2955 Van Buren Street

Fort Myers, FL 33916

FLEET MANAGEMENT

Fleet Management System (Software): Functional Specifications

A. Fleet Management Department Requirements

Fleet Management seeks a robust fleet management solution that provides ample
customization capability to conform to industry-standard best practices and unique
internal business processes alike, scalable process functionality and flexible configuration
that results in maximum efficiency and lower overall cost of operations.

A suitable fleet management software (FMS) system shall have fully-featured and
comprehensive capabilities in the areas of:

1. Asset management from initial acquisition planning through disposal

2. Parts inventory management and parts tracking which encompasses the entire
procurement process from order and receipt through issues including warranty
replacements, core tracking/returns, and vendor credits through the accounting
system
3. Maintenance and labor tracking based on work order process flow including
customer service tools that enable Fleet Managers to provide higher levels of
service and preventive maintenance tools for managing PM's
4. Flexible accounting and billing tracking of all costs and vendors related to assets as
well as billable dollars and customer accounts
5. Fuel management with the ability to collect and store fuel transactions by manual
process, electronic upload or integrated web services depending on the
capabilities of the County fuel provider and partnering agencies (School District of
Lee County)
6. Robust and flexible system administration and usability features managed at the
department level
7. Robust and customizable on-demand reporting, business intelligence (BI), and
industry standard fleet analytics

B. Organization-wide System Requirements

Internal customer service and the BoCC’s “One Org” initiative are key priorities for the Fleet
Management Department. A solution that provides customers throughout the organization
access to key information not only promotes transparency and improves communication,
but directly supports these priorities.

Key components of a feasible FMS include the following:

1. Billing integration including multi-department access to billing data

2. Accident reporting for operators from any part of the organization

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 3. Accident information to risk management and other departments so to provide
cross-departmental accident management
4. Asset acquisition and disposal financial data manageable by procurement and
other departments
5. Multi-department access to: asset replacement inventory list, forecasted capital
replacement cost for budgeting, and acquisition tracking
6. Maintenance and fuel usage costs available to all departments for budget planning
7. Ability for department employees to request a service appointment via a Customer
Portal
8. Ability for department employees to check on the status of vehicle repairs during
the repair process
9. Email notifications scheduling for upcoming preventative maintenance for any
employee or departments with vehicles
10. Ability to fully integrate with any existing internal County system via multiple methods
including web services for functional areas such as finance, fuel, purchasing, HR
functions such as payroll, etc.
11. Ability to fully integrate with County partner vendors through a variety of methods
including web services

C. IT Security Considerations

FASTER WEB is been built specifically for use on web and mobile phone based applications.
It integrates the use of Microsoft API-2 (enhanced API processing) for interconnectivity to
systems and pieces as well as 64-bit processing to keep the system up to date with ongoing
security patches and updates to the operating systems and SQL Server.

FASTER WIN ceased being sold in 2012. The last upgrade was version 7.0 in 2016. No further
upgrades are planned. FasterAsset continues to provide support for the product on a case
by case basis. No information was available on the last patch for the software for any
security concerns. FASTER WIN is also a “fat” client based system with software installed on
the computer instead of through web access. From a security perspective this leaves
several points where the software can be attacked (computer, server, the communication
between each). Without upgrades or perhaps even patches (due to being legacy
software) the system is becoming increasingly open to some form of cyberattack. As
operating systems upgrade to handle new security protections, the risk goes up that FASTER
WIN may fail to meet new security requirements. This could mean leaving needed security
upgrades off computers in order to keep FASTER WIN running adding another weakness in
the system.

D. Cartegraph Implementation

Cartegraph is capable of tracking materials and county assets. The portions we have
licensed are not designed to interface with fuel depots or provide the full breadth of
functionality that is required by the fleet customers. We would have to examine the add-
on *Cartegraph for Fleet* to determine feasibility and potential costs to license this add-on
as well as conversion costs to change data over from FASTER WIN into this product. Or we
could custom build interfaces between Cartegraph and existing fuel depots and add
custom built functions to make up for the functional gaps.

Lee County Fleet Management Updated 06/19/20

 FASTER WEB provides API’s that allow their system to interface with many other systems for
sharing or processing of data. The tool has screens, databases, and reporting specifically
built to handle and manage the needs of any fleet relating to fuel management, parts
inventories, vehicle tracking, and more. And since it was built off of FASTER WIN to start the
database components are similar and upgrading from FASTER WIN to FASTER WEB will be
far easier to achieve.

E. Current FASTER WEB Use

FASTER WEB is already used within the Solid Waste department. This demonstrates the
software can be installed and used with our existing infrastructure and security protocols.

F. Reporting, Business Intelligence & Fleet Analytics

Robust and customizable on-demand reporting, business intelligence, and industry

standard fleet analytics can augment Fleet Management departments with the data
necessary to drive decisions, identify problematic areas, advantageously allocate
resources, and plan strategically. A feasible FMS system should, at a minimum, include the
following:

1. Comprehensive search for fast onscreen viewing of data

2. Data export capabilities to multiple formats
3. Standard reporting and the ability to create on-demand customized reports
4. Ability to create custom dashboards that provide easily accessible at-a-glance
information on key Department performance indicators

G. Support and Training

Customer support and ongoing training to leverage the most of an implemented

management system is key to realizing a return on the investment. Fleet Management
desires an FMS vendor that exceeds industry standards for service and a proven track-
record of excellence in the areas of:

1. Technical support services

2. Operation support services
3. Training and educational opportunities

H. Best-of-Breed FMS & Local Implementation Footprint

As Fleet managers, we demand the best performance from our employees in all facets of
the operation from technicians to department managers. It is management’s responsibility
to provide the tools and systems that can enable them to be successful and realize their
fullest potential. The competition for skilled employees from the private sector is a threat to
core services and the investment in a best-of-breed Fleet Management system will
empower department staff which ultimately improves retention of our most valuable
commodity, people.

Lee County Fleet Management Updated 06/19/20

 Fleet Management desires a robust solution with proven success in the industry and an
implementation footprint that includes peer municipal organizations within the state of
Florida.

1. Testimonials from peer municipal organizations within the state of Florida should be
considered in the assessment of potential solutions
2. A system with a significant local implementation footprint fosters collaboration and
collegiality amongst practitioners, and promotes the sharing of best-practices

I. ERP Solution Cautions

An Enterprise Resource Planning (ERP) solution is often implemented with the expectation it
possesses all of the functionality required to run the entire business operations when in
reality it is nearly impossible to meet all of an organization’s needs within in a single system.
While most ERP solutions satisfy specific core business areas needs such as human
resources, accounting, payroll, procurement, maintenance work orders, etc., most fall short
in the Fleet Management arena.

Many ERP systems handle parts ordering, work order processing (typically Facilities Work
Order Processing) and payment for fleet managers. They also generally offer (for a
substantial add-on cost above the main system) a fleet module. Although, the fleet
module may improve a fleet’s ability to manage some basic processes, ERP fleet
management software can often:

• Be cumbersome and overly complicated for mechanics and staff

• Make it difficult for mechanics to easily interface with work orders in real-time
• Provide overly generic work order reports that are often misinterpreted by end-users
• Make the creation of reports, document management, and linking to other systems
difficult due to a lack of flexibility
• Limit the ability to be modified to add new features and added functionalities
demanded by end-users
• Lack the extensibility which enables developers to expand or add to the software’s
capabilities
• Limit the ability to interface with fuel or parts inventory control systems
• Often require manual entry and/or duplicate entry of data
• Lack detailed reporting that provides fleet managers specific performance
measurements and KPI’s
• Lack specific and knowledgeable technical/operational support service available
to Fleet end-users

J. The Ideal Fleet Management Solution

The important question an organization such as the Lee County BoCC should ask is: “Is
there a fleet management system that can fulfill the requirements for running the fleet and
allow other departments across the organization to use the data from the fleet to drive
business decisions across the entire enterprise?” This is a very important consideration.
Whereas an ERP system is generally a central repository for data collection, a true robust
fleet management system is designed around fleet best practices and is a tool used not

Lee County Fleet Management Updated 06/19/20

 only for gathering data but to further perform strategic planning and make challenging
fiscal decisions.

K. The FASTER Software System Solution

Both the Lee County Fleet Management and Lee County Solid Waste Departments
currently use the FASTER software system and consider it a trusted software solution that
provides the departments with the capability to track daily operational and asset
management services. Lee County Transit (LeeTran) is currently exploring a replacement of
their current fleet management system and favors a migration to FASTER. Research will
show that FASTER is a software solution for municipalities and private fleet operations across
the 48 contiguous states. Locally, Collier County, Charlotte County, the City of Cape Coral,
and the City of Fort Myers also use the FASTER software system as their Fleet Management
solution. This local community of users provides Lee County Fleet Management with
positive collegial support and an essential collective knowledgebase.

The features of this software program provides vital importance to the Fleet Management
daily operations to maintain trustworthy and reliable documentation. Listed below is an
overview of how Fleet Management utilizes this program in various departments.

Lee County Fleet Management FASTER Use

Equipment Application
• Complete department transfer of vehicles and add/change assigned
staff/supervisors
• Change Acquisition/Disposal Fund Codes as needed for changes.
• Track vehicle/equipment auctions
• Document and record all new vehicles and equipment.
• Maintain historical record of repairs/preventative maintenance of all vehicles and
equipment.
• Determine optimum vehicle/equipment replacement timing based on various
factors

Work Orders
• Track and record all aspects of work performed on vehicles/equipment.
• Car wash tokens requests.
• Review posting of invoices to pay.

Reporting
• Total of 145 delivered reports and 15 custom reports.
• Reports used daily, weekly, monthly, quarterly and annually to check and monitor a
variety of different parameters to assure Fleet Management continues to be
efficient and effective in maintaining County vehicles and equipment.
• Complete the monthly/quarterly/yearly billing for each Department including
Constitutionals for usage of fuel and maintenance.
• Generate monthly preventative maintenance reports

System Settings Applications

Lee County Fleet Management Updated 06/19/20
 • Enter Purchase Order information for posting of parts and repairs for tracking
purposes.
• Add or change vendors as needed in order to track Purchases/Credits.
• Set up new Fiscal Year information as well as do a Year End closeout on all pertinent
information related to Fleet.
• Establish fuel rates, labor rates, DPO-DPN

Fuel Management and Tank Inventory

• Track fuel site deliveries and verify correct entry of deliveries into system.
• Track all fuel transactions downloaded from fuel management system.
• Display fueling transactions countywide for each County fueling site.
• Reconcile fuel sites monthly to assure all information is loaded into the system
(balance intake and output to identify and correct errors)

Parts Inventory
• View part numbers including description of parts and original invoices for each
vehicle.
• Tally the “car wash” tokens that Fleet distributes to departments to ensure correct
billing and counts.
• Track internal usage of any part in the Parts Department inventory (batteries, tires,
etc.)

Accounting and Billing

• Used for monthly/quarterly/yearly billing for each department as well as the
Constitutionals.
• Close out all monthly/yearly billing.
• Maintain a motorpool to charge out Fleet Loaners to County departments.

Repair Shop
• Monitor technician time spent on each job performed (ach separate task on each
work order is assigned a repair type code called an RTY).
• Track all parts used on each work order (used for inventory, part turn over and part
warranty).
• Track meters (miles or hours) when vehicles and equipment fuel at County and
School Board fueling sites (updates allow FASTER to use current meter readings when
monthly PM reports are run).
• Monitor usage for PM’s. Information can be viewed (and is checked) each time a
work order is created to minimize vehicle downtime and to ensure preventative
maintenance is performed on schedule.

Organizational Communication

• Faster is currently interfaced with our intranet site to allow all county departments
and operators to access work order status and work order notes (this information is
available live, 24/7) to conveniently check on vehicles and equipment currently at
Fleet Management for repair/service or for historical information.

Lee County Fleet Management Updated 06/19/20

Lee County Fleet Management Updated 06/19/20