Employment and Social Development Canada National Fleet Management Guidelines

  • 1. Purpose
    1. To describe the requirements, roles and responsibilities for the full life-cycle management of Employment and Social Development Canada (ESDC) fleet vehicles located at National Headquarters (NHQ) and local sites across Canada, in order to minimize life-cycle costs and meet operational needs in an environmentally sustainable fashion.
  • 2. References
    1. This instrument should be considered along with these Treasury Board policies:
  • 3. Roles and Responsibilities
    • 3.1 Senior Director, Asset Management Policy and Procurement (AMPP)

      The Senior Director of AMPP is responsible for approval of the annual

    • 3.2 National Fleet Cost Centre Manager (NFCCM)
      1. Reporting to the Senior Director, the National Fleet Cost Centre Manager is responsible for managing the centrally managed cost pool (CMCP) for fleet acquisition. Vehicle maintenance and accessories, such as tires, are managed and paid through regional budgets.
      2. The NFCCM must:
        1. manage the national fleet acquisitions and prepare quarterly updates;
        2. report losses through vandalism, theft and accidents to the Public Account on losses;
        3. authorize any expenditures to acquire vehicles against the National Fleet CMCP;
        4. ensure the development of the annual refresh plan and recommend the final version to the Director for approval annually;
        5. suspend authority to drive an ESDC vehicle when circumstances warrant;
        6. manage ESDC fleet card program and the associated Fleet Management Information Service;
        7. promote and ensure compliance with all fleet-related Treasury Board Secretariat (TBS) and Employment Social Development Canada (ESDC) policy instruments.
    • 3.3 National Fleet Manager (NFM)
      1. The National Fleet Manager reports to the NFCCM.
      2. The NFM must:
        1. provide advice, guidance and direction to Regional Fleet Managers (RFMs);
        2. act as primary Departmental contact for fleet-related activities and policy interpretation;
        3. update the annual refresh plan and call letter for consultation and approval;
        4. initiate the purchase of all vehicles;
        5. manage and communicate fleet delivery information to the RFMs and ensure the RFMs complete the checklist with any required documentation for vehicle receipt;
        6. establish and maintain a monitoring framework to ensure compliance with policy;
        7. provide fleet specific training and awareness sessions as required;
        8. maintain Operation and Maintenance (O&M) records of each vehicle in the local fleet and send fleet management invoices to RFM;
        9. track and reconcile obsolete vehicles with disposal.
        10. as per the Departmental Sustainable Development Strategy (DSDS)
          • Continue to review our Fleet Plan with more Hybrids vehicles, including where possible Zero Emission Vehicles
          • Get a well-documented justification for any non-standard vehicle
          • By a single Hybrid SUV each year if the budget allows
          • As of 2018-19, all new purchases for Executive Vehicles should be Hybrid or Electric
    • 3.4 Regional Fleet Managers (RFMs)
      1. Each RFM is responsible for their Region’s Fleet.
      2. The RFMs must:
        1. promote and ensure compliance with all fleet-related TBS and ESDC policy instruments;
        2. obtain Fleet Vehicle Authorization Forms for every vehicle operator and ensure records are kept up to date;
        3. review and provide input into the annual refresh plan;
        4. coordinate the physical receipt of any new or transferred vehicle;
        5. ensure every vehicle is properly entered and information updated in the Fleet Management Information System (FMIS) and myEMS;
        6. manage the request and distribution of the vehicle specific fleet credit cards;
        7. maintain records for each of the vehicles in SAP and ARI and reconcile and certify fleet management O&M;
        8. ensure log books are appropriately maintained and vehicle usage information is updated monthly as required by TBS policy;
        9. ensure that repair services and maintenance are done in accordance with the manufacturer’s warranty requirements for all vehicles in the regional fleet;
        10. manage the disposal of vehicles through GC Surplus;
        11. record in myEMS and report to the NFM any changes to fleet vehicle locations;
        12. forward all Motor Vehicle Accident Reports and reports on losses or damage to the NFM;
        13. promote low-carbon emission behaviour.
        14. send the information on low-carbon behaviours to new drivers and also see links below for information and training on low-carbon and Green driving.
    • 3.5 Local Fleet Administrators (LFA)
      1. Each LFA is responsible for fleet administration within a region.
      2. The LFAs must:
        1. promote and ensure compliance with all fleet-related TBS and ESDC policy instruments;
        2. identify and coordinate local operational needs for ESDC fleet vehicles;
        3. identify to RFMs any vehicle requirements in response to program needs; pick up and receive new or transferred vehicles as directed by the RFM;
        4. arrange repair services and maintenance in accordance with the manufacturer’s warranty requirements for all vehicles in the local fleet;
        5. ensure vehicles under their care and control are properly outfitted with first aid and winter survival kits;
        6. maintain O&M records of each vehicle in the local fleet, and send fleet management invoices to RFM;
        7. consult with the RFM concerning fleet vehicle disposal actions, and facilitate the process;
        8. forward all Motor Vehicle Accident Reports and reports on losses or damage to the RFM for direction;
        9. ensure proper use of fleet vehicle credit cards;
        10. promote low-carbon emission behaviour.
    • 3.6 Green Driving for Fleet Drivers

      All Fleet Drivers must:

      1. comply with all fleet-related TBS and ESDC procedures, including:
        1. logbooks
        2. vehicle utilization (mileage and duration of use);
        3. booking systems;
        4. fleet card requirements
      2. sign and adhere to the stipulations in the fleet vehicle authorization form;
      3. respect recommended low-carbon emission behaviours and safe driving practices (for example, NRCAN’s FleetSmart guidance)
      4. practice Green driving behavior such as:
        1. Keep RPM below 2000 RPM when possible;
        2. avoid speeding and high acceleration;
        3. reduce idling by stopping engine when waiting or avoiding drive-thru service;
        4. Ensure tires are properly inflated to maximize fuel efficiency and meet safety requirements; and
        5. Inspect all vehicles prior to use to ensure that there are no vehicle leaks that may release toxic substances into the environment.
  • 4. Lifecycle Management Step By Step Process
    • 4.1 Planning

      4.1.1

      The National Fleet Centrally Managed Cost Pool (CMCP) Manager must identify and confirm the budget available from both the CMCP budget and previous proceeds of sale towards the purchase of new fleet vehicles for the current fiscal year.

      4.1.2

      The NFM estimates the number of vehicles that can be purchased with the available funding identified by the National Fleet CMCP Manager. Standard vehicles are a sedan and a hybrid where feasible. Purchase of non-standard vehicles must be justified. Replacement of more costly vehicles should be spread out to have an even budget.

      4.1.3

      The NFM populates the seven-year refresh plan template with updated data from myEMS and the governmental Fleet Management Information System (FMIS) and develops a draft annual fleet refresh plan for the current fiscal year. The plan should maximize usage of the annual operational budget (B001) then utilize the revenue account (A131).

      4.1.4

      The NFM submits to the National Fleet CMCP Manager the draft plan that identifies the vehicles to be disposed, replaced and redeployed for the current fiscal year.

      4.1.5

      The NFM must consult with the Regional Fleet Managers (RFMs) on the draft plan in order to validate the information and to provide the RFMs with an opportunity for feedback and validation.

      4.1.6

      For new fleet vehicle, the Regional Fleet Manager must: Identity the intended usage of the vehicles, provide justifications(explanation, details) on why another fleet vehicle or an alternate like rental or taxis cannot be used and provide an estimation of the annual mileage of the vehicle

      4.1.7

      If there is any request from an RFM for a non-standard vehicle, the RFM must provide adequate rationale to the NFM that includes the specifications and business requirements in order to justify the purchase of a non-standard vehicle.

      4.1.8

      Based on the consultation with the RFMs, the NFM finalizes the annual plan and updates a five-year financial forecast based on the vehicles to be purchased in the current fiscal year, the National Fleet CMCP budget and proceeds of sale allotted from the previous year.

      4.1.9

      The National Fleet CMCP Manager and the Director must approve the plan and budget before it can be implemented.

      4.1.10

      The NFM prepares the specifications for each of the vehicles to be purchased for the fiscal year in accordance with the approved plan (vehicle type, special requirements, delivery location and local contact information) and in accordance with PSPC procurement tool. This information is then confirmed with the RFMs.

    • 4.2 Acquisition

      4.2.1

      The NFM prepares the myEMS purchase requisition(s) that must include standard specifications of vehicles (vehicle type, special requirements & delivery location), as well as the appropriate financial coding that indicates which budget is being used for the purchases (NFCMCP or disposal revenue).

      4.2.2

      The National Fleet CMCP Manager receives and approves the myEMS purchase requisition workflow to exercise Section 32 authority for the purchase.

      4.2.3

      In response to the purchase requisition, the Procurement and Contracting (P&C) officer prepares the request to purchase vehicles and submits the request to PSPC to complete the procurement process.

      4.2.4

      PSPC awards the contracts to one or more vendors and provides copies to the Procurement Specialist, who enters the contracts in MyEMS (SAP) and provides copies to the NFM. The Procurement Specialist must indicate this is a capital asset in MyEMS (SAP).

      4.2.5

      The NFM will forward copies of the contracts to the RFM.

      4.2.6

      The vendor(s) deliver the vehicle(s) to the location(s) identified in the contract(s).

      4.2.7

      The vendor(s) sends invoice(s) to the NFM.

    • 4.3 Receipt

      4.3.1

      The dealership notifies the RFM that a vehicle is ready for pick up.

      4.3.2

      The RFM may take possession of the vehicle. The NFM send a copy of the invoice to the RFM. The NFM print a copy of the checklist when the RFM sent it to the NFM.

      4.3.3

      The RFM must complete and submit a request to the federal fleet management support services provider for a vehicle-specific fleet credit card for each new vehicle. This request must include the Vehicle Identification Number (VIN), the ESDC location code and the Equipment Master Record (EMR) number (which is also the asset tag number). With this information the fleet management support services provider creates a new vehicle record to be added to the Fleet Management Information System (FMIS).

      4.3.4

      The fleet management support services provider issues a vehicle-specific fleet credit card and sends the card to the RFM, who in turn sends it to the Local Fleet Administrator (LFA).

      4.3.5

      The RFM ensures that an asset tag number is assigned to each vehicle purchased. The asset tag should be in the glove compartment of the vehicle.

      4.3.6

      The RFM notifies the LFA that the vehicle is ready to be picked up at the dealership and provides the LFA a copy of the invoice, the vehicle acceptance checklist template and the asset tag.

      4.3.7

      The LFA goes to dealership to pick up vehicle, validates the VIN on invoice and completes the vehicle acceptance checklist.

      4.3.8

      The dealership issues a New Vehicle Information Statement (NVIS) to LFA to be used for the vehicle registration.

      4.3.9

      The LFA goes to the Provincial Motor Vehicle office with the invoice, the bill of sale and the NVIS to complete the vehicle registration and to obtain the vehicle licence plates.

      4.3.10

      The LFA returns to the dealership to pick up the vehicle, installs the licence plates to the vehicle and affixes the asset tag inside the glove compartment of the vehicle.

      4.3.11

      The LFA signs the completed vehicle acceptance checklist and provides it to the RFM.

      4.3.12

      The RFM reviews the completed and signed vehicle acceptance checklist and submits it to the NFM, who then provides it to the National Fleet CMCP Manager.

      4.3.13

      The RFM does the goods receipt in myEMS (enters asset tag number) which creates the myEMS EMR for a fleet vehicles and updates the remaining EMR information.

      4.3.14

      The RFM updates the FMIS vehicle record (including location code and EMR asset tag number) and adds the date that the vehicle was received.

      4.3.15

      The NFM puts the date when the invoice was received and the PO number on the invoice. The NFM does the goods receipt in myEMS (SAP) and send the invoices to the appropriate processing centre for payment.

      4.3.16

      The NFCMCP Manager receives the myEMS (SAP) section 34 workflow, reviews the vehicle acceptance checklist and exercises section 34 accordingly and in order for the payment to be made.

    • 4.4 Operation, Use & Maintenance

      4.4.1

      Monthly Odometer Readings

      4.4.1.1

      The RFM ensures that the monthly odometer readings for each vehicle are entered into the FMIS at the beginning of each month.

      4.4.1.2

      The NFM periodically monitors the odometer readings in the FMIS to ensure that they are up-to-date.

      4.4.2

      Relocation

      4.4.2.1

      The RFM must notify the National Fleet CMCP Manager of the need to relocate a vehicle and must provide the justification for the need to relocate.

      4.4.2.2

      The National Fleet CMCP Manger must approve or deny the request to relocate the vehicle.

      4.4.2.3

      Following the approval by the National Fleet CMCP Manager to relocate a vehicle the RFM initiates the physical relocation of the vehicle.

      4.4.2.4

      Once the vehicle is physically relocated, the RFM must update the location codes in both the FMIS and myEMS.

      4.4.3

      Fleet Management Support Services Provider Invoices

      4.4.3.1

      When the National Fleet CMCP Manager receives an invoice for fleet credit cards, the NFM must reconcile the number of monthly fleet credit card charges identified in the invoice with the number of vehicles in the FMIS and myEMS. If there are any discrepancies, the NFM must identify the issue(s) and contacts the federal fleet management support services provider to fix any errors as needed.

      4.4.3.2

      Once reconciled, the NFM provides confirmation to the National Fleet CMCP Manager that the invoices are accurate and the CMCP Manager exercises section 34 for payment.

      4.4.3.3

      The CMCP Manager must submit the invoice and confirmation paperwork to Accounts Payable in accordance with departmental procedures.

      4.4.4

      Operation and Maintenance Costs

      4.4.4.1

      The LFAs must provide monthly receipts for operation and maintenance (O&M) costs for their vehicles to the RFM.

      4.4.4.2

      The RFM must reconcile the monthly invoices for their regional fleet O&M costs from the federal fleet management support services provider with vehicle receipts provided by the LFAs.

      4.4.4.3

      The RFM must submit the invoice to the cost centre manager responsible for the regional fleet O&M budget in order to exercise section 34 for payment.

      4.4.4.4

      The RFM must submit paperwork to Accounts Payable in accordance with departmental procedures.

      4.4.5

      Loss or Theft of Vehicle-Specific Fleet Credit Card

      4.4.5.1

      The fleet user must notify the LFA immediately that a card is lost or stolen and the LFA must notify the RFM of the incident as soon as possible.

      4.4.5.2

      The RFM must submit a request to the federal fleet management support services provider to cancel the lost or stolen vehicle-specific fleet credit card and issue a replacement card.

      4.4.5.3

      The RFM mails a non-specific fleet credit card to the LFA.

      4.4.5.4

      The RFM must notify the NFM of the lost or stolen card and the NFM must document the incident.

      4.4.5.5

      The LFA must return the non-specific fleet credit card to the RFM once the vehicle-specific fleet credit card is received and the RFM ensures that any transactions on the non-specific card are transferred to the replacement vehicle-specific fleet credit card.

      4.4.6

      Personal or Inappropriate Use of Vehicle-Specific Fleet Credit Card

      4.4.6.1

      During the monthly reconciliation of invoices for O&M costs from the federal fleet management support services provider the RFM notices a discrepancy and identifies a potential incident of inappropriate use.

      4.4.6.2

      The RFM must notify the cost centre manager and the LFA of the discrepancy.

      4.4.6.3

      The RFM must work with the cost centre manager and the LFA to identify the fleet user who made the potentially inappropriate or personal purchase.

      4.4.6.4

      The LFA must provide a copy of the fleet user’s Fleet Vehicle Authorization Form to the RFM.

      4.4.6.5

      The employee’s manager must address the inappropriate or personal use of the card with the fleet user and must determine if any corrective action needs to be taken. Personal use should be reported to Integrity Services.

      4.4.6.6

      The RFM must provide a copy of Fleet Vehicle Authorization Form and a summary of the circumstances of the incident to the NFM.

      4.4.6.7

      The NFM documents the incident.

      4.4.7

      Theft and Vandalism of a Fleet Vehicle

      4.4.7.1

      When a fleet user discovers that a theft or vandalism of a fleet vehicle has occurred, the fleet user must immediately report the incident to their manger, local police and the LFA.

      4.4.7.2

      For vandalized vehicles the LFA must takes pictures and to include in the police report and to document the fleet file.

      4.4.7.3

      The LFA must inform the RFM of the incident as soon as possible and provide a copy of the policy report to the RFM.

      4.4.7.4

      The RFM must notify Integrity Services Branch and the NFM of the incident and provide a copy of police report and pictures of the vehicle.

      4.4.7.5

      The LFA obtains an estimate to repair if applicable and presents this to the RFM.

      4.4.7.6

      The RFM determines if the vehicle quote for repair is reasonable and cost effective and authorizes the costs of the repair.

      4.4.7.7

      If the RFM determines that the vehicle is beyond reasonable repair, the RFM must approve the disposal of the vehicle and report the disposal to the NFM.

      4.4.7.8

      The NFM documents the incident for the annual reporting on public losses.

      4.4.7.9

      In the case where a vehicle is stolen and not returned or is determined to be damaged beyond economical repair, the NFM determines if a replacement vehicle can be purchased in the current fiscal year or if another plan needs to be put in place to ensure operational continuity.

      4.4.8

      Accidents

      4.4.8.1

      The fleet driver must ensure their own safety, that injured persons are protected from further injury and request medical assistance if required.

      4.4.8.2

      The fleet driver must immediately report the accident to police.

      4.4.8.3

      The fleet driver must not accept any fault or blame for the accident pending the investigation.

      4.4.8.4

      The fleet user must notify the LFA and cost centre manager of the accident as soon as possible and no longer than 24 hours after the accident.

      4.4.8.5

      The fleet driver must complete a Motor Vehicle Accident Report (GC 46) at the scene of the accident as long as it is practical, noting if the police did not attend the scene (due to minimal damage) and submit the report to the LFA as soon as possible. Specific information about the accident must be recorded by the driver and in accordance with the Departmental Guideline on Fleet Management, Light-Duty Vehicles.

      4.4.8.6

      The RFM must complete the Hazardous Occurrence Investigation Report (LAB1070) and submit it to the appropriate Health and Safety Officer as soon as possible. In the case of an accident resulting in the death or disabling injury of an employee, the LAB1070 must be submitted within 24 hours of the accident.

      4.4.8.7

      The RFM must notify the NFM of the accident and provide a copy of the Motor Vehicle Accident Report (GC 46), Hazardous Occurrence Investigation Report (LAB1070), police report and any other documentation related to the accident to the NFM as soon as possible and no longer than 7 calendar days of the accident occurrence.

      4.4.8.8

      The NFM documents the accident.

      4.4.8.9
      Accidents - claims against the Crown

       

      1. In the case of a claim against the Crown, the RFM must seek legal advice from a Departmental Legal Advisor on how to proceed (with a copy to NFM on all correspondence) and provide a copy of the Motor Vehicle Accident Report (GC 46), Hazardous Occurrence Investigation Report (LAB1070B), police report, insurance claim and any other documentation related to the accident to the Legal Advisor (Departmental Claims and Ex Gratia Payments Policy).
      2. The RFM obtains approval from the Legal Advisor for the repair of the vehicle involved in the accident and obtains further advice and guidance on how best to proceed with a claim.
      3. The RFM recommends to their senior management the action to be taken based on the advice and guidance received from the Legal Advisor.
      4. Based on the advice and guidance of the Legal Advisor, the RFM informs the Integrity Services Branch if a fleet user may be deemed personally responsible to pay for damage claims if they do not meet the criteria under TB’s Policy on Legal Assistance and Indemnification (with copy to NFM on all correspondence).
      5. The RFM must submit a request outlining the accident and legal advice with all supporting documentation, including the Motor Vehicle Accident Report (GC 46), Hazardous Occurrence Investigation Report (LAB1070B), police report and insurance claim to the CFO’s office for approval and signature of the ESDC’s Fleet Vehicle Accident Claim.
      6. The CFO approves and signs the ESDC’s Fleet Vehicle Accident Claim.
    • 4.5 Disposal

      4.5.1

      The RFM initiates a vehicle disposal in accordance with the annual seven year refresh plan and changes the status of the myEMS vehicle EMR to “end of life” in order to generate the disposal and workflow process.

      4.5.2

      A delegated regional disposal authority receives the myEMS disposal workflow and approves the disposal transaction.

      4.5.3

      The RFM updates the life cycle management information (i.e. reason and method for disposal) in the myEMS EMR.

      4.5.4

      The RFM arranges with the local office to have the vehicle sold through GC Surplus within an appropriate timeframe (shortly after the replacement vehicle is received by local office).

      4.5.5

      The RFM requests that the federal fleet management support services provider cancel the vehicle-specific fleet credit card.

      4.5.6

      GC Surplus notifies the RFM when the vehicle is sold and the RFM manages the transport of the vehicle to a GC Surplus location.

      4.5.7

      The RFM notifies the federal fleet management support services provider of the date the vehicle is sold, in order to have its status changed to “sold” in the FMIS.

      4.5.8

      GC Surplus reports the result of sales to IPPM Financial Management and provides the disposal revenue to ESDC Accounts Receivable.

      4.5.9

      Accounts Receivable verifies the resulting sales with IPPM Financial Management and reallocates the disposal revenue to the disposal revenue cost centre accordingly.

      4.5.10

      Corporate Accounting enters proceed of sales into myEMS in the asset accounting module and reconciles the sale with the EMR disposal status.

      4.5.11

      Corporate Accounting informs the NFM of any cases where they have received proceeds of sale for a particular vehicle but did not receive a disposal notification in myEMS.

      4.5.12

      The NFM investigates the situation and if needed, requests the RFM to update the status of the vehicle EMR to reflect that it is disposed.

      4.5.13

      IPPM Financial Management must maintain disposal revenue records and ensures the proceeds of sale are provided to the National Fleet CMCP.

      4.5.14

      The NFM confirms with the Financial Management Advisory Services that a vehicle has been sold and proceeds have been received and identify the vehicle as sold in the annual plan