Fleet Management Division. Current Solutions for Efficient Daily Travel
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1 Fleet Management Division Current Solutions for Efficient Daily Travel
2 Key Topics I. Mileage Reimbursement vs. Rental what s better? II. How to Reserve Fleet s Vehicles Online? III. How to Handle Agency s Admin Vehicles Easier? IV. What are Myths and Truths of Driving CNG Vehicles? The objective of this presentation is to present state agencies with tools and information that enhances maximum use of the state vehicles Key Topics 2
3 I - Agency s Options to Provide Transportation Mileage vs. Reimbursement IRS $0.565 per mile Trip Optimizer (lowest value with > 100 miles / day) Daily Rental Fleet Management OU & OSU SW771 Lease from Fleet Mgmt Agency s MotorPool State provides three options as alternative to using personal vehicles for state business Mileage Reimbursement vs. Rental what s better? 3
4 I - Mileage Reimbursement Risks Features FMD Owned Vehicles* Personally Used Vehicles Liability Coverage Yes Yes** Vehicle Physical Damage Coverage Yes No*** Maintenance Yes No Road Assistance Yes No**** Vehicle Locator Yes No * Providing a driver complies with the conditions of the Driver Certification (DCAM-FORM-FM-015C). ** Liability insurance applies only to the extent the employee is in the scope of employment at the time of the accident; report accidents to the Risk Management Division. *** Vehicle Physical Damage (Comprehensive & Collision) coverage for accidents, theft, or natural disaster is not provided by the State for personal vehicles when the personal vehicle is used for state business. If a driver desires to have a personal vehicle covered for physical damage (Comprehensive & Collision), the driver will need to purchase this coverage from a private insurance provider. **** Fleet Management Division does not provide wrecker services for personal vehicles, even if used in the scope of employment. Using personal vehicles for state business has its drawbacks compared to renting from Fleet Management or through SW771 rental contract Mileage Reimbursement vs. Rental what s better? 4
5 I - Risks Associated with using Personal Vehicle When personal vehicle is involved in an accident, state does not cover personal damages It may take weeks or months before insurance processes repair or replacement of personal vehicle involved in an accident When utilizing state vehicles and rental contracts, the downtime is significantly reduced Mileage Reimbursement vs. Rental what s better? 5
6 II - Benefits of the Online Rental Vehicle Reservation ONLINE: FIRST COME FIRST SERVED Faster Paperless At the end: Hassle Free!!! vs. PAPER: Renting vehicles from Fleet Management became easier; reserving vehicles can be done online How to Reserve Fleet s Vehicles Online 6
7 II Trip Optimizer - functions Assists with mileage reimbursement Provides travel estimates Enables to reserve FMD vehicle NEW!!! Online reservations are conducted through a familiar tool - Trip Optimizer Trip Optimizer can be accessed through How to Reserve Fleet s Vehicles Online 7
8 II Online Reservations - outline Creating user account (one time) Making Reservation Canceling Reservation Resource: DCAM-PROCESS-FM-D001 In order to reserve vehicles online a user account has to be created This presentation also covers how to reserve a vehicle and how to cancel an existing reservation More details are included in the process linked on this slide How to Reserve Fleet s Vehicles Online 8
9 II - Creating User Account first time user How to Reserve Fleet s Vehicles Online 9
10 II - Creating User Account provide How to Reserve Fleet s Vehicles Online 10
11 II - Creating User Account provide personal info How to Reserve Fleet s Vehicles Online 11
12 II - Creating User Account set up login and password How to Reserve Fleet s Vehicles Online 12
13 II - Creating User Account validation How to Reserve Fleet s Vehicles Online 13
14 II - Creating User Account code entry validation How to Reserve Fleet s Vehicles Online 14
15 II Making Reservation - steps Log in Search Reserve After a user account is created making a reservations involves three steps How to Reserve Fleet s Vehicles Online 15
16 II Making Reservation log in How to Reserve Fleet s Vehicles Online 16
17 II Making Reservation validation and search How to Reserve Fleet s Vehicles Online 17
18 II Making Reservation entering trip info Drop down box How to Reserve Fleet s Vehicles Online 18
19 II Making Reservation selecting FMD vehicle Trip Optimizer will calculate the most cost efficient option. How to Reserve Fleet s Vehicles Online 19
20 II Making Reservation selecting pick up location How to Reserve Fleet s Vehicles Online 20
21 II - Making Reservation reservation review How to Reserve Fleet s Vehicles Online 21
22 II Making Reservation preapproval How to Reserve Fleet s Vehicles Online 22
23 II - Making Reservation approval How to Reserve Fleet s Vehicles Online 23
24 II Canceling Reservation main menu 24h minimum notice prior reservation How to Reserve Fleet s Vehicles Online 24
25 II Canceling Reservation finding reservation How to Reserve Fleet s Vehicles Online 25
26 II Canceling Reservation final review How to Reserve Fleet s Vehicles Online 26
27 II - Making Reservation LIVE! Set up your account and book your rental from Fleet Management online! Bring your confirmation when you pickup the vehicle. Note: For special arrangements, please contact Daily Rental directly How to Reserve Fleet s Vehicles Online 27
28 III - Handling Agency s Admin Vehicles Easier Benefits of M5-Motor Pool for Owned or Leased: Know who has the keys your vehicles are at all times. Know an approximate return time and date of your vehicles. Get full utilization of your vehicles; do same with less for less Resource: DCAM-PROCESS-FM-L003 If several employees that need a car just occasionally instead of daily, sharing a vehicle is a solution Fleet Management provides a web-based tool (Motor Pool Manager), that enhances an agency s internal scheduling of owned or leased vehicles This presentation covers key points of the Motor Pool Manager, details are included in the process linked on this slide Note: No cost for vehicles leased from Fleet Management; Implementation subject to applicability and scheduling How to Handle Agency s Admin Vehicles Faster 28
29 Employees using the M5 system will be given a unique User Name and Password. Fleet s application is web-based; no special software needs to be installed How to Handle Agency s Admin Vehicles Faster 29
30 Your reservation can now be saved and will return a Motor Pool Ticket Number with a status of Reserved. Instead of sticky notes and spreadsheets, Motor Pool Manager captures all information in one place How to Handle Agency s Admin Vehicles Faster 30
31 When the driver pickups the vehicle, the status of the reservation turns to Picked Up. How to Handle Agency s Admin Vehicles Faster 31
32 When the driver Returns the vehicle, the current odometer reading must be entered. After the Motor Pool Ticket is saved, the system calculates the number of hours/days the vehicle was out as well as the number of miles put on the vehicle.. How to Handle Agency s Admin Vehicles Faster 32
33 IV CNG Vehicles Daily Rental Inventory Fleet Management offers full size and compact sedans, and also 12-passenger vans in its daily rental pool that are fueled with CNG The purpose of this presentation is to address concerns of our customers in renting these vehicles Myths & Truths of Driving CNG Vehicle 33
34 CNG Initiative: IV CNG Vehicles big picture 23 involved states Renegotiated vehicle prices FMD has purchased 135 CNG vehicles 71 Honda Civics 48 RAMs Ford Transits 1 Ford F350 1 Ford E250 State of Oklahoma has purchased over 400 CNG vehicles CNG is here, more and more state vehicles are and will be fueled with natural gas The Governor leads the initiative, through which state agencies acquired hundreds of these vehicles this year alone Myths & Truths of Driving CNG Vehicle 34
35 IV CNG Vehicles renters concerns Safety Fueling Sites Fueling Process The key concerns Fleet Management s customers are addressed in this presentation Myths & Truths of Driving CNG Vehicle 35
36 IV Safety - Tank and Fuel Comparison Characteristics Gasoline CNG Tank Material Plastic Composites (designed by NASA) Tank Strength Breakable Bulletproof Fuel Flammability High Low Fuel Dispersion Low, on ground High, up in the air Myths & Truths of Driving CNG Vehicle 36
37 IV Safety - Tanks Impact Resistance CNG tanks are designed to withstand high pressures, therefore they are more impact resistant than gasoline tanks Myths & Truths of Driving CNG Vehicle 37
38 IV Fueling Sites - Currently in Oklahoma 73 stations (#2 nationwide) - Fueling Stations (smart phone apps) - A map of CNG fueling stations, along with names, addresses, and contact numbers is available in every FMD owned CNG fueled vehicle Access to fueling sites is increasing; every quarter new CNG fill sites are being opened in Oklahoma A smart phone application can assist with planning a trip Myths & Truths of Driving CNG Vehicle 38
39 IV Fueling Sites Myths & Truths of Driving CNG Vehicle 39
40 IV - Fueling Process ODOT & OMES Fleet Management video Resource: DCAM-PROCESS-FM-F002 Fleet Management Division will be happy to assist you with initial fueling of CNG vehicle Fueling a CNG vehicle differs from gasoline, but it is not difficult Fleet Management provides several teaching sources for new CNG drivers to get familiar with a new process Myths & Truths of Driving CNG Vehicle 40
41 Summary - Mileage Reimbursement Risks Use state vehicles as much as possible - Online Paperless Reservations through Trip Optimizer (FMD Calculator) Reserve vehicles online instead of through form 015D - Motor Pool Functionality for Agency Shared Vehicles Fulfill an agency s mission with fewer vehicles; use fleet system to manage them - Myths and Truths of Driving CNG Vehicles Feel comfortable renting CNG vehicles from Fleet Management Summary 41
42 Questions & Follow-ups Dana Pybas Daily Rental Customer Representative Phone: (405) Klaudyna Routt Lease Analyst Phone: (405) Stephen Swallow Fleet Mgmt System Phone: (405) Questions? 42
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