When Wakefield Council realised their existing fleet system couldn't handle the increasing demands of their fleet and transit operations, they recognised an all-encompassing solution was necessary to bring together all vehicle, workshop, plant and driver management activities into one system.
When the City Fleet first wanted to improve the safety of their fleet operations, covered over 29,000 vehicles, they knew that they needed a highly accurate way to track collision metrics. The metrics tracked include citywide collisions by fleet agency, collisions with injuries, pedestrian injuries, fatalities, collisions by geographic location and collisions with both moving and non-moving objects. Other important fleet pieces tracked are internal, such as whether or not employees have completed defensive driving courses, state inspections, completed and overdue preventive maintenance, fleet roster and the installation of truck sideguards.
In A Day in the Life of a Fleet Manager, you will learn about the daily operations of Kelly Reagan, Fleet Administrator for the City of Columbus, Ohio and 2016 Public Sector Fleet Manager of the Year. From best practices to Reagan's advice for future fleet managers, this profile explains what it takes to be, not just a good fleet manager, but a great fleet manager.
In need of a more secure and accurate way of managing its fuel operations, the City of Toronto is in the process of upgrading its fuel sites used by the City’s vehicles and equipment. This multi-year initiative will replace outdated fuel sites with larger capacity super-sites. Lloyd Brierley, Director of Fleet Services for the City of Toronto, believes that integrating this state-of-the-art fuel technology with FleetFocus will “take fleet to a different level.”
Oxnard’s Fleet Services Division is comprised of over 900 vehicles and maintained by 42 technicians. They began using FleetFocus in 2005 which quickly improved their efficiency and helped with the transition to becoming a paperless shop. Likewise, Government Fleet has recognized Oxnard’s improved efficiency and increased vehicle availability through development of 26 key metrics on technician and customer dashboards as well as reduced repair cycle times and enhanced diagnostics through deployment of wireless laptops to technicians.
The University of Colorado at Boulder (CU) Transportation Services department oversees a fleet of 600 vehicles, four technicians, and one shop. They employed FleetFocus by AssetWorks to manage the fleet. They determined they would save $93,000 a year by opting out of state management and relied on FleetFocus to maintain management by proving privatization would cost more and do less. CU has been able to thrive by managing its own fleet and using AssetWorks software. The biggest benefits for the Transportation Services have included: ad hoc reporting which enables departments to generate powerful reports; import capabilities which helps with motor pool trip tickets; uniform input and output which standardized all data; integrated preventive maintenance verification which incorporates data on single assets and inspections; product support due to the user-friendly system and client successes.
Utah’s Division of Fleet Operations runs a fleet of about 7,500 vehicles. They have been a customer of AssetWorks for ten years using FleetFocus asset and maintenance management software to manage its fleet statewide. The fleet’s goal to reduce carbon emissions has been successful with results including: total number of miles driven by the fleet deceased by nearly 3.5%; the total amount of fuel required decreased 3%; CO2 reduction of 3,700 metric tons equal to 672 vehicles off the road. Not only has Utah been able to increase energy efficiency and save money, but they have also made a positive impact on the environment making sure they reduce the number of vehicles driven, miles driven, and size of vehicles.
The state of Oklahoma’s Fleet Management Division implemented AssetWorks’ TRIPCard (Timely Reported Integrated P-Card) which is integrated directly into FleetFocus where it is used for billing and reporting. It is backed by MasterCard and is used to purchase fuel and other authorized items. This real-time access has made TRIPCard a success for Oklahoma. The organization receives their fleet card data immediately so billing isn’t an issue. It saves the organization time and money through decreased administrative costs, data accuracy, and reduced waste and abuse.
San Diego Fleet Management provides services and support for over 3,800 vehicles. They began using FleetFocus where they needed timely, accurate, and comprehensive data and AssetWorks provided the best solution. It has been integral in helping the county of San Diego’s Fleet Management to fend off privatization. AssetWorks’ software delivered comprehensive and accurate fleet data that transformed San Diego’s managed competition program. Some of the benefits included product support, improved performance measurement, better scope of data, consistent integration and implementation, and preventative maintenance functionality. Likewise, they have recently implemented FuelFocus and anticipates even more savings.
Metro adopted FleetFocus in 2003 in order to integrate all of the preventive maintenance scheduling, predictive maintenance forecasting, parts, data, and other maintenance metrics that the property needed to measure. The software enabled a major operational change to take place at Metro which was a planned maintenance schedule for the bus and van fleet from acquisition to retirement. With FleetFocus, the maintenance team is confident they will in the future retire buses with its original engine based on improved reporting, tracking, and alerts. Metro has also implemented FuelFocus which has enabled Metro to monitor, track, and control commodity usage by individual, location, and specific vehicle all in real-time.
With so much precious land to cherish and protect, it’s no wonder that King County residents have nurtured a culture of environmentalism. This ecological way of thinking has influenced the area’s public transportation system as well. King County Metro Transit was named the winner of the prestigious national Clean Air Excellence Award for 2005 presented by the Environmental Protection Agency (EPA). The agency’s hybrid bus program was cited for its innovative combination of hybrid electric technology and use of ultra-low sulfur diesel fuel, placing the buses among the cleanest-running public transit vehicles in the country.
Gwinnett County’s fleet management department owns and maintains over 2,700 vehicles utilized for road maintenance, parks and public services, police protection and other government business. In addition, Gwinnett County provides fuel for 5,500 vehicles. Gwinnett Fleet Management Division has depended on AssetWorks’ FleetFocus and FuelFocus to increase productivity, manage and reduce fuel costs, and save the taxpayer’s money. Through diligent lifecycle cost analysis, the fleet department can make decisions about when a vehicle has exceeded its useful life for the county and therefore, smart decisions are made about retiring vehicles which was one way Gwinnett County could save money in the fleet department. They also instituted a “No Take Home Vehicle” policy which saved money because it ensured the vehicle was being used for business only.
The City of Columbus is one of the best managed fleets in the country, so it is no surprise they employed AssetWorks GPS to their fleet in 2012. Today, they have GPS functionality installed in about 2,500 vehicles. In addition to vehicle location and monitoring, the fleet department also uses the GPS data to analyze and assess vehicle and driver performance which allows them to make improvements when needed. Likewise, the fleet staff determined that patrol vehicles idle about 50% of “key-on” time which led to the exploration of an anti-idling technology called the GRIP system which would shut off the vehicle’s engine after two minutes of idling. This therefore will cut down on fuel costs of about $1.2 million a year once all cruisers employ this technology.
The Department of General Services (DGS) at the Commonwealth of Pennsylvania runs a 9,886 vehicle fleet but was looking to reduce this fleet size. They have been an AssetWorks FleetFocus customer since 2007 but needed to expand the use of the fleet management software throughout the whole enterprise. They were able to look at old reports on maintenance costs and vehicle usage. They needed to make some changes which included: Commonwealth vehicles no longer employed for personal use; departments with under-utilized vehicles had to turn them in; employees must choose the most effective form of travel. DGS exceeded their goal of a 20% fleet reduction and decreased the fleet by 24%. They documented a savings of $55.7 million.
The city of Portland’s City Fleet department is comprised of six shops and six fuel stations as well as 2,850 vehicles. City Fleet has relied on FleetFocus software to manage all aspects of its maintenance. It has helped to achieve gains in efficiency and cost savings by improving work order processing by quickly accessing data on one screen; real-time automated preventive maintenance compliance by calculating and scheduling preventative maintenance appointments; barcode readers for stocked parts which makes part tracking highly accurate; adaptable and user-friendly software which helps City Fleet run accurate reports that lead to better fiscal decisions.
Helping to maintain this diverse area and provide essential services to its citizenry is the City of Chesapeake’s Central Fleet Management (CFM) division. The Fleet Management team, led by Fleet Manager George Hrichak, oversees some 1800 vehicles with an annual operating budget of $9.5 million. The CFM is guided in their work by the division’s mission statement: To provide efficient and cost-effective fleet management services for a safe, economical, and environmentally sound fleet that meets the needs of our customers and which protects the investment of our citizens.
In Calgary, the folks who work for the City’s fleet services department have an added incentive for monitoring fuel usage on a daily basis: they could be held financially and criminally accountable for negligence in the event of a fuel leak. “When you know you could lose your house because of poor record keeping, you’re a lot more careful,” says Gordon Martin, manager of fleet services.
That’s one reason the City deployed a very comprehensive implementation of FuelFocus from AssetWorks. Besides monitoring for fuel leaks electronically, FuelFocus provides a very flexible and convenient method for City employees to fuel their vehicles. Plus, the FuelFocus system is fully integrated with the City’s FleetFocus fleet system, which eliminates the need for double entry of data and ensures all fueling transactions get automatically recorded to the proper unit.
The City of Austin enjoys a unique personality. Once known as a small, artsy college town that also happened to be the Texas state capital, Austin has grown into a destination City that embraces the arts and music and can now claim more music venues per capita than any other U.S. city, truly earning its name: Live Music Capital of the World.
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