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