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As many government employees know firsthand, working with outdated technology can limit efficiency. To combat this, agencies must find collaborative, creative, and cost-efficient solutions to persistent problems. In one such example, members of OSD were asked last October to participate in a cross-agency initiative with the Department of Conservation and Recreation (DCR), where they would share information and best practices regarding fleet management and procurement.

Overseeing a fleet of more than 1,800 assets throughout the Commonwealth, DCR lacked access to reliable data due to an antiquated inventory tracking system which prevented cost-effective management. To solve this challenge, a team was established and tasked with developing systems regarding acquisition, maintenance, usage, fuel practices, and asset disposition. Pairing experienced subject matter experts from OSD’s Office of Vehicle Management (OVM) and Strategic Sourcing Services units with DCR staff ensured the team was cross-functional and well-rounded (team listed below).

To manage their project, the team used the rigorous Scrum framework. Following the traditional structure of Scrum, the team developed a backlog of priorities to tackle and worked in a series of “sprints” – short periods of time concentrated on solving one problem within the backlog. Once a solution was found to the problem at hand, the team moved to the next sprint. With a 15-minute check-in call each day, team members were held accountable for their actions, and the progress of the project was concrete and well-communicated.

Fred Yule, Director of Park Support Operations at DCR, stated, “Without the Scrum process, DCR had neither the software, staffing, nor interdepartmental contacts to build a system to manage its statewide fleet operation and meet all state and federal requirements. With the combined efforts of DCR, OVM/OSD, and the Scrum team, we were able to create a fleet operation process and begin implementation in less than six months!”

One of the major accomplishments was analyzing the overlap between DCR departmental contracts and OSD’s Statewide Contracts. To overcome this challenge, the team integrated and consolidated contracts and completed a Business Process Redesign for the dispatch, procurement, and payment processes for vehicles.

The flexibility and efficiency of vendors was another of the driving forces in the success of the project, which allowed the team to achieve big wins, including:

  • Implementing a Chevin Fleet Services Vehicle Maintenance Management System using Statewide Contract VEH99, which had been in limbo for three years;
  • Expanding Fleet Response to include medium- and heavy-duty vehicles; and
  • Standardizing fuel purchases using the WEX system, allowing DCR to capture usage data on their own pumps for the first time.

Alex Giannantonio, Director of Fleet Policy and Administration of OVM, emphasized the value of cross-agency collaboration, stating “We’re all on the same team. If we can work together to solve problems across agencies, it’s a benefit for all parties involved. We have common goals, so it makes sense to have aligned processes. As an additional benefit, this exercise strengthened our relationship with DCR, as both a customer and partner.”

Like the RMV partnership that OVM developed last year, the collaboration with DCR will result in significant savings for the Commonwealth. To measure sustainability and progress, the team will continue to meet biweekly over the next six months. Using the success of this experience as a pilot, the OSD team looks to keep the momentum by replicating this process with other agencies looking to improve their fleet management processes.

For more information on the Office of Vehicle Management, including all policies and procedures, view the OVM web page.


Team Members
Alex Giannantonio, Director of Fleet Policy & Administration, OSD
Karen Rasnick, Lease Administrator, OSD
Michael Duplan, Vehicle Auditor, OSD
Peter Etzel, Strategic Sourcing Services Lead, OSD
Fred Yule, Director of Park Support Operations, DCR
Cheryl Brooks, Business Manager, DCR
Joe Coombs, Chief Mechanic, DCR
John Clarkeson, Director of Contracts & Procurement, DCR
Greg Norfleet, ScrumMaster, Government Innovation Fellow, Governor’s Office
A number of unlisted subject matter experts from DCR also provided invaluable insight and skills.


 

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