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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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    2. Marvin McClain Fleet Services Manager DOAS Office of Fleet Management

    3. 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

    4. Lynn Vellinga State Accounting Officer State Accounting Office (SAO)

    5. What is AMP ? • Enterprise Asset Management System (EAMS) • Asset Management Program (AMP) • ALL state assets on one system (eventually) • Fleet will be first implementation

    6. Shelley Nickel Director Governor’s Office of Planning and Budget (OPB)

    7. Brad Douglas Commissioner Department of Administrative Services (DOAS)

    8. Department of Administrative Services OFFICE OF FLEET MANAGEMENT STRATEGIC PLAN SUMMARY & VISION June 2007

    9. 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

    10. 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

    11. 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

    12. 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

    13. 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

    14. 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

    15. 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

    16. Jim Sever Systems Manager-Asset Management State Accounting Office (SAO)

    17. Fleet Management System Support for Fleet

    18. 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.

    19. 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: Communications: - User Communications from SAO: - Feedback to SAO:

    20. 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:

    21. OnDemand Training for FMS

    22. OnDemand Training for FMS

    23. OnDemand Training for FMS

    24. 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

    25. Barry Vincent Motor Vehicle Operations Manager DOAS Office of Fleet Management

    26. The Fleet Management System Is Powered By Maximo Enterprise Suite

    27. 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

    28. Roles and Responsibilities • Agency Requestor • Agency Approver • OPB Approver • OFM Fleet Approver • Agency Receiver • Agency Fleet Coordinator • Agency Maintenance Planner

    29. Replaces FIS Replaces ALL Currently Used External Vehicle Request Processes

    30. Vehicle Requests

    31. Start Center Shows items requiring action

    32. Continuous Vehicle Request Status

    33. Standard Vehicle Request

    34. Request and Purchase Information VR Summary

    35. Request and Purchase Information Requestor / Accounting System

    36. Request and Purchase Information Purchase Source Information

    37. Requested Vehicle Information By Vehicle Listing

    38. Requested Vehicle Information Cloning for multiple vehicle requests

    39. Requested Vehicle Information Go to Line Item Details

    40. Vehicle Request Details By Line Item On Request Requested vehicle details

    41. By Line Item On Request Type Request / Replaced Vehicle ID

    42. By Line Item On Request Accounting and Budget Information

    43. Finished? Submit with a click

    44. 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

    45. Asset Records

    46. 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.

    47. 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)

    48. Vehicle Search Screen

    49. Agency Fleet Asset Record

    50. Agency Fleet Vehicle Characteristics