Fleet management made easy

Many a time we have compared turfcare machinery to cars: buying used through certified networks for example is something that has been done for years with great success in the car market and is now similarly following suit in the turfcare industry. Hybrid, followed by electric power, these innovative technologies were proven in the car market well before becoming a reality for turfcare machinery. Similarly, many of the benefits for businesses using techniques for fleet management in the car industry can also effectively be applied to owning a fleet of turfcare machinery.

Any business that needs vehicles to function engages in some form of fleet operations and management, it's just the level of detail they go into which varies.

What is fleet management?

The purpose of fleet management is the tracking of machinery throughout the entire life cycle to maximise performance and maintenance, in order to optimise productivity and help business run as smoothly as possible.

From planning and acquisition to operation and maintenance, and disposal and replacement, by gaining greater insight into the life cycle of each machine you can assess its performance, improve its efficiency, increase its life cycle, help reduce operational costs and ensure a good return on investment. As well as significantly reducing spending on procurement and maintenance.

Such data also offers an insight into determining the total cost of ownership (TCO) for each purchase. With this information, fleet managers will be able to determine how owning an asset balances against the total running costs, making it easier to decide when, or if, an ageing machine should be replaced, sold on or disposed of. Essentially, the process of calculating TCO starts with planning; the very first stage of fleet life cycle management.

Why plan ahead?

The benefits of having a strategic equipment investment plan are substantial. Every time you turn around a machine for a newer model, your course benefits from up-to-date technology. That could mean anything from improved cutting performance to increased fuel efficiency to added productivity. Any gains you can make in these areas can help you stretch your operating budget.

At minimum, a golf course for example should have a capital equipment plan in place for the next five years. Ideally that plan would list every piece of equipment in the shed, along with projected replacement dates for each item and the estimated cost for new equipment you are likely to purchase. This should be evaluated and updated annually.

During the fleet management planning process, it helps to have a good mechanic involved to ensure you understand the full cost of maintaining the machines in your fleet.

Making purchasing decisions

Having a budget and a schedule are key parts of the plan, but how do you decide what to buy when it's time to replace your machines? Here are a few things to keep in mind as you research your options:

Total cost of ownership

There's more to these decisions than the initial acquisition cost of the machine. In fact, two similar machines that cost roughly the same up front can have a very different total lifetime cost. Factors to consider and compare include:

• Parts inventory you must keep on hand

• Tax incentives that may be available for certain purchases, such as hybrid or electric technology

• Versatility - can the machine be used to do more than one task or for additional seasons by adding attachments and accessories?

• Operating costs - this includes differences in things like fuel efficiency or parts that don't need to be replaced as often

• Maintenance costs - this includes service, parts, labour and downtime

• Ease of use and training requirements for operators/mechanics

• Availability of parts, service and support

• Aftermarket demand and value

Maintenance requirements

The latest machines are more technically advanced than ever, and mechanics with the right electrical and mechanical repair skills are needed to maintain them. If you invest in new technology, you will also need to invest in your workforce or have a service contract.

Service contracts

Many distributors now offer service plans that take the burden off the customer. If your maintenance team is not staffed adequately, this may be a viable option.

Leasing machinery

One of the big advantages with leasing a fleet of equipment is that you can fix your monthly costs over an extended period of time. This allows the club to manage budgets and take into account any seasonality in income and including fixed date for fleet renewals.

Standardisation

Building your fleet with machines from the same brand/manufacturer can have benefits such as:

• Reduced parts inventory due to common/shared parts

• Gains in service efficiencies and operator safety when staff are familiar with similar machines

• Reduced training time and cost

• Reliability

• Distributor service and support

In the end, a successful fleet management plan depends on seeing the big picture. The more you know about what goes into the lifetime cost and value of these machines, the better equipped you will be to weigh in on future decisions.

Components of an effective programme

Information is king and knowledge is power, so whatever way you track your fleet, whether manually or by using software, the fact that you are in receipt of information will allow you to make informed decisions.

Tracking damage and loss is vital, as well as maintenance schedules and warranties for your inventory. Ensuring you keep to all maintenance schedules will help you extend equipment life cycles, perform an inventory audit and create records for each machine. Document a set of steps to follow each time a specific preventive maintenance service is performed to ensure nothing is missed and put a system in place for operators to report when they have a problem or notice an issue with a machine so it can be addressed in maintenance.

Every process change you make down the line will be more effective if you start with a complete audit up front. You'll want to track all relevant information including the equipment owner, make, model, serial number, warranty information, purchase date, hours of use and lifecycle end date.

Keep this inventory up to date by scheduling periodic reviews, tracking wear and tear and scheduling maintenance.

Tracking wear and tear and loss is vital, as well as maintenance schedules and warranties for your inventory. Ensuring you keep to all maintenance schedules will help you extend equipment life cycles. Document a set of steps to follow each time a specific preventive maintenance service is performed to ensure nothing is missed.

Collect operator feedback. Put a system in place for operators to report when they have a problem or notice an issue with a machine so it can be addressed in maintenance.

Today's equipment is becoming more and more complex with hybrid and computer technology. If you have inhouse mechanics and workshop staff make sure they stay current with trends and ongoing training and, if not, consider outsourcing your service programme with a scheme such as Reesink Turfcare's ReeAssure for efficient budgeting and cost control.

This detailed data-driven approach to asset life cycle management also ensures businesses are keeping their assets operating for as long as possible.

Using technology for fleet management

As with all things, technology makes life a whole lot easier and, of course, there's a software solution for fleet management. It's something that 75 percent of fleet managers in the car industry depend upon (according to data from Government Fleet's annual benchmarking survey).

The data collected in a typical fleet management software system can be vast. It can collect and store data such as real-time performance, user permission, total usage, location, cost, and maintenance and repairs. The latter being essential for avoiding unplanned downtime, which can cost businesses thousands of pounds in a machine's lifetime.

An electronic system offers significant advantages in terms of accuracy, time-saving in comparison to manual documentation, convenience and reporting capabilities. One of the main advantages to using a system for this process is the ability to analyse costs over time. Electronic systems make it easy to generate reports on expenses such as parts, labour and fuel to determine which equipment costs the most to maintain. This data can help you make decisions about your fleet and justify future purchase decisions.

Look out for products such as Toro's myTurf Pro system which leverages over ten years of experience in industry-leading fleet management. This powerful, easy-to-use software enables you to track and manage your club's assets, including equipment, attachments and irrigation, while its real-time data helps improve staff efficiency, lengthen the life of equipment and reduce overall maintenance costs.

The 'at a glance' dashboard keeps you informed of maintenance requirements and operational status. Detailed historical maintenance records provide valuable information on total cost of ownership and asset performance, while demonstrating how well each machine is performing. The industry's first equipment connectivity tool - Toro wireless hour metres - automatically logs information about all machines in operation at the club whether they're Toro or not. And because it gives you access to information such as parts and service manuals, it means you can easily order parts and schedule services as soon as they're needed.

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Features

Manage all assets

myTurf Pro allows you to seamlessly track and oversee asset inventory for one or more locations. And there's no limit to what you can track, from equipment, irrigation and attachments, to vehicles, hand tools and more.

Up-to-date reference materials

Access model and serial specific master parts viewer, operator and service manuals and product training for Toro products and turn on notifications for new service bulletins from Toro customer care. You can also upload and access files linked to your Toro and non-Toro assets.

Schedule maintenance and manage repairs

Get automated maintenance notifications driven by customisable maintenance schedules, manage technician labour assignments and monitor work progress. And if you need advanced maintenance or repairs, you can request and track service from Reesink Turfcare.

Order, manage and optimise inventory

Use myTurf Pro to order Toro equipment and irrigation parts online, available 24/7. Receive customised order quantity recommendations based on inventory levels and machinery maintenance that's due.

Run reports

Make more data-driven decisions with the ability to run reports on your machinery. You can track the total cost of ownership, depreciation, maintenance and operating expenses so you know the real value of your machinery and its expected lifetime. Access detailed asset history of preventive maintenance and repairs, with an intuitive supervisor dashboard that highlights where action is needed.

Backed by Toro NSN technical support

From the best in the industry, and with over 4,700 customers globally, Toro NSN provides unmatched customer support by phone, email or chat for Toro Lynx irrigation control systems, Toro GeoLink precision spray system and the myTurf Pro asset management system.

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myTurf Pro is available through Reesink Turfcare with flexible finance deals with deferred start dates, subsidised rates or those that can be aligned to peak income months to help manage cashflow. It only takes a conversation. Make contact online via reesinkturfcare.co.uk, by phone on 01480 226800 or by email at info@reesinkturfcare.co.uk.