Archived decisions

BVR Ref

Recommendations

Action Required

Evidence

Accepted Yes/No

Additional Work Required

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)

Market testing has been completed on appliance servicing (chassis) and ancillary vehicles. Further comparison of costs between in house and external servicing of ancillary vehicles was requested by the Fleet Manager and passed to PRT for independent assessment.
Appendix C details the outcome of the comparison of in-house to external costs.

Y

None

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.

The Fleet Manager has updated the servicing content by deleting many outdated and unnecessary work procedures. Servicing schedules have been revised accordingly. A report was produced as evidence in October 2005.

Y

None

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.

Confirmation has been received from the Workshops Manager that the board method was adopted.
However, this has been superceded as the radio, audible & visual warning technology has moved on. Each fitout uses a standard kit, radio, grill lights, flashing headlights, roof light and audible warning that is installed to suit the specific vehicle.

Y

None

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 Fire 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

Fitment has now been outsourced to a private contractor as per report written by the Fleet Manager.

Y

None

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.

VRMS codes have been adopted. A list of the job codes used has been supplied by the Workshops Manager as evidence.

Y

None

2.8 - Job Cards

2.8.1
2.8.2

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

Sighted job card which incorporates the various types of work required and confirmed that one Job Sheet is used.

Y

None

2.8.3

Technicians to complete job cards by recording the task completed, not the code. Administrators can then establish the correct VRMS (Vehicle Repair and Maintenance System) 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.

Testing has been undertaken to confirm that time is being recorded and input into the system correctly. There is a system in place to ensure that all time cards are completed and entered.

Y

None

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.

As per 2.8.1 - Testing has been undertaken to confirm that time is being recorded and input into the system correctly. There is a system in place to ensure that all time cards are completed and entered.

Y

None

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

Reports are available to show the servicing times and costs, productive and non productive time, as well as parts costs input to the system. The Deputy Chief Officer has specified that the Performance Indicators are required by him to monitor the Workshop performance.
Fleet Manager requires servicing times and costs achieved.

Y

None

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.

ICME manuals in place although it is understood that these do not relate to Volvo which forms a large part of HFRS work.

Y

None

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 Manager. Data to inform PIs (see 2.11)

Times and tolerances have been set for standard activities.

Y

None

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

PDP (Performance Development Plan) system introduced which identifies future training needs. Targets have now been set for standard activities. These will be reported as part of the HFRS Performance Indicators.

Y

None

2.10 - Time Management

2.10.1
2.10.2
2.10.3

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.

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.

Evidence shows that time is being recorded on time sheets rounded to 5 minute increments.

Y

None

2.11 - Performance Indicators

2.11.1

It is recommended that Workshops continue to employ the 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

PIs have been agreed (Nov 05) and data collection is underway. PI's to be reported to Senior Management Team and Performance Review Committee on a quarterly basis from Q4 2005/06.

Y

None

2.11.2

Set targets to reduce the amount of non-productive time. This will be assisted by the improvements in planning (2.12) and improvements in administration (2.8 & 2.9)

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

An agreed target productivity rate has been agreed for 2005/06. Non productive time is being monitored currently. The Workshops Manager has provided details of his strategies to increase the productivity rates and manage specific areas.

Y

None

2.11.3

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

Contact to be made with Family Group 4 and other Workshops Managers to establish some standard PIs.

PI's agreed as per 2.11.1

Y

None

2.12 - Planning Methods

2.12.1

Accident information should be forwarded by Fleet Management to Training School to allow further assessment of training requirements to take place, where stations/watches have high accident records.

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

Reports are passed on an individual basis, and an annual summary is completed. The annual summary does not currently go to Training. Details are provided to training individually. The annual summary has been supplied by the Fleet Manager as evidence.

Y

None

2.12.4

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).

Note from Workshops Manager that 'pegboard' style stowage system has been adopted.

Y

None

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.

Reliance will be placed on Internal Audit's follow up review.

Y

None

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.

Report produced as evidence on the use of imprest stock. Vehicle batteries and tyres now on imprest.

Y

None

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.

The Workshops Manager has provided a copy of the Purchase Order for the required weights, a copy of the manufacturer's required annual tests and a copy of a completed ladder test report. He has also confirmed that all relevant technicians have completed the course which is run by the ladder manufacturer.

Y

None

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.

Refer to 2.4.3

Y

None

2.18 - Customer Services

2.18.1
2.18.2

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.

Contact details have been provided as evidence. Copies of completed 'Notifications of planned and extended maintenance' have been provided as evidence.

Y

None

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.

Satisfaction questionnaires are sent with the vehicle when returned from service
A review has been undertaken of the satisfaction questionnaires and results to ensure that simplified and meaningful information is produced. Consideration has been given to an annual survey.
A quarterly questionnaire will be considered in the future.

Y

None

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.

Contact details supplied as evidence, but difficult to find on Intranet. Workshops Manager has contacted HQ reception re contact details and IT Services re website contact details.

Y

None

2.20 - Staff Training

2.20.1
2.20.2

It is recommended staff qualifications should be reviewed by HFRS Training Dept. to schedule the completion of a Vehicle Inspectorate (VOSA - Vehicle and Operator Services Agency) 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.

VOSA training was completed in January 2006.
Future training needs for Workshop staff are identified by the training matrix and addressed as part of the PDP process.
Technicians have completed VOSA Fire Service Best Practice Training course. The IRTEC courses are to be booked, and to fit in with work plans.
Note that legal requirements have been fulfilled by the VOSA courses.

Y

IRTEC courses to be booked.

2.20.1
2.20.2

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.

See above

N/A

N/A

Training Department to maintain record of Workshops Staff Training.

Record maintained on training matrix. It should be noted that further work is scheduled in this area during the Brigade's project to achieve Investors in People accreditation.

Y

None

2.20.3

Seek completion of the IRTEC (Institute of Road Transport Engineers) 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.

See 2.20.1/2

N/A

N/A

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.

See 2.20.1/2

N/A

N/A