1. WEBINAR Presentation for Fleet Coordinators
October 3, 2006

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

3. 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

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

5. 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.

6. 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.

7. Upcoming Fleet Milestones

8. Fleet Processes in Maximo

9. 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

10. 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

11. Information Flow

12. Increased Accessibility

13. 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.

14. 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

15. 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

16. “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

17. User Administration Info.

18. 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

19. WHERE? SAO Homepage

20. User Training Location

22. 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

23. 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.

24. 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 with user ID and password

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

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

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

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

29. Contacts Nancy Parrott nrparrott@doas.ga.gov
Fidelia Johnson
Marvin McClain

31. Thank You !