Georgia Fleet Advisory Council (GFAC)

1. Georgia Fleet Advisory Council (GFAC) March 2009

2. Agenda • Welcome • State fleet program updates • Low Use Vehicle Categories • Risk Update: Accident Reporting Process, How’s my driving Program? • Correcting your WEX mileage errors • Break • VITAL changes: User Input Screens • ARI Panel – Questions, Comments, Feedback • Surplus Property Update • Power of a Penny: Best Practices in fleet rightsizing • Open discussion

3. Program Contact Changes • Fleet Administration – Steve Saltzgiver steve.saltzgiver@doas.ga.gov or 404-651-7263 • VITAL Systems - Jim Sever jim.sever@doas.ga.gov or 404-657-6907 • Vehicle/MV1/Training– Bobby Arrington bobby.arrington@doas.ga.gov or 404-657-6908 • VITAL Data/Reports – John Wynn john.wynn@doas.ga.gov or 404-657-6930 • VITAL Programming/Interfaces – Lixian Liu lixian.liu@doas.ga.gov or 404-657-7234 • ARI/WEX Programs – Roger Kennedy roger.kennedy@doas.ga.gov or 404-656-6295 • General Fleet Information Inquiries gafleet@doas.ga.gov

4. Why does Low Use matter? • Vehicles always cost money and continue to incur costs used or not • Vehicles continue to lose residual value • Indirect costs can be costly with vehicle ownership. What are indirect costs? • Parking space, admin & data processing expenses, safety & liability, parts inventory, insurance, inspections, licensing, personnel labor expenses & reporting tasks, political capital, etc. • Establish Low Use codes, Why? • Compare Low Use units against class average aggregate miles

5. Identifying Low Use vehicles • What constitutes “Low Miles”? • Less than 50% of other vehicles in same class or type • Standard Example: 50% of 14,000 = 7,000 miles • Campus Example: 50% of 5,000 = 2,500 miles • Identifying Low Use by fuel consumption • Use average fleet MPG • Example: 20 MPG x 350 gals = 7,000 miles

6. 1a. MU– Museum, Antique, Display, Parade unit, etc. 1b. TE– Training, Classroom, Teaching aids 1c. FE– Fixed Equipment, (e.g. generators, etc.) 1d. SV– Salvage or wrecked vehicle used for spare parts. 2a. CP – Campus Police 2b. CF – Campus Facility/Repair Unit (e.g. Utility beds, golf cart, etc) 2c. MS – Shop Vehicle, Tow Truck 3a. EM– Emergency (FEMA) 3b. NG– National Guard (DOD) 3c. MC– Mobile Command Post 3d. FS– Fire Suppression units 3e. RV– Reserve/Spare Vehicle (e.g. Back up police unit) Second Tier First Tier Low Use Vehicle Categories 1. ST– Stationary Use 2. CS – Confined Space 3. HS – Homeland Security

7. 4a. FW– Farm, Warehouse, (e.g. Pickup, Tractors, Fork lifts, Pallet Jacks) 4. SP– Specialty Use 4b. LE– Landscape Equipment (e.g. mowers, ATVs, Trencher, etc.) 4c. AR– Aerial Platform, Scissor lifts 4d. OR– Off-Road Equipment (e.g. Backhoe, Loader, Grader) 4e. AV– Aviation, (e.g. Planes, Helicopters, etc.) 4f. SE– Seasonal Use Only, leased vehicles (i.e. Enterprise rentals, etc) 4g. NM– Non-Motorized or non-meter (e.g. Trailers, Plows, Sanders, etc.) 4a. CV– Courier, Delivery, Bookmobile, Food Services, etc. Transport Supplies 5. TR– Transport Use 4b. TC– Transport clients , (e.g. buses, shuttle vans, etc.) Transport People 5a. EX– Executive Vehicle 5. AS – Assigned Use 5c. FD– Federally Funded 5d. TH– Take Home Use 5e. FR– Field Research 5f. PL– Pooled Vehicles (motor pool, daily rental, shared. etc) Second Tier First Tier Low Use Vehicle Categories

8. Risk Update March 2009

9. Correcting WEX ErrorsBobby Arrington

19. WEX Error Correction Rules to Remember: • If New odometer reading is Correct - Then - Modify Old • Odometer reading in VITAL and enter New Reading • If New odometer reading is “not” correct – Then – obtain correct odometer reading from driver then enter new reading into VITAL. • When entering a new odometer reading you have to enter the date and time of the transaction.

20. BREAK

21. Future of VITALJim Sever

22. I don’t remember How to….. How can I get a custom report This is not very User Friendly This is not very intuitive

23. VITAL EXPRESS

24. Fuel Maintenance Reports Odometer Readings Other VITAL EXPRESS Online Electronic Forms VITAL Fleet Management System

37. Panel: ARI questions and answers March 2009

38. Surplus Property Up-date Georgia Fleet Advisory Council Meeting March 12, 2009

39. Self-funded Division, revenue generated from: Administrative service charges Proceeds of sales To date in FY-09, 66% of sales proceeds returned to funded agencies Strategic Plan COG analysis Heavy equipment and vehicles were 1.4% of inventory and 69.4% of revenue 2 year plan to phase out warehouses Completely virtual disposal Surplus Property Division Up-date

40. Budget reductions had negative impact Vehicle purchase moratorium Decreased quality and ROI for items that were surplused FY-09 Q1 ended -$150k October 2008 Closed warehouses, RIF 23 personnel Retained administrative staff in 3 regions All disposal now conducted on-site Surplus Property Division Up-date cont.

41. Surplus Vehicle Transactions

42. Complete Transfer form Other documents and/or photo may be needed E-mail to appropriate Surplus Regional Office northstar@doas.ga.gov Tucker 770-414-6468 eaststar@doas.ga.gov Swainsboro 478-289-2623 weststar@doas.ga.gov Americus 229-931-9404 Surplus staff will contact to discuss disposal options How to Surplus Vehicles

43. Transfer Form • OFM approval (transfers only) • Completed Inspection Sheet • Photos (at least 4 usable photos) • Front corner to show grille and side • Opposite rear corner to show rear and opposing side • Interior • Engine • Any damage • Accessory equipment

44. Vehicle Disposal Methods

45. On-site Offer for redistribution 5 days on DOAS site Agency retains title & keys Schedule inspection and pick-up times with agency Agency will receive Bill of Sale Transfer title when picked up Saves time and money, no transportation ARI Test (limited time and quantity) Offer for redistribution 5 days on DOAS site Agency send all documents to surplus (retains keys) Agency pays towing/transportation (direct cost) Saves time and storage cost Vehicle Disposal Options

46. Surplus Office Americus 810 South Georgia Tech. Pkwy Americus, GA 31709 weststar@doas.ga.gov Gary Parker, Manager 229-931-2407 x11 Surplus Office Swainsboro 713 Kite Rd. Swainsboro, GA 30401 eaststar@doas.ga.gov June Jones, Manager 478-289-2623 Surplus Administration 2072 North Bibb Dr. Tucker, GA 30084 northstar@doas.ga.gov Lisa Moghazy, Manager 770-414-6468 x201 Steve Ekin Director Steven.ekin@doas.ga.gov 770-414-6468 x207 Surplus Contacts

47. Power of a Penny: Right-sizing your fleet March 2009

48. Power of a Penny: Right-sizing can save thousands • What is fleet right-sizing? • Why is right-sizing important? • How does right-sizing your fleet work? • How much can you save? • What does a vehicle cost? • How do you implement right-sizing changes in your agency? • Note: Reducing the cost per mile by one single penny in Georgia’s fleet can save upwards of $2 million dollars a year!

49. What is fleet right-sizing? • Recognizing that a transportation solution does not always require a vehicle • Understanding the value or cost of a vehicle/transportation solution • Understanding proper vehicle assignment, application and sizing • Continuous and rigorous review of vehicle size, application and use • Making changes and reducing fleet size as needed

50. Why is right-sizing important? • Right-sizing saves valuable time and budget expenses • Right-sizing demonstrates fiscal discipline and responsibility • Right-sizing exhibits management's political expedience and sensitivity • Right-sizing increases fleet management credibility • Right-sizing makes you a hero in your agency • Right-sizing is the right thing to do!