WEBINAR Presentation for Fleet Coordinators October 3, 2006

AGENDA Program/Project Review Progress Update User Set-Up Process Training Info! What You Need to Know! NEXT

Overall Program Goals Aligned with the needs of the state and the Governor’s goals, the Asset management Program (AMP) is driven by three simple goals Consolidate the state’s assets into one view Design and implement a single solution that will track and facilitate the management of all hard assets. Address the CNG’s goal of providing tools to manage the Total Cost of Ownership (TCO) for the State’s Assets and value to the missions of the state Real Property Fleet Enterprise Asset Management System Information Technology General Assets and Surplus

Fleet/Surplus Partners IBM – implementation partner MRO Maximo – software partner Spherion – IV&V partner

MRO Maximo Software Provides core functions of procurement support, inventory and tracking support, work flow automation, performance management analysis and reporting, work order management, and contract management Provides key decision makers with a tool to gather data from numerous data sources.

Project Objectives Establish Enterprise Asset Management capability for the State of Georgia that will integrate data with other existing systems beginning with Fleet and Surplus business units. Implement MRO Maximo software to support the asset tracking and management requirements for the state’s rolling stock vehicles and the retirement of all assets through Surplus Property.

Upcoming Fleet Milestones

Fleet Processes in Maximo

Implementation Highlights Maximo will replace the current “paper” process for submitting vehicle acquisition requests All vehicle acquisitions and all disposals or transfers will be recorded in Maximo All inventory data currently tracked in FIS will be in Maximo Maximo will be integrated with SAO PeopleSoft to support the purchasing process All state entities will be required to enter maintenance and cost data for their vehicles into Maximo Historical data from ARI, WEX, and GDOT’s Fleet Anywhere in Maximo

New Process New Tasks Replace “paper” process for vehicle acquisition requests Person(s) initiating requests must know how to generate a request in Maximo Vehicle acquisitions and disposals/transfers recorded in Maximo Agency staff will need to log in to Maximo to update asset record for disposals/transfers Inventory data tracked in FIS will be in Maximo Maximo access/knowledge needed to research Integrated with SAO PeopleSoft to support purchasing process Agencies using other financial systems will need to update vehicle records with PO data All vehicle maintenance and cost data must be entered into Maximo Cost data manually entered or interface built from current system into Maximo

Information Flow

Increased Accessibility

Fleet Maximo Users Role Description State Agency Requesters Creates the original request to purchase new vehicles and/or transfer disposed vehicles out of surplus State Agency Approvers Reviews Vehicle Requests as entered by the State Agency Requester and approves or declines the vehicle orders or transfers. OPB Approvers Reviews Vehicle Requests and verifies the Agency’s allotted budgeted and number of vehicles, then either approves or cancels the Vehicle Request. Fleet Analysts Reviews Vehicle Requests prior to OBP review and either approves or declines the Vehicle Request; creates, maintains, and updates asset (vehicle) records; and, generates management and analysis reports and vehicle assignment reports. State Agency Receivers Receives ordered vehicles from the car dealership and/or from Surplus and creates, maintains, and updates asset records. State Agency Fleet Coordinators Creates, maintains and updates system asset records. Fleet coordinators generate fleet cost reports related to assets and planned and unplanned maintenance. State Agency Maintenance Technicians Generates work orders and records maintenance data on work orders.

Initial Maximo Users Users @ go-live: Security Levels: All current FIS users All users submitted to project team as of 9/29 Security Levels: FIS users set up as Agency Fleet Coordinators Other users based on Roles submitted

SAO User Set-Up Process Submits to Agency Security Officer New user completes request form SAO creates new user in Maximo Once approved, sent to SAO Same as for PeopleSoft 8.8 users

“We Don’t Use PeopleSoft 8.8” We will adapt to your process: Forms w/instructions will be provided to Fleet Coordinators Your “Security Officer” will be added to SAO’s list

User Administration Info.

Training Overview Web-Based Training (WBT) for all Maximo Users; on your desktop, whenever you need it Topics based on functions you will perform in Maximo Coordination with agency training groups On-Line Tools: Quick Reference Guides (Job Aid) Business Process Document Performance Support System

WHERE? SAO Homepage

User Training Location

Fleet Training LESSONS AGENCY REQUESTOR AGENCY APPROVER FSS FLEET ANALYST OPB APPROVER AGENCY FLEET COORDINATOR AGENCY MAINTENANCE TECHNICIAN REQUEST/ APPROVE VEHICLE REQUISITION Create Vehicle Request (VR)   Review VR Update VR Approver VR Receive Notification Complete VR RECEIVE VEHICLE Create Vehicle Record Manually Update Vehicle Record Manually Change Vehicle Operational Status REQUEST FUEL ACCOUNT Request Fuel Card INSURE VEHICLE Insure Vehicle RECORD UNPLANNED MAINTENANCE Record Unplanned Maintenance ASSIGN VEHICLE Assign Motor Vehicle

Training Tools Quick Reference Guides: Provides users with step by step instruction on how to perform a particular topic. It can be used on a daily basis as an aide to performing the steps necessary to perform your job. Business Process Document: Provides users with step by step instruction as well as the example used in the web based training. It can be used to review the example/scenario used in the WBT. Performance Support System: This is integrated through the “Do-It” mode of the WBTs. You can run the WBT “Do-It” mode in the background as you perform specific tasks within Maximo and refer to it as you need assistance performing the task.

What You Need to Know Training courses available on-line beginning Tuesday, October 10th Complete course(s) and on-line evaluation form prior to October 16th Receive e-mail with user ID and password

Training Deployment Web-based courses for all users Classroom training coordinated with agency training resources, as needed Fleet Support Services to assist during transition

Technical Assistance Agency Interface Requests: Department of Corrections Georgia Forestry Commission Department of Public Safety Board of Pardons and Paroles Interface Instructions Available

Important Dates Begin User Training October 10th System Go-Live

What to for. . . . More Updates on SAO website Update from Fleet Support Services Security Officer Instructions 2nd Survey

Contacts Nancy Parrott nrparrott@doas.ga.gov Fidelia Johnson fjohnson@gta.ga.gov Marvin McClain mmclain@doas.ga.gov

Thank You !