State of Oklahoma TRIPCard

技术

功能应用 - 车队管理系统 (FMS)

适用行业

城市与自治市

适用功能

物流运输

用例

车队管理

服务

系统集成

挑战

The State of Oklahoma’s Fleet Management Division was using fuel cards that lacked controls, making it possible for employees to purchase non-authorized items. Employees were required to submit paper reports that had to be manually reconciled with the monthly fuel card bill. This was labor intensive for both the employee cardholders and the administrative team responsible for reconciling the bills. Any discrepancies had to be investigated manually, and due to the delay in time between the purchase and the monthly bill, it was often hard for employees to provide information about the purchases in question.

关于客户

The customer in this case study is the State of Oklahoma’s Fleet Management Division. This division is responsible for managing the state's large fleet of vehicles, which includes ensuring that employees in the field have the means to make necessary purchases such as fuel and vehicle maintenance. The division was previously using general credit cards or more specialized fleet cards for these purchases. However, they faced challenges with these cards as they didn't have many controls, leading to potential abuse and increased administrative work due to the need for manual reconciliation of bills and paper reports from employees.

解决方案

The State of Oklahoma’s Fleet Management Division adopted the TRIPCard, a p-card backed by MasterCard that can be used by organizations to purchase fuel and other authorized items. Unlike any other fuel or fleet card on the market, it integrates directly into FleetFocus in near real-time, where it is readily available for all FleetFocus functions, such as reporting, dashboards and billing. When employees make purchases using TRIPCard, pre-authorization data is sent immediately to the TRIPCard portal for review. Once the transaction has been processed, the completed transaction data is received into the TRIPCard portal where the information is verified against the data in FleetFocus. Fleet managers can set authorization parameters for each user or vehicle, such as limiting a number of gallons to be dispensed or specifying gasoline versus diesel. Any purchases that fall outside the normal parameters flags the completed charge as a failed transaction so that managers can review it immediately.

运营影响

TRIPCard’s technology provides the State of Oklahoma real-time data. Its immediate response system, integrated with FleetFocus, saves the organization time and money through decreased administrative costs, data accuracy and reduced waste and abuse.
Immediate access to questionable purchases also gives managers an avenue to improve vehicle maintenance. If field workers were to put diesel into a gas engine, the system would flag it. Their purchase would go through, but the system would alert the fleet manager so that she could review it and speak with the driver and bring the vehicle in for inspection.
Meter readings, which are the basis for preventive maintenance schedules, are also improved. TRIPCard users are required to input their mileage at the pump, which then updates FleetFocus. If the mileage entered by the driver is outside of the normal parameters, the fleet manager would be alerted and could reach out to the driver for the correct mileage.

数量效益

Before TRIPCard, it would to take a least a week to reconcile a fuel card bill with all of the paper statements from field workers. Now it only takes one to two days.
Currently 1,100 of the state’s large fleet are a part of the TRIPCard program.