Welcome to the Fleet and Fuel Forum

1. Welcome to theFleet and Fuel Forum Fuel Updates Legislative Updates Fleet Announcements GPS Tracking Invalid Drivers Licenses

2. Fuel Updates Jeff Done Fuel Manager

3. New Site Map http://atlas.utah.gov/DFOfuelsites/viewer.htm

4. Fuel Polling

5. What’s going on with PIN #’sState Agencies and Higher EducationRemember an Operator I.D. is required for each employee. Employees that don’t have an Operator I.D.. Will have their PIN number locked.

6. Jeff Done Fuel Manager jeffdone@utah.gov 801 538-3695

7. Legislative Tracking Margaret Chambers Division Director

8. Legislative Tracking • HB 110 State Fleet Efficiency Requirements • SB 143 Personal Use of State Vehicles Authorized for Law Enforcement Officers in the Office of the Attorney General • HB 344 Vehicles Included in State Fleet

9. HB 110

10. HB 110

11. HB 110

12. HB 110 Status

13. SB 143

14. SB 143

16. HB 344 – Proposed Amendment • Representative D. Gregg Buxton proposes the following amendments: • 1. Page 1, Lines 13 through 16: • 13 This bill: • 14 ÿ amends the definition of motor vehicles  : • ÿ   to exclude vessels, aircraft,  or vehicles used • 15 as light equipment including golf carts, motorized maintenance mules,  and riding • 16 lawn mowers ; and • ÿ to include all‑terrain type I vehicles, snowmobiles, golf carts, and motorized maintenance mules ; and • 2. Page 2, Lines 41 through 50 • House Committee Amendments • 2‑5‑2007: • 41 (6) (a) "Motor vehicle" means: • 42 (i) a self-propelled vehicle [capable of carrying passengers.] ÿÿ designed or ÿÿ intended • 42a primarily for use • 43 and operation on the highways;  or  • 44 [(b) "Motor vehicle" includes vehicles] • 45 (ii) a vehicle used for construction and other nontransportation purposes .  ; • (iii) an all‑terrain type I vehicle as defined under Section 41‑22‑2; • (iv) a snowmobile as defined under Section 41‑22‑2; • (v) a golf cart; or • (vi) a motorized maintenance mule.  • 46 (b) "Motor vehicle" does not include: • 47 (i) a vessel as defined under Section 73-18-2; • 48 (ii) an aircraft as defined under Section 72-10-102; or • 49 (iii) a  vehicle used as light equipment including a golf cart, motorized maintenance • 50 mule, or  riding lawn mower.

17. Intent Language • Department of Natural Resources • DNR Motor Pool ISF • It is the intent of the Legislature that the Department of Natural Resources terminate its motor pool internal service fund and that those assets be transferred to and become consolidated into the Division of Fleet Operations and that the consolidation be done in accordance with applicable federal regulations.

18. Margaret Chambers Division Director margaretchambers@utah.gov 801 538-9675

19. Announcements Sam Lee Deputy Director

20. Report CardsFiscal Year 2007

21. Report Cards for FY 2007 • The report card time period is July 1, 2006 to June 30, 2007 • This year the grading time period will be moved up a few months • Grading to start August 1, 2007 • Preliminary grades will be sent out September 3, 2007 • Final grades will go out on September 17, 2007 • Why are we moving the grading time up to August? • The Legislative Fiscal Analyst needs the new report card grades by Oct. 1, 2007 to prepare for the 2008 legislative session

22. Report Cards for FY 2007 • Heads up on new report card categories for 2007 • Cost per mile grade – No more than 10% of vehicles beyond the maximum range for the standard class as of June 30, 2007 • Meter rejects percentages in FY 2007 (less than 8% to get an “A”) • Zero Miles grade – No more than 10% of vehicles on the report as of June 30, 2007 (documented low use vehicles will be excluded)

23. Jiffy Lube

24. Jiffy Lube • Fleet Operations will no longer allow maintenance or repair services on our leased vehicles at Jiffy Lube after April 30, 2007 • Why? • Billing issues that remain unresolved with Jiffy Lube • Jiffy Lube locations are not able to complete all the maintenance requirements in the ARI coupon book • Price - Jiffy Lube is significantly higher than it’s competition for maintenance services • Unnecessary up selling by Jiffy Lube

25. Jiffy Lube • Any Maintenance or repair at Jiffy Lube locations after May 1, 2007 will be billed back to your agency • Please let your drivers know immediately that Jiffy Lube is no longer an approved vendor for DFO leased vehicles

26. Take Home Renewals

27. Take Home Renewals • New Process • New Form • New Approval Requirements (Agency Level) • New Approval Step (Fleet Level)

28. Take Home Renewals • New Process • Documentation shift… • Moving from a vehicle level documentation to the operator Id level • Why? • Take home is granted to the state employee not the vehicle • Some state employees with take home authority drive multiple vehicles • Take home vehicles may change throughout the year. Documenting at the operator Id level means fewer updates during the year • In the past agencies were able to just click a check box to update take home vehicles if nothing had changed • Now agency contacts must enter additional information on-line to document take home drivers

29. Take Home Renewals • Secure Log-in Take Home Link

30. Take Home Renewals – New Form

31. Take Home Approvals (Agency Level) • New Approval Requirements • Employee Signature • Manager’s Signature • Division Director’s Signature (if applicable) • Department Director/Dean’s Signature Print and send the signed document to Sam Lee

32. Take Home Approvals (Fleet Level) • Every take home documented by Agencies must be approved by Fleet Operations • Why? • Legislative Auditor General’s recommendation to Fleet Operations: • “We recommend that DFO annually monitor take-home vehicles and encourage state agencies to: • Comply with state and federal requirements, and • Determine if take-home vehicle assignments are appropriate”

33. Monthly Fleet Audits

34. Monthly Fleet Audits “Exception Reports” • Cost Per Mile • Miles Per Gallon • Zero Miles

35. Monthly Fleet Audits • Legislative Auditor General Recommendations: • “We recommend that DFO provide exception reports to state agencies on a monthly basis • We recommend that DFO request state agencies to review exception reports and inform DFO of incorrect vehicle information”

36. Monthly Fleet Audits • Each month Angie Watson of DFO will be sending out a list of vehicles that: • Exceed the expected cost per mile for the standard class • Exceed the expected miles per gallon for the model type • Exceed two months without a meter update (Zero Miles Report) Please respond back to Angie in a timely way. We have a new tracking system to help her record your responses so we don’t have to revisit the same questions each month.

37. Parking at the CapitolShuttle Service

38. Parking at the CapitolShuttle Service • Currently the “Legislative Shuttle” is running every 15 minutes between the Capitol and the Utah State Fair Park • Beginning March 1, 2007 the Fleet Operations shuttle will be running every 7 minutes between the Capitol and the Fair Park during morning and evening peak transportation times. During the day the shuttle will run every 15 minutes • The parking situation at the Capitol will be very restricted until at least the fall of 2007.

39. Agency Owned Vehicle’sAccident Documentation

40. Agency Owned Vehicles andAccident Documentation • Two major changes are happening with accident documentation and tracking 1. Accident reports entered on-line will shortly be loaded directly into FleetFocus • This will be a tremendous time saver for Cerena Crosby of Fleet Operations and will save a duplicate entry of accident information for Higher Education Fleet Managers, Fleet Managers of owned vehicles and Risk Management personnel at all levels. 2. Security issues relating to attaching supporting documentation for accidents in FleetFocus now has a solution • Pictures and scanning electronic documents can now be attached or linked directly to the accident report in FleetFocus through a program called “Filezilla.”

41. Sam Lee Deputy Director samlee@utah.gov (801) 538-3452 (State Office Building) (801) 619-7237 (Draper Office)

42. GPS in State Vehicles Scott Bingham Research Analyst

43. Global Positioning System (GPS) Automatic Vehicle Location (AVL) • Current and historical GPS location • Land marking • Driving Directions • Roadside Assistance & Stolen Vehicle Recovery • Vehicle Grouping & Privileges Vehicle Diagnostics • Trouble Code/Maintenance Alerts • Fuel Efficiency Data • Remote Smog Check (CA) • Recalls • Integration

44. networkcarCoverage Area’s

45. networkcarSatellite and Networks NetworkCar Systems and Databases

46. GPS Value Vehicle Management Driver Management Risk Management

47. Driver Management • Change Driver Behavior • Identify unauthorized vehicle usage • Minimize unnecessary overtime • Reduce excessive vehicle idling • Improve Response Times & Increase Job Efficiency • Land marking • Closest Vehicle to Job/Landmark • Driving Directions

48. Vehicle Management • Reduce Operating Costs • Reduce unauthorized fuel usage • Reduce wear & tear costs • Lower Vehicle Downtime • Improve vehicle utilization • Diagnostic trouble code alerts • Scheduled maintenance alerts • Remote smog check • Automate odometer readings

49. Risk Management • Asset Liability • Geofencing • Stolen Vehicle Recovery • Insurance Discounts • Driver Liability • Speeding • Complete Roadside Assistance Package

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