GSA Fleet Reporting Asset Level Data ALD to

GSA Fleet Reporting Asset Level Data (ALD) to FAST Claudia J. Brumbach Christopher Alward

Background Previous FAST reporting method • Aggregated • Sections • Limitations Compliance with EO 13693 (March 2015) • “. . . ensuring that agency annual asset-level data is properly and accurately accounted for in a formal agency Fleet Management System and any relevant data is submitted to the Federal Automotive Statistical Tool reporting database. ” Asset-Level Data (ALD) = Reporting at Vehicle Level (VLD) Required start date: October 2017

Advantages of ALD • • • Each vehicle uniquely identified Consistency Accuracy Data-driven decisions Data call responses facilitated

Challenges in Prepping for ALD Reporting • • Complex business rules Not so FAST Data ‘clean-up’ Complex programming • REMINDER – must use Fleet card assigned to vehicle to pull correct fuel use data.

GSA Fleet Drive-thru vs. Fed. FMS Keep In Mind • • • Two inherently different systems Data sources differ Drive-thru – GSA Fleet Leased Vehicles Fed. FMS – Agency Owned Vehicles FAST requirements differ significantly for each Potential for error, confusion in combined reporting

GSA Fleet Leased Vehicles – Drive-thru Significant differences in ALD requirements • Fuel Cost – Blank • Lease Cost – Costs spread over term of lease – Monthly/Mileage Rate, AIEs, Surcharges • Acquisition Cost – ONLY up-front costs paid by customer – Added directly to template by customer • Maintenance Cost – Blank • Accident Cost – Blank • Acquisition Date – Date assigned to customer • Disposal Date – Date of termination of assignment

Agency-Owned Vehicles -Fed. FMS ALD Requirements • • • Fuel Cost – Value required Acquisition Cost – purchase cost to agency Maintenance Cost – Value required Accident Cost – Value required Acquisition Date – Date of ownership Disposal Date – Date of disposal or exiting agency’s inventory

Fed. FMS – User-Determined Data Updated Vehicle Detail screen • Captures ALD required elements • Segmented into ALD-aligned categories Bulk upload feature available Keep in mind • FMVRS – source for some ALD • FAST Business Rules

GSA Fleet Drive-thru -- CDD • Critical source of Customer-Determined information, e. g. : – Detailed Garage Address – EPAct and EISA Information – LE and ER Designations • • Must be updated nlt Sept. 30 Populates respective fields in FAST ALD template Bulk upload feature available Keep FAST Business Rules in mind

CDD Search Parameters If there is a graph or image to use this space for a caption or brief explanation.

CDD Data Elements If there is a graph or image to use this space for a caption or brief explanation.

What’s the difference between CDD and Drive-thru’s FAST Data Center? CDD • • Data Input mechanism Customer-Determined information Values stored in database (i. e. , in Drive-thru) Values may be updated as necessary FAST Data Center • • Data Output only Accesses/Pulls data already stored in database Stored data includes CDD and GSA Fleet-determined data Produces required data/values in FAST template format

Fed. FMS FAST Data Center

Drive-thru’s FAST Data Center If there is a graph or image to use this space for a caption or brief explanation.

Does Drive-thru’s FAST Data Center produce ALL data required by FAST? Not everything. Customers are responsible for: • Indirect Cost • Acquisition Cost (rare) • Any values not updated in CDD by 9/30 of given fiscal year

Ongoing Challenges Miles driven, but little or no fuel consumed • Ensure proper Fleet card is used • Bulk fueling • Fed. FMS – Data quality from Fleet Card provider

Ongoing Challenges Agency’s reporting structure • Drive-thru – Agency, Bureau, BOAC • Fed. FMS – Agency, Bureau, Office • FAST – Agency determines hierarchy

Ongoing Challenges Vehicle Attributes • • Special characters GVWR Fuel Type Acq Date (Leased veh)

Resources Stop by computer lab for hands-on assistance ALD reference documents: • • • Data Element Business Rules https: //fastweb. inl. gov/help/index. cfm/resources/vehicle-level-data

QUESTIONS?