20120105 PRO40 Fleet Management - Pool Vehicles

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Department of FinanceOffice of the Mississippi Manage

Workshop Presentation –

Pool V

01/05/2

1/9/2012



1. Workshop Ground Rules

2. Workshop Guiding Principles

3. Workshop Objectives

4. Workshop Agenda in Detail5. Workshop Roles

6. Workshop Content

7. Workshop Wrap-up

1/9/2012

AGENDA



1/9/2012

• All participants should be familiar with the requirementtopics to be covered;

• The workshop scribe is responsible for documenting the

issues and

follow

up

questions;

• The workshop facilitators are responsible for keeping thcentered on the topic being discussed. If an issue is dethat cannot be resolved during the workshop, the facilitnote the issue for future resolution and enter it into theoutput document; and

• Parking of discussion item if the required knowledge is room.

Workshop Ground Rule



Workshop Guiding Princi

1/9/2012

Workshop Participant

– Demonstrate how requirements are met

using Standard SAP functionality

– Utilize

standard

SAP

functionality

(80/20

rule)

– Avoid the “what won’t work” mindset

– Be attentive and ope

– Explore questions an

– Encourage input

from

– Refrain from absolut

– Focus on current issu

– Avoid “war stories”

– Manage cell

phone,

interruptions

– Keep the conversatio

Essential to dos:• Review Business Process Model

• Update/Create process Flow

Diagrams

• WS Output

Documents

• Identify RICEFW Objects

• Document process

changes/implications

• Solution Manager:

•Create Business Blueprint

documents

• Identify Issues and Risks



Workshop Objectives

1/9/2012

M6 Notification

Pool Creation & Editing

Reservation Process

Issuing Process

Return Process

Financial Process – TBD?



Workshop Agenda

1/9/2012

Date

Topics

Deliverables

Team Logistics – Fleet Management

[01/05/2012

Pool Vehicle Request

Pool Vehicle

Assignment

Pool Vehicle Reserved

Pool Vehicle Issued

Pool Vehicle Returned

Financial Process – TBD?

Workshop Minutes

Parking Lot



Blueprint Workshop - Ro

1/9/2012

SAP Facilitator Terry Heinze

Customer Facilitator Logan Litchliter

Sharetha Batts

Scribe Jon Sanford

OCM Dorothy Preston

A successful workshop is the result of interaction and participation!



Business Area, Fund, Functional

11/03/2011

Fund

The Fund has the same meaning as the SAAS Fund

New fund numbers will be assigned by funding source

The field is 10 digits and the appropriation number will be

Functional Area

The Functional Area may be used for program budgetin

The field length is a maximum of 16 digits

Business Area

The Business Area will be used for the Agency Numbe

The field is 4 digits and new numbers will be assigned



General Ledger Account, Cost C

11/03/2011

General Ledger Account

General Ledger (G/L) accounts will include Assets, Liabilities, Fund

Revenue and Expenditure

The field is 8 digits and the Major Object Code will be built into the n

Cost Center

The Cost Center represents a division or area within an agency for rec

reporting budgets, revenues and expenditures

The field is 10 digits and may be set up as Agency/Bureau/Location/Agency D



Project & WBS Element, Internal O

11/03/2011

Projects

Projects are made up of Work Breakdown Structure (WBS) Elements- 24

Funded Program – Could be used to control budget at the project or WBS

WBS Elements will be used for:

Capital Projects

ITS Services

MDOT Projects

State Aid Road Maintenance

Internal Order

A flexible cost collector that can be defined by the agency to meet a variet

10 digits

Internal Orders may be used for:

• Internal Services

• Events

• Activities

• Locations



1/9/2012

State of Mississippi MAGIC Pro

Fleet Management

[content]



1/9/2012

SAP Glossary

Equipment records – Vehicle (cars, pick‐up trucks

into a functional location.

Pool – Grouping of vehicles in a Functional Locatio

M6 Notification

(Pool

Request)

– Creates

the

initia vehicle.

Pool Asset Management (PAM) – Graphical tool u

manage vehicles in a pool. Has the ability to:

CREATE (YELLOW) a demand for a vehicle (dat

characteristics,

etc). Actual vehicle not determined at this time

ASSIGN (YELLOW) demand to a specific vehicl

Select by availability and preference.



1/9/2012

SAP Glossary

RESERVE ( RED) vehicle.

Requestor receives SAP express mail.

ISSUE (GREEN) vehicle.

Mileage

recorded RETURN (BLUE) vehicle.

Mileage recorded



Contents

1/9/2012

Process

Technical informati

Integration



Requesting Vehicle

1/9/2012

1. Creation of requirement

2.

3. Reser

confir

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation

Vehicle usage costs are calculated and allocated

to the account assignment object. TBD!

Requester receiv

Vehicle is returned.

Mileage and time of return

are entered.

Mileage and time

of issue are entered.

Vehicle is issued.



Entry of Requirement

1/9/2012

• Features:

• Users enter vehicle requirement on a user‐friendly interface

into the system .

• They specify the time and duration of the trip and have the

vehicle class and desired equipment.



Online Entry of Requiremen

1/9/2012



Booking Overview

1/9/2012

• Features:

• In the

overview

of

bookings,

Requestors

can

display

all

ve

they have made.

• These are listed in Vehicle Requests.

• The

vehicle

requirement

history

can

also

be

displayed.



Booking Overview (ERP)

1/9/2012

This example shows a possible

layout in the ERP environment



Assigning Vehicle

1/9/2012


2.

3. Reserv

confirm

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation



Rr

Fr

Requester receive



are entered.

Mileage and time


Vehicle is issued.



Vehicle Planning – Requirement Sch

1/9/2012

• Features:

• The pool is represented as an OrgUnit (an Agency) in the

• Planning board

for

vehicle

requirement

scheduling.

• Vehicle requirements are dragged and dropped to the po

• An overall display gives a clear overview of the vehicle po



1/9/2012

Vehicle Planning – Requirements Sc

Schedule by

drag & drop



Process Overview of Vehicle Fleet Ma

1/9/2012


2.

3. Reser

confir

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation



Requester receiv



are entered.

Mileage and time


Vehicle is issued.



Confirmation of Booking

1/9/2012

• Features:

• Vehicle requestors utilize M6 Notification – Pooled Asset

post vehicle requests in SAP.

• The Individual requesting a vehicle automatically receives

the vehicle requirement has been scheduled by the Fleet

Manager/Custodian.

• The vehicle requirement is given the status ‘RESERVED’.



Confirmation of Booking

1/9/2012

Double‐click



Vehicle Handling

1/9/2012


2.

3. Reser

confir

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation



Requester receiv



are entered.

Mileage and time


Vehicle is issued.



Vehicle Issue

1/9/2012

• Features:

• The issue

time

and

mileage

is

entered.

• A checklist can be created when the vehicle is collected (p

feature).



Vehicle Issue

1/9/2012

Change

to “coll

If requi

Enter t•Milea• Time

Double‐click



Vehicle Handling

1/9/2012


2.

3. Reser

confir

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation



Requester receiv



are entered.

Mileage and time


Vehicle is issued.



Vehicle Return

1/9/2012

• Features:

• Time of vehicle return and mileage are entered in the syste

as the basis for cost allocation. TBD?

• Checklist is

handed

in

when

the

vehicle

is

returned,

comple

signature.



Vehicle Return

1/9/2012

Change n

“returned

Update di

equipmen

Double‐click

Enter th•Mileag• Time o

Double‐click



Allocating Costs – TBD!

1/9/2012


2.

3. Reserv

confirm

4. Vehicle issue

+

5. Vehicle return

+

6. Cost allocation


to

the

account

assignment

object.

TBD!

r

Fr

Requester receiv

Vehicle is returned.Mileage and time of return

are entered.

Mileage and time


Vehicle is issued.



Cost Allocation – TBD

1/9/2012

• Features:

• Cost allocation is based on the difference between collect

time and the mileage.

• Different charge rates can be assigned to different vehicle



Cost Allocation – TBD!

1/9/2012

Cost al

Notific

data is

Double‐click

Double‐click



Integration

1/9/2012

• Mapping of vehicles:

• Car pools are mapped as organizational unit.

• Vehicles are mapped as equipment.

• Mileage are entered as a measurement document for th

• Vehicle

request:• The vehicle request is mapped as a notification.

• The vehicle requester’s details are taken from user data a

• It is possible to choose vehicle category and desired equi

• Status tracking.



Main Benefits

1/9/2012

• Fully integrates into SAP environment:

• No interfaces required with controlling, accounting, o

maintenance.

• User-friendly.



Pool Asset Managemen

1/9/2012

Pool

Vehicle Is

Required

Create Pool

Vehicle

Request

Cancel Pool

Vehicle

Request

Assign

Request To

Schedule

Cancel

Scheduli

Demand

Financial Process??

•YES…Deletes Vehicle

Demand•NO…Continue

Processing Request

•YES…Dele

On Plannin

•NO…Cont

Processing

•Mileage recorded

Cancel

Reservation CloseNotifica

Requested

Vehicle

Issued

Pool Vehicle

Returned

•YES…SAP Express

Mail to Requestor

•NO…Continue

Processing Request

•M6 Notification

•Vehicle Type

•Date &

Time

•Scheduled To

Demand

•Vehicle Availability

& Preference

•Email

•Phone

•Walk‐up

•Mileage recorded •Financial Impact??



Workshop Objectives

1/9/2012

M6 Notification

Pool Creation & Editing

Reservation Process

Issuing Process

Return Process

Financial Process



Let’s verify that we are on the same pa¾Clarify any Strange Jargon

¾Validate Parking Lot Items

¾Record Key Decisions

Wrap-up



Questions

1/9/2012



1/9/2012

+’s

What worked well today?

• ∆’s

What can

we

improve

for

future

meetings

and

pr

Plus/Delta



Thank you!

1/9/2012



MAGIC Project

WORKSHOP MINUTES/OUTPUT DOCUMENT

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type(CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager

SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION

Workshop Title PRO-40 Fleet Management – Pool Vehicles

Workshop Facilitators Terry Heinze, Logan Litchliter, Sharetha Batts

Scribe J on Sanford, J ack Ladhur

ATTENDEES

Name (including Role/Organization)

Logan Litchliter (DFA/MMRS) Retha Gregory (MDOT) Preston Ware (MSH)

Sharetha Batts (DFA/MMRS) J ulie Ethridge (MDOT) Bettye Rimmer (DFA/MMRS)

J ackie Robinson (EMSH) Leah Chittom (DFA/MMRS) Aaron Stein (SAP)

Lena Patterson (EMSH) Tammy Rankin (DFA/MMRS)

Terrence J ones (DFA/MMRS) Kenya Gardner (MDE)

J ack Ladhur (STA Consulting) Michael Swofford (MDE)

Brenda Benson (DFA/MMRS) Kelvin McClee (MDWFP)

Shelley Walker (DFA/MMRS) J on Sanford (SAP)

Mark Hayden (MDOT) Mark Taylor (MDOT)

Darren Crotchett (MDOT) Marilyn Cox (ITS)

Susan Thames (MDOT) Yolanda Tillman (DFA/MMRS)

Steve Tucker (MDOT) Kenneth Dixon (MSH)



KEY DECISIONS ANSWERED REFERENCE DOCUMENTS

FOR DETAILS REFER TO THE FOLLOWINGKEY DECISION DOCUMENT

Require Odometer reading

Require financial billing functionality for the Feds (MDOT)

Use Work Center’s to capture rate per mile, per class off vehicle

State Hospital requires LSMW for Mileage, Fuel Consumption and Cost

ID GAPS IDENTIFIED OWNER DUE DATE

0102

03

04

05

ID ACTION/PARKING LOT ITEM OWNER DUE DATE

01 AI – Determine if the Asset#can be used on PAM Planning Board Terry Heinze 1/12/2012

02 AI – Mileage Report for Specific Date Range(s) Terry Heinze 1/12/2012

03 AI – Verify the system can allow for going back to correct an odometerreading (reading entered is less than last reading)

Terry Heinze 1/12/2012

04 AI – On the M6 notification, a one-step approval to the supervisor maybe needed


05 AI – When billing back usage of the vehicles for the Feds (MDOT),

Daily Rates are associated with vehicles classesI. Need to check if this is feasible as we may not want to turn it on


06 AI – May potentially add M6 Notification (Vehicle Request) to the portaltransaction (ESS)


07 AI - Odometer readings need to be captured on return of a vehicle –Need to ensure that this is a measuring document on all of the fleetvehicles


08 AI - OPTFM Meeting Request

I. Discuss Mapping VIN Intelligence to SAP

II. Discuss Characteristics


09

10

2



ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT

01 SOM current system(s) are driven by Asset#, since SAP is not drivenby Asset#- this could potentially be a large impact to the Pool Vehicle

process

02

03

04

05

ID MISC NOTES

01 MDOT currently uses TPS (internal system to manage pool vehicles)

02 SOM tracks pool vehicles by asset number (not License PL#) 11 characters(first 3 are agency#)03 MDOT – has need to assign mileage to a project (Federal Billing)

04 MDOT – Federal Billing=Rental Rate x Mileage, not limited to Pool Vehicles – Dummy Work Center’s can be

used to accommodate that functionality

05 MDOT – has multiple activity rates – not just a flat rates