05 Fleet Audit Response
Internal Audit Report - FMOT Response and Actions Findings Audit Dates Lead Recommendations Strategies Response Support Start Comp Comments/Status Resp 1. Maximo Software A) Use Maximo's Port will discontinue Beginning January 1, 2012 vehicles and equipment Fleet Business This ties into the classification piece of 1.B. Since the (IBM) for Fleet automatically assigned six-digit the use of a vehicle purchased in the new calendar/budget year will be Managers Systems; numbering will be random classification is very important Maintenance Is Not asset number. numbering system. assigned numbers by utilizing the automatic feature AV & RE for extracting information. Delayed due to ongoing effort Used At Optimal that currently resides in Maximo CMMS and to standardize MAXIMO data set, common fleet asset Capacity ICT 12/31/12 TBD screen, and standarize fleet asset nomenclature. We are concerned that this will create more challenges than benefits. B) Ensure that Maximo Aviation and Marine Identify common data points and classifications. Fleet Business Benny, Mary Ann & Charles identifid required fields and captures a single data set that Maintenance will Develop common fleet management reports such as Managers Systems; are currently working with the CMMS support group to can be easily tapped for work together to utilization and cost per mile to operate to assist AV & RE develop a common fleet asset screen. Target date to reporting to internal and develop common fleet managers and administrators. CMMS and implement is end of year 2012. Meeting with Maximo external entities. asset data points and ICT support team every 3 weeks. This will be steady but slow classifications that 12/31/12 TBD implementation as they are heavily involved in activities allow for that were planned and budgeted for in 2012. standardization of fleet data C) Consider developing on- Provide access to fleet Develop reports that can be used by fleet managers Fleet FMOT, Ask fleet admins & departments that have a stake in fleet demand result sets to be made management reports and administrators. Provide on SharePoint. Managers Business information what kinds of reports they need, See 2.D and available on "Fleet" SharePoint that provide Implementation will require priority and resourcing to Systems, 1.B. Fleet managers will provide examples. site for internal department administrators access support report writing, fuel interface and linking Fleet Data needs to be entered and reports generated. Fuel requests (e.g., pool vehicles, through a common source information from Maximo to SharePoint. Admin, ICT 2nd Qtr interface between fuel stations to MAXIMO has been TBD mileage, fuel costs, trips) using SharePoint. 2012 implemented. Maximo's key performance indicator tools. D) Discontinue maintaining Discontinue using Requires above actions for success. Fleet Business Once all the information is captured in Maximo and separate Excel spreadsheets to data outside of Managers Systems reports are written then the separate spreadsheets will no track assets that are in Maximo. Maximo when data longer be maintained. Upon completion of 1.B separate and reports are readily TBD Excel spreadsheets no longer necessary. available from Maximo. E) Consider performing a Conduct assessment Coordinate with ICT and department maintenance Business Fleet This process was performed when the business case was Business Intelligence (BI) or determine if work management system managers. Determine if we can Systems Managers performed for fleet software and again for the Maximo assessment, to include a broad during upgrade to benefit from BI or if BI is essential. upgrade. We believe the cost outweighs the benefits of spectrum of stakeholders in Maximo 7.2 has another such study. Stand alone fleet software is not collaboration with ICT provided the n/a n/a feasible and Maximo fleet module is too costly information that (approximately $800k+). would come from a BI assessment. Findings Audit Dates Lead Recommendations Strategies Response Support Start Comp Comments/Status Resp 1. Maximo Software 2. Certain(IBM) for Fleet A) Revisit the requirements of Review the audit Evaluate and assess audit recommendations, get FMOT Fleet Admin FMOT has been reviewing the fleet policy. A draft of Requirements of theMaintenance Is Not Ex-17 and determine whether recommendation. feedback from users, evaluate feedback, make proposed changes is nearly complete. Currently Fleet ManagementUsed At Optimal they are appropriate and/or Make assessment and recommendations, updated policy with approved coordinating a meeting with Fleet Admins for input. Policy (EX-17) Are NotCapacity reasonable. Reexamine the recommendations to changes. Being Met length of this policy. senior management 11/4/11 TBD and the executive sponsor. B) Institute a Port-wide cycle Institute annual Determine if feasible. Make recommendations to FMOT / HR LMS Need lead time to develop the training and secure the of training in the requirements employee training on senior managers and executive sponsor. Russ S. budget (eta 2nd quarter of 2013). Need to determine the of EX-17. EX-17 2nd Qtr type of training, subject matter, etc. Could this fit into the TBD 2012 fleet assessment project Environmental is performing? C) Develop a common Provide tool for fleet Determine requirement for administrators, solicit Fleet FMOT, See 1.C. tracking system for vehicle administrators to help input from administrators, develop tool/solution and Managers. Business usage that all fleet them be compliant implement. Fleet systems, administrators can access and with EX-17 Admin. ICT utilize to monitor usage, usage requirements. TBD compliance to policy and provide usage reports to appropriate senior managers. D) Consider expanding the Integrate fleet users in Rather than expand the FMOT, we propose that the FMOT Fleet FMOT is reviewing the possiblity of adding participants to FMOT to include the FMOT process most effective way to actively integrate fleet users in Adminds FMOT and/or expanding stakeholder involvement through representatives from and information flow. process and information flow is to establish quarterly meetings and communications. departments with larger fleets Fleet Administrative Coordination meetings. and unique needs and/or a 11/7/11 TBD rotating member from one of the other departments E) Encourage more ridesharing Use fleet assets In many cases traffic and parking availability makes Fleet FMOT, Ongoing effort and training. How to change mind sets?: * and ensure that the trip request effectively and us rideshare when going to meeting. We can Managers. ENV & HR Cross reference the Commute Reduction policy. * Have reflects/tracks multiple efficiently to reduce emphasize with fleet administrators and may make Fleet separate meetings with all share holders to strategize users/destinations, as impact on improvement if we implement Port wide training. Admin. ideas. * Include this as a subject during Fleet Admin appropriate. Consider using environment. meetings. * Include this in the training portion, 2.B. existing Port resources to share TBD FMOT will review evaluate its role to affect rideshare. information about Will seek input from fleet admins for improving rideshare. scheduling/destination of pool vehicles, to improve overall pool fuel efficiency
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