BSIP Reporting and Analysis

1. BSIP Reporting and Analysis

2. What Data Can I Get ? • In short: Anything put in can be seen in a report somewhere • You can only get back out of BSIP what you’re willing to put in • Data available depends greatly on data entry • Good Data -> Good Reports • Incomplete or Incorrect Data -> Incorrect, Misleading, or Missing Reports

3. Data to the Legislature 2013-14 • Every fuel and mileage entry for every bus in the state for the whole year • Every 30-day inspection and PM completed including when it was due and when it was done • Every stocked part used last year, how many were used last year by each garage, the current stock level at each garage, and the current moving average price • Cost to operate each bus for each of the last 5 years (by county/bus #/year)

4. Keys To Success • Defining the Question – The single most important key to success in reporting is to define what you want to know or understand better about your operation • I can point you to data, but it’s better if I point you to the data which I think will answer your question • Have Defined Data Entry Procedures • Assure Consistency Across Personnel and Time

5. IE36 / ZIE36D – Vehicle Data • Contains: All vehicle information • VIN , Total Mileage, Description, Model Year, Acquisition Date, Manufacture, Status, etc. • Uses: • Bus Statuses, Size, Age, and Mileage for Bus Routing • TD-10 – Bus Inventory Report • Launching point for other reports when the questions involve specific vehicles

6. ZIP24 – Outstanding Preventive Maintenance Orders and Monthly Inspections • Contains: Incomplete MIs and PMs • Vehicle, Description, Type of PM/MI, when it’s due, and whether it’s overdue • Uses: • Daily for printing of MIs and PMs • Daily for scheduling PMs as mileage data is changing • Reviewing how much work is outstanding to know what’s ahead to work on, and how far ahead or behind the operation is

7. ZPM_COMPLY – Completed PM Orders and MIs • Contains: Complete MIs and PMs • Vehicle, Description, Type of PM/MI, when it was due, when it was done, labor and cost information • Uses: • Reviewing how MIs and PMs were completed during a longer period of time. • Sample Question: How many PMs were more than 500 miles late, and who was responsible for those PMs?

8. IW33/IW40 – Detailed Work Order Data • Contains: Work Order Information (TD-18, PM, and MI data) • Description of work order, date of completion, types of costs incurred, parts used, labor hours, etc. • Uses: • Reviewing data entry for consistency and completeness • Sample Question: • Was this work order entered correctly? (Does it match the paperwork?)

9. IW39 – Work Order List • Contains: Work Order Information (TD-18, PM, and MI data) • Description of work order, date of completion, cost involved, who entered the work order • Uses: • Reviewing data entry for consistency and completeness • Looking at the history of a vehicle or set of vehicles for recurring issues • Sample Question: • How many work orders are being entered into the system each month and by whom?

10. IW49N – Work Order Operations • Contains: Work Order Information and Operation Information • Same as IW39 but line items are per operation rather than per order and contain additional operation data such as operation description and time for that line item • Uses: • Looking at the history of a vehicle or set of vehicles for recurring issues • Seeing work order operations by VMRS codes • Sample Question: • How much work has been done on air conditioning this school year?

11. ZMB19 – Current Material Stocks • Contains: Parts Stocked by Storage Location • Description, Part Number, Quantity on Hand, Current Value of Stock on Hand, Usage • Uses: • Reviewing Stock for Appropriate Quantities and Values • Spot Checking Inventory • Sample Questions: • How many months worth of fuel filters do I have on hand? What is low and needs to be ordered?

12. ZMB20 – Material Transactions • Contains: All movement of materials including purchases, use, adjustments, and transfers • Description, Part Number, Quantity, Value, Work Order • Uses: • Reviewing receipts for appropriate quantity and value • Checking for stock adjustments and looking for erroneous issues to vehicles • Used extensively for the TD-1 Annual Report • Sample Questions: • What vehicles received 11R22.5 tires from January 1 to February 28? How many were recap and how many were new tires? Do any of the quantities not make sense? • Were all parts and fuel received into inventory at correct (or at least reasonable) prices this week?

13. ZMB36 – Material Transactions • Contains: All material use information for a particular vehicle over a period of time. Stock and Non-Stocked Parts/Services • Description, Part Number, Quantity, Value, Work Order • Uses: • History of parts put onto a single vehicle • Good overview of materials usage to check for recurring issues, and, for problem vehicles, what’s already been tried so far • Sample Questions: • How often has the air filter been changed on bus 142? Were any other filters changed at the time? Were the changes on PMs or TD-18s?

14. ZMB36B –Invoice Transactions (Non-stock Parts and Outside Services) • Contains: All Non-Stocked Parts/Services issues to work orders • Description, VMRS, Text, Quantity, Value, Work Order • Uses: • Check how much is being done at local parts stores and what is being ordered one piece at a time • Review whether something needs to be stocked • Sample Questions: • Are state contracts being used to the greatest advantage? How much work is being outsourced and what type?

15. MCIS – Monthly Cost Overview • Contains: Cost, Mileage, and Fuel Data by Vehicle • Vehicle, Miles travelled, Fuel used, oil burned • Cost of: Fuel, oil, tires, stocked/non-stocked parts, labor, and services costs. • Uses: • High level overview of vehicles • Monthly refund report for local vehicles • Last opportunity to review data monthly for big errors (new engine charged to the wrong work order for example) • Sample Questions: • Have any vehicle odometers stopped working? • What MPG am I getting on various vehicle and route types?

16. Refunding – MCIS Report • Refunding for use of PRC 056 Transportation funds is required any time those funds are used to support local vehicles • MCIS report in BSIP shows monthly expenses on a per vehicle basis as they are entered into the system

17. Refunding – Continuity • What is easier to manage? • All parts are bought using PRC 056 transportation funds • Some parts are bought using 056 funds and some parts for local vehicles are bought using other funds • What is easier to manage? • All mechanics are paid for using PRC 056 funds • Some mechanics are paid from PRC 056 and some are paid from other local sources

18. WHY is that easier?! • Because all vehicles are treated the same • Fill out the paperwork as normal for every vehicle. • Mechanics can work on any vehicles they need • All parts are fair game • Do what needs to be done and reimburse at the end of the month based on MCIS

19. TD-18W – Warranty Documentation • New form to capture warranty work performed • It is very similar to the TD-18 but has some very specific entry requirements • Each operation line will have a key word • The goal is to identify issues being had by large numbers of buses and to see how much the bus warranty is being utilized (is it worth paying to have)