State Vehicle Data Collection Website Tutorial

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1 Page 1 of 6 State Vehicle Data Collection Website Tutorial Welcome to the University of Hawaiʹi State Vehicles Data Collection website. Under Act 96, the University of Hawaiʹi System is mandated to submit a report on fuel consumption, mileage and operating costs for each state vehicle to the Department of Business, Economic Development and Tourism. To ensure the information submitted to the state is accurate, the following tutorial was developed to help users navigate through the website. Please review the following steps before inputting any data. Step 1 Login Login with UH user ID and password. Launch the Internet browser and enter URL ( A login screen will be shown and you will be prompted for your user ID and password. Please use your UH user ID and password to login. Please advise all clerks and student help to input all future data on this website. A link to this site can also be found on the Parking & Transportation Services page.

2 Page 2 of 6 Step 2 Gas and Maintenance Click on license numbers to input gas and maintenance information. Users will arrive to the main screen once they are successfully logged in. Your department vehicle information should be listed on this screen as shown in the picture above. If no vehicles are displayed, that means the initial vehicle information set up is not complete. Please contact the Parking Manager Raymond Shito ( ) for further assistance. If your department vehicles are displayed on the screen, simply click on the License (in blue) of any vehicle you wish to update.

3 Page 3 of 6 Step 2.1 Gas and Maintenance Vehicle information display. Gas and mileage information fields. Maintenance information fields. After clicking on the vehicle s license number, users will arrive to the next screen. The vehicle s information is located on the top to ensure you are updating the correct vehicle. Input the information whether it is gas, maintenance or both in the respective fields. It is not required to input all of the fields at once. Information on gas, mileage and maintenance will be discussed in further details in the following sections.

4 Page 4 of 6 Step 3: Gas and mileage Please fill in ALL of the fields stated below in the Gas and Mileage section. Date Filled: Date when you refuel. Format (MM/DD/YYYY) Amount Filled: Amount of fuel in gallons Total Cost: Cost of refueling Mileage: Vehicle mileage at the time of the fill up Click Continue to update the database. Click Back if you do not wish to save. *Note: The update will not process unless the mileage field in the gas section is filled. This requirement only pertains to the gas and mileage section.

5 Page 5 of 6 Step 4: Maintenance Please fill in ALL of the fields stated below in the Maintenance section. Maintenance Date: Date when the vehicle has service and/or repairs Type of Maintenance: Description of the maintenance done to the vehicle Vendor: Mechanical shop where the service/repair was performed Total Cost: Cost of service/repair Click Continue to save the transaction. Click Back if you do not wish to save.

6 Page 6 of 6 Step 4.1 Maintenance If there is uncertainty on which type of maintenance to select, click on Type of Maintenance (in blue) and a new window will offer explanations to the types of maintenance in the drop down box. Then proceed to choose the most appropriate one.