NASA Official Fleet Management Handbook
Asset Management
Utilization Management Procedures
Annual
Utilization Report
Beginning the first of each calendar year, the CTO
will generate a utilization report for every vehicle in the Center’s
fleet. The report should be created in a spreadsheet software program
(for example, MS Excel) to allow calculations to be performed on the
data. Use the format shown in the following example:
BOAC |
Type |
License # |
Year |
Make |
Model |
Organization |
Average Annual Usage (Miles) |
807000 |
Sedan |
4567 |
2003 |
Ford |
Taurus |
Research |
6,157 |
807078 |
Truck less than 12,500 pounds GVWR |
7654 |
2001 |
Ford |
F-150 |
Facilities |
9,496 |
Average
Annual Usage Calculation
Calculate the average annual usage by vehicle type for
the Center. The result should be similar to this example:
Motor Vehicle Type |
Average Annual Usage for 2004 |
Sedans/Station Wagons |
8,600 miles |
Ambulances |
2,400 miles |
Buses: |
|
Intercity |
14,280 miles |
City |
12,966 miles |
School |
16,440 miles |
Trucks |
|
Less than 12,500 pounds GVWR |
10,766 miles |
12,500-23,999 pounds GVWR |
8,654 miles |
24,000 pounds GVWR and over |
6,448 miles |
Utilization Target Point Calculation
Calculate the “Utilization Target Point” for each type
of vehicle by multiplying the average usage by 25% (.25) for each type.
For the example above, the Utilization Target Points would be:
Motor Vehicle Type |
Utilization Target Point |
Sedans/Station Wagons |
2,150 miles |
Ambulances |
600 miles |
Buses: |
|
Intercity |
3,570 miles |
City |
3,241 miles |
School |
4,110 miles |
Trucks |
|
Less than 12,500 pounds GVWR |
2,691 miles |
12,500-23,999 pounds GVWR |
2,163 miles |
24,000 pounds GVWR and over |
1,612 miles |
Utilization Target List
Identify the individual vehicles within each type
whose usage fell below the Utilization Target Point during the
respective year. Label these vehicles in the report as “under-utilized.”
This list constitutes the “Utilization Target List.”
Notification to User Organizations
During the 3rd quarter of the Fiscal Year, the CTO
will notify organizations with vehicles on the Utilization Target List
by letter (copy to NASA Center Director or designee) that their vehicles
are on the list and will be evaluated for possible actions that include:
-
Removal
from the fleet
-
Re-assignment within the Center
-
Exchanged for another vehicle of a similar type with higher miles
-
Exchanged for a different type of vehicle that better suits the
mission
-
Retention with proper justification
-
Turned
in to GSA
User
Response
Organizations with vehicles on the Utilization Target
List must submit a new Form 971 to the Vehicle Management Office (VMO)
at least two weeks before the end of the 3rd quarter of the Fiscal Year.
The
Vehicle Management Office (VMO)
The VMO organizes and reviews all inputs, including
late 971 submissions; the objective is to finalize a report to the VURB
by the end of 3rd quarter of the Fiscal Year.
Vehicle
Utilization Review Board Action (VURB)
The VURB will meet as soon as possible in the 4th
quarter of the Fiscal Year to review the responses from organizations
with vehicles on the Utilization Target List. One of two possible
actions must result:
-
When the
VURB approves continued use of the vehicle, the CTO will send
a report to the NASA Agency Transportation Manager and notify users
of the final action where necessary.
-
When the
VURB disputes the using organization’s recommendation, the
NASA Agency Transportation Manager is notified. The CTO provides
final results to the users.
Disposition of Disputed Vehicles
Vehicles that have undergone a complete dispute
resolution process and were approved for retention are exempt from
further identification as vehicles on future Utilization Target Lists
for a period of 3 years. However, such vehicles should still be
considered for exchange with higher mileage units of a similar type
whenever possible in order to “balance” utilization for the overall
fleet. Where applicable, excess GSA vehicles shall be turned in to GSA
as soon as possible. The NASA Agency Transportation Manager shall be
notified when this action is complete and records have been updated.
Vehicle
Exchange and Rotation Process
The CTO should promote full utilization of each
vehicle. This may involve rotating or exchanging vehicles to ensure each
vehicle achieves its programmed life usage. Rotation should be
considered for any vehicle for which utilization consistently falls
below the average for that type of vehicle at that Center.
Alternatives to Owning or Leasing
Alternatives to owning or leasing vehicles through GSA
should be considered when vehicles are under-utilized. Such alternatives
include use of sub-pool vehicles, shuttle buses, on-site taxi service,
POV’s, increased sharing between organizations, and establishment of
on-demand short-term rental contracts.
Vehicles
Excluded or Exempted from Utilization Review
Vehicle users may request exemptions to the minimum
mileage specified for assignment or retention of a fleet vehicle. Other
utilization goals such as passengers or tonnage carried or hours used
should be applied if mileage is not an accurate measurement for a
particular vehicle’s mission. Mileage accumulated on these types of
vehicles should not be included in the annual mileage target for the
fleet. See 41 CFR 101-39.301 for further guidance.
GSA
Utilization Guidelines
Link to 41CFR101-39.301:
http://www.access.gpo.gov/nara/cfr/waisidx_02/41cfr101-39_02.html.
GSA Utilization Guidelines from 41 CFR 101-39 |
|
Passenger-carrying vehicles |
Min. of 3,000 miles/quarter or 12,000/year |
Light truck and General Purpose Vehicles £ 12,500 lbs (GVWR) |
Min. of 10,000 miles/year |
Trucks and General Purpose Vehicles >12,500 lbs GVWR £ 24,000
lbs (GVWR) |
Min. of 7,500 miles/year |
Heavy Trucks and General Purpose Vehicles > 24,000 lbs (GVWR) |
Min. of 7,500 miles/year |
Truck Tractors |
Min. of 10,000 miles/year |
Page: 4.2.2 Asset Management\Fleet Vehicle Utilization\Utilization Management Procedures
Last Updated:
08/30/2005 09:57 AM
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