State of Georgia Fleet Management Case Study
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Millions of Details. One Powerful Database.
How the State of Georgia Uses AssetWorks Software To Accurately and Effectively Manage Its Department of Transportation Fleet
Whether in song, film, or literature, Georgia's beauty and historical significance have captivated people for hundreds of years. Perhaps that is why Georgia's population has grown 36% (2.35 million) since the 1990s, making it one of the fastest-growing states in the country.
Back in 1972, when Jimmy Carter was the Governor of Georgia, he created the state's Department of Transportation (GDOT). Today, the Georgia DOT employs approximately 6,000 people who plan, construct, maintain and improve the state's road and bridges; provide planning and financial support for other modes of transportation such as mass transit and airports; provide airport and air safety planning; and provide air travel to state departments. GDOT also provides administrative support to the State Tollway Authority and the Georgia Rail Passenger Authority.
With a combination of 33 vehicle shops and warehouses performing maintenance, tracking purchases, warranties, and parts inventory for a equipment count of over 9,000 rolling stock and off-road equipment, the Georgia DOT has an on-going need for extreme accuracy in managing its fleet operations. Since 1998, AssetWorks FleetFocus™ has been the fleet management software solution that Georgia uses to accomplish this enormous task.
Details and Accountability
Georgia's transportation infrastructure encompasses 114,862 miles of public roads, 4,836 miles of railroad, 103 publicly owned airports and four shipping ports. From tracking asphalt and tires to fuel consumption and employee hours, the Georgia DOT is accountable for managing millions of details that comprise its fleet operations. With a total budget of nearly $2 billion, the Department undergoes regular audits to ensure that its fleet remains efficient, economical, and closely controlled.
"FleetFocus is great for audits," stated Charlene Nelson, FleetFocus Operations Manager for the State of Georgia Department of Transportation, General Support Services. "Every agency we work with – and office we report to – loves our FleetFocus database because the information pertaining to our equipment is the most accurate within the State of Georgia."
AssetWorks FleetFocus provides the functionality the Department needs to stay on top of the most critical data within its fleet operations. Here are some of the significant ways in which GDOT benefits from FleetFocus:
- Accurate, User Friendly Reports – Prior to using FleetFocus, it took the Department days to get reports, but now staff can access reports instantly with data that is updated in real-time. The Department is also able to set parameters that allow certain users at specific locations to see only what they need to see which contributes to effective security measures.
- Better Equipment Utilization and Consumables Tracking – FleetFocus allows GDOT to identify and assess how every piece of equipment is utilized and the Department can check that data against fuel usage per equipment. This allows them to automatically gauge fuel discrepancies and pull equipment if fuel use indicates a problem. This also helps eliminate "shrinkage" and catch fraud.
- Easily Integrated Information – All warehouse items, vendor information, and purchasing is handled with FleetFocus, which interfaces seamlessly with the Department's PeopleSoft financial system. There is no dual entry and historical costs are easy to access, thus saving time while offering fast access to important data. In addition, everything must reconcile within the system, which guarantees accuracy down to every detail and eliminates disputes. FleetFocus also integrates with ERP applications, which is another major benefit to the system.
- Automatic Reordering and Less Inventory Waste – FleetFocus allows specific parameters to be set for all parts reorders so the department never goes beyond what it needs. The software also monitors inventory for obsolete parts so the Department can eliminate waste and save money.
- Custom Fields for Unique Needs – GDOT takes photos of every piece of equipment and FleetFocus allows them to link the photo within the Department's database for heightened accuracy in tracking inventory. The photo can also be linked to warranty records and work assignment information to provide a complete understanding of how equipment is used and how it performs.
Like all statewide departments of transportation, GDOT has to meticulously monitor its intricate business processes to ensure that all aspects of billing, purchasing, and tracking are optimized and accurate. By using AssetWorks FleetFocus, the Department is able to better run its operations and control a profound amount of data.
"FleetFocus offered everything we needed to manage our fleet," stated Nelson. "Our users love it, it saves time, costs and confusion, and now it's time to push the envelope and set some new goals in moving forward with AssetWorks."
To this end, GDOT is rolling out the browser version of FleetFocus to all users, thus streamlining IT support of the application. Additionally, GDOT will be integrating AssetWorks FleetFocus with a web-based InfoCenter reporting module to increase the statewide dissemination of information.
"The State of Georgia's Department of Transportation has gone to great lengths to incorporate best practices in fleet management and is a leader among its peers," said James Schnepp, Vice President, AssetWorks. "The Department evaluates and analyzes its system regularly to ensure accuracy and efficiency and it shows in their results. It's impressive to see how GDOT uses our fleet management software to run its business with such remarkable results."
