November 2008, Government Fleet - 100 Best Fleets

Hillsborough County Named No. 1 Again in 2009

By Cheryl Knight

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Fleet Increases Accountability

In the last 18 months, the Hillsborough County Fleet Management Department has started a process of reorganization, focusing much attention on increasing accountability. New policies and procedures have been developed, existing ones rewritten, and organizational process improvement meetings have been held.

Subadan, who led the reorganization, said all employees were informed of impending changes each step of the way.

"I meet with all employees at least on a monthly basis to inform, educate, and respond to questions," she said.

The meetings have continued. Employee suggestions are recorded, responded to, and implemented wherever possible. When they cannot be implemented, an explanation is provided.

"This has increased the level of trust and confidence employees have in management, resulting in a huge increase in employee morale," Subadan said. "Because of open, honest, and regular communication, even at a time when the County is experiencing great financial hardship, fleet employees have a continual ‘can do’ attitude, and morale remains high."

During the past year, a fleet business plan was developed and employees were asked for input. To encourage participation, typos were deliberately hidden in the distributed draft document and employees were challenged to find the errors as a contest. All typos were found, but more importantly, employees read the plan and provided feedback and input.

The following programs and processes are a few of Hillsborough’s recent initiatives:

• Develop a countywide fuel emergency plan.
• Improve data integrity (exception reporting).
• Improve fuel delivery and PM scheduling processes.
• Establish a quality assurance program.
• Improve and/or establish policies and procedures for maintenance repair.
• Improve acquisition and refine replacement evaluation process.
• Improve customer service.
• Minimize downtime.
• Right-size fleet based on a utilization study.
• Establish a fleet equipment rental pool.

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