bureau of vehicle management - dgs.pa.gov forms... · 12/20/2016 · if the vehicle has more than...
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Bureau of Vehicle Management
WelcomeDecember 20, 2016
New Addition to Our Team
Dennis Pollard
Chief of M5 Administration
Telematics
• Telematics will be coming within the next 90 days.
• We are starting the Pilot in 45 days• Telematics will substantially increase
our ability to accurately manage the fleet and it will save all of us time.
• The projected savings will pay for the system and increase efficiencies.
Sunoco Fuel Purchase Incentive
• All active accounts will qualify for an incremental purchase incentive of $0.15 per gallon based on the total gallon increase this year over last year.
Sunoco Fuel Purchase Incentive
Sunoco Fuel Frequently Asked Questions
EV Hybrid Vehicles
• We are introducing EV-Hybrids into the fleet by April 2017
• EV’s will be allocated to interested agencies.
• Charging stations will be installed at specified locations in Harrisburg.
• Initially all of the vehicles will be leased and have identifying wraps.
CNG Vehicles
• This spring there will be a retail outlet for CNG in Harrisburg
• BVM will be introducing CNG Dual Fuel Vehicles into the fleet.
• CNG allows for cargo capacity and these vehicles will initially be trucks.
• The CNG vehicles will also be leased and have identifying wraps.
Operations, Maintenance, Admin
Underutilization Review ● During the last review we were able to identify and remove 53 underutilized vehicles from the fleet.● Here are some #’s to share:
- $980,500 saved from not having to purchase replacement vehicles
- $238,500 generated in sales proceeds when sold at auction
Operations, Maintenance, Admin
Underutlization Cont.
- $30,000 saved annually in agency paid routine maintenance
- $245,000 saved annually in agency paid leases, if all of these units were leased
- “0” liability and exposure to the Commonwealth now for those 53 units
Operations, Maintenance, Admin
Claims Division ● Reminders
- Drivers must call in for an accident number before submitting claim information
- Please ensure that the STD 541 accident report is signed by both the driver and Auto Liaison before submitting
- STD 541’s need to be sent to both the Claims Division and BRIM
Operations, Maintenance, Admin
Claims Division Cont.
- We (BVM) are requiring that STD 541’s are typed, not hand written.
- Unless specified otherwise, please ensure that the STD 541, pictures and police reports are submitted to Claims by the Liaison, not by the driver.
Operations, Maintenance, Admin
Quick Topics
● New drivers- If you have someone new driving a vehicle,
please make sure they are entered into WEX (whether for a rental or a permanent assignment) ● Pickups and drop offs
- Contact our Operations Office to schedule and new/used pickups and drop offs/717-705-9301
Operations, Maintenance, Admin
Quick Topics Cont.
● Rohrer Bus contract- Currently being bid again. If you have an
urgent need for an order, contact DGS Procurement ● Registration stickers
- Starting January 1st new registrations will NOT come with stickers (PennDOT initiative)
Our New Customer Service Reps
• Please help me welcome our newest Customer Service Representative
Bill Fisher
Our New Customer Service Reps
Please help me welcome our newest Clerk 2 Typist for CSD support
Jarah Panza
• Attaches all estimates and invoices to the appropriate work order in M5.
• Handles all incoming faxes and distributes them electronically to the appropriate CSR or Supervisor.
• Input’s in-house work orders that are sent in from various departments who service their own vehicles.
• As well as additional duties.
Jarah’s Role in the CSD
Inspections when tires may be needed
Please remind your drivers
If they are taking in their vehicle for a state inspection and they suspect they will need new tires to pass, please use one of our authorized tire vendors to complete the inspection.
Inspections when tires may be needed
• Bastian Tire• Jack Williams• Goodyear• Monro• Kost Tire• Steve Shannon• Rich’s Tier Service(PGH)• Flynn’s Tire• Lockhart Tire
Inspections when tires may be needed
• Ryan Automotive• Bower Tire• C & J Tire• H&F Tire• Reliable Tire• Al’s Tire• Conway & O’Malley• Valley Tire• McCarthy Tire
Snow Tires
• If you know which vehicles in your fleet are authorized for snow tires, send an email listing the units that are approved to me and Randy Howard.
• All requests for snow tires require automotive liaison approval.
• You may also have your drivers forward your authorization email for snow tires directly to the CSR handling their work order.
Staff Additions
• Dennis Pollard
Joined BVM on December 12, 2016Chief of the M5 DivisionCan be reached at 717-346-3344 or [email protected]
M5 Upgrade
• Challenges with the UpgradeUsers Logging Into M5
PasswordsLocation FieldRemember My Logon Information
Commute Usage EntriesCurrently Experiencing On-going Issues with Entries Generating Numerous ErrorsCheck the M5 Homepage and DGS/Auto Liaison Web Site for Updates/Notifications
M5 Upgrade
• ReportsReminder: Information pulled is for the day before the report is requested
• Reporting Issues GS, M5 Administrators Resource Account
• Assure information regarding M5 is disseminated to all agency users
• Notify the M5 Administration Division if current users no longer need access to M5
Commute Usage Tips
• Validating the STD-554 Form:On the STD-554 - Validate the current beginning meter is the same as the previous month’s ending meterEnsure the STD-554 is complete (e.g., daily totals, ending totals, signatures)Ensure the operator is listing the full meter reading on the STD-554Ensure a complete total is listed on the last page if the vehicle has more than 1 page of mileage reported on the STD-554 form for the month.Also note there is more than one page by indicating 1 of 4 consecutively on each page.
Commute Usage Tips
• Validating Your Information:Ensure only current month of mileage is captured for the reporting month on the STD-554 form.Ensure the mileage you are entering is for the same reporting month that is populated in the ‘Last Day of Reporting Month’ field on the Commute Usage Entry ScreenSelect ‘Save’ after each commute usage entryRemind operators to enter the actual, current meter when filling vehicle with gas
M5 Error Reporting
• Commute Usage EntrySubmit email to the GS, M5 Administrators -
[email protected] a screenshot of the error message including the Commute Usage Entry frame, along with the STD-554 formErrors received may NOT be the fault of the UserIf you already know the driver entered the wrong meter at the fuel pump, please indicate that when reporting the error
M5 Error Reporting
• Tips for reporting errors received:If after verifying the STD-554 you still receive an error, submit a screen shot of error, including your entry information, AND the STD-554 form to the M5 Administrators Email Resource Account:
M5 Error Reporting
• Direct Questions Regarding Errors to:GS, M5 Administrators Resource Account
[email protected] Danielle Gibson 717-346-3821 or [email protected] Collins 717-705-8583 or [email protected] Pollard 717-346-3344 or [email protected]
Questions/Feedback??Dennis Pollard717-346-3344
or
Nyla Collins717-705-8583