FleetCommander Vehicle Reservation System

60%

Status

Executing [Implementation of the project]

60% complete, updated on Mon 12/11/23 10:17 AM by Jerrad Erwin

Final Update of 2023

Fuel Pin Numbers
- 255 Employees in FleetCommander (FC) did not have pins
- See WEX for further info
WEX Integration
- Provided AgileFleet with new Monthly compiled report created by WEX
- Provided AgileFleet with the “WEXLink Billing 2000 External Specs Version 23.06” document
- No ETA given by AgileFleet on when Change Order will be ready
Informed AgileFleet of upcoming Black-Out dates
- Jai out of office December 16^th – Jan 3^rd
- TSTC Closed December 21^st – Jan 3^rd
Vehicle Maintenance Module
- This phase of the project is on hold until GeoTab Telematics is set-up

Details

Dates
Thu 9/8/22 - Fri 4/19/24

Acct/Dept

Employee

Type

Solutions Project Management / Software / Application

Health

Green - On track

Created

Sat 6/3/23 7:34 PM

Modified

Mon 12/11/23 10:17 AM

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

Kevin Semien

Vice Chancellor

Project Champion's Vice Chancellor for the division

Michael Reeser

Requested Delivery Date

Enter an estimated date you would like this project completed/delivered

07/10/2023

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

FleetCommander, also known as Agile Fleet, is a vehicle reservation system that was selected during the RFP Event 160 as part of the Fleet Management Solution Project (Project # 425502).

This project will be broken into four (4) distinct stages.
1. Motor Pool Module - Estimated Go-Live 07/10/2023 - This is the reservation portion of the system
2. Fuel Module - Estimated Go-Live 07/31/2023 - This will be integrating the WEX Project (Project # 430914) into the Motor Pool Module
3. Telematics Module - Estimated Go-Live 08/31/2023 - This will be integrating the GeoTab Telematics Project (Project # 430915) into the Motor Pool Module
4. Maintenance Module - Estimated Go-Live 09/15/2023 - This will be setting up the maintenance programs into the Motor Pool Module