1. FORUM Agenda 1. Fleet Vehicle Utilization Review -- Sam 2. Fleet On-line Reports -- Scott 3. Enterprise Rent-A-Car Contract Changes -- Sam 4. Already Replaced (AR) vehicles – Sam 5.Survey Results – Scott 6.Vehicle Replacement Update -- Scott 7. General Updates – Sam and Scott

4. Emergency – designated for enforcing public safety (5 miles per month minimum) Maintenance – vehicles used to maintain facilities (34 miles per month minimum) People Transport – primarily transports people (45 miles per month minimum) Supply Transport – primarily transports items other than people (15 miles per month minimum) Training – units are used for educational purposes (14 miles per month minimum)

6. We didn’t meet with every agency as some did not have any under utilized vehicles. Audits were conducted by Sam Lee, Angie Watson, and Scott Bingham

7. Some vehicles that appeared to have been sitting idle for months were being fuel by an incorrect gascard

10. We are planning to complete another fleet utilization audit by December 31, 2011 We need the fleet contacts to provide continued support to document the use of all state vehicles

11. We intend to raise the minimum mileage standards in the next review Each agency with state vehicles should regularly review mileage data to identify and remove under utilized vehicles

12. There is a five year window open to redeem a vehicle turned in and not replaced

13. Fleet Operations has had as many as 4 programmers working on information that is either supplied to our reports or on the reports themselves. DFO has placed significant resources to these reports in an effort to help agency fleet managers gather data more efficiently and give you the ability to manage your fleet with greater ease and effectiveness. How many reports are at fleet.utah.gov ?

14. Cost Efficiency, State Vehicle, MPG, Vehicle Maintenance History, Billing, Utilization, Accident Reports (preventable, non), Active Gascards, Fuel throughput by site, Gascard Multiple transaction report, Telematics reports, Unauthorized vendor listing, authorized vendor search, Agency Contacts, Invalid Drivers Licenses, Defensive Driving Report (required every 2 years by Risk Management) Maintenance/Service, Tire, and Windshield Providers Report coming soon. What are some of the on-line reports that each of you use. How frequently are you using them. Are there other reports that we could create to help you. Are there reports that we could modify to better accommodate your needs.

15. Information supplied in this report includes: Vehicle information Vehicle cost information for the Current month Fiscal Year to date Life to date Gascard Maintenance History Commercial Maintenance History Internal equipment installs Accidents

16. A sample Gascard Fueling History Report. It shows whose PIN was used to fuel the vehicle, when and where it was fueled and the amounts.

17. Each Agency has their own set of missions and goals, we hope to help your drivers have the tools necessary to accomplish their work.

18. The POV cost comparison is now in front of the Enterprise reservation process

19. 5 Simple clicks allow the potential renter to make a good cost comparison between an Enterprise vehicle and a reimbursement for personal owned vehicle use

21. The contract with State Travel provide $1,000,000 in liability coverage

23. Here is a link to the state finance link to reimbursement forms and a sample reimbursement form

24. This card is a great option for consistent daily pool users that don’t want to front travel expenses from their personal funds for state vehicle rentals from Enterprise

29. We have sent surveys to over 700 drivers and all the Fleet Managers

32. While Justification List is being approved by Agencies and DAS Executive Director, Class Standards are built using a 9 point vehicle purchase matrix that helps DFO understand the best vehicle in each class.

33. Once the Build Class Standards is authorized by each Agency, and sent back to Anne Stehno, Purchase Orders are issued for vehicles, and ordering begins. 98% of all vehicles that are scheduled to be replaced have been ordered. Vehicles arrive April through June once they are ready, Anne Stehno will make contact with Agency to schedule exchange.

34. DAS organizational restructuring S.B. 130 – Surplus Property Amendments Surplus is now part of Purchasing and General Services; Renumbers Surplus Property statute to 63A-2; Person responsible is Jan Rogerson. S.B. 2 – New Fiscal Year Supplemental Appropriations Act Transfers budget authority for the Travel Office to Fleet

36. If the word, “invalid” is in the Pool Unit Preferences field on the Operator ID in FleetFocus, the Drivers License in invalid. The driver should call the drivers license division to find out why it is invalid and what they need to do to fix it.

38. Contact Information Sam Lee – Division Director –(801) 538-9675 –samlee@utah.gov Gary Robertson – Deputy Director –(801) 538-3792 –garyrobertson@utah.gov Scott Bingham – Fleet Manager –(801) 537-9137 –swbingham@utah.gov Tami Nelson – State Travel Manager –( 801) 538-3109 –taminelson@utah.gov