New York State Police FleetWave case study released to website

The Challenge

Responsible for the provision, maintenance and management of 4,900 vehicles across 160 locations, the Fleet Management Section of the New York State Police (NYSP) has a challenging role to play in helping keep officers mobile and on the streets.

Supporting NYSP’s fleet operations across 9 regional maintenance facilities with a primary maintenance facility at Division Headquarters in Albany, New York, the NYSP Fleet Management Section was until recently relying on an outdated, 25 year old fleet data system to manage its fleet processes, policy oversight and compliance monitoring.

The Solution

Having researched the fleet management software market by visiting industry trade shows and speaking with peers within law enforcement, NYSP prepared a shortlist of three top fleet information system providers. Chevin Fleet Solutions eventually stood out from the pack, with their web-based enterprise fleet management system, FleetWave® being selected to bring together the disparate processes controlled within NYSP’s mainframe fleet system and their internal fleet messaging system (NYSPIN) into one simple-to-use and easily accessible web-based solution. Having gone live in January 2009, FleetWave® provides the Fleet Maintenance Section’s tactical maintenance management requirements as well as comprehensive fleet oversight and reporting needs while also meeting the mandatory reporting requirements of three additional NYSP Sections and two external agencies (the Office of General Services Insurance Bureau and the New York State Budget Division).

Chevin’s FleetWave® system has enabled the Fleet Management Section to accomplish its original goal of significantly speeding up communication and the exchange of information across the organisation. More importantly, NYSP has now realized additional capabilities that have allowed them to improve vehicle and equipment accountability, fuel tracking and analysis, bulk fuel management for 10 fuel sites across the State as well as integrating commercial fuel card transactions, management and tracking of vehicle orders and transfers, accident oversight and analysis, vehicle preparation, unfitting and installation of electronic components, preventative maintenance scheduling and notification, and vehicle maintenance and repair management

The Results

Since being deployed, FleetWave® has not only improved the speed of fleet management processes, but it has greatly enhanced system accessibility for users across the State, achieved a higher level of data visibility and made the Fleet Management Section considerably more responsive. This in turn has resulted in appreciable improvements to efficiency and accountability.

Emery Dergosits, Motor Equipment Manager of NYSP’s Fleet Management Section confirms:

"Chevin’s software has made it easy to access important information about individual vehicles, allowing us to keep track of services and repairs, keeping drivers safe and vehicles operating at maximum efficiency. We can also track individual drivers and whole fleet mileage, enabling us to monitor costs as well as quickly and easily identify and rectify inconsistencies.

"Data input using FleetWave® has become not just simple, but convenient! The user-friendly technology has allowed users to easily load information from their individual workstations. FleetWave® gives us complete flexibility by permitting us to define the systems and screens that best suit our fleet, right down to the minor details. In addition, the software gives us unlimited options, so we can continually update and enhance our systems to suit our changing requirements going forward.

"We’re thrilled with the results and it has been great working with the people at Chevin. I don’t want them to go anywhere.