Manage your Motor Pool Efficiently

Transcription

1 Fleet Management Innovations: Session (S16) Manage your Motor Pool Efficiently Presented by Michele Cheeseman Equipment Vehicle Management System Specialist Montana Department of Transportation & Golam Sarwar Associate Consultant AgileAssets Inc.

2 OVERVIEW Introduction MDT Equipment Bureau Motor Pool Reservation Motor Pool Dispatch Questions & Answers 2

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4 EQUIPMENT BUREAU The Montana Department of Transportation Equipment Bureau is made up of the Equipment Program and the State Motor Pool The Bureau has a total of 129 employees who manage & maintain a fleet of approximately 5,700 units Both programs are funded through rental rates charged to the users The Equipment Program is used exclusively by MDT employees while the State Motor Pool vehicles are used by all Montana state agencies 4

5 EQUIPMENT PROGRAM The Equipment Program is responsible for the acquisition, disposal, repair and maintenance of the equipment fleet The fleet consists of approximately 4,800 units organized into 39 vehicle/equipment classes The Equipment Program has 12 Equipment maintenance shops statewide and 4 satellite shops The Helena Headquarters shop fabricates equipment to support maintenance such as snow plow trucks and weed spray equipment 5

6 EQUIPMENT PROGRAM (Continued) The Helena Shop fabricates approximately 25 snow plow trucks per year at a total cost of $144,751 per truck The Equipment Program maintains vehicle information in our Equipment Vehicle Management System (EVMS). The system contains all vehicle/equipment information including repair & fueling history, mileage driven & disposal information The Equipment Program manages the fueling program for its users 6

7 STATE MOTOR POOL PROGRAM The State Motor Pool operates and maintains a fleet of reliable vehicles available to all state employees who conduct official state business The State Motor Pool is made up of two components, a daily rental program for Helena based state employees & a long term lease program The State Motor Pool has an inventory of approximately 920 light duty vehicles The State Motor Pool Manages the fuel card system for all Motor Pool users 7

8 STATE MOTOR POOL PROGRAM (Continued) The State Motor Pool maintains all vehicle information in our EVMS system including vehicle repair & fueling history Operates 5 days a week from 6:00 a.m. through 5:00 p.m. State Motor Pool has eight different classes of vehicles 02 - Small Utility 03 - Hybrid Small Utility 04 - Large Utility 05 - Hybrid Sedan 06 - Mid-Size Compact Sedan 07 - Small Pickup 11 - Large Pickup 12 - Vans 8

9 MOTOR POOL RESERVATION 9

10 MOTOR POOL RESERVATION MDT is currently using segregated web page to submit motor pool reservation Motor pool reservations can be initiated, modified, changed and cancelled within EVMS (power builder) system In MDT Fleet web application, motor pool reservation, vehicle assignment/dispatch, reservation modification/cancellation can be done from same application (no separate web page) 10

11 MOTOR POOL RESERVATION (Continued) Doesn t require a login credential to submit a reservation System generates to requester when reservation is received, or vehicle is assigned or reservation is on hold 11

12 MOTOR POOL RESERVATION (Continued) Motor Pool Reservation window is used to Submit new reservation Auto assignment of vehicles Show reservation report System generated 12

13 MOTOR POOL RESERVATION PROCESS Initiate Reservation - Input error check - Auto assignment of vehicles - Submission confirmation - Print report/ trip ticket Reservation Vehicle Assignment - Availability check - Show Schedule - Assignment of vehicles - Confirmation - Modify/cancel reservation Dispatch Vehicle Dispatch - Record odometer out reading Complete Reservation - Record odometer in reading - Complete reservation 13

14 MOTOR POOL RESERVATION (Continued) Initiate New Reservation User Information Reservation Details Account Information 14

15 MOTOR POOL RESERVATION (Continued) Submit Reservation 15

16 MOTOR POOL RESERVATION (Continued) 16

17 MOTOR POOL RESERVATION (Continued) 17

18 MOTOR POOL RESERVATION (Continued) Validation Rules: 18

19 MOTOR POOL DISPATCH 19

20 MOTOR POOL DISPATCH Motor Pool Dispatch window provides Existing and completed reservation Availability check of vehicles Scheduling Vehicle assignment Vehicle disassignment Reservation status change Show reservation report Notify requester any modification of reservation 20

21 MOTOR POOL DISPATCH (Continued) 21

22 SHOW SCHEDULE Pick a Date Number of Days Hit Refresh 22

23 VEHICLE ASSIGNMENT System Assigns Vehicle 23

24 VEHICLE ASSIGNMENT (Continued) 24

25 CHECK AVAILABLITY Click OK to Assign a Vehicle from this Pop-up 25

26 VEHICLE ASSIGNMENT System Assigns Vehicle 26

27 MP RESERVATION STATUS CHANGE Dispatcher changes the reservation status to Dispatched to dispatch the vehicle Dispatcher Dispatches Vehicle Dispatcher changes the reservation status to Pending for any unavoidable circumstance. Dispatcher Changes the Status to Pending 27

28 MP RESERVATION STATUS CHANGE Dispatcher changes the reservation status to Completed to complete the reservation Dispatcher Completes the Reservation 28

29 SHOW COMPLETED RESERVATION Check this Box Pick a Date 29

30 QUESTIONS & ANSWERS 30

31 CONTACT INFORMATION Michele Cheeseman Equipment Vehicle Management System Specialist Equipment Bureau Montana Department of Transportation Office: Golam Sarwar Associate Consultant 3001 Bee Caves Rd,Ste#200 Austin, TX Office: Thank You 31