Fleet Maintenance Management System for Large City

Client Description

The major metropolitan City’s Department of Fleet Management supports the operations of other City departments by providing high-quality and cost-effective fleet and facility services. Assets managed by the Department include more than 11,500 pieces of equipment and vehicles and more than 425 leased and owned facilities.

Project Description

The Department contracted with SDI to design and install an integrated information system allowing the efficient management of repairs to all vehicles and equipment owned and operated by the City’s five primary vehicle using Departments, including Police, Fire, and Streets and Sanitation. The system allows nearly 650 managers and shop floor maintenance personnel to track over 11,000 work orders per month for repair and maintenance operations and nearly 106,000 inventory items across 15 facilities throughout the City. In addition, the system has been designed to ensure that both its functionality and capacity are expandable to accommodate future usage growth and integration with other ERP systems.

Client Objectives

An integrated Vehicle Maintenance System would replace an obsolete mainframe and paper and pencil system, allowing for the efficient tracking of vehicle maintenance and repair, management decision-making, fuel usage, warranty recovery/tracking, inventory tracking, billing and report generating functions associated with the City’s fleet management operations.

Services Delivered

• Business Process Reengineering
• Analyzed Fleet’s current business practices and procedures, and network infrastructure to determine required improvements and system functionality
• Redesigned existing maintenance processes to take advantage of potential technology efficiencies
• Evaluated vehicle and fleet maintenance software systems and selected the (Formerly: CSI-Maximus M4) AssetWorks’ M4 package for its functionality, open architecture, and expansion capabilities
• Specified and oversaw the City’s installation of a client-server(s) infrastructure network consisting of approximately 210 workstations at 15 separate sites
• Trained City personnel in the use, operation, and maintenance of the system
• Implemented an interface to the City’s existing Fuel Management System with M4
• On-site Technical Support

Project Results

• With over 800 users, the system actively manages: 14 Maintenance locations; 15 Inventory locations; 20 Mobile Repair Vehicles (or Road Service Trucks)
• The system manages and tracks 13,000 active vehicles and pieces of equipment, ranging from Heavy Duty Off-Road Equipment, Fire Trucks, Street Sweepers, to Police Cruisers, to compressors, to Segways.

The City is now able to efficiently manage operations, scheduling, and expense at all vehicle repair and maintenance facilities, thus allowing more effective budgeting and reporting.