September 2008, Government Fleet - Feature
Fleets Share Fuel Management Best Practices
By Chad Simon
Bill DeRousse, Fleet Superintendent
Beth Scruggs, Fleet Office Technician
City of Everett, Wash.
Fleet Size: 858 vehicles
Fuel Management Systems: FuelForce, Gasboy, and Veeder-Root
Fueling Sites: 10
The City of Everett’s fleet implemented Veeder-Root in June 1985 for tank monitoring. It also began using Gasboy in June 1985 and FuelForce in October 2007, both for transaction monitoring. The systems capture fueling and equipment mile/hour readings and the data is used to meet preventive maintenance schedules, track equipment for replacement, and monitor fuel efficiency. The City began using FuelForce at its main fueling site when its existing system did not permit additional pumps. The remainder of its sites uses Gasboy.
Fuel Management Trifecta
FuelForce/Gasboy are activated via a magnetic strip fuel card uniquely assigned to each piece of equipment. An operator number is assigned to each user. This information is verified against the software system’s database to allow fueling. Veeder-Root primarily tracks fuel tank volume and checks for leakage.
Only two of the City’s fueling sites use operator fuel cards instead of equipment cards in which the user’s card identifies the individual. Operators use their cards to obtain fuel by entering the equipment number. The other sites utilize an equipment card with which operators must enter their individual PINs to obtain fuel. Fueling is limited according to fuel type and quantity.
The City switched from Gasboy to FuelForce at its main site to accommodate additional pumps in its system. The fleet maxed-out the number of fuel pumps available on Gasboy and had to switch to a system that permitted more fuel pumps.
Monitor Fuel Usage
The cost of fuel remains a top fleet issue and for most equipment classes is the City’s highest individual fleet expenditure. According to DeRousse, fuel costs have increased from $600,000 to $2.4 million over the past several years, while usage volume has remained the same. The fleet is currently evaluating alternative fuels to reduce fuel consumption volumes.
Since implementing fuel monitoring systems, the City’s fleet has improved tracking usage by vehicle and operator. The fact equipment operators are aware fleet management knows who fueled a vehicle, when, quantity, and grade selected helps deter inappropriate use.
Systems are installed either to save money or prevent losing money. Veeder-Root, Gasboy, and FuelForce audit one another and ensure the amount of fuel received and issued matches the amount remaining in the tanks.
Program Implementation
To implement a similar fuel management program, DeRousse believes agencies should emphasize data-gathering capability to show equipment usage and efficiency, and ability to monitor who obtains fuel, when, where, and amount.
"Communicate your plans about what the system is designed to do before, during, and after implementation so all are aware of what is happening and why," DeRousse said. "With the availability of e-mail, it is now possible to reach a large number of personnel easily and efficiently with unlimited amounts of information about the new system and how it works."