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Fleet Management and Telematics Integration Project <br />In the current environment supporting the division for the Equipment Rental and Revolving Fund: <br />(1) Public Works Director <br />(2) County Engineer <br />(3) Public Works Finance Manager <br />The following is an analysis of issues related to the management of the equipment rental and revolving fund: <br />The maintenance shop is paper heavy. There are files for all of the equipment and all of the historic <br />maintenance and repairs but because they are in paper form it is difficult to analyze. The paper files do little to <br />provide value when determining equipment rates, equipment replacement timelines, or determining equipment <br />heavy in repairs. Most decisions related to equipment are made solely by memory which doesn't lead to <br />efficiency. Cayenta assists in providing computerized numbers for equipment, but the reach of the information <br />is limited to the areas that Cayenta allows reporting on. We reached out to Cayenta to validate additional <br />functionality available but it was at a significate cost well over $100,000. A secondary attempt was made with <br />Cayenta to expand the reporting ability for the equipment but the program needed, COGNOS, was not <br />accessible outside of the Auditors office. <br />Communication with the maintenance shop is broken. Our operators are the first to identify repair <br />issues with the equipment. Currently the only way to communicate with the maintenance shop is via cell phone <br />on site, or via email back in the office. Because there is no formal way to report and follow up on repair issues, <br />there is a high risk of repair issues getting lost. Repairs that are not worked in a timely manner lead to bigger <br />issues and/or total downtime for the equipment. Communication back to the operator regarding completed <br />repairs is also minimal. <br />Regular scheduled maintenance on equipment is also tracked on paper. This leads to untimely <br />maintenance where equipment is called in without notice to the operators. If the equipment is not available for <br />maintenance, the maintenance is delayed or possibly forgot about. Per Federal guidelines (2 CFR Part <br />200.313(d4)] Adequate maintenance procedures must be developed to keep the equipment in good condition. <br />Parts needed for repair and maintenance are kept in supply within the maintenance shop. The needed <br />items are kept in paper records. There is a need to have an ongoing analysis of parts on hand and parts needed <br />for order. All too often parts are not on hand leading to untimely runs to the part store sometimes daily by the <br />maintenance shop manager. <br />Searching for a Solution <br />In searching for a solution to the issues identified, several government entities were questioned as to <br />their management of equipment within rental and revolving funds including the County of Yakima and the City <br />of Ellensburg. It was identified that locations sizable enough to warrant it had fleet management software and <br />were utilizing telematics. In hearing of the use of telematics, it was further identified that the fleet owned by <br />the Kittitas County Equipment Rental and Revolving fund already had telematics installed in most of its Dump <br />Trucks and larger equipment. Wanting to minimize the cost associated with automating the mechanic shop and <br />its activities, research was initiated looking for software systems that would work with the existing telematics. <br />2 <br />