Reports and Policies

Interdepartmental Customer Protocol

The EMD fleet operation prioritizes and exhibits leadership with customers by utilizing an Interdepartmental Customer Protocol (ICP) to continuously improve its maintenance program, repair time standards, comeback ratio, fueling services, and parts availability. Fleet industry standards are used to reduce operating costs and improve fleet availability for all city departments. The ICP identifies services needed to maintain and support the City's fleet of licensed vehicles and off-road equipment. The ICP outlines responsibilities of EMD and customer departments, how to access services, scope of services, compliance goals, on-demand safety checks, vehicle management, service prices, billing procedures, and dispute resolution.

Interdepartmental Customer Protocol

Online Service Board
EMD provides an online Service Board for employees to obtain "real-time" information about the status of their vehicle repairs. The Service Board integrates with our M5 fleet management system and current data is uploaded to the Service Board every five minutes.

Business Plan and State of the Fleet Report
The EMD publishes an annual Business Plan and State of the Fleet Report. The Business Plan is a working document that reflects the City of Tulsa's priorities and changing needs of our customers. The Business Plan outlines our scope of services, goals, strategies, accomplishments, and performance measures. The State of the Fleet Report looks at the past fiscal year to explain what significant and operational activities took place. The purpose of the report is to inform management, employees, and customers what took place during the previous year that could impact our ability to operate effectively and efficiently in the future. The report also addresses our challenges, opportunities, and planned activities for the coming year.

2022-23 Business Plan
2021 State of the Fleet Report

Automotive Life End Replacement Tool
The EMD publishes an annual Automotive Life End Replacement Tool (ALERT) to help set replacement priorities and ensure the most deserving vehicles are replaced with the level of available funding. The ALERT recommends replacement quantities based on six criterion: 1) Age; 2) Mileage or Hours; 3) Depreciation; 4) Maintenance and Repair Costs; 5) Condition; and, 6) Use.  

Equipment Management Budget Presentation | 2021 Automotive Life End Replacement Tool (ALERT)

AssetWorks M5 Fleet System
Giving all customers access to the M5 fleet system is another way we provide superior customer service. We train customers how to retrieve maintenance and cost history, fuel costs and consumption history, preventive maintenance due dates and completion dates, basic unit information, and work order information. The M5 system provides EMD and City Departments with broader system access, improved reporting, "real-time" labor tracking, and improved transparency through better reporting tools.

Fleet Management Steering Committee
The Fleet Management Steering Committee (FMSC) meets monthly and includes representatives from 12 departments. The FMSC determines policy and provides oversight for all aspects of specifying, purchasing, assigning to departments, reassigning between departments and retiring vehicles for the City. FMSC has resulted in sharing under-utilized equipment/vehicles previously purchased; asking difficult questions of peers; reviewing all requests for repurposing; and, collaborating to save the City money.

Executive Order No. 2015-05 - Utilization Management Policy, and Replacement & Acquisition Policy
Utilization Management Policy
Replacement and Acquisition Policy

Career Development Progression Program
EMD worked with the Human Resources Department to create a career development progression program for all technicians and autobody repairers (54 positions). The program enables technicians and autobody repairers to obtain 2 to 3 permanent pay increases for obtaining Ford, Automotive Service Excellence (ASE), Emergency Vehicle Technician (EVT) and other professional certifications. In addition to permanent pay increases, technicians and autobody repairers can promote to a higher job classification after meeting time in service criteria, obtaining additional certifications, and completing college hours and/or City training courses.

For example, a Fleet Technician II is eligible for two pay increases and progression to a Fleet Technician III after satisfying the following requirements:

• A one step increase is awarded after three months as a Fleet Technician II and following completion of:
• Four (4) ASE certifications (T or A series), or
• Three (3) Ford certifications, or
• Equivalent OEM training certifications

• A second step increase is awarded after nine months as a Fleet Technician II and following completion of:
• Two (2) additional ASE certifications (T or A series), or
• One (1) additional Ford certification, or
• Equivalent OEM training certifications, and
• Completion of one (1) City of Tulsa Development Training course

• Progression to a Fleet Technician III is awarded after twenty-four months as a Fleet Technician II and following completion of:
• Master ASE certification (T or A series), or
• Equivalent OEM training certification, and
• Completion of one (1) City of Tulsa development Training Course

Certification and College Hours Policy
Excluding technicians and autobody repairers, 25 of 29 positions (storekeepers, fleet service writers, warranty administrator, maintenance mechanics, supervisors, managers, and administrative staff) can receive 1 to 4 permanent pay increases for obtaining professional certifications and completing college hours. The EMD will collaborate with Human Resources to ensure all employees can achieve permanent pay increases by obtaining certifications and completing college hours.