GSA Fleet Reporting Asset Level

Data (ALD) to FAST Claudia J. Brumbach

Christopher Alward

Background

Previous FAST reporting method

• Aggregated

• Sections

• Limitations

Compliance with EO13693 (March 2015)

• “. . .ensuring that agency annual asset-level data is properly and

accurately accounted for in a formal agency Fleet Management

System and any relevant data is submitted to the Federal Automotive

Statistical Tool reporting database.”

Asset-Level Data (ALD) = Reporting at Vehicle Level (VLD)

Required start date: October 2017

Advantages of ALD

• Each vehicle uniquely identified

• Consistency

• Accuracy

• Data-driven decisions

• Data call responses facilitated

Challenges in Prepping for ALD

Reporting

• Complex business rules

• Not so FAST

• Data ‘clean-up’

• Complex programming

• REMINDER – must use

Fleet card assigned to

vehicle to pull correct fuel

use data.

GSA Fleet Drive-thru vs.

FedFMS

Keep In Mind

• Two inherently different systems

• Data sources differ

• Drive-thru – GSA Fleet Leased Vehicles

• FedFMS – Agency Owned Vehicles

• FAST requirements differ significantly for each

• Potential for error, confusion in combined reporting

GSA Fleet Leased Vehicles –

Drive-thru Significant differences in ALD requirements

• Fuel Cost – Blank

• Lease Cost – Costs spread over term of lease

– Monthly/Mileage Rate, AIEs, Surcharges

• Acquisition Cost – ONLY up-front costs paid by customer

– Added directly to template by customer

• Maintenance Cost – Blank

• Accident Cost – Blank

• Acquisition Date – Date assigned to customer

• Disposal Date – Date of termination of assignment

Agency-Owned Vehicles --

FedFMS ALD Requirements

• Fuel Cost – Value required

• Acquisition Cost – purchase cost to agency

• Maintenance Cost – Value required

• Accident Cost – Value required

• Acquisition Date – Date of ownership

• Disposal Date – Date of disposal or exiting agency’s inventory

FedFMS – User-Determined

Data Updated Vehicle Detail screen

• Captures ALD required elements

• Segmented into ALD-aligned

categories

Bulk upload feature available

Keep in mind

• FMVRS – source for some ALD

• FAST Business Rules

GSA Fleet Drive-thru -- CDD

• Critical source of Customer-Determined information, e.g.:

– Detailed Garage Address

– EPAct and EISA Information

– LE and ER Designations

• Must be updated nlt Sept. 30

• Populates respective fields in FAST ALD template

• Bulk upload feature available

• Keep FAST Business Rules in mind

CDD Search Parameters

If there is a graph or image to use

this space for a caption or brief

explanation.

CDD Data Elements

If there is a graph or image to use

this space for a caption or brief

explanation.

What’s the difference between CDD

and Drive-thru’s FAST Data Center?

CDD

• Data Input mechanism

• Customer-Determined information

• Values stored in database (i.e., in Drive-thru)

• Values may be updated as necessary

FAST Data Center

• Data Output only

• Accesses/Pulls data already stored in database

• Stored data includes CDD and GSA Fleet-determined data

• Produces required data/values in FAST template format

FedFMS FAST Data Center

Drive-thru’s FAST Data Center

If there is a graph or image to use

this space for a caption or brief

explanation.

Does Drive-thru’s FAST Data Center

produce ALL data required by

FAST?

Not everything. Customers are responsible for:

• Indirect Cost

• Acquisition Cost (rare)

• Any values not updated in CDD by 9/30 of given fiscal year

Ongoing Challenges

Miles driven, but little or no fuel consumed

• Ensure proper Fleet card is used

• Bulk fueling

• FedFMS – Data quality from Fleet Card provider

Ongoing Challenges

Agency’s reporting structure

• Drive-thru – Agency, Bureau, BOAC

• FedFMS – Agency, Bureau, Office

• FAST – Agency determines hierarchy

Ongoing Challenges

Vehicle Attributes

• Special characters

• GVWR

• Fuel Type

• Acq Date (Leased veh)

Resources

Stop by computer lab for hands-on assistance

ALD reference documents: • Data Element

• Business Rules

• https://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-data

https://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-datahttps://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-datahttps://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-datahttps://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-datahttps://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-datahttps://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-data

QUESTIONS?