Vehicle Request Process in
VITAL Insights
FY 2011
Overview Vehicle Acquisition Process
Process
Agency
Requester
Agency
Approval
OFM
Approval
OPB
Approval
Agency
Notification
Reviews
statewide
contract for
vehicle options
and submits
vehicle request
in VITAL Insights
Ensures that all
agency
procedures are
followed for
acquisition and
payment of the
vehicle
Ensures that the
agency meets
state fleet policy
requirements
Reviews the
request to
ensure adequate
funding and
justification for
the purchase
Email
notification upon
decision from
OPB
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Georgia Department of Administrative Services
OFM Vehicle Request Criteria
• No vehicles with zero miles.
• Compliant with mandatory WEX Fuel Card
program.
• Current on Maintenance Data
• Should be within your OPB vehicle allocation
• Process used for purchases, donations, leases
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Georgia Department of Administrative Services
Before You Begin: Required Information
• Replacement or addition?
• New vehicle information (yr, make, model, GVW)
• Pooled or assigned vehicle?
• Statewide contract and vendor information
• Justification for vehicle purchase
▪ intended use
▪ reason for replacement
▪ maintenance cost of replaced vehicle
• Program ID/Name (Enter site id for CSB or colleges & universities)
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Georgia Department of Administrative Services
Creating a New Vehicle Request (VR)
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Georgia Department of Administrative Services
Step 1: Complete Header and Vendor Info
• Header Info
• Description
• Site ID
•Agency Contact
Info auto-populates
with requester data
• Vendor Info
• SWC
• Delivery Method
• Click Save
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Georgia Department of Administrative Services
Step 2: Enter Vehicle Information
• Click Add VR Line
• Select VR Reason
•Enter New Vehicle
Information
• If replacement,
select
• Disposition
• State-ID
• Click Save VR
Line
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Georgia Department of Administrative Services
Step 3: Answer Justification Questions
• Addition
• Purpose
• Funding
• Replacement
• Maintenance
• Use of
current vehicle
• Additional Info
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Georgia Department of Administrative Services
Step 4: Enter EPACT & Funding Source
• EPACT Information
• EPACT Primary
Use
• GVW
• Domicile County
• Charge To
• Budget Fiscal Year
• Source of Funds
• Program ID/Name
• Click Save VR
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Georgia Department of Administrative Services
Step 5: Add Additional VR Lines
• Different Vehicle
Info
• Add VR Line
• Duplicate VR
• Add Copy VR Line
• Change VR Line
• Edit VR Line
• Delete VR Line
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Georgia Department of Administrative Services
Step 6: Submit To Approve
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Georgia Department of Administrative Services
Approving Vehicle Request
• Once the VR is submitted, the Approver . . .
▪ is notified by email of submitted VR
▪ logs into VITAL Insights
▪ reviews VR
▪ approves, denies or requests additional
information
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Georgia Department of Administrative Services
Example of Email Notification
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Georgia Department of Administrative Services
Access VRs Waiting on Approval
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Georgia Department of Administrative Services
Approver’s In Box
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Georgia Department of Administrative Services
Approver Acts on VR
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Georgia Department of Administrative Services
After VR is Approved by Fleet/OPB
• Requestor will forward vehicle documents and
information to the appropriate Regional
Transportation Office (RTO):
• Vehicle Load Sheet
• Detailed Equipment Listing (Form 5111)
• Manufacturer’s Statement of Origin (MSO) if applicable
• Odometer Disclosure Statement (if applicable)
• This information, including fuel card(s), will be
forwarded to OFM.
• Upon receipt, OFM will add the vehicle to VITAL
Insights within 1-5 days depending on volume
Georgia Department of Administrative Services
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Last Notes
• All vehicle acquisitions should be submitted
through the online VR process
▪ Donations, Leases, Purchases
• All users can print out report with VR status
• VRs will be cancelled after 30 days of no activity
▪ Requestor receives an email 2 days before
cancellation
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Georgia Department of Administrative Services
Questions?
• Regional Transportation Office
• General Information, VITAL Training Requests, etc.
• Roxanne Neal [email protected] or 404.657.9454
•
Policy, compliance, legislation, best practices, VITAL Training, Vehicle Requests
(VR’s), vehicle leasing, VITAL access, etc.
Georgia Department of Administrative Services
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