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Training Transcription (start out on home page of Airgas InfoCenter)
Welcome to the warner fleet services, fleet report training for Airgas. Today we are going
to be going over the Airgas info center. We're also going to be going over the warner fleet
services Airgas fleet report in detail. If you have any questions in regard to today's
report, please email training at warnerfs.com and someone will get back to you very quickly.
If you have immediate questions, then you can contact at 1 800-350-1555.
We're going to start off today by going over the Airgas Info Center provided by Warner
Fleet Services. This is a place where you can find information to some Frequently Asked
Questions. This is also a place where you'll be able to find reports; as well as contact
information for all departments at Warner Fleet Services.
We'll start out by going over the different tabs at the top. The important tabs are Programs/Reports
(click on Programs/Reports tab). This is where you'll be able to see any of the different
reports that Warner Fleet Services sends out to Airgas. There are a variety of different
reports. The Fleet report consists of a conglomerate of these reports put together so that their
all in one place for you which is sent out weekly.
The next place you want to look on here is under PM Information (click on PM Information
tab). This has forms where you can get PM inspection forms for your vendors and for
your drivers to take into when you're getting PM services done and conducted. This is where
you would locate those forms underneath this tab (PM Information).
WFS Processes. (click on the WFS Processes tab) this is a place where you can find a
couple of very useful job aids. The first one, of course, being our CIS Meter Entry
-- Video. This will allow you to show step by step how to enter meter readings in and
things of that nature. There's also a CIS Meter Entry Guide, and of course, our Airgas
WFS Program Handbook is located on here as well—for your convenience.
The customers listing. (click on the Customer's tab) This lists all the regions within Airgas
so if you want to look for information on a particular region or a unit, this is where
you would locate that. Next what I want to do is draw your attention, I'm going to scroll
down here, to the right hand side of InfoCenter and bring into your view the WFS Departments
and locating contact information for those departments as well as fax information. If
you notice on the right, we do have several departments probably important departments
to note would be the WFS Maintenance Department. You can contact them at 1 800-350-1555 and
follow the prompts if you're requesting a PO service, or if you'd like too email the
Maintenance department you can simply click on the provided email, and it will use your
email browser to send out an email to the Maintenance Department. Also, you can do the
same with any of our departments for email communication. You can do estimates, PM updates,
our database group, meter updates, driver document management, Accounts payable, special
accounts. There is an RWA department for regional contacts and an open peal in over 60 departments
as well. The last contact is for our processing team in case there's any processing questions
if the vendor were to ask about an invoice that had not been paid yet and you could prompt
them to contact our processing team at that point. If you scroll down a little further
here. You'll see our WFS Management Team. Their email contacts are listed there and
you are able to conduct an email from that location or, if you want, you can call and
speak with any of our managers. They are always happy to help.
Next what we are going to is actually go to the Warner Fleet Services Airgas Fleet Report.
To locate the report for your region. From the airgas InfoCenter Home Page. You want
to go to programs and reports, then from programs and reports you can scroll down and it will
be under Weekly fleet reports. The report does come out once a week, usually, at the
beginning of the week. It will help you manage your units on a branch level so you can get
PM's done and things of that nature. When you come to this spot you simply click on
weekly fleet reports. Once you do that it will bring up a list of all the airgas regions
that have a fleet report available for them. Simply click on your region and for today's
training I've selected Airgas mid-America, and I've pre-loaded the report. The report
is in a Microsoft excel format, and what I've done is I've already pre-loaded it. This is
what the report looks like, the front page, of course, being the PM report--very important
report for Airgas. I'll explain how the report works before we get started, and we will go
over each individual report that included in the entire fleet report.
First, to start out, the report is divided into different coloums and sections. Each
section can be sorted based off of the information that it's contained within. We've pre-sorted
the information for you with drop down boxes. I will use the branch name as an example here.
If you click on the arrow above each colomn it will give you a search option. Within the
search option you can do one of two ways to search within that particular colomn. One
you can do unselect all, and i'll do that now. After you've unselected all, you can
scroll to the branch you are looking for, your branch for instance, and we're going
to pick Farmington Missouri for our ginne pig here. Then, once you do that, you can
click ok and the report will sort anything on this report that has to do with the Farmington
Missouri branch in Airgas midAmerica. Once the report is filtered. You can look
through the data on that report. If you want to unfilter the report, you simply go back
up to the dropdown box that you used to filter the report. Simply click on it, and if you
hit select all again, it will select all the information, and if you click ok then you'll
filter the report back to the original information. Another way that you can actually search for
information on this report, and we'll go over here to the unit Id Field here. If you click
on it and you want to search for, lets say we're looking for an individual unit. I'm
going to use unit number 501736 for this example. So, lets say we're just looking for that unit.
You can uselect all, up in the search field you would want to type in 501736 in the search
field, and if you've noticed, it's filtered all the information down already, as to which
looking for your unit. If you simply click ok, it will filter your report as to which
information you are looking for. There was one of two ways you can filter on
this report to help you manage to report easily. So I'm going to go ahead and unfiltered this,
put it back to the way it was, and then what I'm gonna go ahead and do to is I'm gonna
go ahead and go through each different report that's part of this fleet report it does consistent
several reports. I we send it out to you at the beginning each week so you can have a
snapshot everything that we offer for reports that's important your branch and for your
specific fleet. So, we will start of today by talking about
the p.m. report. This is probably one of the most important reports especially do to compliance.
So what i'll do is go over this report column by column. Some of them make a little more
sense than others and others on how to explain a little more, but I'll also go over some
common errors that are made by looking at the report, and some helpful hints when looking
at the report to consider before possibly placing a call to Warner Fleet Services or
looking for a vendor to do a p.m service. So first of all, each report is sorted by
the different options as far as unit, region, branch name and what the report is actually
looking for. For this particular report we'll of course filter by unit first. So what I'd
like to do to make this report a little easier to look at is I'm gonna filter this based
off a couple just different branches so that we don't have so many out there. So, I'm going
to do Bowling Green plant and lets also to do Columbia Tennessee and Clarksville today.
So, I've sorted it based off of those three regions to give us a good broad spectrum of
information, so that we can look at the report and not have to view so much information.
So, right off the bat, one of the things that we used, that we did to design the report
was to make sure that the meat and potatoes of the report or the important information
was right up front, and you can see coloum e, i'm going to highlight it here, to column
p. This is the really important parts of the report. The reason that these are is because
they give you the basic information you need, pretty much at a glance to see what's needed
for these units. Also another piece of information, if one of your unit is not on this report,
it simply means that there is no p.m. service due for that unit. Here at Warner Fleet Services
we track all p.m. services and inspections when they reached eighty percent of capacity.
So as an example that if a unit was due every 90 days, for a dry p.m., we would start tracking
that p.m. when it reached 72 days which should be eighty percent capacity. Once its on the
report, on the p.m. report, it'll remain on the pm report until the peel that was created
for the peels, the PM service, has been closed out and paid. So if you see your unit on this
report and you know that you've done a PM service on it and the vendors complete the
work that simply just means we have not paid them yet. So it will remain on a report untill
then. So the first column in this report is gonna
tell us at what percentage a PM services is due by. In this case of course you can see
we've tracked some of these at eighty percent. The bottom unit here in at number 507 257,
a high or low coloum here. We started tracking that at eighty percent due of capacity. This
column will be in yellow until it reaches 100 percent capacity, and then it will switch
over to red--indicating that the unit is now over due for pm service. So, a quick glance
at this report you can look already and say, "Red is bad, yellow is good."
The next column is just an indicator, tells you what it's over due by or over due in,
and in the coloum after that coloumn g tells you how many days its over due by or over
due in. So for instance this one here on the bottom, column d. I'm gonna let this filtered
through here cause I think it might be slow. So column d tells us that a dry PM, so an
a PM is due on this unit and it is due in 17 days. So it lets us know that it'll be
over due in 17 days if we don't get that service done.
The next important column is column I. This is one of the most common mistakes made from
looking at the PM report. A lot of our customers will look at the PM report for Airgas and
they'll say, "We need to do a PM service. This unit's due. It's on this report." That's
not always necessarily true. Column I tells us a lot of information. What we're looking
for here is one of two things. Is there an open PO or is it current or is there no open
PO. If you look in this column and you see that there is no open PO in our system, that
means that the vendor hasn't abeen contacted, and it also means that an open PO has not
been open for this unit and needs to be. If there's an open PO current that mean someone's
called for a PO for the PM service, and the next call will tell you how old that PO is.
Normal billing cycles for vendors, depending on how they run their invoicing, runs generally
anywhere from 15 to 30 days after a PM service is done. So there's a possibility that forty
five days after a service is done, that will finally receive an invoice for a vender, and
will pay it. So if you see your unit on this report and its still showing that its due.
The very next place you should go is column I. This shows an open PO or no Open PO, and
take action based off of what's in that column. There's also some information about when the
last PM's were done--In column M. You can see the date the last PM service was done;
if it was a wet PM or if their was milage recorded, it will be listed in column n, or
also, how much time went between PM services from coloumn O to coloumn P.
The rest of the report is information about the unit. So, colom R through Colom y is information
about the truck, and the very last information, which is very important information actually,
column AD to column AH. Gonna highlighted it here, and let the system catch up so you
can see it. This information reflects information about appeal that is currently open for a
PM service on the unit. So this will tell you the WFP number. This will tell you the
WFA number, and it will also tell you a what vendor it's at and their phone number. So
important information so that you know exactly who did the PM service if you may be a branch
manager and you manage many local branches this will let you know who it was for. That
is the PM report. It's probably one of the most important report your going to receive
and that's why we put it up front in the fleet report so you have an opportunity to look
at first when your day start out. The next report that we're going to look at
is the Airgas unit list report. This is a list simply of all the units that are associated
with a branch, and has all the information about those units. A very helpful place where
we can get a VIN, unit numbers, things of that nature. The report is filterable--just
like all the other reports. So let me just briefly show you what it would look like.
We'll do bowling green plants for instance. Select all, bowling green plants and we'll
pick on someone else... maybe gales burg and Velasco. I'm going to click on this. This
lists all units at these different location. If you can see here very self-explanatory
up on the top, in colom two. It will tell you what each column represents so has all
that unit information, licensing information, things of that nature, now listed on this
unit list report. The next reported the branch West this lists
all the branches within Airgas. Again, you can sort it anyway like. This should be a
common place where you could locate information for different branches' contact information
or if you needed to borrow units from another branch in your area. This would be a way for
you to locate who you would call for that. The next one is the next report on the bottom,
is the estimates report. The estamates report is, it lists all estimates that are currently
in the system for mid-america that are currently open and waiting on approval. This a would
be a good place where you could go and if you have a truck you're waiting on an estimate
for, and you want to see if its been approved, this should be a place where you could locate
that information. It listes it by WFA number here, and you can also see notes if you scroll
over, all the way over, in the comments section you can see the notes for each PO, and you
can also see here that there pending or if the status has been changed to on hold and
you can read the corresponding notes that go with that. This report is primarily used
for regional managers to see what they have listed for their current regions. This'll
only contain estimates that are currently in an open status. Anything that's closed
will not be on this report. The next report that we're going to do is,
on the bottom here, is the fuel report. This lets you know what fuel is purchased for units,
the location of the merchant. It also lets you know the cost the fuel; it breaks it down
on cost per gallon as well. So, you're able to see all that information here. I'll just
scroll over her so you can see it. It's there for your branch to be able to utilize. So
that you can do spending trends for fuel, but its a pretty expensive collective report
that you can scroll through and use. Again, its sortable by unit and also by vender. A
lot of different options on this report. But it's a very good report to look at to see
fuel trends for drivers and for units. The next report is for the expense report for
repairs and fees for bach unit and for each branch. This one is listed by, you can sort
it by branch as well. So, if you were to do that that would be over here by branch name
in coloum O. So you can see how many repairs you've a for in the previous week. This'll
be listed on there, and you can also sort this report as well. This will give you all
the different totals and everything here. It'll also give you the RO description for
each repair, and it will list a total amount of purchases in column AG. So, you can add
these up, or you can use these for whatever reporting you need to for your branch.
The next report here we're gonna look at, just let everything catch up, is the Airgas
maintanance history report. This will allow you to look up maintainance history for your
units. If you want to look up information about whether or not breaks had history of
failing or air conditioning or you can do this. This report is able to be sorted by
a lot different ways. The most useful ways in this is sorting them by the actual, if
you go down here, component description here. You can click on be component description
filter, and if you can see here, it will list everything that we have listed as being repaired
for these units. Also, it's very helpful when you list and when you actually filter by multiple
options. So, for instance lets find a unit number here. Lets do 400690. I'm gonna put
that into my filter here, and let that catch up. And i'm gonna click ok and what this is
going to do, this is just going to filter all the repairs for unit number 400690, and
this was out of Mountain Grove Missouri. So let's say on this report we wanna see all
the air conditioning repairs that have been done. So now were going to filter over here
to coloum U, and again, we're going to filter a second option. If you notice here it is
listed by, alphabetically. So were gonna deselect everything and we're just gonna click on air
conditioning affinity AC. Click OK. Now it's gonna tell us every single time we've done
repairs on the air conditioning. As you can see the reports shrank to just what you're
looking for. So this is a helpful report when you're just looking for, the most common use
of this report might be, if you know you've replaced the brakes on a unit three months
prior, and you wanna search that information to see who did the work and when the work
was done. And of course you can unfilter the report. Each time you have to go back the
information you selected that way it's all the units again.
The next report is the open PO and over 60 report. This is a really important report
that should be looked at on a regular basis. This report is also very helpful when you're
certain that PO's had been completed or aren't complete. Anything that is currently opening
would be on this report. So what you'd want to do is you'd want to search this report
and look for your branches, and you can sort that through column k. So, for instance, let
me see who I'm gonna pick on this time. Lets pick on Columbia Tennessee. Let me unselct
all these. I'm gonna pick on Columbia Tennessee here, and lets pick on Farmington Missouri
again. So, I'm going to filter through here, and this is going to tell you all of the open
PO's that we have currently for these two branches. Now, there's a number of reasons
why these PO's might be open. And what I want to do is go over a couple of reasons of why
they might be open. The first reson that a PO would be open and
on this report is, quite simply, that it has not been paid yet. A customer has not sent
an invoice in yet or we're waiting on them to send it in. How you would check to see
if an invoice has been sent in for one of these. There is a column for that. It would
be under invoice received. So in coloum X, we record the date when an invoice was recieved.
So on the first three, if you've noticed here, there's no invoice recieved for these, on
the last one there has been an invoice received. So it's still open simply because we have
not paid it yet, and you can see it from September 25th 2013. So on one of these other ones usually
typically we process invoices pretty quick. It depends on when the vendor send them in.
Most vendors, depending on if its a large vendor or a small vendor, send there invoices
in anywhere from 15 to 30 days after there work has been done. Some of them are pretty
quick, and upon receiving those, we process them as soon as we get them, and we do work
off of what's called a net 30. So we pay vendors within that 30 day timeframe upon receiving
their invoice. If you notice on this one, also, it will tell
you what with the repairs were for under the component description, and it'll tell you
that these sections have been closed. If you scroll over here too column AA. These particular
sections were closed, and the reson we did that last there was probably something on
the PM report and then we wanted to have that come off. So we'll close those sections if
we've received paperwork. There's a couple of other reasons that there
would be open PO's on this report. Our push back process would keep the PO open, and the
different reasons for pushbacks would be: one if repair exceeded what was authorized
by Warner Fleet Services or by Airgas for the repair. So for instance all of our PO's,
over the phone, we approve up to five hundred dollars with a WFP number. If a repair had
an estimate sent an estamate sent in and they i had that approved we would issued them an
approval number which would start with the WFA number. In some circumstances vendors
will exceed one of those amounts. The ammount we approved originally in the PO, or the amount
we approved secondary with the WFA number. If they exceed the amount that was approved
originally then we would do what was called a pushback for no authorization. In some cases,
here in Warner Fleet Services we can approve those; in other cases those would have to
be approved by someone on an Airgas regional level. So that would be another instance that
would have open PO's, secondly if we're waiting on PM sheets. So for any services where we
require an inspection on a unit. If a PM sheet or an inspection sheet is not received along
with the invoice we will also pushed back the invoice and leave it open, and not issue
payment on that until we've received that paperwork. The last reason that a PO would
remain open and be on this report, is if a vendor, for some reason, just didn't send
in paperwork, or if the truck never went to the vendor and the PO when work was intended
to be done but one never happened. That's why it's important, on a branch level, for
you to look through these and make sure that there's nothing open that shouldn't be. For
instence this top one here, for mid-america; if we determine that this trailer, unit number
503783, never went to Tag Truck Center in Farmington Missouri, then we would probably
call us and say, "hey we need to cancel this for the dry PM." But in this case we can see
this one did. So, look through the report periodically, to make sure that there's nothing
on here that needs to be made attention to at Warner Fleet Services. After 60 days of
being on this report; we do have a département that will actually go through, pull anything
older than 60 days, and we do contact vendors and ask for payperwork. We also make sure
that they, if they have not heard of anything then we will get approval to cancel appeals
after they've been open for a long period of time.
The next I report on here is an order tracking report. This is simply just an asset order
tracking sheet, and this allows you to view what units have been purchased through AirGas
and what the expected delivery date would be. Column B tells you what the status is
and when the delivery date is. This would be a good report where if you wanted to see
where your uinits are at; of course you can see where they say at: Body Shop, in service,
ordered. If you have any questions about units that have been ordered or what status they're
in, you can always contact our database group, and they can actually help you find out the
status of those units. Most the time those branches know when they're getting units--they're
pretty anticipating of them. This should be a list of where you can actually see which
units have been ordered. The next report is the Airgas PM inventory
report. This report list every inspection that's due for a unit that we track here at
Warner Fleet Services. There's a couple of different things about this report that I
like to talk about. One is of course for each inspection you're going to have a line on
this report and a unit number next to it. So there will be some units that have four,
five, or six lines. The reason for that is each intervail that we track has its own seperate
line that we use to track in the system. So that we can help agents on the phones determine
when units are due for service and when they're not due for service. Every single PO we create
over the phones for Warner Fleet Services we check the PM service for a unit. Transman
helps us with that by tracking it through using the differnt intervials that we program
in Transman for each unnit. For instance if a unit is due, the best case I can think of
are fork lifts. I'm going to fliter it down to fork lifts which will be in material handling.
So I can show the example of where a unit will have two different lines for one service.
Then we're gonna do just one unit here which should have two lines. So, in this case it
does. All fork lifts get a wet PM, and we only do it if one of two situations happen:
if a unit reaches 200 hours or once every 365-days. So in order to track that in the
system, we have to have two separate lines, and its whichever one of those comes first.
What it'll look like, this is the important part here, column p through columns T tells
us a lot of information about the PM. This one tells us of course, column R says 200,
column S--what meter type do we track that by--this one's ours. Column R again for the
second one is once a year, so 365 days in operation. It'll say that anytime an inspection
has two different interval types. So if you see a unit that's on here multiple times,
that's exactly what it's for. Let me go ahead and unfliter this, and get it back the way
it was. The next report we have is the RWA report.
This report is a place where you can go, regional contacts look at this report, this report
would only contain information about PO's that exceeded their approval limit--whether
it be the initial PO or the original WFP that was only approved for up to five hundred dollars,
or if, for whatever reason, they exceeded the amount that Airgas approved for a repair
that had an estimate sent in. You can view each individual lines. Some have multiples.
So, I'm gonna filter this based off of just one. I'm gonna pick this one here that says
WFA 03 88 7444. That one has a lot. As we can see there are multiple lines for each
one, and the reason why, I'm gonna go back to the open PO report and explains as well,
the reason why their are multiple lines for one PO is because we put a line for each repare
section that was inside the PO when it was created. I'll show you here to X and Y. So,
Column X and Column Y tells us what the section are for. The first one here is for a regular
dry PM service, the second one was for frame assembly and cross member work, and then also
we have for this unit a DOT service which was down here in the middle. All the rest
about are what we call pushed back codes. This is where you can tell exactly what is
missing or what we need in order to get this PO cleared. Anything that's preceded by a
999, for instance this first one here and I'm going to highlight it, this one says,
"push back for incomplete invoice." So when our processing team receive this, what happened
was it had, if you go over here to the comment now, it said half the invoice was cut off.
Which means we couldn't read it, we couldn't determine what the rest of the invoice was
for which means we couldn't process the rest of the invoice. So we would have contacted
the vendors and said, "Hey mister vender. we need to have you resend this invoice in
its completion." If we look at some of the other codes on here. The other one here, we
also, if you notice, like I mentioned on the open PO report. We do call on PO's that are
over 60 days old. So this one is one of our sections that we put in to say, "Hey, we called.
We spoke with someone." So if you look down here in column AC. It says here that we spoke
with Brenda and she'll fax over the PM Sheets. This was on April First. So, this one's a
vendor that we've talked to before. So, also, on the last one here is the 999009, and if
you see her it says, "push back RWA." The reason it's particularly on this report. It's
because of the fact that the vender exceeded the amount that was approved, and that's the
reason why we put it on this report. So, to make a long story short, the only way they
come off of this report is one of two things have to happen: one they turn in all their
paperwork and anything that might be missing, and two, the repair gets approved by either
a regional contact or someone here at Warner Fleet Services helps get that pushed through.
The only reason they're on the RWA reports is because, here at Warner Fleet Services,
we're not able to approve it. It exceeds our ammount that we can apporve. Let me go ahead
and go back here, and unfilter this. This report is usually not that large. On of the
conditions of this report is it stays pretty small. So if there's something on this report
that you have a question about or that you need information on. If your regional contact
all know how to use the report in order to help get things approved. On a local level
though, if you're in a branch, and you want to have a regional contact approve one of
these or you want to get help with one of them. A really neat thing about excel is you
can copy a line of the report and you can actually send this to the regional manager,
and you can say, "Hey, I remember this. We should aprove it." But this is really helpful
to them. By looking at this report they'll let you do that.
The last report we're going to talk about today is the unit images report. This report
contains any images that we have for units such as: registrations, licensing, insurance
information, things of that nature that we'll keep on file here at Warner Fleet Services.
The most common use of this report. You would be able to look it up and see if a lot of
the times and windy weather something had happend to a cab car for a driver and he would
be able to call us and we can pull that information from our database and we'd be able to email
that or fax it to whoever might need it. This concludes the Warner Fleet Services Fleet
Report Training. Again if you have any questions about the report or if you need help with
the report please contact us here at Warner Fleet Services. If you need additional training
on report, or if you have specific questions about the report, you can email us at training@warnerfs.com
or if you can call and speak with me my name's Bill McCloud or any of our management team.
We would be more than willing to help you get through the report. Again thank you for
attending today's training. If you have any questions please let us know. Have a great
day