Fleet Administration Program & Fleet Administration Program & ProcessesProcesses

WHAT WFS DOES WHAT WFS DOES FOR YOUFOR YOU

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WFS Level 1 ServicesWFS Level 1 Services

Level 1 Services are for database administration of Airgas units. All units in the Airgas vehicle database receive level 1 services.

Administration of the Airgas vehicle database

Asset Input

Asset Transfers

Asset Retirements

Titles (electronic filing)

U1A (electronic filing) (required by DOT)*NEW*

Fixed Asset Reporting

Insurance Card Reporting

Registration Expiration Inputting & Reporting

Lease Expiration Inputting & Reporting

(Required by Airgas Management)

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Level 2 service include all Level 1 services plus…• Database Administration

– Daily unit record maintenance with 4 dedicated staff members to update unit records (transfers and retirements, detailed unit spec info) for Airgas Fixed Asset Group.

– Currently maintaining records in excess of 10,000 pieces of Airgas equipment.

– Monthly reporting back to the Regional Company including maintenance cost by unit and location detailing expenses by system code (engine, transmission, brakes, tires new, tires retread etc.).

– Reports available at all levels National, Regional, Branch and Unit.

• Accounts Payable– Processing @ $3.5 million in payables per month for Airgas.

– Available payment options include MasterCard, Virtual Mastercard, Comchek and Net.

– All payments can be tied to a specific asset (less “bucket” accounting ).

– Processing over 6000 repairs each month.

– Paying invoices for scheduled and unscheduled maintenance, breakdowns, fixed maintenance, washes, body repairs, rentals, licensing and permitting, emergency fuel purchases, lease payments.

• Accounts Receivable– A weekly invoice to each different Airgas Regional Company (business unit) with line by line itemization for each

transaction. Itemization includes:

• Unit number

• Branch name and Oracle number

• GL codes specific to Airgas

• Vendor name, invoice number and repair date

• Costs broken out by fee, labor, parts, tax and total

WFS Level 2 ServicesWFS Level 2 Services

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WFS Level 2 Services WFS Level 2 Services (cont.)(cont.)

• Vendor Relations– WFS has setup and maintains relationships with over 6000 Airgas vendors

– Ensure vendors are following Airgas protocols and procedures** including:

• Supplying written estimates for repairs over $500

• Obtaining a PO number from Warner Fleet Services

• Providing a breakdown of services performed on each invoice (separating parts, labor & tax)

• Include PM checklist with all PM invoices for DOT record retention

• Following all other vendor procedures and policies (see policies and procedures on WFS website)

**Making sure vendors follow the Airgas procedures ensures their invoices will be processed and paid in a timely manner.

• Maintenance– WFS has a staff of experienced Maintenance Administration personnel with industry backgrounds like

sales, customer service & support, diesel mechanics and service management.

– The WFS maintenance personnel take inbound calls and make follow up calls to support all maintenance functions.

• Roadside assistance

• Scheduling routine and preventive maintenance

• Obtaining estimates for repairs over $500 and approval from appropriate Regional Company contact.

• Issuing approval, PO’s and payment to vendor for repairs

• Auditing all incoming repair invoices for fair parts pricing and repair times.

• Data inputting of repair invoices by system cost code for detailed cost reporting.

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• Maintenance (cont.)– Scanning all repair invoices and supporting documents into WFS’ fleet web interface.

– Vendor negotiations and customer advocacy while unit is in the shop

• OE warranty assistance

• Parts expediting

• Repair and troubleshooting assistance (60+ mechanics and Service Managers at our disposal)

– ALL maintenance services are performed 24/7/365

• WFS Website http://www.warnerfs.com – Airgas PM sheets

– Vendor policies and procedures

– Airgas fleet downloads

– Asset delivery spreadsheets (run from WFS database)

• Freightliner trucks and tractors

• Toyota forklifts

• Ford service trucks

• GMC service trucks

• Hyster Forklifts

• Great Dane Trailers

– Audit savings sheet

– OE service bulletins and recalls

– National accounts information

WFS Level 2 Services WFS Level 2 Services (cont.)(cont.)

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• Audit Savings– Spreadsheet detailing savings by Regional Company

• Documented savings for Airgas year to date through May is $146,000.00

• Fax#’s and email distribution (EMAIL IS PREFERED)– WFS provides several e-fax numbers and email addresses utilized by Airgas for:

• New truck, trailer and forklift delivery checklists

• National Account invoices

• Asset retirement and transfer forms

• PM Updates

• National Account Management– WFS works hand in hand with all Airgas fleet vendors to expedite parts, ensure

warranty coverage and negotiate policy reimbursement.• Michelin

• Bridgestone / Firestone

• Safelite Auto Glass

• Bandag

• Morgan Body

• Maxon Liftgate

• Caterpillar

• Mercedes

• Freightliner

• Detroit Diesel

• Allison Transmission

WFS Level 2 Services WFS Level 2 Services (cont.)(cont.)

Region/Fleet FY09 Project FY09ASP $28,601.60 $171,609.60Dry Ice $2,544.80 $15,268.80East $15,167.58 $91,005.48Great Lakes $30,281.35 $181,688.10Gulf States $9,513.63 $57,081.78Intermountain $2,210.73 $13,264.38Mid america $7,252.44 $43,514.64Mid South $5,093.47 $30,560.82NCN $2,971.27 $17,827.62Norpac $6,775.42 $40,652.52NWS $11,992.10 $71,952.60Red-D-Arc $3,427.20 $20,563.20South $1,599.72 $9,598.32southwest $19,359.21 $116,155.26Grand Total $146,790.52 $880,743.12

$146.000.00

What It Costs YouWhat It Costs You

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Level 1 service cost is $.75 per unit per weekLevel 1 service cost is $.75 per unit per week

Level 2 service cost per unit per week (include level 1 fees):Level 2 service cost per unit per week (include level 1 fees):

• Power (tractor, truck) $5.75

• Trailers $4.75

• Forklifts $3.75

• Tube Trailers $1.75

Airgas currently has in excess of 10,000 units under WFS Level 2 services. Airgas currently has in excess of 10,000 units under WFS Level 2 services.

All Airgas RC’s are currently utilizing WFS Maintenance Level 2 ServicesAll Airgas RC’s are currently utilizing WFS Maintenance Level 2 Services

WFS ProcessesWFS Processes

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Receive Invoice (mail, fax or email)

Add WFS Cover Sheet (See process pages 13-16)

Audit for Airgas Policy Violations

Scan Invoice and Supporting Documents

“Pushback” for Airgas Policy Violation

(See process page 17-18)

“Book and Close” Audit and Enter Invoice Data Into

Vehicle Database (8 day average/14 days max)

(See process pages 19-26)

Enter Invoice Into Payables System

(ADP)

Cut Check and Mail to Vendor (12th and

22nd of month)

WFS INVOICE PROCESS

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Open Repair / Issue PO for Repairs(See process pages 4-10)

Receive Estimate for Repairs Exceeding RC Approval Limit

(See process pages 11-12)

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PO PROCESSPO PROCESSWFS issues a Purchase Order# (PO) for each and every repair performed to a WFS issues a Purchase Order# (PO) for each and every repair performed to a

unit. In the Airgas database (Transman) a PO# is tied to a Repair Order# (RO). unit. In the Airgas database (Transman) a PO# is tied to a Repair Order# (RO). This makes it easy to retrieve a record regardless of which # is referenced.This makes it easy to retrieve a record regardless of which # is referenced.

How does a PO get issued/opened?How does a PO get issued/opened?

Routine / Preventive Repairs:1.Airgas manager or driver obtains PO before taking unit in for servicing.

a) Schedules repairs with local vendorb) Reminds vendor to contact WFS @ 800-350-1555 for authorization over RC limit, to submit an estimate or to

advise WFS of repair complications.c) Gives PO to vendor

2.Servicing vendor has unit and contacts WFS for PO and authorization.a) WFS advises vendor of Airgas authorization limits and estimate procedures.

Breakdown / Unscheduled Repairs:3.Airgas driver calls 800-350-1555 to advise of breakdown situation

a) WFS opens a “Road Call”i. WFS coordinates repair finding repairing vendor, tow company etc.ii. Opens a repair order and associated PO for each vendor involved in the repair

4.Airgas manager calls 800-350-1555 to advise of breakdown situation (go to step 3.a)

The following is the WFS PO procedure for issuing a PO / opening an RO.

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PO PROCESS

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PO PROCESS

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PO PROCESS

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PO PROCESS

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PO PROCESS

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PO PROCESS

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ESTIMATE PROCESSESTIMATE PROCESS

All repairs must be authorized in accordance with All repairs must be authorized in accordance with the Airgas RC approval limits. When a PO is issued the Airgas RC approval limits. When a PO is issued the vendor, or Airgas employee, obtaining the PO is the vendor, or Airgas employee, obtaining the PO is

advised that the PO is only good for the RC advised that the PO is only good for the RC authorization limit (typically $500). The vendor is authorization limit (typically $500). The vendor is further instructed that, if the repair is to exceed further instructed that, if the repair is to exceed

the RC authorization limit, a written estimate must the RC authorization limit, a written estimate must be submitted to WFS.be submitted to WFS.

Estimates can be submitted one of two ways:Estimates can be submitted one of two ways:

1.1.Via fax: 801-736-8778Via fax: 801-736-87782.2.Via email: Via email: estimate@warnerfs.com

All estimate procedures are established by Airgas.All estimate procedures are established by Airgas.

The following is the WFS Estimate processThe following is the WFS Estimate process

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ESTIMATE PROCESS

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COVER SHEETING PROCESSCOVER SHEETING PROCESSWFS attaches a cover sheet to every invoice that we receive. The cover sheet WFS attaches a cover sheet to every invoice that we receive. The cover sheet

captures data that is used for internal controls.captures data that is used for internal controls.

What information is on the cover sheet?What information is on the cover sheet?Vendor namePO #RO #Regional Company nameDate invoice received by WFSPay method (other than net)WFS control #WFS process info

Approved byBooked byDate BookedAmount Booked

The following is the WFS cover sheeting process

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COVER SHEETING PROCESS

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COVER SHEETING PROCESS

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COVER SHEETING PROCESS

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PUSHBACK PROCESSPUSHBACK PROCESSWhen an invoice is submitted to WFS that cannot be processed that invoice is sent back to When an invoice is submitted to WFS that cannot be processed that invoice is sent back to

the vendor to have the problem corrected. This is process is called the “Pushback” the vendor to have the problem corrected. This is process is called the “Pushback” process. When the invoice is pushed back it is mailed to the vendor along with a process. When the invoice is pushed back it is mailed to the vendor along with a

statement sheet detailing what is needed for WFS to process.statement sheet detailing what is needed for WFS to process.

Why would an invoice be pushed back to the vendor (Why would an invoice be pushed back to the vendor (what can go wrongwhat can go wrong)?)?

1. Invoice not received by WFSa) It is not uncommon to receive an invoice that

has aged 90+ days 2. Invoice sent to, and paid by RC accounts payable

department.a) Most regions have stopped paying all invoices

related to rolling stock asset maintenance.b) WFS can pay for and identify capitalized

expendituresi. Having vendors invoice WFS for some

repairs and the RC for others causes confusion, payment delays, and open PO’s

3. Invoice sent to WFS without DOT required supporting documents

4. Invoice sent to WFS with no PO or an invalid PO.4. Units are checked for open PO’s as part of the

PO issuing process, but it is still possible to open a duplicate PO

5. Invoice sent to WFS no total or illegible total6. Invoice sent to WFS with parts and labor lumped

together4. Parts and labor must be separated to report

accurate repair cost7. Invoice sent to WFS with total that did not match

estimated or authorized amount8. Invoice or supporting documents have an invalid or

missing meter reading4. Odometer / hour meter readings are required

for accurate cost reporting as well as to adhere to preventive maintenance interval schedules

“Pushback” for Airgas Policy Violation

No PO or Invalid PO

Repaired w/o Auth or Over RC Approval Limit

No Supporting Documents (DOT/PM Inspection

Forms)

Issue PO and Add Estimated Amount for Open PO / Accrual (Pages 4-10)

Fill Out Pushback Form

and Mail w/Invoice Back

to Vendor

Receive Invoice and Supporting

Documents

Email to RC Asset Manager

for Approval

Receive Approval

Scan Invoice and Supporting Documents

(Page 3)25

“PUSHBACK”PROCESS

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BOOKING & CLOSING PROCESSBOOKING & CLOSING PROCESSWhen an invoice is received it must be input into the Airgas vehicle database When an invoice is received it must be input into the Airgas vehicle database (Transman). The process for inputting the data is called “Booking & Closing”(Transman). The process for inputting the data is called “Booking & Closing”

What information is input into Transman?What information is input into Transman?Unit infoVendor infoParts costsLabor costsWork performed

Captured by component code (engine, transmission, PM etc.)Description of work performedMeter reading at time of repairElectronic copies of vendor documents

Invoice PM/DOT inspection paperwork Estimates

The following is the WFS Booking & Closing process

BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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BOOKING AND CLOSING PROCESS

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WFS ORGANIZATION

BOOKING & CLOSING

ESTIMATESRWA

SPECIAL ACCOUNTS

A/P DBASE MAINT

PO’sBreakdownsSchedule

Maintenance

Staff=15

Asset RecordsTransfers/

Retirements

License ExpLease ExpElectronic Title

FilingAsset Delivery

Tracking

Staff=3

A/P

Staff=8

EstimatesOver RC approval limit

“pushbacks”RWA (Repaired Without

Authorization)Vendor parts/labor cost

negotiation

Staff=4

Booking & ClosingAuditingImage supporting

docs

Staff=6

Maintain special vendors

• High invoice volume

• Slow to invoice• Special payment• National

accounts

Staff=4

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DRY ICE PROCESS EXAMPLE

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THANK YOU!THANK YOU!

Thank you very much for your efforts in support of the WFS maintenance

administration program.

Merret Powers

Warner Fleet Services

800-350-1555

http://www.warnerfs.com