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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