webinar presentation only

FLEET MANAGEMENT SYSTEM (FMS)

KICKOFF

JUNE 5, 2007

Marvin McClain

Fleet Services Manager

DOAS Office of Fleet Management

Agenda

Opening remarks from SAO and OPB Vision for the Office of Fleet Management High-Level Operations Support Call Flow System Support Training Overview of System Elements Q & A

Lynn Vellinga

State Accounting Officer

State Accounting Office (SAO)

What is AMP ?

• Enterprise Asset Management System (EAMS)

• Asset Management Program (AMP)• ALL state assets on one system (eventually)• Fleet will be first implementation

Shelley Nickel

Director

Governor’s Office of Planning and Budget

(OPB)

Brad Douglas

Commissioner

Department of Administrative

Services (DOAS)

Department of Administrative Services

OFFICE OF FLEET MANAGEMENT STRATEGIC PLAN

SUMMARY & VISION

June 2007

Plan to “Redevelop” the Office of Fleet Management (OFM)

Follow Governor’s Executive Order dated January 12, 2005 outlining functions of OFM

Build new positions to lead OFM with an experienced, strategically focused Fleet Director and analyze/understand fleet data.

Centralize Fleet Management function within the state. Coordinate efforts with OPB to set policy and procedures

to maximize lifecycle value of state vehicles Utilize technology to monitor Total Cost of Ownership for

state vehicles

Total Cost of Ownership

Factors to be considered:

Acquisition Costs (purchasing, leasing or financing) Fuel Costs Maintenance Costs Spare Parts Warranty Reliability Fit for Intended Use Disposal Value

Fleet Director’s Initial Focus Define needed organizational structure for modern Fleet

Management Office Translate state’s vision into actionable items prioritized according

to importance and impact Develop comprehensive communication plan to garner statewide

support among Fleet Managers and Agency Heads Involve agencies and universities to become part of the solution Develop baseline metrics and benchmarks to measure

performance improvements Utilize technology to analyze and assist in managing the State’s

fleet aggressively and proactively

Case Studies Abound Many other states have efforts underway to enhance Fleet Management (WI,

KY, SC, TX, UT,CO, MS, IL, VA)

Anticipated outcomes include:

10-15% reduction in fleet size through Forced/Effective Planning Developing Utilization standards can help prevent under-utilization or over-

utilization of vehicles, both of which are costly (State of Colorado has program to effectively remove vehicles operated above or below set utilization standards)

Risk reduction through comprehensive driver qualification process Use of Accident Review Boards and Fleet Review Committees Leasing and financing alternatives have potential to significantly reduce

acquisition costs Higher vehicle disposal values due to shorter ownership cycles Properly scheduled maintenance can reduce repair and operating costs

Fleet Management GoalsShort term:• Re-organize and identify new skill sets needed within OFM organization • Increase agency use of current maintenance contract by 20%• Enroll existing & new fleet staff in training• Finalize roll out of current Fleet Management System• Develop statewide Fleet Management Council• Fully engage and endorse Governor’s Executive Order from 1/12/05

Medium term:• Publish a state Fleet Manual to direct fleet usage• Develop annual vendor evaluation to support annual contract renewal

process • Aggressively increase education and guidance to agencies (fraud, waste,

maintenance, TCO)• Increase certification levels of Fleet staff• Fully engage and endorse Governor’s Executive Order from 1/12/05

Fleet Management Goals

Long term:• Alter procurement methodology for vehicles (deal directly

w/manufacturers, lease-purchase)• Create incentives for agencies to maximize vehicle

disposal values.• Work closely with Risk Management to identify driver

safety training opportunities & reduce cost• Fully engage and endorse Governor’s Executive Order

from 1/12/05

Fleet Management System

• System is near initial completion stage • Supplier performance issues have impacted roll-

out• Initially, system will track most fuel usage, some

maintenance costs & utilization of certain state vehicles

• Numerous limitations will still exist with system• Much manual data entry will be required initially• Future system development required to deliver all

necessary data to properly manage state’s fleet

Jim Sever

Systems Manager-Asset Management

State Accounting Office (SAO)

Fleet ManagementSystem Support for

Fleet

High-Level Call Flow

Agency

Office of Fleet

Management

StateAccounting

Office

Agency UserRequest Service

Fleet Coordinator Security Coordinator

New UserOr

User Changes

Maximo Help Desk Security Admin.

SYSTEM

Office of Fleet Management

OTHER

FORM

Contact Information

Help Desk Number: (404) 657-3956 or (888) 896-7771- Choose Option: #6 Maximo Application Support- Hours of operation M-F 8:00 a.m. – 5:00 p.m.

Web Site URL: http://sao.georgia.gov

Communications:- User Communications from SAO: maximoamp@sao.ga.gov- Feedback to SAO: maximofeedbackamp@sao.ga.gov

Fleet Management System Training

Tool:- OnDemand Web-based- Similar to PeopleSoft web training

Initial Training: - Train-the-Trainer- Limited instructor-led sessions- June 20-22, June 26-28 (1-day sessions)

Web-Based Training- Available July 1- Website: http://amptest.ga.gov:7001/amod

OnDemand Training for FMS

OnDemand Training for FMS

OnDemand Training for FMS

After go-live (What's next?)

Time

Eff

icie

nci

es &

Gro

wth

Q1 Q2 Q3 Q4

Go-LiveApplication Maintenance and Support

Prioritize P2 Projects

Develop Reports

Develop Imp Plansfor P2 Projects

Identify New Customers

Identify and Prioritize Enhancements

Develop Implementation Plansfor System Interfaces

Develop Implementation Plansfor New Customers

Identify New Sys.Interfaces

Develop Implementation Plansfor enhancements

FY08

Barry Vincent

Motor Vehicle Operations Manager

DOAS Office of Fleet Management

The Fleet Management System Is Powered By Maximo Enterprise Suite

• Web-based system• Access limited by agency organization

structure• What you see is based on your position

and responsibilities• Important to define roles of users

Roles and Responsibilities

• Agency Requestor• Agency Approver• OPB Approver• OFM Fleet Approver• Agency Receiver• Agency Fleet Coordinator• Agency Maintenance Planner

Replaces FIS

Replaces ALLCurrently Used External

Vehicle Request Processes

Vehicle Requests

Start Center

Shows items requiring action

Continuous Vehicle Request Status

Standard Vehicle Request

Request and Purchase InformationVR Summary

Request and Purchase InformationRequestor / Accounting System

Request and Purchase InformationPurchase Source Information

Requested Vehicle InformationBy Vehicle Listing

Requested Vehicle InformationCloning for multiple vehicle requests

Requested Vehicle InformationGo to Line Item Details

Vehicle Request Details

By Line Item On RequestRequested vehicle details

By Line Item On RequestType Request / Replaced Vehicle ID

By Line Item On RequestAccounting and Budget Information

Finished?Submit with a click

Recapping Key Features Of VR

• Standardized request• Captures required information• Routes through approval process• Users see status anytime• SAO PeopleSoft 8.8 Interface• Acquisition Info to Asset Record

Asset Records

Asset Records Highlights

• Different screen format but same data.• Current data will be migrated from FIS.• Records will include only active and

instructional roadworthy vehicles.• Current manual receipt process remains in

place.• Very few changes to data entry

responsibilities.

Vehicles Application

• Consists of several screen tabs.• List tab for records searching.• The Agency Fleet tab contains most of the

vehicle information migrated from FIS.• Costs • Meters• Spare Parts (Not used currently)

Vehicle Search Screen

Agency Fleet Asset Record

Agency Fleet Vehicle Characteristics

Agency Fleet Cost Screen

Cumulative Cost Of Ownership Information

Meters

Mileage, Fuel Use, and Fuel Costs Tracked By Meters

Fuel Transactions

Manual Fuel Entry

• Entry is made from the Vehicles Application.

• Manual entry should begin immediately after the system is placed on line.

Updating Meters

All Fuel Transactions Other Than WEX

Maintenance and Repairs

Vehicle Maintenance Application

• All Maintenance events entered in this application.

• Agencies able to begin entering maintenance at go-live.

• Other Cost of Ownership also entered here.

Work Order List Screen

Lists Work Orders In Same Way As Vehicles

Work Order Header

Vehicle Info and Maintenance Described

Maintenance Work Order

Non – Interface Work

Must be completed or cost is lost!!

Work Order Detail

One or more lines describing repair and cost

VMRS Codes

Codes all maintenance to be placed in categories and summarized

Marvin McClain

Fleet Services Manager

DOAS Office of Fleet Management

Transition from: Fleet Information System to Fleet Management System

• Verify/Validate all FIS data, especially vehicle count

• Expedite vehicle receipt documents, clear pending vehicle screen in FIS

• Verify fuel card accuracy, one gold card per vehicle

• Prepare for rapid FY2007 Annual Mileage entry into FIS

• Verify vehicles being replaced

User PC System Requirements

• Intel Pentium Based Processor• 512mb RAM• SVGA Monitor (1024 x 768)• Windows 2000/XP Professional• Internet Explorer 6.0• Popup Blockers Turned Off

Expectations

• At Go-Live the system will:– Maintain vehicle inventory for current fleet and new

receipts– Standardize vehicle requests– Allow entry of all vehicle cost data– Provide limited history – Provide limited number of printed reports

Additional functionality being developed for implementation post go-live

QUESTIONS?

We are web casting and recording this meeting, so please approach one of the floor microphones during the Q & A session when you want to ask a question. Thank you.

Panel Members

Jim SeverSAOAsset Management

Barry VincentDOASOffice of FleetManagement

Richard StokesDOASOffice of FleetManagement

Nancy ParrottDOASAMP Project

FLEET MANAGEMENT SYSTEM (FMS)