Fleet Forum Agenda September 25 th 9:00 – 1:00 State Library 250 North 1950 West, Room 218 Salt Lake City, UT 2006 Customer Survey How Reduce Backing Accidents Fleet.Utah.Gov updates Emergency Fueling Procedures 2007 Replacement Vehicle Program Take Home Operators/Approvals

Customer Survey Preview (after a quick review) Presented by Margaret Chambers Division Director

Action Items (from last survey) Create low usage report for the web

Secured Reports

Action Items Create low usage report for the web Spray off new vehicles before giving to customers

Action Items Create low usage report for the web Spray off new vehicles before giving to customers Motor Pool AFV vehicle information –Customers stated they were not being told they were receiving an AFV vehicle. They would also like the procedure explained if they do not know how to use one.

Action Items Create low usage report for the web Spray off new vehicles before giving to customers Motor Pool AFV vehicle information Need to know Tire Locations

From our main web page

Action Items Driver training video and books do not match Modify the Dirty Dozen report to exclude any class_class_meter's that end in - LU from the Zero Miles section of the report. Out of country travel with vehicles

Services/Fleet

Margaret Chambers Division of Fleet Operations Phone # Division Director

Preventing Backing Accidents Presented by Cerena Crosby

Backing is responsible for 11% of State of Utah accidents for Fiscal Year ‘06 Backing is responsible for 3% of all accidents nation wide

Cerena Crosby Division of Fleet Operations Phone # Support Services Coordinator

Fleet.Utah.Gov Updates Presented by Sam Lee Deputy Director

Web Page Update New web page design for Administrative Services What is different? –See the navigation guide Web page roll out date Review of on-line web reports –Dan Martinez

New web page design for Administrative Services All the Divisions in Administrative Services have been working for the past three months to redesign our web pages

What is different?

Searching Utah.gov Link to other DAS Divisions

Navigation Guide fleet.utah/govWebsite%20Navigation%20Guide.pdf

Web Page Rollout Date October 2 nd is the day the new web page design will be revealed

Review of on-line web reports Dan Martinez

Sam Lee Division of Fleet Operations Phone # Deputy Director Questions?

Emergency Fueling Procedures Presented by Pat Bersie Department of Public Safety Division of Emergency Services and Homeland Security Emergency Preparations Planner III

Vehicle Replacement Program Presented by Anne Stehno Purchasing Agent

Vehicle Replacement on the Web In the past… Your agency received a spreadsheet from me listing the vehicles that were up for replacement You completed the areas on the list I needed and sent it back to me so I could order the new vehicles If you wanted to know the status of the replacement vehicle you had to contact me to get this information

Vehicle Replacement on the Web Now… You will continue to receive the replacement list in spreadsheet form however your response will be be sent via our web-based program This will allow you to have easier access to the vehicle replacement information to view new vehicle information for each replacement to see when a vehicle is expected to arrive to see when a vehicle actually arrives

Fleet Focus log-in will give access to the menu

Four different parameters to access the replacement list for review and approval

Initial vehicle approval screen allows access to approving the vehicle for replacement as DFO has specified or to view additional information about a specific vehicle

An individual vehicle can be viewed with changes allowed to certain fields and comments can be sent to DFO when approval is submitted

Agency has a final screen to make sure that the vehicle approval information is ready to be sent to DFO

Additional vehicles can be requested by the agency to add to the replacement list for the current year

Additional vehicle requests must include supporting documentation

There are four reports available to review the status of the replacement vehicles The first is the Replacement Report

As vehicles are approved by the agency they will appear on the Vehicles Approved report

Once a vehicle has been ordered and its information put into Fleet Focus the new vehicle information can be seen on the Vehicles Ordered report

As vehicles arrive their information can be seen on the Vehicle Arrivals report

TRAINING October 11, :00 a.m. to 12:00 pm - or - October 12, :00 p.m. to 4:00 p.m. State Office Building Auditorium Sign up through our Calendar of Events at

Anne Stehno Division of Fleet Operations Phone # Purchasing Agent

Take Home Operators and Approvals Presented by Sam Lee Deputy Director

Take Home Presentation Outline A short review of “take home” categories What does the fleet administrative rule say? R27-3 (Sections 6-9) Why the “take home” memo in 2006? Past procedures Procedures for calendar year 2007 The take home web report

A Short Review… 3 categories of take home vehicles: –Personal Use Only allowed if referenced in state statue Elected officials, some appointed positions, DPS –Commute Use Use of a state vehicle to travel to/from home and a designated work location –Exempt The vehicle is taken home because: –the state employee is on call or –the employee uses the vehicle as an “office”

What Does the Fleet Administrative rule say? R27-3 (Section 6) R (1)Each petitioning agency shall, for each driver being given commute or take home privileges, annually…complete the proper online form from the DFO website. (4)All approvals for commute or take home privileges shall expire at the end of the calendar year on which they were issued…Agencies shall be responsible for submitting any request for annual renewal of commute or take home use privileges. (5)Commute use is, unless specifically exempted under R27-3-8, infra, considered a taxable fringe benefit as outlined in IRS publication 15-B.

What Does the Fleet Administrative rule say? R27-3 (Section 7) R (1) Commute or Take Home use may be approved when one or more of the following conditions exist: (a) 24-hour "On-Call." Where the agency clearly demonstrates that the nature of a potential emergency is such that an increase in response time, if a commute or take home privilege is not authorized, could endanger a human life or cause significant property damage. (b) Virtual office. Where an agency clearly demonstrates that an employee is required to work at home or out of a vehicle, a minimum of 80 percent of the time and the assigned vehicle is required to perform critical duties in a manner that is clearly in the best interest of the state.

What Does the Fleet Administrative rule say? R27-3 (Section 9) R (1) Agencies with drivers who have been granted commute or take home privileges shall establish internal policies to enforce the commute use, take home use and personal use standards established in this rule. Agencies shall not adopt policies that are less stringent than the standards established in these rules.

Why the “take home” memo in 2006? Fleet Operations has the responsibility to document and track take home vehicles. Division Statue Reference – 63A-9-401(1)(d)(viii) The division shall: make rules establishing requirements for business and personal use practices, including commute standards Administrative Rule Reference – R27-3-6(2) “Approval for commute or take home privileges must be obtained from the executive director of the agency.”

Why the “take home” memo in 2006? This year there will be a phrase in the online form from Fleet Operations that states: –Your agency has written approval from your Executive Director authorizing your driver to have “take home” status –The person entering take home information will also need to reference which take home category your driver is approved for (personal use, commute, exempt)

Past Procedures For calendar year 2006 take home information was entered at the driver and vehicle level

Procedures for calendar year 2007 What is different this year? –Take home documentation is moving from a vehicle and operator level to just documenting the take home status at the Operator level –The on-line input process will be very similar to calendar year 2006

The Take Home Web Report “Take Home Vehicle List” Web page address: Fleet.utah.gov Select “Reports”  Fleet Secured Reports  Log in screen  Take Home Vehicle List

The Take Home Web Report

Questions? Sam Lee Division of Fleet Operations Phone # Deputy Director