Trust Board Meeting 15 September 2009 Paper Ref: 20.22 Title: Fleet and Equipment Report Summary: Action Required: Author: Accountable Director: FOI Status: Business Report: Strategic Objective: This report to the Board on the operation of the Yorkshire wide Fleet and Equipment Department is designed to track progress against the Fleet and Equipment Strategy. This paper is for Assurance Mick Farmer Assistant Director Fleet and Equipment Simon Worthington - Finance Director Public Yes Fleet and Equipment RAG Status: Green Finance Delivering sound financial management and value for money Environment Creating a high quality, efficient and safe workplace that reduces our negative environmental impact Our People Recognising that the excellence, professionalism, well-being and personal development of our staff and volunteers are key to the success of everything that the Trust does Our Patients Putting the patient at the heart of our work by ensuring that every policy and practice supports their physical and mental well-being Resilience Maintaining business continuity at all times, whilst having the capacity and ability to respond appropriately to emergencies or crises Assurance Standards for Better Health: Clinical Performance Indicators: Assurance Framework: C4a,C4b,C21 n/a Auditors Local Evaluation: 1.2.5 / 2.3.7 Business Plan 6,4,3,2 Objective: 11,32,34,35, Risk Management Scheme for Trusts: 1.3.7
Board Report Fleet and Equipment 1 PURPOSE 1.1 This formal report to the Board on the operation of the Yorkshire wide Fleet and Equipment Department is designed to track progress against the revised Fleet and Equipment Strategy that was approved by the Board in October 2007. A refresh of the Fleet Strategy has taken place and will be presented at the September Board Meeting. 2 CONTEXT 2.1 The board should have sufficient assurance in the performance of the Fleet and Equipment Department, the main key performance indicators are detailed in the table below, additional information can be found in the attached appendices. Communications Equipment Issues A & E Vehicle off the Road (VOR) PTS Vehicle Off the Road (VOR) Out of Hours Breakdown Medical Device Replacements Infection Prevention Control (IPC) Amber Green Green Amber Green Green 3 PROPOSAL 3.1 To continue the implementation of the fleet strategy and developing additional policies and procedures inline with the strategy document, developing more sophisticated KPI reports, to include fuel usage, cost per mile of maintenance & more accurate accident statistics 4 RECOMMENDATIONS 4.1 It is recommended that the board agree to the continued implementation of the fleet and equipment strategy which gives assurance as to performance of the department.
Appendix 1 Fleet and Equipment Key Performance Indicators 1. Communications Equipment Vehicle Availability continues to be slightly affected by the spares parts issue for the Thorcom kit in the Central area; Manufacturers of MDT equipment will not support the obsolete equipment. The switch of MDT manufacturers to Terrafix will eradicate the MDT problems although the planned rollout to Terrafix has been put back to Mid October to allow for changes to the Trusts CAD to be made. The YAS Format of Terrafix has been delivered and is undergoing end to end (scenario testing) testing before rollout in the North, East and South CBU s, this updated format has the latest mapping and improved routing which will enable more precise directions through the satellite navigation system. The table shows the numbers of faults reported through the Fleet OSC and ICT helpdesk, 12% of these faults were not repaired within 24 hours due to parts availability and the continuing software issues affecting Thorcom VR2000, although these vehicles still remain operational due to having 3 forms of communication equipment on board. Reported Faults Number of Faults Reported Number of Faults Repaired Percentage Repaired % 101 84 83% 2. A&E Vehicle Availability This KPI represents the number of A&E vehicles available at the end of each day as a percentage of the total. Given that the Trust operates with 20%+ spare vehicle capacity the target availability of 95% ensures that A&E operations are not effected by vehicle down time. Target Actual Variance YAS 95% 95% 0% North 95% 95% 0% Central 95% 94% -1% South 95% 97% 2% 2.1 The target was not achieved in the central area due to vehicle accident damage.
3. PTS Vehicle Availability This KPI represents the number of PTS vehicles available at the end of each day as a percentage of the total. Given that the Trust operates with a spare vehicle capacity the target availability of 95% ensures that PTS operations are not effected by vehicle down time. Target Actual Variance YAS 95% 93% -2% North 95% 92% -3% Central 95% 97% 2% South 95% 91% -3% 3.1 The only area to achieve the target was the Central area, North missed the target due to several vehicles requiring major repair mainly due to the age of the fleet, South missed the target due to a mix of vehicles with major repairs and accident damage. 4. Out of Hours Attendance This KPI is designed to measure the responsiveness of the fleet service to out of hour s vehicle issues. Target performance is 75% of issues to be resolved within two hours. Number Repaired Target Actual Variance Total YAS 324 255 75% 79% 4% North 87 63 75% 72% -3% Central 229 192 75% 84% 9% South 8 0 75% 0% -75% 4.1 The overall target in this KPI has been achieved. The Central area figure is high this is mainly due to having a mechanic working night shift in Leeds & capturing all vehicle defects, South area are still not reporting vehicle breakdowns through the fleet OSC, this is being addressed with the Ops AD for that area.
5. Pre Hospital Medical Equipment This KPI identifies the number of pre-hospital medical devices requiring replacement within the current financial year. Pre Hospital Medical Devices Standard Life Required in 09/10 Replace Status Defibrillator 7 98 Cot Stretcher 7 110 Carrying Chair 7 49 Electronic Suction Unit 7 110 Pneumatic Resuscitator 7 146 Ventillators 7 40 The stretchers are at RED due to the over age PTS fleet, these stretchers are within their required service parameters. Orders are now being raised for the replacement of medical equipment 6. Safety Inspection Slippage This KPI measures the number of vehicles that exceeded their safety inspection scheduled date by more than two weeks. Slippage No of Vehicles Over 0 7. Operational Support Centre Demand / Incident Support Helpline This KPI is to show the volume of incoming and outgoing calls within the operational support Centre. The number of abandoned/terminated calls is high due to diverting calls to the tyre/out of hrs provider. The Fleet OSC now operates 24 hours a day, 7 days a week. Plan Actual Variance Calls Offered 300 303 3 The Incident Reporting Helpline has been very successful since its launch in January 2009 seeing a week on week rise in call volume. The expected number of calls has been reviewed and the monthly target has been adjusted to reflect the increase in call traffic. Analysis has started to take place into the type and reason for the call this has been presented to the Integrated Governance Committee.
8. Infection Prevention Control (IPC) Make Ready This KPI shows the number of deep cleans carried out each month. Operational Fleet Cleaned Target Actual Variance Total YAS 960 932 96% 97% 1% This KPI was achieved in the month; we are currently looking at ways to improve the data capture process to enable us to produce enhanced KPI reports, this includes the use of web browsers and PDA s. The web browser system is now built and in the testing stage, this should be rolled out to all vehicle cleaners by the end of September. In consultation with staff and IPC, standard chemicals and cleaning products have been introduced across YAS further development in this area may be needed as HCC/CQC requirements change. The recent restructure and harmonisation of the ancillary department has proven to be a great success, this can be evidenced by the recent CQC unannounced HCAI inspection as no recommendations were made in any area. 9. Vehicle Age Profile Sub Fleet Type Standard Life Required in 09/10 Replace Status Ambulances 5 49 A&E Rapid Response Vehicles 4 22 Out Of Hours Doctors Cars 4 19 A&E Urgent 7 24 PTS 7 248 Other Various 19 Total 381 The required replacements in order to keep the sub fleets within their standard lives in 09/10 are identified above. The risk areas are A&E and PTS. The amber status within A&E fleet indicates a shortfall in funding, funding is currently available for 42 vehicles we are currently working with four other Trusts in line with the national A&E specification to negotiate a bulk purchase price which should hopefully deliver sufficient savings to fund the numbers required in this financial year. Following the recent YAS mini competition tender 4 other ambulance Trusts have now expressed a wish to take advantage of the YAS tender forming a purchasing collaborative to build a single specification DMA in line with the national ambulance specification. This is a significant move towards a single DMA specification vehicle for UK ambulance Trust s driven by YAS.
The risk area with the PTS fleet is where additional revenue / savings are required from the PTS modernisation program in order to finance full fleet replacement. Vehicle orders for 09/10 are as follows; 42 DMA 18 Stretcher PTS vehicles fitted with blue lights 19 Replacement out of hours doctors cars 22 Rapid response cars 20 Landrover 4x4 vehicles 30 Renault Megane PTS cars 10. New Fleet Workshop (Wakefield) The new fleet management centre, including a fully equipped vehicle repair workshop opened early August, this is now providing 24/7 incident reporting and vehicle maintenance facilities. From the 1 st September the vehicle repair workshop will be open from 7am Mondays to 7am Saturday, providing 24 hour vehicle service and repair activities, this is the first sep in opening the workshop 24/7 this will be achieved by Christmas 2009 There is also a purpose built medical equipment maintenance section including a decontamination/cleaning area.
Appendix 2 Projects Projects Status Comment Date Due PTS Replacements Replacement of 18 PTS stretcher vehicles 01/01/2009 Replacement A&E Vehicles Replacement of 42 A&E vehicles Various commencing quarter 4 Replacement RRVs Replacement of 22 RRV vehicles Various commencing quarter 3 WAS Remounts Remount of 25 WAS bodied vehicles Ongoing to March 10 Landrover Vehicles Introduce 20 Landrover 4x4 vehicles for resilience measures Nov-09 Reduce Carbon Footprint Implement Carbon Reduction Plan On Going Relocating of Hull workshop Relocation of workshop Oct-09 Fleet Strategy Implement fleet Strategy Dec-10