Vehicle Lifecycle
Management

Proprietary Fleet Management Software

Complete visibility to a fleet operation is essential to your business. Penske Vehicle Services makes it easy to monitor your vehicle activity and view comprehensive, real-time reports with our exclusive fleet management software. We help you:

• Make better decisions about your fleet with accurate and timely information
• Spend less time on manual data entry, allowing for more time to run the business
• Manage operational processes at a whole new level of greater visibility
• Drive financial results for your organization

The Penske Vehicle Services fleet management system is scalable, configurable and interfaces with clients' enterprise systems.

Key Features

• Manages all assets and asset lifecycle requirements
• Capable of managing assets of any type, size or complexity
• Monitors and measures the amount of time in each lifecycle stage
• Tracks each asset associated with a task at each stage
• Pushes process ensuring quality control
• Allows visibility of an assets current usage and location
• Maintains total financial visibility and accountability
• Highly configurable
• Built in Microsoft .NET framework
• Web-based

Implementation Process

Penske Vehicle Services implementation is client-driven, gathering the necessary requirements and confirming the goals and objectives to drive results for our clients. Our implementation process includes:

• Interviewing all stakeholders to confirm key strategies, goals and objectives
• Completing process map of vehicle lifecycle and transitions
• Developing a project plan including current manual tasks that become automated
• Gathering data interface information from Finance, Ordering, HR, Payroll and Asset register
• Creating Lifecycle, Fields, Tasks, Automations and User Roles
• Completing data conversion map and convert existing client data
• Identifying and building needed custom reports
• Training program to ensure training resources are on site in your organization
• Piloting system in a test environment for minimal risk
• Taking system live upon client approval

The Penske Vehicle Services fleet management software program combines all systems into one. This eliminates the need for multiple systems such as spreadsheets, pool scheduling systems, repair scheduling systems, order tracking systems and lease car payroll deduction systems.Our friendly and responsive support team is available to address questions, provide support or deliver ongoing training to your staff.

Technical Support

The Penske Vehicle Services support team serves as a ready resource for any questions. Each client has access to our Business Analyst Team supporting our clients with training, user support, strategic planning and concepts for future customization. In addition Penske Vehicle Services support team is available via dedicated phone lines and email to support our client base.

Inventory/Asset Planning

We design asset management programs that are right for each client. Our innovative, custom designed solutions provide significant savings to our clients. We provide numerous services in the area of inventory/asset planning, such as:

• Capital and expense budget planning
• Analysis of the benefits of lease, rental and ownership
• Reviewing environmental, regulatory and tax concerns
• Consulting with business units to plan for optimal asset utilization
• Identifying appropriate assets for business use
• Procurement based on total lifecycle costs
• Fleet and equipment standardization
• Fleet right-sizing based on optimization and utilization
• Providing visibility into fleet costs

Ordering and Tracking

Avoiding delays and ensuring proper vehicles are ordered depends on a well administered system. By maintaining information in one location, you are able to access data securely for easy analysis of industry trends and lead time data, allowing management to operate more efficiently with complete visibility of assets at all times. We offer services based on the unique needs of our clients in many areas:

• Administration of order specifications
• Budget process and approval
• Managing availability and compatibility of order content
• Determining "ship-to" or "ship-thru" up-fitter requirements
• Identifying manufacturer fleet discounts and special incentives
• Contacting manufacturer to obtain estimated build time
• Reviewing all final order details with requesting business units
• Obtaining necessary approval(s) and submiting order
• Tracking orders from submission through delivery

Receiving/In-Service Prep

Our receiving and preparation process is designed with our clients in mind. Our process includes:

• Vehicle PDI (pre delivery inspection)
• Receipt of the asset directly from manufacturer
• Detailed inspection of asset and equipment
• Processing transportation damage and/or warranty claims
• Scheduling and performing asset prep and required accessory installation
• Obtaining safety certification
• DOT inspection if required
• Building asset file and updating appropriate financial systems
• Scheduling exchange or delivery of asset with business unit

Registration and Plating

The registration of vehicles can be a difficult process without knowledgeable team members and efficient processes. Our organization has more than 25 years of experience in this area. In fact, Penske Vehicle Services provides on-site Department of Motor Vehicle services to our clients. Our offerings include:

• Preparation and payment for taxes to government agencies
• Clearing customs and establishing bonds if required
• Obtaining EPA or Federal Emissions Certification
• Scheduling asset with insurance carrier
• Obtaining required pre and post requisites
• Examination and/or certification by regulatory agencies
• Obtaining intrastate and/or interstate over-the-road certifications
• Licensing and registering assets to use on public roads
• Administration of license plate renewals (both transport and manufacturer plates)

In-Service

The Penske Vehicle Services team makes the in-service period an easy process and a win for your company. We have a comprehensive array of in-service offerings:

• Logistics requirements
• Managing asset assignment and pool operations
• Administration of traffic and toll violations
• Preventative maintenance and repairs
• Administration of driver safety programs
• Motor Vehicle Record (MVR) checks and ongoing monitoring
• Accident, theft and damage claims administration
• Administration of campaigns, recalls, retrofits and reconditioning
• Mechanical servicing programs
• Fuel management on-site, above and underground
• Door-to-door, white glove delivery

Penske Vehicle Services offers on-site garage services to improve productivity and eliminate unnecessary downtime. Our trained technicians provide superior customer service, perform all maintenance, mechanical and body repairs. Our large-scale capabilities set us apart in the industry, with more than 200 technical team members specializing in:

• Technical repair and maintenance
• Fabrication, production paint and refinish paint capabilities
• Body repair

Fleet Maintenance

Penske Vehicle Services also offers a wide variety of specialty garage services including:

• ASE/State certified technicians
• Warranty claims processing
• Campaign and recall repair and processing
• Pre-delivery inspection
• Inspections and condition reporting
• Specialty paint and refinishing
• Paintless dent repair
• Refurbishment
• Engineering standardization
• Parts storage and warehousing
• Product up-fitting
• Hazardous material handling
• Garage supervision
• Vehicle and component fabrication
• Standard vehicle maintenance
• Glass replacement
• Roadside assistance

Repurposing for Cross Utilization

Our focus at Penske Vehicle Services is to ensure our clients' fleets are fully utilized at all times to reduce the number of vehicles on the books and to minimize cost. Our focus includes:

• Process departmental notification of asset retirement
• Performing asset evaluation
  • Age
  • Condition
  • Mileage
  • Residual value
• Reviewing current departmental asset procurement requests
• Determining appropriateness of recycling an asset
• Determining best method for sale/disposal if applicable
• Obtaining requesting departments acceptance of recycled asset
• Arranging asset inspection and reconditioning
• Reallocating asset and updating financial systems

Out-of-Service

Penske Vehicle Services processes ensure you do not spend any more time or money than needed with out-of-service vehicles, so that your expenses do not continue to increase as fleet budgets remain the same:

• Scheduling logistics for removal of the asset
• Initiating physical inspection and damage estimates
• Conducting asset content audit
• Decommissioning asset, removing company up-fitted equipment
• Performing campaigns, repairs and retrofits
• Vehicle reconditioning assets to optimize resale values
• Gathering asset documentation in preparation of sale/disposal
• Monitoring trends and reporting opportunities for improvement
• Reducing days to sale
• Transporting to auction/remarketers

Disposal and Remarketing

Vehicle disposal and remarketing at lease end is one of the most important aspects of our fleet management program. Penske Vehicle Services facilitates the vehicle disposal process to ensure you receive optimum value with the least amount of risk. Our focus includes:

• Asset evaluation for return on investment options
• Recommendation of disposal method to maximize return on net assets
• Administration of sale or disposal documentation (including title)
• Vehicle recycling
• Vehicle reconditioning
• Processing asset for disposal and negotiating sale, regardless of method
  • Dealer
  • Auction
  • Wholesale
  • Employee Purchase Program
  • Donation
  • Scrap (identifing parts to retain when applicable)
  • Parts dismantling and sale
• Logistics coordination and parts recovery
• Storage
• Funds collection and sale documentation
• Relieving inventory accounts of asset and updating financial systems
• Buyback programs

Embedded Services

Penske Vehicle Services offers an unparalleled level of support. Ninety percent of our team today is embedded in our client's operations. We provide hands-on management and administration while enhancing your professional brand image. Our talent that is deployed within your operation ranges from management to administration to technical. Penske Vehicle Services on-site model is based on your needs; today we support the following functions:

• License, registration and title administration
• Ability to act as a third party branch of the Department of Motor Vehicles
• Inventory management
• Vehicle file administration
• Accident, theft or violation administration
• Vehicle specifications and ordering
• Fleet program budgeting
• Logistics coordination
• Customer satisfaction process and surveying
• Fueling programs
• Vehicle assignments and exchanges
• Sales, use and property taxation requirements
• Environmental regulations
• State and federal safety regulations
• Indirect procurement of vehicle services
• Team members training
• Vehicle rental and lease administration