10752 Workshop Challenges and Solutions for Public Fleet Managers · 2016. 9. 12. · 9/12/2016 6 Challenges and Solutions for Public Fleet Managers “Out of the Box” Uses for

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City of Aurora Colorado

Pam Chesemore

Systems Analyst/Administrator

What to look for in a Fleet Management System

Challenges and Solutions for Public Fleet Managers

City of Aurora3rd Largest City in Colorado

Population (2014) 353,108Land Mass – 154 square milesAverage Snow Fall – 52 inches2015‐2016 Snow Fall – 72 inchesAverage Rain Fall – 17 inches


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What does a System Analyst do at the City of Aurora

SOLVES EVERYONES PROBLEMS!

1981 Joined Fleet Services

Data entry clerk typed mechanic notes onto work orders, input fuel transactions

As the fleet grew and more responsibilities were added changes were necessary.

Systems Analyst/Administrator oversees our management software office managerresponsible for yearly fuel purchases totaling 3.5 million $ Colorado state certified System Operator First line of defense between Fleet and our customers


1995 Technology was catching up with Fleet – we needed a much better way to track assets, bill repairs and tell our story. But what is a good program and

where/how do we find them?

We struggled with the question “What don’t we know we don’t know?”

Created RFP – received responses from four (4) software management companies

As a group we made a list of items that were important to us

Vendor support staff easily accessible √

Colorado customers √

Training program √

Real time tracking of labor/parts √

Fleet is an Enterprise fund. Billing our customer for fuel, maintenance and repair was essential √

Report generation √

Asset inventory reporting – how many vehicles do we have and where are they assigned?

Track fuel usage √

Mechanics productivity √

Preventative Maintenance program √

Yearly networking conference not convention √

Software company with a culture of continued improvement of their software √


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2016 Question ‐ How far have we come?Answer – Light Years!

>First install was a BOS(Dos) based system. > Currently we are in the process of migrating to a Web based software>130 reports are available. Each screen has a Search, Query function. The Search and Query function can be exported into Excel.> Track data not necessary related to repairs of their assets i.e. GPS, docking stations, radios etc.> Identifying an information need, process/procedure “hole” is an opportunity to drill down even further> Graphics applet – The graphics module allows for all staff members to easily access documents previously filed. No one has to leave their workstation to view the documents associated with an asset.

Example of items scanned: recalls, registration, title, new purchase paperwork, sublet invoices, vehicle pictures, inspections

The sky is the limit on what you can import into the graphics module.

>Dashboard – real time monitoring of your Key Performance Indicators (KPI) Asset Availability, Shop Turn Around, PM Compliance, Cost Per Meter, Utilization, Open WO by Status, Technicians Productivity, Scheduled/Non Scheduled Repairs Comparison, Inventory Turn, Average Age of Asset.

> Exceptional vendor support – problem solving technicians a phone call away> User friendly – tutorials>Powerful 15 point Vehicle Replacement program – Meter/Age/Maintenance Cost


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Asset Makeup

Total fleet assets 2,945miles driven 2015 10,756,134

Public Safety – Police 592Patrol Vehicles –Ford Crown Vic/Ford Interceptor/Chevrolet Caprice 194

BMW Motorcycles – 27

Public Safety – Fire 98Apparatus – E‐One 25

Public Works – Administration, Inspection, Street Maintenance, Sweepers, Facilities 770

Aurora Water – Administration, Construction, Inspection, Maintenance, Sewer 54

PROS – Parks/Golf 1,185


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“Out of the Box” Uses for our

Management System

Physical Assets

What are your physical assets costing you (Purchases /Maintenance/Repairs) and are the totals at your fingertips?

Create an asset record for each of the following.

Generators

Crane inspections/repairs

Tire Machine

Paint booth

Alignment rack

Fuel Dispensers

Fuel Tanks – three (3) fueling sites – 30 dispensers

304,000 diesel, 676,000 gallons of unleaded

Vehicle lifts

Garage door repairs

Miscellaneous tools, supplies

Each time a repair is completed we open a work order, input the invoice as a non‐billable charge and scan the invoice, attaching to the asset in the FASTER Equipment applet. Cost are tracked monthly/yearly.



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Challenges and Solutions forPublic Fleet Managers

“Out of the Box”Uses for our

Management System

Personnel “Assets”

Your staff members are a vital asset. Do you truly know what professional license, training, physicals and/or certifications are required of them and are you tracking the costs and expiration dates?

What can be tracked? Examples below can be tracked in the FASTER Asset system as a Preventative Maintenance (PM). Reports can be run at anytime.

CDL license – track staff with CDL license whether Fleet, Public Works, Parks etc.CDL physicals Certifications – ASE, Crane Repairs, Welding, Force One, Fire apparatusCPRDefensiveDrivers license – update as a part of yearly evaluationsFEMA classesHearing testInternal Training classes OSCHA training classes


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Events that presented us with Ah Ha moments

Theater shooting July 20, 2012Flood September 2012

Presidential Campaign stop November 2012

EOC – Emergency Operation Center – staffed by 20 department representatives at our Municipal Justice Center


Questions we were being ask quickly:Who has CDL’s – how rapidly can we contact them?Who has Homeland Security clearance – needed to drive a dump truck with the bombs in the back across Aurora to a land fill for detonationWhat vehicles have pony tanks –vehicles at both the crime scene and apartment complexWhere can we purchase bulk portable cell phone chargers


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September 2013 flood12 inches of rain over three days


Quickly created repair types allowing us to track labor and parts associated with storm damage for FEMA reimbursementThe EOC (Emergency Operation Center) was flooded, we were communication by phone/text/emailThe location of vehicle overnight parking is tracked via the Equipment applet. This allowed us to quickly assign vehicles across departments

One block east of Fleet Services


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Presidential Campaign Stop2012

3:15 on a Friday afternoon I received a call from the Emergency Operation Center requesting a list of city vehicles with light bars and the department assigned with the drivers name. The President had changed his schedule and would be making a “quick” stop at the Aurora Community collage.

We had not tracked light bars on non Patrol vehicles so we all went into overdrive, actually three of us did.

What should have been an easy task was not – it is NOW


ODDS AND ENDSMotor Pool – 24 vehicles

4 C‐Max

2 Prius

6 Executive Vehicles – Highlander, Escape, Trailblazer, Jeeps

2015 miles driven 87,043

Colorado User Group

100 members strong

Members from the East to the West Coast – Ohio, Florida, Wisconsin, New Mexico, Texas

Great networking tool

Central chairperson will send out emails with questions for the whole group

Sample ? What labor rate is charged?

Does anyone haul Toro 5900 mowers on trailers and if so what type trailer? and do you have any specs you would share?

Quarterly meetings

Yearly meeting is attended by the CEO and Vice President


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Service CenterAllows your customer via the intranet to access vehicle repair information


Thank you for your time and attention. It has been an honor for me to spend this

time with you

I would love to answer any question you may have at this time.

If in the future questions arise, feel free to phone me at:

303.326.8022 (MST) office hours 7 a.m. ‐3:30 p.m.

[email protected]


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Documents

10752 Workshop Challenges and Solutions for Public Fleet Managers · 2016. 9. 12. · 9/12/2016 6 Challenges and Solutions for Public Fleet Managers “Out of the Box” Uses for