·        Asset Assignment

To assign equipmentto a vehicle and AccountManager/Employee

Responsible Department / Personnel

·        All Departments/Managers who have access to Asset Panda can make thesechanges.

Completion Time and Frequency

·        As needed.

·        Whenever new equipment is purchased.

·        Whenever new equipment is transferred.

·        Whenever picked up from shop.

Process

·        Open the Asset Panda appon your phone.

·        Select Assets in thesubmenu.

·        Scan your asset.

·        Click on the red circle with three white dots on the bottomright of thescreen.

·        Select “Assign to Vehicle”on the submenu.

·        Select your vehicle and manager and add notes,save your changesup at the top right corner of the screen.

·        Asset Disposal

To remove an asset from inventory.

Responsible Department / Personnel

·        All Departments/Employees that have access to Asset Panda can submit adamaged asset request to be removed/disposed.

·        Shop Department Is the department in the companyto remove a damaged asset from inventory.

Completion Time and Frequency

·        As needed.

·        An asset can be removed from inventory if damaged and it is past its end-of-lifeuse

·        If an asset is stillwithin its lifespan;

o  Contact Branch Manager and copy RegionalManager before disposing.

Process

On your mobileapplication

·        Log into the Asset Panda app in your phone.

·        Select assets in the submenu.

·        Scan or type your asset or serial number.

·        Click on the red circle with three white dots on the bottomright.

·        Select “Dispose” on thesubmenu.

·        Select reason and add yournotes i.e. reasonwhy it was damaged and deemed a total loss, Incident report etc., saveyour notes at the top right corner of the screen.

On your PC

·        Login to AssetPanda

·        Click on the “Asset” tab fromthe options above screen.

·        Type your asset number/serial numberon the search box.

·        Select the asset on the list that matchesyour asset numberor serial number.

·        Click the Actions dropdownbox on right side of the screen.

·        Select dispose.

·        Select a reason from the drop down list then add your notesand save.

·       Driver Vehicle Inspection Report

All Russell vehicles must be inspected before leaving RussellLandscape premises for the first time of the day.

Responsible Department or Person

·        All drivers in all departments.

Completion Time and Frequency

·        Every time a Russell vehicle leaves our premisesfor the first time eachday.

Process

·        Prior to driving a vehicle out for the first time of the day,all drivers must complete a DVIR -Driver Vehicle Inspection Report

·        If any items on the form needattention, advise your supervisor before leaving the premises to ensure thevehicle is clear to leave for work.

·        If there are any items markedthat need attention the supervisor will contactthe Mechanic or Fleet Manager to make any necessary decision about the vehicle.

·        Once the DVIR form is completed, the driver will turn in theform at the gate to thedispatching manager.

·        The dispatching manager will beresponsible for delivering the forms to our mechanic or filing forms in the designated area for 30 days and informing the Branch Manager of reported items.

·        The Branch Manager will coordinaterepairs, if any, with the Mechanic or FleetManager and will add the mechanic work request through Cognito for the branch found in Asset Panda.

·       Electronic Driver VehicleInspection Report

All Russell vehicles must be inspectedbefore leaving RussellLandscape premises for thefirst time of the day.

Responsible Department / Personnel

·        All drivers in all departments.

Completion Time and Frequency

·        Every time a Russell vehicle leaves our premisesfor the first time eachday.

Process

·        Prior to driving a vehicle out for the first time of the day,all drivers must complete anelectronic DVIR - Driver Vehicle Inspection Report.

·                    Log in to Asset Panda.

·                    Select Fleet.

·​

·        Scan barcode in the hinge of the driver door.

·        Click on red circlewith three whitedots at the bottom right of the page.

·                   

·        Select DVIR- Driver Vehicleinspection report.

·        Go over the list and selectneed attention if anything needs to be looked at by a mechanic.

·                   

·        Type your Name, PhoneNumber and Signature.

·        If any items on the form needattention, advise your supervisor before leaving premisesto ensure the vehicle is clear to leave for work.

·        Once the Mechanic or Manager clearsthe vehicle, the Mechanicwill need to sign the form.

·                   

·        If there are any items markedthat need attention, the Supervisor will

contact the Mechanic or Fleet Managerto make any necessarydecision about the vehicle.

·        Once DVIR form is completed, the Driver can access the form under the vehicle action history andselect date.

·        The Branch Manager will coordinaterepairs, if any, with the Mechanic or Fleet Manager and will add the mechanicwork request through Cognitofor the branch found in Asset Panda.

Title and Description

·        Equipment Preventive Maintenance

A guide for our operators to maintain and protect our assets throughpreventive maintenance.

Responsible Department / Personnel

·        All Departments

o   Alloperators will servicecheck equipment as shown in the preventative maintenance guide.

o   Uponcompletion, operators will enter relevantinformation into Asset Panda

·        Crew Leaders

o   Crew Leaders will assist theoperators with the process and ensure the equipment is being servicedand will enter information into Asset Panda when completed.

·        Account Managers/Super Intendents

o   Account Managers will assignthe day that the operatorwill perform the service.

o  They will also reviewthe information enteredin Asset Panda.

·        Branch Managers/General Superintendents

o   Branch Managers will ensurethat all processes are completed weekly ormonthly as stated in next section.

·        Mechanics

o  Mechanics will ensure that all supplieswill be available for the services.

Completion Time and Frequency

·        Mowers/Pressure washers(20 minutes)

·        21” Mower (15 minutes)

·        Small engine (10 min)

·        Skid steer/Large equipment/Hydro Seeder/Water Tanks (10 min check)(additional 15 min pressure washing)

·        High Season (Aprilto September)

o   Mowers/Pressure washers/21” Mowers will be serviced oncea month during the highseason months (April, May, June, July, August, and September).

·        Slow Season (October– January)

o   Mowers/Pressure Washers/21” Mowerswill be serviced every other month during the slow season months (October, November, December,and January).

o  Small engine equipment, pre-season April and post season October

o  Skid steer/Trailer/Hydro seeder/Water tank - Daily

Process

Preventative Maintenance Guide

·        Exmark Mower/Pressure Washers/21” Mower Preventative Service:

o  Conduct a visual inspection of the overall machine condition.

o  Change the engine oil and filterif necessary.

o  Clean or replace the air filter and pre-filter as needed.

o  Inspect belts for signs of wear.

o  Sharpen or replace bladesif needed.

o  Check tire pressure.

o  Grease all fittings and inspect deck spindle bearingsand idler pulleys.

o   Scrape the underside of thedeck.

o   Verify proper operation of all components.

·        Backpack Blower / Chainsaw / Tiller:

o  Remove the shell cover and cleanexcessive debris.

o  Clean or replace the air filter.

o  Adjust the trigger mechanism.

·        Stick Equipment:

o  Remove and grease tube’s inner rod.

o  Apply grease to the equipment head.

o  Clean or replace the air filter as needed.

o  Use carburetor cleaner to remove excessive debris.

o  Regularly sharpen the blades

·        Skid Steer / Large Equipment/Hydro Seeder/Water Tanks

§ Daily Visual Inspection:

o  Check for oil and hydraulic leaks daily.

o  Monitor oil levels daily.

o  Inspect tracks or tiresdaily.

o   Perform weekly air filtercleaning to removeexcessive debris every Friday.

o  Pressure wash the machinebefore changing projects or locations.

o  Be attentive to any engine codesor performance issues daily.

o  Regularly clean excessive trash inside the cabin daily.

o  Grease any relevant pointsweekly every Friday.

·        Trailers

o   Visual Inspection (Daily during DOT). Conducta thorough visual inspection of trailer.

o  Inspect the tires for wear, damage,and proper inflation.

o   Hookup the trailer to the truck and test all lights (brakelights, turn signals, etc.).

o  Inspect the trailer tongue and ensurethe safety pin is securelyin place.

o  Check the safety chains for any signs ofwear or damage.

o  Trailer brakes (if equipped)– inspect the trailer breakaway system.

o  Inspect fenders for any issues.

o  Check the boards on the trailer.

o  Look for any frame damage or structural issues.

Repair Process

§  If repairs are necessary, please follow these steps:

o   Submit a Mechanic Cognitoform to the respective branch.

o   Access the form in Asset Panda under your branch.

o    Oncethe form is submitted, coordinate with the Mechanic,Production Manager, Account Manager, or Branch Manager for follow up.

Title and Description

·        Equipment Preventive Maintenance (Mechanic)

Aguide for our mechanics to maintain and protect our assets throughpreventive maintenance.

Responsible Department / Personnel

·        Shop Department

o  Mechanic

Completion Time and Frequency

·        Trucks- Every 4 months

·        Skids- Every 4 months

·        Trailers- Twice a year

·        Mower - Once a year

·        Small Engine - Twice a year or every4 months

Process

Exmark Mower Full Service

·        Inspect the overall condition of the machine.

·        Change engine oil and filter ifneeded.

·        Replace air filter, pre filter,fuel filter, and spark plugs if needed.

·        Check and clean fuel system.

·        Inspect charging system and electricalcomponents.

·        Adjust cables and controls.

·        Tighten all loose bolts and hardware.

·        Inspect belts for wear and tear.

·        Inspect tire pressure.

·        Adjust hydro drive trackingand neutral position.

·        Grease all fittings, inspectsdeck spindle bearings, all idler pulleys,and gauge wheels.

·        Level the deck.

·        Scrape under deck.

·        Check all operations.

·        Clean and touch up paint machineif needed.

Stick Equipment

·        Remove and greasetube’s inner rod.

·        Grease head.

·        Clean or Replace/Air Filter/ Sparkplugs.

·        Clean excessive debris (Carburetor cleaner)

·        Adjust valves and replace valve head cover gaskets if equipped.

·        Adjust Carburetor.

·        Sharpen (Hedge Trimmer)Blades

Backpack Blower/Chainsaw/Tiller

·        Remove shell cover an cleanexcessive debris.

·        Adjust valves/Replaced valve cover gasketif needed.

·        Clean or Replace/Air Filter/ Sparkplugs.

·        Adjust Carburetor.

·        Adjust the trigger.

Trucks

Title and Description

·        Fleet, Facilities and Equipment StatusAudit

Fleetmanager will visit our branches to check the status of operatingand inoperable equipment of vehicles and facility. Meet with BranchManager and staff to determineasset conditions.

Responsible Department / Personnel

·        Shop Department - Fleet Manager/Fleet ServiceAdministrator.

Completion Time and Frequency

·        Twice a year per branch; one day minimum, two-day max.

Process

·        Fleet Manager (FM) or Fleet ServiceAdministrator (FSA) will schedule a visit with thebranch.

·        FM/FSA will participate in the morningbranch stretches and talk to operators about caring for equipment.

·        FM/FSA will review maintenance records with BranchManager or Mechanic.

·        FM/FSA will audit DVIRs.

·        FM/FSA will review vehicle’s DOT annual inspection compliance records and registrations.

·        FM/FSA will review pendingrepairs and equipmentto be disposed.

·        FM/FSA will review audit processes.

·        FM/FSA will review buildingrepairs and maintenance:

o  Security cameras

o  AC system

o  Electrical and plumbing

·        Add a note to Asset Panda about the branch visit and thefindings.

·        Mileage Allowance/Check Audit

An audit performed to ensuredrivers are not getting a mileage allowance and a mileage reimbursement check.

Responsible Department / Personnel

·        Shop and Loss Prevention Department

Completion Time and Frequency

·        Monthly

Process

·        Get the report of mileage allowancecheck list from HR and compare it to the Driver list report from Asset Panda.

·        Contact the Driver’s Managerto confirm or correct information in Asset Panda whenvariances are seen.

·        Report any discrepancies to HR Manager if corrections need to be made on themileage allowance on a Driver in payroll.

PURPLE PLAYBOOK

Purple Playbook

Index

A

Asset Assignment Asset Disposal

BC D

Driver VehicleInspection Report- DVIR

E

Electronic Driver Vehicle Inspection Report Equipment Preventive Maintenance

Equipment Preventive Maintenance (Mechanic)

F

Fleet, Facilities and Equipment StatusAudit

G H I J K L

MN O

PQ R

RL Purple Sweep

S

Service Due QuartixReporting and Audit

TU V X Y Z

Title and Description

·        Russell Landscape PurpleSweep

To track the overallappearance of the Russell Landscapefacilities and vehicles keeping a standard uniform lookcompanywide.

Responsible Department / Personnel

·        Performed by Manager from another location.

·        Shop Department - Will be responsible for tracking progress,scheduling and overseeing theprocess until it is completed.

Completion Time and Frequency

·        The scheduled manager needs to allocateone hour of traveltime for the day of the Purple Sweep and coordinate withthe Branch Manager.

·        Time to complete shouldbe within the timebelow.

§ Exterior -15 minutes

§ Interior -15 minutes

§ Mechanic Shop -15 minutes

§ Vehicles -5 minutes per vehicle

§ Equipment, Large Equipment, Mowers,Trailers, Skid Steers-1 min. each

·        Purple Sweep needs to be performed every 6 months.During the months ofApril and October.

Process

·        Regional Manager will assign a manager to perform the Purple Sweep.

·        The Manager assigned will contactthe shop department to ask if they want a surprise audit or a scheduled audit.Once this is determined, the manager will schedule and perform the auditdepending on the typeof audit selectedfor this branch.

§  Open Site Audit - Createa project with title, branch and date.

i.e. - Purple Sweep Doraville February5, 2024

§ Perform Purple Sweep using document found below as a guide.

§ Take photos and add notes of everysection of the building.

§  Inspect, take photos and addnotes of each vehicle.

§ Finalize audit and send results to shop department, branch manager andregional manager.

§ Results should be uploadedto Asset Panda by the performing manager to track sweeps.

1.     To load in Asset Panda

a.     Open Asset Panda.

b.     Go to Branch.

c.      Click on three red dots at the bottom right of the screen.

d.     Select Purple Sweep.

e.     Upload document.

f.       Add a note with month and score.

·        Shop Department will track thepurple sweeps and ensure they are being doneon schedule. The Manager will review previousPurple Sweep and beaccountable for all findings.

Branch Exterior (1) (15 Min)

Notes:

Branch Interior (2) (15 min)

Notes:

Shop Area (3) (15 min)

Notes:

Vehicle Condition (4) (5Min per Truck)

Notes:

Title and Description

·       Service Due, QuartixReporting and Audit

Shop department will track the maintenance of our fleet,GPS and audit compliance, via weekly communication with Branch.

Responsible Department / Personnel

·        Shop Department – Fleet Service Administrator

Completion Time and Frequency

·        Daily and recurring weekly.

Process

·        Oil Change Log – (daily)

o   Check oil change daily to ensure allvehicles have been service and for error using Asset Panda report“Russell Fleet Oil Change” underreports.

o  Reach out to BranchStaff or Mechanic to correct scheduling or errors.

o  Title “{Branch} Servicedue, Quartix reporting Audit {Date}”.

·        GPS Quartix – www.quartix.com – Daily per location

·        Identify non-reporting units per locationand reach out to ? for information of the correction

o  Monday – Install, Irrigation, Colors and Nashville.

o  Tuesday – Hort, FWB, Destin.

o  Wednesday – Doraville, Charleston, Sales team.

o  Thursday – Cobb, Savannah.

o  Friday – Canton, Tampa, Sugar Hill, RuHo.

·        100% is the goal of reporting/the audit.

·        Confirm accuracyof trucks vs AssetPanda.

·        Large Equipment Service- Pull Asset pandaLarge Equipment Servicereport.

·        Check oil change or service to ensure all vehicles have been servicedand forerror using Asset Panda report “Russell FleetOil Change” under reports.

·        Reach out to Branch Manager or Mechanic to correctscheduling or errors.