Maintenance Contract for Pc Repair by oeb47489


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   JUNE 5, 2007
  Marvin McClain

   Fleet Services
DOAS Office of Fleet

   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
 Lynn Vellinga

State Accounting
State Accounting
  Office (SAO)
                 What is AMP ?

• Enterprise Asset Management System
• Asset Management Program (AMP)
• ALL state assets on one system (eventually)
• Fleet will be first implementation
   Shelley Nickel

Governor’s Office of
Planning and Budget
 Brad Douglas

 Department of
Services (DOAS)
     Department of Administrative Services


              June 2007
   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
        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
      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
 Involve agencies and universities to become part of the
 Develop baseline metrics and benchmarks to measure
  performance improvements
 Utilize technology to analyze and assist in managing the
  State’s fleet aggressively and proactively
               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
        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
• 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
      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
   Fleet Management System
• System is near initial completion stage
     • Supplier performance issues have impacted roll-
     • Initially, system will track most fuel usage, some
       maintenance costs & utilization of certain state
     • 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
   Jim Sever

Systems Manager-
Asset Management
State Accounting
  Office (SAO)
 Fleet Management
System Support for
                 High-Level Call Flow

         Agency User
                                          New User
Agency    Request
           Service                           Or
                                        User Changes
                       Fleet Coordinator                Security Coordinator
                                 T                                F
  Office of                  S H
                             Y   E
   Fleet                     S   R
Management                   T
                             E     Office of Fleet Management

                                     Maximo Help Desk      Security Admin.
            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:

- User Communications from SAO:
- Feedback to SAO:
 Fleet Management System Training

        - 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:
OnDemand Training for FMS
OnDemand Training for FMS
OnDemand Training for FMS
                                  After go-live (What's next?)

                             Develop             Identify and Prioritize Enhancements
Efficiencies & Growth

                                              Identify New          Develop Implementation Plans
                                               Customers                 for New Customers

                            Prioritize P2    Develop Imp Plans      Develop Implementation Plans
                              Projects       for P2 Projects            for System Interfaces

                                             Identify New Sys.      Develop Implementation Plans
                                             Interfaces                   for enhancements

                             Application Maintenance and Support

                              Q1                   Q2        Time       Q3                 Q4
   Barry Vincent

  Motor Vehicle
Operations Manager
DOAS Office of Fleet
The Fleet Management System Is Powered By
          Maximo Enterprise Suite
• Web-based system
• Access limited by agency organization
• What you see is based on your position
  and responsibilities
• Important to define roles of users
    Roles and Responsibilities

•   Agency Requestor
•   Agency Approver
•   OPB Approver
•   OFM Fleet Approver
•   Agency Receiver
•   Agency Fleet Coordinator
•   Agency Maintenance Planner
   Replaces FIS

  Replaces ALL
 Currently Used External
Vehicle Request Processes
Vehicle Requests
       Start Center

Shows items requiring action
Continuous Vehicle Request Status
Standard Vehicle Request
Request and Purchase Information
           VR Summary
Request and Purchase Information
    Requestor / Accounting System
Request and Purchase Information
     Purchase Source Information
Requested Vehicle Information
       By Vehicle Listing
Requested Vehicle Information
Cloning for multiple vehicle requests
Requested Vehicle Information
     Go to Line Item Details
Vehicle Request Details

By Line Item On Request
 Requested vehicle details
  By Line Item On Request
Type Request / Replaced Vehicle ID
 By Line Item On Request
Accounting and Budget Information
Submit with a click
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
Asset Records
        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
• Very few changes to data entry
           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)
Vehicle Search Screen
Agency Fleet Asset Record
Agency Fleet Vehicle Characteristics
Agency Fleet Cost Screen

 Cumulative Cost Of Ownership

Mileage, Fuel Use, and Fuel Costs
       Tracked By Meters
Fuel Transactions
            Manual Fuel Entry

• Entry is made from the Vehicles
• Manual entry should begin immediately
  after the system is placed on line.
         Updating Meters

All Fuel Transactions Other Than WEX
Maintenance and Repairs
     Vehicle Maintenance Application

• All Maintenance events entered in this
• Agencies able to begin entering
  maintenance at go-live.
• Other Cost of Ownership also entered
    Work Order List Screen

Lists Work Orders In Same Way As
    Work Order Header

Vehicle Info and Maintenance
Maintenance Work Order

 Non – Interface Work
Must be completed or cost is lost!!
         Work Order Detail

One or more lines describing repair and
            VMRS Codes

Codes all maintenance to be placed in
    categories and summarized
  Marvin McClain

   Fleet Services
DOAS Office of Fleet
Transition from: Fleet Information System to
         Fleet Management System

 • Verify/Validate all FIS data, especially
   vehicle count
 • Expedite vehicle receipt documents, clear
   pending vehicle screen in FIS
 • Verify fuel card accuracy, one gold card
   per vehicle
 • Prepare for rapid FY2007 Annual Mileage
   entry into FIS
 • Verify vehicles being replaced
    User PC System Requirements

•   Intel Pentium Based Processor
•   512mb RAM
•   SVGA Monitor (1024 x 768)
•   Windows 2000/XP Professional
•   Internet Explorer 6.0
•   Popup Blockers Turned Off

• At Go-Live the system will:
   – Maintain vehicle inventory for current fleet and new
   – Standardize vehicle requests
   – Allow entry of all vehicle cost data
   – Provide limited history
   – Provide limited number of printed reports

 Additional functionality being developed
     for implementation post go-live

We are web casting and recording this meeting, so please approach
one of the floor microphones during the Q & A session when you
want to ask a question. Thank you.
                       Panel Members

Jim Sever          Barry Vincent     Richard Stokes    Nancy Parrott
SAO                DOAS              DOAS              DOAS
Asset Management   Office of Fleet   Office of Fleet   AMP Project
                   Management        Management

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