Vehicle Lifecycle

There are three methods available to acquire DHS vehicles:

  • Purchase

  • Transfer

  • Rental/Leasing

The following is information regarding guidelines for acquiring and operating a state vehicle.

The state of Georgia uses an enterprise (statewide) fleet management system, Holman Insights. The system streamlines the vehicle request, and acquisition process, as well as provides visibility of tracking a request as it moves through the life cycle.

As such, the vehicle request process is automated; therefore, written requests are not accepted. Holman Insights is the state’s system of record, and all vehicle requests must be submitted via this system.

In accordance with Section 8 of the Georgia Fleet Management Manual, DHS uses Holman Insights for all vehicles. Cost and reporting data for all DHS vehicles must be captured via the Holman Insights system. For additional information regarding reporting requirements in Holman Insights system, refer to Driver Requirements, Programs, and Recordkeeping section in this chapter.

The Department of Administrative Services Office of Fleet Management (DOAS-OFM) issues Vehicle Request Approval Criteria (refer to Exhibit 16 – GA DOR Motor Vehicle Tag/Title Application MV-1 Form), which must be met before agency vehicle requests are presented to the Governor’s Office of Planning and Budget (OPB) for further approval. Fleet Manager will evaluate all vehicle requests prior to being presented to DOAS–OFM for review.

The U.S. Department of Energy’s (DOE) Alternative Fuel Transportation program (10 C.F.R. Part 490), also referred to as the Energy Policy Act (EPAct), requires state agencies whose motor vehicle fleet meet certain criteria to purchase 75% of their light duty vehicles as Alternative Fuel Vehicles (AFV) during the model year. To comply with this federal mandate, DHS strongly encourages requesting organizations to consider the purchase of these vehicle types, as the Department of Administrative Services (DOAS) may deny the purchase of non-AFV’s. Complete information regarding the EPAct can be found at epact.energy.gov, or once on the site’s homepage, by navigating to the Guidance Documents area in the Compliance section.

In addition, any request for vehicle acquisitions, requires an agency to show the need for a vehicle replacement and ensure that funding is available. In most instances, agencies will be required to surplus an existing vehicle for each new vehicle being requested, to ensure vehicle allocations are not exceeded. Agencies will have one year to use a surplused vehicle as a replacement.

Holman Insights ® is a role-based security system; Access to be requested via doas.ga.gov/fleet-management/fleet-programs-access-portal.

DHS Vehicle Acquisition (Purchase, Transfer, Rental/Lease)

Acquisition via Purchase

Application(s)

Application Definition

Holman Insights

The online statewide fleet management system that captures and monitors vehicle transactions and utilization. Holman enables the State of Georgia to maximize how critical fleet assets are purchased, maintained, and optimized throughout their useful life. As a central repository for vehicle-related information, this system has comprehensive and specific data pertaining to vehicle mileage, cost, assignment, repair, acquisition, and disposal.

Procedures – DHS Vehicle Acquisition via Purchase

The steps outlined below shows the responsibility of the Vehicle Operator (VO).

Step 1

In order to meet the demands of transportation services, the OFSS Fleet Manager reviews the current vehicles inventory and determines if new vehicles are needed.

The Fleet Manager should refer to Appendix 8 – Vehicle Acquisition via Purchase Checklist for a checklist to complete a purchase of a new vehicle.

Step 2

Once a new vehicle is identified for purchase, the Fleet Manager will determine if a vehicle is accepted into DHS’s inventory. The vehicle count must remain at a 1:1 ratio; therefore, another vehicle must be surplused in order to complete a new vehicle request. A justification must be provided for an additional vehicle purchase. OFSS no longer purchase used vehicles; therefore, only new vehicles will be purchased and added to the fleet.

Step 3

The Fleet Manager creates a vehicle request using Holman Insights. The entry page for logging in can be found using the following web address: insights.Holman.com/AriAccessWeb/LoginForm.aspx?ReturnUrl=%2FAriAccessWeb%2Fdefault.aspx

To request Holman Insights access, notify the Fleet Manager for instructions.

Step 4

The request is moved to DOAS Office of Fleet Management queue for approval of vehicle purchase.

Step 5

When DHS is approved for purchase, the Fleet Manager obtains the title and all purchased related documents from the vendor.

Step 6

Upon purchase, the vendor will issue the following documents to the Fleet Manager:

For vehicles owned by DHS, these documents must list the owner exactly as follows:

GA Department of Human Services
47 Trinity Avenue, SW
Atlanta, Georgia 30334

It is very important that the owner and address be correctly listed on these forms. The appropriate agency is the owner on record and will receive the vehicle title by U.S. Postal Service mail.

Step 7

The Fleet Manager assigns the vehicle number utilizing the last five numbers of the vehicle identification number.

Step 8

The Fleet Manager creates a vehicle record (asset creation) in Holman Insights. If a WEX fuel program card will be used, check the box to apply for the WEX card program. For additional information on the WEX card, refer to the WEX (Fuel) Program Overview section in this chapter.

Step 9

The Fleet Manager requests a “Report My Driving” sticker from Driver-Check by selecting the box on the asset creation form. The sticker must be affixed to the vehicle prior to operating the vehicle.

Step 10

The Fleet Manager is responsible for securing the following:

  • One license plate (tag)

  • Two sets of number decals (for the front and back of the vehicle respectively)

  • Two state seals

  • One insurance card

  • Addition of the new vehicle to PeopleSoft

  • If applicable, one logbook, for administrative vehicles only (Appendix 10 – DHS Administrative Vehicle Log)

References and Related Documents

Document Detail

Vehicle Acquisition via Purchase process map

Document describing step by step activities by a task owner to purchase a vehicle and add it to the fleet

Holman Insights

A user manual can be obtained by visiting: insights.Holman.com/AriAccessWeb/LoginForm.aspx?ReturnUrl=%2FAriAccessWeb%2Fdefault.aspx

A training webinar is available on YouTube by searching for the terms Holman Insights Vehicle Request Training Webinar.

Appendix 8 – Vehicle Acquisition via Purchase Checklist

Checklist of steps for RTO to acquire approval and purchase a vehicle to be added to the fleet.

Appendix 10 – DHS Administrative Vehicle Log

Document to track the use of administrative vehicles.

Exhibit 16 – GA DOR Motor Vehicle Tag/Title Application (MV-1 Form)

State-issued form for a tag and title application.

Exhibit 18 – Sample Manufacturer Statement of Origin

Document indicating origin of vehicle from the original seller.

Exhibit 19 – Non-Leased Vehicles Odometer Disclosure Statement (Form GA-25)

Form filled by dealer selling the vehicle indicating the odometer reading.

Exhibit 20 – Sample Asset Creation Form

Sample screen shot image of the fields needing to be completed in Holman Insights

exhibit-22–Vehicle Identification/Markings

Document provided to illustrate the placement of state decals, stickers, property numbers etc.

Acquisition via INTRA-Agency Transfer

Vehicles may be transferred from other organizations.

Roles and Responsibilities Overview

Role Responsibility

Vehicle Owner

  • Surplus the vehicle and conducts vehicle inspection prior to transfer.

TSS Regional Transportation Office (RTO)

  • Inspects the vehicle and request transfer of vehicles from DOAS Surplus Property. Reviews and approves/denies transfer requests and updates Holman Insights with the new Vehicle Owner information.

Application(s)

Role Responsibility

Holman Insights

The online statewide fleet management system that captures and monitors vehicle transactions and utilization. Holman enables the State of Georgia to maximize how critical fleet assets are purchased, maintained and optimized throughout their useful life. As a central repository for vehicle-related information, this system has comprehensive and specific data pertaining to vehicle mileage, cost, assignment, repair, acquisition and disposal.

Process. Flow – DHS Vehicle Acquisition via INTRA-Agency Transfer

The following steps depicts the process to transfer vehicles to DHS.

Step 1

The Vehicle Owner/Operator completes an inspection of the vehicle by completing the Appendix 22 – DHS Vehicle Requirements and Monitoring Form.

Step 2

The Vehicle Owner/Operator shall collect and document the Vehicle Identification Number (VIN), Odometer reading, and the Vehicle Make, Model, and Year.

Step 3

The transferring agency works with the DHS Fleet Manager to transfer and secure the vehicle.

References and Related Documents

Document Detail

Appendix 22 – DHS Vehicle Requirements and Monitoring Form

Physical vehicle inspection report.

Rental/Leasing

Organizations may enter into lease agreements for vehicles in lieu of purchasing, only with prior approval. Please contact the Fleet Manager for additional information. Leased vehicles are considered administrative vehicles.

General Vehicle Surplus Guidelines

  • The Department of Administrative Services Surplus Property Division (DOAS-SPD) is responsible for redistributing and/or disposing of all state-owned property, including vehicles.

  • Any requests for vehicle acquisitions could require the surplus of one existing vehicle prior to the purchase or transfer of a new vehicle. Agencies will have one calendar year to use the surplus vehicle as a replacement in a vehicle request.

  • In accordance with state law, vehicles must be disposed of or may be transferred to another organization through DOAS Surplus Property.

Vehicle Surplus Process

This procedure is intended to offer a reference for Vehicle Owners/Operators by describing the process to surplus vehicles.

A vehicle that is no longer cost effective to operate or is potentially unsafe shall be disposed of promptly. Keeping a vehicle of this nature is not an efficient use of state resources and more importantly, may put occupants at risk.

There are three typical surplus/disposal methods listed below:

  1. Live Auction (AD-Authorized Disposal) – this is a process where the vehicle is towed to an auction location and sold to the public.

  2. On-site Sale (IS-Internet Sale) – this is a process where the vehicle remains at the custodian facility and is sold through an internet auction to the highest bidder.

  3. Redistribution (DNS-Direct Negotiated Sale) – this is a process where a vehicle is first offered at no cost to other state entities; then to an eligible local government; or a non-profit at a fixed price. Fixed price sales to Vehicle Owners/Operators would only be considered if they are an eligible non-profit organization. Otherwise, they may acquire the vehicle through the public sales process.

Roles and Responsibilities Overview

Role Responsibility

Vehicle Owner/Operator

  • Manages the entry of vehicle information in DOAS system Asset Works and interfaces with RTO, buyer, and towing company to transfer the vehicle and proper documentation

Fleet Manager (FM)

  • Provides Title to Vehicle Owner and confirms vehicle information in Asset Works

Department of Administrative Services (DOAS)

  • Reviews surplus request and approve surplus method before procuring Towing Company for authorized disposal option

  • Advertises vehicle, process payment, and issue Bill of Sale for internet sale process

Vehicle Buyer / Vehicle Towing Company

  • Schedules time with Vehicle Owner to pick up vehicle and obtain possession of the vehicle

Application(s)

Application Definition

Asset Works

The Department of Administrative Services' (DOAS) application for managing the disposal of assets.

Procedures – Vehicle Surplus

The process to accept vehicles that have been transferred to DOAS Surplus Property should follow steps below:

Step 1

The Vehicle Owner/Operator shall collect the following information:

Step 2

The Vehicle Owner/Operator will notify the Fleet Manager of the need to surplus a vehicle.

Step 3

The Fleet Manager ensures that the title is held at the location of the vehicle. The title should be scanned into AssetWorks.

The FM will also email instructions about the title to the vehicle owner/operator ( Exhibit 23 – Vehicle Title Handling Instructions).

Step 4

Once the Agency receives the title from the Fleet Manager (FM), the FM can start the surplus process by entering the vehicle information in AssetWorks. Detailed information for using AssetWorks is found on the DOAS website (doas.ga.gov/state-purchasing) and searching for AssetWorks User Guide.

Below is a quick guide for AssetWorks:

  1. The “Method” in Asset Works is typically either “IS – Internet Sale,” “AD – Authorized Disposal,” or “DNS – Direct Negotiated Sale).

    For Direct Negotiated Sales, the acquiring local government or non-profit’s information shall be added to Asset Works. DOAS will use that information to contact the Buyer and establish a price.

  2. For Authorized Disposals enter the Vehicle Condition as “Poor” and an odometer reading entry is not required.

  3. Enter the Vehicle Identification Number (VIN) in both the VIN field AND the Serial Number field.

  4. The Accounting Date = current date

  5. The Accounting Description can remain blank

  6. The Accounting Cost = 0

  7. “Notes 1” and “Notes 2” will appear on the vehicle surplus advertisement as added information. “Notes 3” is information that is only viewed by DOAS.

    Step 5

    To complete the initial listing in Asset Works, the agency shall enter required documents to the Asset Works record.

    Below is a quick guide for AssetWorks:

  • There is a limit of 10 photos / documents per asset

  • The four recommended photos for Internet Sales are: view from front diver door, view from rear passenger corner, one interior picture with driver’s door open, and one picture of the engine

  • The front and back of the Title shall always be submitted

  • The Inspection Form shall be submitted for all Internet Sale disposals

  • Select “Create New Asset” to enter more than five documents The NSN group code shall be “Miscellaneous,” the Description shall be “Additional Photos and Documents,” the Condition shall be “Fair,” and add “-“to all other required fields

Once the documents are submitted in AssetWorks, the status of the request changes to “Waiting for Approval.”

Step 6

As part of the AssetWorks process, the FM is notified via email of a surplus request in AssetWorks. The FM reviews the entered information and approves if the information is entered correctly. The FM will follow up with the Vehicle Owner/Operator if there are any entry issues.

Step 7

After approval is provided by the FM, DOAS review the entered information and establish the next steps based on the surplus method entered. If the request is for “Authorized Disposal", DOAS will start the process to procure a Towing Company to obtain the vehicle from the Vehicle Owner/Operator.

Step 8

For Internet Sale disposal methods, DOAS will advertise the vehicle for up to 30 days.

If a Buyer is found within 30 days, DOAS will send the Buyer a Bill of Sale and process the payment.

If a Buyer is not found within 30 days, DOAS will notify the Agency to change the Disposal process to “Authorized Disposal.”

Step 9

When a Buyer receives the Bill of Sale (Internet Sale) or the Towing Company is notified to pick up a vehicle (Authorized Disposal), they will contact the Agency to schedule a time to complete the transaction and take ownership of the vehicle. The Buyer signs the Bill of Sale.

Step 10

When the FM is notified that the vehicle surplus process is over, the FM confirms the vehicle information is correct in Holman Insights.

References and Related Documents

Document Detail

Appendix 15 – DOAS Form RMS101-4 Driver Safety Tips

Tips on maintaining a safe and properly running vehicle.

Exhibit 23 – Vehicle Title Handling Instructions

Document indicating the process for handling the vehicle title transfer to the new owner.

Asset Works User Guide

Search the Georgia DOAS website doas.ga.gov/state-purchasing for Asset Works User Guide