Irma Gallo is the fleet administrator for BW/IP International, Inc., a manufacturer of industrial pumps and seals based in Long Beach, CA, but her responsibilities go way beyond fleet management. In order to meet the demands of her various responsibilities while also staying on top of fleet management. Gallo has developed a computer database to assist her in managing the fleet.

Gallo must maintain control of the 170-unit fleet along with other duties such as managing the company's credit card program, distributing accounting reports to different departments, and organizing and planning company meetings. She reports to the controller of the company's pump division.

Gallo, who has been with BW/IP International for 19 years, assumed fleet management responsibilities five years ago. Soon after becoming the company's fleet administrator, Gallo began creating a computer database that would eventually automate a variety of ongoing fleet functions and provide various reporting capabilities.

Gallo uses the computer database to manage driver-paid vehicle options. When driver-paid options are selected, computer records are created that show the amount of money owned by each employee for the vehicle options. The computer database interfaces with the company's payroll system so that this owed amount can be deducted from the employee's paycheck.

The computer system is also useful for remarketing fleet vehicles. The company's remarketing procedure is to give the driver first choice at buying the vehicle. Then, other company employees are given the chance to purchase the vehicles, if the driver declines. The remainder of the unsold fleet vehicles are sent back to the leasing companies for disposal.

BW/IP International leases approximately 170 fleet vehicles through Leasing Associates of Houston, TX, and Associates Leasing of Madison, WI. About 20 of the fleet vehicles are pickup truck used in shop operations, and approximately 150 of the vehicles are midsize passenger cars used primarily by company sales reps.

Computer records are kept on all of the company's fleet vehicles and the drivers who operate them. Gallo has cross-indexed the system so that various reports may be pulled out. Data from vendor invoices are inputted into the system for summary reports on fleet expenditures and operating costs.

Computerizing Fleet Functions

Gallo uses an in-house computer carry out the following fleet management duties:

• Vehicle recordkeeping.

• Driver recordkeeping.

• Vendor invoice summary reports.

• Fleet operating costs.

• Driver-paid option deductions.

• Tracking out-of-service fleet vehicles for remarketing to employees.