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  1. 1. WEBINAR Presentation for Fleet Coordinators October 3, 2006
  2. 2. AGENDA <ul><li>Program/Project Review </li></ul><ul><li>Progress Update </li></ul><ul><li>User Set-Up Process </li></ul><ul><li>Training Info! </li></ul><ul><li>What You Need to Know! </li></ul><ul><li>NEXT </li></ul>
  3. 3. Overall Program Goals Enterprise Asset Management System Information Technology General Assets and Surplus <ul><li>Consolidate the state’s assets into one view </li></ul><ul><li>Design and implement a single solution that will track and facilitate the management of all hard assets. </li></ul><ul><li>Address the CNG’s goal of providing tools to manage the Total Cost of Ownership (TCO) for the State’s Assets and value to the missions of the state </li></ul>Aligned with the needs of the state and the Governor’s goals, the Asset management Program (AMP) is driven by three simple goals Real Property Fleet
  4. 4. Fleet/Surplus Partners <ul><li>IBM – implementation partner </li></ul><ul><li>MRO Maximo – software partner </li></ul><ul><li>Spherion – IV&V partner </li></ul>
  5. 5. MRO Maximo Software <ul><li>Provides core functions of procurement support, inventory and tracking support, work flow automation, performance management analysis and reporting, work order management, and contract management </li></ul><ul><li>Provides key decision makers with a tool to gather data from numerous data sources. </li></ul>
  6. 6. Project Objectives <ul><li>Establish Enterprise Asset Management capability for the State of Georgia that will integrate data with other existing systems beginning with Fleet and Surplus business units. </li></ul><ul><li>Implement MRO Maximo software to support the asset tracking and management requirements for the state’s rolling stock vehicles and the retirement of all assets through Surplus Property . </li></ul>
  7. 7. Upcoming Fleet Milestones
  8. 8. Fleet Processes in Maximo
  9. 9. Implementation Highlights Maximo will replace the current “paper” process for submitting vehicle acquisition requests All vehicle acquisitions and all disposals or transfers will be recorded in Maximo All inventory data currently tracked in FIS will be in Maximo Maximo will be integrated with SAO PeopleSoft to support the purchasing process All state entities will be required to enter maintenance and cost data for their vehicles into Maximo Historical data from ARI, WEX, and GDOT’s Fleet Anywhere in Maximo
  10. 10. Cost data manually entered or interface built from current system into Maximo All vehicle maintenance and cost data must be entered into Maximo Agencies using other financial systems will need to update vehicle records with PO data Integrated with SAO PeopleSoft to support purchasing process Maximo access/knowledge needed to research Inventory data tracked in FIS will be in Maximo Agency staff will need to log in to Maximo to update asset record for disposals/transfers Vehicle acquisitions and disposals/transfers recorded in Maximo Person(s) initiating requests must know how to generate a request in Maximo Replace “paper” process for vehicle acquisition requests New Tasks New Process
  11. 11. Information Flow
  12. 12. Increased Accessibility
  13. 13. Fleet Maximo Users Generates work orders and records maintenance data on work orders. State Agency Maintenance Technicians Creates, maintains and updates system asset records. Fleet coordinators generate fleet cost reports related to assets and planned and unplanned maintenance. State Agency Fleet Coordinators Receives ordered vehicles from the car dealership and/or from Surplus and creates, maintains, and updates asset records. State Agency Receivers Reviews Vehicle Requests prior to OBP review and either approves or declines the Vehicle Request; creates, maintains, and updates asset (vehicle) records; and, generates management and analysis reports and vehicle assignment reports. Fleet Analysts Reviews Vehicle Requests and verifies the Agency’s allotted budgeted and number of vehicles, then either approves or cancels the Vehicle Request. OPB Approvers Reviews Vehicle Requests as entered by the State Agency Requester and approves or declines the vehicle orders or transfers. State Agency Approvers Creates the original request to purchase new vehicles and/or transfer disposed vehicles out of surplus State Agency Requesters Description Role
  14. 14. Initial Maximo Users <ul><li>Users @ go-live: </li></ul><ul><ul><li>All current FIS users </li></ul></ul><ul><ul><li>All users submitted to project team as of 9/29 </li></ul></ul><ul><li>Security Levels: </li></ul><ul><ul><li>FIS users set up as Agency Fleet Coordinators </li></ul></ul><ul><ul><li>Other users based on Roles submitted </li></ul></ul>
  15. 15. SAO User Set-Up Process SAO creates new user in Maximo Submits to Agency Security Officer New user completes request form Once approved, sent to SAO Same as for PeopleSoft 8.8 users
  16. 16. “ We Don’t Use PeopleSoft 8.8” <ul><li>We will adapt to your process: </li></ul><ul><li>Forms w/instructions will be provided to Fleet Coordinators </li></ul><ul><li>Your “Security Officer” will be added to SAO’s list </li></ul>
  17. 17. User Administration Info.
  18. 18. Training Overview <ul><li>Web-Based Training (WBT) for all Maximo Users; on your desktop, whenever you need it </li></ul><ul><li>Topics based on functions you will perform in Maximo </li></ul><ul><li>Coordination with agency training groups </li></ul><ul><li>On-Line Tools: </li></ul><ul><ul><li>Quick Reference Guides (Job Aid) </li></ul></ul><ul><ul><li>Business Process Document </li></ul></ul><ul><ul><li>Performance Support System </li></ul></ul>
  19. 19. WHERE? SAO Homepage
  20. 20. User Training Location
  21. 22. Fleet Training   Assign Motor Vehicle         ASSIGN VEHICLE Record Unplanned Maintenance           RECORD UNPLANNED MAINTENANCE       Insure Vehicle     INSURE VEHICLE       Request Fuel Card     REQUEST FUEL ACCOUNT       Change Vehicle Operational Status       Update Vehicle Record Manually               Create Vehicle Record Manually     RECEIVE VEHICLE           Complete VR           Receive Notification       Approver VR           Update VR Update VR Update VR     Review VR Review VR Review VR             Create Vehicle Request (VR) REQUEST/ APPROVE VEHICLE REQUISITION AGENCY MAINTENANCE TECHNICIAN AGENCY FLEET COORDINATOR OPB APPROVER FSS FLEET ANALYST AGENCY APPROVER AGENCY REQUESTOR LESSONS
  22. 23. Training Tools <ul><ul><li>Quick Reference Guides : Provides users with step by step instruction on how to perform a particular topic. It can be used on a daily basis as an aide to performing the steps necessary to perform your job. </li></ul></ul><ul><ul><li>Business Process Document : Provides users with step by step instruction as well as the example used in the web based training. It can be used to review the example/scenario used in the WBT. </li></ul></ul><ul><ul><li>Performance Support System : This is integrated through the “Do-It” mode of the WBTs. You can run the WBT “Do-It” mode in the background as you perform specific tasks within Maximo and refer to it as you need assistance performing the task. </li></ul></ul>
  23. 24. What You Need to Know <ul><li>Training courses available on-line beginning Tuesday, October 10 th </li></ul><ul><li>Complete course(s) and on-line evaluation form prior to October 16 th </li></ul><ul><li>Receive e-mail with user ID and password </li></ul>
  24. 25. Training Deployment <ul><li>Web-based courses for all users </li></ul><ul><li>Classroom training coordinated with agency training resources, as needed </li></ul><ul><li>Fleet Support Services to assist during transition </li></ul>
  25. 26. Technical Assistance <ul><li>Agency Interface Requests: </li></ul><ul><ul><li>Department of Corrections </li></ul></ul><ul><ul><li>Georgia Forestry Commission </li></ul></ul><ul><ul><li>Department of Public Safety </li></ul></ul><ul><ul><li>Board of Pardons and Paroles </li></ul></ul><ul><li>Interface Instructions Available </li></ul>
  26. 27. Important Dates October 16th System Go-Live October 10th Begin User Training
  27. 28. What to for. . . . More Updates on SAO website Security Officer Instructions Update from Fleet Support Services 2 nd Survey
  28. 29. Contacts <ul><li>Nancy Parrott [email_address] </li></ul><ul><li>Fidelia Johnson [email_address] </li></ul><ul><li>Marvin McClain [email_address] </li></ul>
  29. 31. Thank You !