 (13%) Redding, 6 (11%) San Diego, 1 (2%) Marysville, 3 (5%) Stockton, 4 (7%) Bay Area, 2 (4%) Bishop, 5 (9%) San Louis Obispo, 8 (15%) San Bernardino, 7 (13%) Fresno, 3 (6%) LA, 8 (15%) 21

24 2014 Chevrolet Tahoe SUVs Warranty Basic: 3 years/36,000 miles Extended - power train: 5 years/100,000 miles 120 of 181 are on pace to mileage out of basic warranty prior to 3 years in service 22

25 High to Low Use Reassignment Ideal candidate for reassignment within District High Use: ID Chevy Tahoe 4WD SUV Assigned to: Bishop Area Maintenance Placed in service: December 27, 2013 Current mileage: 46,787 Low Use: ID Chevy Tahoe 4WD SUV Assigned to: Bishop Area Construction Placed in service: January 14, 2014 Current mileage: 9,034 This example underscores the importance of standardizing the fleet as well as coordinating well between programs 23

26 Maintenance Division GPS Project The Division of Maintenance (DOM) currently has GPS units installed on approximately 3,500 passenger, light medium-duty, and other equipment To improve Safety, Reporting, and Usage information, the DOM is planning to install approximately 4,300 additional GPS units for the medium/heavy duty and off-road fleet Currently, reassigning some equipment to improve usage as per their policy 30-day low use reporting warning given to improve use and/or reporting 60-day if use hasn t improved, vehicle is moved to another Maintenance unit 90-day if use still hasn t improved, vehicle is moved elsewhere within the state GPS will improve usage reporting and improve the ability to manage Maintenance fleet equipment 24

27 Maintenance Program GPS Project DOM and DOE to merge accounts with Verizon-Network Fleet Data from both projects will be available to each division by accessing one master account Expedited contract process utilizing the Western States Contracting Alliance (WSCA) Maintenance Program funding will be used Preliminary bid of $2.5 million for hardware and installations Estimated $1 million annually for network charges Equipment Program funding all costs related to light-duty fleet 25

28 DOM s GPS Target Equipment 26

29 DOM s GPS Project Scope of Work Audible alert systems for FOBs Used to remind drivers to FOB On before driving Trailers and trailer-mounted equipment will have batterypowered GPS devices Yards with no, or limited cell service to be equipped with micro-cell units or cell signal boosters Reports to be created in NetworkFleet, the Vendor s webbased system, specifically for monitoring snow/winter operations All other installations will mirror the DOE s project scope of work 27

30 DOM GPS Coordination DOM HQ Equipment Office GPS Coordinator will provide: Contract management of the 4,300 new installations User account management for DOM employees System administration for DOM equipment and drivers Liaison functions to DOE and NetworkFleet Statewide reports 28

31 Authorization for Fleet Optimization In April 2015, the Caltrans Executive Board of Directors endorsed an expedited approval of a key decision document There are limited business practices within Caltrans to optimize equipment utilization and assertive, proactive measures are required in order to optimize its usage The Chief of the DOE is now delegated the authority to reassign equipment for the purposes of optimizing the usage of all Caltrans mobile fleet equipment, including: Exchanging high for low usage equipment Determining which equipment should be rented versus owned and taking the necessary actions to obtain and maintain the balance Ensuring that only equipment that is needed and used is to be replaced Ensuring that only essential equipment repair costs are incurred Development of Fleet Optimization Guidelines 29

32 DOE Fleet Optimization Objectives Use GPS for effective decision making to manage the mobile fleet based on accurate usage data Distribute fleet optimization guidelines Exchange high use with low usage vehicles Across supervisor / regional boundaries within the Division of Maintenance District-wide between programs Within the north and south regions of the state Elsewhere within the state 30

33 DOE Fleet Optimization Objectives Remove vehicles with high repair cost from the fleet Determine which vehicles should be rented versus owned Reduce fleet operational costs Reduce fuel consumption Replacement and repairs Equipment standardization to lower production and subsequent modification costs Improve vehicle utilization Use the vehicles we own and minimize rentals Swap high use with low use vehicles 31

34 DOE Fleet Optimization Objectives Determine the optimal size of the mobile fleet Determine which equipment is really needed Determine if low use vehicles should be rented rather than owned Standardize replacement equipment with a goal of no local requests Standardize lighting and striping packages Reduce the unauthorized use of State vehicles Revise the Department s policy on the use of state vehicles Clearly delineate unauthorized commuting Eliminate reference to outdated usage reporting system 32

35 Fleet Optimization Challenges Reassigning equipment to improve utilization Using construction fleet during the winter in other programs Driver reluctance to give up vehicles sense of entitlement Pooling vehicles that have previously been assigned to individuals Determining the optimal size of our fleet Prioritizing equipment repairs and replacements Determining which equipment should be rented versus owned and vice-versa Determining the core business needs of numerous programs Paving rollers, pavers, grinders and graders Cleaning storm drains Vactors Striping dedicated crews are utilized 33

36 Fleet Optimization Challenges Reducing unnecessary rentals $10 million for the Maintenance Program alone Standardizing equipment so it can be used anyplace Equipment users want specialized equipment that require modifications through the local request process Some equipment becomes so highly specialized that it cannot always be used elsewhere Determining which equipment should be replaced Leveling mileage accumulation to maximize warranty and reduce repair costs 34

37 Use of State Vehicles Caltrans Use of State Vehicle Policy Allows its employees to use state vehicles for state business when appropriate Requires its employees to adhere to California laws, regulations, and Caltrans policies related to the use of state vehicles Prohibits the use of any state vehicle other than in the conduct of state business States that any employee who misuses a state vehicle is subject to disciplinary action ranging from formal written reprimand to dismissal Reporting speeding incidents (>80mph) to the districts that result in notification letters to violators May evaluate vehicle overnight storage locations to eliminate unauthorized commuting (employees without a home storage permit) 35

38 GPS is about the Journey, not the Destination Should Commuting in a State Vehicle be allowed? Questions?