# Interagency FAST Track Leads to Success

# 

# U.S. Uses 'FAST tracking' of Vehicles

Once cited for slow driving on the Information Superhighway, now federal
agencies reporting on the government's fleet of vehicles are in danger
of getting a speeding ticket. Fleet data is traveling from 68 federal
agencies at the speed of light on the Internet using a new eGovernment
(electronic government) tool -- the Federal Automotive Statistical Tool
(FAST).

This light speed reporting began when the Office of Energy Efficiency at
the Department of Energy (DOE) requested the Idaho National Engineering
and Environmental Laboratory (INEEL), a DOE multi-program laboratory, to
create a paperless reporting system to gather Alternative Fuel Vehicle
information in FY-1999.

The General Services Administration (GSA) saw FAST demonstrated and
quickly recognized its advantages. They approached INEEL about adapting
this high performance engine to their reporting needs.

GSA's quick action to adapt FAST made it the standard for federal-wide
vehicle reporting requirements in 2000, replacing the traditional
paper-based/snail-mail system (Standard Form 82) from 1985. Now, FAST
permits rapid slicing and dicing of reported data, expanded detail in
final reports and qualitative analysis for managers and decision-makers.
Previously it took two years to finalize required reports compared to
FAST, which produces an accurate report 10 days after the last data
call.

FAST is managed by an Executive Board with members from the Department
of Energy (DOE), General Services Administration (GSA), the Energy
Information Administration (EIA) and the Idaho National Engineering and
Environmental Laboratory. EIA became a part of the Board last year based
on overlapping reporting requirements. This singular interagency-based
approach to gathering information and producing reports has saved
significant effort and financial resources on the part of respondents,
taxpayers, and public servants.

# Success Saves Time, Effort

INEEL, also known as the Home of Science and Engineering Solutions, used
the Rapid Application Development (RAD) model and the Dynamic Systems
Development Methodology ([http://www.dsdm.org](http://www.dsdm.org/)),
which assumes that 80% of the functionality can be produced in 20% of
the time (and cost) of sequential "waterfall" models. So, FAST was
developed and deployed to the entire federal automotive property
management community for a modest investment of \$128,000. Using a
\"spiral\" development approach, GSA, INEEL and DOE developers created
an easy to use Internet-based system that obtains information from the
database and then crunches the data for multiple reporting requirements.

FAST demonstrates a successful model for e-Government with an impressive
return on investment (ROI). It significantly contributes to improving
process, productivity, and performance as required by the Clinger Cohen
Government Performance Act and President Bush\'s Management Agenda.

In 2003, GSA and DOE's Office of Energy Efficiency and the Energy
Information Administration combined reporting requirements, adding the
reporting of the probable geographic distribution of all domestic
federal vehicles to the system. Now the vast majority of vehicle usage,
costs and distribution of the worldwide federal fleet can be captured
electronically in a single data call.

INEEL performance support system developers employed the "Just in Time
Development" approach to FAST, ensuring rapid compilation of data,
incremental testing, and low cost. "We built the FAST on-line reporting
system using the existing paper forms, which were familiar to those
collecting the data. Also, we developed only those components that were
absolutely necessary to the initial system and placed it in a form that
was intuitive to the user. We focused on appearance, interface, and
functional logic," said Richard Holman, Manager of the INEEL\'s Center
for Performance Improvement, creators of the FAST application.

The INEEL\'s broad base of talent ensured that Human Factors
Engineering, Electronic Performance Support, Software Engineering and
Software Development were considered. This integrated approach reduced
the need for system user training and increased the speed at which data
could be compiled and collated from local government fleets in the
field. Relying on the regulatory requirements, FAST designers moved
early to collaborate, consolidate and resolve issues before advancing
too far into development. This and the phased development and
implementation approach permitted FAST developers to respond quickly
when GSA wanted to further expand the capabilities of the reporting
system.

Key actions ensured that a streamlined management structure reached
success quickly. These included clearly defined communication and
decision-making paths, consensus on the change management process, and
focus on unifying agency proponents to provide intelligible data to the
ultimate end users, the Office of Management and Budget (OMB), Congress
and the taxpayer.

# Method Succeeds, Requires Process Focus

In pursuing the data required for this compilation, FAST designers first
researched the level of computer literacy and capability of data
providers, created awareness of mandatory reporting requirements and
importance of formatted Internet data submissions, identified and
eliminated barriers to submissions, and determined the best method of
authorizing submissions.

"We avoided taking too big of a bite in automating this system and
instead integrated data submission with existing systems," said Holman.
He added, "We expected some resistance and planned for this to ensure
that we could get an immediate 400% labor savings and avoid
resubmissions." This frees staff and resources to accomplish other
tasks, expanding the positive impact and return on investment for all
agencies.

Other key elements to the methodology included getting leadership to
mandate system use, demonstrating efficiency and performance gains to
leaders and individuals, working to merge reporting requirements, and
developing collective ownership of problem resolution.

Also, FAST used thorough analysis of data collection needs, simple
architecture and data configuration for submissions, and reliance upon
common, simple browser protocols instead of proprietary methods.

This year the system continues user performance improvements by
upgrading the user interface with a "bulk data upload" utility. This
streamlines reporting by enabling system users to compile their data
into a spreadsheet format, and uploading that entire file into the
system. This will greatly automate much of the data input tasks
remaining for system users.

Through its selection and adaptation of FAST, GSA has significantly
improved its decision-making ability and increased productivity in
managing federal fleets.