Andrew Railz, Manager Fleet Services, Bundaberg Regional Council, explains why it is vital fleet management data is accurate and current.
Performance management and compliance are key elements in running a successful fleet operation. Bundaberg Regional Council uses the My Data work management system to help deliver these elements.
However, the council also abides by a key principle when using the system: ‘work ticket discipline’. This refers to the process of ensuring that all details entered into My Data’s work management system are accurate and up-to-date.
Without this discipline, the organisation could place itself at risk of not complying with its legal, statutory and regulatory requirements.
In the event that the organisation is brought before the courts for a motor vehicle accident or similar incident, a lack of detailed and accurate maintenance history records will reflect badly on the organisation as a whole as well as the fleet department. Similarly, organisations that are in the National Heavy Vehicle Accreditation Scheme (NHVAS) are likely to face non-compliance orders due to poor maintenance record keeping.
It is absolutely vital that the organisation have procedures in place to regularly check and monitor the work ticket process.
Suggestions for work ticket discipline:
• Ensure all maintenance staff whose responsibilities require use of the work management system understand and comply with all procedures governing its use.
• Make written procedures available to all staff that use the work ticket system.
• Workshop supervisors or leading hands should review work tickets regularly for discrepancies or unusual reports.
• Encourage random auditing of work tickets by senior staff for completion and accuracy.
• Senior staff should check that all plant, vehicles and equipment located in fleet workshops have accurate open work tickets assigned against them.
• Customise exception reports that highlight missing work tickets data.
Without the implementation of disciplined procedures for work tickets across the entire fleet, there is a strong likelihood of minimal control and order in the maintenance department.