1. WEBINAR Presentation for Fleet Coordinators
September 13, 2006

2. Asset Management Program
Welcome to Georgia’s
Asset Management Program

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

4. 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

5. 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

6. 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.

7. Asset Management Program

8. 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

9. 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

10. 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.

11. 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.

12. Project Structure

13. Project Milestones

14. Progress Update

15. Fleet Processes in Maximo

17. 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

18. 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.

19. Agency Procurement Workflow

20. 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

21. 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

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

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

24. 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

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

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

28. Thank You !