Spike: Explore methods to pulling data from Fleet M5 AssetWorks

[ChristinaTremel]

Fleet Points of Contact:

• Fleet Technical Services (Distribution List)
• Fleet IT Application Analyst Contact: Daniel B

Ask:

• Data Warehouse or Socrata dataset pulling data from Fleet M5 AssetWorks

[ChristinaTremel]

Emailed Daniel with Fleet:

Happy new year and I hope you've been doing well! Diana and I work with the Data & Technology Services Division in Transportation and Public Works. We have been approached by our stakeholders to find out if it's possible to pull data from the eFleet/M5 database to help our department (TPW) centralize all fleet vehicles and manage our assets. We're hoping by doing this it will improve how we keep track of procurement, preventative maintenance and general asset management.

We are looking to create a solution that tracks vehicles and equipment within TPW. We would like to have the source data come from Fleet's eFleet/M5 AssetWorks system if possible. Does the M5 system have a way of integrating with other systems, like an API key or data warehouse? Are there any public datasets available like in the City's Open Data Portal?

[dianamartin]

1/23/24

Email received from Fleet

Christina, Sorry for the late response. I did forward the email to my coworker and supervisor and Rick’s response is below. I added them to make the process easier.

Hi Christina,

Thank you for reaching out regarding the potential data integration from our 
eFleet/M5 database into Transportation and Public Works (TPW) systems. 
It's great to hear that our stakeholders are exploring ways to enhance fleet 
management and asset tracking.

Before we proceed, I would like to gather some additional information to better understand
the scope and objectives of this initiative. Currently, procurement, preventative 
maintenance, and asset management are integral aspects of our Fleet Mobility 
Department's operations and are already within our scope. 
To avoid redundancy and ensure efficiency, I'd like to learn more about the 
specific requirements and goals TPW has in mind for centralizing fleet data.

Could you provide more details on the key functionalities or specific data points you're
looking to extract from the eFleet/M5 AssetWorks system? Additionally, if there are 
any existing processes or solutions within TPW that we should be aware of, it would 
be helpful to have that context.

Regarding integration capabilities, the eFleet/M5 system does support 
certain integration options. However, the feasibility of integration depends on the 
specific requirements and constraints of the project.

I appreciate your understanding and cooperation as we work together to 
ensure a streamlined and effective collaboration. Once we have a clearer picture 
of your needs, we can explore how best to facilitate the data sharing process.

Looking forward to your response and the opportunity to assist in 
optimizing our fleet management processes.

Best regards,

Rick 

[maccallump]

Meeting with Fleet on Thursday, July 11. Discussed the needed information to centralized vehicle information for the TPW department. Discussed the concerns around personal and private information. Will send specific information request to Fleet to identify what is needed.