WEBINAR Presentation for Fleet Coordinators September 13, 2006

Asset Management Program Welcome to Georgia’s Asset Management Program

AGENDA Program Overview Project Overview Project Progress Project Scope What You Need to Know! What We Need From You! NEXT

Background Governor Perdue created the Commission for a New Georgia (CNG) which recommended that an Enterprise Asset Management System (Enterprise Asset Management (EAMS)) would provide a solution for consolidating Georgia’s assets. He accepted recommendations from the CNG and enacted legislation which mandated realignment of the state's assets The governor put in place an implementation team to drive these recommendations. The enterprise asset management system will ultimately be used to manage over $14 billion assets for fleet, capital, general (surplus), and information technology assets. Sonny Perdue

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

Program Objectives Provide an accurate and timely asset repository, AMP Provide an accurate and timely asset repository, with the ability to track key assets from procurement through retirement/salvage. Provide visibility into Total Cost of Ownership (TCO) for assets and classes of assets. Reduce costs associated with the State’s multiple asset management applications and environments. Reduce labor and support costs associated with the entry and upkeep of the State’s assets. Improve visibility of assets throughout the State in order to support asset management decision-making at multiple levels of State governance, as well as to leverage unused or underutilized assets across agencies. Bring computer software (asset) management into full compliance. Maintain I.T. asset information that facilitates building and/or distributing accurate technical architectures to appropriate I.T. and business groups.

Asset Management Program

Fleet/Surplus Project Structure Project Sponsor Lynn Vellinga, State Accounting Officer Executive Steering Committee Lonice Barrett, Director, Office of Implementation Gena Abrahams, State Property Officer Cigdem Delano, Deputy Executive Director, GTA Brad Douglas, Commissioner, DOAS Brenda Purcell, Senior Policy Advisor, OPB Rod Bowlden, State Properties Commission Project Management Executive Program Director – James Truesdale, GTA State Project Manager – Nancy Parrott, DOAS IBM Project Manager – Mike Garrett

Fleet/Surplus Partners IBM IBM selected as the provider of implementation services Over 200 Maximo implementations Dedicated Maximo services organization Leading provider of business consulting services

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. Provides numerous features: General System Asset Management Fuel Management Asset Maintenance Reporting and Analytical Tools Implementation Assumptions and Qualifications.

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. Provide a project structure that will allow representation of all agencies in a major Statewide initiative. Obtain transfer of knowledge from implementation vendors to assist state with future projects. 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.

Project Structure

Project Milestones

Progress Update

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

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 Planners Maintains minimal data on the asset record and records maintenance data on work orders. State Agency Maintenance Technicians Generates work orders and records maintenance data on work orders.

Agency Procurement Workflow

Training Overview Web-Based Training (WBT) for all Maximo Users; on your desktop, whenever you need it Modules based on functions you perform Coordination with agency training groups On-Line Tools: Quick Reference Guides Maximo Glossary User Guides

Input From Your Organizations Training Deployment Plans will be finalized based on: RAD process impacts Critical Needs for Go-Live Volume of Users & Input From Your Organizations

CIO Update CIO Council Presentation Interface Instructions Hardware Requirements Frequent Users Infrequent Users

Important Dates User information submitted by agencies September 20th User Training Rollout Begins October 6th System Go-Live October 16th

What We Need From You Primary Contacts: Fleet Business Operations Technical Interface User Information: Spreadsheet(s) to be Provided Continue Data Clean-Up Efforts Training Contacts: Agency In-house Training Team Fleet Coordinator

What to for. . . . Link on SAO website Training WEBINAR User Data Spreadsheet Survey

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

Thank You !