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WEBINAR Presentation for Fleet Coordinators. October 3, 2006. AGENDA. Program/Project Review Progress Update User Set-Up Process Training Info! What You Need to Know! NEXT. Fleet. Overall Program Goals. - PowerPoint PPT Presentation
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WEBINARWEBINARPresentation for Fleet Presentation for Fleet
CoordinatorsCoordinators
October 3, 2006October 3, 2006
AGENDA
• Program/Project Review
• Progress Update
• User Set-Up Process
• Training Info!
• What You Need to Know!
• NEXT
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
Fleet/Surplus Partners
IBM – implementation partner
MRO Maximo – software partner
Spherion – IV&V partner
IBM – implementation partner
MRO Maximo – software partner
Spherion – IV&V partner
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.
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.
• 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.
Upcoming Fleet Milestones
FLEETTIMELINE
9/29/2006 11/15/2006
10/1/2006 11/1/2006
9/29/06END OF FLEET DEVELOPMENT
10/6/06END OF FLEET TRAINING DEVELOPMENT
10/22/06END OF FLEET GO-LIVE SUPPORT
11/15/06END OF FLEET POST-PRODUCTION SUPPORT
10/16/06FLEET GO-LIVE
10/13/06END OF FLEET INTEGRATION & UA TESTING
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
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
New Process New Tasks
Replace “paper” process for vehicle acquisition requests
Person(s) initiating requests must know how to generate a request in Maximo
Vehicle acquisitions and disposals/transfers recorded in Maximo
Agency staff will need to log in to Maximo to update asset record for disposals/transfers
Inventory data tracked in FIS will be in Maximo
Maximo access/knowledge needed to research
Integrated with SAO PeopleSoft to support purchasing process
Agencies using other financial systems will need to update vehicle records with PO data
All vehicle maintenance and cost data must be entered into Maximo
Cost data manually entered or interface built from current system into Maximo
AGENCY
FSS
OPB
ARI
WEX
SAO
PEOPLESOFT
Information Flow
Increased Accessibility
MAXIMO
OPB
ARI
FSS
SAO P’SOFT
AGENCY
WEX
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 Technicians Generates work orders and records maintenance data on work orders.
Initial Maximo Users
• Users @ go-live:– All current FIS users– All users submitted to project team as of 9/29
• Security Levels:– FIS users set up as Agency Fleet Coordinators
– Other users based on Roles submitted
SAO User Set-Up Process
SAO creates new user in Maximo
Submits to Agency Security Officer
New user completes request
form
Once approved, sent to SAO
Same as for PeopleSoft 8.8 users
“We Don’t Use PeopleSoft 8.8”
We will adapt to your process:
Forms w/instructions will be provided to Fleet Coordinators
Your “Security Officer” will be added to SAO’s list
User Administration Info.
Training Overview
• Web-Based Training (WBT) for all Maximo Users; on your desktop, whenever you need it
• Topics based on functions you will perform in Maximo
• Coordination with agency training groups
• On-Line Tools:– Quick Reference Guides (Job Aid)– Business Process Document– Performance Support System
WHERE? SAO Homepage
User Training Location
Fleet TrainingLESSONS AGENCY
REQUESTORAGENCY
APPROVERFSS FLEET ANALYST
OPB APPROVERAGENCY FLEET COORDINATOR
AGENCY MAINTENANCE
TECHNICIAN
REQUEST/ APPROVE VEHICLE REQUISITION
Create Vehicle Request (VR)
Review VR Review VR Review VR
Update VR Update VR Update VR
Approver VR
Receive Notification
Complete VR
RECEIVE VEHICLE
Create Vehicle
Record Manually
Update Vehicle
Record Manually
Change Vehicle
Operational Status
REQUEST FUEL ACCOUNT
Request Fuel
Card
INSURE VEHICLE Insure Vehicle
RECORD UNPLANNED MAINTENANCE
Record
Unplanned Maintenance
ASSIGN VEHICLE Assign Motor
Vehicle
Training Tools
– Quick Reference Guides: Provides users with step by step instruction on how to perform a particular topic. It can be used on a daily basis as an aide to performing the steps necessary to perform your job.
– Business Process Document: Provides users with step by step instruction as well as the example used in the web based training. It can be used to review the example/scenario used in the WBT.
– Performance Support System: This is integrated through the “Do-It” mode of the WBTs. You can run the WBT “Do-It” mode in the background as you perform specific tasks within Maximo and refer to it as you need assistance performing the task.
What You Need to Know
• Training courses available on-line beginning Tuesday, October 10th
• Complete course(s) and on-line evaluation form prior to October 16th
• Receive e-mail with user ID and password
Training Deployment
Web-based courses for all users
Classroom training coordinated with agency training resources, as needed
Fleet Support Services to assist during transition
Technical Assistance
• Agency Interface Requests:– Department of Corrections– Georgia Forestry Commission– Department of Public Safety– Board of Pardons and Paroles
• Interface Instructions Available
Important Dates
Begin User Training October 10th
System Go-Live October 16th
What to
for. . . .
More Updates on SAO website
Security Officer Instructions
Update from Fleet Support Services
2nd Survey
Thank You !Thank You !
