Fleet Information System: Users' Guide
Introduction
- Uniform-reporting method of state vehicle data from all state agencies
- Statewide fleet analysis including the ability to monitor agency compliance with the State Vehicle Policy
- Accurate and consistent count of the number of state vehicles
- Reconciliation of vehicle data with the Department of Revenue
- Automated driver’s license checks with the Department of Revenue to ensure that drivers of state vehicle maintain a valid license.
- Complete integration of OA Vehicle Maintenance system and the State Fleet Information System which provides agencies with online repair request functionality and email notifications concerning repair orders
- Automated preventative maintenance email reminders to maintenance contacts designated by state agencies
- Data transfer of statutorily required annual alternative fuel reports to the Department of Natural Resources - Energy Center, reducing preparation time and duplicative efforts for all state agencies
- Vehicle Identification, License, Title and Inventory Numbers
- Year, Make, and Model
- Vehicle Category (passenger car, truck, van)
- Vehicle Sub Category (compact, mid-size, full-size)
- SAM II Agency Number and Name
- SAM II Organization Number and Name
- Vehicle Location
- Assignment Information (pool, function or employee name)
- Vehicle Purpose (i.e.: client or staff transport, special purpose vehicle)
- Fuel Configuration Type (to facilitate annual reporting to the Department of Natural Resources)
- Acquisition and Disposition Information
- Usage (miles driven)
- Fuel Consumption Information (fuel type, cost, etc.)
- Maintenance and Repair Cost Information
- Drivers of State Vehicles
- Status of Driver's License
- Driver Accident and Complaint Data
- Driver Training
- TWO PRIMARY TYPES OF ACCESS:
- Update (Level 2) allows a user to add/change/delete data for the SAM II agency/organization codes designated on the user security form
- Level 2 with a Driver (D) designation allows the user to view and modify fleet driver records for any employee assigned to their agency. Users with this designation do not have access to other agency driver data. Access to the driver screens is based on the SAM II agency code and does not extend to SAM II organization codes.
- Level 2 with a Repair Request (R) designation allows the user to initiate online repair requests for the OA Vehicle Maintenance Facility in Jefferson City. Employees with Level 2 access can have both the D and R designations to update drivers and initiate repair requests.
- Inquiry Only (Level 3) allows a user to view all vehicle related data in the fleet system for all agencies.
- Level 3 with a Driver (D) designation allows the user to view fleet driver records for their agency only. Users with this designation do not have access to other agency driver data.
- Level 3 with a Driver (D) designation allows the user to view fleet driver records for their agency only. Users with this designation do not have access to other agency driver data.
- SAM II AGENCY AND ORGANIZATION NUMBERS RESTRICTIONS. Employees with Level 2 Update access may have access to their agency as a whole or it can be limited to a specific organization code(s). Agency may also give the employee access to the organization codes that report to a particular organization code. For example, an agency could limit an employee's access to edit data to a particular division by setting security for the highest level org for the division but allow the employee to edit data for any vehicle assignment reporting to the designated organization code.
- Subscribe to fleet system e-mail distribution list
Do not type anything else in the body of the message and remove any automatic signatures you may have included. It makes no difference if you leave the subject blank or not. You will receive confirmation that you have been accepted to the mailing list by e-mail. - Unsubscribe
Do not type anything else in the body of the message and remove any automatic signatures you may have included. It makes no difference if you leave the subject blank or not. - This is a web-based system. Users will access a logon screen directly from the Fleet Management website.
- Internet browser must be Internet Explorer 6.0 or higher or Netscape 6.x or higher. Internet Explorer is recommended. Netscape will work but creates issues with colors and field placement.
- Must be able to access private network resources like the mainframe.
- Locations using an ISP (Internet Service Provider) must have a VPN (Virtual Private Network) client established through the Office of Administration, Information Technology Services Division. For questions or more information on establishing a VPN connection, send a request to: OHDPILOT@bds.state.mo.us.
- Desktop settings should be set to smaller fonts. 800 x 600 pixels or 1024 x 768 pixels are recommended based on how much of the screen you want to view at any one time.
System Benefits
System Overview
The Fleet Information System captures the following data elements:
Basic Vehicle Information
Assignment Information
Fleet Driver Data
Agencies may request access to the State Fleet Information System by completing the Security Request Form (MS Word). Employees must have a valid mainframe or RACF id. User access to the system can be limited in the following manner:
Agency Cost for the Use of the System
The Office of Administration, Information Technology Services Division (ITSD) developed this system in house so there is no cost to user agencies for system development, annual maintenance or software licenses. Agencies are billed monthly for minimal data center charges associated with user transactions in the system. Charges appear on data center billings under the DB2 line charge. User charges are billed according to the account established for each user. Agencies are responsible for establishing billing information with ITSD.
Fleet Information System Email Distribution List
The State Fleet Management section has established a Fleet Information System e-mail distribution list (listserv). The purpose of this list is to keep system users informed of system availability and changes. Questions may be directed to your agency fleet coordinator or Cindy Dixon, State Fleet Manager at 573/751-4534 or Fleet.Management@oa.mo.gov.
To subscribe to this list, please click on the following link.
To unsubscribe to this list, please click on the "unsubscribe" link below:
Technical Requirements to Access the System
It is recommended that agencies update vehicle records, utilization and cost information on a monthly basis but minimally, data must be entered quarterly.
Quarter |
Must be entered by: |
1st (July 1 - September 30) |
October 31 |
2nd (October 1 - December 31) |
January 31 |
3rd (January 1 - March 31) |
April 30 |
4th (April 1 - June 30) |
July 31 |
System Basics
- Go to the State Fleet Management Website at http://www.oa.mo.gov/gs/fm/index.htm
- Click on the blue Fleet Information System Logon button.
- Enter your mainframe id and password. The userid and password is NOT case sensitive.
- Type in your current password and your user id.
- Type your new password and tab to the Verify New Password box.
- Retype your new password and click the Logon button.
- Passwords will expire after 31 days.
- Passwords must be uppercase and contain between 6 and 8 characters. At least one of the characters must be alphabetic (A-Z) and at least one character must be numeric (0-9). Alphabetic characters also include the national characters: #, $, and @.
- RACF will not allow previously expired passwords.
- Acquisition Method: PDF | Excel
- Body Style: PDF | Excel
- Category/Subcategory (revised 11/3/06)
- City/Zip Code/County Table: PDF | Excel
- Disposition Method: (updated 1/9/07) PDF | Excel
- DNR Classification: (revised 2/14/03) PDF | Excel
- Drive Types: PDF | Excel
- Fuel Configuration: (updated 11/3/06) Excel
- Fuel Type: (revised 11/3/06) Excel
- Fuel Unit of Consumption: (revised 7/16/03) Excel
- Make & Model (updated 2/12/08)
- Primary Assignment: PDF
- Primary Purpose: PDF
- Secondary Purpose Table Values: PDF (revised 8/8/08)
- Vehicle Status: PDF | Excel
Logon Instructions
Can’t get to the Logon Screen? - Internet Explorer users see Desktop Settings section of this manual and ensure that the “Bypass Proxy Server for Local Addresses” box is checked.
Password Maintenance
To change your password:
RACF password rules:
Changing your password on the fleet system logon screen will change it for all mainframe applications that you have access to (such as SAM II).
What Screen Should I Use
Event |
Screen Name (enter in order listed) |
New Vehicle Purchase |
1. Vehicle Data |
2. Acquisition Data |
|
3. Assignment Data |
|
Assignment Change, Intra - agency Transfer |
1. Acquisition Data |
2. Assignment Data |
|
Surplus or Sale |
1. Assignment Data (Change Vehicle Status Field) |
2. Disposition Data |
|
Update/View Utilization (Miles Or Hours) |
Utilization Data |
Update/View Fuel Data |
Fuel Consumption Data |
Update/View Maintenance Or Repair Data |
Maintenance & Repair |
Request Maintenance at OA Vehicle Maintenance |
Repair Request |
Update/View Fleet Driver Records |
Fleet Driver Maintenance |
Update/View Fleet Driver Incident Records |
Fleet Driver Incident |
Listed below are the table values to be used in the Fleet Information System. Agencies may submit suggested changes or additions to Cindy Dixon at Fleet.Management@oa.mo.gov
Data Entry Screens
- Vehicle Data
- Acquisition Data
- Assignment Data
- Disposition Data
- Fuel Consumption
- Utilization Data
- Maintenance & Repair Data
- Vehicle Contact
- Fleet Driver Maintenance
- Fleet Driver Incident
- Repair Request Screen
Fleet Inquiry Screens
- Inspections Due by Agency Organization
- Vehicle History Inquiry
- Vehicle Assignment by Agency/Organization
- Vehicle Assignment by Category/Subcategory
- Vehicle by Primary Assignment
- Vehicle Assignment by City Name
- Vehicle Cost Inquiry
System Reports
Standard reports can be accessed through MOBIUS or WebMOBIUS. State Fleet Management will not distribute paper reports.
To view the fleet standard reports, you must have a mainframe id. Security requests must be submitted through the State Fleet Manager.
- Fleet System Standard Reports Listing
State agencies can request standard reports. See the report criteria in the standard reports listing and email your request to Fleet.Management@oa.mo.gov. Please include report number, agency and/or reporting org numbers and from and to dates (if applicable). - WebMOBIUS Instructions
- Link to WebMOBIUS
- Adhoc Reporting
State agencies are able to access tables in the Fleet Information System for adhoc reporting purposes. Agencies must request security for specific users to access the tables. Users must have a mainframe id. These request should be sent to the State Fleet Manager. Agencies can use their own adhoc reporting software such as Focus, DB2 Connect, Access, etc. Information technology staff will have to configure individual workstations to access the fleet tables. - Fleet Information System Data Model (effective August 1, 2006)
- PC Configuration Settings for EDA Client:
NODE=EDAOA3
HOST=10.241.13.15
Service or port number (SERVICE=3007)Below is the configuration node block:
NODE = EDAOA3
BEGIN
PROTOCOL = TCP
CLASS = CLIENT
HOST = 10.241.13.15
SERVICE = 3007
CLASS = CLIENT
;TRACE = 31
END
