Fleet Management Rental Reservation System

About the Program

Category: Information Technology (Best in Category)

Year: 2023

To save costs on buying and maintaining vehicles, Fleet Management offers rental vehicles on an hourly, daily or monthly basis. In FY 22, we managed 150 rentals and have been evaluating the possibility of expanding to other locations. Our process to obtain a rental was antiquated, and required the completion of paper forms, obtaining approval of an authorized signor, and then emailing the documents to the Fleet offices. This often caused delays in securing a vehicle, if the authorized signor was not available, or if the backup signor was not known by the rental requestor. In addition, the process of scanning the forms and emailing them, made the entire process; unnecessarily cumbersome. Therefore, Fleet, along with our IT Department programmer, set out to create our own in-house automated system to allow customers to enter in their rental requests using our Fleet Information System. The request would automatically route to the selected authorized signor for approval, and then to Fleet for administration. This system has allowed us to streamline the process, eliminate duplicate entries, eliminate the use of paper forms, and provided information previously not available to customers. Also, it allowed customers the ability to create and manage requests from anywhere.