Att_1_Exhibit_E_-_Requirements.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- Fleet Tracking System (DGS/OTA)
- Solicitation number
- 0000032213
- Issued by
- Sacramento County, San Francisco City, California
About this file
This document details the requirements for a Fleet Tracking System to be implemented by the California Department of Fish and Wildlife (CDFW). The system must interface with various external systems including Active Directory, Cherwell, DocuSign, FI$Cal, HRMS, Telematics, and WEX. It must provide functionality for accounts payable, fleet budgets, fuel card management, mobile asset management, telematics asset management, manual compliance, onboarding mobile assets, and various reporting capabilities. The system must allow for data migration from CDFW's existing fleet management system and provide role-based access controls.
The document also references a related state and local contract opportunity for a Fleet Tracking System initiated by the California Department of General Services (DGS) and Office of Technology and Adminstration (OTA). This opportunity requires electronic bid submissions through CaleProcure and questions must be submitted in writing to the specified Procurement Official. The contract term and any renewal options are not provided.
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Other files
| File | Type | Posted |
|---|---|---|
| Att_4_Work_Auth_form_CDFW.docx | DOCX document | |
| APP_Cover_Page.doc | DOC document | |
| Att_1_Exhibit_A_-_Fleet_Tracking_System_(FTS)_-_SOW.docx | DOCX document | |
| Att_1_Exhibit_C_-_Evaluation_Plan.docx | DOCX document | |
| Att_1_Exhibit_D_-__(DED)_and_(DAD)_.docx | DOCX document | |
| Att_2_Cost_Worksheet_32213.xlsx | XLSX spreadsheet | |
| Att_1_Exhibit_B_-_Budget_Detail.docx | DOCX document | |
| Att_3_Narrative_Response.docx | DOCX document | |
| RFQ_0000032213.docx | DOCX document |
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Text version
ExE Requirements
| REQUIREMENTS | BU 3600, RFQ 0000032213 | |||||||
| Bidder Name: | Attachment 1 - Exhibit E | |||||||
| Requirement Number | Requirement Type | Business Process | User Role | Priority | Requirement Text | Additional Information | BIDDER RESPONSE | COMMENTS |
| NF-M-ADI-001 | Non-Functional | Active Directory Interface | IT System Administrator | Mandatory | The system shall interface with Active Directory and shall extract the active employees and the employee attributes (division/region, branch, position) from Active Directory | Active employees and employee attributes will be available in the system for selection. | ||
| NF-M-ADI-002 | Non-Functional | Active Directory Interface | IT System Administrator | Mandatory | The system shall allow for select new driver information to be populated from Active Directory | Active employees will be available for selection as a new driver; the system will populate employee division/region, branch, position, supervisor from Active Directory | ||
| NF-M-CI-001 | Non-Functional | Cherwell Interface | IT System Administrator | Mandatory | The system shall export on a predefined schedule the recently onboarded fleet assets information from the Fleet Management Sytem into the Cherwell asset management database | The fleet assets are initially created in FI$Cal at the time of procurement. The fleet asset onboarding will take place in the Fleet Management System. CDFW also has an asset database which is hosted on the Cherwell platform and it contains the non-IT assets (equipment, fleet). | ||
| NF-M-CI-002 | Non-Functional | Cherwell Interface | IT System Administrator | Mandatory | The system shall export on a predefined schedule the disposed fleet assets information from the Fleet Management System into the Cherwell asset management database: survey #, DGS approval date, certification of disposition date, sold date, proceeds | The fleet asset disposal will take place in the Fleet Management System. | ||
| NF-M-DI-001 | Non-Functional | DocuSign Interface | IT System Administrator | Mandatory | The system shall allow for asset transfer initiation and approval using DocuSign | For automated asset transfer workflow DocuSign integration will be required. DocuSign will be used to route and approve the asset transfers. | ||
| NF-M-FCI-001 | Non-Functional | FI$Cal Codes Import | IT System Administrator | Mandatory | The system shall import on a predefined schedule the most current FI$Cal financial codes available (project, reporting structure, service location, activity, agency use, ultimate fund) | Financial codes: project, reporting structure, service location, activity, agency use, ultimate fund (4-digit fund). |
System shall contain all financial codes including the expired ones.
Financial codes will be updated ONLY thru this import process, no manual entry or manual changes of the financial codes will be allowed in the system.
Work with CDFW FI$Cal Systems Support Services to define financial codes import process.
| NF-M-FCI-002 | Non-Functional | FI$Cal Codes Import | IT System Administrator | Mandatory | The system shall allow for importing funding codes that are not labor related | Refer to FI$Cal Codes Import business process requirement: all identified funding codes including non-labor related financial codes will be imported into the system. |
| NF-M-FCI-003 | Non-Functional | FI$Cal Codes Import | IT System Administrator | Mandatory | The system shall import on a predefined schedule the FI$Cal account codes | |
| NF-M-F-SM-001 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall allow for future required configuration changes without programming effort | For example, add/remove fields, add/change/delete roles, modify drop-down lists |
| NF-M-F-SM-002 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall generate an audit trail of any data manipulated by authorized users | Date/time stamp |
| NF-M-F-SM-003 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall provide validation for all the relevant fields (date fields, drop-down lists, etc.) | |
| NF-M-F-SM-004 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall allow for concurrent access of users | Factor in future growth of the user base |
| NF-M-F-SM-005 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall allow to manage (create, change, delete) user roles | Roles: IT System Administrator, Fleet System Administrator, Fleet Manager, Fleet Coordinator, Fleet Telematics Manager, A/P Analyst, A/P Manager, Driver, Budgets Manager |
| NF-M-F-SM-006 | Non-Functional | Fleet System Management | Fleet System Administrator | Mandatory | The fleet system administrator shall provide role based access to the users | |
| NF-M-F-SM-007 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall allow to configure the fleet coordinator role based on the division/region and branch of the fleet coordinator | Fleet Managers will have access to all the fleet assets, fleet card funding, driver funding and PIN's |
Fleet coordinators will ONLY have access to fleet assets, fleet card funding, driver funding and PIN's within their division/region and branch Division/region and branch of each employee will be imported from Active Directory.
| NF-M-F-SM-008 | Non-Functional | Fleet System Management | Fleet System Administrator | Mandatory | The system shall allow for the fleet system administrator to easily manage user access (create new id's, change access, delete id's) | |
| NF-M-F-SM-009 | Non-Functional | Fleet System Management | IT System Administrator | Mandatory | The system shall allow for creation of custom reports and ad-hoc reports | |
| NF-M-HI-001 | Non-Functional | HRMS Interface | IT System Administrator | Mandatory | The system shall import on a predefined schedule the CDFW active locations/facilities from the CDFW HR Management System (HRMS) | Other HRMS fields might be identified as needed and included in the HRMS interface. |
| NF-M-HI-002 | Non-Functional | HRMS Interface | IT System Administrator | Mandatory | The system shall import on a predefined schedule the CDFW Employee ID from HRMS | Other HRMS fields might be identified as needed and included in the HRMS interface. |
| NF-M-HI-003 | Non-Functional | HRMS Interface | IT System Administrator | Mandatory | The system shall import on a predefined schedule the "deactivated driver" employee information from HRMS | The CDFW HRMS system will store in the future "deactivated driver" and "employee pull notice records" information. Once this information is available in HRMS, it will be imported into the fleet system. |
| NF-M-TI-001 | Non-Functional | Telematics Interface | IT System Administrator | Mandatory | They system shall allow for scheduled imports of vehicle usage data from Geotab via an API | Other data stored in Geotab might need to be imported from Geotab into the Fleet Management System. |
| NF-M-WI-001 | Non-Functional | WEX Interface | IT System Administrator | Mandatory | The system shall import using an API the current month WEX card transactions on the 26th of the month | Ensure system is flexible enough to allow interfaces with other banks (in the future CDFW may change from WEX to another bank) |
| NF-M-WI-002 | Non-Functional | WEX Interface | IT System Administrator | Mandatory | The system shall display a completion timestamp for the monthly WEX card transactions import | |
| NF-M-WI-003 | Non-Functional | WEX Interface | IT System Administrator | Mandatory | The system shall generate a completion notification of the monthly WEX card transactions import to designated users | |
| NF-M-WI-004 | Non-Functional | WEX Interface | IT System Administrator | Mandatory | The system shall import using an API the NACS codes from WEX | CDFW will further map the imported NACS codes to FI$Cal account codes |
| NF-M-DM-001 | Non-Functional | Data Migration | IT System Administrator | Mandatory | All active funding (reporting structure, project) for WEX fleet cards and driver PIN's shall be migrated to the new system | Expired financial codes (reporting structure, project) associated with a fleet card or a driver PIN will not be migrated to the new system. |
| NF-M-DM-002 | Non-Functional | Data Migration | IT System Administrator | Mandatory | All WEX transaction data since WEX implementation at CDFW shall be migrated to the new system | CDFW started using WEX on July 1, 2021. |
| NF-M-DM-003 | Non-Functional | Data Migration | IT System Administrator | Mandatory | All fleet asset data (all asset attributes in the current system including comments) shall be migrated to the new system | |
| F-M-AP-001 | Functional | Accounts Payable | A/P Analyst | Mandatory | The system shall allow to create the transactions validation report containing current month's transactions: fuel card, driver, amount | The transactions validation report will replace the current VTS posting tag report |
| F-M-AP-002 | Functional | Accounts Payable | A/P Analyst | Mandatory | The transactions validation report report shall be available to run on-demand via a system menu option | |
| F-M-AP-003 | Functional | Accounts Payable | A/P Analyst | Mandatory | The transactions validation report access shall be permission based | Currently only the A/P users have access to the posting tag report |
| F-M-AP-004 | Functional | Accounts Payable | A/P Analyst | Mandatory | The transactions validation report shall be in an Excel format | A PDF format of the transaction validation report might be useful as well |
| F-M-AP-005 | Functional | Accounts Payable | A/P Analyst | Mandatory | The system shall allow to create separate transactions validation reports for each CDFW WEX account/invoice (regular, aviation, temp) | CDFW has 3 distinct WEX accounts and receives every month 3 WEX invoices: |
- FISH & WILDLIFE REGULAR: account ending in 4303
- FISH & WILDLIFE AVIATION: account ending in 7660
- FISH & WILDLIFE TEMP: account ending in 9400 CDFW WEX account field will be available in the fleet system and will be used to generate separate transaction validation reports by CDFW WEX account" F-M-AP-006 Functional Accounts Payable A/P Analyst Mandatory The transactions validation report shall display the financial codes associated to the fuel card: account, reporting structure, project, service location, activity Service location and activity will be included along with reporting structure, project.
System shall contain all financial codes including the expired ones.
Financial codes will be updated ONLY thru this interface, no manual entry or manual changes will be allowed.
Work with CDFW FI$Cal Systems Support Services to define financial codes import process.
| F-M-AP-007 | Functional | Accounts Payable | A/P Analyst | Mandatory | For split funded cards, the transactions validation report shall allocate the current month transaction amount to the respective reporting structures/projects by percentage | |
| F-M-AP-008 | Functional | Accounts Payable | A/P Analyst | Mandatory | The system shall allow to create the monthly WEX transaction report for the WEX fleet cards transactions | The monthly WEX transaction report is used to pay the 3 CDFW WEX invoices |
Use the FI$Cal accrual template (Account in this template is not the CDFW WEX account)
5390800/5390800001/VEHICLE FUEL
5390800/5390800002/AVIATION FUEL
5390800/5390800003/BOAT FUEL
| F-M-AP-009 | Functional | Accounts Payable | A/P Analyst | Mandatory | The monthly WEX transaction report shall be available to run on-demand via a system menu option | |
| F-M-AP-010 | Functional | Accounts Payable | A/P Analyst | Mandatory | The monthly WEX transaction report access shall be permission based | |
| F-M-AP-011 | Functional | Accounts Payable | A/P Analyst | Mandatory | The WEX monthly transaction report shall be in an Excel format and shall contain all the fields required by the FI$Cal template | See 2021-22 FI$Cal Accrual Upload Template Contracts file (Excel) |
Shall include FI$Cal activity (valid activity codes are "Default", "G…", "R…") The report will include driver name, card number, division/region, branch F-M-AP-012 Functional Accounts Payable A/P Analyst Mandatory The WEX monthly transaction report shall contain separate tabs for each CDFW WEX account (regular, aviation, temp) and shall allocate each transaction to the respective tab (Excel) CDFW has 3 distinct WEX accounts and receives every month 3 WEX invoices:
- FISH & WILDLIFE REGULAR: account ending in 4303
- FISH & WILDLIFE AVIATION: account ending in 7660
- FISH & WILDLIFE TEMP: account ending in 9400 CDFW WEX account field will be available in the system and will be used to create separate tabs in the WEX monthly transaction report (Excel) F-M-AP-013 Functional Accounts Payable A/P Analyst Mandatory The system shall allow to capture the activity associated with a project The activity is a required column in the WEX monthly transaction report All values in the activity column should resolve to either "DEFAULT" or "G..." or "R..."
Any other activity values indicate potential problems with the WEX transaction and need to be investigated Current process imports valid projects and associated activity to help build the WEX monthly transaction report Current system uses a formula to map the transaction activity > If the Project ID is tied to a Federal fund, the Activity ID will be the CDFW Federal grant/reimbursement number.
> If the Project ID is not tied to a Federal fund but is being used as state match, the Activity ID will be the CDFW Federal grant number > If the Project ID is not tied to a Federal fund and is not being used as state match, the Activity ID will be "DEFAULT" F-M-FB-001 Functional Fleet - Budgets Budgets Manager Mandatory The system shall allow for the management of the fleet asset funding lifecycle (manage asset funding from purchasing thru transfers to disposition) The system shall provide the functionality to maintain the asset funding info.
> The new system will capture for each asset the following funding info by funding change date: reporting structure, project, agency use, ultimate fund (4-digit fund) by % and amount.
> The ultimate fund at the time of asset acquisition does not change thru the lifecycle of the asset. However, the reporting structure and project could change during the asset lifecycle when the asset is transferred from one program to another (the previous funding becomes inactive and the new funding becomes active).
> The asset funding lifecycle is not tracked today by CDFW internal systems; the existing Asset Management portal (Cherwell) captures only the reporting structure of the current asset custodian and can provide a history of the reporting structure changes.
> Fleet assets don't generally get allocated to multiple projects, but one project could be split funded into multiple ultimate funds.
> FI$Cal only captures asset funding for fleet assets procured after CDFW went live with FI$Cal in 2017. Assets purchased before 2017 were uploaded to FI$Cal without funding info; they represent about 60% - 70% of the department's fleet assets. BMB staff will gather funding info from legacy sources for assets purchased prior to 2017 and will manually update in the new system. However, there might be instances where this info may not be found at all.
| F-M-FB-002 | Functional | Fleet - Budgets | Budgets Manager | Mandatory | The system shall allow for tracking of funding for fleet assets repairs and maintenance | The funding for the repair and maintenance of an asset could be different than the current funding of the asset. |
| F-M-FB-003 | Functional | Fleet - Budgets | Budgets Manager | Mandatory | The system shall allow for querying fleet assets by financial codes (for example, display all assets funded by certain programs) | See FI$Cal Codes Import and HRMS interface requirements: a standard set of tables containing financial codes will be imported and available in the system, similar to the way other internal CDFW systems such as HRMS and Tempo are configured. |
| F-M-F-MFC-001 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall flag the WEX cards and driver PIN's with financial codes due to expire within the next month and shall prompt to proactively update the card info | |
| F-M-F-MFC-002 | Functional | Fleet - Manage Fuel Card | IT System Administrator | Mandatory | The system shall send notifications to the fleet coordinators to update the financial codes due to expire within the next month | |
| F-M-F-MFC-003 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall allow for entering a new fleet card | Default coding: card number, license number, division/region, branch, reporting structure, project, activity, split percentage, start date, end date |
| F-M-F-MFC-004 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall allow for updating a current fleet card | Default coding: card number, license number, division/region, branch, reporting structure, project, activity, split percentage, start date, end date |
| F-M-F-MFC-005 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall allow for entering a new fleet driver | Employee coding: employee name, driver PIN, reporting structure, project, activity, split percentage, start date, end date |
| F-M-F-MFC-006 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall allow for updating a fleet driver | Employee coding: employee name, driver PIN, division/region, branch, reporting structure, project, activity, split percentage, start date, end date |
| F-M-F-MFC-007 | Functional | Fleet - Manage Fuel Card | Fleet Manager | Mandatory | The system shall not allow for the selection of an expired financial code | Only active reporting structures and projects should be displayed and available to use. This should apply to all areas within the system where financial codes are involved. |
Scenarios 2 and 3 apply to this requirement.
| F-M-F-MMA-001 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to upload the relevant asset documents for a fleet asset | |
| F-M-F-MMA-002 | Functional | Fleet - Manage Mobile Asset | Fleet Coordinator | Mandatory | The system shall allow the update of the fleet asset driver | The driver will be updated manually; the driver supervisor will be auto-updated (driver employee and supervisor imported from HRMS or Active Directory) |
| F-M-F-MMA-003 | Functional | Fleet - Manage Mobile Asset | Fleet Coordinator | Mandatory | The system shall allow the update of the fleet asset location | The location will be manually updated; the location will be selected from a drop-down list (location imported from HRMS) |
| F-M-F-MMA-004 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to update select fleet asset attributes (VIN, serial number, make, model, year) | Manually updated by the fleet manager |
| F-M-F-MMA-005 | Functional | Fleet - Manage Mobile Asset | IT System Administrator | Mandatory | The system shall flag the vehicles that are subject to smoke check | Vehicles older than 4 years (criteria based on greater than 6,000 lbs and fuel type of diesel) |
| F-M-F-MMA-006 | Functional | Fleet - Manage Mobile Asset | IT System Administrator | Mandatory | The system shall flag the vehicles that are subject to smog check | Vehicles older than 8 years (based on model year, VIN, fuel type) |
| F-M-F-MMA-007 | Functional | Fleet - Manage Mobile Asset | Fleet Coordinator | Mandatory | The system shall allow for tracking the invoice details for repairs and maintenance of a fleet asset | Preferably, invoice info from FI$Cal will be imported to the system. If not possible, the invoice processors will manually enter the invoice info in FI$Cal and in the new system. Information that is not required in FI$Cal, but is required for the fleet system, will be manually entered. Capture if maintenance and/or repair invoice, date work performed, total cost of maintenance and/or repair. Consider how an invoice will be tied to a particular asset. |
| F-M-F-MMA-008 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to manage the asset transfer workflow | Vehicle transfers do not happen very often. The current Vehicle Tracking System (VTS) requires manual updates of vehicle custodian and division/branch and region. Asset transfers are also managed in the existing Asset Management portal (Cherwell) where the DFW158 Internal Property Transfer forms are uploaded. At a minimum the system shall allow for uploading documents that are created during the asset transfer (DFW158 Internal Property Transfer Form used when asset is transferred from one program to another), inclusive of date transfer occurred, who initiated the transfer, who approved the asset transfer. |
| F-M-F-MMA-009 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall store the definition of the useful life of a vehicle | Provide field to capture vehicle replacement schedule criteria based on vehicle type/age/ mileage (SAM 4126). |
Note: In FI$Cal the allowable replacement criteria defaults to a useful life of 10 years.
F-M-F-MMA-010 Functional Fleet - Manage Mobile Asset Fleet Manager Mandatory The system shall allow for the tracking of the useful life of a fleet asset > Assets with telematics device: Mileage will be tracked by the telematics device, will be imported into the system on a predefined schedule and will update the useful life of the vehicle.
> Assets exempt from telematics or unable to have telematics device installed: Need option to manage their useful life.
| F-M-F-MMA-011 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall flag the vehicles that are nearing the end of their useful life or are beyond their useful life | |
| F-M-F-MMA-012 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow for capturing the justification for underutilization of a vehicle | Justification field limited to maximum of 5,000 characters. |
Justification field available for input to the fleet coordinators.
Create report that captures the justification for underutilization of assets.
| F-M-F-MMA-013 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to manually enter undercover fleet asset data (undercover expiration date, DMV tag number, registration to program date) once all fleet asset data is migrated | After this data is manually entered, the current undercover database will be decommissioned. |
| F-M-F-MMA-014 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to manually enter the on-road and off-road diesel vehicles data (engine, etc.) once all fleet asset data is migrated | After this data is manually entered, the current on-road diesel vehicles database and the off-road diesel vehicles database will be decommissioned. |
| F-M-F-MMA-015 | Functional | Fleet - Manage Mobile Asset | Fleet Manager | Mandatory | The system shall allow to manually enter VHSP data once all fleet asset data is migrated | After the VHSP data is entered in the new system, the current VHSP database will be decommissioned. |
| F-M-F-MTA-001 | Functional | Fleet - Manage Telematics Asset | Fleet Telematics Manager | Mandatory | The system shall allow for entering a new telematics device | Device name, type, serial number, cost, status (available, assigned) |
| F-M-F-MC-001 | Functional | Fleet - Manual Compliance | Fleet Coordinator | Mandatory | The system shall allow the manual entry of the ending odometer and days used per month for vehicles | For vehicles that do not have Telematics device installed yet, the system shall calculate the miles per month based on the odometer entries. |
| F-M-F-MC-002 | Functional | Fleet - Manual Compliance | Fleet Coordinator | Mandatory | The system shall allow the manual entry of the hour meter per month for vessels | |
| F-M-F-OMA-001 | Functional | Fleet - Onboard Mobile Asset | Fleet Coordinator | Mandatory | The system shall provide templates by asset type to allow to enter asset information | Asset types: vehicle, vessel, diesel, on-road, off-road, aviation, etc. |
Each template shall contain different fields depending on the asset type; the template fields will be provided by CDFW.
| F-M-F-OMA-002 | Functional | Fleet - Onboard Mobile Asset | Fleet Coordinator | Mandatory | The system shall allow the fleet coordinator to enter the fleet asset fields not imported from Cherwell | |
| F-M-F-OMA-003 | Functional | Fleet - Onboard Mobile Asset | Fleet Coordinator | Mandatory | The system shall generate onboarding document based on the asset definition | The existing system (VTS) generates an onboarding document in a PDF format. |
| F-M-F-OMA-004 | Functional | Fleet - Onboard Mobile Asset | Fleet Manager | Mandatory | The system shall allow the entry of the license number once received from DMV | |
| F-M-F-OMA-005 | Functional | Fleet - Onboard Mobile Asset | Fleet Manager | Mandatory | They system shall allow the entry of the undercover license number and expiration date for the undercover fleet assets once received from DMV | |
| F-M-F-OMA-006 | Functional | Fleet - Onboard Mobile Asset | Fleet Telematics Manager | Mandatory | The system shall allow the entry of the telematics device information associated with the fleet asset | Telematics devices identified by serial # (stored in the Geotab application) |
| F-M-FR-001 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall generate a report containing driver PIN's that were used during the month but are not defined in the system | Sometimes PIN's that are not in the system are used by vendors; fleet manager will update the respective transactions in the system to reflect the correct PIN. |
| F-M-FR-002 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall generate a report containing fleet cards that were used during the month but are not correctly defined in the system | Flag inactive cards, mismatched dates, missing dates |
| F-M-FR-003 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall allow to report by date for expiring/renewal of undercover fleet assets | Existing undercover database shall be decommissioned |
| F-M-FR-004 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall generate a custom report (DMV format) for undercover fleet assets | DMV Form INV 175 |
| F-M-FR-005 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a yearly report of vehicles that did not pass the smoke test | Current report is PDF, new report will be in Excel |
| F-M-FR-006 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a yearly report of vehicles that did not pass the smog test | Current report is PDF, new report will be in Excel |
| F-M-FR-007 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a monthly missing fleet usage report by division/region, branch, and location | Will contain fleet assets that do not have a usage entered for the month |
| F-M-FR-008 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate an underutilized usage report by division/region, branch, and location (monthly, quarterly, semi-annual, annual) | Underutilized criteria by asset type will be provided and stored in the system (see BMB 18-13 memo) |
| F-M-FR-009 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a usage report for all fleet by division/region, branch, and location (monthly, quarterly, semi-annual, annual) | |
| F-M-FR-010 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a compliance report for on-road diesel vehicles | Currently data is in a manually maintained in an Access database; this database will be decommissioned. |
| F-M-FR-011 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall provide for monthly downloads of the fleet data in order to populate the FAMS template | FAMS is the Department of General Services (DGS) fleet asset management system. |
FAMS Excel template will be provided.
The Excel report is uploaded to FAMS.
This will contain all fleet assets, not only those that have a Geotab telematics device installed.
Potential API to migrate system data into DGS FAMS?
| F-M-FR-012 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall provide for monthly downloads of the fleet usage data in order to populate the FAMS template | FAMS usage template provided |
| F-M-FR-013 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate an annual report of the expiring VHSP's by division/region, branch | VHSP's expire at the end of the fiscal year (30-Jun), the report will be run one month before the fiscal year end by the fleet coordinators |
| F-M-FR-014 | Functional | Fleet - Reports | Fleet Coordinator | Mandatory | The system shall generate a monthly report by division/region and branch containing fleet card transactions by driver and fleet license plate. | To be discussed with the programs: supervisors may run the report for their employees and create workflow for supervisors to approve the card transactions. |
| F-M-FR-015 | Functional | Fleet - Reports | Fleet Telematics Manager | Mandatory | The system shall generate a report of all the telematics devices | Availability, cost by device. |
| F-M-FR-016 | Functional | Fleet - Reports | Budgets Manager | Mandatory | The system shall generate a historical report of all the funding changes for an asset by fund and funding change date. | |
| F-M-FR-017 | Functional | Fleet - Reports | Fleet Manager | Mandatory | The system shall generate a report of fleet assets by asset custodian. | |
| F-M-F-SM-001 | Functional | Fleet System Management | Fleet Coordinator | Mandatory | The system shall provide for the maintenance of the driver specific information: WEX PIN, financial codes (reporting structure, project, service location, activity), VHSP issuance date and expiration date, Geotab telematics keyfob. | Driver specific info will be stored in a table in addition to the employee info imported from Active Directory and HRMS |
Different roles (fleet coordinator, fleet manager) will update driver specific info.
REQUIREMENTS BU 3600, RFQ 0000030335
Attachment 1 -Exhibit E
File details come from the government source that posted it. Updated .