**Automated Fleet Management System (AFMS) Training**

**COMPLETE PROGRAM TRANSCRIPT**

\>\> The Property Operations Group at the BLM National Operations Center
presents live from the National Training Center in Phoenix, Arizona,
Automated Fleet Management Training, the fiscal year 2008 implementation
of the new web‑based AFMS. And now, the host of your program, Gwen Rush.

\>\> G. Rush: Good morning. I\'m Gwen Rush from the National Operations
Center. Welcome to our presentation of the new web‑based Automated Fleet
Management System, also known as AFMS. We\'ll all be using the new AFMS
system to conduct the cradle to grave process of fleet management. With
me this morning is Jim Crews from our Property Systems Group in Denver.
Welcome, Jim.

\>\> J. Crews: Good morning. Gwen and I are happy to be here this
morning bringing to you the initial deployment and training for our new
AFMS.

\>\> G. Rush: For those of you who were here with Jim and me 11 years
ago when we presented a session on the rehosted AFMS, welcome back!

\>\> J. Crews: Do you remember the old character‑based ‑‑

\>\> G. Rush: That was like phase 1 computers. Or, my gosh, look at
that. And the system, it was ancient. Oh, we were ancient ‑‑ no, we were
babies. Oh, my gosh. That brings us back to the old APPS system.

\>\> J. Crews: Right. Technology has changed and we changed a little
bit, too.

\>\> G. Rush: Look at that.

\>\> J. Crews: There\'s the character‑based system.

\>\> G. Rush: Well in this program, Jim will be introducing the new
system functionality and new features of the web‑based system just in
time for all system users to be accessing the live production AFMS. We
also have established a training database for your use immediately
following the broadcast. You will be able to go in and practice what Jim
has demonstrated to you this morning just before your first utilization
reporting. So whether you are new to the program or whether you are
seasoned, there have been significant enhancements inherent with the
web‑based system. Jim, why don\'t you give the audience an overview of
the new system so they\'ll get an idea of what to expect.

\>\> J. Crews: Okay. The overview, I\'m going to begin with the AFMS
background and then I\'m going to cover a little bit on the new system
design. Then I\'m going to let Gwen talk a little bit about the WCF
operations because she is close to that in the disposal area and then I
will talk about our enhancements. We\'ll talk about the benefits
realized. Then I\'ll wrap it up with discussion on the key features. The
background, most of you know, but AFMS is a BLM‑owned and developed
software. It has been in use at the BLM for over 15 years. It currently
supports 450 system users in 143 different reporting locations. It\'s
basically the backbone for our Working Capital Fund operations. The
critical functionality delivered by the AFMS is how it handles and
enables the processing of approximately 32,000 monthly financial
transactions, that includes accruals, disbursement and revenue
transactions. As far as system design, what we did was we focused on
cradle to grave asset management concept. By that I mean we incorporated
a requisitioning module in the front end of the AFMS. We were collecting
requisitioning information before, but that information was being stored
in various databases in the Property Operations Group. So currently
we\'re going to collect that requisitioning information in the AFMS, the
new AFMS system. We\'re also going to incorporate a disposal module, and
by doing that, all of our disposal processing that we do, selling to
eBay, sales to RFD agencies, all of our different disposal activities
will also be recorded in the database. So we\'ll catch the front‑end
processing as well as the back end, and we feel that\'s going to be a
significant improvement for our operations and hopefully it should
streamline the field operations as well. In doing so, in streamlining,
we\'ve looked at major processing requirements for the field. We\'ve
looked at the BLM and GSA adds. We\'ve made changes there. The AFMS
deletes. Transfers. Field offices are going to be able to transfer
vehicles now. And also two other areas, the utilization reporting, and
as I mentioned, the disposal processing. So we feel like we\'ve captured
most the critical fleet management activities in one system now which
will significantly enhance our MIS reporting capabilities. At this point
I\'d like to go ahead and let Gwen discuss the WCF operations.

\>\> G. Rush: I think if most of you are like me you\'ve asked the
question what is the Working Capital Fund account? Where does the money
come from? Where does the money go? Why is accurate and complete data so
important for our sales? The Automated Fleet Management System is a
motor vehicle and heavy equipment fleet management system that supports
the Bureau\'s Working Capital Fund operations. I\'ve sort of represented
it with these balloons. The Working Capital Fund account being in the
middle. You\'ll notice there\'s either a plus or minus in each of the
bubbles. These demonstrate the different transactions that either debit
or credit the funds in the WCF. The WCF is a non‑appropriated, meaning
it\'s self‑sufficient, revolving fund granted to BLM that allows revenue
in one year to pay for fleet costs in future years. The AFMS charges
users throughout the BLM a per mile or per hour rate known as use rates
and a monthly fixed ownership rate. These charges go into the WCF to
support the maintenance and fuel costs and to later purchase replacement
vehicles. Also, the proceeds from the sale of your WCF vehicles and
equipment through eBay or other agencies are also deposited into the WCF
to purchase replacement vehicles. Just for those of you who have not
been through eBay for a while, our WCF vehicles are not sold by GSA as
in the past. They\'re sold through eBay, and this means that anyone can
go up on eBay and bid on these vehicles. We get a much better return.
The bottom line for BLM is greater. And the sales are so much smoother.
So if any of you are looking for vehicles, you know where to go buy
them.

\>\> J. Crews: Thanks for going over that Gwen. Now I would like to go
back and discuss some of our recent enhancements to the new system. One
of the strongest features, I believe, is the online query capability for
most data fields within each query screen, and that\'s for all
controlled assets. As most of you using the old system knew, we had
limited query capabilities, and now it\'s really impressive what we can
actually go and do. I\'m going to demonstrate that a little bit later on
in the session. As far as other streamlining and benefits, the new
data‑specific entry screen layouts, if you remember we had BLM and GSA
information on one screen, or combined, and now we\'ve separated those
to make it easier for somebody to go in when they want to do a BLM add
or GSA add. They will go to just the data fields specific to that
particular transaction. We\'ve also looked at transfers. As I mentioned,
the field is actually going to do electronic transfers now. We\'re going
to eliminate hard copy paper processing, which I think is a step forward
in the new FBMS world and future development. We also have a new repair
and maintenance module for improved data collection and maintenance and
repair reporting. Before you were basically going out and recording the
maintenance activity and putting this information in your vehicle
folders. Now we\'re actually going to have the ability to put this in
the system, record this information, and as you\'ll see when I go in and
do a couple repair records and queries, now the information will be
available for all system users to basically go in and query. The
activities basically out in the field can be looked at by the NOC staff,
fleet management staff, and I think it\'s going to be a benefit for
everyone. We also have the ability to record and query on requisitioning
data previously only captured in Bureau acquisition systems. I talked a
little bit about that initially. Now we\'re going to be able to query in
our own system and hopefully store the information that basically the
field is looking for. Finally, we\'re recording ‑‑ the recording and
maintenance of all the historical transaction information is really a
powerful feature. When a user logs in and does a new add or does a
transfer, you can quickly go into the system and validate that that
specific user went in on a given date and actually performed that
transaction. That\'s a really nice feature. It\'s a good audit feature.
And it\'s a good feature for management to go in and occasionally
review. We also, as I mentioned have a new disposal module that now
enables the collection of motor vehicle asset data from cradle to grave.
In the benefits realized area, BLM staff will begin to use a more
integrated system, eliminating redundant data and databases and routine
processing. In the systems area it\'s also going to reduce the
requirements to access other systems from information such as Auto
Choice and Fixed Assets. And as I mentioned, the online query
capabilities are really excellent. By capturing all transactions, BLM
audit posture and WCF management will be significantly enhanced. The key
features I would like to address now is that the web‑enabled technology
promotes use the for all field users and NOC fleet management staff.
Major processes are streamlined and reporting is improved. Our audit
posture and our WCF fleet management will be significantly enhanced.
Finally, by incorporating web technology, significant savings in future
information technology costs are realized by eliminating major software
maintenance and hardware requirements. Now I would like to turn the
discussion back over to Gwen to discuss the ground rules and the
training objectives we\'ll cover in session 1.

\>\> G. Rush: Thank you, Jim.

SEGMENT 1: Introduction and System Overview

\>\> G. Rush: So here are your objectives for today. At the end of this
training you will be able to successfully log onto the new AFMS, perform
all required system transactions, and enter your monthly utilization.
Now let\'s get started with our first segment. In segment 1 Jim is going
to show you how to log onto the system, give you an overview of the
system layout, select a reporting office, add a BLM vehicle, add an
additional description record, query a vehicle record, change a VIN
number, validate a change, and delete a GSA vehicle. As you can see,
there are many new features that you did not perform in the old system.
We\'re so excited about these enhancements, and after the presentation I
know you will be, too. Jim, before we get started with the system, why
don\'t you talk about the different types of vehicles currently being
managed in the AFMS.

\>\> J. Crews: Okay. What we did was we created a new report. We\'re
calling it the AFMS WCF managed assets report, and we\'re looking at
possibly revising this and also regrouping some of the names, but to
start with, we have different categories or classifications of vehicles
we\'ve grouped together, and you can see here ‑‑ over here to the left
the 4 X 2 general purpose vehicles and as you can see in this report
it\'s basically capturing the quantities we have on hand. As I scroll
down and stop here, you can see these are the multi‑drive general
purpose vehicles. And we basically have 2,668 of those type of vehicles.
They are predominantly ‑‑ the majority of our vehicles are classified in
this particular category. Special purpose motor vehicles and equipment
is one category. Our fire support motor vehicles and equipment. And then
we have our miscellaneous equipment and our high use construction
equipment. The last two categories are the construction equipment and
also our seed drills that are identified within our Working Capital Fund
operation. With that we have a total of 4361 BLM owned assets. Basically
we have 1916 leased GSA vehicles. So our total number of WCF managed
assets is approximately 6277, and that\'s for a total dollar value of
approximately \$177 million. So I just wanted to give people a rough
idea of what we were currently managing in the WCF operations.

\>\> G. Rush: So as you can see, we really do track a variety of
different types of equipment in addition to our vehicles. Let\'s begin
now with segment 1.

\>\> J. Crews: Okay. I\'m going to go ahead and log onto the system.
I\'ve got the training screen up, so I\'m going to hit the \"start
training\" button here. It\'s going to bring me up to the logon screen.
I will go ahead and enter my logon. As you can see, the first thing that
comes up is ‑‑ and it\'s over here in the left‑hand section here ‑‑ is
the office locations. I currently have two different reporting locations
that I can access records and report on. As many of you know, we have
the functionality now to incorporate up to five different reporting
locations. That\'s a big benefit for the people in the field, as
frequently people need backups when somebody is gone on leave and they
need somebody to assist in inputting their monthly utilization. So this
offers the BLM a lot of flexibility in that, and then we\'ve also got
field offices where you may have one individual reporting on five
different locations. Anyway, it\'s a real nice feature, and we\'ve also
incorporated that into the new system design. Now I\'m going to go ahead
and select which reporting office I want to access, and I\'m going to
hit BC650. Let me just say this, that we\'re aware of the organizational
changes that have occurred, and we\'ll be working to reidentify our
records and the rest of the Bureau records that are reorganizing ‑‑ ORG
codes are reorganizing next week. Always a new and fun challenge with
systems management.

\>\> G. Rush: Yeah, right as we\'re on the air.

\>\> J. Crews: Over in the top left‑hand section here you can see that
up at the top it identifies what training environment ‑‑ or what
environment you\'re in. We\'re currently in the training environment, so
you can see it identifies the training environment. Down below that is
the user I.D. I\'m logged in as Jcrews. My reporting office currently is
BC650. The Bureau, as I mentioned, this is a BLM owned and managed
system and software. Then it has the date and time I actually logged
into the system. If I pull the scroll bar down a little bit, I would
like to go over each of the different module sections that are in the
Field Office screen. There\'s basically two system profiles that we\'ve
set up. The Field Office profile, which is what I\'m demonstrating to
you this morning, and then we also have what the NOC fleet operations
staff at the Operations Center will be using. So that is good to
remember. You guys might see that as a test question. The different
categories I would like to go over, the first category up here at the
top, establish/change/query vehicle records. Within that we have the BLM
add, we have the GSA add, we have the delete GSA vehicles and then the
last module is the query/change vehicles. If I pull the scroll bar down
a little bit more, you can see the next section is the miscellaneous
functions Under that category we have the repair/maintenance activities.
We have transfer vehicles. And then we have processing your monthly
utilization. Down below that is the query records and transactions
module. And in that section the Field Office is going to have the
ability to the query requisition records. Let me ‑‑ query the
requisition records. Let me emphasize you\'re not going to be entering
this information. That\'s the information we\'ll be entering in at the
NOC, but you\'ll have the capability to go in and query on your vehicle
requisition, and I\'m going to demonstrate that in a little bit, and
it\'s a new feature, and I think it\'s something that is going to
benefit all of us.

\>\> G. Rush: Jim, do our viewers know what NOC is? Is that my cure for
a knock‑knock joke? We are now the National Operations Center, for those
of you that didn\'t know we changed from Business Center to NOC.

\>\> J. Crews: The next area I would like to cover, underneath the query
requisition is the query disposal records. We\'re going to ‑‑ we\'ll be
demo\'ing I think in the last segment, session 3, we will be demo'ing a
disposal query where you can go in and query and find out the status of
your disposal transaction. Like I said, this is totally a new feature. I
think you\'ll like what you see. The last category is the ‑‑ in this
grouping is the query historical transaction records, and this area, I
think, is pretty powerful because any user that logs in from the first
day he gets onto the system, all adds, changes, deletes, transfers, will
be recorded in this transaction file, and it will basically ‑‑ and I\'m
going to demo that as well, but it will basically show who performed
that transaction on what date and time within the system, and it\'s just
great to have that information. Again, we didn\'t have that in the
previous AFMS. The last category I would like to discuss is our online
reports, and if you move the cursor down ‑‑ there we go ‑‑ on the online
reports we currently have two on‑line reports available for the field.
We will be looking to expand that as we need to. One report we have is
the class report. Then we have the standard item number report. We\'ll
go into that in a little more detail later. In general, just so everyone
knows, we also will continue to have our management information system
reporting. The reports that we currently have out there, I believe we
have 8 or 9 different AFMS reports currently now will also be available
in the BLM management information system. So with that I think I\'m
going to go ahead and begin by doing an add for a BLM vehicle. As you
see here, here\'s the add BLM vehicle screen. Up here at the top here
there are different functions that are important to know a little bit
about. You\'re going to have print capability in just about every screen
that we have, which is a really nice feature. If you are entering data
and you made an error and you want to actually clear the form, there\'s
a feature where you can come up to the top and press it and it will
actually clear the form. Then probably one of the most important
features in transaction processing is the save feature. When you
complete and enter all your required data fields, you\'re going to come
up and select the \"save\" button and if you hadn\'t completed all
fields or you get a particular error in any field, the system is going
to let you know that.

\>\> G. Rush: Jim, on the add a vehicle, I don\'t want to sound dumb,
but you know I only dispose of vehicles. So is this something that the
field has done in the old system or is this part of the new ‑‑

\>\> J. Crews: This is what they\'ve done in the old system. But what
we\'ve done basically, like I mentioned, instead of having the BLM add a
GSA data fields all together on one form or one screen that they would
go and enter in, now we have specific BLM and GSA add screens. I think
it\'s a lot cleaner, clearer presentation, and with a point and click
web‑enabled, it\'s a whole lot easier to use.

\>\> G. Rush: Okay. Great!

\>\> J. Crews: Let me go ahead and add a new BLM vehicle. In this
example I\'m going to go ahead and add a law enforcement vehicle, a 4 X
4, and the class that I\'m going to select is 164 here. You might have
notice I had went to the dropdown and scrolled down here. You can either
type in 164 or I found the easiest way to do it is to go to the pick
list. So I will go to the pick list, select that, and it pops up, and as
you can see up here on the left, it actually enters in the 164.

\>\> G. Rush: So you can type in whatever you want on the class, but you
can\'t type in the description, correct, because we want to keep them
all standardized, is that right?

\>\> J. Crews: That\'s right, the way we have them mapped is to keep
them standard.

\>\> G. Rush: Okay.

\>\> J. Crews: Now I\'m going to go ahead and go to the next field,
which is the standard item number, and I\'m going to go ahead and pick
that down as well. For this particular vehicle I know that it\'s a 49C,
so I\'m going to scroll down ‑‑

\>\> G. Rush: Don\'t go too fast. You\'re going to make them sick.

\>\> J. Crews: Uh‑oh, I\'m sorry. Let me back up here. It\'s moving very
quickly here. Okay. I\'ll go ahead and select a 49C here. Moving right
along, the next area that\'s of importance is the fuel type. This is a
regular gasoline motor vehicle, so I\'m going to hit the dropdown.
Gasoline is the first one. I\'m going to go ahead and select gasoline.
If you notice over here to the left here, the next feature is the
alternate fuel type. Now with M85, we do have a lot more dual fuel
vehicles and that seems to be the direction of the future. This
particular vehicle is not a dual fuel so I won\'t enter anything. But if
you see here the asterisk, and the asterisk means it\'s an optional
field. All of the other fields we\'ve gone through so far are required
fields. So the system is going to require you to actually put in an
entry for that particular field, but with an asterisk, that means it\'s
optional and it can be skipped.

\>\> G. Rush: Let\'s make it a dual fuel. We\'ll be impressive.

\>\> J. Crews: I\'m not going to do that for this presentation.

\>\> G. Rush: Fine!

\>\> J. Crews: The meter reading, another required field, it\'s 250.
Here\'s another optional field here. Days justified. Days and trips
justified is something the inspector general identified four to five
years ago when they looked at BLM\'s systems, our fleet system. Said we
basically have the only sound and solid fleet management system in the
Department, but one of the areas they did want us to improve on was to
actually put in the trips ‑‑ trips justified or trips ‑‑ or days
justified data fields, and what that does basically is it gives us
another opportunity to actually look at utilization. Mostly utilization
is based on miles and the authorizations are based on if you travel
class 164, 12,000 miles a year. Well, there are some vehicles that
don\'t put a whole lot of mileage on them but they\'re still needed to
perform the daily operations. Kind of a good example of that would be
like with the Park Service where they might have a bus that makes five
trips during the day and probably doesn\'t go more than three miles per
trip but that bus is needed to accomplish that duty. We have the same
kind of things in the BLM. I think we have some trucks that actually
move paper products from the computer room. Anyway, that\'s an area you
will be hearing more about from our fleet management staff. Now I would
like to move down to the PM month interval. Generally we like to look at
our preventative maintenance every six months. Our manufacturer in this
example is Dodge. I\'m going to go up to the pick list and select Dodge.
Our warranty date, we haven\'t always recorded that in the past, and we
need to probably do a little bit better job recording that information.
Warranty date is generally a period that the manufacture will warrant
the repairs ‑‑ generally the repairs on a vehicle within a four‑year
time period. Anyway, it\'s very important that we look at the
information that we initially get from the manufacturers and post that
warranty date. As some of you might have noticed, I didn\'t put the
slashes in. It\'s a nice feature when you tab from one field to another.
The system will automatically enter that for you. Down below here we
have a physical location. If it\'s different than the reporting office,
this gives you the ability to go in here and actually click on this.
It\'s another dropdown. And you could select another office. I\'m not
going to change the physical location, but anyway, that\'s a feature
that would allow you to do that.

\>\> G. Rush: That will come in really great during disposal because
many times vehicles are located in another office.

\>\> J. Crews: That\'s right. And I think you have that data field,
don\'t you in the disposal module?

\>\> G. Rush: Yes.

\>\> J. Crews: Moving up and over to the model year here, I\'m going to
go ahead and put that entry in. 2007. The next field again with an
asterisk is optional trips justified. I\'m going to leave that blank.
The PM use interval, which is the preventive maintenance, we\'re going
to say for this vehicle is 6,000 miles. And then I also need to record
the VIN number, which is pretty critical when we actually sell it,
isn\'t it?

\>\> G. Rush: Yes, it is.

\>\> J. Crews: Okay. I\'ve filled out the top part of the BLM add. Now
if we move down just below that, you can see here\'s where the standard
cost structures will be entered, and in the first box there under
budget/org I\'m going to go ahead and put in an old budget/org for our
office. The program ‑‑ it\'s four character positions and it requires a
program element as well. Some programs will require that job number to
be entered. Some will not. In this case I\'m going to skip over the job
number. Then I\'m going to assign this at 100%. If you look right down
below here you\'ll see, and this is a really nice feature that we\'ve
added to most of the screens, and it\'s a comment section, and it allows
the field to go in and add comments if that there\'s anything that they
want to comment that\'s unique or something specific to that particular
vehicle or transaction, they can go ahead and hit the comment feature
here. You can see you can basically type in anything you\'d like, save
the information, and exit out, and you\'ll always store that comment.
Now I basically have completed the front end of the screen, the first
part of it, and so I\'m going to move up to the top here, and as I
indicated earlier, one of the most important features is that save
feature. So I\'m going to go ahead and hit the save button. It returns
me back a message here. Vehicle 666000 has been added and I\'m going to
go ahead and click okay on that. As you can see, it rolled you to the
next screen, and this screen, we feel is pretty important, because this
is where we\'ve decided to go ahead and add the additional description
of our vehicles, and basically added it in the front‑end processing so
when Gwen and Sherry or anybody else in the disposal unit is actually
doing disposal transactions, this information will be available, it can
be queried directly from the system.

\>\> G. Rush: That\'s great. That will save us so much keying on our
end, and hopefully it will save you keying as well.

\>\> J. Crews: Let me go ahead and put ‑‑ complete this record here. The
model for the vehicle is an F250. Pull down and select that from the
pick list. The color is white. The interior color is tan.

\>\> G. Rush: Usually we don\'t ask for these colors until it gets to
disposal but now we\'re getting them up front.

\>\> J. Crews: It\'s critical when you put them up on eBay, isn\'t it?

\>\> G. Rush: It is. But you have to remember one thing, if you paint
the vehicle, you have to go in and change the color. That\'s happened.
Serious.

\>\> J. Crews: I\'m going to go ahead and finish the body type here.
This is a full‑size extended cab. Let me pull it over. There we go. And
the truck body type, this is a long bed. So I\'ll go ahead and select
that. And then down here below you can see it\'s asking for the gross
vehicle weight, the wheelbase ‑‑

\>\> G. Rush: And these are required fields, right?

\>\> J. Crews: These are all required. Now that you mention that, Gwen,
we\'ve looked at the receiving reports and basically a lot of this is
the same information that would be carried and be recorded down on a
receiving report. So we\'re hoping that this process, and actually
entering it into the AFMS, there\'s possibilities that the field can
just add a signature block at the bottom and do a print screen and we
can actually send this information in as a receiving report. Anyway,
that\'s one of the things we\'re going to be looking at.

\>\> G. Rush: The disposal unit also asks for it at the end of the
lifecycle when we\'re reporting it. So by having it up front, hopefully
you will only be asked for it once.

\>\> J. Crews: I\'m going to go ahead and move through this a little bit
quicker now. I\'m adding some of the additional information down here at
the bottom. I\'m adding the transmission, the wheel drive, moving right
along, the brakes, they\'re antilock, the number of cylinders is 8. The
upholstery is cloth. The spare tire carrier is exterior. I\'ll select
that. Then the last part of the entry is on the accessories, I\'ll go
left to right here. It has air conditioning, power steering, power
windows, and as you can see, I\'m quickly clicking on each those. It
checks those. It has a towing package. AM/FM radio. Got to have
something to listen to out there, don\'t they?

\>\> G. Rush: Put a CD player in it.

\>\> J. Crews: Power mirrors, rear window defroster, and some of the
other important areas would be like a skid plate and let\'s say an
auxiliary transmission cooler here. So I\'ve completed the accessories
part of it, and, again, this is really critical to the reporting of our
vehicles, and I\'m going to scroll back up to the top, back up to the
save vehicle description and accessory data. And I got an error message
back. Vehicle description information successfully updated. So I\'ll go
ahead and select okay.

\>\> G. Rush: This is critical on the disposal end, too.

\>\> J. Crews: So in the next area I would like ‑‑ once I\'ve added that
record, I would like to go ahead and go into the query change, because
the query change allows you to validate exactly the information that you
put in on that particular record. So go down here to the left here and
select query change. As you can see, it comes up with my default report
and state office here. So I can either add the record in directly or
submit the query and get all the records that are currently listed under
me. So let me just add ‑‑ initially I\'m just going to add the record
that I put in. Hit submit query. And you can this is the vehicle master
display, and this is the type of information that we\'ll be recording on
every vehicle. Again, the license tag, standard item number, the class,
the reporting state and office. I\'m just going down the list here. The
ownership code, it\'s BLM owned. It\'s not a GSA lease. The add date
that we put it in the system, which is today\'s date. The model year.
The gasoline type. The meter reading. And then if you look at the VIN
number, it looks like I put that VIN number in incorrectly. I should
have had two Z\'s at the back end, and I need to go in and change that.
We\'ll go ahead and do that, and that\'s a very quick and easy process
to do that. I\'m going to move up to the top and where it says update
vehicle, I\'m going to go ahead and select that, and as you can see, it
brings back the top part is information that is ‑‑ that you can
basically not change, because once you\'ve established a class, the
field will not have the ability to go in and change the class. That
information is provided by the operations staff, the fleet operations
staff. But down below here under master data, everything in the white
here you can actually go in and change. So we want to come down to the
VIN number and I\'m going to actually change that and put two Z\'s in
there because that\'s what it should be. Then I\'m going to look over
the rest of the information. It looks like everything else was okay.
Again, at the bottom here is some other features. You can update the
vehicle description from down here if we wanted to go in and actually
change some of that vehicle description data that we put in. Just to the
right of that you can update Field Office comments. So again, I just
wanted to mention those features are available. Now we\'re going to go
back up to the top here and save those changes. You can see we got an ‑‑
or a message back \"vehicle has been updated.\" I\'m just going to click
okay, and then it bounces back to the original vehicle master query
screen.

\>\> G. Rush: Oh, great.

\>\> J. Crews: Okay. Now I would like to show you the GSA add feature.
I\'m not going to go through each of these data fields. I\'m just going
to point out quickly at the bottom a couple of them, couple of data
fields that are actually different. If you go down and look at the
bottom here under GSA region, when you actually go and lease a GSA
vehicle, they provide you a sheet, a form, that transfers and shows you
what the data is in regards to the GSA region. It will also show you the
GSA use rate. And then over here at the right you will also be entering
in the GSA monthly rate. So those are basically the only differences
between adding a BLM vehicle and adding a GSA vehicle. The rest of the
information we want to basically record as the same. You won\'t be
entering in the additional description information on a GSA lease
vehicle, though. The next area I would like to cover is the delete GSA
vehicle function. I think this is a new feature for the field office.
You\'ll actually be able to go into the system once you\'ve turned it in
and delete a GSA vehicle. You\'ll no longer have to send that into the
Operations Center. So let\'s go ahead and move over here to the pick
list here. It says enter the license number, or you can actually pick it
from the list. In my office location I currently have two GSA vehicles.
I\'m going to go ahead and select the first one here. Once I\'ve entered
that, I\'m going to go up to the top here, and where it says \"delete\"
I\'m going to go ahead and hit \"delete.\" It comes back with a GSA
vehicle delete confirmation information, and basically it\'s saying, has
the GSA 1152, the vehicle termination, been received from GSA? And if
this user says yes, he\'s turned it in, then he goes ahead and enters
yes here, and you can go ahead and delete the vehicle. If you haven\'t
received the termination notice, then the transaction is not going to
process. We\'re basically trying to put in a check and balance to make
sure that the vehicle has actually been terminated and the proper form
has been received from GSA. So I\'ll go ahead and delete this vehicle
now. It gives me the message this vehicle has been deleted.

\>\> G. Rush: Great. So do we have any other questions from the field so
far? If so, now is your time to call in. Actually, any time is your time
to call in.

SEGMENT 2: Logon & System Transactions

\>\> G. Rush: Why don\'t we just move right along to segment 2. Jim, you
are going to show them now how to add or repair a record, query the
record, you are going to query multiple repair records, describe edit
capabilities, which is pencil versus notepad icon, transfer BLM
vehicles, you will process monthly utilization, which is what our field
will be doing, right?

\>\> J. Crews: That\'s right.

\>\> G. Rush: Why don\'t we go on.

\>\> J. Crews: As Gwen mentioned, we\'re going to add a repair
maintenance record.

You can see I\'m going to scroll over to the left here and hit the
repair/maintenance activities module, and it brings me up into the
screen that\'s currently showing at a BLM repair and ‑‑ add a BLM repair
and maintenance record. I\'m going to go ahead and do that. You\'ll see
that it\'s a very quick process. You want to put the meter reading at
the time the repair was accomplished. Here in this dropdown, if we move
over a little bit, we can see there\'s three different types of
activities we\'re trying to record. You can either record scheduled
maintenance, unscheduled maintenance or you can record a repair
activity. In this particular case I want to record a repair activity. So
I\'ll go ahead and select repair. I do want to put the date it was
accomplished. So I\'m going to go ahead and put today\'s date in. We\'re
going to start recording the amount that the repair was actually ‑‑ the
total amount that the repair was. So in this case it was \$750. And once
you put in that dollar amount, it gives you a warning message. This is
something that we\'re looking at how we can create authorization numbers
for certain levels of repair, and at this point it\'s a BLM policy
issue, fleet management policy issue, and it hasn\'t been fully defined,
so all I can say is more information to come later as it relates to
certain dollar values and authorization numbers, and the authorization
number field is just right below this. So at this point I can just fill
in just basically any free text information. It does require that you
fill in 16 character positions. The next field down below that is the
shop/facility that the work was actually accomplished. As you can see,
it does have the asterisk up here, so it\'s an optional field, but it
does make sense to go ahead and record that information. So I\'m going
to type in Joe\'s auto body shop. Down at the bottom here you can see
there\'s different types of actions that you can select. The vehicle
repair/maintenance work codes is what we\'re referring to them as. If
you come over here to the left we want to indicate everything that was
actually performed as far as the repair on that particular vehicle. So
in this case let\'s say it was the exhaust system, and they also looked
at ‑‑ moving over to the next field, they also looked at the belts, and
that\'s what ‑‑ that\'s the type of repair work that was actually
accomplished. So now that I\'ve filled those out, I\'m going to move
back up to the top and I\'m going to hit save, and it gives me the
message, repair maintenance record has been added for vehicle 666000.
I\'m going to go ahead and hit okay. Now if I want to go back and
actually validate that entry, I\'m going to go up to the top here, and
it says go to repair/maintenance query. I can put that tag number in.
Back up to the top. Submit query. And you can see, there\'s the
information that we just added. It gives you from left to right here.
You have the ability to delete this record entirely if we made a mistake
or we duplicated the record. You could go in by using the trash can
here, click on that, it would actually delete the record. If I wanted to
actually edit the record, I would click on the pencil icon and I could
go in and edit this particular record. Going from left to right, you can
see it allows you to ‑‑ it identifies the user ID that put in the
information, the date it was accomplished, the meter reading, the amount
of the repair, the type of work, it was a repair, it wasn\'t scheduled
or unscheduled maintenance, and here\'s the work that was performed,
belts and exhaust system. So, again, like I mentioned earlier, this kind
of takes that vehicle folder and history folder on repairs and
maintenance out of the desk drawer and moves it back into the systems
environment where more people can actually review and validate what type
of repairs and maintenance are actually being accomplished.

\>\> G. Rush: That will be great. I was just going to ask that question
myself. When it comes time to dispose of the vehicle, that\'s really,
really valuable information. So that\'s great.

\>\> J. Crews: I\'d also like to point out here in the middle, the way
this is going to work, it\'s initially all set to 0s as far as the
repair cost and total cost in this module, and once you add records in,
it will actually go in and provide totals that are accurate. Now, there
is an issue with the master repair cost year to life figure and it\'s
just an issue we\'re going to have to work through. But I think in most
cases when people sit down and look at it, they\'re going to try to get
as many repair and maintenance records they can put in the system in the
system. As an example, David Carroll from the Operations Center was nice
enough to go ahead and put some in. So I\'m going to take a look at what
David entered real quick. I\'m going to go back up here to the left and
select a new office and select David\'s office BC600, go back into the
repair/maintenance activities, back up to the top. I\'m going to go back
into the query. What I\'m going to do is, if you don\'t know the
specific tag number, you can also put an I tag for BLM and an asterisk
for a wildcard. I\'m going to go ahead and put a wildcard on that. Move
up to the top here to submit the query. This shows you all the different
interior BLM license tags that have repair and maintenance information
updated, and you can see there\'s different information on the query
screen than there is in the initial record.

\>\> G. Rush: And these repair and maintenance records just keep
building, as you have new repairs and maintenance, they build and build
and stay with the vehicle?

\>\> J. Crews: That\'s right.

\>\> G. Rush: Great!

\>\> J. Crews: Okay. Before I get out of this screen, I would like to go
ahead and go over the edit and query features. I think I made reference
to them fairly quickly earlier, but if I wanted to actually edit this
repair record, the one that\'s down here at the bottom, I go into the
pencil icon and select it, and you can see by doing that it shows the
complete ‑‑ all the records that have been actually input on that
particular vehicle. Now I can go in and actually review the full history
of the type of work that\'s been accomplished, and if you go over to the
right here, right there under type of work, you can see here\'s the
repairs, here\'s the scheduled maintenance, and it just ‑‑ it goes down
from there.

\>\> G. Rush: We\'re going to talk now about the process of monthly
utilization. I\'m sure this is what everyone is really waiting for.

\>\> J. Crews: Well, if I move over into the left side here in the
module under miscellaneous functions is the process monthly utilization.
So I\'m going to go ahead and select that feature. You can see it brings
up just like in the older system the first vehicle record automatically
for you. What you might notice is that we\'ve streamlined the
requirements and that there\'s only ‑‑ there\'s only one, two, three ‑‑
three mandatory fields that are required, if you have exception cost
coding you can enter that information in, but ‑‑ anyway, if you remember
before, we had a screen where repairs and maintenance were in ‑‑ under
monthly vehicle utilization, and like I\'ve indicated earlier, repairs,
you can go in any time in the system and add a repair record. So that\'s
not really necessary. So we determined that we could go ahead and
streamline this activity to make it a quick and simple process for the
field. Let\'s go ahead and update this record here. Days used is the
same we were recorded before. Every day the vehicle is out we want to go
ahead and identify the activity. Trips taken is a new field. That\'s one
I mentioned was tied into the IG comments. More information will be
coming out on that later. So we can put a zero in that field. The number
of gallons, you\'re going to take your receipts and add up those gallons
and ‑‑ let\'s go ahead and put 22 in. Here I have the next field, again
an optional field, over here at the asterisk, enter exception cost
coding. It\'s done the same way as what we did before. If you enter a Y
here, and then go up and save the record, it will scroll you to the
exception cost centers screen where you can add that information in.
I\'m not going to add an exception record in at this time. I\'m just
going to go up to the save button and hit save. It\'s quick. I\'ve just
entered the utilization for that particular record. You also have the
capability if you move over to the left here, if you don\'t have the
paper work on that particular vehicle, you can do a skip function. So ‑‑
in this example, I\'m going to go ahead and skip this vehicle. Same
thing with this vehicle. Here\'s our forklift. I did want to show one
example of putting exception cost coding in. This was probably not a
good one. After you\'ve gone through and completed them all, you\'re
going to get a notice, all utilization reporting has been processed for
October. Well, this is just ‑‑ that\'s the kind of notice you\'ll get
once everything has been completed. If I actually go back in here,
here\'s one of the vehicles that I skipped. I\'m going to quickly go
ahead and add the record just to show you the exception cost coding that
can be entered. You can see here we\'ve actually got a nice new feature.
This is a dual fuel vehicle, and so we\'re bringing up both the gasoline
gallons and then the we would like to start tracking what E85 gallons
were actually used. So you can actually enter in regular gasoline in one
entry and the second data field would be gallons attributed to E85. I\'m
going to enter a Y for exception cost coding. I\'m going to move up to
the top here. Save the record. It\'s going to bring me new screens, and
again this is exception cost structures and it works just the same way
it did before. The usage is either in miles or hours. So I\'m going to
go ahead and add an exception record, and the exception is going to be
200 miles for that particular vehicle. So the charges will be applied
towards this budget/org and program. Move back up to the save feature.
And I\'ve got a message, exception cost structures have been inserted.
I\'m going to go ahead and hit okay. Basically what\'s going to happen
is when utilization reporting is over, and we process the month‑end
activity, those are the cost structures that the vehicle charges will be
assessed to. It acts just the way it did before in the old system.

\>\> G. Rush: Great.

\>\> J. Crews: That kind of concludes the utilization reporting.

GUIDEBOOK OVERVIEW

\>\> G. Rush: Welcome back. So what do you think so far? Pretty
impressive, huh? While everyone is getting settled back in, Jim, why
don\'t you give our viewers a quick overview of the guidebook.

\>\> J. Crews: Okay. I have this brought up here. It\'s the BLM
Automated Fleet Management System Field Office users guide. Let me go
ahead and scroll down here. You can see basically here\'s the index and
it\'s in a .PDF format which means you can electronically click on a
different area you would like to go to and it will automatically take
you to that particular area. So if you had a question about that BLM add
and you wanted to go back and look at those data fields that were
specific to that transaction ‑‑ let me see if I can get to it here. I
must have passed it here. Here\'s the BLM add. You just come over to the
topic and click on it. It\'s topic number 5. Like I mentioned, the guide
is basically broken down into 20 different topics. At the back it has 43
different illustrations, and the index numbers that tell you which ‑‑
that refer you back to the page number for that particular illustration.
But at this point I\'m going to go ahead and click on add BLM vehicle,
and you can see that the .PDF version will automatically bring you back
to that particular screen, and if I scroll down just a little bit to get
it all included here, you can see that each screen has been populated
that the data field requirements that are required to actually process
that particular transaction. So I\'m hoping the field will find this
very useful.

\>\> G. Rush: I\'m sure they\'re probably relieved, because if they
thought that they had to remember everything we were telling them this
morning, they were probably sweating it out. So if you have other
questions, you know that there is a guidebook out there for you.

SEGMENT 3: Queries and Reports

\>\> G. Rush: Now we\'re ready to get into our third segment where Jim
will demonstrate how to perform queries on requisition transactions,
disposal transactions, historical transactions, generate online reports
and other reporting. Jim?

\>\> J. Crews: Let me go ahead and log back into the system here. I\'m
going to click on start training. Again, it brings me back to the office
location. I\'m going to select BC650. It\'s my unique reporting
location. I\'m going to come over to the left here and scroll the bar
down here, and you can see, this is the section that we\'re going to
cover. It\'s the query records and transactions. The first thing I\'m
going to do is go ahead and query on the requisitioning records. So I\'m
going to go ahead and select that module. It brings me up to the vehicle
requisition query screen, and as you can see, there\'s various ways we
can actually go in and perform this query. I think in most cases most
people are going much to the agency order number. So they\'ll go in by
agency order number to pull this information. So in this example, I\'m
going to go ahead and enter in an agency order number. Submit the query.
You can see it returned the information up here at the top on the
left‑hand side is the agency order number. Right down here below it is
the order date. This order was actually generated March 29th of 2007.
Here\'s the ‑‑ down below is that the purchase order number or RPN order
number. Down below that is the requisition number. Down below these
fields here is the vehicle license. This is actually the new vehicle
that is being ordered. That\'s the tag for the new vehicle. Just down
below that is the tag number for the replace vehicle. So you can see
this is a lot of great information that the field will not have to enter
but you\'re going to have the ability to come in and actually query
against this, this query section, and I think you\'re going to have a
lot of ‑‑ be able to get a lot of good information on the asset, when it
was actually ordered, the purchase order number, and basically what
we\'re \'trying to create is one‑stop shopping where instead of having
to go into auto choice, hopefully you\'ll be able to come in to the new
AFMS and actually obtain the information there. If I wanted to do the
query by vehicle license number ‑‑ why don\'t I go ahead and show you
that feature. I just move back up to the top, do a new requisition
query, select that feature, come down here, and the license tag field ‑‑
I put in the tag number, and that\'s the tag number for the new ‑‑ the
new asset that\'s being ordered. Submit the query. Again, it comes up
with the same display. Pretty nifty features. I think everybody is going
to like that once they get used to working with that.

\>\> G. Rush: Definitely.

\>\> J. Crews: Now I would like to go ahead and go into the query
disposal records area. Actually, before we do that, we\'re going to
actually dispose of a record, and to do that I\'m going to go ahead and
log out of the system, and Gwen has a separate permissions, and I\'m
going to go ahead and log back in under her ‑‑

\>\> G. Rush: So the field is not going to be able to delete these, just
the disposal unit at the business center ‑‑ NOC. Oh, I said it.

\>\> J. Crews: That\'s correct. What we\'ve done in the disposal area is
we have now the capability to bring all this information forward like we
had talked about earlier, all the additional information, descriptive
information that we had talked about in adding with a new vehicle. All
of that will be carried forward when we actually do the disposal
processing, and I\'m going to actually demonstrate that feature, but
we\'re going to go ahead and do a delete real quick and then go into the
disposal module. So I\'m going to come down and actually click on the
delete vehicles module here. This is a very straightforward screen for
Gwen and Sherry to use.

\>\> G. Rush: What we\'ve done in the past when available reports came
in, Sherry Johnson, I know all of you know Sherry, she is the one who
looks to see if we have complete information, and once she does, then
she gives a copy of that ‑‑ or gave a copy of that to Judy Reck in our
office to remove it from the AFMS. That stops your fixed ownership
rates. So now we do this with just one little transaction with what
Jim\'s doing.

\>\> J. Crews: That\'s right. So let\'s go ahead and actually perform
the delete function. I\'ve entered the tag number here. I\'m going to
confirm the vehicle delete, select that. It\'s going to pop up the
information on this particular vehicle, the license tag, the current
reporting state and office, the physical location, like you had
mentioned, you want to know physically where that\'s located when it
comes down to actually selling it. That can alter how we advertise
and ‑‑

\>\> G. Rush: Right.

\>\> J. Crews: Then the standard item number and class code for that
vehicle is also identified. We\'re going to go ahead and click on ‑‑
delete this vehicle here, and it quickly pops up with a screen I666000
has been deleted. I\'m going to go ahead and hit okay.

\>\> G. Rush: Meaning it\'s been deleted from active status.

\>\> J. Crews: That\'s right.

\>\> G. Rush: It\'s not just going away.

\>\> J. Crews: It\'s still within the inventory, but technically it\'s
moving into the disposal processing at this point. I\'m going to go
ahead and log back out, log in here under Gwen, because I want to go
back in as a field user to show you the features currently provided for
our Field Office. Again, I\'m going to select BC650. At this point, I\'m
going to go over to the left‑hand side, and where it says query disposal
records, I\'m going to go ahead and select that. Now I\'m going to go
ahead ‑‑ it brings up the AFMS disposal query, so I\'m going to go ahead
and enter that I tag. Move up to the top. Where it says submit query,
click on that section. And you can see the vehicle ‑‑ basically we
brought in ‑‑ added in this morning and have now deleted is now in the
disposal process, and all the information, the license tag, the
location, if we could scroll over to the left here, the class code ‑‑
there we go. Model‑year, manufacturer, VIN number, all that information
has been brought forward to the disposal record and for disposal
processing. Now, from the field perspective, you can only query this
information, but if we were back in Gwen\'s section, she would actually
be updating the next steps, which would be the available property report
number?

\>\> G. Rush: Right, Sherry at this point will take the available
property report number and verify the information, same as we do now,
but every time you go in and query any changes that we make, you\'ll be
able to see that as well. So that means when we sell the vehicle on eBay
or sell it to a rural fire department, you can go in and see exactly
what the proceeds were, all of that information, which currently is not
available unless you ask us. You can just go in and see yourself.

\>\> J. Crews: Right. Looks like you\'ve also got some service charge
fees and credit card fees. I wouldn\'t guess that most people would
actually know specifically what those were, would they?

\>\> G. Rush: I don\'t think so. When we sell a vehicle, you\'ll be able
to see ‑‑ well, you know what it sold for because you see the sale
document, but what you don\'t know is what we are being charged for
that, what fees are coming out, and what the WCF manager and the fleet
manager is interested in, the bottom line, what BLM actually deposits
for that vehicle. So all of this is available to you. You can see just
exactly what we have credited.

\>\> J. Crews: Again, this is what you\'ll be seeing. I\'m going to log
out of this real quick and get back in as Gwen just to show you the
features in processing. Let me quickly just show you, if we go back into
the query change disposal record section here, enter the vehicle
license, move to the top, submit the query, this information is brought
up and Gwen will actually be moving and actually updating this
information. I\'ll move to the top. I select update. And you can see
everything in white that comes up can be updated. What I wanted to also
show you was that a really neat feature that we\'ve incorporated was all
that additional descriptive information, remember, that we recorded
earlier, we\'re actually going to generate that, and so that information
will not have to be rekeyed. So let\'s go ahead in this section here,
generate remarks and accessories, I want to click on that, and you can
see that that information is automatically populated into that screen.
Totally eliminating the data entry that you would have to do on that.

\>\> G. Rush: Now you know why I get excited about this, because
currently this is a manual process for us at the NOC. So this is
terrific. All of this information comes over. We just need to verify it
now. So this is really exciting.

\>\> J. Crews: That kind of concludes the disposal area. Let me quickly
get out of this.

\>\> G. Rush: Jim, if we have questions coming in, I\'m just going to
hold them until we get through some of this ‑‑ and then I\'m going to
get to the questions, if that\'s okay. If that\'s okay with you in the
field. So if you\'re calling in, hold that question.

\>\> J. Crews: I know we\'re running short on time, so let\'s continue
ahead here. We just covered the query disposal records. Now I\'d like to
go ahead and move into the query historical transaction records feature,
and earlier there was a lot of discussion on transfers. Let\'s go ahead
and go to that section. When I click on that, it brings up the vehicle
master transaction query section. Again, you can either enter an I tag
here or you can actually do an all transaction. When I click this open,
I can either identify all transactions on this particular vehicle, add,
changes, transfers, or deletes. So initially I\'m just going to go ahead
and do an all transaction and bring up everything that\'s in my
reporting state and office that we\'ve been working on this morning. So
I\'ll move up to the top here and do a submit query. You can see
there\'s the last transaction that we actually accomplished, and it was
the deletion transaction by you. Anyway, it\'s pretty straightforward.
It gives you the transaction date. It gives you the tag number moving
across the top. It gives you the action that was actually performed.
Here we are. Again, that action was a delete. And it gives you the
log‑in user I.D., which was Grush. If I scroll down a little bit, down
here in the middle here where I\'ve got my cursor, there\'s where we
changed the VIN number. Remember we added two Z\'s to the back end of
that value? So it recorded that. Shows the old value, then it shows the
new value.

\>\> G. Rush: So any updates, changes, revisions, all go in. This is
really good.

\>\> J. Crews: This last area was actually the add function that we
performed, and it shows all the data elements that were added, and
that\'s another way that somebody can quickly look and visualize what
that master record actually looks like. So it\'s really a nice feature.

\>\> G. Rush: Oh, it is. So when you say cradle to grave, you meant it.

\>\> J. Crews: OK. Well, that covers that area. Let\'s go ahead and look
at the online reports. If you move over to the left here on the menu
section you\'ll see that there\'s two reports that are listed here. I\'m
going to go ahead and select the class report. What we\'ve done is we
put the class report online, which I think is going to be a real benefit
to most of our AFMS users. The class report, if you go left to right
here, has the class code and then it has a description, and then moving
right along you can actually look and see what the use rate is for that
particular vehicle, the FOR rates. One of the new features we\'ve added
to the table, and I\'m going to keep scrolling to the right is the FA
catalog code. That lets us cross reference the fixed asset catalog code
information with our AFMS classes, and we\'re finding that\'s going to
be very helpful for our operational folks.

\>\> G. Rush: So as classes change, then also it will change on the
system, and any time you look up this report you have current
information, right?

\>\> J. Crews: That\'s correct. The access to this table will be limited
and we\'re just ‑‑ I think we\'ve set up a process to where the
information will come out of the ‑‑ from the fleet staff over to Pat Fay
over in the Accounting Department. Pat will be updating this table.

\>\> G. Rush: So I can recycle my paper at my desk?

\>\> J. Crews: Anyway, it\'s a new online report feature, and I think
everybody\'s going to like that new feature. The next report I would
like to drill down into is the Standard Item Number Report, and I\'ll
scroll down a little bit. As you can see, these are the standard item
numbers that have been assigned by GSA for the particular assets that we
manage. The SIN description is different than our BLM class
descriptions, but they\'re pretty close. They\'re very similar. And I
think it\'s going to be a benefit to have both the BLM class description
and the standard item number description from GSA. So that\'s one of the
reasons why we put this report online.

\>\> G. Rush: That will be great, especially since some of us have a
very small world. I usually stick to disposal. When you have several
different things like this, it really does help. Then we know where the
information is coming from.

\>\> J. Crews: As I mentioned earlier, we\'re going to continue to have
our basic reports in the Management Information System. I think we\'ve
got probably seven or nine reports out there now. They\'re the most
heavily used reports with Brio query capability. We will continue to
have the text reports out there as well. So initially out of the box,
this is what we\'ve come up with, and I don\'t think the field will have
any problem with that continuing to access reports out on the management
information system.

QUESTIONS & ANSWERS

Jim, before you go on, we have a question from California about the
warranty date and confirmation. Hold on just a second. California, do
you have a question? Hello ‑‑ did I hang you up? California, do you have
a question?

\>\> Caller: We\'re having trouble with the push‑to‑talk, so I had to
call in. I don\'t know if other offices are having that same problem.
But I have quite a few questions, but I\'ll just ask two right now.

\>\> G. Rush: Donna, move back from the speaker just a tad.

\>\> Caller: It\'s these microphones I\'m trying to get rid of because
I\'m on the phone. The first one on the warranty date, Jim, can you go
back to that screen?

\>\> G. Rush: Donna, turn down the volume on your broadcast.

\>\> Caller: Is that better?

\>\> G. Rush: No, you\'re still echoing. Turn don\'t some.

\>\> Caller: We are.

\>\> J. Crews: Donna, if I heard you right, you wanted to go back to the
warranty date?

\>\> Caller: Yeah, you had put in today\'s date as the warranty date.
Are you saying you want us to put the date received as the warranty date
or the expiration of the warranty?

\>\> J. Crews: It should be the expiration of the warranty. So let me go
back and take a quick look at that. I\'m going to go into the query
change ‑‑

\>\> G. Rush: Good one, Donna. It\'s the date the warranty ends, not the
date it begins.

\>\> Caller: That\'s how we have been entering it here, but I just
wanted clarification on that one.

\>\> J. Crews: I should have put in 2011 is actually what should have
been entered.

\>\> Caller: \'10.

\>\> J. Crews: Again, I can go up to the update vehicle.

\>\> G. Rush: Thanks, Donna, we get our first change.

\>\> J. Crews: Go back into the field, put in 11. Back up to the top.
Save changes. Vehicle has been updated.

\>\> Caller: And my second question, I think what I\'ll do is just
e‑mail you the rest of the questions. This is really kind of irritating
for me, but are we able to edit this data at all times during the month
are we restricted to input during certain days like old AFMS?

\>\> J. Crews: We still have the four‑day utilization window, and so I
guess the answer is, yes, the system will be down for those four days,
but the rest of the time period, the system will be up. An example of
being able to actually update information, repair information, you can
basically go in and put at any time. It\'s no longer a feature of the
monthly utilization update. So we\'re trying to make the system
accessible to field users as much as we can, but we do still have a
four‑day window processing period.

\>\> Caller: All right.

\>\> G. Rush: Thanks, Donna. Thanks for your question.

\>\> Caller: Bye‑bye.

\>\> J. Crews: Any other questions?

\>\> G. Rush: No, let\'s move right along.

\>\> G. Rush: Whoa, Jim, sorry. We got one question from the field. Hold
on just a SEC. Is that line 2? Hi. Do you have a question for Jim? Wrong
line.

\>\> Caller: Until after they\'ve reported utilization in the month
it\'s been deleted or else the system won\'t create the obligation to
pay the bill.

\>\> G. Rush: Tom, would you do me a favor and repeat the question. I
pushed the wrong button.

\>\> J. Crews: Tom is our operational fleet manager.

\>\> G. Rush: Would you start over, Tom, I\'m sorry.

\>\> Caller: Everybody should know they should not delete the GSA
vehicle record until after utilization has been record in the month that
it\'s being deleted or else the system won\'t create an obligation to
pay the bill for that period of usage.

\>\> G. Rush: Great. Good point. Thank you. I don\'t know if everyone
understood that or not. I mean, before. So thank you for bringing that
up.

\>\> Caller: Okay.

\>\> G. Rush: Thanks, Tom.

\>\> Caller: Bye.

\>\> G. Rush: Do we have another question?

\>\> Caller: Hello? This is me. On fire vehicles on the monthly
maintenance, are they recorded in hours or miles? I noticed on the
fields it celled miles.

\>\> J. Crews: Well, it should be ‑‑ basically however you were
recording it before, we\'ve used the same parameters. If the asset
should be recorded in hours, then we\'re recording it in hours, but in
most cases our vehicles are recorded in miles. They would be recorded in
miles. So I would say that\'s ‑‑ that\'s what we had in the old system
is currently what we\'ve set up the new system.

\>\> Caller: Thanks. Because they give me both on fire engines.

\>\> G. Rush: Oh, okay. Great. Thanks so much, Idaho. Did that answer
your question? I think so. Okay, Jim.

\>\> G. Rush: While we\'re on type of work, we have a question from
Winarda in California. Her question is on unscheduled maintenance. Are
you there?

\>\> Caller: I am, Gwen.

\>\> G. Rush: Go ahead. Ask Jim.

\>\> Caller: Okay. My question is: when you do an unscheduled
maintenance, do you have an opportunity to do a comment as to why
you\'re doing an unscheduled maintenance?

\>\> J. Crews: Good question. Let\'s go back to that add screen here. We
don\'t have a comment section on the add feature. Let me go back to the
query here. Well, currently I don\'t believe that we set up the comment
field. If you go back into the master record, we have comment fields.

\>\> Caller: The reason I was asking is sometimes when you have vehicles
out on fires, they come back in, you do a maintenance that\'s outside of
its regular scheduled maintenance.

\>\> J. Crews: Right. Let\'s go back into ‑‑ this record was I422280.
Let\'s go back into the master record here. I\'m going to submit the
query for BC600. Here\'s that tag number. Now, down here at the bottom
here, you can see there\'s view NBC comments, view Field Office
comments. So it looks like we didn\'t have anything specific to
maintenance, but you could put your comments right here, Field Office
comments. So all the basic modules that have been set up actually do tie
back to the vehicle master. So to answer your question, go back to the
vehicle master and I think you\'ll be able to find a comment field that
you can enter that type of information.

\>\> Caller: Well, will that tie it back to a specific repair?

\>\> J. Crews: Well I\'ll have to look into that. Your question is good,
and that may be a future require. That we may need to look at. So we\'ll
make a note of that and we\'ll get back to you.

\>\> Caller: Thank you.

\>\> G. Rush: Thank you. I already made a note, Jim. So we\'ll do that.
Thanks. On line 2 we have a question from Ike ‑‑ oh, Ike\'s not ready
yet. Okay. Well, let\'s move on.

\>\> G. Rush: I think ‑‑ we have a question from Frank in Phoenix on
transferring vehicles. Hi, Frank.

\>\> Caller: We\'re having a hard time using this push‑to‑talk, so I got
pretty lucky to get on the phone here. But I do have two questions in
reference to the transfer module: the first one ‑‑

\>\> G. Rush: Frank, before you start, turn the sound from your TV down.

\>\> Caller: Thank you. Let me step away from it here. Is that better?

\>\> G. Rush: Can you turn the sound off or way down?

\>\> Caller: Okay.

\>\> G. Rush: Because we\'re hearing you on the phone and TV.

\>\> Caller: How about now?

\>\> J. Crews: Much better.

\>\> Caller: My first question is transferring every vehicles. I assume
this is only interior vehicles, not GAS ‑‑ GSA, right?

\>\> J. Crews: That\'s right.

\>\> Caller: Because GSA vehicles have to be handled by each appropriate
GSA agency. The other question is, when we\'re transferring the interior
vehicles, how do we transfer the credit cards? Are we doing the same
thing?

\>\> J. Crews: My understand is that the credit cards could be
transferred from the national operations center. So ‑‑ but again, that
will be some more policy that\'s going to be issued out from the fleet
management office.

\>\> Caller: Okay.

\>\> G. Rush: Did that answer your question, Frank?

\>\> Caller: Yes, you did.

\>\> G. Rush: Thank you for calling in.

\>\> Caller: Thanks.

\>\> J. Crews: Do we have some more questions?

\>\> G. Rush: Actually, Ruth from Monticello is on the line. Hold on.
Let me get Ruth on. Good morning, Ruth. Hello, Ruth. Ruth, hi.

\>\> Caller: Okay. I just want to know, a lot of our programs when ‑‑ if
I put in that I\'m transferring it, say, to our Moab office, do I also
say that they receive it or do they come in then and say, yes, I have
it. Is it a two‑office system or is it all handled from the sending
office?

\>\> J. Crews: Good question. Rites right now it\'s strictly handled
from the sending or losing activity. You know, ideally we would have
liked to have had something like what we had in fixed assets where the
gaining office would actually come in, do an acknowledgment and then the
transaction would process. But initially in the first design, this is
what we\'ve got set up. So we\'re just going to have to communicate to
the Field Office people on what we\'re trying to accomplish and then
work it the best we can.

\>\> Caller: Thank you.

\>\> G. Rush: Did that answer your question?

\>\> Caller: Yes, it did.

\>\> G. Rush: Great. So before you say someone got it, you better make
sure they got it. Right?

\>\> Caller: Definitely.

\>\> J. Crews: Right. When I show you the ‑‑ in the historical
transaction area, I can ‑‑ I\'ll be demo'ing it a little bit later and
we\'ll see some transfers we\'ve actually accomplished and it will show
the user I.D., the date and time that action was done. So I think we do
have a mechanism to hold people accountable for transactions that maybe
should not be appropriately accomplished.

\>\> G. Rush: That\'s the good part. They\'ll know who you are. Thank
you, Ruth, for your question.

\>\> Caller: Thank you.

\>\> G. Rush: Jim, do you still have more on the transfers?

\>\> J. Crews: Um\... did we get that vehicle transferred? I think we
did.

\>\> G. Rush: Okay. Well, before we go to break, we have time for a
couple of quick questions. We have Karen on the line from Lake Havasu.
She has a question. Karen?

\>\> Caller: Hi, Gwen. Mine goes back to the transfer. When somebody
transfers a vehicle to another unit, does all the information go with
that or do we have to reenter the information?

\>\> J. Crews: All the information will transfer over. What you\'ll need
to do is you\'ll need to put in a new cost structure because initially
it will default a default cost structure, but basically you\'ll need to
go in and add the new cost structure, but everything else, the record
will go over into the new reporting office and you\'ll be able to access
it and work with it just like you would any of your other ‑‑ your other
vehicle records.

\>\> Caller: Thank you.

\>\> G. Rush: Thank you, Karen. We have a question now from Eddie in
Phoenix. Eddie? Good morning.

\>\> Caller: Good morning, Gwen and Jim. Two questions: one, will the
fuel type automatically default? And, two, will we have to put the
number of passengers per trip?

\>\> J. Crews: No, the fuel type will not automatically ‑‑ well, are you
asking specifically in the utilization screen?

\>\> Caller: Yes, will it change to E85, diesel, gasoline ‑‑

\>\> J. Crews: Right, yes, it will. I think in that one example I showed
you where it had E85, so it will show your regular gasoline and then
your alternate fuel type will be listed as well.

\>\> Caller: Okay. And then we\'re no longer required to report how many
people are in the vehicle per trip?

\>\> J. Crews: My understand is that is not a requirement, but I think
to give you a better answer I\'ll have to get back to you later on that.

\>\> Caller: Thank you.

\>\> G. Rush: That answer your question, Eddie? Thank you. Thanks,
Eddie. We have time for one more call. Sandra in Spokane. Good morning,
Sandra?

\>\> Caller: Hey, Gwen, how are you doing? My question is about the
exception cost code. Basically if you don\'t use a vehicle during a
month and you still want to put an exception cost code, you have to put
like a 1 mile usage when the vehicle hasn\'t moved. Is there any way you
can kind of enhance that to where during that month if the vehicle
isn\'t used but you want to use an exception cost code it can be put in?

\>\> J. Crews: Yeah. That\'s a good point, and I think we\'re going to
have to look at an enhancement for that because I think as you mentioned
the existing design was based on what we had previous, and so excellent
point. We\'ll take a look at that.

\>\> Caller: Appreciate it. Thank you.

\>\> G. Rush: Okay. Thank you for your call. I think we have found the
echo. So hopefully when we come back we will have the push‑to‑talk
feature available again. But at this point, we\'re going to take a
15‑minute break. When we come back, we will present our third AFMS
computer demonstration and take more of your questions. So stick with
us. There\'s a lot more to come. See you in 15 minutes.

Let\'s go ahead and take questions from the field if we have any
questions.

\>\> G. Rush: Dawn has been holding, Donna in Sacramento, has a question
on ‑‑ I\'ll let her ask you. Donna, you\'re on.

\>\> Caller: You guys are a kick. Actually, that\'s a lot better from
before, huh? No feedback. Now I have two questions. I think this program
is going to be pretty slick compared to the relic we\'ve been using. I
do have a question on the reporting queries on the SINs and the BLM item
class. Is there a way to build a side‑by‑side translation table so that
we can just pull up one report and see that a 105C ‑‑ not wanted 5 ‑‑
maybe a 105A equals a 168 class rather than flipping from table to
table?

\>\> J. Crews: Donna, hi, this is Jim. I think what Tom found initially
in the design was that we could not have a one‑to‑one ‑‑ at all times we
could not come up with a one‑to‑one relationship between the BLM class
code and the GSA SIN number. So that\'s why initially we would have
liked to have established it that way, because then we could have
eliminated one of your data entry requirements, but we found we could
not do that. So there is a one‑to‑many relationship between those two
tables but we probably could set something up.

\>\> Caller: This next and last question is on your requisition query
screen. I don\'t know if you want to pull that up now, but you had made
a comment about if you wanted to query by agency order number or license
plate, and you mentioned that a lot of the data is already populated in
there, like the item class, and that was populated by the NOC. Can you
clarify if that\'s true?

\>\> J. Crews: Let me go into the screen real quick.

\>\> Caller: You loaded in the agency order number like the ‑‑ the
description of the vehicle showed up and you said that was ‑‑ that the
field did not need to enter that?

\>\> J. Crews: My understanding of the process is that you\'ll continue
to process your orders through the fleet management staff like you have
in the past. Instead of them taking that information and entering it
into separate databases, it\'s going to be input into this particular
screen, into this module, and once it\'s entered, then you\'re going to
have the opportunity to come in and actually query, and again you can
query by agency order number, the tag number for the new vehicle or the
tag number by the replace vehicle. So that\'s ‑‑ I believe the process
is still the same. The work isn\'t shifting to the Field Office. We\'re
just giving you the capability to go in and perform queries.

\>\> Caller: Okay. I don\'t think I asked my question right. Can you
pull up a vehicle on that?

\>\> J. Crews: Sure. I\'m going to pull the vehicle up by the agency
order number. So I typed in 01740 here. I go back up to the top, submit
the query ‑‑ let me try that again ‑‑

\>\> Caller: I think you deleted it, didn\'t you?

\>\> J. Crews: I may have typed that in wrong. There we go. That\'s the
record that we had up.

\>\> Caller: Now, the data that\'s on the screen where it shows class
and standard item number, is that for the vehicle being purchased or the
vehicle being replaced?

\>\> J. Crews: I would say I need ‑‑ it\'s for the vehicle that\'s
actually being purchased.

\>\> Caller: Then tell me this, if that\'s the data for the vehicle
being purchased, why does the field have to reenter that data when the
vehicle is received, when you\'re adding the BLM vehicle to AFMS, why do
we have to add that data back in if it\'s already populated in there?

\>\> J. Crews: You\'re making an excellent point, and if we can ‑‑
develop and move towards a more integrated system, you\'re absolutely
correct. You go in and do the BLM add and some of this information, SIN
and class, would default into your basic record. So that\'s a good
point. We\'ll take note of that and see if we can\'t work on that
design.

\>\> Caller: Thanks.

\>\> G. Rush: Thank you for the question. Also, our programmer is
listening. So, you got that, Jim? We have another question from BERGAT
in Barstow. Good morning.

\>\> Caller: Can you hear me?

\>\> G. Rush: Yes.

\>\> Caller: I have a question, when you transfer a vehicle, do we still
have to do a transfer in fixed asset?

\>\> G. Rush: Do you want me to take that one, Jim? That part will not
change. In fixed assets, at the National Operations Center in Denver, we
will still do that, and the reason is, these are still two separate
systems, and in fixed assets we cannot remove that from our sort of
accountability until we have the money. Once we have the money, then we
will do that. So that really doesn\'t change. This is just everything,
you know, as far as fixed assets is concerned will remain the same.

\>\> Caller: Then I have a couple more questions.

\>\> G. Rush: Okay.

\>\> Caller: For the repair input, is there a specific limit on
characters? Like it is in FSS?

\>\> J. Crews: I\'m not quite sure I understand your question. Can you
be a little more specific?

\>\> Caller: Don\'t we supposed to enter what the repairs are in a
field?

\>\> J. Crews: Right. I think ‑‑ in the transaction detail I think ‑‑
I\'m not sure exactly what the instructions are as far as how much
detail you can put in FFS, but ‑‑

\>\> Caller: No, I\'m talking about the repair that we have to enter in
AFMS.

\>\> J. Crews: Right. You\'re going to enter the record, and then down
at the bottom I think I showed you where you\'re going to actually get
at the type of repair that was performed, and you\'re going to check
everything that was pertinent to that particular repair transaction.

\>\> Caller: So we just do the checklist?

\>\> J. Crews: That\'s correct.

\>\> Caller: And the last question, on the available report, do we still
have to list, then, the accessories?

\>\> G. Rush: So far we\'re going to do that. Sherry and I haven\'t had
a chance to get together yet. What I would like to see, I see this
system actually cutting down a lot of the paper work from the field. The
physical necessity to go out and verify everything is still there, but
we\'ll get back to actually not just you but everybody out there if we
can simplify this, we sure will. But that\'s a very good point.

\>\> Caller: Okay.

\>\> J. Crews: I think we\'re going to take one more question,
push‑to‑talk.

\>\> G. Rush: Thanks. Do we have any other questions coming in from the
push‑to‑talk?

\>\> Caller: This is Marie Smith in ELKO. My question is: currently we
send receipts, copies of receipts, to Kathy. Are we going to have to
continue to do that for receipts over \$500?

\>\> G. Rush: Marie, just to clarify, you\'re talking about repair
receipts and that type of thing?

\>\> Caller: Correct.

\>\> J. Crews: Currently until we can look through the process a little
bit more and get comfortable with it, we\'re going to ask you to
continue to send those receipts in. If there\'s any way that we can
streamline and maybe incorporate that authorization number and be able
to validate those transactions and then in tourniquet out some of your
requirements in the field, that\'s what we\'re ‑‑ what we\'re currently
after.

\>\> Caller: Well, currently, this month, I will start inputting the
repair maintenance receipts all that into the new AFMS. Will Kathy
LECLERQ have the ability to check to see what\'s in there and the
description and where it was performed and then not have to call me and
say, okay, I need this receipt?

\>\> J. Crews: That\'s an excellent observation. We\'ve had a couple of
meetings with their office, and that\'s exactly what we\'re looking at,
trying to look and validate the repair and maintenance activities
entered into the AFMS, and so some of that workload that you\'re
currently doing can be offloaded. So good observation, and that\'s
exactly the direction that we\'re moving.

\>\> Caller: Thank you.

\>\> G. Rush: Thanks, Marie.

\>\> Caller: This is gale in Reno.

\>\> G. Rush: Hi, gale.

\>\> Caller: Hi. How are you?

\>\> G. Rush: Good.

\>\> Caller: My question is, are you going to flash the website address
for this new program? And will our user I.D.s and passwords be the same
as we\'re currently using as in the old system?

\>\> J. Crews: Good question, gale. Yeah, we\'re getting ready to go
over our final activity schedule, and a part of that is we will be
talking about how to access the training environment and then you will
be using your existing user log‑in I.D.s and we\'ll be providing you a
generic password to actually go into the training environment. So let us
go over that schedule, and I think that will clarify your question.

\>\> Caller: Thank you. I have one more question for you. I still have
concerns about the transfers. In the GSA vehicles, in order to delete a
GSA vehicle, we have to confirm that we have an 1152 for that. However,
with the BLM vehicles, we\'re able to do a transfer to another office
with no existing DI104 that we do now, and I guess I have some concerns
about documentation on transfers should that losing office not
coordinate with the gaining office property manager and the vehicle just
shows up.

\>\> J. Crews: You mention a good point. Those are discussions topics
we\'ve had. We realize we\'re going to have a few bumps, but overall I
think if we communicate clearly with the field and they know what the
expectation is as far as those paper work processing transactions, then
I think we\'ll be okay. But initially we\'ll probably have a few bumps.

\>\> G. Rush: Okay. Any other questions, gale? Okay. Thank you. We have
one other call, Ruth in Monticello. Okay, Ruth. Hi.

\>\> Caller: Hi. Ruth in Monticello, and I have never been able to
figure out in the old system how to do an exception code on repairs for
the vehicle. Will we be able to do that in the new system?

\>\> J. Crews: I\'m sorry, I didn\'t catch the question. Can you repeat
the question?

\>\> Caller: For instance, we had a vehicle and we sent it off with our
law enforcement officer and in the process of her national detail, the
vehicle was damaged. They brought it back and said charge the damages to
Nevada in this case. But I couldn\'t find anywhere when I put the repair
costs in there how to charge Nevada for those.

\>\> J. Crews: I think that transaction is still going to have to be
handled by our accounting ‑‑ in our accounting area. So we\'ll look at
how we may be able to incorporate that in the future system design but
currently you\'re still going to have to contact our accounting
personnel to handle that type of ‑‑

\>\> Caller: It\'s just that when ‑‑ use an exception code for gas or
miles and such, it would be helpful if you could also do the repairs
that way.

\>\> J. Crews: That\'s a good point. We\'ll take a look at that and see
if that\'s feasible. Thanks for your input.

\>\> G. Rush: Thank you, Ruth, for calling in.