Tracking TPW vehicles and equipment in a centralized location

[atdservicebot]

Describe the problem.

With the combined Vehicles and Equipment from SBO and legacy Transportation there are 1300 assets that need tracking, planning, justification, ROI, status, replacement cycles (gas=10 years and 100k miles), business needs data, business changes or future needs requested along with comments, budgeting updates, approvals and denials. There are many manually created datasets for tracking V&E's by FMSD recommended, Department requested by program, division or group, by FY's active units, A Rated, B Rated, CAM, ADD, new or transferred, disposed of or underutilization reconciliation and/or retired units. Funding for maintenance, unfitting and cost after FMSD A Rated but kept in service.,

Describe the solution you have in mind.

A singular database with 3 to 4 portals for fleet liaisons, coordinators, DM's, Sup., Supt. Finance, Comptrollers QTr verification and audits along with executive review and forecasting. Somewhere that imports from the M5 fleet system and controllers office to a centralized system that the departments staff can interact and communicate Vehicles and Equipment status within and regular intervals of verification in alignment with Departmental mission and goals. Is the V&E asset functioning as intended or is due for an audit of its ROI or effectiveness.

How will we know that our solution is successful?

Departmental, Divisional V&E needs and expectations along with output measures or indicators are met or exceeded in providing exceptional service to the citizen.

Users

Department Fleet manager, fleet coordinators, fleet liaisons, supervisors, superintendents, Division Managers, finance and executive leadership staff.

Sponsorship

Dan Valbracht and Anthony Segura

Which Strategic Direction 2023 “Mobility” indicators would this new application impact?

['System efficiency and congestion', 'Safety', 'Condition of transportation-related infrastructure']

Which Austin Strategic Mobility Plan goals would this new application support?

['Sustainability — Promote integrated designs and quality additions to the built environment while reducing impacts and promoting efficient use of public resources.']

Describe the outcome you'd like to see when this feature is implemented.

TPWD requested V&E's will have documentation readily available to aide in the daily operations and future planning of essential objectives, do they have the right V&E to ensure task success.

Describe any workarounds you currently have in place or alternative solutions you've considered.

I'm using an Excel workbook with pivot tables and a multitude of tabs.

Is there anything else we should know?

by early next year, we can use the slower season to create and test system prior to rolling out to essential staff. Additionally, this system would support our COOP and emergency preparedness. Knowing what we have and in what condition or state our V&E is when requested.

How have other divisions/departments/cities addressed similar challenges?

We curently use a multitude of exported datasets, self created databases and many other reporting techniques that leave lots of room for duplications, omissions, delayed replacement scheduling and too many restarts as staff leave, get promoted or retire leaving the next Fleet coordinator to pick up and recreate datasets or redundant databases.

Requested By Anthony F.

Attachment (310.77kb)

Request ID: DTS23-110315

[dianamartin]

10/20

@ChristinaTremel I moved this to "Needs Scoping"

[ChristinaTremel]

Scheduled scoping meeting for 1/11/2023.

[ChristinaTremel]

Meeting Notes 1/11

Attendees: Diana, Anthony, Tyler, Christina

Background

• The way Tyler has always tracked equipment, is they used an access database. Then they moved it to be specifications in Maximo. From there, when they receive new or retire equipment, they update that on Maximo
  • Tyler has access to M5 and can pull stuff on his own, but he doesn’t typically run reports
  • What Tyler was interested in is looking at all the equipment across the entire Department
  • Either incorporate his information into a system that legacy ATD already has or to transfer databases into Maximo
  • Trying to incorporate it through the Knack platform
• Anthony’s request:
  • Wants data from fleet database to be sent over in the format that Anthony can see in his report
  • This is an excel spreadsheet that Fleet says the vehicles that are ordered, but there’s no information on what unit, what PO, what funding source
• Legacy PWD Ordering Equipment
  • Legacy PWD way of ordering equipment is different from Legacy ATD
  • Had a lot of conversations with the end users when asking a piece of new equipment. The end users are asking for it, they know what’s been cut out of the budget, and they are part of the conversation.
  • Shares all the quotes with the end users
  • End users were more part of the conversation and the decision-making
  • The detailed ordering process might not be as beneficial from Tyler’s perspective
  • Tyler keeps an acquisition work sheet
• Legacy ATD Ordering Equipment
  • Process was a little different and decision making didn't always make it to the end user
  • Might not be a problem after the merge

Existing Processes

• Showed Tyler what we’re tracking in Fleet for AMD and SMD
• Tyler showed us how they track the vehicles and equipment assets in Maximo.
  • They don’t track day to day statuses but just the vehicle at a high level with a lot of information about the price and specs of the vehicle

Identified Two Projects

Ordering Vehicles Process

• This is the part of the process that the Assistant Directors occasionally ask about
• Tracking the status and if it’s flowing through the process correctly
• Filling out 2118
• Communicating specs
  • This group asks for it, they didn’t get it, want to know why. Notes for why it didn’t happen.

Tracking existing vehicle and Equipment

• Overall, Tyler would like to have access to a system that he can present to Divisions and Work Groups on what they currently have
• Tyler is tracking a lot of information through Maximo
• Tyler has hesitation that Fleet will get right the vehicles that we actually have

MVP

• Get an active equipment list from Fleet and an ETL to a data warehouse that keeps that info updated, that would be the most useful information

Action Items:

• Find Fleet IT Contact: Fleet Technical Services (Distribution List)
• Tyler - Give us the fields that he would like to see from Fleet
  • What the replacement unit was for any new asset. This unit replaced by this unit
  • Anticipated replacement cost
  • Parking location
• We could have a separate table that’s the fleet data goes into. This is not the table that we utilize the inventory list, so we will have another table for Inventory List.
  • We can export lists from Maximo/Knack systems
  • Also have the Fleet records as related
• Will need a clean up effort of each division looking at the equipment and vehicles
• Tyler would love to see if we can pull all the information in Maximo from Fleet
  

Resources

• Links

  • Fleet SharePoint
  • eFleet
  • M5

• Sources Tyler uses tracking for new vehicles:

  • 100 Card: notification that a new vehicle is in
  • M5

[dianamartin]

1/11/24

Diana's Notes

Goal: Data from eFleet database to be automatically update a centralized space

• Fleet information - have PO/DO information

• Acquisition Status

• eFleet - Excel spreadsheet

• M5?

  • Tyler doesn’t run reports on M5

• Legacy PWD - Tyler

  • Use an Access DB before Maximo
  • Moved into Maximo (6 or 7 years ago)
  • Receive or Retire vehicles in Maximo
    • Rotating Assets

• Tyler is interested in looking at all the information

  • Full vehicle inventory
  • Full Equipment by Division
  • Can only provide 540 pieces (legacy PWD)

• Fleet/IT: Contact Person

• Data Warehouse System

  • Fleet —> pull data —> (Finance Knack) - CENTRAL SYSTEM OF RECORD?
  • AMD Knack —> pull date —> (Finance Knack) CENTRAL SYSTEM OF RECORD?
  • SMD Knack —> pull date —> (Finance Knack) CENTRAL SYSTEM OF RECORD?

  Maximo Vehicles

  • Reports: Active Equipment

Who is/will be the Data Manager?

• Signed for? Paid for? Delayed?
• Vehicles ordered

Ordering Vehicle Process

• What is being requested
• Gather justifications
• Track if it gets approved

Legacy PWD: user is looking at the quote

• Legacy PWD stakeholders are involved compared to Legacy ATD

Managing Vehicles & Equipment

• Bringing in Vehicles

Access to a system

• Present something in a system
  • By Division or Stakeholder group
• Manual entering that information into Maximo

First 300 - How did you import that into Maximo

• Lost some of the information during the migration

Crew IDs, Equipment ID, Assignments, Log Notes

• Fleet is not tracking anticipated unit replacement

MVP

• Ultimate Goal: Can we get a data feed from M5 to Finance and Purchasing (Knack)?

Potential Build Notes

• object table - fleet_inventory
• object table - tpw_assets
• Usage: See if we can get a data feed from (M5: Fleet) push into fleet_inventory then use, tpw_assets to have verified Assets
• Reconciliation Initiative
  • export from AMD
  • export from SMD

Action Items

• Figure out Fleet/IT - Daniel B. - contact - Diana/Christina

  • William O’C > Daniel B.

• Get fields you want from eFleet - Tyler

  • Tyler said to pull the information from Maximo

[dianamartin]

5/23/24

Tyler messaged

Good morning-In January, we(Anthony, Christina, you and I) discussed incorporating legacy ATD assets into Maximo. I know there were various considerations(Knack vs Maximo), but there is definitely a growing need for single application for equipment inventory. Currently, Maximo has ~550 assets and I believe there are about 190 or so from legacy ATD that need to be imported. Do you know where the project landed and if its still alive? Thx

I replied

We're still conducting our Maximo assessment discovery research. We plan to start working on the Maximo Assessment documents about how we want to utilize Maximo.

With regards to vehicle inventory, we can see if we could pull come up with a solution that pull vehicle asset information in/out of Maximo. We had a new Maximo Report Developer join the team and this is something we're wanting to explore. We may need to have a catch up conversation about about this. Tremel, Christina thoughts?