School Bus Transportation News at STN Media

Shop Talk: Selecting Computerized
Maintenance Programs

It was 20 years ago when the national truck and bus magazines had an article in almost every issue about computerization in the fleet business. A few of the larger operations were already automated, with most operating UNIX on mainframes. With the influx of personal computers in the mid to late 1980s, the door opened to computerization of school bus maintenance operations. There are a still a few school bus fleets, mostly smaller fleets, have not yet adopted the technology. Are they behind the times?

Some smaller fleets may operate efficiently with a manual system. They may wisely elect to gradually integrate computerization as they become more comfortable with the programs. Most fleets have updated because they have been forced into better accounting and reporting.

At Minneapolis Public Schools we automated our parts in 1980, fuel and labor in 1985. This has made our accounting systems much faster and more accurate. But why is it we are just as busy now as we were before? We now have the ability to ask for information that was never before available. We can find our cost per mile associated with each vehicle, for the accounting period, the year and the vehicle life. We can break down the percentage of time spent on electrical repairs, brake repairs and routine service. This gives us the ability to target areas for improvement that are out of line with fleet averages.

Most of the fleets have already purchased one of the hundreds or thousands of programs that are available to manage fleet repairs. The question must be raised, "Are you pleased with your system?" I venture that most of us are because we are comfortable with how it works. To carry it a step further, ask the question, "If you could change anything about the program, what would it be?" If your list becomes very long, maybe you aren't pleased with your current program, even though you are not anxious to change.

I have been asked by a number of fleet managers over the years what to consider when selecting a maintenance program. Let's examine some of the factors involved in selecting a proper computerized maintenance program.

Cost

My response to cost has always been the same, "It doesn't matter what you pay for the program." If you could purchase program "A" for $1,000 and program "B" for $5,000, and if they are almost identical, the choice seems obvious. However, it takes a full examination of the processes and reports produced by the programs to determine those that will provide the best value for the fleet.

Life Cycle of the Program

How long do you expect to operate the program? You normally plan to run it as long as it serves your purpose. This may be perceived as indefinitely. Choosing a program with good technical support and regular updates will keep your program current. You may encounter an annual maintenance fee; if so, investigate what that dollar amount will be.

Scheduling

The program will schedule upcoming, due and past due preventative maintenance (PMs) according to time and mileage parameters.

Input

Input time is a major factor in the cost of the system. Our most expensive commodity is time. Mechanics are taken away from repair time while they are inputting information on the computer. While this may be a necessary process, an alternative may be for mechanics to submit hand written copies to clerical staff for system input and report generating.

Reports

A major benefit of a computerized maintenance program is the ability to extract the information you need in a simple form. There are going to be scores of pre designed reports offered, but do you have the ability to custom design reports to get exactly what you need? For example: You want to know how many brake jobs have been performed in a series of buses for over a particular time frame. Do you have the ability to input the parameters and get accurate results? Examine the pre-designed reports and the ability to customize your own. This feature is a large part of the system's value.

Accuracy

You can be assured that the system will not make simple calculation mistakes. But each individual using the system may input data differently. Fewer individuals performing this task will simplify the process. The accuracy of the extracted information is determined by the accuracy of the information going in.

Training

Not all operators of the system need access to all the features. Most systems offer different levels of security, so only certain portions of the program can be accessed by some employees. It is important that all operators get the training necessary to become proficient with the portions they need. Training time is money well spent.

Parts Management

This basic inventory control function makes the inventory and ordering process simple. As long as the parts used are recorded accurately and in a timely manner, the parts should remain stocked efficiently. The reliability of this system is only as good as the reliability and timeliness of the recording of the parts removed from the inventory. There is a measurable amount of time spent in the system recording the delivery of the parts, which may include working with partial orders and updating the pricing of parts.

Few decisions have a larger affect on the shop operations than choosing or upgrading a maintenance program that is right for you. Careful considerations with input from all players, demonstrations from vendors and reference checks from current and long-time users should all be included in your decision. This process may take months to complete. However long it takes, it will be worth all the effort you put into it.

Denny Coughlin is manager of fleet operations for the Minneapolis Public Schools. He is responsible for maintaining a fleet of over 200 school buses and about 150 support vehicles.