This presentation provides an overview of Georgia's new centralized approach to fleet management. Key points include: - Georgia has over 21,000 state vehicles across multiple agencies, necessitating centralized management. - A governor's executive order established the Office of Fleet Management (OFM) within DOAS to develop policies, oversee purchasing and maintenance contracts, and implement a fleet information system. - OFM's goals are to standardize specifications, enforce policies to prevent waste, and provide data to "right-size" the fleet for cost savings. It is implementing maintenance and fuel contracts, a repository of vehicle records, and a pilot program.

1. Go to Office of Fleet
Management
Presentation
Go to Contract
Maintenance
Presentation
Go to Fuel Card
Presentation

2. The Longest JourneyThe Longest Journey
Begins with One StepBegins with One Step
Georgia’s New Approach to FleetGeorgia’s New Approach to Fleet
ManagementManagement

3. HeadlinesHeadlines

4. OverviewOverview
 BackgroundBackground
 Governor’s Executive OrderGovernor’s Executive Order
 Policies, Rules and RegulationsPolicies, Rules and Regulations
 Office of Fleet ManagementOffice of Fleet Management
 OFM Implementation Status UpdateOFM Implementation Status Update

5. BackgroundBackground
 With an estimated fleet size in excess ofWith an estimated fleet size in excess of
21,000 vehicles, only four companies in21,000 vehicles, only four companies in
the top 300 commercial U.S. Fleets arethe top 300 commercial U.S. Fleets are
larger than Georgia.larger than Georgia.
 Over the past 26 years, studies byOver the past 26 years, studies by
numerous commissions, consultants, andnumerous commissions, consultants, and
state agency reviewing activities reached astate agency reviewing activities reached a
common conclusion...the state’s fleetcommon conclusion...the state’s fleet
management activities should bemanagement activities should be
centralized.centralized.

6. DeficienciesDeficiencies
 Authority and responsibility for stateAuthority and responsibility for state
vehicles is fragmented among multiplevehicles is fragmented among multiple
agencies.agencies.
 Lack of policy enforcement resulting inLack of policy enforcement resulting in
abuse and waste of significant state funds.abuse and waste of significant state funds.
 Credible data and information for decisionCredible data and information for decision
making is not available.making is not available.

7. Governor’s Executive OrderGovernor’s Executive Order
 DOAS has broad-based authorityDOAS has broad-based authority
through Official Code of Georgiathrough Official Code of Georgia
statute.statute.
 DOAS/OPB/Audit to promulgateDOAS/OPB/Audit to promulgate
policies.policies.

8. Executive Order (continued)Executive Order (continued)
 DOAS to establish:DOAS to establish:
Standard Vehicle SpecificationsStandard Vehicle Specifications
Standard Anticipated Service PeriodStandard Anticipated Service Period
Statewide ContractsStatewide Contracts
Centralized Records RepositoryCentralized Records Repository
Office of Fleet ManagementOffice of Fleet Management
• Exemptions provided for.Exemptions provided for.

9. Executive Order (continued)Executive Order (continued)
 All state departments, institutions, boards,All state departments, institutions, boards,
bureaus, agencies and authorities shall:bureaus, agencies and authorities shall:
 Only purchase vehicles in compliance withOnly purchase vehicles in compliance with
standard specifications.standard specifications.
 Strictly comply with all policies, rules andStrictly comply with all policies, rules and
regulations associated with vehicles.regulations associated with vehicles.
 Use statewide contracts associated withUse statewide contracts associated with
vehicles.vehicles.
 Provide all information required to establish aProvide all information required to establish a
centralized records repository.centralized records repository.

10. Cost Benefits Associated withCost Benefits Associated with
Centralized Fleet ManagementCentralized Fleet Management
 Centralized Purchasing – Economies ofCentralized Purchasing – Economies of
ScaleScale
 Contract Maintenance – Reduction inContract Maintenance – Reduction in
OverheadOverhead
 Enforcing Policies – Prevent Misuse andEnforcing Policies – Prevent Misuse and
Abuse of State FundsAbuse of State Funds
 ““Right-Sizing the Fleet”Right-Sizing the Fleet”

11. Policies, Rules andPolicies, Rules and
RegulationsRegulations
 OPB/DOAS/Audit Policy MemorandaOPB/DOAS/Audit Policy Memoranda
• Policy 10, Rev. 3: Purchase, Operation andPolicy 10, Rev. 3: Purchase, Operation and
Disposal of Motor Vehicles and AssociatedDisposal of Motor Vehicles and Associated
Record-KeepingRecord-Keeping
• Policy 11: Assignment and Use of MotorPolicy 11: Assignment and Use of Motor
Vehicles for State Employees, VehicleVehicles for State Employees, Vehicle
Allowances Provided to State Agency Heads,Allowances Provided to State Agency Heads,
and Associated Record-Keeping.and Associated Record-Keeping.
 Motor Vehicle Management ManualMotor Vehicle Management Manual

12. Office of Fleet Management (OFM)Office of Fleet Management (OFM)
Objective:Objective:
Through policies, rules andThrough policies, rules and
regulations seek to ensure cost-regulations seek to ensure cost-
effective management of stateeffective management of state
owned vehicles in support of theowned vehicles in support of the
established missions and objectivesestablished missions and objectives
of departments, institutions, boards,of departments, institutions, boards,
bureaus, agencies and authorities.bureaus, agencies and authorities.

13. OFM Organization – 5 CriticalOFM Organization – 5 Critical
AreasAreas
 Fleet Information SystemFleet Information System
 Fleet OperationsFleet Operations
 Fleet PurchasingFleet Purchasing
 Fleet Records RepositoryFleet Records Repository
 Fleet Policy Compliance and AnalysisFleet Policy Compliance and Analysis

14. Fleet Information SystemFleet Information System
 Develop technical requirements forDevelop technical requirements for
statewide system.statewide system.
 Select statewide Fleet IT System.Select statewide Fleet IT System.
 Implement system.Implement system.
 Perform maintenance and upgrades.Perform maintenance and upgrades.
 Provide system training to all stateProvide system training to all state
agencies.agencies.
 Maintain OFM web site.Maintain OFM web site.

15. Fleet OperationsFleet Operations
 Contract Maintenance ProgramContract Maintenance Program
 Interagency Motor PoolInteragency Motor Pool
 Fleet Fuel Card ProgramFleet Fuel Card Program
 Alternative Fuels ProgramAlternative Fuels Program

16. Fleet PurchasingFleet Purchasing
 Centralized vehicle purchases.Centralized vehicle purchases.
 Motor vehicle order tracking.Motor vehicle order tracking.
 Vehicle receipts.Vehicle receipts.
 Develop common specifications.Develop common specifications.
 Contracting officer’s technicalContracting officer’s technical
representative.representative.
 Master vehicle inventory recordMaster vehicle inventory record
creation.creation.

17. Fleet Records RepositoryFleet Records Repository
 Maintain vehicle records to include:Maintain vehicle records to include:
• Ownership documents (title).Ownership documents (title).
• Assignment forms.Assignment forms.
• Purchase/transfer documents.Purchase/transfer documents.
• General vehicle correspondence.General vehicle correspondence.
 Obtain tag/registration and file forObtain tag/registration and file for
title of new/transfer vehicles.title of new/transfer vehicles.

18. Fleet Policy Compliance andFleet Policy Compliance and
AnalysisAnalysis
 Monitor compliance with policies, rules andMonitor compliance with policies, rules and
regulations.regulations.
 Conduct management reviews.Conduct management reviews.
 Perform vehicle utilization studies.Perform vehicle utilization studies.
 Determine optimal vehicle replacementDetermine optimal vehicle replacement
criteria.criteria.
 Conduct ad hoc analysis of vehicleConduct ad hoc analysis of vehicle
operations and operating costs.operations and operating costs.
 Conduct training as required.Conduct training as required.

19. OFM Implementation StatusOFM Implementation Status
UpdateUpdate
 Baseline Inventory Validation, Utilization andBaseline Inventory Validation, Utilization and
Optimization StudyOptimization Study
 Fleet CoordinatorsFleet Coordinators
 Pilot ProjectPilot Project
 StaffingStaffing
 Policies, Procedures and ProcessesPolicies, Procedures and Processes
 State Fleet IT SystemState Fleet IT System

20. Frequently Asked QuestionsFrequently Asked Questions
 Policy ExemptionsPolicy Exemptions
 Purchasing MoratoriumPurchasing Moratorium
 Transfers to/from State SurplusTransfers to/from State Surplus

21. Office of Fleet ManagementOffice of Fleet Management
Contract MaintenanceContract Maintenance
ProgramProgram

22. Contract Maintenance ObjectiveContract Maintenance Objective
 Provide agencies with a cost effectiveProvide agencies with a cost effective
solution for obtaining repair servicessolution for obtaining repair services
for state owned vehicles.for state owned vehicles.

23. Fleet Management’s RoleFleet Management’s Role
 Administer the vehicle contract maintenanceAdminister the vehicle contract maintenance
program.program.
 Advise Customers on Fleet MaintenanceAdvise Customers on Fleet Maintenance
Management issues.Management issues.
 Provide Technical Assistance to Customers.Provide Technical Assistance to Customers.
 Identify Federal/State Trends in FleetIdentify Federal/State Trends in Fleet
Maintenance Management.Maintenance Management.
 Establish agency cost thresholds for authorizationEstablish agency cost thresholds for authorization
of repairs.of repairs.

24. Maintenance ProgramMaintenance Program
VendorVendor
 Automotive Resources International, Inc. -Automotive Resources International, Inc. -
ContractorContractor
• No overhead - they record all repair dataNo overhead - they record all repair data
• Pay all invoices in advancePay all invoices in advance
• Evaluate all repairs for pricing and needEvaluate all repairs for pricing and need
• Gather all data and make available via theGather all data and make available via the
internet.internet.

25. Contract MaintenanceContract Maintenance
BenefitsBenefits
 PerformancePerformance
MeasurementsMeasurements
 Accident ManagementAccident Management
 Road & Trouble CallsRoad & Trouble Calls
 Centralized BillingCentralized Billing
 Life Cycle CostLife Cycle Cost
AnalysisAnalysis
 Fleet SystemsFleet Systems
DevelopmentDevelopment
 National AccountNational Account
ProgramProgram
 ManagementManagement
ReportingReporting
 In-House MaintenanceIn-House Maintenance
 Fuel Card IntegrationFuel Card Integration
 On-line access toOn-line access to
accountsaccounts

26. In House vs. ContractIn House vs. Contract
MaintenanceMaintenance
 On Average 1,391 Vehicles on Program in FY 2002On Average 1,391 Vehicles on Program in FY 2002
 POs Issued in FY 2002 by ARI = 5,944POs Issued in FY 2002 by ARI = 5,944 $ 960,939$ 960,939
• $10.85 Per Vehicle$10.85 Per Vehicle Per Month Program FeePer Month Program Fee $ 181,108$ 181,108
TotalTotal $1,142,047$1,142,047
 Cost to Issue A PO & Check Through StateCost to Issue A PO & Check Through State
• $170=Average Cost to Issue Check$170=Average Cost to Issue Check $1,010,480$1,010,480
• PO AmountsPO Amounts $ 960,939$ 960,939
TotalTotal $1,971,419$1,971,419
Savings Through ContractSavings Through Contract $829,372$829,372
Post Warranty & Field AdjustmentsPost Warranty & Field Adjustments $ 4,972$ 4,972
Approximate Savings………………………Approximate Savings……………………… $834,344$834,344

27. Customers Currently UtilizingCustomers Currently Utilizing
Contract MaintenanceContract Maintenance
 Secretary of StateSecretary of State
 Banking and FinanceBanking and Finance
 Department of JuvenileDepartment of Juvenile
JusticeJustice
 GeorgiaNet AuthorityGeorgiaNet Authority
 Department of HumanDepartment of Human
ResourcesResources
 UGA Board of RegentsUGA Board of Regents
 Dekalb TechDekalb Tech
 Department of LaborDepartment of Labor
 Dekalb Co. Comm. ServiceDekalb Co. Comm. Service
BoardBoard
 Georgia Public BroadcastingGeorgia Public Broadcasting
 Georgia LotteryGeorgia Lottery
 Industry, Trade and TourismIndustry, Trade and Tourism
 Department of EducationDepartment of Education
 Department of NaturalDepartment of Natural
Resources-EPDResources-EPD
 Department of RevenueDepartment of Revenue
 Department of CommunityDepartment of Community
HealthHealth
 Department of Youth ServicesDepartment of Youth Services
 Criminal Justice CoordinatingCriminal Justice Coordinating
CouncilCouncil
 Office of the Commissioner ofOffice of the Commissioner of
InsuranceInsurance
 Georgia Technical AuthorityGeorgia Technical Authority
 Georgia State UniversityGeorgia State University

28. Management of Vehicle MaintenanceManagement of Vehicle Maintenance
Scope of ServiceScope of Service
 Driver contacts ARI (1-800-227-2273) andDriver contacts ARI (1-800-227-2273) and
provides:provides:
Lessee data (________) + Assigned VehicleLessee data (________) + Assigned Vehicle
NumberNumber
 Utilize Toll Free Phone NumbersUtilize Toll Free Phone Numbers
 Staffed by ASE Certified TechniciansStaffed by ASE Certified Technicians
 Repair Authorization Received Prior to WorkRepair Authorization Received Prior to Work
 Calls Answered Within 30 SecondsCalls Answered Within 30 Seconds
 Provides Accident ManagementProvides Accident Management

29. Coupon BookCoupon Book
 Preventive maintenance (PM) schedules set-up to meet thePreventive maintenance (PM) schedules set-up to meet the
requirements of manufacturers and the needs of the Staterequirements of manufacturers and the needs of the State
 Designed to be both reminder and means for paymentDesigned to be both reminder and means for payment
 Driver Convenient - No out of pocket expensesDriver Convenient - No out of pocket expenses
 Valid at over 70,000 National Account VendorsValid at over 70,000 National Account Vendors
 Discounts ranging from 10% to 25% off of normal retail pricesDiscounts ranging from 10% to 25% off of normal retail prices
 Independent vendors will also honor the coupon bookIndependent vendors will also honor the coupon book
 Controlled authorizationControlled authorization
 Exception reports identify vehicles not inException reports identify vehicles not in compliance with PMcompliance with PM
schedulesschedules

30. Options Available on ARIOptions Available on ARI
Internet AccessInternet Access
 Operating CostsOperating Costs
 Service HistoryService History
 Fuel Use & CostFuel Use & Cost
 Estimated Odometer HistoryEstimated Odometer History
 Damage ManagementDamage Management
 Billing QueryBilling Query
 Create & Save Excel Export TemplatesCreate & Save Excel Export Templates

31. Frequently AskedFrequently Asked
QuestionsQuestions
Please refer to handout for aPlease refer to handout for a
list of common questions andlist of common questions and
concerns.concerns.

32. OverviewOverview
 Establish Authorization Level for Repairs
 Reduce Vehicle Operating Cost
 Use Scheduled Preventive Maintenance Scheduler
 Capture Maintenance Data
 Cost Savings Through Warranty Claims & Field
Adjustments
 Use National Vendors (Where Possible)
 Use State Contracts
 Vendor open 24 / 7 / 365

33. Office of Fleet ManagementOffice of Fleet Management
Fuel Card ProgramFuel Card Program

34. Wright Express and State ofWright Express and State of
GeorgiaGeorgia
 Number of Credit Cards: 18,000 Est.Number of Credit Cards: 18,000 Est.
 Number of Gallons/Month: 890,000 Est.Number of Gallons/Month: 890,000 Est.
 Number of Accounts: 220Number of Accounts: 220
 Retail Sites in Georgia and On-siteRetail Sites in Georgia and On-site
FuelingFueling
 Card Expiration Dates for Three YearsCard Expiration Dates for Three Years

35. Tax Exempt BillingTax Exempt Billing
 Invoice is Net of TaxesInvoice is Net of Taxes
 Federal & State Tax Exemption = Approx.Federal & State Tax Exemption = Approx.
25¢ per gal25¢ per gal
 Savings of Approx. $213,000 Per Month orSavings of Approx. $213,000 Per Month or
$2.5M Annually$2.5M Annually

36. Comprehensive FuelComprehensive Fuel
Management SystemManagement System
 Fuel Data and Management Reports asFuel Data and Management Reports as
RequiredRequired
 One Itemized Bill MonthlyOne Itemized Bill Monthly
 Track Fuel and Emergency Service/RepairTrack Fuel and Emergency Service/Repair
Expenditures By VehicleExpenditures By Vehicle
 Integrate Fuel Data Into Vehicle MaintenanceIntegrate Fuel Data Into Vehicle Maintenance
Management SystemManagement System
 On-line Card ManagementOn-line Card Management

37. WEX OnlineWEX Online
• Card MaintenanceCard Maintenance
• Driver PINDriver PIN
MaintenanceMaintenance
• Exception ReportingException Reporting
• Transaction AnalysisTransaction Analysis
• (Examples - as(Examples - as
handouts)handouts)
• Electronic BillElectronic Bill
• Vehicle AnalysisVehicle Analysis
ReportReport
• PurchasePurchase
• Daily Best Fuel PriceDaily Best Fuel Price
• AuthorizationAuthorization
ControlsControls
Internet Based Tool For:Internet Based Tool For:

38. On-LineOn-Line
Exception ReportingException Reporting
 High Octane Fuel (87+High Octane Fuel (87+
Octane)Octane)
 Purchase AmountPurchase Amount
 Non-Fuel PurchasesNon-Fuel Purchases
 Fuel QuantitiesFuel Quantities
 Multiple Daily FuelMultiple Daily Fuel
PurchasesPurchases
 Date, Time & NameDate, Time & Name
 Fuel LocationFuel Location
 Excess QuantitiesExcess Quantities
 Weekend Fuel PurchasesWeekend Fuel Purchases
 Diesel Fuel PurchasesDiesel Fuel Purchases
 After Office HoursAfter Office Hours
 Price Per GallonPrice Per Gallon
 Merchant StateMerchant State
 Zip CodeZip Code
 Inactive Fuel CardsInactive Fuel Cards
 Fueling-Non StateFueling-Non State
VehiclesVehicles

39. Wright Express Customer ServiceWright Express Customer Service
 24 Hours a Day/Seven Days a Week24 Hours a Day/Seven Days a Week
 1-800-492-06691-800-492-0669
 Spanish Speaking: 1-888-437-6022Spanish Speaking: 1-888-437-6022
 Premium Fleet Service (Letitia Rose) 207-523-6604Premium Fleet Service (Letitia Rose) 207-523-6604
 National Account Mgr. (Brian Truman)National Account Mgr. (Brian Truman)