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Appendix B
Survey
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INVENTORY MANAGEMENT FOR PUBLIC TRANSIT SYSTEMS
SURVEY
hank you for answering this survey on inventory management practices. Your assistance will allow the |
Transportation Cooperative Research Program to provide all transit properties with insights to improve their t
inventory performance.
Please answer all questions as accurately as possible. If information is not available for a question or if the
question is not applicable to your authority, please respond with N/A. Also, feel Dee to provide additional
comments to support your answers. Unless otherwise specified, please assume all questions refer to the
Authority's total inventory (rolling stock and non-rolling stock). For multi-modal authorities, please provide
separate answers for bus and rail, if appropriate.
All surveys will be held in complete confidence. If you have any questions, please call Alan Robinson at Klick,
Kent & Allen at (7031 683-1120
~ ,
L AGENCY PROFILE
1. Name of transit agency
2. Name of survey respondent:
3. Position
4. Please characterize your service area. Check all that apply.
n a. Urban
O b. Suburban
5. Please identify the population of your service area:
n a. 1,000,000 +
O b. 500,001-1,000,000
O c. Rural
Phone: ~ ~
J
O c. 200,001-500,000
O d. 100,001-200,000 O e. 50,001-100,000 O £ Less than50,000
6. What was the Agency's FY 1993 operating cost? $
7. Please provide the FY 1993 material purchases by mode (total
inventory and non-inventoIy).
tar
Bus Rail
(000) (000)
Other
(000)
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8. Please provide the following statistics regarding the Authority's operation for Fiscal Year 1993 (as provided
in Section 15 data).
Bus Rail Other
a. Annual ridership (passenger tnps)
b. Annual passenger miles
c. Annual revenue vehicle miles
d. Total route miles
e. Total track miles
£ Total number of employees
II. FLEET PROFILE
9. Please describe your vehicle fleet in the table below.
N/A
Vehicle Type I Total No. of I No. of Vehicles. | No. of Ve Icicles | No. of U.S. |
Vehicles Purchased for Peak Service Manufac.
Service** Vehicles
a. Motor bus l l
I b. Heavy railcars T ~1
. .
c. Light rail cars
d. Commuter rail cars
| e. Commuterlocomotives l l l l
| f. Vans l l l l
c. Trackless Trollev
| h. Other*
* automated guideway cars, cable cars, inclined plane cars, monorail cars, ferry boats, etc.
** number of vehicles provided by outside contractors Dom which you have purchased service
10. Please describe your vehicle fleet in the table below.
Vehicle Type ~ No.of ~Annual ~ Average ~Expected Life
I Different I Average I Age I
Vehicle Miles Per (Years)
Models Vehicle.
l l l I EWES T Years
a. Motor bus I ~L I T
| b. Heavy railcars l l l l l
| c. Light rail cars l l l l l
A. Commuter railcars l l l l l
e. Commuterlocomotives
f Vans l l l l l
g. Trackless Trolley ~
h. Other* l l I l I
*automated guideway cars, cable cars inclined plane cars, monorail cars, ferry boats etc.
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IIL INVENTORY MANAGEMENT ORGANIZATION PROFILE
I. To what organizational unit does the inventory management unit report?
O a. Maintenance
O d. Finance
O b. Administration
O e. Other
O c. Operations
12. What is the title of the senior inventory management individual?
13. What is the title of the individual to whom the senior inventory manager reports?
14. At what level in the organization is this individual?
O a. Boardlevel O b. Executive Management
O c. DepartmentaIManagement O d. Other
15. Please provide your total inventory management costs for FY 1993. $
16. In the table below, please identify the number of people, by position, involved in managing inventory.
Function
a. Management
b. Inventory planning
c. Storekeeping
d. Receiving
e. Expediting
£ Counter service
g. Reordering
h. Data Entry
i. Other
No. of Staff
-
17. How many of these individuals are located outside of the inventory management organ~zation?
18. Please provide organization charts (1) for inventory management personnel; and (2) showing where the
inventory management function fits into the Author~ty's overall orgaruzation.
19. Do you have a written procedures manual for inventory management practices? O a. Yes O b. No
If yes, please attach a copy of the table of contents.
3
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20. For each of the positions, please show area(s) of responsibility by checking the appropriate cells in the table
below. If more than one position is responsible for an activity, please include all positions. If the activity is
conducted by someone outside the inventory management organization, please note.
ACTIVITIES
a. Inventory planning
and forecasting
b. Detente reorder methods
and quantities
c. Order inventory matenal
d. Issue material to users
e. Receive and store material
f. Inventory recorL~ceeping
g. Physical inventory
h. Cycle counting
i. Inventory adjusunents/
writers
j. Material expediting
k. Track and fill back orders
IV. INVENTORY MANAGEMENT PRACTICES
21. How does your organization define inventory?
22. What are the objectives of your inventory management policy?
23. What types of items are excluded from inventory
FUNCTION
Manage- Inven. Store- Receiv- Counter Expedit
ment planning keeping ing service ing
24. Under what circumstances can a non-inventory item become an inventory item?
4
Data Reorder- Other
Entry ing
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Storekeenine
The following questions pertain to storehouses containing inventory for rolling stock. For this survey, please
include both primary and secondary storehouses. Primary storehouses are defined as major warehouses, central
stores or distribution centers. Secondary storehouses are defined as local on-site stockrooms.
25.Totainumberofstorehouses: a. Primary b. Secondary
26. How many of your storehouses are secured? (controlled access)
a. Primary
27. Total number of maintenance facilities:
b. Secondary
2S. Are all storehouses located within maintenance facilities? O a. Yes O b. No
are not located at maintenance facilities?
29. What organization has responsibility for managing the storehouses:
Primary storehouses
O a. Inventory Management
O b. Maintenance
O c. Operations
O d. Other
.
30. Please check the box that best describes how your storehouse network is configured.
O a. One central storehouse
b. One central storehouse supplying several smaller secondary storehouses
O c. Severalindependent storehouses
O d. Other (please specifics
If no, how many
Secondary storehouses
O e. Inventory Management
O £ Maintenance
O g. Operations
O h. Other
3 I. What are the average hours of operation for your primary and secondary storehouses?
Primary storehouses
a. Days per week
b. Hollrs per day
Secondary storehouses
_
c. Days per week
d. Hours per day
32. What percentage of the time are primary storehouses covered by a storekeeper when maintenance is being
performed? TO
33. What percentage of the time are secondary storehouses covered by a storekeeper when maintenance is being
perforated? °/0
s
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34. If no storekeeper is present, who is responsible for issuing parts? Check all that apply.
Primary Storehouses
O a. Maintenance foremanisuperv~sor
C] b. Mechanic
O c. Other_
35. Do vendors keep parts on hand for your use?
Of parts:
Secondary Storehouses
O d. Maintenance foreman/supervisor
O e. Mechanic
O f. Other
O a. Yes O b. No Ifyes,please specify the types
36. Do you keep vendor parts on consignment in your storehouse (pay vendor for only what you use)?
O a. Yes O b. No Ifyes,please specify the typesofparts
37. How is storehouse space assigned? Please check all that apply.
a. Usage
b. Item size (cube space)
c. Item class or commodity
O d. Bin availability (dynamic bin allocation)
O e. Other
3S. What inventory information is available at the storehouses? Please check all that apply.
O a.
O b.
to
to
to
Usage (issues)
Number parts on-hand
c. Item cost
d. Items stocked out
e. Transfers to other storehouses
Inventory Management and Replenishment
£ Transfers from other storehouses
g. Items on order by date
h. Items received by date
i. Back orders
j. Other
39. In the following table, please identify the replenishment method(s) used by checking the appropriate box(s).
If a method is chosen, please identify the condition under which the method is used.
Replenishment Method
O a.
b.
to
to
Reorder point/econom~c order quantity
Reorder point/fixed order quantity
c. Min/max
d. Fixed interval
e. Fixed period quantity
f. Maintenance forecasts
g. Workorder/project requirements
h. Project/Campaign
Condition
6
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40. How do you stratify inventory? Please check all that apply.
O a. Usage(ABC)
O b. Commodity class
~ c. Unit cost
41. How oRen are replenishment methods and quantities reviewed?
Replenishment Methods
a. Monthly
O b. Quarterly
O c. Sem~-annually
O d. Annually
O e. Other
.
O d. Demand patterns (dependent vs. independent)
O e. Other
Quantities
O f. Monthly
O g. Quarterly
O h. Sem~-annually
O i. Annually
O j. Other_
42. What percentage of inventory is safety stock? (Safety stock is defined as a quantity of stock to protect
against fluctuations in demand and/or supply) TO
43. How is inventory expensed? ~ a. when purchased O b. upon issue
44. How are parts charged when used? Please check all that apply.
O a. To the using department
O b. To a vehicle number
D c. To a repair order
45. Are target inventory levels set?
O d. To an individual mechanic or repairman
~ e. Others
O a. Yes O b. No If yes, how?
46. Are target service levels set for providing inventory material to users (e.g., percentage of time orders are
filled)? O a. Yes O b. No If yes, how?
47. How are obsolete items identified?
O a. Time since last use
O b. Part only used for obsolete vehicles
48. How are excess items identified?
a. Histoncal usage
O b. Forecasted demand
O c. Part design changes
O d. Other
O c. Other
49. Does inventory management have the authority to directly purchase material and supplies?
a. Yes O b. No Ifyes,what are the dollarlimits? $
7
50.Are blanket purchase orders used to purchase material? ~ a. Yes O b. No Ifyes,what
percentage of inventory dollars are covered by blanket orders? %
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Cataloa/Parts
5 1. Is a parts catalog published?
52. Are parts stored as "kits" for standard jobs such as preventive maintenance ? ~ a. Yes
53. Are repairable components stocked in inventory ( i.e., engines, transmissions)? ~ a. Yes
54. Are "bad order items (failed components) awaiting repair" tracked in inventory? O a. Yes
55. Do your maintenance shops manufacture and/or repair components/parts? 13 a. Yes
56. How are repaired or manufactured components valued in inventory?
O a. Average purchase price O b. Repair cost O c. Other
57. What items are designated as "free" or "open" or "floor" stock? Check all that apply.
O a. Nuts and bolts
O b. Grease, oil and fluids
O c. None
O d. Other
58. What items stockout most oRen?
O a. Yes O b. No
O b. No
O b. No
O b. No
O b. No
59. How are items valued in inventory? Check the method that applies.
O a. Average cost
O b. FIFO (first in first out)
O c. LIFO (last in first out)
O d. Other
60. Is state/federally Ended inventory physically separated from
operating inventory in storehouses?
V. INVENTORY MANAGEMENT PERFORMANCE
O a. Yes O b. No
For the following questions, bus refers to rolling stock bus, rail to rolling stock rail, and other refers to all other
inventory.
61. Please provide the following:
a. Total inventory dollars on-hand at fiscal year end 1993 $
b. Total inventory dollars on-hand at fiscal year end ~ 992 $
c. Average dollar usage/month for fiscal year ~ 993
d. Average dollar usage/month for fiscal year 1992
8
Bus Rail Other
IMP
IMP
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62. Do you monitor inventory forecasts against actual inventory level or usage? ~ Yes O No
If yes, what is your average inventory forecast error?
onto
63. How many inventory transactions do you average per week ? Please fill in the table below.
Bus Rail Other
a
b.
c.
Issues
Receipts
Return to stock
d. Return to vendors
e. Transfers between storehouses
64. Please provide the following information about your inventory:
a.
b.
c.
d.
e.
£
g
h
Bus Rail Other
Percent of unfilled orders due to lack of material
Percent of user requested items filled from inventory
Average time to fill back orders
Average number vehicles held out-of-se~v~ce for parts per day
Percent of maintenance hours lost waiting for parts
Percent of inventory that is excess or obsolete material
Turnover rate
Total number of stockkeeping units (SKU's)?*
PA stockkeeping unit is defined as a unique inventory item, regardless of the number of storage locations.
65. How does your organization define stockouts?
O a. Zero item in inventory
n b. No items available when requested
O c. No items available when work starts
66. What are the average number of stockouts per week?
67. How are the following inventory performance indicators measured?
Indicator
a
b.
c.
Inventory levels
Inventory accuracy
Customer service level
d. Inventory management performance
e. Physical inventory results
Unfilled demand
r
O d. Number ofopen orders
O e. Other
.
Measure
9
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68. Please check the box that best describes how you track the effect of back orders. Back orders are defined as
user requests for out-of-stock parts.
O a. Vehicle downtime waiting for parts
O b. Capital project delays for lack of parts
69. If you calculate carrying costs, what percentages do the following components represent?
Components of CarIying Cost Percentage
n a.
O b.
c.
O d.
ho
Lo
n
Shrinkage
Obsolescence
Insurance
Cost of capital
e. Spoilage
£ Cost of stores space
Total carrying cost
70. What percentage of inventory value is lost annually due to the following:
a. Shrinkage °/O b. Obsolescence %
71. How frequently are physical inventories conducted?
O c. Percent of operating schedule met (nuns)
O d. Other
onto
onto
onto
onto
onto
onto
onto
c. Spoilage NO
O a. Quarterly O b. Semi-annually O c. Annually
O d. Never O e. Other
72. How frequently are cycle counts conducted?
a. Daily O b. WeeklyO c. Monthly
O d. Quarterly O e. Never ~f. Other
73. What percentage of items are out of balance when conducting a cycle count (on average, the number of
items that are in error based on cycle counts)? TO
74. In the table below, please indicate the results of the last two physical inventories.
Physical Inventory MeasurementsFY 199 [Y 199_
a. Absolute dollar variance
b. Absolute percent variance
c. Number of part numbers out of balance
d. Percent of part numbers out of balance
75. Is inventory performance linked to compensation ot~inventory management personnel!
O Yes ~ No If yes, how?
10
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76. How do you handle the following common inventory management issues? Please respond to all that apply.
Issues
a. Long lead times
b. Scarcity
Fragile or short shelf life
d. Foreign manufacture
e. Insuranceitems
£ Ha~ardousmater~al
g. High"streetYalue"
h. Buy America
I. "Salient" characteristics
Resolution
77. In the last two years, what have you done to improve inventory management and what were the results?
78. What are your filture plans to improve inventory management?
VI. 11:CHNOLOGY AND INFORMATION SYSTEMS
79. What information systems do you use for inventory? Please check all that apply.
a. Manual cardex files
O b. Manual parts sign-out sheets
O c. Automatedinventory management system
O d. Other manual
80. In the table below, please check the functions supported by automated and/or manual systems.
Functions
a. Storeroom transactions (issues, receipts, etc.)
b. Material replenishment methods and quantities
c. Inventory forecasting
d. Inventory adjustments
e. Bin location/bin assignment
£ Inventory management reporting
g. Capital project material tracking
h. On-hand quantities/on-order quantities
i. Cycle counting
j. Material Requirements Planning ~P)
If you do not use an automated system, please go to Question 85.
11
Manual Automated
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81. If you use an automated system, is it:
O a. custom designed and developed
O b. a commercial software package (please specify name)
82. On what hardware does your automated system operate?
O a. Mainframe
O b. Mini computer
c. Stand alone personal computer
O d. Networked personal computer
83. If you use an automated system, is it batch-or on-line? ~ a. Batch O b. On-line
84. Please check the systems with which your automated inventory systems are integrated, if any.
O a. Purchasing
O d. General Ledger
O b. Maintenance O c. Accounts Payable
O e. Other
85. How many years have the current manual and/or automated system(s) been in use? years
86. Please indicate the reports you regularly use to manage inventory (check all that apply)
O a. "Hot"list O b. Reorder report O c. Stock status report
O d. Usage report O e. Mater~alcatalog O f. Cycle count sheets
O g. Transaction reports ~ h. Receiving report O i. Other
87. Do you use bar-coding for any of the following? Please check all that apply.
O a. Identifying parts O b. Issuing parts
O d. Receiving pans O e. Job orders
88. What percentage of parts received contain vendor provided bar-codes?
O c. Physical inventory
Of Other
.
89. What other technology do you use for inventory management? Check all that apply.
O a! Swipe cards or magnetic cards
O b. Light pens
onto
O c. Hand-held computers
O d. Other
Thank you for your assistance in completing this
questionnaire. Please return the survey in the self-addressed
stamped envelope to:
Alan Robinson
Klick, Kent & Allen, Inc.
625 Staters Lane, Suite 102
Alexandria, VA 22314
12
Representative terms from entire chapter:
onto onto onto
