City keeping tabs on vehicles 

Closely tracking public employees’ use of city vehicles will begin for the first time in order to crack down on abuse and better manage the fleet to save money.

The City is installing software that will not only track vehicle usage — mileage, gas and time running — but that will serve as a database to ensure proper vehicle maintenance to reduce more-expensive repairs later on. Information gathered will be used to determine how many vehicles are truly necessary.

“We continue to do our best to reduce the fleet in this city,” Mayor Gavin Newsom said at his June 1 budget address. “We still have too many cars under management. And we are going to dramatically decrease the number of vehicles in this system.”

The new software, called FleetFocus, “will enable the department to effectively track city-owned vehicles,” according to Newsom’s proposed budget, which highlighted methods used to reduce government spending. “FleetFocus will permit the department to track maintenance-related issues with vehicles, which will allow better preventative maintenance and reducing costly repairs later. This program will also capture operating expenses such as fuel, oil and licensing.”

The program is expected to be “fully operational before January 2011.” The software costs $105,000, and $180,000 to implement.

San Francisco will join other cities — including New York and Portland, Ore. — that have already employed the AssetWorks software to manage their fleets. The new software does not utilize Global Positioning System devices, but rather tracks mileage, gas and time of vehicles checked out, which The City currently isn’t doing in any comprehensive and timely manner.

“In terms of addressing abuse, the department heads will have information readily available to them,” said Tom Fung, director of the Fleet Management Department. “Our goal is to get all the vehicle information into this database.”

The City’s fleet has 1,591 passenger cars and a total of 2,697 vehicles, which include pickups and vans. With other types of equipment such as trailers and trucks, the fleet has an inventory of 6,881 vehicles or pieces of equipment.

The software is Newsom’s latest effort to tackle the problems long associated with The City’s vehicle fleet. Other cost-saving measures taken recently included identifying more than 500 vehicles that were either old or underused and asking department heads to determine if they still need them.

San Francisco partnered with City CarShare to offer departments an alternative, which could allow The City to reduce its fleet.


Eyes on the road

New software tracks details of use by city employees to identify abuse.

What: FleetFocus software
Cost: $105,000 for software, $180,000 to implement
Why: Track, maintain and better manage city fleet

6,881 Total size of city fleet, vehicles and equipment
1,591 Passenger cars
700 Pickups
174 SUVs
232 Vans

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