Humanitarian Fleet Management Standards

1. Humanitarian Fleet Management Standards Project Update Fleet Forum Conference 2014

2. Why this project? • Vehicles / transport are crucial to deliver programmes; • Light vehicles are for many organisations the 2nd largest spend; • Traveling by roads remains the single biggest risk for staff; • Traveling by road contributes to significant amounts of the global CO2 emissions

3. Humanitarian fleet managementstandards project Based on existing best practices: Input from:

4. Outcome of the project • A proven set of generic standards of vehicle fleet management, resulting in a Fleet Standards Manual including a set of Standard Operating Procedures. • A tested fleet management assessment including a gap analysis that aid and development organisations can use to continuously improve. • A tested benchmark system including metrics to demonstrate which of the aid and development organisations are reaching the standard.

5. Impact of the product • Increased safety. Road traffic crashes can be reduced by up to 40 %. • Reduced environmental impact. CO2 emissions, particular matter and fuel consumption can be reduced up to 15% • Cost savings. Operating costs can be reduced by up to 15%. • Increased programme delivery. • Increased transparency and value for money

6. Status March 2014 • Standards, gap analysis and KPI benchmark tool have been developed • Pilot takes place with CRS • Standards and KPI benchmark tool used in Fleet Excellence Training (+/- 200 participants)

7. Pilot CRS • Pilot takes place in East Africa Region with total number of vehicles of 268. • Fleet Management Assessments done based on the standards in Regional Office and country offices of Kenya, Ethiopia and Tanzania • Regional Office, Kenya and Tanzania country offices use the KPI benchmark tool

8. Pilot CRS • Findings: • Fleet Management more Operational and not Strategic:- • Fleet Management treated as ad hoc rather than in relation to program and beneficiaries. • Safety and Environment not covered in strategy • Operational policies and procedures are best covered • Low level of fleet related risk awareness

9. Pilot CRS • The Experience of the Pilot was different in different Country Programs reflecting the operational realities and the level of preparedness • Our Own Fleet Management Software was a big help to address the questions of the questionnaire. • The support from Fleet forum was excellent for us to understand and fill up the questions.

10. Pilot CRS While the Study has just been completed and we are in the process of implementing the recommendations some key developments that can be attributed to the use of the whole exercise:- • We have started the process of looking at our key competencies and are in the process of leasing out maintenance in the countries. • We have started looking at Fleet at a regional level and moving vehicles between Country Programs as per need.

11. Pilot CRS 3. We are currently working on our Fleet Management Manual and addressing some of the key findings from the KPI review reports. 4. The report is encouraging better communication between Finance and Fleet. 5. The survey has helped us in creating a Regional level Fleet position. 6. We expect to start seeing the positive results starting the beginning of next FY (2015)

12. QUESTIONS? THANK YOU!