Fleet Management Solution

88%

Status

Executing [Implementation of the project]

88% complete, updated on Fri 5/17/24 2:08 PM by Jerrad Erwin

Overview

The Fleet Management Solution program encompasses four projects, each with multiple phases. This communication aims to provide an update on the current status and challenges faced over the past nine+ months, which have led to delays in the program's progress.
Project 1: FleetCommander Vehicle Reservation System - Project 430913

  • Phase 1 - Vehicle Reservation System
    • Status: Completed
  • Phase 2 – Fuel Card Data Upload
    • Status: Completed
  • Phase 3 – GeoTab Telematics Data Upload
    • Status: On-Hold
    • Cause: Awaiting movement on GeoTab Telematics - Project 430915
    • Assigned: Fleet Team
  • Phase 4 – Maintenance Module
    • Status: Started 5/24/2024
    • Next Steps: Fleet Team to update Data Loader documentation.
  • Phase 5 – Documentation
    • Status: Started 5/7/2024
    • Next Steps: Needing delegate information from Fleet Manager.
      • 5/8/2024: Fleet Manager to confer with Executive Sponsor.
      • 5/17/2024: Follow-up with Fleet Manager – No Update.
Project 2: WEX Fuel Card - Project 430914
  • Phase 1 – WEX Fuel Card Implementation
    • Status: Completed
  • Phase 2 – Fuel Card Data Upload
    • Status: Completed
  • Phase 3 – Documentation
    • Status: Started 5/7/2024
    • Next Steps: Needing delegate information from Fleet Manager.
      • 5/8/2024: Fleet Manager to confer with Executive Sponsor.
      • 5/17/2024: Follow-up with Fleet Manager – No Update.
Project 3: GeoTab Telematics - Project 430915
  • Phase 1 – GeoTab Telematics Implementation
    • Status: On Hold
    • Cause: Additional policies need to be written and approved
    • Last Movement: Contract Signature - 06/06/2023
    • Assigned: Fleet Team
  • Phase 2 - GeoTab Telematics Data Upload
    • Status: On Hold
    • Cause: Awaiting Phase 1 Completion
  • Phase 3 – Documentation
    • Status: On Hold
    • Cause: Awaiting Phase 2 Completion
Project 4: Fleet Key Box Kiosk – Project 432401
  • Status: On Hold
    • Cause: Fleet Team to get guidance from Executive Sponsor.
    • Last Movement: Project Charter Signature - 10/5/2023
    • Assigned: Fleet Team
Summary of Issues:
  1. Policy Development: The primary delay is due to the necessity of developing and approving additional policies.
  2. Executive Guidance: Several phases are pending guidance or decisions from the Executive Sponsor, which the Fleet Manager is facilitating.
  3. Documentation Delays: Progress on documentation phases is stalled as we await delegate information.
Actions Taken:
  • Regular Follow-ups: The project management team has maintained regular follow-ups with the Fleet Manager to expedite the needed actions and updates.
  • Stakeholder Communication: Ensured continuous communication with all stakeholders to keep them informed of the pending requirements and actions.
Recommendations:
  1. Policy Prioritization: Encourage prioritization of policy development and approval to unblock key phases.
  2. Expedited Decision-Making: Request the Executive Sponsor to expedite the needed guidance and approvals.
By addressing these issues promptly, we can ensure the timely completion of the remaining phases and overall program success. We appreciate your understanding and support in resolving these dependencies.

Details

Dates
Mon 1/3/22 - Fri 4/19/24
Acct/Dept
Employee
Type
Solutions Project Management / Default
Health
Yellow - At risk with corrective actions
Created
Fri 6/24/22 4:50 PM
Modified
Fri 5/17/24 2:08 PM

Project Request Form

Requestor
This is an individual that is listed as the person asking for a project evaluation, may not necessarily be the Project Champion.
Kristin Sonderman
Project Champion Supervisor
Project Champion's direct Supervisor
Blanca Guzman
Vice Chancellor
Project Champion's Vice Chancellor for the division
Rick Herrera
Requested Delivery Date
Enter an estimated date you would like this project completed/delivered
10/31/2022
Do you have an existing solution you are wanting to replace or enhance?
If so, provide some background information on the solution / process you are currently using.
Yes
What are your goals and objectives this solution will accomplish for your department?
Please provide your goals and objectives this solution will accomplish for your department.
In an effort to modernize the fleet system, and reduce labor costs/needs, TSTC is needing a fleet management system that will allow for reservations, notify of needed maintenance based upon mileage, and track expenses that can be reported back to the State of Texas. The automation of these processes will reduce the manual entry and coordination of these processes, thereby reducing costs to TSTC.
List your primary requirements for this solution.
Please list your primary requirements for this solution.
Reservation Management Platform
• Ability to create, and manage, multiple tiers for reservations
• Ability to create vehicle groups (EX: High Capacity Van, Sedan, Maintenance Vehicle, Campus)
• Ability to assign vehicle groups to users
• Restrict reservation for user based upon vehicle groups (EX John is assigned maintenance vehicle group in Waco, so he cannot reserve a high capacity van, or a maintenance vehicle on North Texas campus)
• Ability to recommend vehicle based upon needs
• If traveling across state, it would not recommend a higher mileage vehicle or one that is close to needed maintenance.
• Ability for user to view other reservations
• Ability to manage both leased, and owned vehicles
• Ability to have a customizable document for checking a vehicle in/out (Are the tires inflated, do the lights work, etc)
• Document Storage Capability (Gas receipts, maintenance receipts, leasing contracts, etc)
• Mobile Device Compatibility
• Mileage entry
• Document upload
• Ability to take picture of maintenance/fuel receipt and upload to system
• Ability to upload PDF or other document type to system
Automation
• Data Tracking
• Mileage logs
• User Logs
• Scheduled maintenance based upon mileage and dates
• Vehicle registration
• Ability to track leased vehicle information

Telematics GPS System
• Compatible with multiple connections
• Ability to track route including date/time, miles driven, speed
• Vehicle location
• Driver Speed Monitoring
• Excessive Braking/acceleration
• Status indicators from vehicle dashboard
Fuel Card Management
• Link with fuel cards (Voyager)
• Individual card per vehicle
• Unique pin by user useable on any vehicle card
• Road-side Assistance
• Payment Options for drivers outside covered shop
• Tax exempt capable
• Preferred partner rebates
• Track gallons purchased as well as price paid
Reporting
• Dashboard for quick data analytics
• Pull logs that can be uploaded to State of Texas reporting system (Agile Assets)
• Usage reports
• Maintenance reports
• Departmental usage
• Pull by reservation
• Pull by pin usage on fuel card
Information Technology
• Hosted Solution (Cloud-based)
• ADA Compliance; Web Content Accessibility (WCAG Level 2 AA) compliant
• Data backups available upon request
• Role Based User Permissions
• Standard User Permissions
• SSO Integration (ADFS - SAML)
• SSO Integration (Other)

Training & Support Services
• Provide a broad range of user support services - provides training and support to all stakeholders at the onset
• Provide on-going support/training

Branding
• Provide ability to allow for customization as needed
• Provide ability to enable modifications, settings, and branding for the college
• Provide user-friendly graphical interface
Do you have funding for this project? If so, please provide the amount.
Please list Budgeted Amount?
Yes
Name(s) of the OIT personnel who assisted.
Enter the name of the OIT personnel who assisted?
Jai Erwin
Please list any subject matter experts who can assist with this project.
Who has the knowledge in your area or other areas that can assist?
Regina Hernandez, Shellie Glass, Natalie Garcia, Clark Evans, Janine Jones, Michael Clesh

Description

Currently TSTC is using an internally built system for the vehicle reservation system. This system only manages the scheduling of the reservations and does not allow for automated scheduling of the maintenance of the vehicles based on the use and mileage. This solution also does not provide any integrations with the fuel cards that are used with the vehicles. There is a lot of manual input daily throughout the state to manage the vehicles usage, maintenance, assets and leased vehicles.

This is a multiphase project that will be tracked There are three main parts to this project that will receive their own project number. This instance will track the overall progress of the program. This program will only be updated when milestones are achieved in the child projects.
Project 1: FleetCommander Vehicle Reservation System - Project number 430913
Project 2: WEX Fuel Card - Project number 430914
Project 3: GeoTab Telematics - Project number 430915

Manager

JE
Jerrad Erwin

Alternate Manager(s)

JR
Janine Reneau

Stakeholders (6)

BG
Blanca Guzman
Chief of Staff - Student Svc
Responsible, Accountable, Consulted, Informed
Project Champions manager - Needs to be informed throughout the project
Fri 7/1/22 11:28 AM
CE
Clark Evans
Consulted
Web Developer that created existing system used for fleet reservations
Fri 7/1/22 11:29 AM
KS
Kristin Sondermann
Responsible, Accountable, Consulted, Informed
Project Champion
Fri 7/1/22 11:28 AM
RH
Regina Hernandez
Fleet Coordinator
Consulted, Informed
SME
Fri 7/1/22 11:30 AM
RA
Robert Anciso
Space Utilization Coordinator
Consulted, Informed
SME
Fri 7/1/22 11:31 AM
SG
Shellie Glass
Administrative Assistant
Consulted, Informed
SME
Fri 7/1/22 11:30 AM