Archived decisions

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Date Closed

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

01/04/2006

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.

See 2.17.1

Fleet Manager

01/09/05

02/08/05

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

2/6/05 - now in use

Controller (Mech)

01/04/05

01/07/05

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

2/6/05- Trial to select from 3 suppliers prior to handover to IS.15/7/05 - ongoing - Fleet Manager checking suppliers

Workshops Manager/ IS

01/04/05

Review team to re-evaluate following completion of the 'Link' project

Review Team

2006/07

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.

15/7/05 - VRMS codes adopted - please refer to 2.8 below

01/04/05

15/07/05

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.

15/07/05 - ongoing

Workshops Manager / Fleet Manager

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

2/6/05 - 1 job card per vehicle. In progress15/7/05 - Daily time card (examples - Work Nos. 24 and 39 provided to PRT). Details transferred to job sheet with VRMS codes input into TRACE

Workshops ManagerController (Mech) Controller (Elec)

01/04/05

15/07/05

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.

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

Controller (Mech) Controller (Elec)

01/04/05

15/07/05

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.

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

Controller (Mech) Controller (Elec)

01/04/05

15/07/05

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.

02/06/05 - In progress15/07/05 - ongoing

Fleet Manager/ Workshops Manager

01/04/05

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.

02/06/05 - TRACE reports being developed. Ongoing15/07/05 - Development of reports ongoing in liaison with manufacturer.

Fleet Manager/ Workshops Manager

30/04/05

Data to be provided to Performance Review Team for analysis and review.

Workshops Manager

20/07/05

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 Managers to identify future training needs/procedural changes.

02/06/05 - in progress.15/07/05 - PDP¹ will provide times to technicians to show them privately how they are performing against rest of Workshops. Reports being developed. The PDP process will now include performance targets/ times.

Workshops Manager/ Fleet Manager

30/04/05

Evidence of monitoring process and data to be supplied to Performance Review Team for analysis and PIs (see 2.11)

02/06/05 - System reports being finalised 15/07/05 - Will be able to provide reports demonstrating times/ averages and standard deviation once TRACE fully functional.

Workshops Manager/ Performance Review Team

20/07/05

¹ PDP - Personal Development Plan

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 to 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.

15/07/05 - Technicians recording times on daily time card. Times to be reviewed to analyse accuracy of recording.

Workshops Controllers

01/04/05

Accuracy of recording to be evaluated by Fleet/Workshops Managers and potential need for decimal clock to ensure accuracy is maintained. Data provided to Performance Review Team will assist in identifying anomalies in recording.

02/06/05 - Investigation ongoing.15/07/05 - W/Shops & Fleet Managers visiting Volvo to see the decimal clock system. PRT to request experiences of FG4².

Workshops Manager/ Fleet Manager/ Performance Review Team

31/08/05

2.11 - Performance Indicators

2.11.1

It is 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

02/06/05 - awaiting TRACE reports15/07/05 - TRACE reports being developed before statistical analysis can be done.

Workshops Manager/ Controllers/ Performance Review Team

01/04/05

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)

02/06/05 - ongoing15/07/05 - ongoing

Workshops Manager

01/04/05

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 Managers to establish some standard PIs.

15/07/05 - PIs to be established. PRT has requested info from FG4.

Workshops Manager/ Performance Review Team

31/10/05

² FG4 - Family Group 4

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.

15/07/05 - Quarterly priorities meetings plan for next quarter - impractical to complete an annual plan. Plan for external work has been produced that complements routine schedules.

Workshops/ Fleet Management

30/06/05

01/07/05

Accident information forwarded to training dept to allow for assessment of training needs to take place.

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

Fleet Manager

01/04/05

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.

15/07/05 - Annual schedules are provided by Fleet Management for the new build and refurbishment programme, including schedules for new light vehicles. Defects are categorised and stations identify defects and call Control who allocate defect number (VOSA regs) and decide if urgent/ non-urgent (call Duty Supervisor if unsure). Faxed to Workshops. Non urgent defects are collated. Workshops review if vehicle due for service and complete defect at same time, and/ or schedule these into other work. These are either completed when a technician is already out or a mechanic is allocated to do 'milk run'.

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).

15/07/05 - Fleet Manager provides specs for items not completed at body builders (equipment regs). Method of equipment stowage currently under review.

Fleet Manager

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.

15/07/05 - PRT awaiting HCC audit report to progress

Workshops Manager

31/08/05

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.

Performance Review Team

30/07/05

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.

02/06/05 - Tyres/ batteries to be imprest if possible. 01/07/05 - Tyre wholesalers changed as result of investigation. Not necessary to keep Volvo parts as ordered monthly and they provide 4 deliveries per day if extra items required - a cheaper option than imprest. 15/07/05 - Vehicle batteries are imprest. Procurement strategy for HFRS enabled deal for domestic batteries. Small fixings under review.

Workshops ManagerWorkshops Manager

(Investigation)01/04/05 - 31/07/05

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 Managers of other F&RS (regionally, FG4 or nationally) to investigate purchasing opportunities.

15/07/05 - Ongoing as part of HFRS Procurement Strategy.

Procurement Manager/ Workshops Manager/ Fleet Manager

31/08/05

15/07/05

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.

15/07/05 - Changes being trialled. Some appliances have been fitted with pegboard and other strap type stowage. Primary aim is to reduce/ simplify stowage and time vehicle is at Workshops. Aiming to provide stowage style that could then be offered to other services once 'Firebuy' comes into force.

Workshops ManagerFleet Manager

01/09/05 01/10/05

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.

15/07/05 - Trial complete. Investigating:a) Time taken - was it same or longer?b) GDA Cost?c) Extra technician at Workshops - benefits? Able to react to other emergencies better, etc?d) Is the extra technician required at Workshops?

Workshops Manager/ Controller (Mech/Elec)

30/06/05

Outcomes reported to Performance Review Committee.

07/09/05

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.

02/06/05 - Some changes to testing implemented. Awaiting tech training.01/07/05 - Ladder testing had changed. Training provided by AS Fire.15/07/05 - Check service sheets include wording "tested to manufacturer's spec" (Workshops Manager to confirm). Workshops Manager will check if OK with insurers.

Workshops Manager/ Controller (Allied)

01/04/05

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.

15/07/05 - Amendments to schedules implemented at Workshops. Fleet Manager completing report identifying improvements. 02/08/05 - Completed report sent to PRT.

Fleet Manager

01/09/05

02/08/05

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 Manager/ 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.

02/06/05 - in progress01/07/05 - Notification of maintenance sent out previous month and then extension sent out if/ when required. Brief resume of work carried out with job number recorded in log book. Notification sheets filed at Workshops.

Workshops Manager/ Controllers

01/05/05

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.

02/06/05 - Surveys sent out. Results not yet available. 15/07/05 - Satisfaction survey continues to be sent out. This includes details of work completed. Responses to any queries are filed with the survey. Workshops Manager to provide evidence to PRT.

Workshops Manager/ Admin/ Controllers

01/05/05

15/07/05

Regular reviews of customer satisfaction will be carried out.

Workshops Manager

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.

02/06/05 - Availability to be advised to staff.01/07/05 - No formal regional fleet managers group. Transport officers group is national and falls under auspice of CFOA. Ongoing.

Workshops Management Team

01/04/05

01/07/05

Team to advertise availability of contact.

01/07/05

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.

01/07 - Fleet Manager has approached transport officers group with view to attend.15/07/05 - Still ongoing. Transport officers group is national - no formal regional group. Falls under auspice of CFOA.

Fleet ManagerWorkshops/ Fleet Manager

31/12/05

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.

15/07/05 - Workshops Manager to contact VOSA re training. Workshops Manager producing a training matrix with details of what qualifications are required for each job description and frequency required. Will also provide a modified PDP form to HR for agreement.

Workshops Manager

01/08/05

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.

Workshops Manager+E57+E69

01/09/05 01/05/05

Training Department to maintain record of Workshops Staff Training.

15/07/05 - Completing PDP's and training dept will be supporting this process.

Training Dept Manager

01/09/05

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.

Arrange training course for all staff who do not meet the above criteria for re-assessment.

01/07/05 - identified all mechanical technicians and Controller (Mech) to do the course.15/07/05 - Arranging course in conjunction with London & Essex F&RS. Likely to take place August/ Sept.

Workshops Manager

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.

15/07/05 - Ongoing. VOSA training to be arranged. (see 2.20.1/2.20.2)

Workshops Manager

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 workshopsSee 2.12.2 and 2.12.3 re external work

Workshops Manager 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.

15/07/05 - Ongoing.

Workshops Manager

01/08/05

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.

01/07/05 - Paper received from Hampshire Constabulary (JB is on national group developing paper)15/07/05 - Workshops Manager/ Fleet Manager to investigate whether there are any omissions at Workshops

DCO/ Fleet Manager/ Workshops Manager

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