GENERAL SERVICES ADMINISTRATION

Washington, DC 20405

September 21, 2007

GSA BULLETIN FMR B-15

MOTOR VEHICLE MANAGEMENT

TO: Heads of Federal Agencies

SUBJECT : Requirements for Management Information Systems in Federal
Vehicle Fleets

1\. [What is the purpose of this bulletin]{.underline}? This bulletin
provides minimum recommendations for Fleet Management Information
Systems (Fleet MIS) in Executive agency motor vehicle fleets. Other
Federal entities are also encouraged to consider this information and
guidance.

2\. [What is the effective date of this bulletin]{.underline}? This
bulletin is effective September 21, 2007.

3\. [When does this bulletin expire]{.underline}? This bulletin contains
information of a continuing nature and will remain in effect until
specifically cancelled.

4\. [What is the background]{.underline}?

\(a\) Federal executive agencies are required by Sections 15301 and
15302 of the Consolidated Omnibus Budget Reconciliation Act of 1986
(Pub. L. No. 99-272) (40 U.S.C. Sec. 17502 and 17503) to have a
centralized system to identify, collect, and analyze motor vehicle data
with respect to all costs incurred for the operation, maintenance,
acquisition, and disposition of motor vehicles. An electronic survey
conducted by the GSA's Office of Governmentwide Policy during the spring
of 2007 analyzed agency compliance with this requirement. This review
showed that a majority of agencies surveyed can improve in this area.

\(b\) On April 10, 2002, the Office of Management and Budget (OMB) sent
a letter to all Executive Branch agencies requesting them to review
their fleet operations. In coordination with OMB, information was
collected from the agencies using a survey developed by the Federal
Fleet Policy Council (FedFleet) and GSA's Office of Governmentwide
Policy. The results of the survey indicated deficiencies in agencies'
fleet management operations. FedFleet recommended corrective actions,
including the requirement that each agency have a fleet MIS capable of
collecting information essential to managing the fleet; as well as
supporting internal (e.g., agency property and finance systems) and
external (e.g., Federal Automotive Statistical Tool) reporting
requirements; and providing the necessary data to respond to the annual
budget process and to support fleet budget requests. The need for such
systems was confirmed by the Government Accounting Office in its May
2004 report, *Increased Attention to Vehicle Fleets Could Result in
Savings* (GSA-04-664). This requirement has since been included in
section 102-34.347 of the Federal Management Regulation (FMR) (41 CFR
102-34.347).

\(c\) In order to satisfy Government-wide reporting requirements, it is
essential that Federal agencies' Fleet MIS conform to minimum standards.
Agencies that do not have such systems should ensure that systems they
acquire or develop conform to the minimum requirements established in
this bulletin, and agencies that have systems should perform any
necessary enhancements to bring such systems into compliance with these
requirements.

5\. [Why is a Fleet MIS Important]{.underline}?

Federal agencies' vehicle fleets support widely varied missions and
contend with differing geographic and operational requirements, but the
data needed to manage and report on any fleet operation are remarkably
uniform. Line or field managers need detailed data on each vehicle, as
well as summary and exception reports, in order to make informed
decisions about maintenance, repair, and replacement, and to respond to
drivers and vendors. Regional and headquarters offices need aggregated
data that can spot trends in cost and utilization and assist in
directing scarce resources to the particular fleet or program most in
need. Headquarters officials and budget officers must allocate scarce
resources among many programs, including fleets, and need dependable and
timely data with which to judge competing claims. The agency must be
able to respond with accurate data to annual budget calls from OMB, and
to report inventory, cost, utilization, and alternative fuel data
annually in the Federal Automotive Statistical Tool (FAST). Fleet
revenues and expenses must be accurately recorded in agency finance
systems. A Fleet MIS should be capable of serving all these
requirements.

6\. [What are the mandatory requirements for a Fleet MIS]{.underline}?

\(a\) General Fleet MIS requirements. A fleet management information
system serves several purposes. By law, agencies' Fleet MIS must be able
to identify, collect, and analyze all costs involved in the operation of
their fleets, including obligations incurred and expenditures made for
the acquisition, operation, maintenance, and disposal of vehicles. In
addition, agencies must be able to comply with all reporting
requirements imposed by statute, Executive Order, and the Federal budget
process. Finally, agencies need a fleet management information system
that enables them to manage their fleet resources for maximum
effectiveness and efficiency. All of these needs can be met by a single
appropriately designed system.

A well-designed fleet MIS will collect and store the required data and
be capable of producing regular and on-demand reports, in hard-copy and
electronic form as needed. This system should be based at the department
or agency headquarters level and include all motor vehicles within the
department or agency. The system will include reporting and
accountability structures to accommodate subordinate regional and field
offices. It will be integrated into agency financial and property
management systems so as to reduce duplication of data-entry and
unnecessary duplication of databases. It will be capable of producing
data to satisfy internal and external reporting requirements in an
automated fashion.

\(b\) Specific Fleet MIS Recommendations:

i\. [Vehicle identification]{.underline}

-   Capture identifying data, such as vehicle identification number
    (VIN), year, make, model, color, engine, fuel type, and gross
    vehicle weight rating (GVWR)

-   Capture Government and State-issued license plate numbers

ii\. [Acquisition]{.underline}

-   Provide automated interface to GSA Automotive Division for vehicle
    ordering

-   Capture tracking data throughout the vehicle ordering process

iii\. [Utilization]{.underline}

-   Capture current vehicle assignments, including the vehicle point of
    contact and assigned address

-   Have the ability to store and access assignment history

-   Capture periods where the vehicle is not assigned to a particular
    vehicle user, i.e., awaiting initial assignment and disposal and
    awaiting maintenance

-   Capture dispatch pool use

iv\. [Repairs and servicing]{.underline}

-   Provide for an automated vehicle repair history

-   Provide ability to review vehicle repair files prior to authorizing
    repairs and the ability to update these files once repairs are
    approved

-   Capture different aspects of repair, including unscheduled repairs,
    preventive maintenance, and accident repairs

-   Provide the capability to schedule and notify vehicle users of
    preventive maintenance services

v\. [Accident reporting]{.underline}

-   Capture summary accident data, including date/day/time, vehicles
    involved, vehicle operator, third party information, and downtime

-   Facilitate preparation of accident tracking and frequency reports

-   Preparation of exception reports identifying vehicles and/or
    operators that are deemed as needing attention

vi\. [Disposal]{.underline}

-   Capture type of disposal action (exchange/sale meeting replacement
    criteria, uneconomical to repair, or transfer)

-   Capture out of service dates and final disposition date

-   Capture all costs of disposal and final disposal proceeds

-   Capture fair market value versus disposal proceeds differences

-   Maintain complete vehicle records in the MIS for a minimum of 1 year

vii\. [Financial management]{.underline}

-   Capture all direct costs:

    -   Capitalized value, depreciation, amortization, and disposal
        proceeds

    -   Capture all vehicle modifications and accessory equipment,
        adding these costs to the capitalized value, if appropriate

    -   All fuel by type, cost, and source

    -   All repair/unscheduled maintenance costs, including those from
        the private sector, in-house operations, and cross servicing
        agreements

    -   All preventive maintenance costs, including those from the
        private sector, in-house operations, and cross servicing
        agreements

    -   Commercial lease costs

    -   GSA Fleet lease costs

-   Capture all indirect costs:

    -   Facilities, including building purchase/lease, utilities, and
        maintenance

    -   Equipment costs, including office and shop equipment, and tools

    -   Miscellaneous cost of in-house operations, including shop
        supplies

    -   Staffing costs of headquarters, field, and shop personnel

    -   Staffing overhead costs, including training and staff support
        offices

    -   Administrative costs

-   Provide monthly and year-end reporting capabilities

-   Provide exception reporting to identify costs outside of industry
    norms

viii\. [Reporting]{.underline}

-   Provide the capability of automated reporting to the Federal
    Automotive Statistical Tool (FAST) providing input for:

    -   GSA's Federal Fleet Report

    -   Department of Energy alternative fuel reporting requirements

    -   Energy Information Administration vehicle location reporting
        requirements

    -   OMB annual Circular A-11 reporting requirements

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-   Provide exception reporting, as necessary

-   Provide analytic tools and query capabilities to support data
    analysis

ix\. [Interface requirements]{.underline}

-   Capable of interfacing with the Federal Automotive Statistical Tool
    (FAST)

-   Capable of interfacing with GSA Automotive Division systems

-   Capable of interfacing with internal agency property accountability
    systems

-   Capable of interfacing with internal agency financial systems

9\. [What is recommended as a result of this bulletin]{.underline}?

Agencies with an existing Fleet MIS should ensure that it meets the
minimum standards of this bulletin, and if necessary, should enhance
existing systems to do so. Industry standard data elements and codes
should be utilized. Appropriate reports should be programmed. Ad hoc
query capabilities should be added. Bridge systems which extract the
data needed for internal and external reporting systems in acceptable
formats should be created. Agencies currently developing a Fleet MIS
should ensure that proposals, statements of work, contracts, and other
planning documents incorporate these requirements. Agencies that have
not yet acquired, developed, or planned for a Fleet MIS should begin
that process and verify that these requirements are included.

Acquiring and deploying a Fleet MIS is not enough, however. Agencies
should ensure through policies and training that employees use such
systems, that complete and accurate data are entered on an ongoing
basis, and that such tools are put to effective use in daily management
of their fleets. Merely having a system in place does not ensure that
accurate data are reported externally, or that fleets are managed more
economically and efficiently.

For agencies that use GSA Fleet vehicles, GSA Fleet's management
information system is considered to meet the standards of this bulletin
for those vehicles. For agencies operating commercially leased vehicles,
the lessor may or may not operate a qualifying system and provide
appropriate fleet management data to its clients.

Where not already in place, each Federal executive agency should ensure
that:

\(a\) any existing Fleet MIS meets the standards contained in this
bulletin;

\(b\) any Fleet MIS in the planning or development stage will meet the
standards contained in this bulletin; and

\(c\) appropriate funding is requested to develop a Fleet MIS if the
agency does not already have such a system.

10\. [Whom should we contact for further information]{.underline}?

General Services Administration

Office of Governmentwide Policy (MT)

1800 F Street NW., Room 1221

Washington, D.C. 20405

Email: [*vehicle.policy@gsa.gov*](mailto:vehicle.policy@gsa.gov)

/s/

Kevin Messner

Acting Associate Administrator

Office of Governmentwide Policy