Louisville Metro County Government improves organization with advanced data management system

When two government entities were combined, Chevin’s ‘rapid response’ helped them implement a simplified asset management system

louisville government roads

Louisville Metro County Government’s fleet organization was created In January 2003, after the governments of the city of Louisville and Jefferson County, Kentucky combined their government fleet management operations into a single entity to standardize maintenance and procurement practices and bring together multiple facilities.

Today, Louisville Metro County Government operates and maintains a wide range of vehicles and equipment for public works, fire, emergency services and other departments. The portfolio includes some 2,600 licensed vehicles and over 1,300 pieces of equipment.

Improved control

Following 2003’s organizational change, Louisville wanted the pooled fleet to be managed using a single software system that could help improve control.  Anticipated were an ROI from standardized fleet processes across the enterprise; full visibility of all operational costs and enhanced fleet utilization.

After an extensive selection process, Louisville Metro County Government chose Chevin’s web-based FleetWave as the best tool to be used to facilitate lasting, high-quality fleet management processes.

FleetWave’s implementation at Louisville would mean that system administrators would no longer need to access data via the IT department; instead, all the required information would be immediately and directly available via FleetWave to authorized system users.

Real-time data visibility

Fast forward to 2017, and Louisville Metro County Government has been using FleetWave to manage its fleet and assets for more than a decade. The software’s high level of flexibility, including its user-definable screen design, has helped the organization ensure strong fleet management even as vehicle technologies and requirements have changed.

Implementation of the easy-to-use system led to progress in a number of areas – for example, the organization has used FleetWave to eliminate redundant data entry, therefore reducing unnecessary costs. In addition, asset utilization has been improved across the fleet.

Simplified parts management

One area that has seen strong improvement is the organization’s control over parts purchasing and management. Since starting to use FleetWave to manage its fleet in 2003, Louisville gained better accountability over part purchases.

More recently FleetWave has been integrated fully with Louisville’s point of sale system to further reduce administrative burdens and help ensure maintenance and repairs are carried out even more efficiently. The integration creates a three-way connection between fleet management, technicians and personnel at parts rooms in the fleet’s two shops.

With the integration, a direct link is used to electronically send parts requests from work orders within FleetWave, parts are automatically charged to the correct work order and data is consolidated for billing user departments.

Matt Maskey, Assistant Director– Fleet Services at Louisville Metro County Government, explains the fully integrated approach:

“With the FleetWave/parts system integration our parts management needs will be handled behind the scenes. That takes a large administrative burden off us because we no longer have to manually import parts data, which is an error-prone and time-consuming process.

“The very flexible and robust database in FleetWave also lets technicians and supervisors review and approve parts on repair orders easily, which allows us to bill user departments for maintenance and repair services faster. The benefit to those departments is that through a portal into FleetWave they can see what’s happening with their vehicles and equipment in a more timely fashion.”

Overall, Maskey says using FleetWave has greatly supported its overall aim of improving efficiency and effectiveness:

 “The Chevin Team are great to work with. We’ve never had any problems and there has always been a rapid response.”