Fleet Maintenance - 34

»»Collect the reasons for shop scheduling
issues, and review the list a couple of times
a year. You may find significant repetition
in a reason for the schedule misses.
SiefkesPetit Communications

Be aware of
maintenance scheduling
challenges in the shop
An evaluation of scheduling challenges can
help pinpoint and improve vehicle service.
If we were maintenance and service oracles,
we would never start a job we couldn't finish.
But in the real world, issues with parts, tools,
and outside resources can be a challenge.
When it comes to scheduling vehicle service,
it is important to identify all components and
resources needed. Identifying resources is
known as job planning. Getting the resources
sorted out in a timely manner is called scheduling. The goal of the planning and scheduling
process is to have everything show up when
the job starts.

Reasons for scheduling

In the real world, jobs may get hung up for a
wide variety of reasons. Specific reasons for

challenges might include:
ÜÜMaterials are wrong, missing, or damaged.
ÜÜLabor could be untrained, unavailable, or
unwilling to do the work.
ÜÜVehicle assets could be the wrong truck, it
never showed in the shop, the scope of work
was wrong, or it's missing in action.
ÜÜTools are missing, broken, not rented, or
being used for another job.
ÜÜBuilding issues such as a jammed garage
door, compressed air system issues, or a
too-small service bay.
There are more reasons for jobs getting hung
up; none of which are particularly crazy, and
all are common in shops everywhere. Even
great shops face problems that keep them from
finishing jobs on time. These reasons are essential but cannot easily be addressed during the
service itself.

Keep track of reasons
By Joel Levitt

Springfield Resources is a management consulting firm
that services a variety of clients on a wide range of maintenance issues. Levitt is the president of the company and
has trained more than 17,000 maintenance leaders from
more than 3,000 organizations in 38 countries. He is also
the creator of Laser-Focused Training, a flexible training
program that provides specific, targeted training on your
schedule, online for one to 250 people in maintenance
management, asset management, and reliability.

34 Fleet Maintenance | March 2020

Collect the reasons for shop scheduling issues,
and review the list a couple of times per year.
You may find significant repetition is a reason
for the schedule misses. An agenda for a weekly planning and scheduling follow-up meeting
can bring to light the reasons listed above.
Consider asking the following:
ÜÜWhat scheduled work did we complete
last week?

ÜÜWhat scheduled work did we not complete
last week?
ÜÜWhy did the jobs on the schedule not get
done? Be sure to note and collect these
reasons for tracking and future evaluation.
ÜÜWhat is still stuck in the shop, and why?
ÜÜWhat was the schedule compliance? (Hours
completed/hours scheduled)
Perhaps quarterly, when a shop decides to
review these reasons, look for reasons that
repeat over a long time. The more often they
happen, the more likely they are defects in
the underlying business process. The business
process has some holes, it is not being followed,
it is not up to date, or the person who used to
do it is gone.

Collect the reasons
for shop scheduling
issues, and review
the list a couple of
times per year.
Real-world example

Let's review the case of a Canadian heavy duty
truck repair and maintenance facility.
The fleet was having a hard time with spare
parts. They went so far as to pull the spare parts
in advance, also known as "kitting." The problem was that by the time the job started, some
of the spare parts were gone and no one knew
what happened to them.
The fleet figured out off-shift technicians
were shopping for their parts in the kitting
area rather than the store room. The part kits
were raided for breakdowns and no one was
confessing to doing this.
The fleet addressed the organization of
these parts with a unique approach. The fleet
acquired an old set of storage lockers to add
to the service area storeroom. The lockers
were set up with the locker backs removed.
The lockers were mounted with the door end
toward the shop and the back end toward the
stockroom to serve as a storage area for pre-organized parts kits.
Parts were pulled, kitted, put into totes, and
then slid into a locker. The key to access the
assigned locker, which had the appropriate
parts, was put into the plastic sleeve that also
contained the work order. All of a sudden, the
amount of work orders with missing parts went
down dramatically. The business process had a
hole and the fleet manager filled the gap with
a new process.
This type of assessment can be beneficial to
any shop to help improve shop efficiencies and


Fleet Maintenance

Table of Contents for the Digital Edition of Fleet Maintenance

Uptime: Get Involved
The Role of Composites in Heavy Duty Trucking
Best Practices to Establish a Total Vehicle Alignment Program
Document Management in the Digital Age
Smoke Out Cabin Leaks
Four Keys to a Successful Extended Drain Interval Program
Management: Be Aware of Maintenance Scheduling Challenges in the Shop
Training: What Does Trucking Have to Do With STEM?
Fleet Parts & Components
Tools & Equipment
Guest Editorial: The Ripple Effect of Unplanned Downtime
Fleet Maintenance - 1
Fleet Maintenance - 2
Fleet Maintenance - 3
Fleet Maintenance - 4
Fleet Maintenance - 5
Fleet Maintenance - 6
Fleet Maintenance - 7
Fleet Maintenance - Uptime: Get Involved
Fleet Maintenance - 9
Fleet Maintenance - The Role of Composites in Heavy Duty Trucking
Fleet Maintenance - 11
Fleet Maintenance - 12
Fleet Maintenance - 13
Fleet Maintenance - 14
Fleet Maintenance - 15
Fleet Maintenance - Best Practices to Establish a Total Vehicle Alignment Program
Fleet Maintenance - 17
Fleet Maintenance - 18
Fleet Maintenance - A1
Fleet Maintenance - A2
Fleet Maintenance - A3
Fleet Maintenance - A4
Fleet Maintenance - 19
Fleet Maintenance - 20
Fleet Maintenance - 21
Fleet Maintenance - Document Management in the Digital Age
Fleet Maintenance - 23
Fleet Maintenance - 24
Fleet Maintenance - 25
Fleet Maintenance - 26
Fleet Maintenance - 27
Fleet Maintenance - Smoke Out Cabin Leaks
Fleet Maintenance - 29
Fleet Maintenance - Four Keys to a Successful Extended Drain Interval Program
Fleet Maintenance - 31
Fleet Maintenance - 32
Fleet Maintenance - 33
Fleet Maintenance - Management: Be Aware of Maintenance Scheduling Challenges in the Shop
Fleet Maintenance - Training: What Does Trucking Have to Do With STEM?
Fleet Maintenance - Fleet Parts & Components
Fleet Maintenance - 37
Fleet Maintenance - 38
Fleet Maintenance - 39
Fleet Maintenance - 40
Fleet Maintenance - 41
Fleet Maintenance - Tools & Equipment
Fleet Maintenance - 43
Fleet Maintenance - 44
Fleet Maintenance - 45
Fleet Maintenance - 46
Fleet Maintenance - 47
Fleet Maintenance - 48
Fleet Maintenance - Classifieds
Fleet Maintenance - Guest Editorial: The Ripple Effect of Unplanned Downtime
Fleet Maintenance - 51
Fleet Maintenance - 52
Fleet Maintenance - B1
Fleet Maintenance - B2