Community Service Board Fleets

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Community Service Board Fleets August 28, 2008
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Marvin McClain Manager DOAS Office of Fleet
Management
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Barry Vincent Motor Vehicle Operations
Manager DOAS Office of Fleet Management
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History

• March 15, 2008 letter from DHR
• March 15, 2008 letter from DOAS
• May 16, 2008 letter from DHR
• June 15, 2008 decision due
• As of July 31, 2008 all CSBs had opted for DOAS
  oversight

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State Oversight

• Oversight Includes
• Compliance with Policy 10
• Compliance with Georgia Fleet Management Manual
• All motor vehicle assets in the Maximo Fleet
  Management System
• Utilization of state fuel card contract
• Utilization of state maintenance management
  contract
• Abide by all terms of DOAS Memorandum Of
  Agreement
• Abide by Risk Management Certified Loss Control
  Partnering Agreement

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Vehicle Inventory

• Maximo Fleet Management System in use by all
  agencies
• Inventory
• Vehicle Requests
• Vehicle Utilization (mileage fuel purchases)
• Maintenance history
• Cost of ownership
• Web-based system
• Most CSBs familiar with Maximo through DHR

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Vehicle Operations and Acquisition

• Policy 10 provides general guidelines
• Georgia Fleet Management Manual
• Publications are available on OFM website

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Vehicle Acquisition

• ALL vehicle acquisitions must be requested
  through Office of Fleet Management / Office of
  Planning and Budget
• PRIOR to acquisition
• REGARDLESS of source of vehicle / funds
• Use of statewide contract required

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Vehicle Operation

• Vehicles identified with vehicle numbers, agency
  decals, and government license plates
• Vehicle log maintained
• Vehicle assignment / routine overnight use

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Fleet Management

• Policy 10 provides general guidelines
• Georgia Fleet Management Manual
• Publications are available on OFM website
• CSBs in Maximo as agencies (sites)
• Location for CSB titled vehicles
• Location for DHR titled vehicles

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Fuel Purchase Management

• Use of Wright Express fuel card
• Fuel purchases visible on-line
• Fuel purchases import to Maximo
• Cards assigned to specific vehicle 1 per
• PINs in use by driver name
• Parameters and purchase alerts set
• Unauthorized use is reported to appropriate
  authorities

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REMINDER

• If you do not utilize the Wright Express fuel
  card
• for obtaining fuel, your agency is responsible
  for
• entering
• Total gallons purchased/obtained
• Total cost of fuel purchased/obtained
• Ending odometer reading
• ON A MONTHLY BASIS

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Maintenance Management

• Use ARI contract maintenance management
• 5.95 per month per vehicle
• 7 administrative charge (Repair/Maint invoices)
• Available 24/7/365
• Use fees (roadside assistance)
• Accident reporting (no subrogation)
• Vehicle maintenance information available on-line
• Repairs/Maint data imports to Maximo
• Use SWC tires unless exception due to
  availability
• Approval parameters set with ARI
• Add vendors to ARI

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C. G. Lawrence Chief Loss Control and Safety
Officer DOAS Risk Management Services
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Comprehensive Loss Control Program
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CLCP Program Elements

• Employee Education Training
• Employee Accident Prevention Plan
• Fidelity Losses (Employee Theft)
• General liability
• Workers Compensation Return to Work
• Property
• Auto Liability Physical Damage
• Fleet Management

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CLCP Employee Education Training

• Requires a Written Training Policy
• Training aimed at controlling the risks in the
  workplace.
• DOAS to make training materials available.
• Driver training videos available at
• http//doas.georgia.gov/00/channel_title/0,2094,21
  917123_107530017,00.html

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CLCP Employee Accident Prevention Plan

• Based on principle most incidents are
  preventable.
• Each Agency must identify exposures in their
  operations.
• Each Agency to implement control
  measures/procedures for identified exposures.
  (Safety Manual)
• Also includes processes such as audits, accident
  reporting, emergency preparedness, etc. Maintain
  programs
• Guidance from nationally recognized standards of
  best practices.

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CLCP Theft

• Methods to control Theft or Misuse of State
  funds, Property, and services.
• Systems such as Inventory Management Employee
  discipline processes.
• Establish and maintain a system to track and
  correct deficiencies identified by claims
  reviews, trend analyses and/or risk assessments.
• Establish and maintain a disciplinary action
  system for employees involved in theft claims.
• Incident Reporting system including making a
  police report
• Prosecuting the employee including appearing as a
  prosecution witness at trial.

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CLCP General Liability

• Procedures and training to Employment Practice
  claims such as harassment.
• Includes Employee handbook with applicable
  policies.
• Policies and procedures to prevent third party
  claims. i.e. damages from powered equipment or
  vehicle use.

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CLCP Workers Compensation Return to
Work

• Light Duty/Return-To-Work programs
• Getting personnel back to work as soon as safely
  possible is best for the worker and the State of
  Georgia.
• Training for supervisors GA Focus
• Supervisors train employees
• Georgia Activity Analyses
• Agencies will also receive surcharges (10) for
  non-participation in the CLCP program.

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CLCP - Property

• Properly maintaining state-owned buildings.
• Programs to identify and correct facility
  deficiencies.
• Methods to maintain existing systems or new
  systems.
• Methods/Procedures to manage the changes in
  facility operations.

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CLCP Auto Liability Physical Damage

• Covered entities will establish the following
• Motor Vehicle Use Policy
• Driver Qualification Programs
• Accident Review Panels
• Full Participation in the Report My Driving
  Program.
• If DOAS determines that an unqualified driver
  caused a preventable accident that resulted in a
  claim payment to a third party the agency will be
  charged higher deductibles and co-payments (1500
  per incident).
• Agencies will also receive surcharges (10) for
  non-participation in the CLCP program.

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CLCP Fleet Management

• Utilize and support the services of Automotive
  Resources Incorporated for proper vehicle
  maintenance.
• Provide funding for the proper maintenance of
  vehicles.

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Comprehensive Loss Control Program

• Written, Agency-specific, Comprehensive
• Safety and loss control programs
• Effective control measures on identified risk
  exposures
• Designate a person
• Review and Certify

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CLCP - Justification

• 10,000 claims per year
• 8,000 fellow employees injured per year
• 100,000,000 annually to pay these claims
• Senate bill 425 passed in 2008 gives DOAS
  authorization to apply surcharges.

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CLCP - Implementation

• Phase 1, FY 2009
• State agencies given CLCP and start
  implementation as required.
• Phase 2, FY 2010
• 10 Surcharge on premiums for Non Participating
  agencies.
• Phase 3, FY 2011
• Annual cost reduction goals.
• 10 Surcharge on premiums for Non Participating
  agencies.
• 10 Surcharge on premiums for Agencies not
  achieving
• Loss Prevention goals.

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CLCP - Benefits

• Reduced employee injuries
• Reduced damage
• Reduced Direct costs
• (Medical bills, Lost time, Lower premiums,
  Better deductibles)
• Reduced Indirect costs
• (Paperwork, workers assisting injured worker,
  training replacement, lower employee morale,
  lower productivity, etc.)

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CLCP Program Goals

• By the end of FY 2011
• Workers Compensation
• Decreased frequency of claims by 18 in FY 2010
• Decrease loss payments by 12
• Property
• Reduce water damage 65
• Reduce burglary losses 33
• Reduce employee thefts claims 51
• Auto Liability Physical Damage
• Reduce at fault accidents by 30
• Reduce rear-end at fault accidents 30
• General liability
• Reduce harassment and discrimination claims by
  50
• Reduce third party damages from premises and
  operations exposures by 25

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Conclusion

• The CLCP is aimed at helping the employees,
  agencies, the DOAS, the State of Georgia and
  Georgia citizens.
• The benefits far out weigh the costs of the
  program.
• Contact DOAS, Safety Loss Control for more
  information.

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Contact Us

• C. G. Lawrence, III, CSP, REM,
• Chief Safety Loss Control Officer
• Georgia Department Of Administrative Services
• 200 Piedmont Avenue
• Atlanta, GA 30334
• [phone]
• Or
• Ted Low, Jr., CSP
• Chief Loss Control Safety Officer
• Georgia Department of Administrative Services
• 200 Piedmont Avenue, West Tower, Suite 1208
• Atlanta, Georgia 30334-9010
• [phone]
• Ted.Low_at_doas.ga.gov

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Summary

• Inventories are being transferred and loaded
• All CSBs have opted for oversight
• Most CSBs enrolled or in progress on ARI and
  Wright Express
• Terms of MOA apply to all CSBs

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One Last Thing

• Please ensure that Office of Fleet Management is
  provided with contact information for fleet
  matters
• Can be more than one person (maintenance,
  purchases, fuel card, etc)
• We use e-mail to distribute information to
  agencies.
• Send information/changes to GAFleet_at_doas.ga.gov

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QUESTIONS?
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Also in the room
Jim Sever DOAS Office of Fleet Management
Richard Stokes DOAS Office of Fleet Management
Roger Kennedy DOAS Office of Fleet Management
Tomeka Porter DOAS Office of Fleet Management
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QUESTIONS?
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Contacts

• Office of Fleet Management
• Marvin McClain (Marvin.McClain_at_doas.ga.gov)
• Roger Kennedy (Roger.Kennedy_at_doas.ga.gov)
• Tomeka Porter (Tomeka.Porter_at_doas.ga.gov
• Dick Stokes (Richard.Stokes_at_doas.ga.gov)
• Barry Vincent (Barry.Vincent_at_doas.ga.gov)
• Office of Fleet Management (GAFleet_at_doas.ga.gov
• Maximo Help Desk (maximofeedback_at_doas.ga.gov)
• Risk Management
• C. G. Lawrence (Charles.Lawrence_at_doas.ga.gov)

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• A copy of the slides used for the Webinar will be
  posted to the Office of Fleet Management website
  within next 1 to 2 days.
• Go to doas.ga.gov and follow link to Office of
  Fleet Management
• Feel free to contact OFM or Risk if you have
  additional questions.

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