Fleet Forum March 12, 2008. Fleet Forum Legislative Update Operators not in FleetFocus...
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Transcript of Fleet Forum March 12, 2008. Fleet Forum Legislative Update Operators not in FleetFocus...
Fleet ForumMarch 12, 2008
Fleet Forum
• Legislative Update
• Operators not in FleetFocus
• Responsibilities of Fleet Managers
• MVRC Update
• GPS
Legislative UpdateMargaret Chambers
HB 103Use of Division Services
63A-9-702. Authority of public to purchase natural gas from the state fuel network -- Rulemaking authority. (1) As used in this section, "private individual or entity" means any individual or entitythat: (a) is not acting under the authority of a federal, state, or local government agency; and (b) is not purchasing compressed natural gas from the state's fuel network for sale,resale, distribution, redistribution, trade, exchange, or in furtherance of a commercialenterprise.
(2) The division may allow a private individual or entity to purchase compressed natural gas from the state's fuel network if: (a) there is no commercial fuel site that meets the geographical compressed natural gas distribution needs of private individuals or entities; and (b) there is no emergency that, as determined by the division, warrants the holding of compressed natural gas in reserve for use by state or emergency vehicles.
Use of Division Services
(3) In accordance with Title 63, Chapter 46a, Utah Administrative Rulemaking Act, thedivision shall make rules: (a) giving state and local agencies priority to dispense and receive compressed naturalgas from the state's fuel network sites; (b) designating state fuel network sites that may be made available to privateindividuals and entities for the purchase of compressed natural gas; (c) defining the terms of operation for each site designated under Subsection (3)(b);
Use of Division Services
(d) unless otherwise prohibited by law, limiting the amount of compressed natural gas that may be purchased from the state's fuel network by any private individual or entity at any one time, or in the aggregate during any given period of time;
(e) providing conditions upon which a private individual or entity's authorization topurchase compressed natural gas from the state fuel network may be granted, revoked, orsuspended under this section;
Use of Division Services
(f) to establish or determine compliance with Subsections (2)(a) and (b); and (g) defining the term "geographical compressed natural gas needs of a privateindividual or entity."
Use of Division Services
HB 2
• The Legislature intends that Motor Vehicle Enforcement Officers be allowed commute use of vehicles assigned to them for law enforcement duties for fiscal year 2009. Thisauthorization will be provided by funds currently available for fleet vehicle costs and agency policies and procedures will outline the rules related to the use of these vehicles.
HB 2
• The Legislature intends that State History be allowed to expand their fleet by one vehicle.
HB2
• If funding is provided in the 2008 General Session, it is the intent of the Legislature that the Guardian ad Litem purchase two additional vehicles.
HB2
• It is the intent of the Legislature that DFCMs internal service fund may add up to three FTEs and up to two vehicles beyond the authorized level if new facilities come on line ormaintenance agreements are requested. Any added FTEs or vehicles will be reviewed and may be approved by the Legislature in the next legislative session.
HB2
• The Legislature intends that State History be allowed to expand their fleet by one vehicle.
HB2
• Agriculture and Food to purchase two vehicles in FY2008 and two vehicles in FY2009.
HB2
• It is the intent of the Legislature to allow SITLA to purchase one vehicle in FY2009.
HB2
• The Legislature intends that if the Department of Corrections is able to reallocate resources internally to fund additional Adult Probation and Parole agents, for every two agents hired, the Legislature grants authority to purchase one vehicle with Department funds.
HB2
• The Legislature intends that the National Guard be authorized to increase their fleet by two vehicles for use at Camp Williams to be funded 100% by Federal Funds.
HB2
• Lease RateSedans: 2004 contract price, less 18% salvage value, divided by current adjusted life cycle
Select trucks, vans, SUVs: 2004 contract price, less 21% salvage value, divided by current adjusted life cycleAll other vehicles: 2004 contract price, less 17% salvage value, divided by current adjusted life cycle
HB3
• Division of Fleet OperationsAuthorized Capital Outlay 1,300,000
• Insurance is authorized to allow State Fleet Services to purchase one additional fleet vehicle for Insurance Fraud investigations with existing division funds.
HB3
• Insurance Department is authorized to allow State Fleet Services to purchase up to nine additional fleet vehicles for Insurance Fraud investigations with existing division funds.
• Insurance is authorized to allow State Fleet Services to purchase one additional fleet vehicle for Insurance Fraud investigations with existing division funds.
SB3
• It is further the intent of the Legislature that these funds be used for AdoptionAssistance and Out of Home Care programs, the purchase of 19 vehicles for the Division of Child and Family Services and the David C. court monitor.
HB2
• Item 18 To Department of Administrative Services - Division of Fleet OperationsIt is the intent of the Legislature that the Division of Fleet Operations shall not lapse capital outlay authority granted within a fiscal year for vehicles not delivered by the end of the fiscal year in which vehicle purchase
orders were issued obligating capital outlay funds.
Capital Credit
Operators not in FleetFocus
Amanda Ronan
Operators not in Fleet Focus
• Fleet Operations is still finding there are employees driving State vehicles without an operator id in FleetFocus.
• 45 operators are in FleetFocus with incorrect drivers license information.
• In order to drive a State vehicle, the operator must be entered into FleetFocus with a valid drivers license.
Operators not in FleetFocusRule 27-3-3
(1) Agencies authorized to enter information into DFO's fleet information system shall, for each employee, as defined in section 63-30d-102(2), Utah Governmental Immunity Act, to whom the agency has granted the authority to operate a state vehicle, directly enter into DFO's fleet information system, the following information:
(a) Driver's name and date of birth;(b) Driver license number;(c) State that issued the driver license;(d) Each Risk Management-approved driver training program(s)
taken;(e) Date each driver safety program(s) was completed;(f) The type vehicle that each safety program is geared towards.
Operators not in FleetFocusEntering Operators
Operators can be entered into FleetFocus two ways:
• Agency creates operator id for employee in FleetFocus.
• Agency submits online Operator Id form which can be found at http://fleet.utah.gov/main/index.php?module=Pagesetter&func=viewpub&tid=1&pid=103.
Faxed Operator Id requests will no longer be accepted.
Responsibilities of Fleet Contacts
Sam Lee
Why have Fleet Contacts?
• There is a constant need by DFO fleet staff to either:– Share information with agencies– Gather information with agencies
• We need your help to keep the fleet vehicles managed properly– You are the “eyes,” “ears,” and sometimes
“legs” of fleet as we work together to keep the fleet running smoothly
How many fleet contactsshould my agency have?
• As many as you would like to have involved in fleet correspondence
• We require at least one contact for every category in fleet contact list
Who keeps track of the DFO fleet contacts?
• Gala Dumas– If you have changes
to any fleet contact types please contact Gala by email or phone
• All fleet contact information is stored in FleetFocus and is available through the “secured reports”
Fleet Contact Types
ACCIDENT REVIEW COMMITTEE
1. Responsible to retrieve and review accident information from the DFO secure web reports and report at least quarterly, the results of the committee voting to the DFO Accident Coordinator (currently Cerena Crosby).
2. The contact in this position is also responsible to ensure drivers with multiple accidents receive the appropriate defensive driver training and report the accident committee decisions to the agency DHRM representative to handle any disciplinary procedures as a result of preventable accidents.
ACCIDENTS
1. Responsible to coordinate the accident report and repair process as needed. Ideally, the driver of the vehicle at the time of the accident will report the details of the accident through the web form on the DFO web page.
2. The accident contact may input accident information where the driver is injured or otherwise unable to enter the accident report.
ACCOUNTING
Responsible to receive changes in rates associated with the rate matrix and/or other budget impacts related to fleet leased vehicles.
MILEAGE AUDITS Responsible to review and respond to the monthly:1. Miles per gallon (MPG)2. Cost per mile (CPM)3. Zero Miles audits available on the DFO secured web reports page.
The fleet contact is also expected to respond in a timely way to audit questions by the DFO Program Specialist (currently Angie Watson) as requested.
DRIVER COMPLAINTS
Responsible to investigate and respond back to DFO (currently Gala Dumas) when complaints are received by DFO concerning state vehicles and/or its drivers.
At a minimum the driver complaint contact is expected to respond back to DFO within 10 working days from the point the complaint was received by the agency.
Sometimes the public notifies us Sometimes the public notifies us about a problem with a fleet driverabout a problem with a fleet driver
LICENSING
Responsible to ensure all leased vehicles have a current license plate and current registration documents in the leased vehicle.
This fleet contact will receive a memo from the DFO Purchasing Agent (currently Anne Stehno) each January that designates which marked vehicles should receive safety/and or emission testing (an email will be sent by the DFO Purchasing Agent approximately 6 weeks before unmarked vehicle registrations expire).
Agency contacts are expected to receive all safety and emission testing certificates from employees in their agency and forward the certificates to the DFO Purchasing Agent for both marked and unmarked plates.
“FA USER” CONTACT
Contacts in this category are able to use FleetFocus and will receive appropriate updates about the fleet system as changes and/or upgrades occur.
FLEET BILLING
Responsible to receive and review the monthly agency billing information from DFO.
FLEET MANAGER
Responsible to receive all general questions from agency employees and/or DFO fleet staff concerning state leased vehicles.
FORUM CONTACT
Responsible to attend all quarterly fleet forum meetings and disperse the information presented at the meeting to the appropriate agency directors.
FUEL CARD CONTACT
Responsible to hand out new state gascards to fleet drivers as needed when cards are lost, stolen, or are not working properly. The contact is expected to notify fleet fuel card employees (current Kathryn Anderson and Karen Kraus) to activate cards and turn off cards no longer in service.
INVALID DRIVER'S LICENSE
Responsible to receive and process invalid license information from the designated DFO employee (currently Gala Dumas) when active fleet drivers fall into “invalid” statuses. The contact is expected to respond back to the DFO employee about the status of the invalid license within 5 working days from the point of notification.
MILEAGE CONTACT
Responsible to respond back to the DFO Program Specialist (current Angie Watson) concerning fuel card mileage update questions or general mileage questions when updates are not in line with refuel mileage history.
OPERATOR ID Responsible to create new operator ID’s and notify fleet personnel when operators are no longer active drivers within the agency. All state employees require the employee’s state identification number as part of the creation of their operator ID. The fleet contact in this category is expected to update driver’s operator ID’s as ELCID account codes and vehicle assignments change over time.
PREVENTATIVE MAINTENANCE
Responsible to investigate and report back to the DFO Support Services Coordinator (currently Gala Dumas) why identified leased vehicles from DFO are not current on preventive maintenance and report a PM mileage update that would bring the vehicle into compliance.
RECALLS
Responsible to notify agency drivers once a recall notice is received from the DFO Support Services Coordinator.
The contact is also expected to report back to DFO with the designated recall paper work once a recall has been completed.
REPORT CARD CONTACT
Responsible to review the report cards programs available on the fleet web page and keep designated information stored in FleetFocus at a level that reflects an “A” grade on the annual report cards.
VEHICLE EXCHANGES
The contact is responsible to notify agency drivers that their state vehicle is ready to exchange with the DFO Purchasing Agent in Draper (currently Anne Stehno). A memo will always accompany the exchange email and is expected to be forwarded to the individual driver that will make the exchange. (This applies to all agencies but DPS)
VEHICLE REPLACEMENT
Responsible to coordinate the vehicle “justification” process when the replacement will not be a compact sedan.
This contact is also responsible to coordinate with the DFO Purchasing Agent when: (1) the replacement vehicle needs to be something other than the standard class replacement(2) the replacement vehicle has additional equipment to be installed or the replacement vehicle is part of a three way exchange(3) when expansion of the agency fleet is authorized and additional vehicles are ready to be ordered.
TAKE HOME
Responsible to document the designated take home information on the Fleet on-line application for all take home drivers within the leasing agency.
The contact also has the responsibility to coordinate the gathering of the appropriate approval signatures to be submitted to the DFO Deputy Director (currently Sam Lee).
WEB REPORTS
Able to review the fleet web reports available on the DFO web page.
The contact is expected to monitor the data as appropriate to the area assigned above and take appropriate actions based on the information available.
MVRC UpdateMargaret E Chambers
MVRC Review
• Accident Review Committee Proposed Changes
• Energy Efficiency Progress/Direction
Right Size 85 Vehicles
Gallons Saved Per Year
76,929.16
Purchase Savings
$99,582.00
Auto Gasoline (Thou.Gal.) 76.93
Btu (Billion): 9.62
GHG Emissions (MTCO2): 682
Equivalent number of cars: 76
Fuel Savings/Year
$192,322.90
Fuel Cost Per Gallon
$2.50
MVRC Review
• Driver Eligibility
• Definitions in Administrative Rule (R27-1-2)
R27-1-2 (9) "Commute Use" means an employee driving a state vehicle from the employee's place of business to the employee's place of residence, until the start of the next business day for more than five calendar days per month.
R27-1-2 (40) "Take-home vehicle" means a state vehicle assigned to be driven to and from an employee's place of residence until the next business day and their assigned work location for more than five calendar days per month.
From the from the Driver’s License Division
• POINT SYSTEM• Over 21 Years of Age• The point system is part of Utah’s Driver Improvement Program. Points
are assigned for specific types of violations. If you acquire 200 or more points within a three (3) year period, you will be asked to appear for a hearing. Based on the hearing, you may be placed on probation, requested to take the Defensive Driving Course, or have your driving privilege suspended. The suspension may be for three (3) months, six (6) months, or one (1) year, depending on your record.
• Under 21 Years of Age• Utah drivers under the age of 21 are subjected to a more stringent point
system. An accumulation of 70 points or more within a three (3) year period may result in a hearing and a subsequent suspension or denial of driving privileges from 30 days up to one (1) year.
From the from the Driver’s License Division
(continued)• POINT DISTRIBUTION• Reckless Driving ....................................................80• Speeding (Depending on Severity) ...............35 to 75• Failure to Yield Right-of-Way................................60• Following too Closely (Tailgating) ........................60• Wrong Side of Road ..............................................60• Wrong Way on One-way Street ............................60• Red Light ..............................................................50• Stop Sign ...............................................................50• Improper Lookout..................................................50• Improper Passing....................................................50• Negligent Collision ................................................50• Other Moving Violations........................................40• NOTE: Except for speeding tickets, points may vary plus or minus 10%,
depending upon the recommendation of the court.Over 21 Years of Age
From the from the Driver’s License Division
(continued)
• Removing points off your driving record. See the following language also from the Chapter 8 of the Utah Driver Handbook:– By driving safely, you can clear your own record. The point
system provides that when you drive one (1) full year without being convicted of a moving traffic violation, half of the total points on your record will be removed. If you drive two (2) successive years without a conviction, all points will be removed from your record. Points for individual convictions are automatically removed from your record three (3) years after the date of the violation. As a further incentive, 50 points may be removed from your record upon completion of a defensive driving course recommended by the Division. This 50-point reduction will be permitted only once during any three (3) year
MVRC Review
• Moving the PM Schedule to a 5,000 and 7,500 mile rotation
• GPS in State Vehicles
GPS in State VehiclesAn update…
Sam Lee
Why Use of GPS?
1. Remote diagnostics for engine problems and emissions
2. Real-time mileage updates3. Decreased accidents costs (as a result of
lower speeds)4. Ability to identify:
– Vehicles with an excessive idling percentage– Speeding concerns with particular drivers – Unauthorized personal use of a vehicle– Vehicles with low miles per gallon averages
How widespread is GPS used?
• There are 2.5 million GPS units in service
• 5.8 million are expected by 2009– Study by CJ Driscoll
and Associates, February 2008 issue of Automotive Fleet
How it Works…
• Every two minutes the satellite takes a snapshot of the data and transmits the information to a cell tower
• Authorized fleet staff review the data through a secure web site
What is the cost of GPS?
• Potential Costs:– 2,500 Units x $500 = $1,250,000– 2,500 Units x $30 x 12 Months = $900,000
• 900,000 x 5 years = 4,500,000
• Total cost for 5 years = $5,750,000
1. Hardware = $500
2. Cell service = $30 / Month
Do benefits cover the costs?
• The current studies published in the fleet trade magazines point to a positive return on investment (ROI)– For example:
• Automotive Fleet, February 2008 Issue– Cox Enterprises 2,500 vehicles (out of
15,500)– Aqua Products (325 of 1,120 vehicles)– OmniSource (all 212 of it vehicles)– PoolCorp
» 6.5% Improved MPG» 15% Reduction in Maintenance Costs» Accidents dropped 40%
Pilot on State Vehicles
• For the past year we have been monitoring the data available on vehicles
• Most of the drivers are not aware the device is on the vehicle
What have we found?• Excessive speeding
problems– 122 miles per hour …– We have hundreds of
examples where state vehicles were traveling 90 to 100 miles per hour
– When speeding drivers have been contacted their speeds have mysteriously lowered to normal ranges…
• Unauthorized Personal Use
• High Idle times in some vehicles
Where are wegoing with GPS?
“Telematics will become the cornerstone of 21st Century fleet management…This information, combined with other day-to-day fleet management data, promises to reduce future operating costs by dollars not just pennies.”Telematics Captures the Missing Variables Needed for “Total Fuel Management” By Mike Antich, Automotive Fleet
Fleet ForumMarch 12, 2008
