The fleet department at Protection One Alarm Monitoring in Culver City, CA has been busy since Western Resources bought controlling interest in Protection One's stock in July 1997.

Before the acquisition, Dana Hartman managed 200 Protection One vehicles on the West Coast as fleet operations coordinator. But various acquisitions, including the merger with Western Resources Westar Security Division, has grown Protection One's fleet to about 800 vehicles, which are spread among 67 branches throughout North America. The company revised its vehicle safety program, combining all of the acquired companies' policies into one manual. Hartman was eventually promoted to fleet manager for the company's entire North American operation.

In December 1998, the Protection One fleet department outsourced its vehicle maintenance, fuel management and accident management to a fleet management company. Hartman says things have gone smoother for the Protection One fleet department since it began outsourcing those fleet responsibilities.

"I don't get as many calls, I don't have to process check requests, and even some of my branches have called and said it's simpler for them too," Hartman said.

Soon after its acquisition by Western Resources, Protection One sent requests for proposal to six fleet management companies to manage vehicle maintenance, fuel management, and accident management.

"We got bigger through acquisitions, and we acquired vehicles that weren't on any type of program," Hartman said. "We just felt it was important to see who could offer us what."

Hartman said he received three proposals that met his requirements and he eventually chose GE Capital Fleet Services.

One administrative task that Hartman outsourced was maintenance management. Now, all maintenance bills go to the fleet management company, which, in turn, mails a detailed expense report to the branches. In addition, Hartman gets a report from the fleet management company on what expenses each branch incurred.

Another administrative task Protection One outsourced was accident management. Before the duties were outsourced, Hartman would have to review the body shop estimate, contact the shop, and get a check in advance so it is ready when the vehicle is done.

"Now the shop bills our fleet management company; they cut the check," Hartman said. "I don't have to think about making sure I get the vehicle to the body shop, and my vehicle is not being held hostage because the body shop hasn't been paid."

When Protection One sent its requests for proposal, one of its requirements for fuel management was that the winning company's fuel card be accepted in at least 100,000 locations. Protection One uses the Wright Express fuel card.

Company: Protection One Alarm Monitoring

FleetManager: Dana Hartman

FleetMakeup: 800 vehicles, including 70 cars, 365 pickups, and 365 vans.

OutsourcedPrograms: Vehicle maintenance, fuel management, and accident management.