ADMINISTRATIVE UNIT REVIEW RECOMMENDATION #6b(2)

 

Title:                             Staffing Levels

Description:                  Is Fleet correctly staffed? 

Team Leader:               Barbara Greene

Team:                           Jay Chase, Brad Rutherford, Ed Dolber-Smith, Dale Hendrickson

Identified Issues:           Is Fleet Services overstaffed?

 

Fleet Proposal: The Parts/Inventory Office staffing will be addressed by Team 9 of the AUR report along with Purchasing Agreements. 

The Information Technology staffing and Fleet Services' requirements will be addressed in a separate report.

The Fuel Islands' staffing is addressed in the Self Service Island report.  One of the attendants is now in the cross-training program in the Heavy Equipment Shop.  His position was not filled. 

Service Office - There are three full time personnel in the Shop Service Office. 

The Shop Supervisor, Ed Conners is located in this area and directs his staff from this location.  He is also responsible for specification writing, department controlled vehicle annual reporting, shop training, physical acceptance of new vehicles and physical disposal of sale vehicles.

                       

There is one Lead Automotive Technician, Hans Abplanalp, located in the Service Shop.  He has direct responsibility for accepting vehicles into the shop for work, opening/closing/entering work orders and inspection of work on vehicles leaving the shop.

 

There is one Blank Assistant II, Bob Jahn, in the Service Office who has the responsibility for the campus Safe Driver Program, Vehicle Accident/Incident Reporting, Departmental Repair Orders and Purchase Orders for body damage and out-sourced repair work.  The Lead Auto Technician and Blank Assistant II are back-ups for each other during absences, lunches and breaks.

Justification: In some Fleet Operations, (eg. City of Roseville, SMUD) paperwork is completed in the Business Office. Most Fleets have a larger Business Operations Center than UCD Fleet Services. It is a norm to have a shop supervisor and service writer located in the shop area.  What is not a norm is to have a staff person (UCDavis calls this person a Workload Controller) located in the shop area.  Our Workload Controller completes accounting and accident reporting paperwork. He is also the sole Safe Driver trainer for the campus. 

UC Davis Fleet Services has determined that it is more efficient to have the work completed, entered into Dafis and reported to Risk Management directly from the Service Office where the vehicles are readily available for inspection.  This also enables the Service Office to have a back up person for lunches, breaks and vacations. 

No changes are recommended for the Service Office.

 

General Staffing Information

                                   

            There are currently 5.45 open FTE at Fleet Services.  The open provisions are as follows:

                        1.00 FTE         AA III  Safety Coordinator

                         .25 FTE          Assistant II-Business Office

                        1.00 FTE         MSO I-Assistant Manager

                        2.20 FTE         Auto Attendant

                        1.00 FTE         Auto Technician

In addition to the above positions, there is an Auto Technician on extended medical leave and it is unknown at this time if he will be able to return to work.  There are two possible retirements in the shop within the next two years (one in less than a year and another in 1 1/2 years).

There will be a report on Labor Standards and Direct/Indirect Labor that will further address the issues of shop staffing.

                                   

It is recommended that the retirement positions be examined at the time they occur to determine if the positions should be filled or if possibly the FTE should be used in another area of Fleet Services. No action recommended at this time.

Impact:                          None