AssetWorks Case Studies KeyValet University of Colorado

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	KeyValet University of Colorado AssetWorks

KeyValet University of Colorado

AssetWorks

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP) Functional Applications - Fleet Management Systems (FMS)
Applicable Industries	Education
Applicable Functions	Facility Management Logistics & Transportation
Use Cases	Automated Disease Diagnosis Fleet Management
Services	Software Design & Engineering Services System Integration
Challenge	The University of Colorado (UC Boulder) operates a motor pool as part of its overall fleet structure. The motor pool serves the many employees of the University who rely on the pool vehicles for anything from short trips around the university to longer term rentals for research trips. However, motor pool vehicles were only available for customers to pick up and drop off Monday through Friday between 8am and 5pm, which was inconvenient for many people who depend on the motor pool service. Customers had to make a request via fax or email which was then processed manually by a Transportation Services staff member. The customer also recorded an odometer reading which was manually input into FleetFocus by the Transportation Services staff member. UC Boulder wanted a solution that would reduce manual entry, improve accuracy and expand service. Read More
About Customer	The University of Colorado Boulder (UC Boulder) is a public research university located in Boulder, Colorado. It is the flagship university of the University of Colorado system and was founded five months before Colorado was admitted to the Union in 1876. The university has more than 30,000 undergraduate and graduate students. UC Boulder is a member of the Association of American Universities, a selective group of major research universities in North America, and is classified as an R1 University, meaning that it engages in a very high level of research activity. As of 2017, the university has produced a total of 12 Nobel laureates, nine MacArthur Fellows, and 20 astronauts. Read More
Solution	UC Boulder sought a system that would increase motor pool availability to university staff through an automated system that provides secure 24-7 availability AND integrates fully with the University’s Fleet Management Software Solution – FleetFocus. After a competitive selection process, they selected AssetWorks KeyValet. The KeyValet system allows for 24x7 availability of motor pool vehicles. Reservations can be made at any time using the online FleetFocus Motor Pool reservations functionality. Upon reservation, a confirmation email is sent to the customer with a code that unlocks the specific vehicle at the lot using KeyValet’s secure dispatch procedures. The entire process can be done without additional visits to the Transportation Services office, which saves the customer a tremendous amount of time. The odometer reading is automatically transmitted wirelessly in real-time to the KeyValet box and directly into FleetFocus through the Vehicle Data Collector (VDC) which saves time through the reduction of manual recording and entry, as well as improves accuracy through direct communication between the vehicle and the Fleet Management System. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Functional Applications - Fleet Management Systems (FMS)

Applicable Industries

Education

Applicable Functions

Facility Management

Logistics & Transportation

Use Cases

Automated Disease Diagnosis

Fleet Management

Services

Software Design & Engineering Services

System Integration

Challenge

The University of Colorado (UC Boulder) operates a motor pool as part of its overall fleet structure. The motor pool serves the many employees of the University who rely on the pool vehicles for anything from short trips around the university to longer term rentals for research trips. However, motor pool vehicles were only available for customers to pick up and drop off Monday through Friday between 8am and 5pm, which was inconvenient for many people who depend on the motor pool service. Customers had to make a request via fax or email which was then processed manually by a Transportation Services staff member. The customer also recorded an odometer reading which was manually input into FleetFocus by the Transportation Services staff member. UC Boulder wanted a solution that would reduce manual entry, improve accuracy and expand service.

About Customer

The University of Colorado Boulder (UC Boulder) is a public research university located in Boulder, Colorado. It is the flagship university of the University of Colorado system and was founded five months before Colorado was admitted to the Union in 1876. The university has more than 30,000 undergraduate and graduate students. UC Boulder is a member of the Association of American Universities, a selective group of major research universities in North America, and is classified as an R1 University, meaning that it engages in a very high level of research activity. As of 2017, the university has produced a total of 12 Nobel laureates, nine MacArthur Fellows, and 20 astronauts.

Solution

UC Boulder sought a system that would increase motor pool availability to university staff through an automated system that provides secure 24-7 availability AND integrates fully with the University’s Fleet Management Software Solution – FleetFocus. After a competitive selection process, they selected AssetWorks KeyValet. The KeyValet system allows for 24x7 availability of motor pool vehicles. Reservations can be made at any time using the online FleetFocus Motor Pool reservations functionality. Upon reservation, a confirmation email is sent to the customer with a code that unlocks the specific vehicle at the lot using KeyValet’s secure dispatch procedures. The entire process can be done without additional visits to the Transportation Services office, which saves the customer a tremendous amount of time. The odometer reading is automatically transmitted wirelessly in real-time to the KeyValet box and directly into FleetFocus through the Vehicle Data Collector (VDC) which saves time through the reduction of manual recording and entry, as well as improves accuracy through direct communication between the vehicle and the Fleet Management System.

Impact #1	60% reduction in administrative staffing which will result in an ROI in less than two years.
Impact #2	5% increase in motor pool reservations, with much of the usage taking place during non-business hours.
Impact #3	38% of vehicles dispatched during off-hours.

Impact #1

60% reduction in administrative staffing which will result in an ROI in less than two years.

Impact #2

5% increase in motor pool reservations, with much of the usage taking place during non-business hours.

Impact #3

38% of vehicles dispatched during off-hours.

Benefit #1	60% reduction in administrative staffing.
Benefit #2	5% increase in motor pool reservations.
Benefit #3	38% of vehicles dispatched during off-hours.

Benefit #1

60% reduction in administrative staffing.

Benefit #2

5% increase in motor pool reservations.

Benefit #3

38% of vehicles dispatched during off-hours.

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Overview

KeyValet University of Colorado

Operational Impact

Quantitative Benefit