Analysing Fleet Movement
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PREVIOUSLY in this series when dealing either with the setting up of a system of commercial vehicle costing or, alternatively, as last week, devising a suitable weekly chicle sheet, the principle of one record per vehicle has been ccommended. With larger fleets, however, and particularly in ncillary operation, there is also a need for the summarizing ad analysis of vehicle records on a fleet basis for various atistical purposes.
If such is the case, then the basic vehicle record—whether ally or weekly—should be so drawn up as to facilitate the .ansfer of data on to subsequent fleet summary sheets. ,lthough many engineering records are common in form thatever the size of fleet or type of vehicle. traffic records must
e largely, individual to each operator.
For this reason it is not possible to recommend a specific -affic summary sheet, but only to indicate the manner in thich such a sheet may be drawn up. Moreover, as the size f a fleet increases there is a greater need for comparatively apid summarizing of traffic flows so as to provide accurate iformation on which to determine the economic disposition of le fleet. Over-employment of hired vehicles may also be voided by the ready availability to the operator of such iforrnation.
A suggested layout for a fleet summary sheet is shown longside. As mentioned last week, when a form is for use tternally only, no purpose is served in wasting space at the eading with the company's name, an appropriate reference umber being sufficient. It would be convenient, incidentally, ) number relative forms such as the daily log sheet, weekly chicle summary, weekly fleet summary and any subsequent ummaries for longer periods in sequence.
Whereas the distinguishing feature between one vehicle urnmary sheet and another would be the vehicle number, fleet cords differ one from another by the date of the period to thich the record refers, which should therefore appear in the eading to facilitate easy reference.
HE example alongside shows a fleet summary sheet with 11 ertical columns, although as previously suggested this number an be either increased or decreased according to each perator's requirements.
Having checked and totalled the individual vehicle summary beets and, assuming that the fleet is made up of several izes of vehicle, having sorted these sheets out into appropriate .tquence, the totals are then entered successively on the weekly eet summary sheet. When the fleet numbering system has reviously been arranged so as to indicate both the type and ize of vehicle, rather than a mere chronological number, the eet numbers would fall readily into successive groups on le summary sheets.
Five columns are then provided on the example shown in rhich an analysis of the total tonnage (or any other measure f traffic) can be made. The remaining columns will, however, be common to most fleets and allow for the addition of mileage, fuel and oil records transferred from the individual vehicle sheets.
Although the keeping of fuel records is a comparatively simple exercise, the regularity and promptness with which this is done are most important. With the cost of fuel forming such a high proportion of the total expenditure of vehicle operation, it is imperative that adequate. up-to-date information is available if unful action is to be taken when abnormally low fuel consumption is reported through. reference to the summaries.
Whilst daily returns of fuel consumption would obviously give the most immediate information, in many instances the results so obtained can prove unreliable becaiise of temporary variations caused by a variety of reasons not related to efficient running. On balance, a record of fuel consumption based on weekly returns probably provides the best compromise, always provided the results so obtained are available immediately following the completion of the week's running.
In addition to providing for a record of the fuel consumption Of individual vehicles, the last column of the fleet summary sheet allows for the entry of the average fuel consumption for each group of vehicles. Convenient comparison can then. be made between the group figure and those for individual vehicles within the group, as well as between the vehicles themselves.
• Providing the individual vehicle weekly record is so arranged that the sequence of data corresponds with the columns on the fleet summary sheet, the transfer of information can be done easily and rapidly. Moreover, a simple totalling of the fleet summary sheet gives an overall picture of the fleet's activities for the week. It must be emphasized, however, that the simplicity of the work can be lost if the recording is not done regularly and currently. There may also be a need for the summary of a fleet's 1345
activities over a longer period, say every three, six or 12 months. Starting from scratch, this would be a formidable task even when only a comparatively few vehicles were involved. But if weekly summaries are already kept, compiling of additional summaries over longer periods can be a comparatively• simple matter.
It is for this reason that the form recommended for summarizing the weekly activities of the fleet is so arranged that the first column is left without a heading. When used as a weekly summary sheet, this first column is headed "Vehicle Number" and subsequent entries made accordingly. If the same sheet is used to compile summaries over longer periods, this column is headed "Period Ending" and instead of the vehicle numbers the date of the initial summary from which the totals are taken is recorded.
For example, if a quarterly summary was being compiled this would presumably be made up from weekly summaries and the appropriate week-ending dates would then be entered in the first column. Alternatively, if a yearly summary was being compiled the quarterly dates would be entered.
Because fuel is a major item in the total operating costs of a commercial vehicle it is prudent to give particular consideration to the recording of the initial receipt of supplies and the subsequent issuing of fuel both in bulk and to individual vehicles Although there has been a substantial change of opinion in post-war years as to the advisability of small operators being self-sufficient as regards maintenance of their vehicles, there is no doubt that facilities for the storage of fuel in bulk should be provided at the first opportunity. With every gallon issued there would then be an appreciable saving in costs, a saving, moreover, which is accumulative.
Where no such facilities are available the operator would almost invariably be compelled to run a proportion of dead mileage to collect supplies of fuel, with inevitable addition to the cost of operation. Under such circumstances the restriction on the hours during which fuel can be obtained can also prove not only inconvenient but expensive if it were to interfere with pre-arranged times for loading or unloading.
Small operators considering the installation of such bulk storage facilities, but anxious to limit the outlay involved, might well give consideration to the purchase of used pumps no longer suitable for modern filling stations but which are adequate for the purpose for which the haulier requires them, and when there is no need to comply with regulations governing issue of fuel for sale to the public.
Having decided to install bulk fuel storage, it is essential that the savings in cost thereby presented should not be frittered• away because of inadequate recording of the amounts issued, with associated encouragement to petty pilfering.
A recommended fuel-issue sheet is shown alongside. If the organization is sufficiently large to have more than one depot or branch, provision will be made to record this in the heading. Then will follow the date to which the records refer. Where fuel is issued to a large number of vehicles, the majority of which return to base each night, a daily sheet would be justified. For many medium-sized operators, however, particularly where some long-distance vehicles may be away from their home depot for one or more nights, it would be more practical to arrange for the fuel-issue sheet to cover a period of one week.
Assuming this was the case in this instance, columns one and two are appropriately headed " Month " and "Date ". At first siglit the third column headed " Time " may seem unnecessary but in practice the information so recorded can prove of real value, particularly in association with the information obtainable from column eight, namely "Mileometer Reading ". Especially when a number of depots are involved, the availability of a timed sapience of successive refuelling can provide a useful check on time sheets or, alternatively, proof of collection and delivery times.
Although many such fuel-issue sheets provide only one column for the recording of the meter reading of the pump, there is less danger of the complete omission of one or more vehicles if both the starting and finishing readings are entered on the sheet, as in columns four and five.
It is important that the column in which is recorded the gallonage issued should be immediately alongside the zntry of the appropriate vehicle number. This not only facilitates accurate entry of information when a succession of vehicles are being fuelled rapidly, but also helps to reduce the possibility of B46 error when such information is subsequently being transferrer to other records.
Reference has already been made to the need for recordinj the mileometer reading, which is done on this sheet in columr eight. The final column, nine, provides for the recording of tin signature of the driver responsible for the vehicle to which tin fuel has been issued. In some instances, however, it may in the practice of particular operators to delegate the responsibilit of issuing fuel solely to one man, such as late-night garage staff in which event this last column would be suitably amended tc provide for the recording of the appropriate signature.
IT is convenient to append a fuel-stock summary to the foo of the fuel-issue sheet because much of the relevant data if readily available. If required, the combined sheets can be sc arranged that the fuel-stock section can be readily detachec after completion. This will be of advantage when the twr sections are dealt with by separate departments.
This arrangement not only allows for comparatively simplg balancing of total issues with current stocks, but also ensure! that successive fuel-issue sheets have correct continuity.. Thus the data recorded on line 10 in the fuel-stock section (mete, reading to start) should be the same as that shown on line 1'1 of the previous sheet, namely the meter reading to finish. Also when commencing a new sheet, the opening entry, uncle] column four should be the same as that shown in line 10 or the same sheet.
• Similarly, the tank dip to start, as shown on line 13 in tin fuel-stock section, should correspond with the tank dip tc finish recorded on line 16 of the previous sheet. It will depenc on individual circumstances whether or not it is practicable tc complete the whole of this sheet in ink, but even where this i! not possible an additional safeguard would be provided if tin opening entries in column one and lines 10 and 13 were it made.
When oil-engined vehicles are operated it is necessary tc record information relating to the issue of fuel as set out in tin Heavy Oils (Road Fuel) Regulations, No. 717/35, a copy o: which can be obtained from H.M. Stationery Office, price 4d It is required that a record be kept of all heavy oil (common13 termed derv, or oil fuel, by most operators) received, showinj the name and address of the supplier, date of delivery anc quantity and description of fuel supplied.
In addition, daily vehicle records must be kept on which an recorded the vehicle registration number, journeys made mileage run and the quantity and source of fuel supplied. The records must also show the stocks of heavy oil remaining at tin end of the period. S.B.