property management vs. fleet management dr. adlore chaudier director, federal fleet management...
TRANSCRIPT
Property Management
vs. Fleet Management
Dr. Adlore ChaudierDirector, Federal Fleet Management
ConsultingMercury Associates
Janet DobbsDeputy Associate Director
Asset and Transportation ManagementGSA
June 2012
Personal Property Laws and Authorities• P.L. 107-217 Title 40 Public Buildings, Property, and
Works• Stevenson-Wydler Technology Innovation Act of
1980• FMR Bulletin B-34, Disposal of Federal Electronic
Assets• FMR Bulletin B-27, Annual Executive Agency Reports
on Excess and Exchange/Sale Personal Property• FMR Bulletin B-26, Accountability and Stewardship
of Personal Property• FMR Bulletin B-25, Property Obtained Through the
Use of Charge Cards
Personal Property Management• FMR Bulletin B-26, Accountability and Stewardship
of Personal Property, requires agencies to . . .
maintain adequate inventory controls and accountability systems for property under
their control and 40 U.S.C. requires the Administrator of General Services to work
with the Comptroller General and other executive agencies to develop accounting
systems for federal property. • The term “system” includes information technology
components as well as the non-automated processes and procedures used to account for federal property.
Property Management Defined• Functions that deal with the
acquisition, control, protection, utilization and disposition of Government property
• Cross-Functional Management of Agency Assets– Personal Property – Real Property – Facilities
Personal Property Management• The spectrum of life-cycle
management tasks associated with the ownership of personal property:– Plan – Acquire– Receipt– Store– Distribute– Proper utilization and care of property– Property accounting control– Disposition of property
Personal Property Management
• What controls should be considered for personal property? – Develop and implement agency guidance,
systems, standards, and procedures relative to personal property.
– Ensure that all property managers are aware of their responsibilities for accountability and control of personal property.
– Ensure that training is available for agency employees involved in the accountability and control of personal property.
– Ensure that personal property data is maintained through the asset life cycle to the disposal process.
Personal Property Management
• What controls should be considered for personal property? – Perform the care and handling of personal
property.– Maintain appropriate inventory levels.– Develop and maintain accounting procedures
to prevent and detect nonuse, improper use, and unauthorized disposal or destruction.
– Ensure compatibility with agency and Federal accounting policies and standards . . .
• such as the Property Management Systems Requirements published by the Joint Financial Management Improvement Program.
Personal Property Management
• Personal Property Management means: you capture, analyze and use the data for decision-making
• Management means some degree of actual control over:– Who gets personal property– How much personal property– What kind of personal property– Replacement plan for and replacement of personal
property– Reassignment of personal property
• Personal Property Management is more than – the preparation of periodic reports, – assisting users with reporting requirements, – assisting in disposal of vehicles, – entering reporting data, etc.
Personal Property and Fleet Overlap• Motor vehicles are a form of
personal property
• Reporting metrics differ• Other differences?
Property and Fleet Overlap• Reporting metrics differ
– Physical Inventory – capital items– Cost per Mile by Vehicle Type – FAST– Budgeted Lease Vehicle Cost vs. Actual
Cost – Accident Costs -- Repair: Owned/GSA
Leased– Travel Logs– Utilization Management
•Annual utilization by type •Average usage
Property Management Metrics“What you measure is what
you get.”• Inventory of Property, Supply and
Disposal Warehouses- Equipment Losses (Number & $) - Non Federal recipient (transfer) report- Surplus & Exchange Sale and recycle
proceeds for disposal
“Fish in a barrel” for sensational reporting
Fleet Federal Law & Exec Orders• EPAct Compliance - # and type of
vehicles acquired vs total ordered • E.O. 13423 & 13514 Compliance
•Reduce fleet petroleum consumption by 2% annually – 2020
• Increase non-petroleum fuel consumption by 10% annually
•Use of Plug-in Hybrid Electric Vehicle
Fleet - “Everyone’s opportunity for some type of new initiative/improvement”
Fleet Management Responsibility•FMR 102-34.345 states that
you are responsible for: – “ . . . accounting and reporting
procedures . . . [that] will ensure accurate recording of inventory, cost, and operational data needed to manage and control motor vehicles, and will satisfy reporting requirements.”
Fleet Management•To manage and control, you
need: – Accounting and reporting tools and
methods, including:– FMIS
– Performance standards (metrics)
– Processes for field reporting
– Data for fleet management decision-making
Fleet Management
•To manage and control, you need: – Accurate inventory data
– Owned inventory correct
– VINs correct
– Data fields correct
– Information input standardized
Fleet Management
• To manage and control, you need: – Accurate cost data– Fuel (in-house & commercial), – Maintenance and repair (in-house &
commercial)– Up-fitting expenditures – Added wear & tear expenses – Accident expenses
Fleet Management•To manage and control, you
need: – Accurate operational data—
– Date put in service
– Miles
– Hours
– Direct and indirect costs
Fleet Management Means• You capture, analyze and use data for
decision-making for all aspects of your fleet program
• You know the true cost of the fleet and managing that cost
• Management means some degree of actual control over:– Who gets vehicles– How many vehicles– What type of vehicles– Replacement plan and replacement of vehicles– Reassignment of vehicles
•
Fleet Administration• Administration focuses on:
– Preparation of periodic reports; – Assisting user groups with entering data into GSA
Automotive;– Assisting with purchase or lease of vehicles and
equipment;– Assisting with disposal of vehicles; – Checking charge-card expenditures; – Checking fuel charges; – Obtaining and disposing of tags; – Aggregating data for reporting; – Entering FAST data.
FEMP Guidance• Agency Headquarters Fleet Manager
– Right-size the agency fleet to the mission– Support field fleet managers in selecting petroleum
reduction strategies – Review and approve fleet location site-specific
strategies – Consolidate individual strategies into an overall fleet
petroleum reduction strategy – Facilitate the implementation of petroleum reduction
strategies fleet wide – Monitor the performance of the agency fleet in reducing
petroleum use – Meet or exceed all applicable fleet requirements,
including agency-specific goals and requirements – Refine the strategy based on changes in fleet
characteristics and performance
FEMP Guidance• Agency Fleet Location Manager
– Ensure the fleet at the fleet location is right-sized to that location’s mission
– Determine the optimal petroleum reduction strategy for that location (based on evaluating the fleet characteristics and requirements at the site)
– Implement the optimal petroleum reduction strategy at the fleet location
– Monitor the performance of the fleet location in reducing petroleum use
– Ensure the fleet location is in compliance with all applicable fleet requirements
– Refine the strategy based on changes in fleet characteristics, performance, and location miss
Different Priorities?Headquarters
• Comply with EPACT, Exec Orders, Agency and DOE Scorecards, etc.
• Reduce Fleet Size• Alternative Fuels• FAST (what the field
submits)• Home to Work• Policies• Laws, regulations
Field
• Keep Drivers Happy• Keep Vehicles Running• Get New Vehicles• Requirements v
“Desirements”• Accidents• Vendors• Tags• Fuel• FAST• Tracking data in disparate
programs• Other jobs as assigned
The Field• Knowledge, experience, grade level,
responsible department/division vary.• Almost all (96%) lack formal training in fleet
management.• Local supervisors lack money or don’t see
value in fleet training.• Different individuals in different divisions
may manage vehicles and equipment.• The vehicle Fleet Manager typically is
responsible for FAST reporting.• Fleet is often a part-time duty
The Field• Management of light-duty owned vehicles
may be separated from management of light-duty GSA Fleet vehicles.
• Fleet Manager may be unaware of maintenance management system and its use.
• Equipment Manager may be unfamiliar with FAST reporting requirements and GSA Fleet.
• Ability to ensure compliance with fleet-related laws, regulations, and directives hindered by decentralized fleet management approach.
Vehicle Assignment Vehicle Acquisition
VehicleOperation
Vehicle Utilization
Mechanic Supervision
RegistrationRenewal
Enforcing Policy
Vehicle Maintenance &
Repair
Vehicle Replacement
Outsourcing
Alternative Fuels
Accident Management
Parts Procurement & Supply
FuelProcurement & Supply
Dispatching Mission &Authority
Facility Management
Motor PoolManagement
Vehicle Disposal
Operator/DriverTraining
Fleet ManagementWhere the rubber meets the road.
EFFECTIVE FLEET
MANAGEMENT
Fleet Manager Responsibilities
Property and Fleet Systems
Life Cycle of an Asset
Start Procure Asset
Receive and Add Asset to Database
Modify/Update Asset
Transfer Asset
Set Up Inventory
Scan Assets
Perform Reconciliation
Dispose
Reinstate
View Analysis & Reports
Daily Operations
Quarterly Financial System
Integration
Challenges• No FMIS in place• Poor inventory data on owned assets• Poor utilization data on owned assets• Lack of policy and standard operating
procedures across large organizations with geographically dispersed operations
• Belief of users that vehicles belong to them
• Inadequate training of field fleet staff• Gap between HQ (policy) and field
operations
The Future Fleet Summary
• The Fleet inventory will change over time • Accounting for our Property will still be a requirement
Lunar Electric Rover (LER)
Mars Rover
Ares Program
Questions??
Adlore Chaudier Ph.D.MERCURY ASSOCIATES, INC
262-215-5566 (cell)[email protected]
Janet Dobbs GSA