Division of Fleet Operations FY 2003 Summary

1. Division of Fleet Operations FY 2003 Summary

2. Division Highlights • Carried out the Legislative mandate to reduce the state fleet by over 5% 230 vehicles • Implemented new online surplus auction site • Two FTEs received nominations for State EOTY award. Anne Stehno and Judy Wilkins (Semi-finalist)

3. Accounting Program • Fleet Administrative costs have remained relatively static for the past few fiscal periods. • Decreased outstanding accounts receivable balances by over 200% the last three years.

4. Administration Costs

5. A/R Collections

6. MIS Program • Surplus on-line auction • Generated $27,000 since November • On-line web report security • On-line commute system • Radio shop billing • Driver’s license validation

7. Pool Management Program Accomplishments • The coordination and regular training implemented over the last year with the nine motor pools managed by DFO has increased the service level to state employees renting vehicles • Vehicles at the motor pools are maintained and cleaned at a higher level. • An in depth training manual has been created to train new pool coordinators and back up personnel at all motor pool locations.

8. More Accomplishments • A rotation schedule was implemented during FY 2003 for the DFO Service Workers so that all the pool locations are receiving help in the transportation of vehicles in need of repair, light cleaning, and inspection on a regular basis. • This has helped the pool vehicles to be better serviced and available for use by State customers

9. More Accomplishments • A new pool was created at the Tax Commission location in Provo to serve the short-term vehicle needs of agencies in that area. • A new car wash vendor was set up to do the regular cleaning of pool vehicles. • This vendor is far exceeding the cleaning and customer service offered by the vendor used in the past.

10. Fleet Analysis & Compliance Accomplishments/Achievements • Motor pool bill placed online • Surplus bill placed online • 5% fleet reduction ($1m savings) • Monthly tracking of fleet counts • Chair of policy taskforce

11. Online Reports

13. Why online billing? • Cost savings: • 48 employee hrs saved in mailing costs ($600) • $4,800 annually in printing costs saved • Customer Convenience: • 24/7 access to their billing history • No longer rely on fleet personnel for reprints • No longer have to wait to receive bill for reconciliation

14. Vehicle Count FY03 Found Process error in Audit Jan 03 Audit uncovered error in SVR algorithm.

15. Division of Fleet Operations Fuel Network • FY2003

16. FUELPROCUREMENT $17,632,398

18. Compliance • 142 DEQ Compliance Inspections - several with minor compliance questions which have all be resolved. • Outsource Service calls– FY2002 – 306 calls FY2003 – 256 calls 16% savings • Site Equipment Inventory & Site drawingsfor local Fire Departments 75% complete 240/320 sites. • ProComm Training- provided by Fuel Master to Bob Seele & Todd King to be able to connect into a sites from laptops and locate and correct site problems. Steve & Kathryn received training to look at sites from Office and diagnosis the problem, and to add support to Bob and Todd. Michelle will be able to look at site inventory. Currently 30 sites are hooked up to the ProComm System. • Analysis of Card Readers– PetroVend is no longer supporting the K2500 card readers. A PetroVend K-800 card reader will be put into a site for testing for 90 days to check capability with the State of Utah equipment! The K800 will work in 80% of our sites. The cost to upgrade a site is $3500 - $4000. PetroVend will provide in writing their planned timetable for their support of the K-800. • Analysis of Tank Monitors– VederRoot TLS300 will work at 90% of sites.

19. PROJECTS – FY03(COMPLETED) • SOUTH VALLEY UDOT • SLCC FUEL SITE – ALTERNATIVE FUEL E-85 • DNR STRAWBERRY RESERVIOR • IRON COUNTY JAIL • UDOT JEREMY STREET • 7200 SOUTH TEXACO • YOUTH CORRECTIONS DECKER LAKE • UDOT LOGAN ABANDONED TANK IN VIRGIN, UTAH • 11400 SOUTH DEMOS • LAYTON MOLD HOUSE • UDOT TAYLORSVILLE LANDFILL • LOA HATCHERY • UDNR TERITORIAL STATE HOUSE • USU OLD BOILER PLANT • UDOT HUNTINGTON • UDOT TROPIC STATION324 • U OF U HELIPORT • DCED VIRGIN PROPERTY • STATE HOSPITAL FUEL SPILL • U OF U AIRMED TIMPVIEW • USP USED OIL REMOVAL • OGDEN REGIONSL CENTER • USU FAMILY & HUMAN DEVELOPMENT

20. Customer Service • On-Going Customer service Projects • Higher Education Compliance with Legislative rules, making sure all vehicles assigned gas cards are in Fleet Focus. And the gas cards description are the same. • Deleting duplicate gas cards and expiring in Fleet Focus • Deleting gas cards assigned to Surplused Vehicles • Contact customers to keep data in accounts updated and current! • Create Current Fuel Network Locations Booklets

21. New Customer Accounts 82 new accounts have been added in 2003 • Eagle Mountain City • Kane County School District • Newton Fire Department • Salt Lake City School District • Wayne County Sheriff • Riverdale City • Northeastern Counseling • Town of Garden City • Bear Lake Special Services • Box Elder County Fire • Iron County Correctional Facility • Washington County

22. Fleet Training Program • Expanded the FleetFocus Training Seminar from one, two-day session to two, four-day sessions • Agencies are now taking the initiative to go beyond documenting the bare minimum of what is required of them and expanding their use of the FleetFocus System in areas such as: • Risk Management • Parts • Components • Service Requests • Personnel Documentation • Updated the FleetFocus Manual. It is now more organized, streamlined, and comprehensive. In addition to a hard-bound manual, an on-line version is also available. • We have assisted in the implementation of ITS and their use of FleetFocus.

23. Fleet Training Program • We have coordinated the effort to implement all of Public Safety’s Computer Technology equipment into FleetFocus. • We have coordinated and stream-lined the process to verify the validity of all State Employees Driver’s Licenses if they drive state vehicles. • Updated the layout and procedure for the Report Card process. Implemented a training specifically for Report Cards and created a syllabus to better help agencies succeed.

24. Fleet Training Program • FleetFocus has been upgraded in April, 2003. The next upgrade is scheduled for December, 2003. • Created an on-line registration process for Fleet Seminars. • Assisted in the creation of a method that will allow all users to create their own reports through a third-party report writer while maintaining appropriate security. • We are hosting Access Training Seminars with the intention of teaching agencies how to create their own FleetFocus reports.

25. Operations Program Accomplishments • The count of meter rejects has been reduced by 64% during the fiscal year. • Customers can now call ARI for windshield repair and replacement with the state contract price (ARI is available 24 hours a day, 7 days a week). • In September 2003, Customers will be able to call ARI for all Goodyear tire approvals as well instead of having to call Al Orwin for approval.

26. Operations ProgramAccomplishments • 98% of all the EX license plates were renewed by June 30, 2003. • Operations has made several changes to the EX licensing process and notification to customers about deadlines to make the process more efficient and friendly for contacts to respond to.

27. Goals for FY 2004 • Create repair and PM contracts with vendors that are less than current ARI contract pricing. • Create more awareness with DFO customers concerning web based information and services. • Keep the average number of vehicles out of PM compliance less than 150 vehicles during the coming year. • Keep the average number of blatant errors per month under 10 during the coming year. • Complete 90% of the EX licensing by the April 30, 2004.

28. More Cost $aving$… • During the last half of FY 2003 DFO followed up with agencies leasing vehicles to create a 21% drop in vehicles out of PM compliance. • Maintaining a vehicle properly saves significant money on repair costs that are not needed. • An estimated saving per year at a 21% percent decrease would potentially be $50,000 (25 vehicles would not need a major repair averaging $2,000).

29. Cost $aving$ Continued…. • Al Orwin is watching vendors closely to ensure the State is receiving competitive pricing for repairs and PM’s. • Al Orwin is also watching State Agencies through the ARI bill to ensure all accidents are reported properly and agencies are charged for abuse/neglect to leased vehicles • During FY2003 Al Orwin sent OTC’s to other State Agencies for abuse issues totaling $116,252

30. Dynamic Fleet?

31. Why do we track this?

33. Fuel Cost per month $106.45 Fuel Cost per month $104.25

34. Repair cost per month $32.89 Repair cost per month $20.39

47. $55,893 in Savings

49. Operations Goals for FY 2004 • Improve vehicle utilization to an overall average of 70% in the daily pools. • DFO has significantly reduced the amount of car washes for state vehicles leased by DFO. • Decreased limits on Gascards for full service lease vehicles and tighter controls placed on the car wash vendors both contributed to the decrease.

50. Public Safety Equipping Program Goals for FY 2004 • Reduce the time between the delivery date and in-service date of new PS vehicles to 45 days.  • Improve relations with Public Safety.