Welcome to theFleet and Fuel Forum

Fuel UpdatesLegislative UpdatesFleet AnnouncementsGPS TrackingInvalid Drivers Licenses

Fuel Updates

Jeff DoneFuel Manager

New Site Map

http://atlas.utah.gov/DFOfuelsites/viewer.htm

Fuel Polling

What’s going on with PIN #’sState Agencies and Higher Education

Remember an Operator I.D. is required for each employee.

Employees that don’t have an Operator I.D.. Will have their PIN number locked.

Jeff Done

Fuel Managerjeffdone@utah.gov

801 538-3695

Legislative Tracking

Margaret ChambersDivision Director

Legislative Tracking

• HB 110 State Fleet Efficiency Requirements

• SB 143 Personal Use of State Vehicles Authorized for Law Enforcement Officers in the Office of the Attorney General

• HB 344 Vehicles Included in State Fleet

HB 110

HB 110

HB 110

HB 110 Status

SB 143

SB 143

HB 344 – Proposed Amendment• Representative D. Gregg Buxton proposes the following amendments:

• 1. Page 1, Lines 13 through 16:

• 13 This bill:• 14 ÿ amends the definition of motor vehicles  :

– ÿ   to exclude vessels, aircraft,  or vehicles used• 15 as light equipment including golf carts, motorized maintenance mules,  and riding• 16 lawn mowers ; and

– ÿ to include all‑terrain type I vehicles, snowmobiles, golf carts, and motorized maintenance mules ; and

– 2. Page 2, Lines 41 through 50– House Committee Amendments

• 2‑5‑2007:

• 41 (6) (a) "Motor vehicle" means:• 42 (i) a self-propelled vehicle [capable of carrying passengers.] ÿÿ designed or ÿÿ intended• 42a primarily for use• 43 and operation on the highways;  or • 44 [(b) "Motor vehicle" includes vehicles]• 45 (ii) a vehicle used for construction and other nontransportation purposes .  ;

– (iii) an all‑terrain type I vehicle as defined under Section 41‑22‑2;– (iv) a snowmobile as defined under Section 41‑22‑2;– (v) a golf cart; or– (vi) a motorized maintenance mule. 

• 46 (b) "Motor vehicle" does not include:• 47 (i) a vessel as defined under Section 73-18-2;• 48 (ii) an aircraft as defined under Section 72-10-102; or• 49 (iii) a  vehicle used as light equipment including a golf cart, motorized maintenance• 50 mule, or  riding lawn mower.

Intent Language

• Department of Natural Resources• DNR Motor Pool ISF• It is the intent of the Legislature that the Department

of Natural Resources terminate its motor pool internal service fund and that those assets be transferred to and become consolidated into the Division of Fleet Operations and that the consolidation be done in accordance with applicable federal regulations.

Margaret Chambers

Division Directormargaretchambers@utah.gov

801 538-9675

Announcements

Sam LeeDeputy Director

Report CardsFiscal Year 2007

Report Cards for FY 2007

• The report card time period is July 1, 2006 to June 30, 2007

• This year the grading time period will be moved up a few months– Grading to start August 1, 2007– Preliminary grades will be sent out September 3, 2007– Final grades will go out on September 17, 2007

• Why are we moving the grading time up to August?– The Legislative Fiscal Analyst needs the new report card

grades by Oct. 1, 2007 to prepare for the 2008 legislative session

Report Cards for FY 2007

• Heads up on new report card categories for 2007– Cost per mile grade – No more than 10% of

vehicles beyond the maximum range for the standard class as of June 30, 2007

– Meter rejects percentages in FY 2007 (less than 8% to get an “A”)

– Zero Miles grade – No more than 10% of vehicles on the report as of June 30, 2007 (documented low use vehicles will be excluded)

Jiffy Lube

Jiffy Lube

• Fleet Operations will no longer allow maintenance or repair services on our leased vehicles at Jiffy Lube after April 30, 2007– Why?

• Billing issues that remain unresolved with Jiffy Lube• Jiffy Lube locations are not able to complete all the

maintenance requirements in the ARI coupon book• Price - Jiffy Lube is significantly higher than it’s

competition for maintenance services• Unnecessary up selling by Jiffy Lube

Jiffy Lube• Any Maintenance or repair at Jiffy Lube

locations after May 1, 2007 will be billed back to your agency

• Please let your drivers know immediately that Jiffy Lube is no longer an approved vendor for DFO leased vehicles

Take Home Renewals

Take Home Renewals

• New Process

• New Form

• New Approval Requirements (Agency Level)

• New Approval Step (Fleet Level)

Take Home Renewals

• New Process– Documentation shift…

• Moving from a vehicle level documentation to the operator Id level– Why?

» Take home is granted to the state employee not the vehicle» Some state employees with take home authority drive

multiple vehicles» Take home vehicles may change throughout the year.

Documenting at the operator Id level means fewer updates during the year

– In the past agencies were able to just click a check box to update take home vehicles if nothing had changed

• Now agency contacts must enter additional information on-line to document take home drivers

Take Home Renewals• Secure Log-in

Take Home Link

Take Home Renewals – New Form

Take Home Approvals (Agency Level)• New Approval Requirements

– Employee Signature

– Manager’s Signature

– Division Director’s Signature (if applicable)

– Department Director/Dean’s Signature

Print and send the signed

document to Sam Lee

Take Home Approvals (Fleet Level)

• Every take home documented by Agencies must be approved by Fleet Operations

• Why?– Legislative Auditor General’s recommendation to

Fleet Operations:• “We recommend that DFO annually monitor take-home

vehicles and encourage state agencies to: – Comply with state and federal requirements, and

– Determine if take-home vehicle assignments are appropriate”

Monthly Fleet Audits

Monthly Fleet Audits “Exception Reports”

• Cost Per Mile

• Miles Per Gallon

• Zero Miles

Monthly Fleet Audits

• Legislative Auditor General Recommendations:– “We recommend that DFO provide exception

reports to state agencies on a monthly basis – We recommend that DFO request state agencies to

review exception reports and inform DFO of incorrect vehicle information”

Monthly Fleet Audits

• Each month Angie Watson of DFO will be sending out a list of vehicles that:– Exceed the expected cost

per mile for the standard class

– Exceed the expected miles per gallon for the model type

– Exceed two months without a meter update (Zero Miles Report)

Please respond back to Angie in a

timely way.

We have a new tracking system to

help her record your responses so we don’t have to revisit the same questions each

month.

Parking at the CapitolShuttle Service

Parking at the CapitolShuttle Service

• Currently the “Legislative Shuttle” is running every 15 minutes between the Capitol and the Utah State Fair Park

• Beginning March 1, 2007 the Fleet Operations shuttle will be running every 7 minutes between the Capitol and the Fair Park during morning and evening peak transportation times. During the day the shuttle will run every 15 minutes

• The parking situation at the Capitol will be very restricted until at least the fall of 2007.

Agency Owned Vehicle’sAccident Documentation

Agency Owned Vehicles andAccident Documentation

• Two major changes are happening with accident documentation and tracking

1. Accident reports entered on-line will shortly be loaded directly into FleetFocus

• This will be a tremendous time saver for Cerena Crosby of Fleet Operations and will save a duplicate entry of accident information for Higher Education Fleet Managers, Fleet Managers of owned vehicles and Risk Management personnel at all levels.

2. Security issues relating to attaching supporting documentation for accidents in FleetFocus now has a solution

• Pictures and scanning electronic documents can now be attached or linked directly to the accident report in FleetFocus through a program called “Filezilla.”

Sam Lee

Deputy Directorsamlee@utah.gov

(801) 538-3452 (State Office Building)

(801) 619-7237 (Draper Office)

GPS in State Vehicles

Scott BinghamResearch Analyst

Global Positioning System (GPS)Automatic Vehicle Location (AVL)• Current and historical GPS location• Land marking• Driving Directions• Roadside Assistance & Stolen Vehicle Recovery• Vehicle Grouping & Privileges

Vehicle Diagnostics• Trouble Code/Maintenance Alerts• Fuel Efficiency Data• Remote Smog Check (CA)• Recalls• Integration

networkcarCoverage Area’s

NetworkCarSystems andDatabases

networkcarSatellite and Networks

GPS Value

Driver Management

Risk Management

Vehicle Management

Driver Management

• Change Driver Behavior– Identify unauthorized vehicle usage– Minimize unnecessary overtime– Reduce excessive vehicle idling

• Improve Response Times & Increase Job Efficiency– Land marking– Closest Vehicle to

Job/Landmark– Driving Directions

Vehicle Management

• Reduce Operating Costs– Reduce unauthorized fuel usage – Reduce wear & tear costs

• Lower Vehicle Downtime– Improve vehicle utilization– Diagnostic trouble code alerts– Scheduled maintenance alerts– Remote smog check– Automate odometer readings

Risk Management

• Asset Liability– Geofencing– Stolen Vehicle Recovery– Insurance Discounts

• Driver Liability– Speeding– Complete Roadside Assistance Package

Networkcar.com

networkcar.com

GPS Testimonials

– FUEL SAVINGS: "We have saved over 20% in fuel costs by reducing unauthorized mileage in the first two months of using the system.“

-Fleet Manager, Coast Plumbing

– UNAUTHORIZED DRIVING: “We saved over $400,000 this year in labor costs with Networkfleet”

- Vice President of Finance, Roto-Rooter

– SAFETY: "The city is now able to verify customer complaints and ensure that unsafe driver behavior is addressed."

- Fleet Supervisor, City of Glendora, CA

Scott Bingham

Research Analystswbingham@utah.gov

801 537-9134

Invalid Drivers LicensesOperator ID’s

Corry HillProgram Specialist

Dianne DavisAdministrative Secretary

Driver’s License Validation Rule 27-3-3-(6)

• All Utah Operator ID’s are checked– The Operator ID is marked as invalid:

• Incorrect - If there is not a match – Could be wrong number (typo)

• Truly Invalid - If there is a match and the license is invalid (various reasons)

• Non-Utah Operator ID’s– Marked invalid if license is expired according

to information in Fleet.

Driver’s License Validation• Invalid Information is sent to Agency R27-3-3-(7)

• Agency Responsibility R27-3-3 – Contact Operators – Withdraw authority to operate vehicle R27-3-3-(8)

– Make Corrections in Fleet Focus R27-3-3-(1)

• Most agencies have someone authorized to make changes to Operator ID’s

• The few agencies that don’t have someone authorized can either:

– Request authorization and training to make changes to Operator ID’s in Fleet Focus

– Send the corrections back on the spreadsheet R27-3-3-(2)

• Return the spreadsheet with comments and corrections

Dept IDOperator

Name

Operator ID

License

State

Expiration Date

Reason

Your Response

Send the spreadsheet back with your comments

Invalid Drivers Licenses – January 2007

0

200

400

600

800

1000

1200

1 2 3 4 5

Incorrect

Invalid

Total

Difference fromprevious week

Operator ID’s

• 14,905 Higher Education

• 34,309 Active Operator ID’s– 13,948 Inactive Operator ID’s

• Keep history – never delete• Can be renumbered

• 19,404 State Agencies

• Update your Operator ID’s - R27-3-3

Non Utah Operator ID’s

• Utah law – have 6 months to get a Utah DL if they intend to reside in Utah

• 1,365 total - 302 have expired dates– 397 State Employees not Higher Ed (law

doesn’t apply to students)

• 79 have expired dates

• 314 have been in system longer than 6 months

• Check your Operator ID’s - R27-3-3

Corry Hill

Program Specialistcoraleehill@utah.gov

801 538-3192

Dianne Davis

Administrative Secretarydiannedavis@utah.gov

801 537-9187