training - texas comptroller of public accounts

Training

Himanshu Waikar, AgileAssets Inc.Johnny Urias, RFD & Associates

Pascal Laumet, PhD, AgileAssets Inc.

10/19/09AgileAssets Inc Enterprise Asset Management System 1

• Introduction

• Overview AgileAssets Fleet System

• Chain of Events

• Training Organization

• Hands-on Training


Comprehensive Transportation Asset ManagementCentered around a core functionality setAsset Manager Modules:

AgileAssets® FoundationAgileAssets® Asset Data ManagerAgileAssets® Network ManagerAgileAssets® Maintenance ManagerAgileAssets® Fleet ManagerAgileAssets® CIP ManagerAgileAssets® Pavement AnalystAgileAssets® Bridge AnalystAgileAssets® Safety ManagerAgileAssets® Mobile

Core


Modular Framework

BridgeAnalyst

External Dataand Models

ExternalSystems(e.g., SAP.Advantage,PeopleSoft., etc)

Core AgileAssets Functions

Asset InventoryBase Linear ReferenceSecurityUser OrganizationTerminology

Common Data Model

Data ManagementReportingGraphingCommunicationsSystem Utilities

GIS

ExecutiveDecisions

LRS Network DataManager

PavementAnalyst

MaintenanceManager

Pro

duct

Ove

rvie

w

Safety Analyst

Fleet,Equipment,Materials,

Labor


Zero-Footprint, Web-based SystemAll Transportation AssetsAgency-specific modelsIntegrated Asset & Maintenance ManagementIntegrated GIS Mapping CapabilitiesSecure and scalable to thousands of usersEasy-to-use with Sophisticated AnalysisPowerful reporting tools

AgileAssetsAgileAssets®® Suite Key Features Suite Key Features


Database Tier• Oracle 10g or greater• Proven Performance• Industry Leader

Logic Tier• J2EE Java Application Server• Flexible, Scalable• Platform Independent

Presentation Tier• Ajax enabled Web Browser• Zero Footprint, Platform Independent

EndUser



Goals:

Centralize all State Fleet DataFacilitate Data Access and DisseminationFacilitate Acquisition, Maintenance, and MonitoringEasy and Efficient Reporting

Bottom Line: “Fleet Managed Efficiently”

User ManagementEquipment Inventory ManagementPreventive Maintenance ManagementRepair Order ManagementUsage and Fuel TrackingResource Management

MaterialLabor

BatchingReports

AgileAssets Inc Enterprise Asset Management System 8


FMS - Modular Approach

System Module ResourcesModule

Fleet Management Module


FMS – System Module

System ModuleCPA

Security Profile DefinitionsUser ManagementAdministrative Units (Agencies – locations)System Configuration (tables, columns, menus,labels, window titles)System Jobs

AgenciesAgency User ManagementBatching


FMS – Resources ModuleCPA

Labor Class CodesMaterial Class Codes

AgenciesLabor Inventory ManagementMaterial Inventory Management (Acquisition,transfer, corrections, reconciliations)

ResourcesModule


FMS – Fleet Management Module

CPAEquipment Class CodesPM by Class CodeAll lists for dropdownsEquipment Inventory (waivers)Equipment InquiryMonitoringReports

Fleet ManagementModule


FMS – Fleet Management ModuleAgencies

Equipment AcquisitionInventory ManagementPM by EquipmentRepair OrdersUsage Tracking (odometer reading)Fuel/IncidentalsAccidentsEquipment InquiryMotorpoolReports

Fleet ManagementModule

FMS – Data Flow

EquipmentInventory

EquipmentAcquisition

Fueling /Incidentals

OdometerReadings +

Trips +Stops +

Passengers

Work Orders (PMand Repairs)


Equipment InventoryAttribute data Id Number, Class, Status, Location, Department, Plate,

Make, Model, Year, Meter, Vin, Cost, Purchase Date, etcWarranties Manufacturer warranties, Parts warrantiesRepair History Repair transactionsFueling transactionsAccidents

Equipment Inventory Management


Equipment Inventory WindowEquipmentInventory (list)

Warranties forselectedequipment

Fueling andIncidentals forselectedequipment

Repair History forselectedequipment

Accident forselectedequipment


Equipment ClassCodes List

Equipment ClassCodes Tree

Equipment Class Codes


• Warranty Setup Triggers– By Mileage– By Days– By Mileage and Days

Warranties list tab


Links to information forFuel, Repair History,Warranty, Transfers

Search Criteria Search Value


Labor cost, material cost summaryand other information for eachrepair service


All hit-by-hit fueling andIncidentals transactionsrepository


Accidents list per equipment


1. Click on VehicleName

2. Click on # ofFueling Records



FMS – Basic Navigation

Fleet,Equipment,Materials,

Labor


All the data is “owned”:

CPA: Owns all the data – can see everything

Parent Agency: agency that owns the equipmentsPhysical Location: agency where the equipment is physicallylocatedAssigned Management Unit: agency/location that is assignedthis equipmentShop Assigned: agency/location that will handle repairs onthis vehicle

FMS - Ownership


FMS – TipsA few interesting capabilities:

Context-based Help

Filter (in any data window)


FMS – TipsA few interesting capabilities:

Grid View / Form View

Quick Links

Export


ReportsPowerful ad-hoc reporting:

Standard (tabular) Reports


ReportsGraphical Reports


ReportsCustomized:

Canned and Configured Reports (with parameters)


QuestionsQuestions


Goals:

Discover the systemLearn the SystemBecome the ExpertTrain other people back in your agencies


How:

Trainer Presents the Topic – 2 minutesTrainer Demonstrate the Capability – 5 minutesYou do it many times over!!! – 20 to 30 minutesQuestions on the Topic – 5 mimutes

Next Topic

• Agencies System Administrators manage theirusers.

List of Users List of Agenciesaccessible by theselected user

Security Profile(s)associated to theuser


• Exercise:• Find your users• Define the locations that he(they) can access• Define their security profiles• Create 2 new users (access and security profile)• Reset the password of your user(s)• Allow (or block) one of your users to login.• Force one of your users to reset his password.

• System > Utilities > User Names and Access• Getting Started Tutorial pp. 6-9


• Displays all the equipments the selected agency(during login) owns or is assigned


• Exercise:• Review your equipments• Select an equipment and edit the data (Required

fields)• Display a specific equipment in Form view• Use the Filter (right-click)• Export the data (right-click)• Print the data (in grid or form view) (right-click)• Click on the hyperlinks (Fuel Types, Transfer History,

etc…)

• Fleet Management > Setup/Inventory > Equipment Inventory > Equipment Inventory• Getting Started Tutorial pp. 46-50


• Allows for a quick search (across all agencies)• Search Criteria• Search Value


• Exercise:• Look for a specific equipment• Change your search criteria (Asset #)• Use Wildcards (%) in your search value

• Fleet Management > Setup/Inventory > Equipment Inquiry• Getting Started Tutorial pp. 50-51


• Allows for acquiring new vehicles


• Exercise:• Acquire one 701 - Passenger Car• Acquire three 716 - Mini-Van• Verify that equipments are added to the Inventory• Define fuel types for acquired vehicles in Equipment

Inventory window.

• Fleet Management > Setup/Inventory > Equipment Acquisition• Getting Started Tutorial pp. 51-52


• Allows you to review/define warranties for theselected equipment and its associated parts.


• Exercise:• Select a vehicle• Review warranty data• Enter 5 new warranties on various equipments



• Allows for recording accidents involving yourequipments (and then later associate them torepair orders if desired)


• Exercise:• Select a vehicle• Enter 2 accidents on an equipment• Enter one accident on at least 5 different vehicles

• Fleet Management > Setup/Inventory > Equipment Inventory > Equipment Inventory• Getting Started Tutorial pp. 50


• Allows for capturing hit-by-hits transactions forfueling or incidental.


• Exercise:• Select a vehicle• Enter several fueling transactions• Enter several Incidental transactions• Enter at least one internal fuel transaction (by

selecting an internal tank)



• Allows for capturing end-of-month meterreadings


• Exercise:• Select all vehicle class• Select vehicle life status• Select month (May 2009)• Enter meter reading• Approve• Select next month (June 2009)• Enter readings• Approve



• Allows to manage in-house resources to beused with in-house repairs


• Exercise:• Review list of employees• Add 2 new employees• Add licenses to at least 2 employees

• Resources > Labor > Inventory > Labor Inventory• Getting Started Tutorial pp. 57-58


• Allows for reviewing the material inventoryavailable owned by your agency (or its children)


• Exercise:• Review list of materials (for agency and children

agencies)• Review the Historical Transactions for a specific

stock.• Review the Full Quantity for your stocks.

• Resources > Material > Inventory > Material Inventory• Getting Started Tutorial pp. 59-63


• Allows for acquiring, receiving, transferring andcorrecting materials.


• Exercise:• Review list of materials (for your agency and other

agencies)• Receive 2 new materials stock (for Fuel and

BioDiesel). (List of Fuel Storage Tanks + MaterialManagement + Material Inventory).

• Receive more fuel into 3 existing stock.• Make a correction on 2 existing stock.• Withdraw material from an existing stock.• Review history in Material Inventory Window.

• Resources > Material > Inventory > Material Management• Getting Started Tutorial pp. 64-69


• Allows to share Labor resources betweenAgencies


• Exercise:• Allow your agency to use resources from another

agency.

• System > Setup > Resource Sharing• Getting Started Tutorial pp. 14-16


• Allows for defining the PM setup per VehicleClass (activities, frequencies) – setup andmaintained by CPA.


• Exercise:• Review list of defined PM activities and frequencies

by Vehicle Class Codes.

• Fleet Management > Setup/Inventory > Equipment Inventory > PM by Class Code• Getting Started Tutorial pp. 18-21


• Allows for defining the PM schedule for anindividual equipment (overwrite of Vehicle Classsetup).


• Exercise:• Select a vehicle in your inventory, review the

activities recommended by Vehicle Class• Overwrite Parent PM Setup and define it’s own

schedule.• Repeat for 4 equipments with several activities and

trigger types

• Fleet Management > Setup/Inventory > Equipment Inventory > PM by Inventory• Getting Started Tutorial pp. 21-25


• Allows for Capturing Commercial Repair andInter-Agency repair ordersAllows for Capturing Commercial Repair and


• Exercise:• Create 2 Commercial Repair Orders on one

equipment• Create 2 Commercial Repair Orders on different

equipments• Create 2 Inter-agency Repair Orders• Complete the 4 created repair Orders

• Fleet Management > Work Orders > Commercial / Inter-Agency Work Orders >Create Work Orders

• Getting Started Tutorial pp. 29-30

• Fleet Management > Work Orders > Commercial / Inter-Agency Work Orders >Complete Work Orders

• Getting Started Tutorial pp. 40-43


• Allows for creating PM repair orders or normalrepair order using in-house resources (andcommercial if necessary)


• Exercise:• Create 2 repair order for vehicles with PM due• Create 2 normal orders on 2 vehicles (with multiple

activities)

• Fleet Management > Work Orders > In-house Work Orders > Create Work Orders• Getting Started Tutorial pp. 26-29


• Allows for capturing activity details on PM repairorders or normal repair order using in-houseresources (and commercial if necessary)


• Exercise:• Capture activity details on the Work Orders created

previously in the Direct Costs Tab• If you have in-house labor resources, capture in-

house labor utilization on at least 1 work order.• Approve work orders daycards• Make the work orders ready for completion

• Fleet Management > Work Orders > In-house Work Orders > Work Orders Progress• Getting Started Tutorial pp. 31-36


• Allows for completing PM repair orders ornormal repair order using in-house resources


• Exercise:• Identify the work orders created previously• Review the associated costs• Complete the work orders

• Fleet Management > Work Orders > In-house Work Orders > Complete Work Orders• Getting Started Tutorial pp. 37-40


• Allows for reviewing at any time the RepairHistory for a selected vehicle


• Exercise:• Identify the equipment(s)• Use the tab(s) or the hot link to review the repair

history

• Fleet Management > Work Orders > Commercial / Inter-agency Work Orders >Create Work Order

• Fleet Management > Work Orders > In-house Work Orders > Create Work Order• Fleet Management > Work Orders > In-house Work Orders > Work Order Progress• Fleet Management > Work Orders > In-house Work Orders > Complete Work Order• Getting Started Tutorial pp. 26-43

• Fleet Management > Setup/Inventory > Equipment Inventory > Equipment Inventory• Getting Started Tutorial pp. 49


• Allows for capturing the annual indirect costs anagency will accrue.


• Exercise:• Enter your agency indirect costs for 2007 and 2008

• Fleet Management > Tools > Indirect Costs (per agency/year)• Getting Started Tutorial pp. 82


• Allows for reserving MotorPool vehicles


• Exercise:• Make several vehicles available in the motorpool

reservation system• Create 2 motorpool reservations for different vehicle

class codes

• Fleet Management > Tools > Motorpool User Reservations• Getting Started Tutorial pp. 73-76


• Allows for reviewing/modifying all motorpoolreservations, reassigning vehicle, view equipmentavailability


• Exercise:• Review existing reservation• Assign different vehicle to an existing reservation• Create new reservation

• Fleet Management > Tools > Motorpool Dispatch• Getting Started Tutorial pp. 77-81


• Allows for disposing of a vehicle by entering thedisposal information and changing theEquipment Life Status.


• Exercise:• Select an Equipment you wish to dispose of• Define the following fields:

• Out-of-service date• Disposal Method• Disposal Comment• Est. Meter at Disposal• Disposal Date• Disposal Costs• Net Disposal Proceeds



• Business process to transfer an equipment fromone agency to another (no parent childrelationship).

Dispose of Vehicle(22) + define FieldTransfer to Agency

Transfer FromAgency

Acquire New Vehicle(Equipment Acquisition

Window)

Transfer ToAgency

Send emailto Transferto Agency

Transfer FromAgency


• Allows to reuse preset templates, create ad-hocreport, save your own template, make reportspublic…


• Exercise:• Reuse the existing template “01. List of all Vehicles”,

change the filter to review your agency’s vehicle.

• Reuse the existing template “14(a). Total Mileage byPurpose”, change filter to your agency and displayaverage mileage per vehicle class in you agency.

• Create new report to display Equipment Name,Model, Make and Current Meter Reading for vehiclesin your agency (only active vehicles).

• Fleet Management > Report > Standard Reports• Getting Started Tutorial pp. 87, 90-94


• Exercise:• Create new report to display Vehicle Class, Month

and Year, Average Usage for the vehicles in youragency (per Vehicle Class).

• Create new report to view the Fuel amounts andCosts for your equipment (only active) since January2009 - only fuel types first, then incidentals

• Create new report to view total repair costs on yourvehicles by vehicle class for your agency sinceJanuary 2009.

• Fleet Management > Report > Standard Reports• Getting Started Tutorial pp. 90-94


• Allows for creating easily graphical reports andobtaining aggregated information


• Exercise:• Create new report to display the Average Usage

(colored by Vehicle Class) for the months rangingbetween January 2008 and December 2008

• Create a report to display an active vehicle count pervehicle class for your agency

• Create a linear graph for the depreciation of one ofyour vehicles

• Fleet Management > Report > Graph Reports• Getting Started Tutorial pp. 88, 94-97


• Allows for displaying customized report (preset)containing additional information


• Exercise:• Show the report “LBB Cost per Vehicle per Period

(per Agency)

• Show the report “Agency Annual Report”

• Show the report “Vehicle Cap”

• Fleet Management > Report > Jasper Reports• Getting Started Tutorial pp. 88-89


• Allows to batching the data (for batchingagencies).


• Exercise:• Upload your files on the servers• Upload new vehicles• Update existing vehicle• Upload monthly repair costs• Upload monthly odometer readings• Upload fueling transactions (hit-by-hit of summary)

• System > Tools > Import Runner• Getting Started Tutorial pp. 100-109



QuestionsQuestions


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