DCO_Guide_5-Year_Plan.pdf

USER’S GUIDE

Version 1.0

OCTOBER 2016

5-

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CUSTOMIZATION DATA – 5-YEAR PLAN – SERVICE LOG –

PURCHASING POWER – THE DASHBOARD

5-YEAR PLAN

Volume 1 – Version 1 - Published 1 October 2016

DEVELOPED BY

Mr. John E. Gill III

Operations Specialist, Air Force Food & Beverage Policy, Procedures, Business Development & Strategic Initiatives

Air Force Services Activity

REVIEWED BY

Mr. James H. Krueger Jr.

Chief, Air Force Food & Beverage Policy, Procedures, Business Development &Strategic Initiatives

Air Force Services Activity

AUTHORIZED BY

John W. Kundinger

Chief, Air Force Food & Beverage Division

Air Force Services Activity

The 5-Year Plan was developed to assist you with asset management, financial forecasting, and scheduling equipment maintenance. Just like any data collection tool, the 5-Year Plan is as effective as the information entered. Use this manual to familiarize yourself with the data entry process and the readily available feedback it provides.

CUSTOMIZATION DATA PAGE 4

Set specific parameters to flag rising maintenance cost, warranty life span, etc.

5-YEAR PLAN PAGE 6

Manage your assets, financial projects, condition of equipment and more.

SERVICE LOG PAGE 10

Manage your maintenance service cost with in this partially auto-populated service log.

PURCHASING POWER PAGE 12

Leverage your purchase history against future purchases.

THE DASHBOARD PAGE 14

Provide a quick overview on the status of your 5-Year Plan.

CONTACT US

Sometimes your challenges may be bigger than you, but they will never be bigger than us! The HQ

AFSVA Food Team is here to assist your efforts to keep your 5-Year Plan functionally accurate. Call us when you need us. Let’s resolve the problem together!

My HQ AFSVA team representative ________________________________________

The commercial number ________________________________________

The DSN phone number ________________________________________

Additional contact information ________________________________________

FEEDBACK

The goal is to make this tool the best it can be. Your feedback is not only welcome, it’s encouraged.

LOOKING AHEAD:

A few items are unique to your facility. You can set a few parameters to assist with asset management.

1. YOUR INSTALLATION

Enter the name of your installation.

2. YOUR FACILITY NAME

Enter the name of your facility.

3. REPLACEMENT COST INFLATION PERCENTAGE

Set your inflation rate for future purchases. The percentage set will increase each following year.

Example: At 10%, an item that cost you $10.00 this year will have a projected cost of $11.00 next year. The year after, $12.10 and so on and so on. Set to your preference. 10% is a common rate.

4. LAST INVENTORY REVIEW/COUNT

Enter the date of your last inventory count.

5. REPAIR COST FLAG PERCENTAGE

When repair cost reach a certain percentage of the replacement cost, it will flag in your 5-Year Plan.

This is pre-set for you.

When your service cost reaches 85% The total service cost will be RED

When your service cost reaches 75% The total service cost will be GREEN

When your service cost reaches 50% The total service cost will be BLUE

6. WATER CONDITION

Set your water condition to help identify assets that may require additional maintenance.

7. MANUFACTURERS

Your 5-Year Plan comes with a prepopulated list of manufacturers. You can delete and repopulate this list with your manufacturers if they do not already appear on the list. This list will be used as a drop down menu on your 5-Year Plan sheet.

8. DEMAND LEVEL

Set your demand level percentages. This identifies your equipment usage rate. You will make your selection on the 5-Year Plan sheet shown on page seven.

If you select Low(+) This extends the life expectancy because of minimal operational use.

If you select Moderate This extends the life expectancy but not significantly.

If you select High(-) This reduces the life expectancy because the operational use is higher than the common usage rate of manufacturer’s projection.

CUSTOMIZATION DATA:

TIP: You can click on any column header throughout the 5-Year Plan to view a brief description on what is required or provided.

7 8

CUSTOMIZATION DATA:

Provided below is an example of the customization data sheet within your 5-Year Plan.

An extended definition of each area is provided on page four.

5 YEAR PLAN:

10 12

The 5-Year Plan is where you will enter the bulk of your information. Enter each item as a single line item. Remember that this tool is only as good as the accuracy of the data you enter.

1. Purchase Date:

Enter the date you purchased your item.

Use the dd-mmm-yyyy format.

2. Item:

Enter the name of the item.

3. Asset Type:

Select the asset type category you wish to assign the item.

4. Location:

Select the location category you wish to assign the item.

5. Manufacturer:

Select the item manufacturer’s name from the drop down list.

This is the list you reviewed on the customization data sheet.

6. Model #:

If applicable, enter the item model number.

7. Serial #:

If applicable, enter the item serial number.

8. Asset Tag:

If you participate in the

ECOLAB

fastfix program you can enter your asset tag here.

9. Voltage:

If applicable, enter the voltage provided by the manufacturer.

10. Phase:

If applicable, enter the phase provided by the manufacturer.

11. Amperage:

If applicable, enter the amperage provided by the manufacturer.

12. Herz:

If applicable, enter the herz provided by the manufacturer.

91 OG MISSILE CHEF TRAINING PROGRAM

18 20 22

13. Price:

Enter the price of your item.

14. Warranty:

Select the warranty information status. Enter the number of years of the warranty. The expiration date and days to expiration will auto-populate.

15. Date of

Installation:

If applicable, enter the date the item was installed. Use the dd-mmm-yyyy format.

The expiration date will auto populate.

17. Demand

Level:

Select the demand level according to your projected use.

Your selection may reduce or extend the life expectancy.

19. Life

Expectancy

Expires:

The expiration date will auto-populate based on the date of installation, length of warranty, and demand level.

16. Life

Expectancy:

Enter the number of years the manufacturer projects the equipment to last.

18. Water

Required For

Operation:

Identify whether or not your item requires water for production.

20. Exceeded

Life

Expectancy:

Once the life expectancy expires, the number of days it exceeds will auto-populate.

21. Total

Service Cost:

The total cost of repair and or maintenance fees related to each item will auto-populate. This is generated by your input in the service log. The cell will change color based on the total versus the replacement cost.

23. Service

Cost Exceeds

Replacement

Cost:

The cost will auto-populate and the cell will change color once the service cost exceeds the replacement cost.

22. Projected

Replacement

Cost:

This is the projected item replacement cost based on the current purchase price plus the inflation percentage you set on the data customization sheet.

25. Projected

Cost:

When you identify the item as a requirement for the year, this block will auto-populate with the projected cost which is the initial price plus the rate of inflation you established.

26. Actual

Cost:

Enter the actual cost of the item you intend to purchase.

27. Funded:

Identify whether or not your item has been funded.

This will help the system identify any unfunded balances.

28. Final

Funded:

Enter the amount of funding you were authorized for each item you need to purchase. This will help identify any unfunded requirements.

30. Condition:

Select the condition category you wish to assign the item you purchased.

24. Required:

Identify whether or not this item is required for the fiscal year displayed at the top of the column. In the example, the data projected for the 2017 fiscal year is shown.

29. Unfunded:

This is your unfunded balance. This will auto-populate based whether you identified the item as funded.

31.

Justification

& Comments:

Add your brief comments as deemed necessary to help justify your purchase requirement.

32. Next Year

Requirements:

Each year repeats the requirement options. In the example shown, notice the projected cost increase from

2017. This was established by your inflation setting on the customization data sheet.

34. Projected

Cost:

When you identify the item as a requirement for the year this block will auto-populate with the projected cost.

This will be the initial purchase price plus the rate of inflation you established.

35. Actual

Cost:

Enter the actual cost of the item you intend to purchase.

36. Funded:

Identify whether or not your item has been funded.

This will help the system identify any unfunded balances.

37. Final

Funded:

Enter the amount of funding you were authorized for each item you need to purchase. This will help identify any unfunded requirements.

39. Condition:

Select the condition category you wish to assign the item you purchased.

33. Required:

Identify whether or not this item is required for the fiscal year displayed at the top of the column.

38. Unfunded:

This is your unfunded balance. This will auto-populate based whether you identified the item as funded.

40.

Justification

& Comments:

Add your brief comments as deemed necessary to help justify your purchase requirement.

41. Next Year

Requirements:

Just like before, the projected cost is the cost from fiscal year 2018 plus the percentage set on the data customization sheet.

The example shown below is for fiscal year 2018. As you will see, each year is laid out the same way.

The projected cost grows by the percentage you set on the customization data sheet shown on page five.

The service log has been provided to assist you in managing repair and maintenance cost on your equipment. The log can also be used to measure service cost versus replacement cost. You have five call log entry opportunities per piece of equipment. Scroll to the right in order to log your additional calls.

1. KEY PRODUCT INFO

Any item you enter into the 5-Year Plan will automatically be loaded into your service log. The first seven columns; item, manufacturer, model #, serial #, warranty, warranty expires, and date of installation, have been auto-populated from the 5-Year Plan sheet.

2. PURPOSE

Enter a brief explanation of why you are having the asset serviced.

3. ORDER NUMBER

Enter the service provider’s work order number or equivalent. This is the number you will reference if you have to follow up on service related to the equipment.

4. COST

Enter the cost of the service. As you scroll to the right you will see there are four more opportunities to log additional service calls related to each asset. All five cost will total to the far right in the Total

Service Cost column.

5. DATE CALLED

Enter the date you called to schedule service.

6. DATE SERVICED

Enter the date the service was provided. If left blank, it will reflect as an open service call on your dashboard.

7. TOTAL SERVICE COST

Scroll to the far right to see the total service cost. This is the cumulative total of all five service calls.

Once the total service cost reaches a certain percentage of the projected replacement cost it will be flagged in your 5-Year Plan. See pages four and five for a detailed explanation of the percentage flag parameters.

8. CONTACT INFO

Enter the number to call to schedule or follow up on service.

9. NOTES/SPECIAL PRE-INSTALLATION INSTRUCTIONS

Use for general notes. Consider logging information related to service provided or information that may prove useful prior to installation.

SERVICE LOG:

1 2 3 4 5 6

7 8 9

SERVICE LOG:

Provided below is an example of the customization data sheet within your 5-Year Plan.

An extended definition of each area is provided on page 10.

We purchase a large amount of food service equipment. We also purchase furniture and electronic assets that support our food service mission. The purchasing power sheet presents a brief overview of your purchase history.

1. MANUFACTURERS

These are the manufactures that were shown on the customization data sheet on pages four and five.

2. TOTAL ASSETS YOU OWN BY THIS MANUFACTURER

This is the number of pieces of equipment you have purchased from the manufacturer shown in the far left column. This is auto-populated by your entry on the 5-Year Plan.

3. TOTAL SPENT WITH THIS MANUFACTURER

This is the amount of money you have spent with the vendor to the far left. Consider using your purchase history to help negotiate better pricing on future purchases.

PURCHASING POWER:

1 2 3

PURCHASING POWER:

Provided below is an example of the purchasing power sheet within your five-year plan.

An extended definition of each area is provided on page 12.

The dashboard has been developed to provide a quick overview and quick reference indicators for instantaneous feedback. This dashboard is a reflection of the data you entered in the related areas.

1. VERSION

This is the version of the 5-Year Plan. As future versions are released, use this to validate your version.

2. INSTALLATION

This is auto-populated by the data you entered on the customization data sheet.

3. FACILITY

This is auto-populated by the data you entered on the customization data sheet.

4. INVENTORY BALANCE

This is the current inventory balance.

5. LAST COUNT

This is auto-populated by the data you entered on the customization data sheet.

6. FUNDED & UNFUNDED REQUIREMENTS

This is current fiscal year funding requirements. It changes to the current fiscal year on 30 September.

7. ASSET VALUE BY TYPE

This is the breakdown of your equipment based on the asset category you assigned.

8. ITEMS COVERED BY WARRANTY

This indicator helps you keep track of your equipment warranties.

9. EQUIPMENT CONDITION

This is a breakdown of equipment based on the condition you selected on the 5-Year Plan sheet.

10. WATER CONDITION

This tells you how much of your equipment requires water for production.

11. PURCHASES PER QUARTER

This is current fiscal year purchases by quarter. It changes to the new fiscal year on 30 September.

12. SERVICE COST

This is current fiscal year service cost. It changes to the new fiscal year on 30 September.

DASHBOARD:

2 3 4 5

13. SERVICE CALLS

These are scheduled service calls, open calls, and service cost versus replacement cost.

14. PURCHASE POWER TOP 5

These are top five manufacturers you purchase from according to dollars spent.

15. DEMAND LEVELS

This is the breakdown of your equipment according to demand levels you set.

16. ASSET VALUE BY LOCATION

This is the breakdown of equipment based on assigned location.

17. 5-YEAR PROJECTED COST ESTIMATES

The totals shown here are based on the projected requirements you identified for each year.

NOTES:

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