Fleet%20Management%20System-Maximo

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Fleet Management System-Maximo

• Odometer Reading Correction Procedures

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OVERVIEW MILEAGE REPORTING IN MAXIMO

• Mileage reporting has changed from an annual
  entry in FIS to a continuous process in Maximo.
• Maximo works if your initial data (FY2007 mileage
  reading) was correct and mileage input is correct
  since this date.
• Maximo audits for a progressive increase in
  mileage, a normal expected process for an
  odometer.
• WEX mileage information is generated
  automatically using entries into the meters
  function of Maximo. Non WEX mileage information
  has to be manually entered into the Maximo
  system.
• Reports and the vehicle request function utilize
  this mileage information.
• Most odometer readings are input from the WEX
  Fuel Card interface or manual fuel transactions.
  There are no automated maintenance mileage
  entries (ARI) at this time.
• WEX cards will only post data if they have been
  set up by OFM.
• No mileage data clean up has taken place since
  the Fleet System began gathering data on July 1,
  2007.

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• OBSERVED MILEAGE DATA ENTRY PROBLEMS
• Many vehicles have no mileage readings since
  FY2007 import from FIS (dated 6/29/07)
• FY 2007 reading is missing, wrong or taken after
  June 30, 2007.
• Older vehicles with odometers not reflecting
  100,000 mile readings.
• Using one fuel card for several vehicles.
• Using the wrong card for the wrong vehicle
• Using fuel cards for disposed vehicles
• Common WEX fuel card errors include
• Input Errors
• Enter PIN for mileage
• 000000 or 999999
• Entries in tenths
• Others

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ACTIONS AGENCIES MUST TAKE

• Review Maximo reports to insure correct mileage
  data is reflected for each vehicle.
• Manual fuel entries must be entered.
• Make necessary corrections on any initial mileage
  errors (6/29/07).
• Begin the WEX mileage error correction process.
• Stress mileage input accuracy to all drivers.

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MAXIMIZE MAXIMO CAPABILITIES Location
Location Location

• Organize your fleet so that vehicle supervisors
  can view and correct mileage entries.
• Agencies determine location organization in
  Maximo.

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IDENTIFY THE EXTENT OF THE PROBLEM

• Agency Annual Mileage Report

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FIX WEX MILEAGE ERRORS

• Currently about 50 of the mileage problems are
  related to fuel card use.
• - This figure can be substantially reduced by
  awareness and training.
• - Total error elimination is probably not
  possible and WEX mileage error correction will
  have to become a continuous process.

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Timeline for Correcting WEX Error FileApril 7
WEX Error File must be corrected by May 1April
14, 21, and 28 WEX Error File must be corrected
by June 1 May 5, 12, 19, and 26 WEX Error File
must be corrected by July 1 June 2, 9, 16, 23,
and 30 WEX Error File must be corrected by August
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April May
Week 1 Week 2 Week 3 Week 4 Week 1 Week 2 Week 3 Week 4
7-Apr 14-Apr 21-Apr 28-Apr 5-May 12-May 19-May 26-May

June July
Week 1 Week 2 Week 3 Week 4 Week 5 Week 1 Week 2 Week 3 Week 4
2-Jun 9-Jun 16-Jun 23-Jun 30-Jun 7-Jul 14-Jul 21-Jul 28-Jul
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WEX Error Spreadsheet and Correction Procedures
on SAO Website
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WEX Error Spreadsheet and Correction Procedures
on SAO Website
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(No Transcript)
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Click on the Vehicles application, or use Go to
then Assets then select Vehicles.
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Enter the State ID or the VIN Hit enter.
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Click on the Asset Number to pull the vehicle up.
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Click on the Select Action. Click Manage Meter
Reading History
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Filter for Odometer Readings
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In the Meter field type Odometer and hit enter,
this will pull up only the odometer records
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Vehicle Odometer Reading
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Find the odometer reading that needs to be
corrected and click on the word ODOMETER to
highlight the record you need to fix.
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Enter the correct meter reading into the Modified
Reading Field. (If you can not see the OK button
hit F11 this will fix your screen so you can see
it, just remember to hit F11 to re-correct your
screen after you hit OK) Now hit the OK button.
This is the reading that needs to be corrected,
it is 135,875
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Go back into Manage Meter Reading History,
because after you hit OK it closes that window.
You have updated the original reading of 135,875
to 136,000 miles. Now click OK again you might
need to hit F11 to get to the OK button to close
the Manage Meter Reading History Window.
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Easy Fix 2007 Vehicle
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Multiple Tenths
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New Vehicle
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999,999 Entry
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2006 Ford
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From 67 Thousand to 296 Thousand2003 Model Year
Vehicle
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Bad Start to FY
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EXPECTED RESULTS

• The correction of FY2007 data is a one time
  only event, however, the process of error
  correction will be a continuous process and is
  only necessary if data was reported incorrectly.
• The initial WEX file for correction will take
  longer. As you become familiar with the process
  it will become much quicker. This will be a one
  week file.
• The second WEX file will have more entries
  because it will be several weeks of records.
• The faster problems are communicated to the
  drivers, the faster the error rate will be
  reduced.
• There should be a drastic reduction in input
  errors prior to end of FY2008.
• FY2009 should begin correctly and automated input
  should sustain the system with minimum error
  correction on the part of the agency.
• Decision makers will have accurate mileage data
  for review without any action on the part of the
  agency.

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ADDITIONAL REPORTS IN MAXIMO

• VEHICLE METER READING
  AUDIT
• Most likely used if the Agency Annual Mileage
  Detail Report is lengthy. This report allows an
  agency to set a high mileage range and a low
  mileage range and identify all vehicles in the
  inventory that meet the criteria.
• AGENCY ANNUAL MILEAGE
  EXCEPTIONS REPORT
• This report prompts an agency to enter a
  reference date. Once the date is entered Maximo
  will look for all vehicles that have had no
  mileage data activity in the 30 days prior to the
  entered date.

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FUEL CARD FRAUD PREVENTION

• Incidents of fuel card fraud are on the increase
  due to higher fuel prices
• Proper fuel data input into Maximo will help
  reduce fraud because a visible audit trail is
  produced for each vehicle
• Review daily management procedures of your fuel
  card
• program
• One Card per vehicle.
• Each driver has individual PIN, no exceptions.
• Authorization limits are realistic, no 999,999s.
• Utilize purchase alerts for email notification of
  limit violations.  These can be set online.
• BE PREPARED TO PARTICIPATE IN A FRAUD PREVENTION
  WEBINAR IN MAY

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Questions
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IF YOU HAVE A PROBLEM OR NEED HELP

• Should you have any problems or questions in
  making these corrections, please contact the
  Maximo Application Support Help Desk at
  888-896-7771 or 404-657-3956 (Option 6), or you
  may send an email to
• maximoampfeedback_at_sao.ga.gov