Fleet Workshop

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					Department of Administrative
Services

Fleet , Risk & Surplus Property
Customer Seminar



                May 11, 2010
Fleet Management
                     Data Quality
         The quality of the input you use always has an
              impact on the quality of the output.


                The solution is straightforward:

      if you don’t want garbage when you’re done, don’t
         use garbage when you begin. To improve your
      results, improve the quality of what you start with.



                                                                        3
The Personal MBATM
                        Georgia Department of Administrative Services
              VITAL Data

Inputs    GENERIC                            ARI


    WEX                                                        Manual
                   VITAL
                                                                REPORTS
                                                               REPORTS
    Outputs
                                                                SPREADSHEETS
                                                               SPREADSHEETS
                                                                METRICS    4
               Georgia Department of Administrative Services
                                                                METRICS4
VITAL Reports
Agency Annual Mileage Report
    Annual Mileage Report by Agency calculates mileage for Business miles;
    Shows current year odometer minus previous year odometer
Agency Overdue Vehicle Surplus Report
    Shows a list of active vehicles overdue for transfer to surplus in the site
Agency Annual Mileage Exceptions
    Annual Mileage Exceptions report shows vehicles that have not had an odometer reading
    within 30 days of reference date.
Total Cost of Ownership (All Sites)
      Calculates TCO by adding Purchase Price, Inside Labor, Outside Labor,
      Fuel Cost, Insurance, Commission/De-commission Cost, Taxes and Licenses.

Total Cost Per Mile (All Sites)
      Calculates Total Cost per Mile for each vehicle by adding Maintenance Cost,
      Fuel Cost, Insurance, Commission / Decommission Cost, Taxes and
      Licenses and dividing by the total business miles.
Vehicle Maintenance Log
     Shows maintenance records for vehicles within a specific time period along
     with the individual work that has been done to that vehicle.
     .
Vehicle List
      Show’s general information about vehicles within the Agency. This report shows the
      State ID, Year, Make, Model, VIN, Status, and Fleet Status.
Vehicle Inventory and Mileage
     Shows an agency’s vehicle Inventory and Mileage by Agency and Location                 5
                                          Georgia Department of Administrative Services
VITAL Reporting – How to Access?




                                                                     6
                 Georgia Department of Administrative Services
                                                                 6
VITAL Report




                                                               7
               Georgia Department of Administrative Services
Vehicle Request Process

     “WAPPR” – Waiting Approval   “WFC” – Waiting Fleet         “WFSS” – Waiting for FSS/OFM      “WOPB” – Waiting for OPB
                                   Coordinator Review                    Approval                        Approval


VR



Requester             Approver #1                  Approver #2                              OFM                     OPB
                      Agency Approver           Fleet Coordinator /
                                                Manager-Supervisor




“APPR”   - Approved               “OKFSS”   – OFM Final Approval                              “OKOPB” – OPB Final Approval



                            SAO PeopleSoft to Create Shell P.O.
NOTE: Assets need to be updated in your financial system                                                              8
                                            Georgia Department of Administrative Services
Important Criteria for Vehicle Requests
Phase 1*
•   Weekly agency WEX Errors below 15% of total fuel transactions with final
    goal to be within 5%. (WEX Error Spreadsheet)

•   80 % of agency’s vehicles’ odometer readings have been updated within the
    last 30 days. (Agency Mileage Exception Report)

•   No outstanding surplus vehicles greater than 180 days for disposal. (Agency
    Overdue Surplus Report)

•   Year-end Mileage update completion is greater than 90% of total fleet assets.
    (Agency Annual Mileage Exception Report – Date= 6/30/YYYY)

•   Should be within your OPB vehicle allocation

•   Phase 2 – Maintenance Data

                      *Top Ten lists may be shared with agency heads by
                      DOAS Commissioner (i.e. Low Use/Zero mile units)            9
                                  Georgia Department of Administrative Services
  Wex Transaction Process
  High Level




          STATE                                             READING      ODOMETER
SITE ID     ID     LOCATION            VIN         DRIVER    DATE         READING                ERRORMESSAGE
                                                                                        The new reading (181,491) entered
                 2 – DHR Titled                             05-Feb-                     on 2/5/10 2:01 PM should be greater
                 Vehicles-                                  2010                        than the previous reading
                 Lookout          1FBSS31S81HB74 MORGAN     02:01:00                    (189,256.00) entered on 2/3/10 2:06
   3610 427-0412 Mountain CSB     796            ,CYNTHIA   PM          181491          PM
                                                                                        The new reading (342,697) entered
                 2 – DHR Titled                             04-Feb-                     on 2/4/10 2:16 PM should be greater
                 Vehicles-                                  2010                        than the previous reading
                 Lookout          1FTJS34G0PHB68 GREENE     02:16:00                    (3,472,581.00) entered on 2/4/10
   3610 427-0117 Mountain CSB     286            ,GEORGE    PM          342697          1:29 PM
                                                                                        The new reading (343,214) entered
                 2 – DHR Titled                             05-Feb-                     on 2/5/10 1:02 PM should be greater
                 Vehicles-                                  2010                        than the previous reading
                 Lookout          1FTJS34G0PHB68 GREENE     01:02:22                    (3,472,581.00) entered on 2/4/10
   3610 427-0117 Mountain CSB     286            ,GEORGE    PM          343214          1:29 PM
                                                                                        The new reading (343,357) entered
                 2 – DHR Titled
                 Vehicles-
                                                            08-Feb-
                                                            2010
                                                                                        on 2/8/10 12:12 PM should be
                                                                                        greater than the previous reading     Maximo (VITAL)
                 Lookout          1FTJS34G0PHB68 GREENE     12:12:12                    (3,472,581.00) entered on 2/4/10
   3610 427-0117 Mountain CSB     286            ,GEORGE    PM          343357          1:29 PM

                                                                                                                                    10
                                                                       Georgia Department of Administrative Services
Interesting trends in Georgia’s Fleet
             Fuel Card in Georgia’s
Interesting trendsTransaction Error Rate Fleet
 80.0%

             71.0%



 60.0%




 40.0%




 20.0%




                                                                             8.2%
 0.0%
              7/25/2008                                                   5/5/2010

                                                                                     11
                          Georgia Department of Administrative Services
Fleet Management Educational Opportunities

                           OFM
                          Webinars




           VITAL
                                                               ARI Insight
           Online




                        Workshops



                                                                             12
                     Georgia Department of Administrative Services
                   Office of Fleet Management
                        Educational Series

    Type                         Topic Title                                    Date Scheduled
Workshop       OFM / RISK / SURPLUS Workshop                                  April 21, 2010
Workshop       OFM / RISK / SURPLUS Workshop                                  May 11, 2010
OFM Webinar    New Fuel Policy Guidelines                                     May 19, 2010
OFM Webinar    WEX Error Correction and Mileage Updates                       June 16, 2010
GFAC Meeting Quarterly Fleet Advisory Council Meeting                         July 14, 2010
OFM Webinar Data Analysis, Fleet Metrics, and Profiles                        August 18, 2010
OFM Webinar Processing a Vehicle Request / Justification and                  September 15, 2010
             Data Analysis
GFAC Meeting Quarterly Fleet Advisory Council Meeting                         October 13, 2010
OFM Webinar Using a WEX Card to capture Accurate Data                         November 17, 2010
OFM Webinar    Using ARI Network to repair vehicles                           December 15, 2010
                                                                                         13
                              Georgia Department of Administrative Services
Fleet Management

Fleet Metrics
Accurate Data is Needed to . . .

        Respond to decision-makers
          •   Is Preventive Maintenance (PM) happening
              regularly?
          •   Average cost per vehicle?
        Identify abuse and fraud
          •   Identify unusual usage patterns

        Justify requests for new vehicles
          •   Use and maintenance of current vehicles

                                                                        15
                   Georgia Department of Administrative Services
                                                                   15
Core Data for Fleet Performance

• Budget
• OPB Vehicle Allocation
• Vehicle Request (VR)/                                                        Total
  Disposal Data Process                                                    Vehicle Count

                                                                             Total Fleet   Total
• Fuel                                                          Total
                                                                               Miles        Fuel
• WEX Data Interface                                            Fuel $         Driven      Gallons
• Manual Entry
                                                                               Total
•   Maintenance                                                            Maintenance $
•   ARI Data Interface
•   Generic Interface
•   Manual Entry
                                                                                             16
                           Georgia Department of Administrative Services
                                                                                       16
Key Metrics to Follow
METRIC          EXPLANATION                                                     INDUSTRY
                                                                                STANDARD
CPM             Cost Per Mile
CPM Fuel        Total cost of fuel divided by total miles                       $.18
CPM             Total cost of maintenance divided by                            $.04
Maintenance     total miles
Total CPMile    Total combined cost of fuel &                                   $.22
                maintenance divided by driven miles
CPMonth Fuel    Total fuel cost divided by number of                            $333.17
                months in service
CPMonth Maint   Total maintenance cost divided by                               $68.27
                number of months in service
Total CPV       Average fuel and maintenance costs per                          $401.44
Month           vehicle divided by months in service
Average MPG     Total miles divided by number of gallons                        Depends upon vehicle
                                                                                                 17
                                Georgia Department of Administrative Services
                                                                                            17
Data in VITAL Is Improving


              Metric                       Dec 2008                     Dec 2009     Goal
  Vehicles In State Fleet                      20523                        20471   <18424

  Average Age Of Fleet                           8.42                       9.94      5

  Total Cost Per Mile                             .06                        .10     .22

  WEX Mileage Error Rate                     15.33%                          8%      <5%

  ARI Participation (% Vehicles)               18.4%                        27.2%    50%




                                                                                             18
                            Georgia Department of Administrative Services
                                                                                      18
Data Errors & Gaps Still Exist*
•   How many passenger vehicles have odometer greater than 250,000
    miles?
       547 (2.6%)
•   What is the highest odometer reading in VITAL (for passenger vehicle)?
       1,952,562 miles, 1992 Ford F-150
•   How many vehicles do not have a current odometer reading entry for
    FY2010?
       503 (2.5%)
•   How many vehicles have zero miles?
       1,455 (7%)
            *Top Ten lists may be shared with agency heads by
             DOAS Commissioner (i.e. Low Use/Zero mile units)
                                                                             19
                             Georgia Department of Administrative Services
Example of Scorecard*
                                State
            Metric                         Agency 1          Agency 2              Agency 3      Agency 4    Agency 5
                               Average
Number of Vehicles              20467          29                     9                   49          58          37

Average Age of Fleet            9.94         11.52                 12.44                 11.04      10.10        11.70

High Mileage of Fleet            3149          7                     1                     10         18           9
(mileage > 175,000)             (15%)        (24%)                 (11%)                 (20%)      (31%)        (24%)

Low Mileage of Fleet                           9
                                 5822                                3                     25         24           13
                                             (31%)
(mileage of < 6000)             (28%)                              (33%)                 (51%)      (41%)        (35%)

Miles per Gallon                47.30        29.61                 23.32                 45.42      103.38       136.66

Data Completeness
   Vehicles with fuel data      84%           93%                   89%                  76%         74%          86%

   Vehicles with maintenance
                                63%           66%                   89%                  59%         86%          8%
   data

   Vehicles with miles data     99.8%         93%                   89%                  76%         74%          86%

AVG WEX Error Rate Under
                                 8%            0%                  100%                   8%         4%           14%
15% (Goal is 5%)



  *Shared with agency heads by DOAS Commissioner                                                                 20
                                         Georgia Department of Administrative Services
Vehicle Utilization*
 • What is vehicle utilization?
    Miles driven compared with expected use

 • Fleet policy states that all state vehicles will be utilized a
   minimum of 14,000 miles per year (Policy No.10, Revision
   #6)
     6,000 minimum in campus environment

 • Low use vehicles must be classified in VITAL and
   reviewed for continued need

 *Governors Office and Legislature asking for this low use data


                                                                                   21
                              Georgia Department of Administrative Services
                                                                              21
Fleet Management

Service Contracts
DOAS Fleet Service Contracts/Toolbox
  •   Maintenance Management Services (ARI)


  •   Fuel Management Services – Wright Express (Wex)


  •   Enterprise Rent-A-Car (Vehicle acquisition)
         Daily rentals
         Short-term (Walk-Away) leases (Pilot program)
         Car share and pooling solutions (New WeCar program)


  •   Vehicle decision-making calculators



                                                                            23
                            Georgia Department of Administrative Services
Statewide Fleet Contracts - Benefits
 Fuel Management Program
    Product limits          Reporting tools                                     No upfront or card fees
    Tax exemption           Fraud controls                                      No card fees
    Fuel discounts          24 hour access                                      90% acceptance
    PM maintenance          Roadside services                                   Early pay rebates

 Lease/Rental Car Program (Ask for 03A1534)
    Free pick up           Newer vehicles                                      Roadside services
    PM maintenance         Vehicle variety                                     Online reservation
    Tax exemption          212 locations                                       Car Share program
    Leasing Program        POV savings                                         Long-term rentals

 Maintenance Management Program - Contract #SWC-90816
    PM compliance          24 hour access                                     Analysis/reporting
    Warranty recovery      Reduced admin $                                    Purchase controls
    Tax exemption          Roadside services                                  Expert technicians
    Vendor negotiations    Repair history                                     Repair discounts      24
                               Georgia Department of Administrative Services
How the ARI Program Can help your fleet?
• Automate Data Capture (no Maximo entry by users)
• Reduced Maintenance Costs – 10-20% w/National
  vendors
• Reduced Overhead/Administration Costs-
  Consolidated Billing
• Provides Detailed Audit Trails
• Warranty and Post Warranty Recovery
• Access 24/7/365 to Call Center w/ASE certified Tech
  with toll-free access - 1-800 CAR-CARE
• State drivers call techs that are ASE certified and
  negotiate on your behalf
• Provides more time and resources to focus on
  agency core mission objectives
• Provides a state and nation wide vendor network
• Detailed vehicle dashboards, KPIs, analysis and
  reports
                                                                          25
                          Georgia Department of Administrative Services
GA Vendor Network Coverage

National Account Vendors
• 38,000 shops nationwide
• 1,117 shops in Georgia
• 10-20% off retail pricing

Independent Vendors
• 52,000 shops nationwide; 3,826 in Georgia
• ARI rates each vendor according to speed of repair,
  willing to negotiate and accuracy of invoice
• ARI can add your current specialized vendors to our
  network
                                                                       26
                       Georgia Department of Administrative Services
Cost Avoidance*
• Administrative cost avoidance = $29.84 vehicle/month
• Direct repair cost avoidance = $9.92 vehicle/month
• Program cost is $8.66 vehicle/month




 * Based on FY2009-10 program savings.                                             27
                                   Georgia Department of Administrative Services
            Reports, helps,
            alerts, charts,
             and graphs




 Custom Dashboards – With
 Your Agency KPIs to Better
Manage Agency Fleet Vehicles
How to Participate with ARI?

    OFM Meets with Agency to                                                     Agency provides vehicle
  discuss program and benefits                                                       Listing to OFM




                       ARI puts together
                       Vehicle Operators
                        Packets & sends
                           To Agency



                Coupons, Phone #’s, &
                    Procedures                                                                        29
                                 Georgia Department of Administrative Services
Summary Wex Fuel Management Program

Key Benefits:
•   Wex program works similar to P-Card program w/access to over 90% of
    retail vendors accepting Wex for fuel and maintenance purchases at
    reduced prices aiding driver from price shopping.
•   Provides 24/7/365 access to online tools, calculators, pre-authorized
    spending limit ability, purchase alerts, transaction limits, exception reports,
    etc.
•   Secure cards assigned to vehicles and PINs assigned to employees
    reducing occurrence of slippage, misuse and fraud.
•   Secure access to “Real-time” fuel data allowing agency focus on auditing
    tasks versus administrative tasks. (e.g. invoice processing, checks, postage,
    reimbursement, ordering, inventory mgt, data entry, invoice processing
    costs, telephone calls, data entry, fuel reimbursement expenses..etc.).
•   Potential Fleet Savings/Year for 500 vehicle fleet/1000 employees can be
    $333,667 (Average of 24.3% reduction in costs)

                                                                                 30
                                 Georgia Department of Administrative Services
Manage Purchase Alerts
Purchase Alerts are generated from parameters you set
 • Receive email notification when a transaction
   exceeds your purchase guidelines
 • Allows the transaction to authorize so your
   driver can stay on the road
 • Fast activity reporting helps you address
   any problems quickly



 Choose from a variety of parameters:
 • Number of transactions per day
 • Out-of-state transactions
 • Off-hours transactions
 • Day of the week
 • Dollars per day
 • Dollars per transaction
 • Gallons per transaction
 • Fuel type
                                                                                    31
                                    Georgia Department of Administrative Services
                                                                                         31
WEXOnline® > Reporting > Exceptions

 In addition to Purchase Alerts, you can query
 exceptions at your convenience using the
 Exception Reporting Feature.




                                                                    32
                    Georgia Department of Administrative Services
WEXOnline® > Tool Kit > Fuel Price Mapping




                                                                    33
                    Georgia Department of Administrative Services
How To Order Fuel Cards

                            E-mail form to:
                          fms@doas.ga.gov
 Complete a Fuel Card
 Spreadsheet Template
                                          OFM emails
                                          template to
                                             Wright
                                            Express




                                                                            OFM reviews
                                                                        Spreadsheet Template

                 Sends WEX cards to Agency
                                                                                       34
                        Georgia Department of Administrative Services
                                                                                  34
Enterprise Rent-A-Car State Contract
Options
•   Daily Rental Vehicles (Ask for 03A1534)
•   Short Term Closed End Lease Vehicles (Pilot Program)
•   Car Share and Pool Vehicles (WeCar coming soon)
Key Benefits:
•   Leverages operating expense budget
•   Reduces largest costs of fleet ownership (i.e. Depreciation, administrative
    overhead)
•   Reduces excessive reimbursement, streamlines billing, information and
    reporting
•   Provides a wide variety of vehicles
•   Increased driver productivity using free pick up for instate rentals
•   Real-time reservation online reservation portal to over 212 store locations
    statewide
•   Roadside assistance for enhanced driver safety and security
•   Cost comparison calculation tool                                          35
                                 Georgia Department of Administrative Services
The comparison tool can be accessed at
http://ssl.doas.state.ga.us/vehcostcomp/

                                                                             Calculated Results
                                                               Own Car Cost


                                                               Total Reimbursement
                                                               Expense                          $68.50
                                                               Rental Car Cost
                                                                                      Rental $37.83
                                                                                    Local Tax   $2.58
                                                                                    Refueling $15.57
 One day trip using a mid-size saves $12
  with an additional $7 savings using a                        Total                            $55.98
               compact car                                     Cost per Mile to Rent            $0.40
                                                                                                36
                             Georgia Department of Administrative Services
Transportation Decision Tool Example – Lease




                                                                     37
                     Georgia Department of Administrative Services
Why Non-State Vehicle Ownership
Alternatives?

  •   Vehicle ownership can be a costly decision if made unwisely,
  •   Provide agencies with other low cost transportation alternative,
  •   Reduce POV and avoid excessive costs, vehicle and employee
      downtime,
  •   Increase vehicle utilization and reduce the state’s fleet size,
  •   Provide lower cost transportation alternatives to agencies with
      unreliable vehicles using costly alternatives to provide mission critical
      transportation,
  •   Leverage Enterprise Rent-a-car’s fleet expertise as an industry
      consultant under DOAS direction to provide State agencies with
      alternative and cost-effective transportation solutions,
  •   Propose reliable and safe transportation alternative
  •   Provide the State with validation process regarding use of short-term
      leasing options to both right-size fleet and provide more cost-
      effective agency transportation solutions.
                                                                               38
                               Georgia Department of Administrative Services
Example: Lease Program Costs




     $257.47




  Lowers total monthly cost to operate a state vehicle
                                                                     39
                     Georgia Department of Administrative Services
OFM Team Member Contact Information
Steve Saltzgiver -       steve.saltzgiver@doas.ga.gov or 404-651-7263
                         General information, leasing, policy, legislation, best practice, etc.
Jim Sever –              jim.sever@doas.ga.gov or 404-657-6907
                         Special projects, Agency data profiles, VITAL access, etc.
Allyson Williams –       allyson.williams@doas.ga.gov or 404-657-6935
                         Data analysis, agency profiles/scorecards, management reports, etc.
Roger Kennedy –          roger.kennedy@doas.ga.gov or 404-656-6295
                         Wright Express and ARI participation, access and information, etc.
Bobby Arrington –        bobby.arrington@doas.ga.gov or 404-657-6908
                         Vehicle Requests (VRs), VITAL helpdesk, VITAL Training, etc.
John Wynn –              john.wynn@doas.ga.gov or 404-657-6930
                         VITAL DB Performance, Special data queries, VITAL reporting, etc.


                     General/Other – Office Fax 770-357-3193
                       General Mailbox fms@doas.ga.gov                                  40
                                 Georgia Department of Administrative Services
Questions & Answers



                                                  41
  Georgia Department of Administrative Services
Risk Management Services
Risk Management Services
• Self-Insurance mechanism of the State of Georgia

• RMS handles nearly all exposures associated with the
  operations of Georgia State Government assumed under the
  Georgia Tort Claims Act, Georgia State Law and Federal
  Statutes

• With $26.5B in property assets, 130,000 WC covered lives,
  $525M in liabilities under management, RMS would be in the
  top 25 of worldwide insurance organizations

• Sovereign Immunity waived under Georgia Tort Claims Act

                                                                       43
                       Georgia Department of Administrative Services
Risk Management Services
 • How we operate:
   ▪ Claims Mitigation - Internal claims staff handle retained
     losses
   ▪ Risk Financing - Purchase excess coverage in the
     insurance market and manage the RMS Trust Funds
   ▪ Risk Consulting - Support other state and quasi-state
     functions
   ▪ Loss Control – Comprehensive Loss Control Program
     (CLCP) designed to help agencies avoid or minimize
     losses in their organization.
   ▪ Enterprise Risk Management approach to loss
     prevention
   ▪ Annual Risk Report – Comprehensive report on risk
     related activities
                                                                        44
                        Georgia Department of Administrative Services
Risk Management Services

Auto Liability & General Liability
Risk Management Services

  Auto Insurance Program
  ▪ Auto Liability follows the driver not the vehicle

  ▪ Auto Physical Damage covers the asset - State vehicle for
    comprehensive and collision

  ▪ Auto Accidents - touch nearly all areas of RMS, therefore, auto
    exposures receive additional attention

  ▪ Single event most likely to result in the death of a state
    employee

  ▪ Top 3 most expensive Workers’ Compensation claim type
                                                                           46
                           Georgia Department of Administrative Services
Risk Management Services
Auto Program Statistics

• 100,000+ potential drivers
• FY2008 – 650 accidents involving Auto Liability
• Currently only 8700 of the states 21,000 vehicles
  are insured for Auto Physical Damage
• Average total cost of an accident $21,000.
• Cost of APD coverage – 1% of market value
• Cost for Auto Liability Coverage - $0 for 8 years



                                                                   47
                   Georgia Department of Administrative Services
Risk Management Services

 How Auto Exposures are addressed:
• Comprehensive Loss Control Program
   ▪ Driver Qualification
   ▪ Driver Training
   ▪ Accident Review Panels
   ▪ Participant Deductible Adjustments
   ▪ Vehicle Maintenance
   ▪ Claims Trending
   ▪ “Report My Driving” Stickers and post complaint call driver
     training
   ▪ Support post accident Drug and Alcohol testing
                                                                         48
                         Georgia Department of Administrative Services
Risk Management Services

General Liability Exposures
•   Slip and Fall cases
•   Negligent Road Design and/or Maintenance
•   Prisoner Civil Rights cases
•   Professional Negligence/ Malpractice
•   Employment Practices Liability

•   All cases brought under the Georgia Tort Claims Act, Georgia State Law and
    Federal statutes




                                                                               49
                               Georgia Department of Administrative Services
Questions & Answers



                                                  50
  Georgia Department of Administrative Services
Risk Management Services

Property Insurance
Risk Management Services

Property Insurance Program
•   16,000+ owned locations
•   5,000+ leased locations
•   $26.5B+ in building and contents asset values
•   All tracked in State Property Commission’s BLLIP
    database

• Program retains first $3M of each loss
• Program deductibles as low as $1000 per loss
• Business Interruption coverage available
                                                                        52
                        Georgia Department of Administrative Services
Risk Management Services

Property Program Loss Prevention
• Control preventable exposures:
   ▪ Insulate exposed pipes
   ▪ Use lightning/ power surge protection systems
   ▪ Place laptops in trunks of vehicles rather than in view
     of potential thieves
   ▪ Internal Financial Audits/ Accounting Oversight
   ▪ Give proper access to water valves
   ▪ Building/ mechanical system maintenance agreements
   ▪ Thermography studies

                                                                       53
                       Georgia Department of Administrative Services
Questions & Answers



                                                  54
  Georgia Department of Administrative Services
Risk Management Services

Workers Compensation
Risk Management Services

Workers’ Compensation Program

• Self-funded insurance mechanism established to comply with
  federal and state requirements

• Georgia Workers’ Compensation statutes

• Interpretation of and adjudication of applicable laws handled by
  the Georgia State Board of Workers’ Compensation




                                                                          56
                          Georgia Department of Administrative Services
Risk Management Services

Loss Prevention – Workers’ Compensation
•   Components of the CLCP
•   Workplace safety – including vehicles
•   Employee Training
•   Employee Education
•   Hazard Identification and Mitigation
•   Post accident claims trending and prevention
•   Loss Avoidance
•   Contractual Risk Transfer


                                                                        57
                        Georgia Department of Administrative Services
Risk Management Services

Loss Control – Workers’ Compensation
• Return to Work Program
• Georgia Activity Analysis
• Unbundled Claims Handling Program
   Certified Managed Care Organization (MCO)
   Medical Bill Review
   Third Party Administrator (TPA) claims staff
   Preferred Provider Network (PPO)
   Call Center


                                                                     58
                     Georgia Department of Administrative Services
Risk Management Services
Coming Attractions…
• PAWA – Protect American Workers Act
   Will make public entities OSHA compliant
• CLCP #9 Contractual Risk Transfer
   Address Georgia Supreme Court’s extension of GTCA
    to contract employees
• Debit Card Payments
   Alternative to paper checks for indemnification benefits
• New Federal Oversight
   CMS will review all payments to employees and third
    parties to eliminate duplication of federal medical
    benefits
                                                                       59
                       Georgia Department of Administrative Services
Risk Management Services
 Contact Information:

 Chris Risley – Director
 Christopher.risley@doas.ga.gov 404-463-5458

 Lisa Pratt – Workers’ Compensation
 lisa.pratt@doas.ga.gov 404-463-1499

 Tom Provancher – Property & Liability
 tom.provancher@doas.ga.gov 404-656-4817

 Ed Finnegan – Auto Liability and Physical Damage
 ed.finnegan@doas.ga.gov 404-463-7490


                                                                          60
                          Georgia Department of Administrative Services
Surplus Property
Change was inevitable…
Transformation was planned
  ▪ Migrate federal surplus to direct donation
  ▪ Closed warehouses in October 2008
     Moved remaining staff to Atlanta in June 09
  ▪ Implemented electronics pick-up capability
  ▪ Auto Auction contract
  ▪ Revised destruction/disposal policy
  ▪ Published GA Surplus Property Manual
    (available in PDF on www.surplusproperty.doas.ga.gov)




                                                                           62
                           Georgia Department of Administrative Services
Agency Benefits
•   Agency controls the process, greater flexibility
•   Direct vs. indirect expenses
•   No transportation expenses (time or money)
•   Reduces storage requirements
•   Assets are available state wide




           Average processing time 10-17 business days

                                                                         63
                         Georgia Department of Administrative Services
 General Asset Disposal (Chapter 8)
• Transfer (T) - State to state
• Direct Negotiated Sale (DNS) – State to local
  government or non-profit
• Vendor Return (V) – State to vendor, non-sale
• Internet Sales (IS) – Sale to the public
   Auction
   Buy It Now
• Authorized Disposal (AD)
• Electronics (ELC)

                                                                     64
                     Georgia Department of Administrative Services
Process Overview




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                   Georgia Department of Administrative Services
Property Transfer Form




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               Georgia Department of Administrative Services
 Descriptions & Photos (Chapter 9)

• Descriptions
                                                        •      Date taken out of service
                                                        •      Was this item known to be operational when last in
                                                               service?
  ▪ Complete                                            •      Acquisition cost if known
       Name, make, model, year                         •      What kind of damage if any
                                                        •      Engine type –how may cylinders? Motor – Size, Hp,
  ▪ Accurate                                                   Hours
       Don’t guess                                     •      Fuel type– Gas, Diesel, Propane, Electric
                                                        •      Voltage 110 or 220, Hertz, Single Phase or 3 Phase?
  ▪ Selling on line                                     •      What type of plug does the item have?
       Read the terms & conditions                     •      Brand, Manufacture, Model, Year, Serial Number
                                                        •      Weight
       Transactions are “as is-where is”               •      Size – provide dimensions: height, length and width
       Do not discuss operation or                     •      Tank size? Number of gallons
        functionality during inspection or              •      Type of tank? Material made of, Fiberglass, Metal,
                                                               Poly, etc
        pick-up
                                                        •      Generator – What is the KW size?
       Refer issues to Surplus before                  •      Is the item skid mounted or trailer mounted?
        customer leaves                                 •      All data plate information that is available

                              “Think like a customer”                                                  67
                                   Georgia Department of Administrative Services
Descriptions & Photos (Chapter 9)

 • Photos
    Uncluttered
    Full image
    As many as needed
    Light behind camera
    .jpg format
    400 x 600 pixels (1 mb)
    Rename for easy ID
    Store in virtual folder
    “A picture is worth a thousand words”



                       “Think like a customer”                             68
                           Georgia Department of Administrative Services
Vehicles (Chapter 14)
• Agency Responsibilities:
  ▪ Ensures accurate vehicle information
     Make, model, year, VIN, mileage

  ▪ Have original title

  ▪ Have all available keys

  ▪ Remove state equipment, markings (decals) and plates

  ▪ Transportation costs (if applicable)

  ▪   Complete & send Property Transfer form
                                                                          69
                          Georgia Department of Administrative Services
  Vehicles

• Auto Auction Sale                                • Sell on-site
   ▪ Fair market value exceeds                              ▪ Transportation costs exceeds
     transportation costs                                     fair market value
   ▪ No storage or security issues                 • Agency
• Vendor                                                    ▪ Take photos (4 minimum)
   ▪ May deliver or have picked up                          ▪ Complete Vehicle Inspection
       • $1.10/mile/vehicle                                   Form
   ▪ Inspects vehicle                                       ▪ Show at scheduled inspections
   ▪ Takes photos                                           ▪ “Close Sale”
   ▪ Can remove markings (bill back                                   • Transfer tile, keys, etc.
     to agency)
   ▪ Make available for donees
   ▪ Sells to highest bidder at
     auction
                                                                                                    70
                              Georgia Department of Administrative Services
Vehicle Inspection Form




                                                                71
                Georgia Department of Administrative Services
Electronics Disposal (Chapter 15)

• Electronics Issues
    Data security
    Electronics are environmentally hazardous
• May be disposed of through T, DNS, V, Sale, AD
    Criteria is different for each disposal option
• Vendor Disposal
    Agencies may deliver to vendor
    Vendor pick-up, transportation billed directly to agency
        Minimum $25 then $.03/lb




                                                                          72
                          Georgia Department of Administrative Services
Federal Property Acquisition
(Chapter 18)
• Direct Donation
   From federal agency to donee
   Always a service charge
• Agencies may screen for themselves
   http://gsaxcess.gov
   Login: 4757GA
   Password: GASURPLUS
• DOAS requests allocation from GSA
   If allocated, agency has 14 days to remove asset

                                                                    73
                    Georgia Department of Administrative Services
Contact Information
                Surplus Property Division
                200 Piedmont Ave. Suite 1208W
                Atlanta, GA 30334-9010
                O: 404-657-8544 F: 404-463-2912
                www.surplusproperty.doas.ga.gov
             Contact                 Phone No.                   E-mail
             Patricia Bebley         404-656-6912                pbebley@doas.ga.gov
             Tashika Cullins         404-651-6413                tcullins@doas.ga.gov
             June Jones              404-651-7446                jcjones@doas.ga.gov
             Lisa Moghazy            404-657-6951                lmoghazy@doas.ga.gov
             Gary Parker             229-931-2407                gparker@doas.ga.gov
             Larita Smith            404-656-5781                lsmith@doas.ga.gov

             Brenda Thomas           404-657-6938                bthomas@doas.ga.gov
             Steve Ekin              404-656-6871                sekin@doas.ga.gov

                                                                                        74
                       Georgia Department of Administrative Services
Questions & Answers



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  Georgia Department of Administrative Services
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Georgia Department of Administrative Services

				
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