Fleet Location A recommended daily summary
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sheet is described ,here on which
and Control depots can record essential data IN this series on November 30 and December 7 the problems arising from fleet expansion have been discussed. Unless the recording system and overall control are 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 theri essential that vehicles should be transferred to the. site 'where they are most urgently required. Unless an adequate recording system is maintained the information on which to determine such transfer would not be readily available, it at all.
Compared with general haulage of traffic for established industries, any recording system set up to locate and control vehicles engaged on civil engineering or similar work must be primarily flexible. Also, because of the likelihood of frequent staff changes on this comparatively temporary work, any forms used must be simple and readily understood.
The amount of clerical work which can be done on the site before the various records are submitted to headquarters will obviously vary according to individual circumstances, such as the duration of the various contracts. In the majority of cases, however, there will be the minimum requirement to make a return of the daily fuel consumption and mileage recorded by each vehicle, together with a statement of the daily composition of the depot fleet, with possibly an account of any vehicles received or transferred during the day. .
On larger contracts the vehicles of the main contractor, as well -as those of several sub-contractors, may be operating on the same site. In such circumstances it would be uneconomic for all parties to have their own fuel stocks, in which case it is essential that an accurate fuel recording system is installed.
"Similarly, it would be necessary to provide on the various
DepotiSite vehicle record sheets appro Operator priate columns in which to Date enter the amount of fuel
obtained from outside sources.
In this type of work it would be advisable to refill tanks daily so that rapid comparison with the corresponding mileage could be made. Any irregularities thereby revealed can be dealt 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,. arid 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 be 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 P53 recommended in connection with record sheets previously described, a brief reference to the number of this particular form—JS/TR 3 in this instance—is recorded at the top left corner of this Daily Summary Sheet. On the opposite side provision is made to enter the name of the depot or site, the name of the operator where more than one is working on the same contract.
The main section on the front of this Daily Summary Sheet is divided vertically into 11 columns. The number of horizontal rulings will be determined in each particular instance by the size of the fleet concerned. In the example shown, the heading to the first column is purposely omitted so that it can be adapted to suit individual circumstances. Where the fleet concerned was providing for the requirements of a large contract, a variety of vehicles such as buses, road-making and other machinery might be employed in addition to goods vehicles. In that event some segregation might be required which could then be duly recorded in this first column.
The vehicle fleet number is entered in the second column and if the numbering system employed indicates the type of vehicle, as has been recommended in previous articles, the several vehicles will then follow appropriately in their respective , groups. The next four columns are concerned with the issue of fuel, having the main heading "Fuel Consumption ". The four columns are separately headed "Home Depot ", "Other Depots ", "Outside Suppliers" and "Total Gallons ". The daily mileage is then recorded followed by the mileage per gallon run by each vehicle. The amount of engine and gear oil issued to each vehicle is then entered. The heading to the next column—" Journey" in this example—would be varied to suit 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, the total quantities or mileage for the day are entered at the foot 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 vertically into eight columns and horizontally into nine lines. The first two or three vertical columns are devoted to the records in respect of petrol or oil fuel tanks. In other columns Can he recorded the issue of engine oil, gear oil and. paraffin.
In the first of the horizontal lines is recorded the pump meter reading to finish, immediately below the meter reading to start and then the difference between the two. Similarly, the dip of the tank at the start of the day is then entered, followed by the quantity received and the total of these two amounts. The dip of the tank to finish is then deducted and the resulting difference compared with the corresponding difference obtained from the meter readings.
The useful employment of all vehicles to the maximum is a prime task of transport management. But where a fleet is dispersed over several sites such an objective is by no means easy to achieve unless adequate and up-to-date records are available. The reverse side of this Daily Summary Sheet as shown alongside is drawn up to assist the transport manager to arrive at the most economic disposition of his fleet. The heading is similar to the front of the sheet after which are details of the vehicles not on service on that particular day.
There then follows eight horizontal divisions in which to record the fleet numbers of vehicles which did not operate because of one of several causes. These include "Available but 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 severally in the column on the right.
Below this section a summary 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 total, the previous day'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 be 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. S. B.