Transcript Document

Fleet Administration Program &
Processes
WHAT WFS DOES
FOR YOU
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WFS Level 1 Services
Level 1 Services are for database administration of Airgas units. All units in the
Airgas vehicle database receive level 1 services.

Administration of the Airgas vehicle database

Asset Input

Asset Transfers

Asset Retirements

Titles (electronic filing)

U1A (electronic filing) (required by DOT)*NEW*

Fixed Asset Reporting

Insurance Card Reporting

Registration Expiration Inputting & Reporting

Lease Expiration Inputting & Reporting
(Required by Airgas Management)
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WFS Level 2 Services
Level 2 service include all Level 1 services plus…
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Database Administration
•
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Daily unit record maintenance with 4 dedicated staff members to update unit records (transfers and retirements, detailed
unit spec info) for Airgas Fixed Asset Group.
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Currently maintaining records in excess of 10,000 pieces of Airgas equipment.
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Monthly reporting back to the Regional Company including maintenance cost by unit and location detailing expenses by
system code (engine, transmission, brakes, tires new, tires retread etc.).
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Reports available at all levels National, Regional, Branch and Unit.
Accounts Payable
•
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Processing @ $3.5 million in payables per month for Airgas.
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Available payment options include MasterCard, Virtual Mastercard, Comchek and Net.
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All payments can be tied to a specific asset (less “bucket” accounting ).
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Processing over 6000 repairs each month.
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Paying invoices for scheduled and unscheduled maintenance, breakdowns, fixed maintenance, washes, body repairs,
rentals, licensing and permitting, emergency fuel purchases, lease payments.
Accounts Receivable
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A weekly invoice to each different Airgas Regional Company (business unit) with line by line itemization for each
transaction. Itemization includes:
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Unit number
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Branch name and Oracle number
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GL codes specific to Airgas
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Vendor name, invoice number and repair date
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Costs broken out by fee, labor, parts, tax and total
WFS Level 2 Services (cont.)
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Vendor Relations
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WFS has setup and maintains relationships with over 6000 Airgas vendors
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Ensure vendors are following Airgas protocols and procedures** including:
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Supplying written estimates for repairs over $500
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Obtaining a PO number from Warner Fleet Services
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Providing a breakdown of services performed on each invoice (separating parts, labor & tax)
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Include PM checklist with all PM invoices for DOT record retention
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Following all other vendor procedures and policies (see policies and procedures on WFS website)
**Making sure vendors follow the Airgas procedures ensures their invoices will be processed and paid in a timely manner.
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Maintenance
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WFS has a staff of experienced Maintenance Administration personnel with industry backgrounds like sales,
customer service & support, diesel mechanics and service management.
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The WFS maintenance personnel take inbound calls and make follow up calls to support all maintenance
functions.
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Roadside assistance
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Scheduling routine and preventive maintenance
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Obtaining estimates for repairs over $500 and approval from appropriate Regional Company contact.
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Issuing approval, PO’s and payment to vendor for repairs
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Auditing all incoming repair invoices for fair parts pricing and repair times.
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Data inputting of repair invoices by system cost code for detailed cost reporting.
WFS Level 2 Services (cont.)
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Maintenance (cont.)
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Scanning all repair invoices and supporting documents into WFS’ fleet web interface.
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Vendor negotiations and customer advocacy while unit is in the shop
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•
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OE warranty assistance
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Parts expediting
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Repair and troubleshooting assistance (60+ mechanics and Service Managers at our disposal)
ALL maintenance services are performed 24/7/365
WFS Website http://www.warnerfs.com
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Airgas PM sheets
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Vendor policies and procedures
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Airgas fleet downloads
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Asset delivery spreadsheets (run from WFS database)
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Freightliner trucks and tractors
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Toyota forklifts
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Ford service trucks
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GMC service trucks
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Hyster Forklifts
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Great Dane Trailers
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Audit savings sheet
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OE service bulletins and recalls
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National accounts information
WFS Level 2 Services (cont.)
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Audit Savings
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Spreadsheet detailing savings by Regional Company
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$146.000.00
Documented savings for Airgas year to date through May is $146,000.00
Fax#’s and email distribution (EMAIL IS PREFERED)
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WFS provides several e-fax numbers and email addresses utilized by Airgas for:
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New truck, trailer and forklift delivery checklists
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National Account invoices
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Asset retirement and transfer forms
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PM Updates
National Account Management
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WFS works hand in hand with all Airgas fleet vendors to expedite parts, ensure
warranty coverage and negotiate policy reimbursement.
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Michelin
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Bridgestone / Firestone
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Safelite Auto Glass
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Bandag
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Morgan Body
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Maxon Liftgate
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Caterpillar
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Mercedes
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Freightliner
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Detroit Diesel
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Allison Transmission
Region/Fleet
FY09 Project FY09
ASP
$28,601.60 $171,609.60
Dry Ice
$2,544.80 $15,268.80
East
$15,167.58 $91,005.48
Great Lakes
$30,281.35 $181,688.10
Gulf States
$9,513.63 $57,081.78
Intermountain
$2,210.73 $13,264.38
Mid america
$7,252.44 $43,514.64
Mid South
$5,093.47 $30,560.82
NCN
$2,971.27 $17,827.62
Norpac
$6,775.42 $40,652.52
NWS
$11,992.10 $71,952.60
Red-D-Arc
$3,427.20 $20,563.20
South
$1,599.72
$9,598.32
southwest
$19,359.21 $116,155.26
Grand Total
$146,790.52 $880,743.12
What It Costs You
Level 1 service cost is $.75 per unit per week
Level 2 service cost per unit per week (include level 1 fees):
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Power (tractor, truck) $5.75
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Trailers $4.75
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Forklifts $3.75
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Tube Trailers $1.75
Airgas currently has in excess of 10,000 units under WFS Level 2 services.
All Airgas RC’s are currently utilizing WFS Maintenance Level 2 Services
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WFS Processes
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WFS INVOICE
PROCESS
Open Repair / Issue PO for Repairs
(See process pages 4-10)
Receive Estimate for Repairs
Exceeding RC Approval Limit
(See process pages 11-12)
Receive Invoice (mail, fax or email)
Add WFS Cover Sheet
(See process pages 13-16)
Audit for Airgas
Policy Violations
Scan Invoice and
Supporting
Documents
“Book and Close” Audit and
Enter Invoice Data Into
Vehicle Database (8 day
average/14 days max)
(See process pages 19-26)
“Pushback” for Airgas Policy
Violation
(See process page 17-18)
Enter Invoice Into
Payables System
(ADP)
Cut Check and Mail
to Vendor (12th and
22nd of month)
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PO PROCESS
WFS issues a Purchase Order# (PO) for each and every repair performed to a unit. In the
Airgas database (Transman) a PO# is tied to a Repair Order# (RO). This makes it easy to
retrieve a record regardless of which # is referenced.
How does a PO get issued/opened?
Routine / Preventive Repairs:
1. Airgas manager or driver obtains PO before taking unit in for servicing.
a) Schedules repairs with local vendor
b) Reminds vendor to contact WFS @ 800-350-1555 for authorization over RC limit, to submit an estimate or to
advise WFS of repair complications.
c) Gives PO to vendor
2. Servicing vendor has unit and contacts WFS for PO and authorization.
a) WFS advises vendor of Airgas authorization limits and estimate procedures.
Breakdown / Unscheduled Repairs:
3. Airgas driver calls 800-350-1555 to advise of breakdown situation
a) WFS opens a “Road Call”
i.
WFS coordinates repair finding repairing vendor, tow company etc.
ii.
Opens a repair order and associated PO for each vendor involved in the repair
4. Airgas manager calls 800-350-1555 to advise of breakdown situation (go to step 3.a)
The following is the WFS PO procedure for issuing a PO / opening an RO.
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PO PROCESS
Back to Invoice Process
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PO PROCESS
Back to Invoice Process
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PO PROCESS
Back to Invoice Process
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PO PROCESS
Back to Invoice Process
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PO PROCESS
Back to Invoice Process
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PO PROCESS
Back to Invoice Process
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ESTIMATE PROCESS
All repairs must be authorized in accordance with the
Airgas RC approval limits. When a PO is issued the
vendor, or Airgas employee, obtaining the PO is advised
that the PO is only good for the RC authorization limit
(typically $500). The vendor is further instructed that, if
the repair is to exceed the RC authorization limit, a
written estimate must be submitted to WFS.
Estimates can be submitted one of two ways:
1. Via fax: 801-736-8778
2. Via email: [email protected]
All estimate procedures are established by Airgas.
The following is the WFS Estimate process
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ESTIMATE PROCESS
Back to Invoice Process
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COVER SHEETING PROCESS
WFS attaches a cover sheet to every invoice that we receive. The cover sheet captures
data that is used for internal controls.
What information is on the cover sheet?
Vendor name
PO #
RO #
Regional Company name
Date invoice received by WFS
Pay method (other than net)
WFS control #
WFS process info
Approved by
Booked by
Date Booked
Amount Booked
The following is the WFS cover sheeting process
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COVER SHEETING
PROCESS
Back to Invoice Process
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COVER SHEETING
PROCESS
Back to Invoice Process
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COVER SHEETING
PROCESS
Back to Invoice Process
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PUSHBACK PROCESS
When an invoice is submitted to WFS that cannot be processed that invoice is sent back to the vendor
to have the problem corrected. This is process is called the “Pushback” process. When the invoice is
pushed back it is mailed to the vendor along with a statement sheet detailing what is needed for WFS to
process.
Why would an invoice be pushed back to the vendor (what can go wrong)?
1. Invoice not received by WFS
a) It is not uncommon to receive an invoice that
has aged 90+ days
2. Invoice sent to, and paid by RC accounts payable
department.
a) Most regions have stopped paying all invoices
related to rolling stock asset maintenance.
b) WFS can pay for and identify capitalized
expenditures
i. Having vendors invoice WFS for some
repairs and the RC for others causes
confusion, payment delays, and open
PO’s
3. Invoice sent to WFS without DOT required supporting
documents
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4.
5.
6.
7.
8.
Invoice sent to WFS with no PO or an invalid PO.
4. Units are checked for open PO’s as part of the
PO issuing process, but it is still possible to
open a duplicate PO
Invoice sent to WFS no total or illegible total
Invoice sent to WFS with parts and labor lumped
together
4. Parts and labor must be separated to report
accurate repair cost
Invoice sent to WFS with total that did not match
estimated or authorized amount
Invoice or supporting documents have an invalid or
missing meter reading
4. Odometer / hour meter readings are required
for accurate cost reporting as well as to
adhere to preventive maintenance interval
schedules
“PUSHBACK”
PROCESS
No PO or
Invalid PO
Issue PO and Add
Estimated Amount for
Open PO / Accrual
(Pages 4-10)
“Pushback” for Airgas
Policy Violation
No
Supporting
Documents
(DOT/PM
Inspection
Forms)
Repaired w/o Auth or Over
RC Approval Limit
Email to RC
Asset Manager
for Approval
Fill Out
Pushback Form
and Mail
w/Invoice Back
to Vendor
Receive Approval
Receive Invoice
and Supporting
Documents
Scan Invoice and
Supporting Documents
(Page 3)
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BOOKING & CLOSING PROCESS
When an invoice is received it must be input into the Airgas vehicle database (Transman).
The process for inputting the data is called “Booking & Closing”
What information is input into Transman?
Unit info
Vendor info
Parts costs
Labor costs
Work performed
Captured by component code (engine, transmission, PM etc.)
Description of work performed
Meter reading at time of repair
Electronic copies of vendor documents

Invoice

PM/DOT inspection paperwork

Estimates
The following is the WFS Booking & Closing process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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BOOKING AND
CLOSING
PROCESS
Back to Invoice Process
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WFS
ORGANIZATION
MAINT
PO’s
Breakdowns
Schedule
Maintenance
Staff=15
DBASE
Asset Records
Transfers/Retirem
ents
License Exp
Lease Exp
Electronic Title
Filing
Asset Delivery
Tracking
A/P
A/P
Staff=8
ESTIMATES
RWA
Estimates
Over RC approval limit
“pushbacks”
RWA (Repaired Without
Authorization)
Vendor parts/labor cost
negotiation
BOOKING &
CLOSING
Booking & Closing
Auditing
Image supporting
docs
Staff=6
Staff=4
Staff=3
SPECIAL ACCOUNTS
Back to Invoice Process
Maintain special
vendors
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High invoice
volume
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Slow to invoice
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Special payment
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National
accounts
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Staff=4
DRY ICE
PROCESS
EXAMPLE
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THANK YOU!
Thank you very much for your efforts in
support of the WFS maintenance
administration program.
Merret Powers
Warner Fleet Services
800-350-1555
http://www.warnerfs.com
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