Functional Requirements

* Beginning Inventory: The amount of fuel in the tank at the start of a period.

* Additions: The quantity of fuel delivered to the tank. This should include the date and time of delivery, the supplier, and the delivery ticket number.

* Dispensations: The quantity of fuel dispensed from the tank to specific vehicles or equipment.

* Ending Inventory: The current amount of fuel in the tank.

DM FN-DM-04 Data Management Bulk Fuel Dispensed to Specific Assets Functional Mandatory Fleet Coordinator The system shall be able to record every instance of fuel being dispensed from a bulk tank to a specific fleet asset. For each transaction, it must capture:

* The date and time of the fueling.

* The unique identifier of the vehicle receiving the fuel.

* The type and quantity of fuel dispensed.

* The name or ID of the person dispensing the fuel.

* The vehicle's odometer or hour meter reading at the time of fueling.

* A unique name or ID (e.g., "Main Yard Depot," "Field Station #3").

* The physical address or GPS coordinates of the location.

* The capacity and number of tanks at that location.

DM FN-DM-11 Data Management Bulk Fuel Locations Functional Mandatory Fleet Manager The system shall allow for the definition of various types of fuel stored. This includes both standard and alternative fuels. For each fuel type, the system should capture:

* A unique name (e.g., "Unleaded 87," "Diesel," "Biodiesel B20").

* A clear description

* Any relevant cost or tax information

1. Fleet Coordinator submits a survey

2. BMB Fleet assigns survey number and gathers approvals and a survey number is entered in the fleet tracking system

3. DGS approves survey

4. Program delivers asset to auction, date delivered in fleet tracking system

5. Asset is sold at auction, sold date entered in FTS

6. Data points are transferred to asset management portal end to mark asset sold in Fi$Cal

* Vehicle Identification: VIN (Vehicle Identification Number), License Plate Number (if already assigned), Make, Model, Year, Color

* Ownership and Title Information: Current Title Number, Date of Purchase, Seller/Dealer Information

* Technical Specifications: Engine Type (e.g. gasoline, diesel, hybrid, electric), odometer reading, Gross Vehicle Weight Rating (GVWR) DM FN-DM-39 Data Management Fleet - Onboard Mobile Asset Functional Mandatory Fleet Manager The system shall support the onboarding of heavy-duty and commercial vehicles (e.g. Dump Trucks, Utility Trucks) - these vehicles require additional data and compliance with the Commerical Vehicle Registration Act (CVRA):

* All fields from light-duty vehicles, plus

* Declare Gross Vehicle Weight (GVW): The system must capture the declared GVW, which is critical for calculating weight fees and ensuring compliance with the CVRA

* Body type and use: The system must allow for the classification of the vehicle (e.g. dump truck, stake bed, flatbad) to ensure correct registration

* Compliance Data: Motor Carrier Number (if applicable), Federal Motor Carrier Safety Administration (FMCSA) USDOT number (if applicable for interstate use)

* Vehicle Identification: VIN, License Plate Number (if they are already assigned), Make, Year

* Ownership and Title Information: Current Title Number

* Technical Specifications: Axle configuration (e.g., single, tandem), Unladen Weight, Gross Vehicle Weigth Rating (GVWR)

* Documentation: Scanned copy of the Certificate of Origin or California Certificate of Title, For constructed trailers: Statement of Construction and bills of sale for parts DM FN-DM-42 Data Management Fleet - Onboard Mobile Asset Functional Mandatory Fleet Manager The system shall manage the following process for each asset:

* A user from the CDFW can initiate a new asset onboarding request, selecting the asset type and providing initial data

* The system guides the user thorugh providing the required data fields and uploading scanned copies of all necessary documents

* The system must validate the data and documents against pre-defined rules. A designated CDFW fleet manager must be able to review and approve the request

* The system should generate a summary or a populated form for submission to the DMV, either electronically (if an interace exists) or for manual processing. The system must track the status of the DMV registration

* Upon successful DMV registration, the system must trigger an integration event to populate the vehicle's data into the CDFW's fleet tracking system, including the assigned license plate and VIN

* The system marks the asset as "onboarded" and provides a digital record of all documents and approvals for future reference

* All Watercraft Asset Types: Asset Name/Vessel Name- the name given to the watercraft; Hull Identification Number (HIN)- the unique 12-digit number for the hull; State of Registration - The state where the watercraft is registered; Registration Number - The unique numbe rissued by the state; Registration Expiration Date - the date the current registraiton expires; Owner Name - the full legal name of the registered owner; Length - the official length of the vessel; Width/Beam - The maximum width of the vessel; Draft - the minimum depth of water required to float the vessel

* Motorboats and Jet Skis (additional data fields): Engine Make and Model; Engine Serial Number; Horsepower (HP); Fuel Type (e.g. gasoline, diesel)

* Sailboats (additional data fields): Mast Height, Sail Area, Keep Type (e.g. fin, full, wing)

* Barges and Ferries (additional data fields): Gross Tonnage; Net Tonnage; Capacity (e.g. number of passengers, cargo weight in tons); Port of Registry; Documentation number - the number assigned by the Coast Guard or other official entity; Service Type (e.g. cargo, passenger) DM FN-DM-45 Data Management Fleet - Onboard Mobile Asset Functional Mandatory Fleet Manager The system shall allow for the onboarding of the specified off-road asset types and capture the following data fields for each:

* Asset ID/VIN (Vehicle Identification Number) - A unique identifier for the asset

* Asset Name: A user-friendly name for the asset (e.g., "Excavator 01", "Red Forklift")

* Make, Model, Year - the manufacturer, specific model, and year of the asset

* Engine Serial Number

* Engine Hour Meter Reading - the current operating hours of the asset

* Location - the current physical location of the asset (e.g. job site name)

* Fuel Type (e.g. diesel, gasoline, propane, electric)

* Purchase Date

* Cost - the purchase cost of the asset

* Assigned Operator - the name of the person primarily responsible for the asset DM FN-DM-46 Data Management Fleet - Onboard Mobile Asset Functional Mandatory Fleet Manager The system shall provide data fields for the following specific off-road assets according to type:

* Heavy Equipment (Excavators, Bulldozers, Loaders): Operating Weight, Horsepower (HP), Bucket/Blade Capacity, Digging Depth, Reach/Arm Length, Track/Tire Type (e.g., rubber tracks, steel tracks)

* Forklifts: Lift Capacity: the maximum weight the forklift can lift; Mast Height: the maximum height the forks can reach; Fork Length; Tire Type (e.g., pneumatic, solid rubber); Load Center -the horizontal distance from the face of the forks to the center of the load

* All-Terrain Vehicles (ATVs) and Utility Task Vehicles (UTVs): Engine Size (in cubic centimeters (cc)), Passenger Capacity, Cargo/Towing Capacity, Drive Type (e.g., 2WD, 4WD)

* Snowmobiles: Engine Size (in cc), Track Length, Track Width, Rider Capacity

* Towed Equipment (Air Compressors, Generators, Light Towers): Gross Vehicle Weight Rating (GVWR) - the maximum operating weight of the unit; Serial Number - the unique number for the piece of equipment; Hitch Type (e.g., ball hitch, pintle hook); Primary Function (e.g., power generation, air compression)

* A clear link to the specific vehicle asset that is planned for removal.

* The rationale for the vehicle's removal, such as age, high maintenance costs, replacement by a newer model, or being declared surplus.

* The estimated date the vehicle is scheduled to be removed from the fleet.

* The planned method of disposition (e.g., auction, transfer to another department, trade-in).

* The system shall record and track all dealer plates assigned to fleet assets.

* The system shall maintain a history of dealer plate usage, including assignment dates, associated assets, and return or expiration dates.

* The system shall support flagging dealer plates that are inactive, expired, or due for return according to policy or regulatory requirements.

DM FN-DM-69 Data Management License Plate Tracking Functional Mandatory Fleet Manager The system shall enable tracking of replaced license plates:

* The system shall capture and maintain records of old (replaced) license plates whenever a replacement plate is assigned to an asset.

* Each replaced plate record shall include the date of replacement, reason for replacement, and asset details.

* The system shall link old license plate records to the current active license plate for comprehensive asset history tracking DM FN-DM-70 Data Management License Plate Tracking Functional Mandatory Fleet Manager The system shall contain an audit and reporting mechanism:

* The system shall generate reports identifying dealer plates currently assigned, expired, or awaiting return.

* The system shall generate reports listing all replaced license plates, including dates of replacement and status (e.g., disposed, returned, lost).

* The system shall provide alerts or notifications for license plates pending actions such as return, expiration, or reissue.

* Asset identification and description: Fleet Number, VIN, Make, Model, Year, License Plate Number

* Disposal details: Date of Disposal, Reason for Disposal (mileage, maintenance costs, totaled), Disposal Method, Sale price or value received, Disposal costs

* Performance metrics at disposal: total mileage/operating hours, condition of asset at disposal, salvage value and depreciation details, accounting entries related to disposal

* Documentation and compliance: service and maintenance history, receipts and compliance documentation related to disposal

* Operational impacts and insights: feedback from program on asset's performance, analysis of how asset performed against life cycle, cost and performance benchmarks

* Vendor Information: Name and ID of the service provider (e.g., dealership, independent mechanic).

* Invoice Number: A unique identifier for the invoice.

* Invoice Date: The date the service was performed or the invoice was issued.

* Total Cost: The total amount of the invoice.

* Asset Association: The system must link the invoice directly to a specific fleet asset (by VIN, asset tag, or unit number).

F FN-F-10 Financial Capture of Non-Fuel Related Costs Functional Mandatory Fleet Coordinator The system shall have the capability to capture detailed, line-item information from the invoice. This is crucial for granular cost analysis. For each line item, the system should capture:

* Part Description and Number: Name of the part used (e.g., "Brake Pad Set") and its associated part number.

* Labor Description and Hours: Description of the work performed (e.g., "Replace Brakes") and the number of labor hours billed.

* Quantity and Unit Price: The quantity of a part and its individual cost.

* Cost Type: A classification of the expense (e.g., "Parts," "Labor," "Supplies," "Shop Fees").

F FN-F-11 Financial Capture of Non-Fuel Related Costs Functional Mandatory Fleet Coordinator The system shall allow fleet coordinators to categorize costs. This can be done by:

* Maintenance vs. Repair: Differentiating between routine maintenance (e.g., oil changes, tire rotations) and unexpected repairs (e.g., engine rebuilds, accident damage).

* Component Level: Associating costs with specific vehicle components (e.g., "Brakes," "Engine," "Tires").

* A comprehensive view of all costs (acquisition, fuel, maintenance, etc.) for a single asset or a group of assets.

* A chronological log of all maintenance and repairs performed on a specific vehicle.

* Reports that break down costs by vendor, asset type, or cost category.

* The system must allow for a single transaction (e.g., a large repair invoice) to be allocated across multiple M&O financial codes.

* For each split, the system shall capture either a percentage of the total transaction cost or a specific dollar amount.

* The system must validate that the sum of all split percentages equals 100% or that the sum of all split dollar amounts equals the total transaction cost. The system should prevent the transaction from being saved if this validation fails.