Community Service Board Fleets August 28, 2008

1. Community Service Board Fleets August 28, 2008

2. Marvin McClain Manager DOAS Office of Fleet Management

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

4. History • March 15, 2008 letter from DHR • March 15, 2008 letter from DOAS • May 16, 2008 letter from DHR • June 15, 2008 decision due • As of July 31, 2008 all CSBs had opted for DOAS oversight

5. State Oversight Oversight Includes: • Compliance with Policy 10 • Compliance with Georgia Fleet Management Manual • All motor vehicle assets in the Maximo Fleet Management System • Utilization of state fuel card contract • Utilization of state maintenance management contract • Abide by all terms of DOAS Memorandum Of Agreement • Abide by Risk Management Certified Loss Control Partnering Agreement

6. Vehicle Inventory • Maximo Fleet Management System in use by all agencies • Inventory • Vehicle Requests • Vehicle Utilization (mileage & fuel purchases) • Maintenance history • Cost of ownership • Web-based system • Most CSBs familiar with Maximo through DHR

7. Vehicle Operations and Acquisition • Policy 10 provides general guidelines • Georgia Fleet Management Manual • Publications are available on OFM website

8. Vehicle Acquisition • ALL vehicle acquisitions must be requested through Office of Fleet Management / Office of Planning and Budget • PRIOR to acquisition • REGARDLESS of source of vehicle / funds • Use of statewide contract required

9. Vehicle Operation • Vehicles identified with vehicle numbers, agency decals, and government license plates • Vehicle log maintained • Vehicle assignment / routine overnight use

10. Fleet Management • Policy 10 provides general guidelines • Georgia Fleet Management Manual • Publications are available on OFM website • CSBs in Maximo as agencies (sites) • Location for CSB titled vehicles • Location for DHR titled vehicles

11. Fuel Purchase Management • Use of Wright Express fuel card • Fuel purchases visible on-line • Fuel purchases import to Maximo • Cards assigned to specific vehicle – 1 per • PINs in use by driver name • Parameters and purchase alerts set • Unauthorized use is reported to appropriate authorities

12. REMINDER If you do not utilize the Wright Express fuel card for obtaining fuel, your agency is responsible for entering: • Total gallons purchased/obtained • Total cost of fuel purchased/obtained • Ending odometer reading ON A MONTHLY BASIS

13. Maintenance Management • Use ARI contract maintenance management • $5.95 per month per vehicle • 7% administrative charge (Repair/Maint invoices) • Available 24/7/365 • Use fees (roadside assistance) • Accident reporting (no subrogation) • Vehicle maintenance information available on-line • Repairs/Maint data imports to Maximo • Use SWC tires unless exception due to availability • Approval parameters set with ARI • Add vendors to ARI

15. C. G. Lawrence Chief Loss Control and Safety Officer DOAS Risk Management Services

16. Comprehensive Loss Control Program

17. CLCP – Program Elements • Employee Education & Training • Employee Accident Prevention Plan • Fidelity Losses (Employee Theft) • General liability • Workers’ Compensation – Return to Work • Property • Auto Liability & Physical Damage • Fleet Management

18. CLCP – Employee Education & Training • Requires a Written Training Policy • Training aimed at controlling the risks in the workplace. • DOAS to make training materials available. • Driver training videos available at: http://doas.georgia.gov/00/channel_title/0,2094,21917123_107530017,00.html

19. CLCP – Employee Accident Prevention Plan • Based on principle most incidents are preventable. • Each Agency must identify exposures in their operations. • Each Agency to implement control measures/procedures for identified exposures. (Safety Manual) • Also includes processes such as audits, accident reporting, emergency preparedness, etc. Maintain programs • Guidance from nationally recognized standards of best practices.

20. CLCP – Theft • Methods to control Theft or Misuse of State funds, Property, and services. • Systems such as Inventory Management & Employee discipline processes. • Establish and maintain a system to track and correct deficiencies identified by claims reviews, trend analyses and/or risk assessments. • Establish and maintain a disciplinary action system for employees involved in theft claims. • Incident Reporting system including making a police report • Prosecuting the employee including appearing as a prosecution witness at trial.

21. CLCP – General Liability • Procedures and training to Employment Practice claims such as harassment. • Includes Employee handbook with applicable policies. • Policies and procedures to prevent third party claims. i.e. damages from powered equipment or vehicle use.

22. CLCP – Worker’s Compensation – Return to Work • Light Duty/Return-To-Work programs • Getting personnel back to work as soon as safely possible is best for the worker and the State of Georgia. • Training for supervisors – GA Focus • Supervisors train employees • “Georgia Activity Analyses” • Agencies will also receive surcharges (10%) for non-participation in the CLCP program.

23. CLCP - Property • Properly maintaining state-owned buildings. • Programs to identify and correct facility deficiencies. • Methods to maintain existing systems or new systems. • Methods/Procedures to manage the changes in facility operations.

24. CLCP – Auto Liability & Physical Damage • Covered entities will establish the following: • Motor Vehicle Use Policy • Driver Qualification Programs • Accident Review Panels • Full Participation in the Report My Driving Program. • If DOAS determines that an unqualified driver caused a preventable accident that resulted in a claim payment to a third party the agency will be charged higher deductibles and co-payments ($1500 per incident). • Agencies will also receive surcharges (10%) for non-participation in the CLCP program.

25. CLCP – Fleet Management • Utilize and support the services of Automotive Resources Incorporated for proper vehicle maintenance. • Provide funding for the proper maintenance of vehicles.

26. Comprehensive Loss Control Program • Written, Agency-specific, Comprehensive • Safety and loss control programs • Effective control measures on identified risk exposures • Designate a person • Review and Certify

27. CLCP - Justification • 10,000+ claims per year • 8,000+ fellow employees injured per year • $100,000,000+ annually to pay these claims • Senate bill 425 passed in 2008 gives DOAS authorization to apply surcharges.

28. CLCP - Implementation • Phase 1, FY 2009 State agencies given CLCP and start implementation as required. • Phase 2, FY 2010 10% Surcharge on premiums for Non Participating agencies. • Phase 3, FY 2011 Annual cost reduction goals. 10% Surcharge on premiums for Non Participating agencies. 10% Surcharge on premiums for Agencies not achieving Loss Prevention goals.

29. CLCP - Benefits • Reduced employee injuries • Reduced damage • Reduced Direct costs (Medical bills, Lost time, Lower premiums, Better deductibles) • Reduced Indirect costs (Paperwork, workers assisting injured worker, training replacement, lower employee morale, lower productivity, etc.)

30. CLCP Program Goals • By the end of FY 2011 • Worker’s Compensation • Decreased frequency of claims by 18% in FY 2010 • Decrease loss payments by 12% • Property • Reduce water damage 65% • Reduce burglary losses 33% • Reduce employee thefts claims 51% • Auto Liability & Physical Damage • Reduce at fault accidents by 30% • Reduce rear-end at fault accidents 30% • General liability • Reduce harassment and discrimination claims by 50% • Reduce third party damages from premises and operations exposures by 25%

31. Conclusion • The CLCP is aimed at helping the employees, agencies, the DOAS, the State of Georgia and Georgia citizens. • The benefits far out weigh the costs of the program. • Contact DOAS, Safety & Loss Control for more information.

32. Contact Us C. G. Lawrence, III, CSP, REM, Chief Safety & Loss Control Officer Georgia Department Of Administrative Services 200 Piedmont Avenue Atlanta, GA 30334 (404) 657-4457 Or Ted Low, Jr., CSP Chief Loss Control & Safety Officer Georgia Department of Administrative Services 200 Piedmont Avenue, West Tower, Suite 1208 Atlanta, Georgia 30334-9010 (404) 463-6309 Ted.Low@doas.ga.gov

33. Summary • Inventories are being transferred and loaded • All CSBs have opted for oversight • Most CSBs enrolled or in progress on ARI and Wright Express • Terms of MOA apply to all CSBs

34. One Last Thing • Please ensure that Office of Fleet Management is provided with contact information for fleet matters • Can be more than one person (maintenance, purchases, fuel card, etc) • We use e-mail to distribute information to agencies. • Send information/changes to GAFleet@doas.ga.gov

35. QUESTIONS?

36. Also in the room Jim Sever DOAS Office of Fleet Management Richard Stokes DOAS Office of Fleet Management Roger Kennedy DOAS Office of Fleet Management Tomeka Porter DOAS Office of Fleet Management

37. QUESTIONS?

38. Contacts Office of Fleet Management • Marvin McClain (Marvin.McClain@doas.ga.gov) • Roger Kennedy (Roger.Kennedy@doas.ga.gov) • Tomeka Porter (Tomeka.Porter@doas.ga.gov • Dick Stokes (Richard.Stokes@doas.ga.gov) • Barry Vincent (Barry.Vincent@doas.ga.gov) • Office of Fleet Management (GAFleet@doas.ga.gov • Maximo Help Desk (maximofeedback@doas.ga.gov) Risk Management • C. G. Lawrence (Charles.Lawrence@doas.ga.gov)

39. A copy of the slides used for the Webinar will be posted to the Office of Fleet Management website within next 1 to 2 days. Go to doas.ga.gov and follow link to Office of Fleet Management Feel free to contact OFM or Risk if you have additional questions.