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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
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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
Agency UserRequest Service High-Level Call Flow Agency New User Or User Changes Fleet Coordinator Security Coordinator O T H E R F O R M S Y S T E M Office of Fleet Management Office of Fleet Management StateAccountingOffice Maximo Help Desk Security Admin.
Contact Information Help Desk Number: (404) 657-3956 or (888) 896-7771 - Choose Option: #6 Maximo Application Support - Hours of operation M-F 8:00 a.m. – 5:00 p.m. Web Site URL:http://sao.georgia.gov Communications: - User Communications from SAO: maximoamp@sao.ga.gov - Feedback to SAO: maximofeedbackamp@sao.ga.gov
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 26-28 (1-day sessions) Web-Based Training - Available July 1 - Website: http://amptest.ga.gov:7001/amod
Application Maintenance and Support Develop Reports Identify New Sys. Interfaces Develop Imp Plans for P2 Projects Identify New Customers Identify and Prioritize Enhancements Prioritize P2 Projects Develop Implementation Plans for System Interfaces Develop Implementation Plans for enhancements Develop Implementation Plans for New Customers After go-live (What's next?) Efficiencies & Growth Go-Live Q1 Q2 Q3 Q4 Time 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
Start Center Shows items requiring action
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 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)