TECHNICAL MANAGEMENT OF THE COMPANY FLEET. Guest Speaker: Dr. Robert Satiri General Services Manager

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1 TECHNICAL MANAGEMENT OF THE COMPANY FLEET Guest Speaker: Dr. Robert Satiri General Services Manager

5 COMPANY INFORMATION Number of operators (Italy): 1890* FLEET INFORMATION Number of vehicles in Italy: 590* Number of vehicles in Europe: 610* (including Italy) Number of vehicles in the world: 680* (including Europe) Fleet composition by geographic area: Countries/Regions Total fleet cars commercial vehicles ITALY EUROPE (including Italy) MIDDLE EAST/AFRICA AMERICA Note: fields marked with *refer to Financo Group, the parent company of Colacem s.p.a.

geographic area: Countries/Regions Total fleet cars commercial vehicles ITALY 590 497 93 EUROPE (including Italy) 610 516

6 Colacem has implemented SAP in almost all its forms. To manage a so well-structured and widespread fleet at global level, we have used specific software for the management of production units, accouting, operating control system and business travels, integrating and connecting them to each other. The realization of the management was coordinated by the General Service Manager; the working group was attended by IT Departments, Administration and Finance, Purchasing, Logistic and Transportation, Planning and Control.

production units, accouting, operating control system and business travels, integrating and connecting them to each other.

7 Obiettivi di partenza: Initial purposes: Tabulated data approach Manage queries or data extraction with excel Convey the overabundance of information in a single, intelligible and queried tool. Create a management tool that can also be used for all vehicles and dump trucks of the excavation, transport of raw materials and finished goods companies.

8 Operazioni preliminari: Getting started: Single Car policy Country-specific Car list creation of a complete and univocal database table on all the vehicles in the fleet, specifying characteristics, location, individual cost accounting and general accounting, transport assignee, etc identification of technical KPIs for each vehicle and/or classes of vehicles (fuel consumption and tolerance, planned mileage and tolerance, type of contract, etc.) Here there are some screenshots about the vehicle classification tabs (cd. Equipment):

transport assignee, etc identification of technical KPIs for each vehicle and/or classes of vehicles (fuel consumption and tolerance,

9 Operazioni preliminari:

14 Once surveyed the vehicle with the creation of an equipment (autonomous object of service), the vehicle is associated to a user or to a location technique in the case of multiple-use by employees.

Periodically, with massive and automated procedures, kilometers travelled and fuel (quantity and price) are registered by taking data from the

16 Periodically, with massive and automated procedures, kilometers travelled and fuel (quantity and price) are registered by taking data from the monthly report sent by the oil companies with whom we have agreements for the fuel levy with personalized cars for each vehicle (netting contracts).

from the monthly report sent by the oil companies with whom we have

17 Using the MM and PM forms of SAP, the requirements of periodical or supplementary maintenance are similarly managed. During the accounting entry, the FI form of SAP allows to identify the cost analysis that then are processed and reported individually by groups of car, branches etc, indicating actual value, budget, analysis of displacement, percentage, previous period etc, spreading the respective KPIs.

During the accounting entry, the FI form of SAP allows to identify the cost analysis that then are

20 It s also possible to make processing related to different KPIs: kilometers traveled during the period or by each individual user; average fuel consumption; costs per kilometer etc

24 The management software is integrated with documentary references, so it dates back to the optical storage of the accounting records. It s also integrated with the SD form, for whom is activated (for vehicles dedicated to the delivery of goods) a Profit Center able to associate the revenues related to deliveries with vehicles identified individually, by type of means of transport, geographic areas etc

25 Summary of the operational framework of the SAP PM software Vehicles: Purchase management of leased/owned/long-term rental cars Car Registry Management Vehicle assignment management Budget management Maintenance management Administrative deadlines management Fuel consumption management Long-term cars and light commercial vehicles rental Travel Management Sales and scrapping Viacard/telepass interface management

26 Summary of the operational framework of the SAP PM software vehicles: Purchase management of leased/owned/long-term rental cars Purchase of vehicles included in the Investment Budget Purchase of vehicles not included in the Investment Budget Leasing management Long-term rental management Car Registry Management Registry of owned/leased/rental cars Changing data in SAP concerning equipment Register field Transfer of a company s seat within the same company Logistic transfer management Internal/External utilization Type of vehicle administration management Conventional vehicle value (ACI tabs) Vehicle value Assignment date and update on the assignment table Vehicle assignment management Assignment of cars and light commercial vehicles Mileage or hours of operation survey and update of the equipment counter Budget management Addition of budget management for single vehicle Definitions of maintenance orders Maintenance management Unplanned maintenances Planned maintenances Administrative deadlines management Fuel consumption management Long-term cars and light commercial vehicles rental Travel Management Sales and scrapping Car sales to third parties Sale or leasing from one company to another of Financo Group Car scrapping process Viacard/telepass interface management

27 The great element of innovation has been the use of a SAP (PM) native module, so not a compatible software, to create a perfectly integrated vehicle s management platform that is able to identify: Vehicle characteristics Period assignment (current and historical) Cost analysis by type, location, period, etc Optical storage of the accounting records Assignment management and historical reports of vehicles and users Automatic insertion of information allows you to have the essential TCO and KPIs (cost per km, consumption, mileage, acquisition cost and management cost, etc ) Therefore, we have identified some key KPIs indicators for our management: Cost/km by type of vehicle Average consumption/km by category of vehicle Average mileage by type of user Average cost of managing (long-term rental, purchase, leasing) These KPIs allow us to uniform the fleet management, analyzing deviations from data and directing the best practice to the performance of users (in terms of consumption, distance and routes) of the entire fleet.

28 Future Objectives: Implementation of security systems and remote monitoring of company vehicles to: optimize the use of vehicles optimize routes reward safe and economical driving behaviour rationalize fleet contain insurance cost training courses in Eco-Drive to sensitize drivers to safe behaviour in everyday use of ecologic and economical vehicles implementation with other function pertinent to General Services Area (e.g. Mobility Management).

29 Thanks for your attention, Dr. Robert Satiri