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WEBINARWEBINARPresentation for Fleet Presentation for Fleet
CoordinatorsCoordinators
September 13, 2006September 13, 2006
Welcome to Georgia’s
AGENDA
• Program Overview
• Project Overview
• Project Progress
• Project Scope
• What You Need to Know!
• What We Need From You!
• NEXT
Background
• Governor Perdue created the Commission for a New Georgia (CNG) which recommended that an Enterprise Asset Management System (Enterprise Asset Management (EAMS)) would provide a solution for consolidating Georgia’s assets.
• He accepted recommendations from the CNG and enacted legislation which mandated realignment of the state's assets
• The governor put in place an implementation team to drive these recommendations.
• The enterprise asset management system will ultimately be used to manage over $14 billion assets for fleet, capital, general (surplus), and information technology assets.
Sonny Perdue
EnterpriseAsset
ManagementSystem
Fleet
Information Technology
General Assetsand Surplus
Overall Program Goals
Consolidate the state’s assets into one view
Design and implement a single solution that will track and facilitate the management of all hard assets.
Address the CNG’s goal of providing tools to manage the Total Cost of Ownership (TCO) for the State’s Assets and value to the missions of the state
Aligned with the needs of the state and the Governor’s goals, the Asset management Program (AMP) is driven by three simple goals
Real Property
Program Objectives
• Provide an accurate and timely asset repository,with the ability to track key assets from procurement through retirement/salvage.
• Provide visibility into Total Cost of Ownership (TCO) forassets and classes of assets.
• Reduce costs associated with the State’s multiple asset management applications and environments.
• Reduce labor and support costs associated with the entry and upkeep of the State’s assets.
• Improve visibility of assets throughout the State in order to support asset management decision-making at multiple levels of State governance, as well as to leverage unused or underutilized assets across agencies.
• Bring computer software (asset) management into full compliance.
• Maintain I.T. asset information that facilitates building and/or distributing accurate technical architectures to appropriate I.T. and business groups.
AMP
Asset Management ProgramLynn Vellinga
State Accounting OfficerAsset Management
Authority
Fleet ManagementBusiness Owner: OPB/DOAS
Surplus Property Business Owner: DOAS
Information TechnologyBusiness Owner: GTA
Real PropertyBusiness Owner: SPO
Working with Fleet Support Services to implement MRO
for the State’sBusiness Needs
Providing Technical Supportfor Surplus Property
OperationsCustomization for Information
Technology
Will base process and systemOn the recommendationsOf the Needs Assessment
Fleet/Surplus Project Structure
Executive Steering Committee
Project Sponsor
Lynn Vellinga, State Accounting Officer
Project Management
Lonice Barrett, Director, Office of Implementation
Gena Abrahams, State Property Officer
Cigdem Delano, Deputy Executive Director, GTA
Brad Douglas, Commissioner, DOAS
Brenda Purcell, Senior Policy Advisor, OPB
Rod Bowlden, State Properties Commission
Executive Program Director – James Truesdale, GTA
State Project Manager – Nancy Parrott, DOAS
IBM Project Manager – Mike Garrett
Fleet/Surplus Partners
IBM IBM selected as the provider of
implementation services– Over 200 Maximo implementations– Dedicated Maximo services
organization– Leading provider of business
consulting services
IBM IBM selected as the provider of
implementation services– Over 200 Maximo implementations– Dedicated Maximo services
organization– Leading provider of business
consulting services
MRO Maximo Software• Provides core functions of
procurement support, inventory and tracking support, work flow automation, performance management analysis and reporting, work order management, and contract management.
• Provides key decision makers with a tool to gather data from numerous data sources.
• Provides numerous features:– General System– Asset Management– Fuel Management– Asset Maintenance– Reporting and Analytical Tools– Implementation Assumptions and
Qualifications.
Project Objectives
• Establish Enterprise Asset Management capability for the State of Georgia that will integrate data with other existing systems beginning with Fleet and Surplus business units.
• Provide a project structure that will allow representation of all agencies in a major Statewide initiative.
• Obtain transfer of knowledge from implementation vendors to assist state with future projects.
• Implement MRO Maximo software to support the asset tracking and management requirements for the state’s rolling stock vehicles and the retirement of all assets through Surplus Property.
Project StructureLynn Vellinga
Steering Committee
James Truesdale
Nancy Parrott
Mike Garrett
Fidelia Johnson
FleetLisa Anderson
SurplusPatricia Finley
Migration/IntegrationBill Bellows
Training & TestingAaron Cuevas
Mark Fawley
Marvin McClain
Roxanne Neal
Rusk Roam
Penny Swigart
Tom Pippert
Bill Filtz
Rhonda Henslee
Tony Williams
Lisa Moghazy
Renee Martin
Barbara Malone
Tom Cohen
Derrek Barber
Dick Stokes
Barry Vincent
Nelson Areu
Roger Marks
Sunil Anand
Ranjini Manipala
Robert Muhic
Brenda Purcell
Alicia Westbrooks
Amy Jacobs
Dick Stokes
Barry Vincent
Lisa Moghazy
Trainer 1
TBD
TBD
TBD
Trainer 2
Project Milestones
Project PlanScope and Approach Document
Global Settings
Conference Room Pilot
Development System
Available
Data Survey
Interface Data
Mapping
Data Migration Mapping
Develop Job Roles
Education & Training
Plan
To Config/ Deploy
Launch Prepare Design Configure
Project Milestones
Gap Analysis
System Design
document
Report & KPI Spec’s
Progress Update
TransitionJuly 17 – Aug 4, 2006
2 – 3 Weeks
FLEETAug 7 – Sep , 2006
8 Weeks
SURPLUSAug 7 – Nov 8, 2006
≈ 13 Weeks
DATA MIGRATION/INTEGRATIONAug 7 – Nov 16, 2006
≈ 15 Weeks
ARIWEXFSS
FoxPro
MXES PeopleSoft
DEVELOP TRAINING/TESTINGAug 7 – Nov 14 , 2006
CONFIGURE PHASE TEST/TRAIN
Duration
DEPLOY
New Project ScheduleIdentify Resources
July 14, 2006July 06, 2006
100 % Completed
30 % Completed
37 % Completed
28 % Completed
14 % Completed
100 % Completed
Integration Test ReportOct 11, 2006
User Acceptance
Testing Report
Oct 13, 2006
FleetGO LIVE
Oct 16, 06
CONDUCT TESTINGSep 27 – Dec 1 , 2006
CONDUCT TRAININGOct 4 – Dec 12, 2006
Write Post Go-Live Support Strategy
Aug 18, 2006
≈ 14 Weeks
§ Help Desk Activated§ Systems Integration
Monitored§ Production Env.
Monitored
Fleet Processes in Maximo
VA1.1Request/Approve Vehicle
Purchase
VA1.2Receive Vehicle
WM2.0Vehicle
Unplanned Maintenance
WM1.0Vehicle Planned
Maintenance
VA1.3Request Fuel Card/Account
VA1.4Insure Vehicle
MV1.Motor Vehicle Assignment &
Use ToSurplus To-Be Context
DOC = 1900UGA = 1680
Other = ?
Maximo
(19.5K vehicles)
FIS(25K vehicles)
SURPLUS
Active Vehicles[Rolling Stock]
· Customers· For Sale· Sold
DATA MIGRATION
WEX(19.5K vehicles)
Interfaces
Fuel, Lubrications, etc.
ARI(1,700 vehicles)
Maintenance Costs
Fleet Anywhere(DOT = 4170) Maintenance Costs
SAO PS 8.8(70+ Agencies)
C of AVendors
Retired Fixed Assets
· Surplus AR· Surplus Cash Sales· Motor Pool AR
DNR = 1400DOL = 120
OTH = 8710 - 5330
Manual(DHR = 3170)
Maintenance Costs
Other PS Financials
(35+ Agencies)
Other Financial Systems
(? Agencies)
Implementation Highlights
Maximo will replace the current “paper” process for submitting vehicle acquisition requests
All vehicle acquisitions and all disposals or transfers will be recorded in Maximo
All inventory data currently tracked in FIS will be in Maximo
Maximo will be integrated with SAO PeopleSoft to support the purchasing process
All state entities will be required to enter maintenance and cost data for their vehicles into Maximo
Historical data from ARI, WEX, and GDOT’s Fleet Anywhere in Maximo
Fleet Maximo Users
Role Description
State Agency Requesters Creates the original request to purchase new vehicles and/or transfer disposed vehicles out of surplus
State Agency Approvers Reviews Vehicle Requests as entered by the State Agency Requester and approves or declines the vehicle orders or transfers.
OPB Approvers Reviews Vehicle Requests and verifies the Agency’s allotted budgeted and number of vehicles, then either approves or cancels the Vehicle Request.
Fleet Analysts Reviews Vehicle Requests prior to OBP review and either approves or declines the Vehicle Request; creates, maintains, and updates asset (vehicle) records; and, generates management and analysis reports and vehicle assignment reports.
State Agency Receivers Receives ordered vehicles from the car dealership and/or from Surplus and creates, maintains, and updates asset records.
State Agency Fleet Coordinators Creates, maintains and updates system asset records. Fleet coordinators generate fleet cost reports related to assets and planned and unplanned maintenance.
State Agency Maintenance Planners Maintains minimal data on the asset record and records maintenance data on work orders.
State Agency Maintenance Technicians Generates work orders and records maintenance data on work orders.
Agency Procurement Workflow
AGENCY FLEET COORDINATOR
STATE AGENCY APPROVERS
STATE AGENCY REQUESTOR
STATE AGENCY APPROVERS
STATE AGENCY APPROVERS
STATE AGENCY REQUESTOR
STATE AGENCY REQUESTOR
STATE AGENCY REQUESTOR
STATE AGENCY REQUESTOR
STATE AGENCY REQUESTOR
STATE AGENCY REQUESTOR
Training Overview
• Web-Based Training (WBT) for all Maximo Users; on your desktop, whenever you need it
• Modules based on functions you perform
• Coordination with agency training groups
• On-Line Tools: Quick Reference GuidesMaximo
GlossaryUser Guides
Training Deployment
Plans will be finalized based on:
• RAD process impacts
• Critical Needs for Go-Live
• Volume of Users
&Input From Your Organizations
CIO Update
• CIO Council Presentation
• Interface Instructions
• Hardware Requirements– Frequent Users– Infrequent Users
Important Dates
User information submitted by
agenciesSeptember 20th
User Training Rollout Begins October 6th
System Go-LiveOctober 16th
What We Need From You
• Primary Contacts: Fleet Business Operations
Technical Interface
• User Information:Spreadsheet(s) to be Provided
• Continue Data Clean-Up Efforts
• Training Contacts: Agency In-house Training Team
Fleet Coordinator
What to
for. . . .
Link on SAO website
User Data Spreadsheet
Training WEBINAR
Survey
Thank You !Thank You !
