{"id":2148,"date":"2018-06-01T15:52:00","date_gmt":"2018-06-01T19:52:00","guid":{"rendered":"https:\/\/assetworks2stg.wpengine.com\/eam\/?p=2148"},"modified":"2026-02-04T15:00:03","modified_gmt":"2026-02-04T20:00:03","slug":"case-study-east-bay-municipal-utility-district-ebmud","status":"publish","type":"post","link":"https:\/\/www.assetworks.com\/eam\/case-studies\/case-study-east-bay-municipal-utility-district-ebmud\/","title":{"rendered":"Case Study: East Bay Municipal Utility District (EBMUD)"},"content":{"rendered":"\t\t
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How East Bay Municipal Utility District Saves Time and Money with Customized Motor Pool Management<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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East Bay Municipal Utility District (EBMUD) provides high quality drinking water for approximately 1.4 million people across Alameda and Contra Costa counties. Their award-winning wastewater treatment also protects San Francisco Bay and serves over 685,000 customers.<\/p>

EBMUD\u2019s mission is simple: to manage natural resources entrusted to them, to provide reliable, high quality water and wastewater services for the people of East Bay and to preserve the environment for generations to come.<\/p>

Systems Support Analyst Daniel Galan works alongside the EBMUD fleet team to ensure that the district\u2019s mission is being met.<\/p>

For over four years, Galan has been supporting the EBMUD team with their FleetFocus software system.<\/p>

\u201cWhenever the fleet team have questions, they call me,\u201d said Galan, \u201cIf there are new features of the software that they\u2019re not familiar with, I\u2019ll teach them whatever I know.\u201d<\/p>

Due to his close proximity to fleet management questions, Galan recognized a problem with their operations, and helped search for and implement a powerful solution.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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The Challenges<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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For years, EBMUD operated two motor pool lots without an automated system in place. For one motor pool, they had a physical punch clock, so if a motor pool user needed to check out a pool vehicle, they would fill out the top of the card and punch in the check-out time.<\/p>

For the other motor pool, there was an online form for checking out a pool vehicle. After the form was filled out, it was emailed to an administrator, who kept track of vehicle reservations in a Microsoft Outlook calendar.<\/p>

Because this process was so manual, pool vehicles could only be reserved in four or eight hour intervals, even if the vehicle was only needed for a short period of time.<\/p>

\u201cSomeone could take a pool vehicle to one of our other facilities for a half hour, but the vehicle would be blocked off for hours,\u201d said Galan, \u201cIt was completely inefficient and manual labor intensive.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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The Solution<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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In order to improve manual processes and increase motor pool efficiency, EBMUD decided to invest in AssetWorks KeyValet motor pool management software. The AssetWorks KeyValet system is a comprehensive motor pool solution designed to manage all aspects of running a motor pool, including reservations, vehicle check-out, billing and maintenance.<\/p>

A big draw for EBMUD was KeyValet\u2019s automation. KeyValet is completely integrated with AssetWorks FleetFocus fleet management software system, so EBMUD employees and motor pool users stay up-to-date on vehicle availability with limited wait times.<\/p>

\u201cThat\u2019s the main reason we went with KeyValet,\u201d said Galan, \u201cWe needed something automated that would be more real-time so that we could have higher availability of vehicles.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Customization<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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In Oakland, California, where EBMUD is based, parking is an expensive commodity.\u00a0 The organization needed a custom solution to maximize their existing pool vehicles and lots.<\/p>

In order to conserve lot space, the organization double parks its pool vehicles, meaning vehicles may block other vehicles in the lot. Because of this practice, motor pool users needed to be able to choose which vehicle they wanted to reserve.<\/p>

In typical motor pool management systems, the system does not allow users to select a specific vehicle from the pool. Instead, it assigns a vehicles based on availability or mileage. Due to its unique parking structure, EBMUD needed their motor pool management system to allow for custom vehicle selection.<\/p>

\u201cAssetWorks was able to customize that for us,\u201d said Galan.<\/p>

AssetWorks understood EBMUD\u2019s current pain points with parking and immediately began creating a solution to solve them.<\/p>

On this software customization, AssetWorks Project Manager Susie Wade said, \u201cIn areas where parking is limited or expensive, the ability to have a smaller parking area to park pool vehicles and still be able to dispatch them without a human having to move them around is a big deal.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Training Staff\u200b<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Despite the new motor pool system, EBMUD did not require much additional staff training on the new operations.<\/p>

\u201cWe sent an email to the whole district and put together a video tutorial,\u201d said Galan, \u201cBut the system was pretty straightforward.\u201d<\/p>

When implementing a new software system, some resistance is common, but, in EBMUD\u2019s case, the reaction from employees and motor pool users was positive.<\/p>

\u201cAll of the feedback I\u2019ve gotten has been positive,\u201d continued Galan, \u201cEspecially because vehicles become available as soon as the vehicle is returned. Before, you\u2019d send an email request and have to wait however long it took for the administrator to respond. Now, it\u2019s all automated so the response with vehicle availability is immediate.\u201d<\/p>

KeyValet\u2019s automated technology helps EBMUD improve motor pool operations through time-savings and real-time updates. For a district whose ultimate goal is providing high-quality water for the citizens of East Bay, timing is everything.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\tDownload Case Study<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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To learn more about the fleet management software mentioned in this case study, fill out the form below.<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

How East Bay Municipal Utility District Saves Time and Money with Customized Motor Pool Management East Bay Municipal Utility District (EBMUD) provides high quality drinking water for approximately 1.4 million people across Alameda and Contra Costa counties. Their award-winning wastewater treatment also protects San Francisco Bay and serves over 685,000 customers. EBMUD\u2019s mission is simple:…<\/p>\n","protected":false},"author":7,"featured_media":2149,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"categories":[21],"tags":[],"post_folder":[46],"class_list":["post-2148","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies"],"yoast_head":"\nCase Study: East Bay Municipal Utility District (EBMUD)<\/title>\n<meta name=\"description\" content=\"Learn how AssetWorks revolutionized pool management for EBMUD. 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