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2.4 - Ancillary Vehicles

2.4.2

Analyse the facility for servicing and maintenance of ancillary vehicles over the coming year in light of the performance and control recommendations to evaluate the value of continuing to complete additional servicing for low use ancillary vehicles (see 2.8 - 2.14, 2.17 - 2.18)

Cost of maintenance and repair to be reviewed against external quotes for ancillary fleet.

PRT

2.4.3

In line with variation between fire service workshops, analyse the value of continuing to complete additional servicing activities for low use ancillary vehicles.

Service content to be reviewed by Fleet Management. Findings to be reported to Performance Review Committee.

Fleet Mgr

2.5 - HX Radio, Blue Lights and Two Tones - Officers Cars

2.5.2

Potential cost savings to be made by utilising different methods of fitment . It is recommended that this method be extended to all officer and non-uniform fitments.

Workshops will adopt this method as its standard fitment.

SB

01/04/05

02/06/05 - now in use.

2.6 - Fitment of Mobile Phones Hands-free Kits - Officers and Non-Uniform

2.6.5

Fitment of mobile phones to officers, non-uniform and other ancillary vehicles is outsourced to an external supplier. Fitment of mobile phones to be reviewed following completion of the 'Link' project.

Workshops will out-source the fitment of all mobile phone hands free kits unless they are part of a full HX radio blue light and audible warning fitment.Review team to re-evaluate following completion of the 'Link' project.

Workshops Mgr/ ISReview Team

01/04/052006/07

02/06/05 - Trial to select from 3 suppliers prior to handover to IS.

2.7 - Job Codes

2.7.2

It is recommended the new TRACE computer system must be used to assist the accurate recording of activity and performance. To facilitate this, it is essential that a sufficient number of the VRMS codes be adopted by Workshops to allow analysis of costs.

The TRACE system to be set up so all work completed can be accurately identified using VRMS codes.(see also 2.9.1 below)

01/04/0520/07/05

2.7.3

It is recommended Workshops and Fleet Management should undertake the development of the system jointly in order to ensure it can fulfil the requirements of both management teams.

Workshops and Fleet Management to develop the set-up of the TRACE system jointly.

01/04/05

2.8 - Job Cards

2.8.12.8.2

Substantially reduce the number of job cards in use for each vehicle to avoid confusion and inaccuracy, in conjunction with improvement in coding. Include all relevant activities on one record. This would make paperwork less labour intensive, and allow the work on each vehicle to be clearly identified, irrespective of the number of trades completing the work (e.g. allied and mechanical).

One job card will be used for all work performed on each vehicle. The type of work will be identified by servicing codes.- Service- Allied Trade- Engineering- Electrical

Workshops ManagerSBSP

01/04/05

02/06/05. 1 job card per vehicle. In progress.

2.8.3

Technicians to complete job cards by recording the task completed, not the code. Administrators can then establish the correct VRMS code when inputting data. This will ensure work is not coded incorrectly, and a sufficient number of codes to be adopted.

Technicians will record work on daily timesheet: start/finish times, job number and service code. All additional work will be recorded by description.

SBSP

01/04/05

02/06/05 - Service code or description recorded by Techs, translated to VRMS by admin. In progress.

2.8.4

It is proposed technicians complete one daily work card, which will be used to transfer information to the computer system using one unique job reference for the vehicle.

Technicians will complete only one daily record card. Information will be transferred to the Vehicle record held on the TRACE system by the admin officer. No separate paper vehicle record is therefore required.

SBSP

01/04/05

02/06/05 - Technicians complete daily record sheet only. In progress.

2.8.5

Development of recording methods to be undertaken jointly by Workshops and Fleet Management to ensure information meets Service requirements, in conjunction with the implementation of the TRACE computer system and new job codes. A clear audit trail must exist.

Fleet and Workshops Management to agree recording methods meet both their requirements.

Fleet Mgr/ Workshops Mgr

01/04/05

02/06/05 - in progress.

2.9 - Activity Monitoring and Targets

2.9.1

Reports produced by the TRACE system to be able to show costs and performance. Review TRACE system outputs continually to drive any necessary changes, to ensure Workshops can provide a comprehensive breakdown of cost elements.

TRACE system set-up to produce reports that show current costs and performance for all aspects of Workshops operation.Data to be provided to Performance Review Team for analysis and review.

Fleet Mgr/ Workshops MgrWorkshops Mgr

30/04/0520/07/05

02/06/06 - TRACE reports being developed. Ongoing.

2.9.22.9.32.9.4

ICME produces manuals with expected times and tolerances for servicing and repair of HGV, LGV and light vehicles. It is recommended that the manuals listed below be used by Workshops and Fleet Management to establish expected work times and tolerances:· ICME Manual Cars 2005· ICME Manual Heavy Commercial Vehicles 2005· ICME Manual Light Commercial Vehicles 2005There are some differences in maintaining the Service's vehicles compared to those standard commercial vehicles. Where variation does exist, this can be taken into consideration and work times and tolerances modified.

ICME manuals will be used to identify expected times and tolerances for servicing and all repairs to HGV, LGV and light vehicles.Times and tolerances for additional servicing activity as carried out during HFRS service, will be calculated using data from ICME manuals and historical information/experience by the Fleet Mgr. Data to inform PIs (see 2.11)

Fleet MgrFleet Mgr

30/04/0520/06/05

02/06/05 - manuals received. Setting of times/ tolerances in progress.02/06/05 - as above.

2.9.5

Implementation of the above measures will allow management to monitor performance against the standard deviation and agreed tolerances and thus allow management to investigate reasons for this deviation and identify future training needs/ procedural changes. Management Information should be produced for this purpose on request of the Fleet Manager.

Continuous monitoring of Workshops performance by Workshop/ Fleet Mgrs to identify future training needs/procedural changes.Evidence of monitoring process and data to be supplied to Performance Review Team for analysis and PIs (see 2.11)

Workshops Mgr/ Fleet MgrWorkshops Mgr/ Performance Review Team

30/04/0520/07/05 - continuous

02/06/05 - in progress.02/06/05 - System reports being finalised.

2.10 - Time Management

2.10.12.10.22.10.3

It is recommended that the use of a decimal clock be investigated to accurately record the time spent on servicing and maintenance tasks. Current recording methods allow technicians to record their working day by 15-minute intervals leading in inaccuracies. An alternative method to this would be to reduce the periods of time used from 15 to 6 minutes (i.e. 10% of an hour). Over time management will be able to establish actual time required for individual activities.

Actual labour time to be recorded by technicians and input as decimal increments onto the TRACE system. Technicians will be supported by controllers to book time as accurately as possible. Accuracy of recording to be evaluated by Fleet/Workshops Mgrs and potential need for decimal clock to ensure accuracy is maintained. Data provided to Performance Review Team will assist in identifying anomalies in recording.

Workshops ControllersWorkshops Mgr/ Fleet Mgr/ Performance Review Team

01/04/0531/08/05

02/06/05 - investigation ongoing.

2.11 - Performance Indicators

2.11.1

It if recommended that Workshops continue to employ local performance indicators established during the review to assist in performance and improvement planning (see 2.10 and 2.12)

Produce identified local performance indicators with amendments/additions established (see Appendix A)

Workshops Mgr/ Controllers/ Performance Review Team

01/04/05

02/06/05 - awaiting TRACE reports.

2.11.2

Set targets to reduce the amount of non-productive time

Identify strategies to reduce the amount of non-productive time through planning process (see 2.12)

Workshops Mgr

01/04/05 - continuous

02/06/05 - in progress.

2.11.3

Contact should be made through Family Group 4/ Performance Improvement Network (PIN) to establish agreed PIs.

Contact to be made with FG4 and other Workshops Mgrs to establish some standard PIs.

Workshops Mgr/ Performance Review Team

2.12 - Planning Methods

2.12.1

It is recommended current planning methods be updated, to calculate potential necessary resources.Accident information should be forwarded by Fleet Management to Training School to allow further assessment of training requirements

Workshops and Fleet management to identify workloads for forthcoming year.Updated yearly plan to be submitted to Performance Review Committee.Accident information forwarded to training to allow for assessment of training needs to take place.

Workshops/ Fleet ManagementFleet Mgr

30/06/0501/04/05

23/05/05 - Info from Fleet to Ops and training needs identified.

2.12.22.12.3

Scheduled work should be examined and critical paths established, so that non-critical tasks can be used to offset periods of low activity.Future plans should be created in liaison with the Fleet Manager, who controls the scheduling of annual and 3 monthly servicing aligned with modifications and `new-builds'.

Workshops and Fleet management to identify workloads for forthcoming year. Scheduled work (including 3 monthly servicing) will then be examined and critical paths established.Annual plan to be produced using historical data to allocate appropriate start/completion times for 'fit-out', refurbishment, modification and stowage, taking into account the identified reduction to build times identified in 2.14. All other work will be estimated using historical data and new performance information from the ICME manuals.

Workshops/ Fleet Management

31/07/05

2.12.42.12.5

It is recommended that comprehensive build and equipment stowage specifications are provided to Workshops prior to build. Any necessary changes must be kept to a minimum and be agreed with the Fleet Manager.

Build specifications to be supplied for all vehicles following review (2.14.2).

Fleet Mgr

01/10/05

2.13 - Stock Levels

2.13.1.

An independent assessment of current stock levels and ordering processes is undertaken to ensure that auditors recommendations are met as laid out in the 'confidential Internal Audit Report - Creditors 2003/04'

Review and evaluate stock holdings. Review levels of responsibility in line with audit best practices. HCC Auditors review of Workshops carried out in Q1 2005. Report to support confirmation of adherence to recommendations and reported to Performance Review Committee as part of the Audit Action Plan.

Workshops MgrPerformance Review Team

31/08/0530/07/05

2.13.2

The possibility of acquiring imprest stock for commonly used supplies be investigated further through potential suppliers

Investigate the cost of acquiring imprest stock from existing and other potential suppliers.Present findings to Performance Review Committee.

Workshops MgrWorkshops Mgr

01/04/05 - 31/07/0507/09/05

02/06/05 - Tryes/ batteries to be imprest if poss. Ongoing investigation.

2.13.3

It is also recommended that the potential for combined purchasing capabilities be investigated in conjunction with the Regional Fire Board.

Consult with Transport, Workshops & Procurement Mgrs of other F&RS (regionally, FG4 or nationally) to investigate purchasing opportunities.

Procurement Mgr/ Workshops Mgr/ Fleet Mgr

31/08/05

2.14 - 'Fit-Out' and Modification Methods

2.14.2

It is recommended that `pegboards' be introduced to enable improvements to be made (cost savings and reduction to build times 12.14.1).It is also recommended investigation be made into the installation of original shelving and pegboards by manufacturers/ bodybuilders at the initial build stage. This might be complemented by joint working with partner FRS who have already capitalised on this methodology of fitment.

Introduce pegboards style stowage to the 'fit-out' of appliances where appropriate. Additionally, investigate other potential developments in stowage fitment.Review the specification of new appliances/other vehicles and identify as much of the specification as possible that could be completed by the manufacturer/bodybuilder prior to completion at Workshops.

Workshops MgrFleet Mgr

01/10/0501/09/05

2.15 - Three Monthly Servicing

2.15.1

It is recommended that Workshops trial the system whereby an apprentice or GDA accompanies the mechanic to the three monthly service. This will free up technical resources to complete other work.

Trial to be carried about between 01/04/05 and 30/06/05.Outcomes reported to Performance Review Committee.

Workshops Mgr/ Controller (Mech/Elec)

30/06/0507/09/05

2.16 - Ladder Testing

2.16.1

It is recommended that all future ladder tests should be completed to manufacturer's recommendations. This change will protect the safety of staff and reinforce the reliability of the ladders.

Purchase of appropriate testing/repair equipment/tools.Technicians to receive appropriate training.Ladder servicing/repairs carried out to manufacturer's recommendations.Certificate to be produced for every ladder service.

Workshops Mgr/ Controller (Allied)

01/04/05

02/06/05 - Some changes to testing implemented. Awaiting tech training.

2.17 - Service Schedules

2.17.1

Due to the variation in servicing activity between fire services it is recommended that the servicing of non-emergency ancillary vehicles continues to be re-evaluated with possible collaboration with other services or private enterprise

Review the service content of ancillary/support vehicles.

Fleet Mgr

01/09/05

2.18 - Customer Services

2.18.12.18.2

It is recommended that workshops administration staff introduce customer service to inform the station of the necessary work required on the vehicle, the expected completion time and potential delivery. Controls to be implemented to ensure agreed work times and tolerance levels set. All work should be entered into the vehicle log book/ separate record sheet so that all station staff are aware of the work undertaken

Stations Mgr/ Head of Dept etc. to be informed during the preceding month that Workshops will be working on their vehicle(s) and give them an approximate date, what work will be carried out and approximate timescale. Any delay will be reported to relevant parties and an adjusted return date supplied.

Workshops Mgr/ Controllers

01/05/05

02/06/05 - in progress.

2.18.3

It is also recommended that a satisfaction questionnaire be used to ascertain where any quality issues arise and to identify where additional communication with users is required. A draft format for this has been supplied by Workshops and it is suggested that this questionnaire be created as an electronic form emailed to the OiC of the station

Following completion, a note will be supplied with brief details of work carried out and a customer satisfaction form to be completed.Regular reviews of customer satisfaction will be carried out.

Workshops Mgr/ Admin/ ControllersWorkshops Mgr

01/05/0501/05/05

02/06/05 - Surveys have been sent out. Results not yet available.

2.18.4

It is also essential to ensure that staff can easily contact Workshops regarding quality of fitments should problems arise after completion.

Member of Workshops Management Team to be available to speak/see other HFRS personnel when required.Team to advertise availability of contact.

Workshops Management TeamWorkshops Management Team

01/04/0501/07/05

02/06/05 - Availability to be advised to staff.

2.19 - Regional Collaboration

2.19.2

Fleet Management continue to develop communications with other FRS to share best practices and to explore the possibility of regional collaboration.

Investigate the possibility of regional collaboration and examine working practices.Develop communication with other F&RS.

Fleet MgrWorkshops/ Fleet Mgr

31/12/0531/12/05

2.20 - Staff Training

2.20.12.20.2

It is recommended staff qualifications should be reviewed by HFRS Training Dept. to schedule the completion of a Vehicle Inspectorate (VOSA) course for all staff who have not undergone a full reassessment in the last 4 years. Technicians must undertake the `Fire Service - Best Practice Course'.

Identify those technicians who have not attended a VOSA 'Fire Service - Best Practice Course' in the last 4 years.Identify additional training needs for all Workshops staff and produce individual personal training plans.Arrange training course for all staff who do not meet the above criteria for re-assessment. Training Department to maintain record of Workshops Staff Training.

Workshops MgrWorkshops MgrWorkshops MgrTraining Dept Mgr

01/08/0501/005/05 (ongoing)01/09/0501/09/05

2.20.3

Seek completion of the IRTEC License for all technicians. This license promotes confidence in the Workshops capability, and provides the means to pursue opportunities for collaboration with other FRS and outside organisations.

Identify technicians to undertake the IRTEC training course.

Workshops Mgr

01/12/05

2.20.4

The receipt of the IRTEC license is wholly dependent on staff being fully trained and qualified to a specified standard. It is therefore recommended that 2.20.1-2.20.2 be completed before the IRTEC license is sought.

Arrange IRTEC training course for all technicians, following full re-assessment of VOSA 'Fire Service - Best Practice Course' for all staff not completed in the last 4 years.

Workshops Mgr

01/01/06

2.21 - External Work

2.21.12.21.2

It was observed during the review that the amount of non-productive hours has not decreased irrespective of the external work completed.In light of the recommendations in the Fire Service White paper it is proposed that the benefits of external work be reviewed against the potential opportunity for future collaboration with other fire and rescue service workshops

Workshops Mgr to review all Workshops external work.Report to be produced demonstrating feasibility benefits/disadvantages of completing this work, and how this can reduce periods of down-time.Report to be submitted to Performance Review Committee.

Workshops MgrWorkshops MgrWorkshops Mgr/ Performance Review Team

01/08/0501/08/0510/08/05

2.22 - Security

2.22.1

All necessary efforts must be made to ensure that any requirements drawn from the nationally ongoing security measures are adhered to. In addition, any future outsourced/ collaborative work involving fire service vehicles, must ensure necessary security precautions have been taken.

Seek further information and guidance from national sources. Draft security schedule in liaison with other Fire and Rescue Services and ODPM guidance.

DCO/ Fleet Mgr/ Workshops Mgr

31/12/05

2.23 - Continuous Improvement

2.23.1

To ensure that the recommendations have been sufficiently integrated into workshops working practices, and to allow for competitive review of costs/performance, it is recommended that a full management review is conducted 1 year from completion of the review by an independent assessor.

Performance Review Committee to appoint review team and agree strategy for review.

Performance Review Committee

31/03/06

2.24 - Management Structure

2.24.1

It is felt that the organisation and management of the Transport Section and Vehicle Workshops could be combined. This would enable a more integrated approach to the management of the vehicle fleet and provide clearer direction through a simplified structure, which in turn will assist in ensuring consistency in expectations and approach. It is therefore recommended that the management structure be reviewed with this aim in mind .

Review of management structure to be completed and report submitted to Performance Review Committee as part of 2.23 above.

DCO/ Workshops Review Team

31/12/06