INFORMATION SYSTEMS

Information Systems implemented the FleetTracker system in April 1987. This real time computerized system tracks all of the vehicles and equipment to provide information for effective and efficient fleet management. The system provides a comprehensive and extensive analysis of data allowing management to summarize information and create meaningful reports.

The reports available include the description of units, cost information, power train specifications, preventive maintenance records, location of units, license and registration fee information, and replacement schedules. Maintenance information is also tracked to monitor repairs and warranties.

ACCOUNTS PAYABLE The accounts payable section of Motor Vehicle Management oversees the processing of approximately 2,000 invoices per month. In addition to processing the invoices, this section keeps the vendor log updated on the FleetTracker system to ensure that new vendors are properly registered on the Tennessee Online Purchasing System (TOPS) to receive their payments in a timely manner. As invoices are received and processing begins, the vehicle tag numbers, driver's signatures and vehicle mileages must be obtained along with a description of the parts and services needed. This information often requires extensive contact with vendors and other state departments, and is a constant training ground to keep statewide vendors and vehicle operators informed of the correct procedures. Employees who process invoices maintain an open line of communication with vendors so that payments are not duplicated and that repairs made to state vehicles have been authorized.