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 Goals Short 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 Management System Support for Fleet

High-Level Call Flow Agency Office of Fleet Management State Accounting Office Agency User Request Service Fleet Coordinator Security Coordinator New User Or User Changes Maximo Help DeskSecurity Admin. SYSTEMSYSTEM Office of Fleet Management OTHEROTHER FORMFORM

Contact Information Help Desk Number: (404) or (888) Choose Option: #6 Maximo Application Support - Hours of operation M-F 8:00 a.m. – 5:00 p.m. Web Site URL: Communications: - User Communications from SAO: - Feedback to SAO:

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 (1-day sessions) Web-Based Training - Available July 1 - Website:

OnDemand Training for FMS

After go-live (What's next?) Time Efficiencies & Growth Q1Q2Q3Q4 Go-Live Application Maintenance and Support Prioritize P2 Projects Develop Reports Develop Imp Plans for P2 Projects Identify New Customers Identify and Prioritize Enhancements Develop Implementation Plans for System Interfaces Develop Implementation Plans for New Customers Identify New Sys. Interfaces Develop Implementation Plans for 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 ALL Currently Used External Vehicle Request Processes

Vehicle Requests

Start Center Shows items requiring action

Continuous Vehicle Request Status

Standard Vehicle Request

Request and Purchase Information VR Summary

Request and Purchase Information Requestor / Accounting System

Request and Purchase Information Purchase Source Information

Requested Vehicle Information By Vehicle Listing

Requested Vehicle Information Cloning for multiple vehicle requests

Requested Vehicle Information Go to Line Item Details

Vehicle Request Details By Line Item On Request Requested vehicle details

By Line Item On Request Type Request / Replaced Vehicle ID

By Line Item On Request Accounting 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 Sever SAO Asset Management Barry Vincent DOAS Office of Fleet Management Richard Stokes DOAS Office of Fleet Management Nancy Parrott DOAS AMP Project

FLEET MANAGEMENT SYSTEM (FMS)