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 Fleet Management – Frequently Asked Questions 
The following information is grouped by categories for easy access. Click the arrow next to a category to view the list of FAQs for that category.
expand Motor Vehicle Rental
How can I get a rental car originating within Georgia?
Enterprise Rent-A-Car provides an economic and convenient transportation alternative to state employees traveling on state business. There are 200 locations in Georgia to ensure state employee’s travel needs are met. The rental vehicle offerings include compact, mid size and full size cars, mini vans, and SUVs. Larger vans are also available upon request. Enterprise fuel cards are available for Capitol Hill rentals only. The Enterprise Capitol Hill rental office is conveniently located at 204 Jesse Hill Jr. Drive.
Enterprise Car Rental
How do I get a rental car that is originating out-of-state?
National Car Rental provides an economic and convenient transportation alternative to state employees traveling on state business, whereby the originating location is out of state.
National Car Rental
expand Motor Vehicle Maintenance Program
What is the Motor Vehicle Contract Maintenance Program?

DOAS has contracted with a supplier partner to provide a full range of fleet related services. These services include vehicle repair authorizations, emergency roadside service, supplier negotiations, and more. The supplier partner issues information packets to the operator and provides technical advice to the operator and the state suppliers.

Supplier Partner's Web site
Who can join the Motor Vehicle Contract Maintenance Program?
The program is available to all state and local governments.
How do I join the Motor Vehicle Contract Maintenance Program?
Joining the program is easy. You begin by contacting the Office of Fleet Management at 404-657-6906.
What type vehicles are covered under the Motor Vehicle Contract Maintenance Program?
Any type of vehicle can be placed in the program, from sedans to trucks, over the road tractors and trailers.
How do I contact the vendor partner outside of normal business hours for repair authorization?
The contractor is open for business 24 hours, seven days a week, and 365 days a year. The driver is never left without assistance. The supplier partner is always available to the driver or agency fleet coordinator at 1-800-227-2273 (1-800-car-care).
How long before I can use the Motor Vehicle Contract Maintenance Program, once requested?
Generally, within 30 days a new customer will have access to the program. The billing address and vehicle information is requested by the supplier partner for entry into the contract maintenance system. After all the requested data is entered, billing begins the following month. Agencies will receive a direct bill from the contractor, with all pertinent information by vehicle number, repairs made, location, and cost.
What happens if I have a breakdown?
You can call the vendor partner at 1-800-227-2273 (1-800-car-care) and give the ARI technician the lessee data and vehicle number. The technician will ask if towing service is needed and will arrange to have the vehicle repaired at an authorized shop. If you need transportation to complete the trip, the vendor partner can make these arrangements as well.
Breakdown Procedures
How does my agency get billed for services?

The supplier partner invoices the agency once per month with all repair charges and includes information such as vehicle number, mileage, location of repair, and type of repair. Each repair cost is itemized and sorted by organization. The invoice is sent directly from the vendor partner to your agency for payment.

What are the benefits of using the Motor Vehicle Contract Maintenance Program?

The program offers the following benefits:

  • Maintenance scheduling.
  • Lowest pricing in your zip code.
  • ASE-certified mechanics on call.
  • Historic repair and preventative maintenance analysis.
  • Access to national vendor discounts.
  • Virtual elimination of administrative costs.
  • Service 24/7/365.
  • Associated costs covered by savings, making the program “better than free.”
expand State Fuel Card Program
How do I join the Fuel Card Program?
Joining the program is easy. You begin by contacting the Office of Fleet Management at 404-657-6907.
State Fuel Card Program Page
Who can use the Fuel Card Program?
The Fuel Card Program is available to state government entities, cities, counties, and local school systems.
What will it cost me to participate in the Fuel Card Program?
The Fuel Card Program is provided at no cost. The supplier partner receives a percentage of the sales from oil companies, in the same manner as credit card companies.
Where can I use the Fuel Card?
The Fuel Card can be used in all 50 states and at over 7,000 locations in Georgia, including private fuel sites located at state entities.
How does the fuel card process work?
The state fuel card works much like an individual bank or debit card to make purchases. The card user simply swipes their fuel card in the retail read reader and follows the screen prompts to enter their PIN and the vehicle’s current odometer reading without the tenths.
What are the benefits of the Fuel Card Program?
The major benefit of the Fuel Card Program is that it is a fully integrated electronic system, designed to remove applicable taxes from the cost of fuel. This amounts to an average savings of $0.25 per gallon. The program also provides an electronic fuel management program, including monthly reports, ad hoc reporting, electronic billing, full security, and customized purchasing limitations for individual accounts. Customers may also request the use of an online program that provides electronic access to their organization-specific fuel data, including transactions, supplier information, and specialized search options.
What other purchases, besides fuel, can I make using the Fuel Card?
DOAS allows some non-fuel items to be purchased with prior approval, but it is limited to small vehicle repair items such as oil, coolant, wipers, etc. These purchase transactions are conducted manually resulting in the potential loss of applicable tax credits. It is strongly recommended that agencies use the State’s Maintenance Management contract for these small automotive related purchases, due to the advanced and detailed transaction details available for historical information.
Is every vehicle in the program required to have a fuel card?
Each vehicle will have its own assigned fuel card. The card will have the same unique vehicle number used to identify the vehicle by the customer. This will enable the customer to track fuel transaction data over the lifetime of the vehicle.
Is each driver required to have a Driver Identification Number (DID/PIN)?
Each driver will need their own personal 4- or 6-digit driver identification to be used at the time of purchase. This DID/PIN can be used by the driver with any fuel card associated with the customer account. Use of the DID/PIN allows the customer to track the activities of each driver. Note: "The sharing of PINs is prohibited."
 Fleet Management System (VITAL)
        expand  General Questions
What is replacing MAXIMO? And what exactly is ARI Insights?
MAXIMO has been replaced by VITAL Insights. The new system is a proprietary application developed by ARI, the statewide contract vendor for the vehicle maintenance program. It is an online fleet information system that allows users to track inventory, maintenance, and fuel data for vehicles just like you do now in MAXIMO. We stopped using MAXIMO in November 2010. 
How different is the new system?
Well, VITAL Insights is different from MAXIMO.  The windows and formats of data will not be the same, but you will find most the same fields and some improved functionality and reporting capabilities.
I already use insights; will there be any changes for me?
Yes.  First, let’s talk about what won’t change.
  • Your user ID and password will not change. 
  • Your maintenance data will continue to be imported.
What will change?
  • Your dashboard and search screens will change to a profile developed for state fleet personnel.  This will allow you to access state-specific information such as APD coverage and Fleet Status.
  • WEX fuel and service-related transactions will be imported nightly into VITAL Insights.
  • If you were manually entering fuel transactions, you will need to enter those into VITAL Insights.
Will I be able to manually enter fuel and maintenance transactions?
Yes.  There are data entry screens that allow you to input the date, cost, gallons and odometer readings for each fuel transaction and the date, type of service, ATA code, odometer reading and cost for each maintenance transaction.
I am not enrolled in the ARI maintenance program; will I have to pay a monthly fee or join the program after implementation?
The State will use insights as the fleet data system and while we believe that the maintenance program is worthwhile, it is not mandatory to join the program to use the system.  Additionally, no agency will incur additional costs for using insights.
Will the historical vehicle data be available in the new VITAL?
Yes, we will import all data from July 2007 until go-live. This will include vehicle history, inventory, fuel, and maintenance data.  Some decommissioned vehicles that were sold out of the state before September 2010 will not be in the system.
Can we please determine what we are going to call this program so that it is clear. You know in our old system it was VITAL/MAXIMO. What do we call this? Insights? ARI VITAL?
The system will be called VITAL Insights.
I did not see location for agency specific vehicle number?
A vehicle # and VIN field is on every page.  The vehicle number will be the State ID.
For agencies not on ARI, what format is needed to send an electronic file for automatic entry into the system?
We have a generic interface for fuel data that can be used to provide fuel transactions purchased outside of the Wright Express network.  Maintenance data will need to be entered manually if your agency is not enrolled in the ARI maintenance program.
Does ARI have an interface for importing records? For agencies not on ARI what format is needed to send an electronic file for automatic entry into the system?
Yes, for fuel imports.  OFM has an existing generic interface/format for fuel transactions.   All vehicles not enrolled in the ARI maintenance transactions will need to entered manually.
Can I use insights to manage pooled vehicles, for instance, when allowing people to setup reservations?
VITAL Insights does not have an integrated pool scheduling module.
Can I use insights to manage pooled vehicles, for instance, when allowing people to setup reservations?
VITAL Insights does not have an integrated pool scheduling module.
WEX & ARI usage automatically goes into this system correct?
Yes.  ARI maintenance transactions are available immediately.  WEX provides a daily feed of fuel transactions into ARI.
Will all users be able to access the risk information and update the insurance coverage they need for all their assigned vehicles?
All users will be able to view risk information, including whether the vehicle has APD coverage, the last assessed premium, and book value.
        expand  Inventory
How can I get a list of just vehicles, that is, a list not including trailers or aircraft?
On the right side of the dashboard window under the “Saved Searches” heading, click on the Vehicle List link.  
My inventory includes vehicles that have been surplused. How can I get it updated?
Call the Office of Fleet Management Help Desk at 404-657-6906 or send an email to fms@doas.ga.gov.  In your email, please include the vehicle numbers that should be removed, to expedite the resolution.
How can I organize my vehicles into locations?
  1. Contact your agency’s primary fleet contact.
  2. The primary fleet contact will provide a list of locations to the OFM team.
  3. The OFM team will create locations in VITAL Insights.
  4. The primary fleet contact will move the vehicles into the desired locations.
Will crawler tractors be added to this system?
No.
        expand  Maintenance Data
How I do enter maintenance transactions?
  • Begin with the PO History Entry menu, select the vehicle and enter the service.
  • The Quick Reference Guide contains step-by-step instructions on entering maintenance transactions.
I can’t find the maintenance service option that I need?

Before calling the help desk, try a few things:

  1. Select a different radio button (Truck or Car)
  2. Review the excel spreadsheet that contains the service options.  This document is posted on the Fleet Web site.
  3. If after reviewing these two features, you cannot find the service you need, please call the ARI Help Desk at 1-856-439-7478.
The odometer, cost or service option of a maintenance transaction is incorrect. How can I change a maintenance transaction?
  • Maintenance transactions cannot be changed once they are part of the vehicle record.  For significant errors, transactions can be deleted; however, the entire transaction will need to be re-entered.
  • If you find an error in a maintenance transactions, please call the ARI Help Desk and explain the situation.  The Help Desk representative will help you determine the best course of action.
What if we have an onsite automotive repair shop-- do we list actual cost with/without labor, since there would be no PO?
You should enter both labor and materials cost separately for every maintenance item. This gives the correct total cost of ownership.
        expand  Primary Fleet Contact
How do I find my primary fleet contact?
Look in the Additional Addresses tab of any vehicle record.
        expand  Users
How do I add or remove a user to the VITAL-insights system?
To Add:
  1. Complete the VITAL Insights online training.
  2. Complete the VITAL Security Form. 
  3. Send the form to the primary fleet contact for approval.
  4. The primary fleet contact will send the form to OFM.
  5. The username and password will be sent directly to the new user within 3 to 4 business days.
To Remove:
  1. Complete the VITAL Security Form. 
  2. Send the form to the primary fleet contact for approval.
  3. The primary fleet contact will send the form to OFM.
  4. OFM will notify the primary fleet contact when the user’s name has been removed from the list of authorized users.
I want to limit the vehicles that I have access to so that I only see vehicles for which I am responsible?
  1. Get the security profile form.
  2. Select modify as the desired action.
  3. In the Site-Location ID field, enter either the site-location ID (for example 4030-1) or the name of the location.
  4. Submit the form to your primary fleet contact.
  5. The primary fleet contact submits the form to OFM.  The change will be effective within 3 to 4 business days.
  6. The primary fleet contact and user will be notified when the change is effective.
Who do I notify when the primary fleet contact has changed?
Call or send an email to OFM.  We appreciate updates to the primary fleet contact.
Why do I have to take an assessment before I can receive my username and password?
The assessment gauges whether a user has a basic understanding of the system, how it is structured, and how to perform basic tasks.  When MAXIMO was implemented, OFM received many complaints about not users not understanding how to use the system. Since VITAL Insights is the state’s fleet data management system, ensuring that users understand how to use the system will also help the state fully utilize the system features and maintain accurate data.  
 
For users who missed the hands-on training, VITAL Insights training resources are available online at the OFM Web site.  At a minimum, every user should review the online training materials before inputting data in the system.
How long does it take to receive your user id and password once requested?
It may take up to a week to receive your user ID.
        expand  Vehicle Requests
How will I submit a vehicle request?
  • In the ARI Menu, Select State of Georgia Forms folder and then select the New Vehicle Request Form.
  • A quick reference guide to create VRs is posted on the DOAS/OFM website.
        expand  Wright Express (WEX) & Fuel Data
I use the Wright Express Card to fuel my vehicles do I still have to enter the fuel transactions manually?
No. Wright Express transactions are imported nightly.  Generally, all transactions will be imported within 48 hours.  This process may take longer if the vendor takes longer to post transactions.
I fueled a vehicle yesterday using the Wright Express card and the fuel transaction is not in the system. Is there something wrong?
Most fuel transactions will be in the system within 48 hours, but it may take longer depending on when the vendor posts the transaction.
Can I enter fuel transactions from the past?
Yes.  You can enter any fuel transactions no matter when they were made.
Are non-fuel transactions purchased on Wright Express card imported into VITAL Insights?
  • All fuel and service/maintenance transactions are imported into the system.
  • Fuel transactions will be located in the Fuel Trans tab of the vehicle record.
  • Maintenance transactions will be located in the Maintenance tab of the vehicle record.
The odometer entered with the fuel transactions was wrong. How can I correct it?
  • You cannot change fuel transactions once they are in the system. If the odometer is not consistent with the history of vehicle, the system will flag the odometer as out of range, invalid or insufficient data, and that odometer will not be used as the most current odometer for the vehicle.
  • The fuel expense and number of gallons will be included in the vehicle’s total expenses.












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