Department of Administrative Services

1. Department of Administrative Services December 2010 Fleet , Risk & Surplus Property Customer Seminar

2. Fleet Management Ed Finnegan, Director Jim Sever, ERP Business Solutions

3. VITAL Data REPORTS REPORTS SPREADSHEETS SPREADSHEETS METRICS METRICS 3

4. VITAL Insights • Vital Insights is an ARI application separate from the maintenance program. • More than just user friendly, it offers higher level of reporting capability. • The VR process is incorporated into the to system. • Maximo is gone!

5. VITAL Insights Capabilities & Benefits • One Stop Shop for Fleet Data • Vehicle Inventory • Fuel transactions (manual or WEX entered) • Maintenance transactions (manual or ARI-entered) • Manual Data Entry • Fuel, Maintenance, Odometer Readings

6. VITAL Insights Capabilities & Benefits • Enhanced Reporting • Export vehicle transactions & general info to Excel spreadsheet • Odometer exception & fleet metrics reports • Added Risk-Related Information • Risk info: APD coverage, risk premium, book value • Report My Driving Sticker info

8. Inventory Management

9. Fuel Transaction History

10. Maintenance History

11. Fleet Management Educational Opportunities

12. Office of Fleet Management Educational Series • Over the past 2 months we have trained over 1000 state employees in person. • Weekly ARI Insights webinar. • Recorded webinars for in-depth training on your schedule. • Will be going around the state to discuss Report My Driving.

13. Vehicle Request Process Waiting Agency Approval Waiting Fleet Coordinator Review Waiting for OFM Review Waiting for OPB Review VR Approver #2 Requester Approver #1 OPB OFM Fleet Coordinator / Manager-Supervisor Agency Approver Approved

14. Vehicle Request Inbox

15. Vehicle Request – Advanced Search

16. New Vehicle Request

17. New Vehicle Request Requirements

18. New Vehicle Request - Features

19. Important Criteria for Vehicle RequestsPhase 1* • No ZERO vehicles. • Compliant with mandatory WEX Fuel Card program. • Current on Maintenance Data • Should be within your OPB vehicle allocation

20. Biggest Fleet Issue We Have 1700 Vehicles With ZERO Miles!

21. Key Metrics to Follow

22. Vehicle Utilization* • What is vehicle utilization? • Miles driven compared with expected use • Fleet policy states that all state vehicles will be utilized a minimum of 14,000 miles per year (Policy No.10, Revision #6) • 6,000 minimum in campus environment *Governors Office and Legislature asking for this low use data

23. Your Partners Can Save You Money

24. DOAS Fleet Service Contracts/Toolbox • Maintenance Management Services (ARI) • Fuel Management Services – Wright Express (Wex Card) • Enterprise Rent-A-Car (Vehicle acquisition) • Daily rentals • Short-term (Walk-Away) leases • Car share and pooling solutions (New WeCar program. Driver’s Alert—Report My Driving

25. How the ARI Program Can help your fleet? • Automatic Data Entry • Reduced Maintenance Costs – 10-20% w/National vendors • Reduced Overhead/Administration Costs-Consolidated Billing • Provides Detailed Audit Trails • Warranty and Post Warranty Recovery • Access 24/7/365 to Call Center w/ASE certified Tech with toll-free access - 1-800 CAR-CARE • State drivers call techs that are ASE certified and negotiate on your behalf • Provides more time and resources to focus on agency core mission objectives • Provides a state and nation wide vendor network • Detailed vehicle dashboards, KPIs, analysis and reports

26. GA Vendor Network Coverage National Account Vendors 38,000 shops nationwide 1,117 shops in Georgia 10-20% off retail pricing Independent Vendors 52,000 shops nationwide; 3,826 in Georgia ARI rates each vendor according to speed of repair, willing to negotiate and accuracy of invoice ARI can add your current specialized vendors to our network

27. Cost Avoidance* • Administrative cost avoidance = $29.84 vehicle/month • Direct repair cost avoidance = $9.92 vehicle/month • Program cost is $8.66 vehicle/month * Based on FY2009-10 program savings.

28. How to Participate with ARI? OFM Meets with Agency to discuss program and benefits Agency provides vehicle Listing to OFM ARI puts together Vehicle Operators Packets & sends To Agency Coupons, Phone #’s, & Procedures

29. Extra! Extra! • Due to the increased participation in ARI, DOAS has reduced it’s fee by 43%! • The administrative fee of 7% has been reduced to 4% as of 1-1-11. • We will continue to monitor this to see if further adjustments are possible. • If you’re one of the many satisfied customers, tell another agency!

30. Summary Wex Fuel Management Program Key Benefits: • Wex program works similar to P-Card program w/access to over 90% of retail vendors accepting Wex for fuel and maintenance purchases at reduced prices aiding driver from price shopping. • Provides 24/7/365 access to online tools, calculators, pre-authorized spending limit ability, purchase alerts, transaction limits, exception reports, etc. • Secure cards assigned to vehicles and PINs assigned to employees reducing occurrence of slippage, misuse and fraud. • Secure access to “Real-time” fuel data allowing agency focus on auditing tasks versus administrative tasks. (e.g. invoice processing, checks, postage, reimbursement, ordering, inventory mgt, data entry, invoice processing costs, telephone calls, data entry, fuel reimbursement expenses..etc.). • Potential Fleet Savings/Year for 500 vehicle fleet/1000 employees can be $333,667 (Average of 24.3% reduction in costs)

31. Manage Purchase Alerts • Purchase Alerts are generated from parameters you set • Receive email notification when a transaction exceeds your purchase guidelines • Allows the transaction to authorize so your driver can stay on the road • Fast activity reporting helps you address any problems quickly Choose from a variety of parameters: • Number of transactions per day • Out-of-state transactions • Off-hours transactions • Day of the week • Dollars per day • Dollars per transaction • Gallons per transaction • Fuel type

32. WEXOnline® > Tool Kit > Fuel Price Mapping

33. How To Order Fuel Cards E-mail form to: fms@doas.ga.gov OFM emails template to Wright Express OFM reviews Spreadsheet Template Complete a Fuel Card Spreadsheet Template Sends WEX cards to Agency

34. WEX Card Issues • Duplicates!!! • Generic names • Sharing PINS • Fraud

35. Enterprise Rent-A-Car State Contract Options • Daily Rental Vehicles • Short Term Closed End Lease Vehicles • Car Share and Pool Vehicles (WeCar) Key Benefits: • Leverages operating expense budget • Reduces largest costs of fleet ownership (i.e. Depreciation, administrative overhead) • Reduces excessive reimbursement, streamlines billing, information and reporting • Provides a wide variety of vehicles • Increased driver productivity using free pick up for instate rentals • Real-time reservation online reservation portal to over 212 store locations statewide • Roadside assistance for enhanced driver safety and security • Cost comparison calculation tool

36. The comparison tool can be accessed at http://ssl.doas.state.ga.us/vehcostcomp/ One day trip using a mid-size saves $12 with an additional $7 savings using a compact car

37. Why Non-State Vehicle Ownership Alternatives? • Vehicle ownership can be a costly decision if made unwisely, • Provide agencies with other low cost transportation alternative, • Reduce POV and avoid excessive costs, vehicle and employee downtime, • Increase vehicle utilization and reduce the state’s fleet size, • Provide lower cost transportation alternatives to agencies with unreliable vehicles using costly alternatives to provide mission critical transportation, • Leverage Enterprise Rent-a-car’s fleet expertise as an industry consultant under DOAS direction to provide State agencies with alternative and cost-effective transportation solutions, • Propose reliable and safe transportation alternative • Provide the State with validation process regarding use of short-term leasing options to both right-size fleet and provide more cost-effective agency transportation solutions.

38. Example: Lease Program Costs $257.47 Lowers total monthly cost to operate a state vehicle

39. Fewer Claims/Less Down Time

40. Report My Driving Program DOAS pays the cost and you can reap the benefits: • Fewer claims • Less down time • Less expense • Fewer injuries • Safer vehicles • Lower Premiums

41. OFM Team Member Contact Information Ed Finnegan- ed.finnegan@doas.ga.govor 404-651-7263 General information, leasing, policy, legislation, best practice, etc. Jim Sever – jim.sever@doas.ga.govor 404-657-6907 Special projects, Agency data profiles, VITAL access, etc. Allyson Williams – allyson.williams@doas.ga.govor 404-657-6935 Data analysis, agency profiles/scorecards, management reports, etc. Roger Kennedy – roger.kennedy@doas.ga.govor 404-656-6295 Wright Express and ARI participation, access and information, etc. Bobby Arrington – bobby.arrington@doas.ga.govor 404-657-6908 Vehicle Requests (VRs), VITAL helpdesk, VITAL Training, etc. John Wynn – john.wynn@doas.ga.govor 404-657-6930 VITAL DB Performance, Special data queries, VITAL reporting, etc. Office Fax 678-913-0537 General Mailbox fms@doas.ga.gov

42. Questions & Answers

43. Risk Management Services December 2010 Insurance 101 Chris Risley Director of Risk Management Services

44. Risk Management Services Insurance 101 Your presenter – Chris Risley Director of Risk Management Services

45. Risk Management Services • Self-Insurance mechanism of the State of Georgia • RMS handles nearly all exposures associated with the operations of Georgia State Government assumed under the Georgia Tort Claims Act, Georgia State Law and Federal Statutes • With $26.5B in property assets, 130,000 WC covered lives, $581M in liabilities under management, RMS would be in the top 25 of world wide insurance organizations • Sovereign Immunity waived under Georgia Tort Claims Act

46. Risk Management Services • How we operate: • Claims Mitigation - Internal claims staff handle retained losses • Risk Financing - Purchase excess coverage in the insurance market and manage the RMS Trust Funds • Risk Consulting - Support other state and quasi-state functions • Loss Control – Comprehensive Loss Control Program (CLCP) designed to help agencies avoid or minimize losses in their organization. • Enterprise Risk Management approach to loss prevention • Annual Risk Report – Comprehensive report on risk related activities

47. Risk Management Services Auto Liability & General Liability

48. Risk Management Services Auto Insurance Program • Auto Liability follows the driver not the vehicle • Auto Physical Damage covers the asset - State vehicle for comprehensive and collision • Auto Accidents - touch nearly all areas of RMS, therefore, auto exposures receive additional attention • Single event most likely to result in the death of a state employee • Top 3 most expensive Workers’ Compensation claim type

49. Risk Management Services Auto Program Statistics • 100,000+ potential drivers • FY2008 – 650 accidents involving Auto Liability • Currently only 9950 of the states 21,000 vehicles are insured for Auto Physical Damage • Average total cost of an accident $21,000. • Cost of APD coverage – 1% of market value • Cost for Auto Liability Coverage - $0 for 8 years

50. Risk Management Services How Auto Exposures are addressed: • Comprehensive Loss Control Program • Driver Qualification • Driver Training • Accident Review Panels • Participant Deductible Adjustments • Vehicle Maintenance • Claims Trending • “Report My Driving” Stickers and post complaint call driver training • Support post accident Drug and Alcohol testing