Creating Vehicle Requests

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1 Overview Vehicle requisitins, including additins, replacements, dnatins and leases, are submitted, reviewed, and apprved using the State f Gergia Frms in VITAL Insights. The prcess has three levels f review agency, Office f Fleet Management (OFM) and Office and Planning and Budget (OPB). There are tw types f vehicle requests an additin t the fleet and a replacement fr an existing vehicle in inventry. Prcess Overview The VR prcess ges thrugh at least fur submittal levels: Agency requestr Cmpletes the initial request and prvides new/replacement vehicle infrmatin, vendr infrmatin Agency apprval prcess Every agency has at least ne persn wh apprves the acquisitin f the vehicle and ensures that all necessary agency prcedures have been fllwed fr acceptance and payment f the vehicle. OFM apprval After the VR has cleared the agency apprval level, the Office f Fleet Management ensures that the agency has met fleet plicy requirements. OPB apprval Finally, OPB reviews the request t ensure adequate funding and justificatin fr the purchase. Required Infrmatin In rder t cmplete the vehicle request, the fllwing infrmatin will be required: Type f vehicle request replacement r additin If replacement, state-id f vehicle that will be replaced Desired vehicle infrmatin (year, make, mdel, fuel type, alternative fuel vehicle, GVW) Assigned status f new vehicle Statewide cntract, if applicable Vendr infrmatin (address and cntact infrmatin) Intended use f the vehicle Justificatin fr vehicle purchase including maintenance cst f replacement vehicles Budget prgram infrmatin (this infrmatin can be btained frm agency budget fficials) Page 1

2 Actin 1. In the Menu Optins, pen the State f Gergia Frms flder and select New Vehicle Request Frm. 2. The Vehicle Request Frm windw pens as pictured belw. Cmplete the infrmatin belw: VR Header Infrmatin VR# - The system aut-ppulates a number that begins with the 4-digit Site ID fr yur agency. Descriptin Enter a shrt phrase that identifies this request. Site Select yur agency Site ID by typing in either the 4-digit site ID r yur agency name. Attachments (Optinal) - Uplad any relevant dcuments in PDF frmat. Agency Cntact Infrmatin - the requestr infrmatin is pulled directly frm the user id recrd. Cntact OFM t make changes t yur user recrd if the cntact infrmatin is incrrect. Purchasing System Select Other r Peplesft. The new system des nt interface with Peplesft. This field captures the type f purchasing system fr this vehicle request. Vendr Infrmatin Select N vendr r Statewide Cntract. (Statewide cntract infrmatin is available n Team Gergia Marketplace website.) N Vendr Use fr dnated, laned, and vehicle types nt addressed by statewide cntract. Enter the vendr name, address, and cntact infrmatin. Statewide Cntract Vehicle is being purchased frm a statewide cntract. Select the desired cntract number frm the drp dwn menu. Select the apprpriate vendr name. Vehicle Delivery Methd Select Pickup r Delivery. Page 2

3 (cntinued) Actin 3. Click Save. Yu have nw cmpleted the agency, requester and vendr infrmatin and can begin entering specific vehicle infrmatin fr the vehicle request. 4. Vehicle Request Lines A vehicle request line must be cmpleted fr each vehicle requested even if the vehicles are f the same type. The instructins fr quickly creating identical vehicle request lines is prvided in 8. Click Add VR Line t begin entering vehicle infrmatin and Add New VR Line #1 sectin expands Select VR Reasn - Additin t Fleet r Replacement frm drp dwn menu. If Additin, cmplete the infrmatin belw fr the new vehicle: Enter the year, make, mdel, unit cst (cst fr a single vehicle) Leased Select Yes, if vehicle is leased; therwise, select N Driver Assigned Select Yes, if vehicle will be assigned t ne driver and allwed t be taken hme; Select N, if the vehicle will be pled Fuel Type Select type f fuel fr vehicle frm drp dwn list Nte: Please cnsider chsing an alternative fuel vehicle, if pssible. If Replacement Cmplete the infrmatin fr the new vehicle and the infrmatin belw fr the vehicle t be replaced. Select Dispsitin Methd Lease Return, Other, sld t Insurance Cmpany, Trade-In, Turn in t State Surplus Click binculars t chse the state ID frm the existing inventry Page 3

4 (cntinued) Actin 5. Justificatin Questins Answer the fllwing questins t prvide justificatin. If VR reasn is an Additin, Questins 1 & 4 are required. If VR Reasn is a Replacement, Questin 1, 2, 3 & 4 are required. Prvide cncise answers t the fllwing questins. 1. Why des yur agency need the new/additinal vehicle? Hw will the new vehicle be used if different frm ne being replaced?* Be specific describing the way the new vehicle will be used i.e. t transprt prisners r mve landscape equipment 2. Hw much have they spent n maintenance in the last fiscal year? (This is regardless f the number f miles n the vehicle.)* If vehicle is an additin t the fleet, enter N/A. Prvide the best estimate fr all PM, maintenance and repair csts fr the last fiscal year fr the vehicle t be replaced 3. Hw is current vehicle used?* If vehicle is an additin t the fleet, enter N/A. If vehicle is a replacement, prvide a descriptin f hw the vehicle t be replaced is used. 4. Explain any funding surce ther than state r federal funds.* If nn-state funds, indicate the name f surce fr instance if federal grant prvide the federal agency and/r grant name r tuitin r student fees. 5. Additinal infrmatin. Prvide any ther infrmatin that yu believe explains yur need fr the vehicle. Page 4

5 (cntinued) Actin 6. EPACT and Budget Infrmatin Prvide the fllwing infrmatin n the new vehicle. EPACT Primary Use Select frm the drp dwn menu. Administrative Daily r shrt term rental Emergency/medical Interstate/Intercity bus transprtatin Law enfrcement Mixed Use Off Rad Other (Please specify) Overnight Use Student Transprtatin Transit Utility GVW Select Under 8,500 r Over 8,500 PO Number, PO Date, PO Line num D nt enter at time f vehicle request. This infrmatin is entered after the vehicle request is apprved,and the vehicle is purchased. Budget Fiscal Year Surce f Funds If ne surce fr funds, enter 100 in the desired field. If split funding indicate the relevant percentage in each surce field. Prgram ID/Name Obtain infrmatin frm agency budget ffice Enter prgram cde r descriptin. If yu dn t knw the prgram ID but have a descriptin r vice versa, yu can enter partial infrmatin t return thse prgrams that match the criteria. 7. Click Save VR Line. Page 5

6 8. Mdify Vehicle Request Once ne vehicle request line is created, the requestr can mdify an existing vehicle request by editing a VR line, adding additinal vehicle requests r deleting the VR Line. T add a new vehicle request with the same vendr but different vehicle infrmatin Click Add VR Line Repeat s 4-7 t add vehicles t the request T duplicate a vehicle request, including the vehicle, justificatin, EPACT and Charge T infrmatin fr additinal vehicles. (See graphic belw) Select the existing VR Line that yu want duplicated. Click Cpy VR Line and all the infrmatin fr the selected VR will be ppulated fr a different VR line. Once created, yu can make changes t the new VR line nce created by clicking Edit VR Line, Delete VR Line. T edit a VR Line Click f the VR Line# Click Edit VR Line and make desired mdificatins T delete a VR Line Click Delete VR Line and all infrmatin fr the VR Line is remved frm the vehicle requests. 9. Once yu have cmpleted the vehicle requests and all lines, yu can click: Save saves changes made t the VR Page 6

7 Submit T Apprve sends the vehicle request t next level apprver An will be sent t the next level apprver Cancel VR ends the VR s that it cannt be edited r apprved Exit clses the Vehicle Request Frm windw and pens the Search Vehicle Requests windw that cntains the vehicle requests in yur inbx. 10. T mnitr the VR thrugh the apprval prcess: Click n the Vehicle Requests Search Menu The vehicle request shuld be listed in the secnd half f the windw. If nt, in the Status bx, select All Statuses and all vehicle requests fr yur agency shuld be listed. The listing the vehicle request can be srted like ther listing pages in VITAL Insights by clicking n the clumn heading (click nce fr ascending rder, click twice fr descending rder). Page 7

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