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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: [email protected] Feedback to SAO: [email protected]
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)