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Online User Manual

1. 3 Open the vehicle order Open the vehicle quote to provide authorisation Click on the quote number in the Reference column Queensland ai Government Fleetscape Open Alb Close Alp Logged in as townsleys logout 8 My Account My Tasks Opa E Task Search Workflow Management y Business Activity Wonitor MEI System Admin 1 Reporting View Referred tasks Out af Office Assistant hic Referred Tasks Policies E vehicle Selection view unaccepted tasks in your grou Vehicle Search Mo Group Tasks i User Management nen ET a WM Ur ME ET ares 26 November 2009 Uncontrolled when printed Page 84 of 97 4 Confirm vehicle details The Online Ordering screen displays This screen provides all the information to view the vehicle to be ordered Check the Decision Required By field and ensure you action the authorisation before the quote expires Click on each tab heading to view more information about the vehicle order Vehicle Details tab is a summary page and provides details on Lease parameters Financial implications and delegations Vehicle selection compliance with policy The Policy Details tab provides details of the Policy selected by the Ordering Officer The Checked Options tab will display the standard options and accessories selected by the Ordering Officer The Duty Statement tab will be populated by the Ordering Officer when justification for a non compliant vehicle
2. pte MP atm an JU T aaa 26 November 2009 Uncontrolled when printed Page 71 of 97 The workflow task has been sent back to the client They will receive an email from Fleetscape informing their quote request is now available to complete E Quote Request Completed ACTION REQUIRED PROMPTLY Message HTML From shannon townsley amp afleet ald qov au To TOWNSLEY Shannon Cc Subject Quote Request Completed ACTION REQUIRED PROMPTLY Sent Fri 16 10 2009 11 21 AM Dear Shannon Subject Quote Request Completed Department Non Government Quote Re 463754 Your request for a quote on a HYUNDAI I 30 SX for a 24 month 20000 km lease has now been completed Please click here to view the quote details Note that quotes are automatically expired after 14 days from creation and are therefore unable to be accepted after this expiry date Should you have any queries please do not hesitate to contact me Regards Fleet Consultant Details Shannon Townsley Ph 32258114 e mail shannon townsley afleet qld gov au AA Atm rS Oe OO O44 60 en mah P annii aas di Bennet alm santo A n aan acti OOO OOV o dI 26 November 2009 Uncontrolled when printed Page 72 of 97 Online Ordering Collaboration QFleet Fleet Client Services The Ordering Officer Client is able to click on the Contact QFleet button at Step 3 in the Online Ordering process for assistance EE http www fleetscape
3. whole of government fleet management Open AI Cose Al EETCCHENEEM 7ONEARuEM GE Due Date N Logge eh a logout N 73305 452840 NON GOV 14 09 2009 1 19 PM Accepted My Tasks O 0 1 Task Search Reference Variables Workflow Management Task History Business Activity Monitor B System Admin Task Messages Reporting R Out of Office Assistant Policies Vehicle Selection Online Ordering Vehicle Search User Management Betasphere FBT About Fleetscape E RI Requested By Shannon Townsley s On 11 Sep 09 Business Group NG NG NG FLTSCAPE RATES BOOK Status COMPLIANT Decision Reqd By 12 Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of th Miet e subject ux I have not also been the authorising officer i eiii a Jui 7 hxc 2 A al at NI e Vua T a a a 26 November 2009 Uncontrolled when printed Page 86 of 97 7 Complete the Workflow task The task needs to be completed in Workflow to allow the automated emails to continue to the next user e Click on the Next Action column and select Complete Fleetscape whole of government fleet management Open AI Close AD Pe Actions Reference Dept Due Date tatus L di t I logout nt is eat oye qo N 73305 452840 NON GOV 14 09 2008 1 19 PM My Tasks O o 1 Task Search Reference Variables Hj Workflow Management Rj
4. 26 November 2009 Uncontrolled when printed Page 79 of 97 3 Confirm vehicle details The Online Ordering screen displays This screen provides all the information to view the vehicle to be ordered Check the Decision Required By field and ensure you action the authorisation before the quote expires Click on each tab heading to view more information about the vehicle order Vehicle Details tab is a summary page and provides details on Lease parameters Financial implications and delegations Vehicle selection compliance with policy The Policy Details tab provides details of the Policy selected by the Ordering Officer The Checked Options tab will display the standard options and accessories selected by the Ordering Officer The Duty Statement tab will be populated by the Ordering Officer when justification for a non compliant vehicle is required The PA tab outlines the provisional Agreement Acceptance Vehicle details including GVG rating Ordering Officer details Detailed Financial components Once you have checked the vehicle details and agree to the vehicle quote place a tick in the Disclaimer box Online Ordering Authorisation Denial Comments Requested By John Smith OF Sep 03 Business Group Dept of Mines and Energy COMPLIANT Decision Regd By ns Sep 03 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the T designated
5. The Matching Vehicles also reflects the vehicles that are available for lease from QFleet The following screen will be displayed Queensland Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Step 5 Matching Vehicles Expiry Date 31 December 2009 lt lt Back The matching vehicle list will show all vehicles available for lease from GFleet that meet the rules and options you have defined zu z 2 eo lt P e D s Make Model Trans o ge z a mae O O OO pa pe mre o powcr Filter Matching Vehicles Clear Filter Found 2 matching vehicle variants C HONDA ACCORD EURO LUX NAV 2 4 Auto SEDAN 4Drs Petrol Luxury Passenger Vehicle Sedan Front wheel drive 4cyl Automatic Petrol 211 co ppm 5 seats O Available C TOYOTA CAMRY GRANDE 042L 2 4 Auto SEDAN 4Drs Petrol Sedan Front wheel drive 4cyl Automatic Petrol 233 CO ppm 5 seats O Available Return To Search 26 November 2009 Uncontrolled when printed Page 24 of 97 The Matching Vehicle list allows you to view vehicle specifications and view vehicle comparisons Click on the vehicle des
6. The S atus is now Accepted The vehicle quote details screen opens Click on each of the tab headings to review the quote TT N 74243 463747 NON GOY 20 10 2008 9 49 AM Accepted Select Reference Variables Task History Task Messages Click on each of the tab headings to O n li ne Ord eri n g review the Quote Print Agreement v 4 2 e Creating new Yehicle Request N 74243 e Requiring Admin Passenger vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created may render that lease agreement void Agreement Acceptance AGREEMENT NUMBER 463747 New Vehicle Vehicle YARIS YR 1 3 Auto HATCHBACK 5Drs Petrol T1 amp Mies f ETN Rating foni tb dl nmm apo PB r a UE aun its T V a 26 November 2009 Uncontrolled when printed Page 91 of 97 You are now required to Complete the task to remove it from your task list 65 The vehicle order needs to be created in Kerridge Hide Menu Home Cor Queensland Government whole of government Fleetscape fleet manageme amp Open All Close AI Logged in as to
7. question Cruise control STD Standard Trim STD Payment Terms Monthly in Advance QFleet Charges Net Monthly Rate 963 86 GST 96 39 GST Incl Rate 1 060 25 HD 0 00 Total Monthly Rate 1 060 25 above Accessories Fringe Benefits Tax Fuel Management Fee Total WOL Costing Monthly rate Whole of Life Costing Indicative only Total Monthly Rate see Vehicle AVENSIS GLX ACM21R 2 4 Auto WAGON 4Drs Petrol amp G G Greenhouse Rating 6 Client RATES BOOK Lease Terms 24 months 20000 km Lease Type Veh Fully Maint Oper Lease Quote Status Available Your Reference 10987654321 Replaced Vehicle Rego NEW Date Created 05 10 2009 Contract Features Additional Tyres 0 Private Plates non QG No Required Motor Club Breakdown Service Only Insurance ALL Comprehensive Insurance Registration and CTP Yes insurance Vehicle Options Body Colour Metallic Silver Ash Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in 1 060 25 0 00 0 00 99 67 0 00 1 159 92 Excess Charges between 20000 to 24000 km nil 20000 to 30000 km 13 977 cents per km plus GST 1 40 Total 15 375 cents per km over 30001 km 28 039 cents per km plus GST 2 80 Total
8. Deleting Vehicle Selection Rules You can delete selections by clicking on the xl box This will delete the current selection and you can add another one An example of what the screen could look like when you have completed entering Vehicle Selection Rules is illustrated below Queensland Government Fleetscape Vehicle Classification Includes Vehicle Segment Includes Body Type Includes Number of Doors Includes Seating Capacity Includes Fuel Type Includes Fuel Consumption Not Exceeding Itr 400kmn a Engine Size 11 Exceeding Co Emissions gim Exceeding Greenhouse Rating Equal to or Greater than Mandatory entry O 1 Saved Passenger Ho Features Exist Please Add Ho Features Exist Please Add O 1 Saved 4 Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add 3 1 Saved 4 Ho Features Exist Please Add No Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add O 1 Saved 0 5 26 November 2009 x e e Q e a e e e 2 e x x Show Menu Home Contact u QFlee whole of government e e ojo colle e a e e eile 2 2 p a Uncontrolled when printed fleet management Page 17 of 97 Note Greenhouse Rating is a mandatory inclusion When finished click on the Step 3 tab or Next button to proceed to Step 3 Step 3 in the next section will guide you through Option Selection R
9. QFleet Dispatch Officer ccccccccceeeeeeceeeeecsseeeeesssseceeeeeeeeeeess 92 Vehicle File QFleet Records Manageme n cccccccccccceeeeeeeesseesseseeeeeeeeeeeeeeeeeeeeeeeaaaaas 93 Terminate Agreement QFleet ys iecit toto Eee esit Made eh pone Ried ue iib Ure ade 93 mio mint ORELL Imm 94 26 November 2009 Uncontrolled when printed Page 2 of 97 Document Purpose To provide users with a manual for the Vehicle Selection module of Fleetscape including a step by step guide on how to use the Fleetscape system to set up fleet policy and order vehicles online Copyright As part of the Queensland Government QFleet asserts the right to be recognised as author of this material and it will remain the intellectual property of QFleet Except for purposes permitted by the Copyright Act 1968 use of this material should only be in accordance with the copyright statements appearing on individual Queensland Government web sites In the absence of such statements please contact the Administrator Crown Copyright Crown Copyright and Intellectual Property for conditions governing the use of Queensland Government material Copyright 2005 the State of Queensland Disclaimer Confidentiality The materials presented in this user manual are distributed by QFleet as an information source only This user manual is for Queensland Government employees who have appropriate authorisation for its use When you see this information
10. This will send the order details to the authorised officer within your agency for approval STEP 4 Confirm and Accept Quote Click on the Submit for Replacing 7630GW TOYOTA CAMRY ATEYVA 04 Authorisation button Requiring SES1 vehicle 25000 km annually O Submit for Autharisatian Your provisional agreement number 153735 is detailed below To proceed to order the vehicle click on the Submit far Authorisation button which will send the order details to the authorised officer within your agency for approval Approval by your authorised officer will be required within 14 days of the date of the provisional agreement Please ensure that the terms of and conditions af the lease as outlined are acceptable to your agency Return to List Agreement Acceptance AGREEMENT NUMBER 463739 mM Replacement Vehicle Wehicle G G Greenhouse Rating Client Lease Terms Lease Type Quote Status Your Reference Replaced Vehicle Rego Date Created Contract Features Additional Tyres Required Insurance Regist ation and CTP Insurance 2 Yes Vehicle Options 30 Litres Fuel per Contract Body Colour Metallic Towbar Trim Standard Delivery Details Required Delivery Date 30 10 2005 Special Instructionz Costing ALL FOCUS GHIA LT 2 0 Auto HATCH 5Drs Petrol 6 5 LOTUS GLEN CORRECTIONAL CENTRE 24 months 50000 km weh Fully Maint Oper Lease Availab
11. changes imposed by man dlictarers after a lease has been created may render that lease agreement void Agreement Acceptance b AGREEMENT NUMBER 463747 New Vehicle vehicle YARIS YR 1 3 Auto HATCHBACK 5Drs Petrol T1 A GVG Greenhouse Rating ESI Client RATES BOOK b Lease Terms 24 months 40000 km Lease Type Veh Fully Maint Oper Lease v 26 November 2009 Uncontrolled when printed Page 89 of 97 You are now required to complete the task to remove it from your task list Queensland Government Fleetscape Hide Menu Horm whole of government fleet man Open Alp Close AID Next Action t Logge s oo odo N 74243 453747 NON GOV 20 10 2009 3 36 PM Accepted My Tasks 0 0 2 Task Search Reference Variables Refer to User Workflow Management Task History Redirect to User Business Activity Monitor Refer to Group sti P Tank Mensas When the quote has been Redirect to Group i Complete Out of Office Assistant renewed Compiele The task Suspend s Policies a al d Vehicle Selection Online Orderi ng p User Management 1 Betasphere FBT About Fleetscape Print Agreement e Creating new Vehicle Request N 74243 e N 4E hen 1 e Requirinmadmin Passenger vebiche 20000 km annually Operating in E10 Tz le a s bic ve X Ren Sd The following screen displays Click on the Go button to remove the task from your Workflow list AN 60 The vehicle quote needs to be accepted in Kerridg
12. 40rs Petrol 3 SPz3 LUSOUR Y 2 3 Auto SEDAN 4Drz Petrol O 1 064 23 O 1 103 82 O 1 103 82 O 1 118 71 Q 1 163 61 O 1 163 61 1 220 80 em o 1 287 91 Uncontrolled when printed 967 69 O A maximum of 10 vehcles 1 051 will show on the screen Click on the More button O to view more 1 173 If you require assistance at this point click on the Contact QFleet button The following screen will ask you to complete your details which will be sent to your Fleet Consultant who will contact you by telephone to assist you with your quote Page 39 of 97 E http www fleetscape qgfleet qgld gov au QFleet Common Desktop Environment Microsoft Internet Explorer T Online Ordering Send Details d Return to List L e Contact My QFleet Fleet Consultant Your Fleet Consultant can be contacted on the following details Alternatively if you would like a fleet consultant to contact you to provide some assistance please complete your details below Contact Name Shannon Townsley Name Catherine Conaty EA TEE AID REDE Position Fleet Consultant f Position Project Officer DER ones elephone 32258114 Telephone 3224 5058 ar z 1 Email ishannon townslevy gafleet ald gov zi Fax 32278216 1 iI A AE AE ERSTER Pete n Phone v Email catherine conaty aqfleet qld gov au Communication oie Prefer
13. 53 Fringe Benefits Tax 0 00 HD 0 00 Fuel 216 67 Total Rate 929 53 Management Fee 0 00 Total WOL Costing 1 163 61 M Delivery Details TETEN 2 rm Se i M Contact Details lt Your Details Alternate Contact Name Catherine Conaty Name Phone 3224 5058 Fax 32278216 Email catherine conaty aqfleet qld gov au Driver or Pooling Manager Details Feo Brno pn REEENEEN The following is a breakdown of the information that needs to be completed in each field Replacement Vehicle Replacement Vehicle vehicle FOCUS GHIA LT 2 0 Auto HATCH 5Drs Petrol j GYG Greenhouse Rating 6 5 Client LOTUS GLEN CORRECTIONAL CENTRE Lease Terms months 50000 kms Lease Type Web Fully Maint Oper Lease S Ww Contrac re z m s anak 0 uni 7 3 e Lease Terms if you require an alternative lease term to what has defaulted enter the new details in the Lease Terms field Your lease terms should be based on your previous vehicles utilisation Contract Features Contract Features Required Private Use Private Plated 26 November 2009 Uncontrolled when printed Page 43 of 97 e Additional Tyres Required replacement tyres are not included in the lease rate unless you specify the number of additional tyres required Private Use is the vehicle for Private
14. 92 of 97 Dispatch Vehicle Order QFleet Dispatch Officer The QFleet Dispatch Officer will review Workflow tasks that have been allocated to them The task will display as Dispatch Order The FPO will also supply the hardcopy vehicle order to prior to accepting the Workflow task To accept the task click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to open the vehicle to be ordered details Queensland Hide Menu Home Cg Government whole of government Fleetsca pe fleet manage Se uos REB Em B My Account Text Actor Eh SA mg N 74243 463747 Quote Authorisation Acceptance Dispatch Order NON GOV Accepted W 20 10 2009 1 55 PM Select E v 1 won Management Ao a ieation Acceptance Accept Quote NON GO E PM Select v Business Activity Monitor Click on the Reference number The Status is now Accepted E Ed 8 FH System Admin 2 items fo to open the quote Reporting 1 aria sii ces ji pri td des fe et BO A OB ames hate ioi E Confirm the hard copy vehicle order matches the Workflow task and then Complete the task an i The dispatch date also needs to be updated in Kerridge Queensland Hide Menu Home Contact Government orit whole of government Fleetscape fleet management Open AI Close All i Logged n a gt tewneltyadeg
15. Additional Tyres 6 Private Plates non QG No Required Motor Club Breakdown Service Only Insurance ALL Comprehensive Insurance Registration and CTP Yes insurance m Vehicle Options Fuel per Contract Full Tank Fuel STD ron dca Solid Ceramic White l Cruise Control Cruise Inc Foglamps STD This is where the Client has added the Foglights accessories they require Side Airbags Side Curtain Air Bags PROTECTZ PACK SX I30 STD Trim Standard Standard Trim Window Tint Seat Covers on Front Seats Costing Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question eO as ee T Payment Terms Monthly in Advance AT IR Next Action QFleet Charges nm Whole of Life Costing Indicative only LM BR gpk m n a aE ST When you have reviewed the action required and undertaken the appropriate steps so the quote can be completed proceed to the next step If the quote exception requires accessory pricing refer the task to the FPO group Select the Next Action field click the down arrow and select Refer to Group Queensland Hide Menu Home Colt Government whole of government Fleetsca pe fleet managemei Open All Close All Logged in as townsleys l
16. Admin Commercial 1 Admin Commercial 2 e Effect From 21402009 Cre res On INACTIVE Click on Save button and the screen will save or Click on the Next button and screen will automatically save and go to Step 2 Or click on the Step 2 Vehicle Selection Rules tab which will automatically save and go to Step 2 If all fields are not completed when you proceed you will receive a message prompting you to complete the required fields before you can continue An example of the message prompt Is below Microsoft Internet Explorer Service Delivery Description is a required Field Business Group is a required Field Please choose one ar more Operating Environments Effective From is a required Field Expiry Date is a required Field 26 November 2009 Uncontrolled when printed Page 14 of 97 You have now completed Step 1 of creating a new policy and can proceed through the next steps to apply Vehicle Selection Rules and Option Rules to the policy Step 2 in the next section will guide you through Vehicle Selection Rules Step 2 Vehicle Selection Rules Content In this section you will choose the Vehicle Selection Rules to determine the attributes and vehicle configuration s required to meet the duty that a vehicle will perform whole of government Fleetscape fleet management Edit Policy Use this application to amend the selected policy Bervice Delivery Description Pool
17. Business Activity Monitor System Admin Task Messages Rj Reporting Out of Office Assistant Policies Next Action Accepted Task History Complete Ebor Online Ordering Usar Management This Vehicle Requisition has been Authorised Betasphere FBT a About Fleetscape Reason He mA al i ame gunn Seuss D at y aes P apa Sis a A warning box will display and Comments can be entered if required If you type a comment in the Comment field it will stay in workflow only e Click the Go button Queensland Government Fleetscape Open Al Close All Action Required Logged in as tewnsleys logout E My Account Reference C GENE Status Action o H My Tasks O O 1 N 73305 152840 L1 Authorise Quote Accepted Complete E Task Search Workflow Management HO Business Activity Monitor Comment MEE 3 System Admin l Cancel Reporting b Out of Office Assistant Actions Reference Process 2 Task Dept Status Policies E vehicle Selection M 73305 4B52840 Guote Authorisation Acceptance L1 Authorize Guote MORN GUOS Accepted 14 E Vehicle Search User Management Betasphere FAT 1 tems found displaying all tems About Fleetscape a a 7 dee dias s a int Retgrred toglie tn aec cam t M ad mettait dp LP s ape m 26 November 2009 Uncontrolled when printed Page 87 of 97 f 8 Where does the task go The task is no longer available in your Workflow task list whole of government B
18. Business Group GICTCORRAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 1 October 2003 Expiry Date 31 December 2009 Step 2 Vehicle Selection Rules Vehicle Selection Rules are set in accordance with whole of Government policy Departmental policy and individual agency policy Selections will limit the matching vehicles that will be available in the online ordering module When you set up vehicle selection rules it is important that you also consider e Fit for purpose Whole of life costs Fleet mix Compliance with Government policies Vehicle selection rules are supported by a Vehicle Duty Statement refer to Step 4 and reflect the service delivery requirements operating environment and vehicle option requirements refer to Step 3 Defined selection rules will provide a list of matching vehicle s that are available for lease from QFleet refer to Step 5 The following screen will be displayed for Step 2 26 November 2009 Uncontrolled when printed Page 15 of 97 pend Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Expiry Date 31 December 2009 Step 2 Vehicle Selection Rules Back Return To Search These rul
19. Click on the Return to List button to take you back to the list of vehicles 26 November 2009 Uncontrolled when printed Page 46 of 97 d Online Ordering ce eres eee ped Click onthe Print M Frint version J Version button to print p m the quote STEP 4 gend Accept Quote Replacing 7630GW TOYOTA CAMRY ATEYA 0427L 2 4 Auto SEDAN 4Drs Petrol Requiring SESI vehicle 25000 km annually Operating in Mareeba without notice where directed by authority of the Queensland Government ling taxation is imposed upon QFleet Further whilst GFleet takes every measure to ensure Agreement number thicle is secured changes imposed by manufacturers after a lease has been created may reng Return ta List Agreement Acceptance AGREEMENT NUMBER 463739 The Return to List button will take you Vehicle FOCUS GHIA LT 2 0 Auto HATCH 5Drs Petrol E back to the list of GYG Greenhouse Rating 6 5 vehicles Client LOTUS GLEN CORRECTIONAL CENTRE Lease Terms 24 months 50000 km Lease Type Weh Fully Maint Oper Lease Quote Status Available Your Reference 1273456879 Replaced Vehicle Rego ZEIQGW Date Created 23 10 2009 Replacement Vehicle M Contact Features Additional Tyrez 2 Private Plates non OG Yes Required Motor Club RACO Membership Insurance ALL comprehensive Insurance Registration and CTP Yes Insurance r Vehicle Options 30 Lites Fuel per Contract
20. E E FE EH EH H EE E E EH EH E EH P b Hide Menu Home Contact u QFlee whole of government Fleetscape News Driver Safety Information Page Service Delivery and Performance Review Commission s SDPC Review of OFleet OFleet ClimateSmart Action Plan 2007 to 2010 OFleet news Client bulletins Vehicle Model Updates SES SMO and CEO Vehicle Policy Fleet management quidelines Fleetscape Vehicle Selection user manual Fleetscape FBT user manual Fleetscape system information Archived information fleet management Recently Added Documents Procurement strategy vehicles OFleet vehicle order lead time change CBD Seminar Fleet Management Consolidated Invoices Presentation Changes to Vehicle Lease Terms OFleet Vehicle Return letter OFleet vehicle delivery changes Useful Links GVG Greenhouse Ratings Checking a OFleet Quote RACQ CARRS O Mount Cotton Training Services e You can access the latest version of the User Manual from this screen The left side of the screen is the task manager bar Depending on your access level the task manager bar content will differ 26 November 2009 Uncontrolled when printed Page 9 of 97 Policy Overview Whole of Government Departmental and individual agency policy is embedded into the Fleetscape system to enable informed decision making This ensures that the vehicles selected meet your service delivery requirements and prov
21. Petrol Requiring SES1 vehicle 75000 km annually Operating in Mareeba The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote an and click an the Quote button Whole of life cast is calculated based on your current vehicle s usage and should be taken as a guide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 FEISS to resort i8 Ww v Hide Hide Compare 24mth Status Calc ooo 4 i mogi FORD Ej eee Greenhouse Rating raed d Q cO g km 170 SEDAN 4Drz 1 043 03 Petrol NISSAN amp TIIDA Q cii Greenhouse Rating cO g km 182 corp E Greenhouse Rating cO g km 192 FORD amp Greenhouse Rating cO g km 192 MISSAM amp Greenhouse Rating cO g km 187 corp E Greenhouse Rating cO gfkm 192 corp El S Greenhouse Rating cO g km 192 HYUNDAI Ej Greenhouse Rating cO g km 186 MAZDA amp ej Greenhouse Rating cO gfkm 203 26 November 2009 MEZ 1 8 Man HATCH SOrs Petrol amp Speed Focus ZETE LT 2 0 Auto HATCH SOrs Petrol Focus ZETEC LT 2 0 Auta SEDAN 4Drsz Petral TIIDA Q CLL MKZ 1 8 Auto HATCH SOrs Petrol FOCUS GHIA Ec Auto HATCH SOrs Petrol FOCUS GHIA LT 2 0 Auto SEDAN 4Drs Petrol ELANTRA ELITE S HD 2 0 Auto SEDAN
22. S Fleet Fleetscape Online User Manual 26 November 2009 Uncontrolled when printed Page 1 of 97 Table of Contents Document purpose ssssssssssseeeenneenene nennen nennen nne rna rn nnne nnn n nis 2 elei gi ERR UT APR RENTA 2 Disclaimer Gontidentialiby 5 aset es dee Dese docete en a R tI Settee 2 Introduction to Fleetscape seeeseeseesssseeeeennnenmne eene 3 BACK GROUNNG Mem 3 Roles ANG E nizilerelat io i r 3 KEV CONCE DIS qe X c 5 CIOS S e T a a aa A 5 Getting Slanted iive sb D LE bt ee 7 ue 9 Greate a NeW aen c 11 Step 1 Service Delivery Descriptions cccceeccccceeecceceeeceecaeeeesseeeeesseeeeeesaeeeeeeas 12 Step 2 Vehicle Selection Rules 0 0 0 0 ccccccecccccseecceeceeeceeceeeeeeceeeeceseeeeeesseeeeeesaeeeeeeas 14 Step 3 Option Selection Rules sie e a nennen 17 Step 4 Vehicle Duty Statements seesssseessssssessseseee nennen 19 Step 5 Matching Vehicles PaGe cccsecccccssseceeceeeceeceeeeeeceeeeeeseeeeeseeeeeeesaaeeeeeas 23 Search Existing P ollClBS 2e iui euh Cedenice idee tudin dara mieu site Sacaceet ea oboe ise iud sb tacacleled een Uo ues 25 zoe c MERE RTT T LU TP 29 0 219 i ole TR 31 Online Order arsena ett TP 33 Ordering a replacement VENICIC cccccccceeeeeeeeceeeeeececceeeeeeeeecsaaseceess
23. Services Cen 000401A4 SKILLING SOLUTIONS E amp T G C4 ED TRN CENTRALOFF Education Queensland Training Services Ce 00040210 EMERALD EDUCATION OFFICE G C4 ED EQ FCW EM Emerald District Office 00040220 DYSART STATE HIGH SCHOOL G C4 ED SCH MY W MK Mackay Whitsunday District Schools 00040250 SCHOOL OF DISTANCE EDUCATION G C4 ED SCH FCW CQ Central Queensland District Schools 00040260 CAMP FAIRBAIRN OUTDOOR ED CNTR G C4 ED SCH FCW CW Central West District Schools FBT Data Please enter values for both private forecastis as accurate and complet Home Garaging Nights When all fields are completed click on the Continue button which will take you through to Step 2 26 November 2009 Uncontrolled when printed Page 52 of 97 Build your Vehicle This is where you will build your vehicle by defining the vehicle base and accessories E TEP 2 Build your Vehicle Request N 74197 Vehicle Base cle 10000 km annually Operating in Rockhampton section 5e Rates Book Demo Classification m Vehicle Base field must be completed f erie accessory name Tor a TI description Vehicle Classification i The Vehicle Vehicle Segment Body Type Humber of doors Seatng Capacity Fuel Type Transmission hax Monthly Lease T Cost l The Vehicle Base section is where you determine what type of vehicle to order The fir
24. TOYOTA Base Location Mareeba Model CAMRY ATEVA O42L Duty Admin Passenger Variant 2 4 Auta SEDAN 4Drs Petral Previous Registration 491345 Lease Start Date ise 4 2007 Previous Agreement 4127596 Lease End Date is 07 2009 Driver Lease Rate nett 725 09 Month Usage Analyser Latest Odo Confirm the information Reading EEE D ki for the replacement km Month Utilisation 5 vehicle All of these 1851 E fields must be EU populated to continue Ff Lease Contract Lease Actual Next Acton Ope not replace FBT Data Mareeba vt Please enter values for both private percentage and home garaging to r a E ensure the resulting FET forecastis as accurate and complete as possible Operating Environment Regional bul Private Use 0 Duty Previous vehicle 095 Home Garaging Nights Annualkms 25000 Rees eat If they are not already completed enter the Base Location Operating Environment Duty and Annual Kms fields by selecting from the drop down menus Note Any pre populated information in these fields is taken from the vehicle you are replacing You can change any or all of these defaults by selecting from the drop down menus or typing in a numeric value You will not be able to proceed unless you have a value in each of these fields 26 November 2009 Uncontrolled when printed Page 35 of 97 FBT data should be completed where applicable to allow th
25. based on your specification 26 November 2009 Uncontrolled when printed Page 82 of 97 Option Two 1 Log on to Fleetscape Authorising Officers can log on to Fleetscape and access the tasks allocated to them by Workflow Open the QFleet Website www afleet qild gov au and click on the Fleetscape Login button E QFleet Welcome to QFleet Microsoft Internet Explorer TER a File Edit View Favorites Tools Help eE gt ix E Le I2 Search Sr Favorites LA A 2 Address http www qfleet qid qov au Pages default aspx E I M Ee Links snot EM et Q Tm Home Site map Contact us Help pD ueensian NN Government QFleet About us Buying acar Fleet Management Community Join QFleet am looking for QFleet Quicklinks Welcome to QFleet Click on this button Informatio to open QF leet is the Queensland Government s provider of vehicle leasing and fleet management services Fleetscape with approximately 13 500 vehicles QFleet provides these services to government departments and agencies and government funded organisations Buy a car Fleet Management Celebrate Queensland s 150th birthday in 2009 Gold Ambassador proudly supporting Fatality Free Regist 4 C c tegister ei ae B FRIDAY mu 2009 Utilisation Management Auc e s vehi E repair d ow rk No auction option e fatalityfreefriday com _ login Right to Information RTI DPW s Publication Scheme and Disclosure Lo How d
26. contact with vehicle body and entering working parts of the vehicle e Seasonal Wet River Crossing Climates that may result in water entering working parts of the vehicle e Coastal Sand Salt Exposure Climates that may result in substances with eroding effects such as salt attacking exterior body and entering working parts of the vehicle Primary Duty Estimate using percentages how much time the vehicle is expected to be performing each of the primary duties e g if a vehicle is expected to carry passengers for 80 of its time then enter 80 against Passenger Carriage This need not add up to 100 Definitions of each Primary Duty e Passenger Carriage The transport of humans with no excessive cargo e Load Goods Carriage The transport of goods using the main body of the vehicle e g roof rack or boot space not the use of exterior bodies such as trailer e owing Loads The transport of goods using an external body of the vehicle e g a trailer Required Capability Provide indications of the required capability of the vehicle Definitions of each Capability e Passenger Number Enter maximum number of passengers the vehicle will be required to carry e Load Carriage Enter maximum load carriage in kilograms e Towing Capability Enter maximum towing capability in kilograms Typical Operating Trip Provide indications of the distance of a typical operating trip expected of the vehi
27. designed to reflect your agency s operational structure For example G C5 HLTH NQ identifies that NQ is a region in Queensland Health and is part of Portfolio 5 within Queensland Government The diagram below illustrates the hierarchy of a Business Group Structure 26 November 2009 Uncontrolled when printed Page 10 of 97 BUSINESS GROUP STRUCTURE Whole of Government Cluster Department Queensland Health Region G C5 HLTH NQ North Queensland District Mackay District 00081020 00081030 00081040 00081070 Client Codes Client Cost Centres 0310 8705 Current Business Groups are already listed in the system and you will be able to select a Business Group relevant to your agency from a Drop Down menu Operating Environment This is the operating environment where the vehicle is going to be used You will be required to select one or more from the following operating environments e Metro city and major business centre metropolitan area e Regional country districts outside major centres e Remote isolated locations generally requiring off road operating capability Duty Describes the purpose a vehicle will be used e g Administration Pool Operational Pool SES etc You are now ready to set up policy based vehicle selection rules for your agency The next section will guide you through creating a new Policy 26 November 2009 Uncontrolled when printed Page 11 of 97 Cr
28. driver of the subject vehicle I have not also been the authorising officer Vehicle Details Current Vehicle Requested Vehicle No Image No Image Avalable Avallable Location Brisbane citu Service Delivery Requirement Admin Passenger Lease Duration months 24 Lease Distance km 40000 Lease Cost Per Month 695 735 WoL Cost Per Month 933 27 Fuel Consumption 1 100km 7 6 Make HYUNDAI Model I 30 54 Variant 2 0 Auto HATCHBACK Sbrs Petral T1 Cylinders 4 26 November 2009 Uncontrolled when printed Page 80 of 97 Authorise or Deny the vehicle order You now need to Authorise or Deny the vehicle Click on either of the buttons at the top of the vehicle screen Notes explaining you reason to deny or authorise the quote can be added into the Authorisation Denial Comments box When the Authorise button is selected a warning box displays to confirm your selection The same will apply if you Deny the vehicle If you Deny the quote you are required to enter note explaining your reason An email will be sent to the Ordering Officer advising the quote was denied the vehicle will need to be requoted BUM Authorisation Denial Comments Requested By John Smith z n OF Sep 09 Business Group Dept of Mines and Energy Status COMPLIANT Decision Reqd By 08 Sep 09 Disclaimer I confirm that I am a duly authorized person for the purposes of authorising this vehicle requisition and if I am the designated driver of
29. is required The PA tab outlines the provisional Agreement Acceptance Vehicle details including GVG rating Ordering Officer details Detailed Financial components Once you have checked the vehicle details and agree to the vehicle quote place a tick in the Disclaimer box whole of government Fleetsca pe fleet management Open All Close All T din as townsleys logout page K jer ease N 73305 462840 NON GOV 14 09 2009 1 19 PM Accepted Select EH My Tasks O o 1 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Vehicle Selection O n li ne O rd eri n g Vehicle Search User Management Betasphere FBT a About Fleetscape Authorisation Denial Comments Task History E E EH EH n B E dH Requested By John Smith On 07 Sep 09 Business Group Dept of Mines and Energy Status COMPLIANT Decision Reqd By 08 Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer Vehicle Details Location Brisbane Service Delivery Requirement Admin Passenger Lease Duration months 24 26 November 2009 Uncontrolled when printed Page 85 of 97 5 Authorise or Deny the vehicle order You now need to Authorise or Deny t
30. may render that lease agreement void Note fields with denote mandatory fields and must be completed Return to List Replacement Vehicle Vehicle FOCUS GHIA LT 2 0 Auto HATCH SDrs Petrol GVG Greenhouse Rating 6 5 Client LOTUS GLEN CORRECTIONAL CENTRE Lease Terms 244 months 50000 Lease Type Veh Fully Maint Oper Lease Contract Features Additional Tyres v Insurance e ALL Comprehensive Insurance Required d i Private Use No v Erate plami x Your Reference i Motor Club Breakdown service only Vehicle Colour Colour Group lt Colour Option lt M Vehicle Options You have requested the following accessories Hover the cursor over the accessory name for a owbar full description v Note any text entered here will cause the quote to be sent to a QFleet consultant for completion Additional notes o D a 2 a Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a quide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question QFleet Charges Whole of Life Costing Indicative only Net Rate 845 03 Total Rate see left 929 53 GST 84 50 Accessories 1542 GST Incl Rate 929
31. provisional agreement Thankyou for using the online ordering system ca OD Ae OT s SOY aac You have now completed your request for your replacement vehicle The request will be submitted through Fleetscape to an Authorising Officer for approval at Level 1 If required the request will then be forwarded to a Senior Authorising Officer for approval at Level 2 You will receive notification by email that e Your request has been authorised at Level 1 e Your request has been authorised at Level 2 if appropriate QFleet will receive your request and you will receive notification by email that your vehicle is on order 26 November 2009 Uncontrolled when printed Page 50 of 97 Ordering an additional vehicle Fleetscape will take you through a number of steps to create your vehicle order Step 1 Confirm your details Step 2 Build your vehicle Step 3 Select your vehicle Step 4 Confirm and accept quote Click on the plus sign next to Vehicle Selection on the left hand menu then click on Vehicle Search S TEN STEP 1 Confirm your Details For an additional vehicle click on the New button and the following screen will appear Enter information in all fields using the drop down arrows to make selections Note FBT Data is optional but should be completed where applicable to allow the system to factor into the estimated whole of life costs later in the process Online Ordering TEP 1 STEP 2 Conf
32. qfleet qld gov au QFleet Common Desktop Environment Microsoft Internet Explorer Online Ordering STEP 3 Select the vehicle STEP 1 STEP 3 Select vent Vehicle a Back e Creating new Vehicle Request N 74284 e Requiring Admin vehicle 30000 km annually Operating in Brisbane Cona aed The Client will click on the Contact QFleet button if they require assistance The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click on the Quote button Whole of life cost is calculated based on your current vehicle s usage and should be taken as a quide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 a to resort co Calc c A 4978 4 78 4 t tovora HS TOR z E FH IU HATCHBACK O BB wa r Be ADE SDrs Petrol N A M 65 N A 1 048 18 T1 The Client will confirm their contact details and then click on the Send Details button a http Liew fleetscape q afleet qld gov au OF leet Common Destop Environment Mic rosoft Internet Explorer Online Ordering i e Contact My QFleet Fleet Consultant Your Fleet Consultant can be contacted on the following details Alternatively if you would like a fleet consultant to contact you to provide some assistance please complete your details below Name Catherine Conaty TT Position Project Offi
33. quote with an agreement number Online Ordering STEP 3 Select the vehicle TEP z STEP 3 STEP 4 ur Detail Jule yer Ve ix Select your Vehicle n and Accept Creating new Vehicle Request N 73918 Requiring Admin Pool vehicle 10000 km annually Operating in Brisbane Thank you for submitting your quote Your quote has been placed in a queue You can wait here to see your completed quote Alternatively click here to return to your matching vehicle list where your quote status will be displayed If you receive a quote with an agreement number click on the Print Version button to print out a copy of the quote Click on the Return to List button to take you back to the list of vehicles 26 November 2009 Uncontrolled when printed Page 61 of 97 Online Ordering e Creating new Vehicle Request N 73918 e Requiring Admin Pool vehicle 10000 km annually Operating in Brisbane QFleet reserves the or where a change i to ensure that proc may render that lea Agreement Acceptance AGREEMENT NUMBER 463420 Agreement Number without notice where directed by authority of the Queensland Government ing taxation is imposed upon QFleet Further whilst QFleet takes every measure icle is secured changes imposed by manufacturers after a lease has been created Return to List Print Version button d Accept Quote m New Vehicle Cruise Control Trim Standard Costing
34. ro iiet _ No Group Tagihan v N N ai T re i aiit LLL mah aw am Poo ae P The following screen displays Click on the Go button to remove the task from your Workflow list Queensland Government Fleetscape Open All Close All Action Required Logged in as townsleys logout My Account Reference Task Status Action My Tasks O o 2 N 74243 4563747 Dispatch Order Accepted Complete 8 Task Search Workflow Management Business Activity Monitor Comment E L ind System Admin Cancel Reporting Ls Eo us mem Policies mme Vehicle Selection N P4243 15374T uote Authorisation Acceptance Dispatch Order SS Eb MaRe CET N T4244 463748 Quote Authorisation Acceptance Accept Quot Hetasphere FAT r Mi i E T LE E P x la 2 Mun d Y i A lt Es me i atem melee oe A 26 November 2009 Uncontrolled when printed Page 94 of 97 Terminate Agreement QFleet The Fleet Consultant will review Workflow tasks that have been allocated to them The task will display as Terminate Agreement This task has been generated by the Return Agent receiving a vehicle return Click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to view the Inspection Returned Details Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Queensland Government Fleetscape O
35. the highest business group policy all policies below will show that air conditioning is mandatory and that it has been inherited from the higher policy When options are selected and added they will appear on the screen An example appears below Queensland Show Menu Home Contact u Government QFlee Fleetscap whole of government fleet management Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Step 3 Option Rules Expiry Date 31 December 2009 These rules identify the vehicle accessories that complete the vehicle configuration 30 Litres Fuel per Contract ABS Accessory Power Outlet Alarm Alloy Wheels Bluetooth Body Colour Metallic Body Colour Solid Black Body Colour Solid Blue Add Options Group Option Status inherited CD Player Mandatory edt Delete Air Conditioning Mandatory 26 November 2009 Uncontrolled when printed Page 19 of 97 Editing and or Deleting Option Rules Click on the Edit button beside an option you wish to amend and confirm the change by clicking on the Edit Option button Click on the Delete button beside the option you wish to remove When complete click on the Step 4 tab or the Next button Your selections will automatically save Step 4 in the next section will guide you through Vehicle Duty Statement Step 4 Vehicle Duty Statement Content In this section you will be able to comp
36. the screens will also guide you through the 0 policy process They are ordered from Step 1 to Step 5 The step number and name will be displayed in dark blue to indicate which section you are working on See screen below whole of government Fleetscape fleet management Create a new Policy Use this application to create a new policy Step 1 Service Delivery Description You are now ready to complete the new policy fields which consist of Service Delivery Description free text field to be defined by individual agencies Business Group QFleet requirement to reflect an agency s hierarchical structure Operating Environment Metro Regional or Remote Duty the duty that the vehicle will perform Policy Effective from date Policy Expires on date Status of policy e g active inactive Enter policy description fields by e Click in Service Delivery Description field and type in Service Delivery Description name e Click on the Applied to Business Group drop down menu and select the appropriate Business Group from the list e Click on the Applied to Operating Environment s drop down menu and select appropriate environment from the list e g Metro Regional and or Remote You can select one two or all three of the environments e Click on the Applied to Duty ies drop down menu and select appropriate duty from the list e g Admin Pool Ops and or SES You can select more than one duty by holding
37. the subject vehicle I have not alsa been the authorising officer Vehicle Details Microsoft Internet Explorer Location 9 Service Delivery Requirement P Lease Duration months Lease Distance km Cancel Lease Cost Per Month i det WoL Cost Per Month Fuel Consumption Q 100km Make Model Vanrnant 233 27 7 6 HYUNDAI I 30 Sx 7 0 Auto HATCHBACK SOrs Petrol TL Cylinders 4 26 November 2009 Uncontrolled when printed Page 81 of 97 Authorisation confirmed Fleetscape will display a confirmation message if the vehicle quote has been authorised correctly The authorisation process is now complete and the task will be removed from your task list o Online Ordering Requested By John Smith z n OF Sep ag Business Group Dept of Mines and Energy Status COMPLIANT Decision Reqd By ns Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer iw UPS aff am m Me E ma F an ath T 1 it TER M teas ad E PES Where does the task go Fleetscape Workflow will automatically forward an email with a link to the next Authorising Officer if required Once the order request has been authorised workflow will allocate the task to a QFleet Fleet Consultant team to accept the vehicle order which will then be placed with the vehicle manufacturer
38. 30 843 cents per km Early Late return will attract pro rating Excess charges In the event the vehicle exceeds 20000 km at lease end date the following charges will apply If returned on time Delivery Details Required Delivery Date 30 10 2009 Delivery Location Mansfield Special Instructions Operating Location Brisbane m Contact Details Your Details Nominated Contact Name Catherine Conaty Name A QFLEET Phone 3224 5058 Address 9999 Fax 32278216 Phone s Email catherine conaty qfleet qld gov au Email Alternate Contact Name Phone Driver or Pooling Manager Details Name pool Location brisbane Position Phone 33333333 SES GENERAL Fax Private Use No 26 November 2009 Uncontrolled when printed Page 62 of 97 Online Ordering STEP 3 Select the vehicte Contact QFleet ST STEP 1 STEP 2 t STEP 4 Confirm your Deta d your Vi Select your Vehicle anfirm and Acci a Back Complete a e Creating new Vehicle Request N 73918 Requiring Admin Pool vehicle 10000 km annually Operating in Brisbane The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click on the Quote button Whole of life cost is calculated based on vour current vehicle s usage and should be taken as a guide only Matching Vehicles sorted by 24 month lowestindicative Whole of Life cost click 12 mth 24 mth 36 mth Step 2 Click on the Indicative W
39. 5 Accessories 0 00 HD 0 00 Fringe Benefits Tax 0 00 Total Monthly Rate 1 060 25 Fuel 99 67 Management Fee 0 00 Total WOL Costing Monthly rate 1 159 92 Excess Charges Excess charges In the event the vehicle exceeds 20000 km at lease end date the following charges will apply If returned on time between 20000 to 24000 km nil 20000 to 30000 km 13 977 cents per km plus GST 1 40 Total 15 375 cents per km over 30001 km 28 039 cents per km plus GST 2 80 Total 30 843 cents per km Early Late return will attract pro rating Contact Details Your Details Nominated Contact Mame Catherine Conaty Name A QFLEET Phone 3224 5058 Address 9999 Fax 32278216 Phone s Email catherine conaty qfleet qld gov au Email Altemate Contact Name Phone Driver or Pooling Manager Details Name pool Location brisbane Position Phone 33333333 SES GENERAL Authorisation Status Submit for Authorisation button Level 1 Authorisation Unactioned Level 2 Authorisation Unactioned Submit for Authorisation The next screen will show that the quote has been submitted If you wish to print out a hard copy of the quotation click on the Print Version button and then on the printer icon 26 November 2009 Uncontrolled when printed Page 64 of 97 Online Ordering Print Version button Creating new Vehicle Request N 73918 Requiring Admin Pool vehicle 10000 km annually Operating in Brisbane Return
40. 78216 Email catherine conaty qfleet qld gov au M Driver or Pooling Manager Details Name Location Position Phone Z i 3 L3 SES v New Vehicle New Vehicle Vehicle I 30 SX 2 0 Auto HATCHBACK 5Drs Petrol T1 amp GYG Greenhouse Rating 6 5 Client RATES BOOK D Lease Terms months kms Lease Type weh Fully Maint Oper Lease e Lease Terms if you require an alternative lease term to what has defaulted enter the new details in the Lease Terms field 26 November 2009 Uncontrolled when printed Page 58 of 97 Contract Features Contract Features Required C Insurance RR eguie RE Private Use Private Plated e Additional Tyres Required replacement tyres are not included in the lease rate unless you specify the number of additional tyres required Private Use is the vehicle for Private Use Defaults to No You Reference this is a free text field to add your own reference number Insurance this will default to QFleet s current insurer Private Plated this will default to No Motor Club will default to Breakdown Service unless the Private Use field is changed to yes Vehicles with private plates get full RACQ Membership Vehicle Colour Colour T Colour Group vt i Colour Option e Colour Group this is where you choose between a metallic or a solid colour e Col
41. Body Colour Metallic Plum Blush Towbar T Bar 750kg SmalRind Plug Ball Trim Standard Standard Trim STD 4 30 Litres Fuel per Contrai STD m Casting Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial casts of the lease vehicle in question Payment Terms Monthly in Advance OFleet Charges 3ir Whole of Life Costing Indicative only Met Monthly Rate 585 01 Total Monthly Rate see GST 88 80 above GST Incl Rate 376 81 Accessories 17 42 HD 0 00 Fringe Benefits Tax 0 00 Total Monthly Rate 075 81 Fuel 2156 67 Management Fee 4 0 00 Total WOL Costing Monthly rate 976 81 1 210 29 To submit your quote you need to click on the box next to Available and then click on the Complete button 26 November 2009 Uncontrolled when printed Page 47 of 97 Contact QFleet close Online Ordering STEP 3 Select the vehicle Complete S Step 2 Click on the Complete button Replacing 7630GW TOYOTA CAMRY ATEVA 042L 2 4 Auto SED Requiring SES1 vehicle 25000 km annually Operating in Mare The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click an the Quote button Whole of life cast is calculated based on your current vehicl
42. Existing Policies Content In this section you will be able to search and view existing policies Return to the initial Fleetscape screen below Queensland Government Fleetscape Open Alb Close All Logged in as barryp logout E My Account My Tasks 000 Workflow Management Business Activity Monitor System Admin FBT Reporting Manager Reporting a Out of Office Assistant Model Management Policies Vehicle Selection User Management Vehicle Returns Betasphere FBT Pooling Global Driver Store About Fleetscape E e E EE E EH EH Hide Menu Home Contact u QFlee whole of government Fleetscape News Driver Safety Information Page Service Delivery and Performance Review Commission s SDPC Review of OFleet OFleet ClimateSmart Action Plan 2007 to 2010 OFleet news Client bulletins Vehicle Model Updates SES SMO and CEO Vehicle Policy Fleet management guidelines Fleetscape Vehicle Selection user manual Fleetscape FBT user manual Fleetscape system information Archived information Click on Policies and the Search on the task manager bar The following screen will be displayed 26 November 2009 Uncontrolled when printed fleet management Recently Added Documents Procurement strategy vehicles OFleet vehicle order lead time change CBD Seminar Fleet Management Consolidated Invoices Presentation Changes to Vehicle Lease Terms OFleet Vehicle Return letter OFleet vehicle d
43. Insurance Required r Private Use No vi Private Plated No v Your Reference Motor Club Breakdown service only in Vehicle Colour Colour Group Colour Option i lt lt Vehicle Options Ti You have requested the following accessories Hover the cursor over the accessory name for a full description v j CD Player v Cruise Control wi hicle Stability Control Window Tint v Note any text entered here will cause the quote to be sent to a QFleet consultant for completion Additional notes Costing Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question QFleet Charges Whole of Life Costing Indicative only Net Rate 626 04 Total Rate see left 765 64 GST 69 60 Accessories 0 00 GST Incl Rate 765 64 Fringe Benefits Tax 0 00 HD 0 00 Fuel 164 67 Total Rate 765 64 Management Fee 0 00 Total WOL Costing 930 31 M Delivery Details P p mTTMEEE J Special Instructions M Contact Details Your Details Altemate Contact Name Catherine Conaty Phone 3224 5058 Fax 322
44. Mone Hide Menu Home Contagli Government QF Fleetsca e whole of government p fleet management L di t I l ogged n as townsaleye logout N 74246 NON GOV 18 10 2009 2 56 PM Accepted Select v My Account My Tasks 0 0 3 a Task Search Reference Variables Workflow Management Task History Business Activity Monitor System Admin Task Messages Reporting a Out of Office Assistant Hj Policies E Vehicle Selection Online Orderin g User Management Betasphere FBT About Fleetscape Print Agreement e Creating new Vehicle Request N 74246 e Requiring Admin Passenger vehicle 10000 km annually Operating in Brisbane City QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created may render that lease agreement void Agreement Acceptance E AGREEMENT NUMBER 463754 m New Vehicle Vehicle 130 SX 2 0 Auto HATCHBACK 5Drs Petrol T1 amp 3 GVG Greenhouse Rating 6 5 Client RATES BOOK Lease Terms 24 months 20000 km Lease Type Veh Fully Maint Oper Lease Quote Status With Consultant d Your Reference qfdsf Replaced Vehicle Rego NEW Date Created 15 10 2009 Contract Features
45. P 3 4 eta Bulld your Ve E Select your Vehicle onfinm and Accept Quote a Back Complete Il Creating new Vehicle Request N 73386 Requiring Admin vehicle 70000 km annually Operating in Brisb The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quate on and click an Whale of life cost is calculated based on your current vehicle s usage and sf Clicking on the arrow under the Costs column will show you a further breakdown of whole of life costs lidaetina purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost Cost km 0 00 0 56 0 51 0 00 Cost fannum 0 00 11 163 72 10 136 76 0 00 Lease mth 0 00 765 64 690 06 0 00 Fuel mth 0 00 164 67 164 67 0 00 FET mth 0 00 0 00 0 00 0 00 Options a 0 00 0 00 0 00 0 00 HYUNDAI amp amp x ys See 1 1 p ou 7 5 HATCHBACK Q Q 2g emn SOrs T Diese M A 222 14 855 27 Hy AL TL aa 130 4 1 6 HYUNDAI amp amp x E E Greenhouse Rating 7 5 als acd O O CO g km 159 23 iS N A 264 46 885 01 N A E 130 x 2 0 HYUNDAI j mi Greenhouse Rating 6 5 ne Sie a O O CO g km 183 pr mm LEES 565 01 876 61 N A Lease costs are displayed in columns of 12 24 and 36 months depending on the annual kilometres that you entered in Step 1 If you wish to view the cost for 18 or 30 months select from the drop down arrow and click on the Calc bu
46. PM Select v Business Activity Monitor System Admin 2 items found displaying all items Reporting 1 a Out of Office Assistant Policies View Referred tasks Vehicle Selection B User Management C A Betasphere FBT About Fleetscape e N 74246 Quote ae EIS al Quote NON GO Y Erge Fleet purchasing iai Officer Team 1 16 10 2009 11 00 AM 16 10 2009 2 56 PM Select One item found 1 Redirect to Group View unaccepted tasks in your group Allocate to User TO No Group Tasks Retrieve my referred task k f i em bt edil ad amma TY IP PP a am dese d aot w pe vss dif A box will display enter any Comments and then click the Go button Note These notes will not flow on to any other Workflow task but will be included in the email to the client generated by Fleetscape b Queensland ge Government Fleetscape Open Al Close All Action Required Logged in as tewnsleys logout m My Tasks 003 H 74246 Complete Quote Accepted Complete E Task Search Lh eal L wvorkflove Management Business Activity Monitor SDEIBEHI System Admin Cancel Reporting Policies mm E Oe Selection N 74243 453747 uote Authorisation Acceptance Validate Quote User Management N 74244 453748 Quote Authorisation Acceptance Validate Quote d Betasphere FAT About Fleetscape N 7424B Quote Exception Complete uote 3 dp s displaying all tems a RE wall LO Iw G cee pou
47. Quote NON GO Allocated E Business Activity Monitor If required to verify order number When the paperwork is received amp System Admin 2items f click on the Reference number from thee Status is changed to 3 m Reporting Accepted Out of Office Assistant Fla Poles a pus T T E rr at arene aain apto a dels oa 7 Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Hide Menu Home Con Queensland Government whole of government Fleetsca pe fleet manageme iacebant s Search Logged in as townsleys logout Look For uu Status Seach z Hie kening My Account Sa C NEC HERE 7777 B My Tas N 74243 463747 Quote Authorisation A Create Vehicle Fil NON GOV Accepted 21 10 2009 2 13 PM Select a Task Search uote orisation Acceptance reate Vehicle File 2 ccepte j Select E Workflow Management N 74244 453748 Quote Authorisation Acceptance Accept Quote NON GO Y Allocated 20 10 2009 3 36 PM f E Business Activity Monitor Refer to User E System Admin 2 items found displaying all items Redirect to User i Reporting 1 Refer to Group Out of Office Assistant When the vehicle details have Redirect to Group Policies View Referred tasks been reviewed Complete the Complete f Vehicle Selection No Referred Tasks task Suspend 3 User Management View unaccepted tasks in your qrou n Ry 77
48. Use Defaults to No Your Reference this is a free text field to add your own reference number Insurance this will default to QFleet s current insurer Private Plated this will default to No Motor Club will default to Breakdown Service unless the Private Plated field is changed to yes Vehicles with private plates get full RACQ Membership Vehicle Colour T Vehicle Colour EEE e Colour Group this is where you choose between a metallic or a solid colour e Colour Option select from the range of colours available in the colour group Vehicle Options r Vehicle Options rau have requested the following accessories Hover the cursor aver the accessory name for a full description Proebor Mote any text entered here will cause the quote to be sent to a GFleet consultant for completion re oe of C T TON T e Accessory choices will need to be defined by clicking on the drop down menu and selecting the accessory from the list e Standard Accessories will be identified by the letters STD when selecting from the drop down menu e Additional Notes any text that you enter in to this field will cause the quote to be sent to a QFleet consultant for completion In this field you can add any accessories that were not listed in step 2 When listing accessories please number them e g 1 Floor Mats 2 Engine Immobiliser 3 12 Volt Plug This
49. ZDAS Mot on file z008 SP23 LUSURY PACK 4D Sedan 5 auto 2 3L 4cyl Petrol Japan MAZDA MAZDAS 2008 SP23 LUXURY PACK 4D Sedan 5 auto 2 3L 4cyl Petrol Automatic epicuclici Petral Frant Sedan 01 Apr 2008 approved 23 960 monocoque Page 41 of 97 Online Ordering STEP 3 Select tlie vehicle Contact orles Clase STEP 3 STEP Select your Vehicle f 1 d Accent Ou Complete 5 Replacing 7630GW TOYOTA CAMRY ATEY YA 042L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quate on and click on the Quote button q your current vehicle s usage and should be taken as a guide only far budgeting purposes Click on any of the grey arrows in the Make column to see more information about fuel consumption and greenhouse ratings NISSAN amp Greenhouse Rating 6 5 Click on the Internet Explorer icon to open the manufacturer s web page about that vehicle FORD amp Greenhouse Rating 6 5 cO g km 192 Focus ZETE LT 2 0 Man SEDAN 4Drs Petrol TIIDA Q Cll MEZ 1 6 Man HATCH SDbrz Petrol 6 Speed Cost km Cost annum Lease mth Fuel mth FET mth Options mith Towbar FOCLIS ZETEC LT 2 0 Auto HATCH SDrz westindicative Whole of Life cost click 12 p Click on any of the grey arrows in the Costs column t
50. ai N 74243 463747 NON GOV 20 10 2009 1 56 PM Accepted My Account Ej My Tasks 002 Task Search Reference Variables Refer to User E Workflow Management Task History Festo ao am Rj Business Activity Monitor E Refer to Group f System Admin Task Messages i j Fediteci io Orou Reporting Click on each of the tab headings to nene p Out of Office Assistant ensure the hardcopy vehicle order iin Hu LLL Al Suspend h Policies matches Fleetscape EA Vehicle Selection User Management Ej Ed fH EH Complete the task to remove it from your Betasphere FBT task list a About Fleetscape Print Agreement e Creating new Vehicle Request N 74243 e Requiring Admin Passenger vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a canda in law or regulation luding taxation is imposed upon QFleet Further whilst QFleet takes every asure M aene agen ip roc et of ae bise isa uada enge i NAP i era Ti auc boil rented aate The following screen displays Click on the Go button to remove the task from your Workflow list Mansi Government Fleetscape Open Alb Clase All Action Required Logged in as townsleys logout My Account Referente Task Status Action My Tasks O 0 2 N 74243 453747 Dispatch Order Accepted C
51. anagement p Business Activity Monitor Comment g System Admin e mM Once you have reviewed ar Reporting rier the quote Choose Yes or de E Out of Office Assistant Review vehicles inthe XXXX To ge Mo for each of the i E Policies pool 3 questions Then select Hj Wehicle Selection Review delivery dateafthe the Go button User Management vehicle c Betasph FET a ponto dede i Sighted approvals for DG and a p OPSME approval if SES gem vehicle outside of OPSME LIS i guidlines m mcm ES em ooo o o a ooo IN 74243 483747 Quote Authorisation Acceptance Validate Quote N 74244 153748 uote Authorisation Acceptance Validate Quote s pr 3 i li natns al BP P BF spalle S aes agenti E Im 26 November 2009 Uncontrolled when printed Page 77 of 97 Authorisation of Vehicle Requests Client Government Agencies can have Level One L1 Authorising Officers and Level Two L2 Authorising Officers L2 Authorising Officers are not mandatory for all agencies The information contained in these instructions applies to both levels of Authorising Officers There are two ways to complete Authorisations Option One Receive a Fleetscape Authorisation email Automated Option Two Log in to Fleetscape Manual Option One 1 Receiving the Fleetscape authorisation email Authorising Officers receive an email generated from Fleetscape Workflow advising a request for a vehicle replacement or new vehicle requires authorisa
52. ase Type Quote Status Your Reference Replaced Vehicle Rego Date Created Submit for Authorisation ien the Submit for Authorisation fproval by your authorised officer will s of and conditions of the lease as button AVENSIS GLX ACM21R 2 4 Auto WAGON 4Drs Petrol 2 6 RATES BOOK 24 months 20000 km Veh Fully Maint Oper Lease Available 10987654321 NEW 05 10 2009 Submit for Authorisation Return to List Contract Features Additional Tyres 0 Private Plates non QG No Required Motor Club Breakdown Service Only Insurance ALL Comprehensive Insurance Registration and CTP Yes insurance Vehicle Options Fuel per Contract 44 30 Litres Fuel per Contract STD Body Colour Metallic Silver Ash Cruise Control Cruise control STD Trim Standard Standard Trim STD Delivery Details Required Delivery Date 30 10 2009 Special Instructions Delivery Location Mansfield Operating Location Brisbane Costing Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question Payment Terms Monthly in Advance QFleet Charges Net Monthly Rate 963 86 Whole of Life Costing Indicative only Total Monthly Rate see 1 060 25 GST 96 39 above GST Incl Rate 1 060 2
53. ase select a lease rate to quote an and click an the Quote button Whole of life castis calculated based on your current vehicle s usage and should be taken as a quide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 W to resort Hide Hide Compare 24mth Status Clicking on the Internet SDrs Petre A 930 3 DEBE Explorer icon will take aa you to the 130 5 1 6 E Auta E E manufacturers web HATCHBACK o page about that vehicle se tibierel Ne Ree te PBS Re BERE TL 130 SK 1 6 C C Greenhouse Rg js OR Oo O O g km 15 964 46 885 01 N A EX Clicking on the grey down HYUNDAI 2 N 1 toes sp nnde arrow will show you more EJ C CO g km 183 information about fuel 969 01 876 61 N A Eus mm consumption and TOYOTA greenhouse ratings Greenhouse Rating 7 E 99 9km 180 Aum O HATCHBACK MA 284 04 594 468 HA SOrs Petrol T1 MITSUBISHI gj m i em Fr ee HATCHBACK ONE r CM Spire Petrol M A 1 000 14 901 68 N A T1 PEUGEOT 2 E aie E rp ere hus HATCHBACK OMEN 20 SDrs T Diesel N A 1 022 05 925 86 N T1 You can view a further breakdown of whole of life costs by clicking on one of the grey arrows under the Costs column 26 November 2009 Uncontrolled when printed Page 56 of 97 Online Ordering Step 3 Select the vehicte Contact QFleet STE
54. ber 2009 Uncontrolled when printed Page 27 of 97 You can hide the policy criteria fields on the screen to display a full screen of search results see the following screen Queensland Shaw Menu Home Cantact u Government QFlee whole of government Fleetsca pe fleet management olicy Search To view existing policies select one or more search options Click here to hide Policy f Search area Service Delivery Description Ee n GICUICORRIAAAAAAAAAAAAAA v LIU o NM Expiry Date AM Click on th column E title name to list in asending or desendingorder f Pool ACTIVE GICLICORRUAAB AAA AA AAAABAAAAARAALARARALLARARALARAAAARADARAAAADARAAA AALAAARARADARAAAADADAAADAAAAAALAAAAAAAADAA Pool ACTIVE GICTICORRIAAB A 8 2 A 4 8 82 4 4 82 AAA BA AAAS ADA ADS AMADA ASAD DADA AAO ODA AZAAAAAASABABAAAADAAAAADAASAARADLAAAAAAAADAR 2 items found displaying all tems 1 0 To view details for a policy click on the Service Delivery Description name The following screen will be displayed Queensland Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Expiry Date 31 December 2009 Step 1 Service Delivery Des
55. can update this by clicking on the drop down calendar next to the field Date then entering the correct odometer against Reading Click the Recalculate button Vehicle not being replaced If the vehicle is not to be replaced click on Do Not Replace and you will be advised to click the Complete button to indicate that you are no longer required to replace this vehicle Clicking the Complete button will change the vehicle status from Due for Replacement to Not Replacing You will receive the following message 26 November 2009 Uncontrolled when printed Page 34 of 97 Online Ordering Return ta Warklist You have chosen not to replace your current vehicle The vehicle has been deleted from your reorder list Please return to your worklist when ready Click either the Close button or the Return to Worklist button to take you back to the search screen Ze Ifyou later determine after changing the status that the vehicle will be replaced send e an email to your QFleet Fleet Consultant who will re set the status Ww Vehicle to be replaced If the vehicle is to be replaced click on Replace STEP 1 View vehicle details and confirm location purpose and annualkms STEP 1 Confirm your Details Lot Contin ue Replacing 7630GW TOYOTA CAMRY ATEVA 047L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba m Vehicle Details Registration 2630GW Client Code noizo0z7 0 Make
56. ccourt a RN T RN SR E RN RN E My Tasks 002 Task Search Workflow Management Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 10 2009 2 00 PM Select E Quote Authorisation Acceptance Validate Quote NON GOV Accepted 6 10 2008 2 15 PM Select vi Business Activity Monitor System Admin 2 items Reporting 1 WB Curt at Affie Assistant Click on the Reference number io op n the quate The Status is now Accepted Be EH EH The following screen displays Queensland Hide Menu Home Contact us Government QFleet whole of government Fleetscape fleet management coven Ap ciose an Dent Due Date Status Next Action i D ee Ae Aur N 74243 463747 NON GOV 16 10 2009 2 00 PM Accepted Select v H My Tasks 0 0 2 a Task Search Reference Variables Workflow Management Mim Y Task History Business Activity Monitor System Admin Task Messages Reporting a Out of Office Assistant Policies Vehicle Selection On li neO rd e ri n g E EH EE Hl User Management Betasphere FBT About Fleetscape E E FE EH Contact Details Name Shannon Townsley N A Phone 32258114 32278216 Email shannon townsley qfleet qld gov au Driver or Pooling Manager Details Name Catherine Position SES GENERAL Fax Phone 12313545 Location Brisbane Check all details on the screen by clicking on each of the tab headings 26 November 2009 Unc
57. cer ADS MM DONNE Telephone 3224 5058 Email CREE ee townsley aqfleet gid gowe z Fax 32278216 HEN s Email catherine conaty qfleet gld gov au Communication 26 November 2009 Uncontrolled when printed Page 73 of 97 The Client will receive the following message S http Avww fleetscape qfleet qld gov au QFleet Common Desktop Environment Microsoft Internet Explorer Online Ordering Your request has been submitted A OFleet consultant will contact you shortly to provide some assistance Contact My QFleet Fleet Consultant d The Fleet Consultant will receive an Online Ordering Collaboration task and accept the task Queensland Hide Menu Home Contact Government whole of government Fleetsca pe CTS EET GUGL Open All Close Al Logged in as townsleys logout Look For irr Status Search M Hide Pending My Accourt EC T ies ooi 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 0 2009 2 00 PM j Select Workflow Management N 74244 463746 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 15 10 2009 2 15 PM Select 2e CC We eee N 74284 Online Ordering Collaboration View Matching Vehicles NON GOV Allocated 16 10 2009 4 14 PM Select System Admin Reporting gt 4 3 items found displaying all items a Out of Office Assistant 4 An Onli
58. cle Choose from e Less than 100km e Less than 250km e Less than 500km e More than 500km 26 November 2009 Uncontrolled when printed Page 22 of 97 You can now further define your rules by completing the Vehicle Duty Statement You do not have to make a selection in every section only define what is relevant to the Service Delivery Description and relevant to your policies Click in the appropriate field and type in the relevant information and or percentages as described above percentage fields must total 100 For example Operating Environment City 95 Regional 5 Repeat until you have completed your required fields The screen will show the completed Vehicle Duty Statement See example below Queensland Show Menu Home Contact u Government QFlee whole of government Fleetsca pe fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Step 4 Vehicle Duty Statement Expiry Date 31 December 2009 he Vehicle Duty Statement is a tool used to substantiate Vehicle Selection Rules laid down in this system Please proceed to describe the operating environment that you would expect the vehicle o operate in Hover over individual titles for a short explanation of terms used and on further guidance on completing this form Operating Environment mu
59. code that holds a number of Business Groups Describes the service delivery for which vehicles are going to be Duty used For example Admin Pool Ops Emergency Response Vehicle and SES Fringe Benefits Tax FMOL Fully Maintained Operating Lease Formal Extension An extension for a current client of an existing agreement QFleet s core operating system Vehicle Manufacturer e g Ford Holden Vehicles available for lease from QFleet which meet your defined Matching Vehicles Vehicle Selection Rules and Option Rules defined in the policy process Manufacturer s model name e g Falcon Commodore Odometer the indicator of the number of kilometres the vehicle has travelled 26 November 2009 Uncontrolled when printed Page 6 of 97 Operating The environment in which the vehicle is going to be used For Environment example Metro Regional Remote Option Rules Accessories selected to complete vehicle configurations Segment Model analysis code Service Delivery A name chosen by an agency that reflects the service delivery that Description SDD vehicles are selected to support The definition of a specific vehicle e g Toyota Camry sedan automatic 4 cylinder Vehicle Duty Reflects a summary of the service delivery the vehicle will perform Statement VDS Variant Vehicle Registration Duty A State charge levied on leasing contracts Determine the appropriate vehicle configuration s to meet the service delivery requir
60. cription Enter a Service Delivery Description which reflects the vehicles use within this policy ervice Delivery Description zss STROM TRG AAA AAA AAA AAA AAA AAA AAA A A A AA ARAL AAA AAA AAR AAA AA AAA A AA AAA A AA GICTICORRIAAAAAASASAAASA AAA DADA AAA AAA A A AAA AAA AAA AA AAA AAA AAA AAA Applied to Operating Environment s Metro ACTIVE Created by barryp 26 November 2009 Uncontrolled when printed Page 28 of 97 To view full policy details click on each of the 5 Step tabs across the top of the screen You have now completed the search policy function The next section will guide you through the Edit Policy function Edit Policies Content In this section you will be able to edit existing policies Return to the policy search screen displayed below Queensland Show Menu Home Contact Government whole of government Fleetsca pe fleet management Policy Search To view existing policies select one or more search options Service Delivery Description tatu v Business Group GIC1ICORRIAAAAAAAAAAAAAAE M Operating Environment i uty vi Effective Date f Expiry Date Search results vs and c as if toto A as antt N a S pot at A maaana amo adt Kf nm pM oY aedi lP us Click on the Search button to display all policies relevant to your access level You can also search for a single policy by entering the search criteria in an individual fiel
61. cription name in blue to display the vehicle specifications You can then click on the tabs to view 2 Aio SEDAN Dre eval details like Comfort Dimensions D Reis ESS OSES and Safety etc Please refer to the screen across Safety Online Ordering To view vehicle comparisons click on the box at the left of vehicle description you wish to compare Brakes front Brakes front description Brakes rear Brakes rear description Safety side door anti intrusion beams Seat belts pretensioner driver type Brakes engine exhaust brake ventilated discs discs N A Brakes auto descent control Audible warning overspeed type Audible warning seat belt on Click on the Compare Vehicles Cruise control stalk mounted switches type butto n Cruise control steering wheel switches type Park distance control rear type Brakes parking brake operation Click on the Close button to automatic skid reduction Crash test standard retu rn to the m atch ng Veh icles Crash test rating driver Screen Crash test rating front passenger Crash test rating pedestrian protection ABS Brakes anti lock ABS Refine the Matching Vehicles list Nu by entering details in Make Seen aliri Model Body Type Segment N Brakes brake assist system BAS Drive cylinders CO2 Seats DOE MEUS Status and Included from using Airbags driver drop down menus and selecting uus RUNE from the lists Foglights Ligh
62. ctive Date Expiry Date Pool G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA 21 October 2009 31 December 2009 Step 1 Service Delivery Description cc Back Enter a Service Delivery Description which reflects the vehicles use within this policy Pool VT RCHBSITET LE ROT DTI AAA AAA AAA AAA AAA AAA AAA ALANA AAA A A AA AAA A AA AAA A A AAA AAA AAAAA A GIC1 CORR AA A555 A A AA AA AA AAA Service Delivery Description Applied to Operating MIO Applied to Duty ies Effect From Admin 21 10 2009 Expires On 3412 2009 ACTIVE 20 10 2009 barryp You are now in Step 1 of the 5 step tabs across the top of the screen You can edit details in any or all of these sections To edit Service Delivery Description selections in Step 1 click on the relevant field and choose another selection from the drop down box 26 November 2009 Uncontrolled when printed Page 30 of 97 Note Only Service Deliver Description Name With Effect from and Expires on fields can be edited To perform any other amendments in Step 1 the policy needs to be expired and a new policy created To edit Vehicle Selection Rules click on Step 2 tab and proceed to edit relevant fields To edit Option Rules click on Step 3 tab and proceed to edit relevant fields To edit Vehicle Duty Statement click on Step 4 tab and proceed to edit relevant fields To edit Matching Vehicles click on Step 5 tab and proceed to edit relevan
63. d or selecting the criteria from drop down menus The Clear button can be used to clear all fields so information can be re entered The search results will appear as displayed in the following screen 26 November 2009 Uncontrolled when printed Page 29 of 97 Show Menu Home Contact u QFlee Queensland Government Fleetscape ES Policy Search To view existing policies select one or more search options whole of government fleet management Service Delivery Description Status v ee GICUICORRIBAAAAAAAAAAAAAL V Operating Environment l v policy uty v Z a m Effective Date 5 Expiry Date P edid p Search results Service Delivery Description Stati s Business Group T Pool Business Group Name ACTIVE GICTICORR AAA AAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA ARAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA AA AAA AA AAA Pool ACTIVE G C1 CORR A A AA 4 444 4444455555555 1 A A A AAA AA AA AA AAAAAAAAAAAAAAA AR AR ARARAARAARAAAAAAAAA2 50 5 55 A A A AAA AAA 2 items found displaying all items 1 lt gt To edit a policy click on the Service Delivery Description name The following screen will be displayed Queensland Government Fleetscape Show Menu Home Contact u QFlee whole of government fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Business Group Effe
64. e Ga esensiond Government Fleetscape Open Al Close All Action Required Logged in as townsleys logout acer My Tasks 0 0 2 N 74243 453747 Accept Quote Accepted Complete E Task Search E CEXI VYorkfloyy Management Business Activity Monitor Comment 2 System Admin e Reporting IEMEGUOMICE sateen Policies SEN ora Vehicle Selection N 74243 4563747 Quote Authorisation Acceptance Accept Quote D E mma Eee e a Uii 9a dde nio T T a a gr s amm E E EH EH He 26 November 2009 Uncontrolled when printed Page 90 of 97 Order Vehicle QFleet Fleet Purchasing Officers QFleet Fleet Purchasing Officers will review Workflow tasks that have been allocated to them The task will display as Order Vehicle The Fleet Purchasing Officers FPO are set up as a group All Order Vehicle tasks are sent to the FPO Group Each FPO will acquire Order Vehicle tasks from the group tasks as required Accept the task by clicking on the down arrow in the Next Action column and select Acquire E Mosetiesnal Government Fleetscape Open All Close All Logged in as rutledges logout Diui Reterence VP EEE Any ov e CELE My Account Next Action m aA m d 1013 wa N 73863 463355 Quote Authorisation Acceptance Order Vehicle DME QLD Accepted 16 10 2009 3 49 PM Select v E Workflow Management e N 73964 463447 Quote Authorisation Acceptance O
65. e Exception QFleet Fleet Client Services Quote Exception means the quote created by the Client requires a manual action by QFleet For example the client may have entered notes or accessories items in the quote field on the quote and the client requires assistance from QFleet to complete the quote Quote Exception Workflow tasks are allocated to the appropriate Portfolio team The task name is Quote Exception and the Reference field has a number starting with either N or R e g N7 4246 is for a new or additional vehicle R711QGV is for a replacement vehicle Queensland Hide Menu Home Contacts Government QFlees Fleetscape You will receive a Task called Quote Exception when the client can not complete the vehicle quote whole of government fleet management Open All Close Alb Logged in as townsleys logout Hide Pending EE m ies ans N 74243 463747 Quote Authorisation 4 feptance Validate Quote NON GOV Accepted 16 10 2009 2 00 PM Select P Workflow Management N 74244 463748 Quote Authorisation Eceptance Validate Quote NON GOY Accepted 15 10 2008 2 15 PM Select v BL pepe v re N 74246 Quote Exception Complete Quote NON GOV Allocated 16 10 2009 2 56 PM Select v System Admin Reporting Out of Office Assistant 3 items found displaying all items Policies M Mgligie electo Nn pe S ne tein at capit 4 70s adip Pn nme di isa AMI anal 4 ps ali al a
66. e relevant level from the drop down selection When you have completed all of the fields click on the Submit button If the quote is unable to be completed for any reason e g accessory pricing is unavailable you will receive a message see screen below The quote will be referred to your QFleet Fleet Consultant who will contact you as soon as possible to assist with completion 26 November 2009 Uncontrolled when printed Page 60 of 97 Online Ordering STEP 3 Select the vehicle STEP 1 STEP 2 STEP 3 STEP 4 my OLI Td LI Select your Vehicle e Creating new ehicle Request N 73387 e Requiring Admin vehicle 20000 km annually Operating in Brisbane Thank you for submitting your quote Your quote has been placed in a queue Due to the configuration of the requested vehicle your quote could not be completed online Your details have instead been passed to a fleet consultant who will progress your quote and contact you with the result in the mean time your quote will remain in a pending state Click here to go back to your search results A workflow task has been created to process your quote An email will be sent to this address catherine conaty aqfleet qld gov au when the quote has been processed If the quote does not require any assistance by your Fleet Consultant you will either see the following screen which indicates that the quote is being processed or you will receive a
67. e s usage and should be taken as a quide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 mith to resort emjee oe oe coro E Greenhouse Rating co g km 170 NISSAN amp xj Greenhouse Rating CO g km 182 FORD Ej Greenhouse Rating CO g km 192 corp E E Greenhouse Rating CO g km 192 MISSAM amp Greenhouse Rating cO g km 187 corp E E Greenhouse Rating cO g km 192 Prov Agree 153739 Your Ref 123456879 Lease Terms 24m 50000km FORD Greenhouse Rating 6 5 cO g km 192 26 November 2009 Focus ZETEC LT 2 0 Man SEDAN 4Drz Petrol TIIDA Q C11 MEZ 1 5 Man HATCH SOrs Petrol amp Speed Focus ZETECZ LT 2 0 Auto HATCH SOrs Petrol Focus ZETE LT 2 0 Auto SEDAN 4Drz Petral TIIDA Q C11 MKZ 1 8 Auta HATCH SOrs Petrol Focus GHIA LT 2 0 Auto HATCH SOrs Petrol Focus GHIA LT 2 0 Auto SEDAN 4Drz Petral O 1 043 03 oO 1 064 23 O 41 103 82 O 1 103 82 Q 1 118 71 Q 1 163 61 1 210 89 1 163 61 353 21 967 69 O 1 008 90 step 1 Select the quote that you wish to proceed with by clicking on the Available box 1 051 27 Uncontrolled when printed Avallable Page 48 of 97 STEP 4 Confirm and Accept Quote Click on the Submit for Authorisation button
68. e system to factor these into the estimated whole of life costs later in the process When all fields are completed click on the Continue button which will take you through to otep 2 26 November 2009 Uncontrolled when printed Page 36 of 97 Build your Vehicle This is where you will build your vehicle by defining the vehicle base and accessories F Online Ordering STEP 2 Review Edit VSR and vehicle accessories and options STEP 1 STEP 2 Build your Vehicle Replacing 7630GW TOYOTA CAMRY ATEVA 042L 7 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba Policy Applied Whole of Government SES 1 Vehicle Base q Yehicle Accessones i Hover tT he cursar overt f a Accessori name Tor a fi is mE rl othan Vehicle Classification Passenger Optional Accessories Vehicle Segment Body Type j View Accessories a Button Humber of doors Seatng Capacity Fuel Type Max Monthly Lease Cost The Vehicle Base section is where you determine what type of vehicle to order The first field Vehicle Classification must be completed before you can proceed It will only list classifications allowed by your agency s policy e g the policy may dictate that only passenger vehicles can be leased Some of these fields will be automatically populated based on the policies that have been predetermined by your department You can f
69. e vehicle accessories that complete the vehicle configuration 30 Litres Fuel per Contract ABS Accessory Power Outlet Air Conditioning Alarm Alloy Wheels Bluetooth Body Colour Metallic Body Colour Solid Black Add Options a OQ xc EN No Options Exist Please Add 26 November 2009 Uncontrolled when printed Page 18 of 97 Adding Option Rules Click on the drop down menu in the Group field and select an option from the list If there are sub options for an option you will be required to select a specific sub option in the Option field For example if you select Mud Flaps at the Group level you may be required to define this further by selecting Front Mud Flaps or Front Rear Mud Flaps If an option is to be Mandatory in your policy click on the Status drop down menu and select Mandatory If you want to make an accessory Not Available for selection click on the Status drop down menu and select Not Available Note Every other vehicle option will be listed on the Online Ordering Module and will be available for selection Click on the Add Options tab Complete these steps to add further options All options will appear on the screen in order of selection Option Selection Rules that have been nominated as Mandatory or Not Available in the highest business group policy will flow down to all business groups under that top level For example if air conditioning is selected as Mandatory in
70. eate a New Policy Content In this section you will create a new policy Click Policies on the task manager bar then click New and the following screen will be displayed Queensland Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Create a new Policy Use this application to create a new policy Step 1 Service Delivery Description Enter a Service Delivery Description which reflects the vehicles use within this policy Service Delivery Description Applied to Business Group Applied to Operating Environment s Applied to Duty ies ZAD Commercial 3 4D Commercial 1 4D Commercial 2 4D Commercial 3 4D Commercial 4 4D Commercial 5 Admin Admin Commercial Admin Commercial 1 Admin Commercial 2 Effect From Bares 26 November 2009 Uncontrolled when printed Page 12 of 97 Step 1 Service Delivery Description The first step is to determine a Service Delivery Description A Service Delivery Description is a name that you allocate to reflect the service delivery that vehicles will perform in a specific area For example you may set up a policy specific to North Region and the Service Delivery Description name could be North Region or whatever you feel is appropriate for your agency You can set up as many Service Delivery Descriptions as required However this should be done with QFleet assistance 0 Fleetscape Tab Headings at the top of
71. ect 00040114 CENTRAL OFFICE PROPERTY MANAGEMENT G C4 ED EQ CEO REGLIT Central Office Property Management 00040115 CENTRAL OFFICE PM EXECPRIN G C4 ED EQ CEO EXECPRIN Executive Principals Annual kms 00040116 TOMORROWS SCHOOLS G C4 ED EQ CEO TMORROW Education Queensland Tomorrows Schools 00040118 INFORMATION STRATEGY BRANCH G C4 ED EQ CEO INFOSTBN Education Queensland Information Stategy 00040120 DO NOT USE EDUCATION DEPARTMENT G OBSELETEEDUC G OBSELETEEDUC 00040130 DO NOT USE EDUCATION DEPARTMENT G OBSELETEEDUC G OBSELETEEDUC 00040140 BRISBANE SCHOOL OF DISTANCE EDUC G C4 ED SCH GBN BS Brisbane South District Schools 00040160 URBAN EEC G C4 ED SCH GBN BC Brisbane Central and West District Schools 00040170 TOOHEY FOREST EEC G C4 ED SCH GBN BE South East Brisbane District Schools Private Use 00040190 EARLY CHILDHOOD EDUCATION AND CARE G C4 ED EQ EARLYCHILD EARLY CHILDHOOD EDUCATION AND CARE 00040198 ISSS PROJECT G C4 ED CAPS ISSS ISSS Project 00040199 CORPORATE amp PROFESSIONAL SERVICES G C4 ED CAPS CEO Corporate and Professional Service Cent 000401A1 EDUCATION HOUSE E amp T G C4 ED TRN CENTRALOFF Education Queensland Training Services Centr 000401A2 CENTRAL OFFICE G C4 ED TRN CENTRALOFF Education Queensland Training Services Central Hea 000401A3 TRAINING OMBUDSMAN E amp T G CA ED TRN CENTRALOFF Education Queensland Training
72. ed in a specific operating environment Vehicle Selection Rules are set in accordance with policy Whole of life costing is only an indication of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question Whole of life costing will be a sum of the following Lease Costs Fuel Costs Fringe Benefits Tax and Management Fees where applicable Vehicle Selection Rules Whole of life costing 26 November 2009 Uncontrolled when printed Page 7 of 97 Getting Started e If you require access to Fleetscape please contact QFleet to obtain a Fleetscape w Access Request form Complete the form and return it to QFleet and a Username and Password will be arranged for you If you have access to Fleetscape Log into Fleetscape via www afleet gld gov au The QFleet home page will be displayed ee Home Site map Contact us Helo D Queenslan WN Government QFleet About us Buying acar Fleet Management Community Join QFleet QFlee ikine I am looking for le Quicklinks A Welcome to QFleet Information for OFleet is the Queensland Government s provider of vehicle leasing I and fleet management services with approximately 13 500 il vehicles OFleet provides these services to government departments and agencies and government funded organisations Fl
73. eeaeeeeeeeaaeeeessesageeeeeeaas 33 step 1 Confirm your details reu tcn nee sena E 34 Step 2 Build your vehicle esae E E 37 Step 3 select your Vehicle msee e e E a N 40 Step 4 confirm and accept quote seeeessseeessssesssseseee nnne 50 Ordering an additional vehicle ccccccccccseeeceecceeeeeeeeccaeeeseeeseeaeeceeesseaaeeeeessaeeeeeessageeeesenas 52 Step 1 Confirm your details serria eene 52 Step 2 Build your vehicle eresse a r 54 Step 3 select your VENICIC cecccccseecceceeecceceeeeeeeceeeceeceeeeeesseeeesseeeeesseeeeeseaeeeeeas 55 Step 4 confirm and accept QUOTE ccceeccccsssececceseceeceeeceeceeeeesseeeeeseeeeeeseaeeeeeas 65 WOTK IOW RE 66 EE Sale Gl E EE TO UT 67 Quote Exception QFleet Fleet Client Services cccccccccccceeeeeessessssseeeeceeeeeeeeeeeeeeeanaaaas 69 Online Ordering Collaboration QFleet Fleet Client Services sess 74 Validate Quote QFleet Fleet Client Services eeeeessssssseeennnn 77 Authorisation of Vehicle Requests Client ccccccssescccceeseeecceeseeeseeseeeseaeseeeeeuseesseaeeeeees 79 enm S 79 See TET 83 Accept Quote QFleet Fleet Client Services eeeeeesesessssssseeennnnnnnnn n 88 Order Vehicle QFleet Fleet Purchasing Officers ccccccccccseesssssssssesseseceeeeeeeeeeeeeseeeeaaens 90 Dispatch Vehicle Order
74. eetscape Fleet Management Login Register CAS Gold Ambassador Login Register proudly supporting DAN eetscape Client Utilisation Management s dessus She Auction catalogue Auction schedule Vehicle leasing M in How auctions work No auction option Insurance Login al Veble Hire fatalityfreefriday com Right to Information RTI DPw s Publication Scheme and Disclosure Loq How do I make an RTI application Copyright Disclaimer Privacy Rightto Information Access Keys The State of Queensland QFleet 2009 Queensland Government Click on the Login button in the Fleetscape box The following screen will be displayed E Queensland Hama pactadi Uu Government OFleet whaole of government Fleets cape fleet management Fleetscape Lkermnane 0 0 0 1 Password BEEN Forgot your password Ciel bere i ert to dower seen Weer access form 26 November 2009 Uncontrolled when printed Page 8 of 97 Enter your Username and Password and click the Logon button The following screen will be displayed Queensland Government Fleetscape Open All Close All Logged in as barryp logout E My Account My Tasks 000 Workflow Management Business Activity Monitor System Admin FBT Reporting Manager Reporting Out of Office Assistant Model Management Policies Vehicle Selection User Management Vehicle Returns Betasphere FBT Pooling Global Driver Store About Fleetscape
75. elivery changes Useful Links GVG Greenhouse Ratings Checking a OFleet Quote RACQ CARRS Q Mount Cotton Training Services Page 26 of 97 GB hein Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Policy Search To view existing policies select one or more search options Service Delivery Description Click on the Search button and all policies relevant to your access level will be displayed You can also search for a single policy by entering the search criteria in an individual field or selecting the criteria from the drop down menus The Clear button can be used to clear all fields so information can be re entered The search results will appear as displayed in the following screen Queensland Show Menu Home Contact u Government QFlee whole of government Fleetsca pe fleet management v Search results Service a Business Group Business Group Name ACTIVE GICTICORR AA AA AAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Pool ACTIVE GICT ICORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA ARAAAAAAAAAAAA AA AAA DS SBD DD BB AAA AAA AAA AAA 2 items found displaying all items D 6 You can change the order ascending or descending the results will appear by clicking E on a column title See the following screen 26 Novem
76. es determine the appropriate vehicle configuration s to meet the duty required Vehicle Classification Includes Ho Features Exist Please Add e a Includes Ho Features Exist Please Add e a Includes Ho Features Exist Please Add e e Includes Ho Features Exist Please Add e e Seating Capacity Includes Ho Features Exist Please Add e Fuel Type Includes Ho Features Exist Please Add Not Exceeding Ho Features Exist Please Add Itr100km Cylinders Includes Ho Features Exist Please Add e Engine Size Not Exceeding Ho Features Exist Please Add e e Includes Ho Features Exist Please Add e Includes Ho Features Exist Please Add e e e a e e a e e e e Not Exceeding Mo Features Exist Please Add J a Equal to or Ho Features Exist Please Add Greater than Vehicle Segment Number of Doors Fuel Consumption CO Emissions g km Greenhouse Rating Mandatory entry lt lt Back Return To Search The following steps will guide you through completion of Step 2 Vehicle Selection Rules Select vehicle selection rules by clicking on the Add button to the right of each field A pop up menu will display available selections see below screen Note This pop up menu will remain at the top of the screen even as you move further down adding rules Click on the required selection you can select more than one by holding down the Control button Click Save and your selection s will appear under each fie
77. esses are carried out efficiently and effectively Timeframes for tasks to be completed can be measured Authorising Officers are notified by email when a Workflow task has been allocated The email notification contains a link to the vehicle request the Agency Vehicle Ordering Officer has submitted for authorisation This section will guide users through the following Workflow processes Quote Exception QFleet Fleet Client Services Online Ordering Collaboration QFleet Fleet Client Services Validate Quote QFleet Fleet Client Services Authorisation of Vehicle Requests Client Accept Quote QFleet Fleet Client Services Order Vehicle QFleet Fleet Purchasing Officers Dispatch Vehicle Order QFleet Dispatch Officer Vehicle File QFleet Records Management Terminate Agreement QFleet File RVIR QFleet 26 November 2009 Uncontrolled when printed Page 66 of 97 Getting Started If you require access to Fleetscape please contact QFleet to obtain a Fleetscape Access Request form Complete the form and return it to QFleet and a Username and Password will be organised for you The form can also be accessed on the QFleet Website http cas qfleet gld gov au 03 clientoaccess pdf accessform fleetscape pdf Tips and Hints p ER The left side of the Fleetscape screen is the task manager bar Depending on your access level the information you see may be different Workflow tasks are numbered and co
78. etasphere FBT a T About Fleetscape are mint M na afa ow Ss et at aliis oe oo mall cot OW ne p a dii we a aene di ir Fleetscape Workflow will automatically forward an email with a link to the next Authorising Officer if required Workflow will also forward an email to the Vehicle Ordering Officer notifying them the request has been approved Once the order request has been authorised workflow will allocate the task to a QFleet Fleet Consultant team to accept the vehicle order which will then be placed with the vehicle manufacturer based on your specification 26 November 2009 Uncontrolled when printed Page 88 of 97 Fleetsca pe fleet management dix toemendiigidi Look For NENNEN z E My Account No Accepted Tasks E My Tasks 0 o View Referred tasks 3n No Referred Tasks Hj Workflow Management View unaccepted tasks in your group RH Business Activity Monitor No Group Tasks System Admin Reporting a Out of Office Assistant Policies Yehicle Selection User Management Accept Quote QFleet Fleet Client Services QFleet Fleet Client Services team members will review Workflow tasks that have been allocated to them The task will display as Accept Quote Click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Heference Number to open the quote details GO Mosen Hide Menu Home Contagid Government on Fleet
79. etscape QFleet To Validate Awaiting a Fleet Consultant to validate the quote Awaiting L1 Authorisation Awaiting L1 Authorisation Awaiting L2 Authorisation Awaiting L2 Authorisation Authorised Authorisation s completed Ordered The quote has been authorised and the vehicle is on order To Be Returned The original vehicle is due for return Completed This vehicle order is completed Cancelled A new vehicle order that has expired due to inactivity 263qgw Base Location Duty Search results Reference Reno Make Modei Client Code JYour Ref Business Group BaseLocation Duty _ sJendDate status Q D 2630GW TOYOTA SEE UNES 00170270 421375 G Ci CORR CUS LOTGL N Mareeba Admin Passenger 15 07 2003 Replacement Due One item found 1 4AA Ifyou search by Rego leaving all other fields blank a result will only be displayed if the vehicle s status is Replacement Due If you cannot find the vehicle you are looking for click on arrow next to Advanced Search This will display more fields to allow you to refine your search Tick the Show All box to display vehicles against every status group h 26 November 2009 Uncontrolled when printed Page 33 of 97 You can change the order of results to appear in either ascending or descending Y order by clicking on a column title When you have brought up your vehicle details click on the hyperlink under either the Rego or Refe
80. ew Referred tasks f Vehicle Selection User Management Actions Reference Process Task Dent Status Referred To gt SubDue gt Due B f O E i d 7 mz4246 Quote s Exception Complete Quote NON GOV Groped Fleet Purchasing Officer Team 16 10 200917 00 AM 1640 2009 256PM_ Select One item a Kr sale aem al al di P concn nonni Maal adit a T apr ea i ap aman f 26 November 2009 Uncontrolled when printed Page 70 of 97 The FPO does not action the task in Fleetscape You will need to provide the hardcopy agreement to the FPO highlighting the information you require When the hardcopy agreement pricing is received from the FPO team you need to retrieve the task Click on the drop down arrow in the Next Action field and select Hetrieve my referred task The task will go back to the top of the screen Now you need to complete the task Click on the drop down arrow in the Next Action field and select Complete Gree Hide Menu Home Contai Government 3 whole of government Fleetsca pe fleet management Lon Alb Close All ogged in as townsleys logout a My Account Next Action a a ies 01013 N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOV Accepted 16 10 2009 2 00 PM Select v Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1610 2009 2 15
81. field can also be used to add messages to the consultant e g Replacing Vehicle write off please source Costin Casting Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term g As a guide it is intended ta allow you to make more informed decisions when evaluating the financial costs af the lease vehicle in P question p r gFleet Charges Whole of Life Costing Indicative only rd Met Rate 845 03 Total Rate see left 929 53 GST 84 50 Accessories 17 42 j GST Incl Rate 929 535 Fringe Benefits Tax 4 0 00 P HD 4 0 00 Fuel 216 67 Total Rate 929 53 Management Fee 0 00 p Total WOL Costing 1 163 61 a MP Ae fft atomes eee as aft adde aps mh o ditm tmd e QFleet Charges shows a breakdown of the GST charges e Whole of life costing indicative only is an estimate of the whole of life monthly cost and includes expenses such as FBT Fuel etc 26 November 2009 Uncontrolled when printed Page 44 of 97 Delivery Details Delivery Details Required By s o7 2003 e EE UM 4 e Required By this will default to the lease end date of your current vehicle Vehicles must be ordered 120 days prior to the contract end date of your current vehicle e Special Instructions special delivery instructions e Location enter the location of the nearest suburb where you would like to collect
82. g rg Out of Office Assistant Comment J K Policies Gol Cancel Vehicle Selection f User Management p m A A a n H Betasphere FBT Actions About Fleetscape N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOV Accepted 16 10 2008 2 00 P Select N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GO Accepted 4610 2009 2 15 PM Select j N 74246 Quote Exception Complete Quote NON GOY Accepted 1640 2009 2 56 PM Select uif enema io assem tns T PI e uade ams aeq mate diem 7 The task has now been referred to the Fleet Purchasing Officer Team 1 and moved to the middle section of your Fleetscape screen By referring the task to the FPO team the task has remained with you but referred to them to obtain pricing or information Queensland Hide Menu Home Cont Government OE r whole of government Fleetscape fleet manageme Open All Close AI Logged in as townsleys logout My Account My Tasks 0 0 3 Process J Task 3 Saus sO Due a 771777 E Task Search N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 15 10 2008 2 00 PM Select v Workflow Management N 74244 453748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select v 8 Business Activity Monitor m i E System Admin 2 items found displaying all items Reporting 1 Policies Vi
83. ge will also appear on the screen stating This policy has expired Modifications to this policy may result in changes to other existing policies that have not expired If you attempt to replace a vehicle or obtain a quote for an additional vehicle where a policy has Expired Fleetscape will revert upward to a Parent policy in the hierarchy of policies 26 November 2009 Uncontrolled when printed Page 31 of 97 For example if the DIR Corporate Passenger policy attached to Business Group G C2 DIR CORP has expired quotes for vehicles attached to that policy will revert to the Parent policy which is DIR Fleet Policy attached to Business Group G C2 DIR You have now completed the expired policy section Conclusion You have completed the policy based section discussing Service Delivery Descriptions Operating Environments Vehicle Selection Rules Option Selection Rules Vehicle Duty Statements Your agency policy rules are now embedded in the system The policy based vehicle selection rules have set the parameters for the online ordering process supporting replacement and additional vehicle ordering Vehicles ordered for lease outside of these parameters will be exceptions and will require authorisation from delegated officers The next section of the manual is Online Ordering 26 November 2009 Uncontrolled when printed Page 32 of 97 Online ordering Ordering a replacement vehicle Fleetscape will take you thro
84. he vehicle Click on either of the buttons at the top of the vehicle screen Notes explaining you reason to deny or authorise the quote can be added into the Authorisation Denial Comments box When the Authorise button is selected a warning box displays to confirm your selection The same will apply if you Deny the vehicle If you Deny the quote you are required to enter note explaining your reason An email will be sent to the Ordering Officer advising the quote was denied the vehicle will need to be requoted whole of government Fleetsca pe fleet management Open All Close AI Logged in as townsleys logout Select v a My Account N 73305 462040 NMON GO 14 09 2008 1 19 PM Accepted My Tasks 001 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Vehicle Selection Vehicle Search User Management Betasphere FBT About Fleetscape Task History Oe Bees E EH Requested B x y NG NG NMG FLTSCAPE RATES BOOK 12 Sep 09 Status Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer 6 Authorisation confirmed Fleetscape will display a confirmation message if the vehicle quote has been authorised correctly Fleetscape
85. hicles are selected to support QFleet coding which reflects an agency s organisational hierarchy For Business Group example the Business Group G C2 DPW QFleet indicates QFleet is BG an agency within the Department of Public Works in Portfolio 2 in the Queensland Government Operating The environment in which the vehicle is going to be used For example Environment Metro Regional Remote Describes the service delivery for which vehicles are going to be used Duty For example Admin Pool Ops Emergency Response Vehicle and SES Determine the appropriate vehicle configuration s to meet the service delivery required in a specific operating environment Vehicle Selection Rules are set in accordance with policy Option Rules Are the accessories selected that complete vehicle configurations Vehicles available for lease from QFleet which meet your defined Matching Vehicles vehicle Selection Rules and Option Rules defined in the policy process Vehicle Duty otatement Vehicle Selection Hules Reflects a summary of the service delivery the vehicle will perform Glossary Term Meaning Vehicle shape e g sedan wagon QFleet coding which reflects an agency s organisational hierarchy Business Group For example the Business Group G C2 DPW QFleet indicates BG QFleet is an agency within the Department of Public Works in Portfolio 2 in the Queensland Government Client Code An overarching
86. hole of Life costs not fully costed Complete button is Step 1 Click on the box next to Available Prov Aqree 463420 Your Ref 10987654321 1 153 92 Available Lease Terms 24m 20000km tovora EA aS Greenhouse Rating 6 poe O O 0 co g km 220 2 4 Auto 1 312 96 1 149 82 e N A i S N A WAGON 4Drs Petrol tovora AE Man B Greenhouse Rating 5 5 ACRSOR O Co g km 222 AAO 1 402 15 1 240 31 e N A se ji N A WAGON 4Drs Petrol TOYOTA v e O O Greenhouse Rating 5 5 ACRSOR 0 co g km 222 2 4 Auto 1 448 15 1 278 76 N A N A WAGON 4Drs Petrol When you have clicked on the Complete button the system will take you through to Step 4 26 November 2009 Uncontrolled when printed Page 63 of 97 STEP Confirm and Accept Quote Click on the Submit for Authorisation button located at either the top or bottom of the screen to proceed and complete your request Online Ordering lure e Creating new Vehicle Request N 73918 STEP 4 Confirm and Accept Quote Requiring Admin Pool vehicle 10000 km annually Operating in Brisbane Your provisional agreement number 4653429 is detailed E button which will send the order details to the authorised be required within 14 days of the date of the provisional outlined are acceptable to your agency Agreement Acceptance AGREEMENT NUMBER 463420 r New Vehicle Vehicle GYG Greenhouse Rating Client Lease Terms Le
87. i Ga Window Tint Available Colours Body Colour Metallic Body Colour Solid Black Body Colour Solid Red Body Colour Solid White Body Colour Solid Yellow Solid Paint UN Mandatory accessories that come directly from a policy are listed at the top and cannot be de selected Any accessories that form part of a minimum safety specification for Queensland Government vehicles will also be listed and cannot be de selected NA Click on the relevant boxes in the Optional Accessories to select accessories If you need to return to the vehicle base field press the Clear Accessories button however you will be required to click on the View Accessories button again before proceeding you don t have to actually tick any of the accessories if you don t need any Click Continue to proceed to Step 3 o Your choice of accessories will determine the number of matching vehicles that are available in Step 3 e g if you select engine immobiliser as an accessory you will only be shown vehicles that are able to have an engine immobiliser fitted to them 26 November 2009 Uncontrolled when printed Page 38 of 97 J STEP 3 Select your Vehicle A list of matching vehicles will be displayed Online Ordering a c TO ick on the Contac SUITE aat adi QFleet button if you require assistance at this point e sack Complete 5g Replacing 7630GW TOYOTA CAMRY ATEYA 042L 2 4 Auto SEDAN 4Drs
88. ides outputs of compliant vehicles to select Policy has a parent to child relationship in Fleetscape with whole of Government policy flows down to agency policy which in turn flows down the agency structure Whole of Government policies are automatically embedded in Fleetscape and are inherited by all agencies Example for SES policy agencies will inherit these rules and do not need to create their own SES policy Policies are set up in Fleetscape by the Agencies Policy Managers and are converted into business rules which reflect the services delivered by the agency and the agency s organisational structure Online Ordering Officers will only see those vehicles available for lease from QFleet that comply with their agency s policy as defined in the business rules Content This section of the User manual will guide the Policy Manager through e Creating a New Policy through the following steps Step 1 Service Delivery Descriptions Step 2 Vehicle Selection Rules Step 3 Option Selection Rules Step 4 Vehicle Duty Statements Step 5 Matching Vehicles Search function Edit function Expired policy Policy rules contain the appropriate compliant vehicle selection rules and option accessory selection rules Each policy will consist of e Service Delivery Description A name selected by your agency that should reflect the service delivery that vehicles will perform e Business Group The structure of Business Groups is
89. ill be displayed The prices of the vehicles at this stage of the quotation are for whole of life costs The green shading indicates the cheapest whole of life cost Note the screen will display the cheapest 10 vehicles If there are more vehicles available the remaining list can be viewed by clicking on the More button at the bottom of the screen o A o oA e Vehicle Comparison You can limit the number of matching vehicles displayed and view only specific vehicles Under the first column tick the boxes of the vehicles you wish to view and click the Hide button This will remove all other vehicles that haven t been ticked from view If you wish to view them again click the Show button Online Ordering HYLUMDAII 30 5 MITSUBISHI LANCER ES CJ Hatchback Automatic Press the Return to List button when you are finished 1 6 Auto HATCHBACK SDrs T Diezel T1 2 0 Auto HATCHBACK SDrs Petrotws y Hatchback Automatic You can also view a side by side comparison of vehicles Under the second column tick the boxes against the vehicles you wish to view and click the Compare button This will open a Vehicle Comparison screen Return to List 2HBACK SDrs T Diesel TL Automatic Key a Standard rx Mot Available General Available az option Market Body 4p Hatchback 40 Hatchback General Marque Click on the Mitsubishi Peugeot Mode
90. irm your Details i ma Back Continue SY Create a new Vehicle Request Note fields with denote mandatory elds and must be completed Business Group or Client c puwco E CENE Po FBT Data Please enter values for both private percentage and home garaging to ensure the resulting FET forecast is as accurate and complete as possible lg Home Garaging Nights E 4AA Ifyou are unsure of which client code to use enter the first four digits of the client e code or do a partial word search and it will bring up a list of possible codes that you can select from see below 26 November 2009 Uncontrolled when printed Page 51 of 97 Online Ordering STEP 1 View vehicte details and confirm location purpose and annual kms STEP 1 STEP 2 STEP 3 STEP 4 Confirm your Details Build your Ve ect yi Ve i Acce 2 Back e Create a new Vehicle Reques Type in the first four letters of the client code or do a partial word search and the system will bring up a list of clients to choose from Click the Continue button when you have completed all of the fields Note fields with denote mandatory Business Group or Client Base Location CA ED EQ CEO RO Central Office 00040112 DO NOT USE EDUCATION DEPARTMENT G OBSELETEEDUC G OBSELETEEDUC Operating Environment 00040113 MSS PROJECT G C4 ED EQ CEO MSS MSS Proj
91. l different tabs to LANCER 308 VIEW a comparison Series of the vehicles ZJ Not on file Model Year features 2009 2008 Grade ES SPORTBACK 45 HDi TOURING 40 Wagan Version 4 auto 1 6L 4cyl T Diezel CRDi cut 2 0L 4cyl Petrol amp man 1 6L 4cyl T Diesel Eeken i South Korea Japan France Build Wehicle Marne HYUNDAI i30 2009 SX 4D Hatchback 4 auto 1 6L 4cyl T Diesel CRDi MITSUBISHI LANCER CJ 2009 ES SPORTBACK 4D Hatchback cet 2 0L 4cyl Petrol PEUGEOT 308 2006 45 HDi TOURING 4D Wagon 6 man 1 6L 4cyl T Diesel Transmission Automatic Lepicyclic Automatic CVT Manual Fuel Diesel Petrol Diesel Final pries Front Front Front Location Body Style Hatchback Hatchback Wagon Release Date 09 Oct 2008 01 Oct 2008 01 Aug 2008 Research approved approved approved Status PP FF FF Recommended Retail Price 23 590 24 490 33 590 AUD Body monocoque monocoque monocoque Construction 3 3 q Pressing the Return to List button will take you back to the list of vehicles The following tips will help you navigate around the screen 26 November 2009 Uncontrolled when printed Page 55 of 97 Online Ordering STEP 3 Select the vehicle l Contact QFleet Close i anrlirr Our Leta Lo VOLF This is the reference number for your quote Creating new Vehicle Request N 73386 ES Requiring Admin vehicle 70000 km annually Operating in Brisbane The prices shown below are indicative only For a firm quotation on a le
92. ld heading Repeat this step to add further rules You don t have to select rules from every category only select what is appropriate for the relevant policy 26 November 2009 Uncontrolled when printed Page 16 of 97 ea Government Fleetscape These rules determine the appropriate vehicle configuration s to meet the duty required Vehicle Classification Includes Vehicle Segment Includes Body Type Includes Includes Fuel Type Includes F Not Exceeding Itr 400kmrn CO Emissions g km Not Exceeding Greenhouse Rating Equal to or Greater than Mandatory entry N E u eating Capacity Includes el Consumption ransmission Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Ho Features Exist Please Add Viewing selections already saved Show Menu Home Contact u QFlee whole of government a Please Select i e rir 2 12 12 2 ES i pS e e e e e e e e e e gt a a Qa T A fleet management Vehicle Classification Commercial Passenger Click on the 4 2 saved this denotes the number of selections already made to view all saved selections in that field
93. le 123456879 263QGW 23 10 2009 Private Plates non OG Yes Motor Club RATS Membership Comprehensive Insurance 30 Litres Fuel per Contrat STD Plum Blush T Bar 750kg SmalRnd Plug amp Ball Standard Trim STD Alderley Mareeba Delivery Location Operating Locaton Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide itis intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question Payment Terms Monthly in Advance m OFleet Charges Met Monthly Rate GST GST Incl Rate i Whole of Life Costing Indicative only 588 01 Total Monthly Rate see uu EERS amp 976 81 275 81 Accessories 17 42 The screen will then show that the quote has been submitted If you wish to print out a hard copy of the quotation click on the Print Version button and then on the printer icon 26 November 2009 Uncontrolled when printed Page 49 of 97 Online Ordering Replacing 7630GW TOYOTA CAMRY ATE A 042L 2 4 Auto SEDAN 4Drs Petrol 1 e Requiring SES1 vehicle 25000 km annually Operating in Mareeba j Return to Worklist The quote for agreement number 353739 has been submitted Your order details have been sent to the authorised officer within your agency for approval Approval by your authorised officer will be required within 14 days af the date of the
94. lete a Vehicle Duty Statement You can enter data in some or all of the fields Operating Environment Terrain Predominant Adverse Climatic Conditions Primary Duty Required Capability and or Typical Operating Trip Completing a Vehicle Duty Statement is not mandatory however it will further define your policy rules for vehicle selection Queensland Show Menu Home Contact Government whole of government Fleetsca pe fleet management Edit Policy Use this application to amend the selected policy Bervice Delivery Description Pool Business Group Effective Date 21 October 2009 Expiry Date 31 December 2009 f Step 4 Vehicle Duty Statement m ES P O 2 _ grovel um teint aa genes prt aufm ue NM a 43 The Vehicle Duty Statement reflects the main service delivery the vehicles will e perform For example an Administrative Vehicle would likely to be used in a city J and you would expect it to be driven on sealed roads for 100 of its use Completed Vehicle Duty Statements will be available for viewing by staff ordering vehicles through the Vehicle Online Ordering module The following screen will display and you can complete the appropriate fields of the Vehicle Duty Statement 26 November 2009 Uncontrolled when printed Page 20 of 97 Show Menu Home Contact u Queensland Government Fleetscape Edit Policy Use this application to amend the selected policy
95. lour coded to identify how many there are and their level of urgency The task manager bar shows the number of tasks allocated to you You can hide the task manager bar to make the screen less cluttered by clicking on the words Hide Menu at the top right hand corner of the screen You can then switch between the two views You can also make the task pane narrower or larger by moving the double vertical lines on the screen Queensland Hide Menu Home Contact us Government QFlee Fleetscape Click Hide Menu to remove the task column E Open All Close All Logged in as townsleys logout 9 My Account Ling EE X amp My Tasks 0 0 2 m iani dd Task Search N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 10 2009 2 00 PM Select v Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select v 1 HR Business Activity Monitor System Admin 2 items found displaying all items Reporting 1 Out of Office Assistant i E Policies View Referred tasks Vehicle Selection Referred Tasks User Management Betasphere FBT Drag the vertical line left or right to make the task column narrower or larger About Fleetscape gt gt 5 gt E Y jme Ms Td m 26 November 2009 Uncontrolled when printed Page 67 of 97 Quot
96. m Administrator Management of the systems security access troubleshooting etc QFleet 26 November 2009 Uncontrolled when printed Page 4 of 97 The diagram below shows the tasks users will perform during the process of Vehicle Selection Online Ordering leetscape Vehicle Selection Process prar c 5 D 5 H E OQ Authorising Officer Level 1 Authorised Authorising Officer Level 2 Order Confirm pricing amp vehicle Purchasing Officer The roles and responsibilities for Vehicle Selection Online Ordering element are detailed below Authorising Officer Authorisation of vehicle replacement requests and Level 1 new vehicle requests Review of non compliant selection justification consistent with departmental process Authorising Officer Delegation for the selection consistent with Policy Level 2 and Budget Review and authorisation of an additional vehicle request consistent with budget Ordering Officer Replace vehicles due for return and order new Operational Officer additional vehicles Validation of the quote submitted by the agency QFleet Fleet Consultant ordering officer QFleet Fleet Purchasing Processing of vehicle orders received from an Officer agency through to the manufacturer 26 November 2009 Uncontrolled when printed Page 5 of 97 Key Concepts Term Service Delivery A name chosen by an agency that reflects the service delivery that Description SDD ve
97. n Mareeba Thank you for submitting your quote Your quote has been placed in a queue Due to the configuration of the requested vehicle your quote could not be completed online Your details have instead been passed to a fleet consultant who will progress your quote and contact you with the result in the mean time your quote will remain in a pending state Click here to go back to your search results A workflow task has been created to process your quote An email will be sent to this address catherine conaty mu gfleet gld gov au when the quote has been processed If the quote does not require any assistance by your Fleet Consultant you will either see the following screen which indicates that the quote is being processed or you will receive a quote immediately with an agreement number Online Ordering STEP 3 Select the vehicle ads STEP 1 STEP 2 STEP 3 Contirm your Deta suild your Ve Select your Vehicle Cr Replacing 7630GW TOYOTA CAMRY ATE A 042L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba Thank you for submitting your quote Your quote has been placed in a queue You can wait here to see your completed quote Alternatively click here to return to your matching vehicle list where your quote status will be displayed If you receive a quote with an agreement number click on the Print Version button to print out a copy of the quote
98. nd vehicle accessories and options STEP 2 Canfirm your Deta Build your Vehicle zm t yaur Ve onfirm e Creating new Vehicle Request N 74192 Requiring Admin vehicle 10000 km annually Operating in Rockhampton Policy Applied Fleetscape Rates Book Demo View Vehicle Duty Statement Clear Accessories m Vehicle Eas po vehicle Accessories Hover the cursor over the accessory name far a full description Vehicle Classification 02 026 Optional Accessories Vehicle Segment People Mover vehicl Fuel per Contract Body Type ABS Humber of doors Accessory Power Outlet Seating Capacity Air Conditioning Alarm Bonnet Protection Transmission Brake Assist CD Player 7 LA lt a m EEE E EVE AVE EEE EVE A AE ae Max Monthly Lease Cost Cargo Barrer Cruise Control Driver Airbag Drivers Knee Airbag Electronic Brake Force Distribution Engine Immobiliser Floor Mat Second Row Floor Mats Front Floor Mats Rear Foglights Click on the relevant boxes in Optional Accessories to select accessories If you need to return to the Vehicle Base field press the Clear Accessories button however you will be required to click on the View Accessories button again before proceeding you don t have to actually tick any of the accessories if you don t need any Click Continue to proceed to Step 3 26 November 2009 Uncontrolled when printed Page 54 of 97 STEP 3 Select your Vehicle A list of matching vehicles w
99. ne Orderin g pedet ss S Policies Vehicle Selection Collaboration task will be Accept the task and Redirect to Group View Referred tasks sent to the Fleet Consultant then contact the Client User Management No Referred Tasks eons ne See Betasphere FBT P View unacgepted tasks in your group 3 eee vo v om Amm em dinh eu mie cad otn NOW T ue annm dI To view the Client s issue click on the Heference number You can identify where the Client is requiring assistance and guide them through completing their quote Queensland Hide Menu Home Contact us Government QFleet whole of government r Fleetscape fleet management Open AI Cose A Nex Action Logge jd er Hogs N 74284 NON GOV 16 10 2009 4 14 PM Accepted Select My Tasks 0 0 3 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Requested Officer Vehicle Selection Requestor User Management OPREG Shannon Townsley Position Fleet Consultant Phone 32258114 Betasphere FBT About Fleetscape Email shannon townsley aqfleet qld gov au profanae cn Phone E Task History E EH EH EH E E E EH Preferred Contact Immediately Time Online Ordering STEP 3 Select the vehicle Contact QFieeti Close _ STEP 3 Select your Vehicle Complete e Creating new Vehicle Request N 74284 e Requiring Admin vehicle 30000 km annually O
100. ng Out of Office Assistant 1 About Fleetscape Redirect to User Refer to Group Redirect to Group Export options 4r Gsv X Eel 00000000000000000000000000000 MEN albe s ants sw rmm k nli oo mtn tmm bom dee E a i afhnts lits all ome al P Ad 49 T me Complete k The following screen displays If required amend the Doc Receipt Date Click on the Go button to remove the task from your Workflow list 26 November 2009 Uncontrolled when printed Page 96 of 97 Queensland Hide Menu Home P Government whole of government fleet manageme Fleetscape Open Alt Close All Logged in as cairnsp logout My Account My Tasks Oj Task Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant About Fleetscape Action Required 446JKP File Regional RVIR Accepted Complete Comment Doc Receipt Date 227 0 2009 cancer Look For 446jkp Status o NN Display Completed amp Cancelled Tasks Peta Louise Cairns 446JKP Vehicle Returns File Regional F RVIR DPI GLD Ere 25 10 2008 9 08 AM Select vi L1 wil dts P i3 sas dP ains Me Po tem toledo a dite m P ou am en at am arn udi P e The RVIR needs to be scanned and filed on the vehicle file 26 November 2009 Uncontrolled when printed Page 97 of 97
101. o I make an RTI application Copyright Disclaimer Privacy E eg The Fleetscape application opens Enter your Fleetscape Login and Password Fleetscape Microsoft Internet Explorer File Edit View Favorites Tools Help j J x a 5 P Search P Favorites Los A f x EA M Address d http www Fleetscape dfleet ald gov au desktop l Queensland Government Fleetscape Fleetscape Username Password Co 26 November 2009 Uncontrolled when printed Page 83 of 97 2 Check your tasks Your workflow tasks will display The Task column will provide an explanation why the task was directed to you The task needs to be accepted before authorisation can occur Click on the Next Action column and select Accept Vote Hide Menu Home Contact us Government QFleet whole of government Fleetscape fleet management Open All Close All Logged in as townsleys logout Look For Status E Ed My Account Process Task Due Next Action area N 73305 462840 Quote Authorisation Acceptance L1 Authorise Quote ON GOY Allocated 14 09 2009 1 19 PM Workflow Management nr aris Monitor 1 Redirect to User Reporting l f Redirect to Group View Referred tasks Accept Out of Office Assistant hia Referred Tasks he Policies z Vehicle Selection View unaccepted tasks in your group Vehicle Search bulum User Management One item found
102. o see a further breakdown of whole of life costs 1 043 03 953 21 e rs uote 1 064 23 967 69 S 0 51 0 46 fiz 770 76 11 612 25 4842 81 751 47 4205 83 205 83 40 00 40 00 14 17 3 44 oO 1 103 82 1 008 90 M Q ma Lease costs are displayed in columns of 12 24 and 36 months depending on the annual kilometres that you entered in Step 1 If you wish to view the cost for 18 or 30 months select from the drop down arrow and click on the Calc button Note These are indicative whole of life rates In the next section you will be able to calculate your lease with any lease term e g 22 months You can request a quote for any vehicle displayed in the list by clicking on the Quote button You will be presented with the following screen to complete 26 November 2009 Uncontrolled when printed Page 42 of 97 Online Ordering STEP 3 Select the vehicle STEP 3 Select your Vehicle e Replacing 263QGW TOYOTA CAMRY ATE A 042L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created
103. ogout Look For p Status z Leine My Account SS w SEEN T7077 Bid T 0103 N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 00 PM Select v Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select amp A vind Nontor N 74246 Quote Exception Complete Quote NON GOV Accepted 16 10 2009 2 56 PM Select v a heels Assistant 3 items found displaying all items ai 4 1 Policies n S Redirect to User ees Epid Visa Heterrad asks pons fovea si Group if the a Refer ta S gt 4 sud m No Referred Tasks HS GAUE DUON TORS Redirect to Group F asphere dro ai View unaccepted tasks in your group accessory pricing Complete No Group Tasks Suspend A box will display select the Refer to Group by using the down arrow and choosing the appropriate group e g Fleet Purchasing Officer Team 1 26 November 2009 Uncontrolled when printed Page 69 of 97 Meet Government Fleetscape Open Alb Clase Alt Logged in as townsleys logout E Why Account Action Required Reference Task Status Action My Tasks 0 0 3 N 74246 Complete Guote Accepted Refer to Group E Task Search Workflow Management Refer To Group Business Activity Monitor EBEN 777 System Admin i Referred Due Fleet Consulting Team 5 Reporting Fleet Consulting Team 4 Fleet Consulting Team 3 i j C
104. omment eu a PESE Fleet Consulting Team 2 dass M ul Ca Fleet Consulting Team 1 Dispatch Team User Management Actions eee Records Management Team Betasphere FAT Sales Team a Dui Feis eepe N 74243 463747 nce Validate Quote Maintenance Control Team EE Eg eet Administration Team 4 nce Validate Quote Fleet Administration Team 3 N T4245 Fleet Administration Team 5 Complete uote Fleet Administration Team 2 g 3 items found displaying all item F leet Administration Team 1 Fleet Purchasing Officer Team 1 Process Control Team k View Referred tasks EU Mo T Referred Tasks ms a i apr T ar A lo im ax emn at F i Now you have to enter a Referred Due date and time This information will need to be before the Due date and time in the Quote Exception row Comments can also be added if required Click the Go button when completed Queensland Hide Menu Hoj Government E whole of government Fleetscape O A hora d Open All Close All Action Required Logged in as townsleys logout My Account Reference fask Status Action amp My Tasks 0 0 3 N 74246 Complete Quote Accepted Refer to Group 4 Task Search RO RS Ww J v r EE Workflow Management Refer To Group mer icine ie Leama i The date and time you select must be RS E Business Activity Monitor Referred Due 1502009 11 00 00 wv before the Due date and time P H System Admin 3 fH Reportin
105. omplete 8 Task Search ee Workflow Management Business Activity Monitor Comment as system Admin Cancel Reporting K m INEST RS SERIES Em Policies Vehicle Selection MLTADASAESTAT uote Authorisation enone Dispatch Orde User Management N 74244 463748 Quote Authorisation Acceptance Accept Quot gs ag uin tttm MI metam atem dentem a le diu 26 November 2009 Uncontrolled when printed Page 93 of 97 Vehicle File QFleet Records Management The Records Officer reviews Workflow tasks that have been allocated to them The task will display as Create Vehicle File The Records Officer receives a copy of the vehicle order to prior to accepting the Workflow task To accept the task click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to open the vehicle to be ordered details If required click on the Reference Number to open the vehicle order details Hide Menu Home Cont Queensland Government whole of government Fleetsca pe fleet manageme guid e ste F Search Logged rias andiye gual Edu vl EM Search EE tise Pensing Next Action My Tasks 0 0 2 moe i A N 74243 463747 Quote Authorisation amp cceptance Create Vehicle File NON GOY Accepted 21 10 2009 2 13 PM Select wv 93 36 PM Select v a Task Search mj Workflow Management imd d exisation Acceptance Accept
106. ons Operating Environment Estimate using percentages how much time the vehicle is expected to operate in each of the stated environments e g if a vehicle is expected to operate in a city environment for 809 of its time then enter 80 against City Must add up to 10096 Definitions of Operating Environment e City major business centre metropolitan area e Regional country districts outside major centres e Remote isolated locations generally requiring off road operating capability Terrain Estimate using percentages how much time the vehicle is expected to operate in each of the stated terrains e g if a vehicle is expected to operate on sealed roads for 8096 of its time then enter 80 against sealed roads Must add up to 10096 Definitions of each Terrain e Sealed Roads For example any bitumen or concrete surface free of loose materials e Unsealed Formed Roads Graded and compacted gravel or dirt surfaces e Off Road Meaning that there has been no surface preparation for vehicle use Predominant Adverse Climatic Conditions Estimate using percentages how much time the vehicle is expected to operate in each of the climatic conditions e g if a vehicle is expected to operate in Dry Dusty Arid conditions for 8096 of its time then enter 80 against Dry Dusty Arid This need not add up to 10096 Definitions of each Climatic Condition e Dry Dusty Arid Climates that may result in particle dust in
107. ontrolled when printed Page 76 of 97 You are now required to complete the task to remove if from your task list Click on the Next Action column and select Complete Queensland Hide Menu Home Contag Government E Q Fleetsca pe whole of government fleet management Open SWEA e M Logged in as townsleys logout oged ries tovmeteys Dag N 74243 463747 NON GOV 16 10 2009 2 00 PM Accepted Select My Account E My Tasks 002 Select Task Search Reference Variables Workflow Management Business Activity Monitor Task History Redirect to User Refer to Group Ej EJ EH EH System Admin Task Messages Redirect to Group Reporting y Out of Office Assistant Suspend NN Policies E Vetice Selection a On li a rd erire Ca The following box will display If the quote is valid and compliant select Yes for each of the questions asked Click on the Go button and the task will move from your Workflow list to the Level 1 Authorisation Officer The quote will not proceed unless all answers are Yes Make any notes if required e g to advise the FPO team that the vehicle is required ASAP and must be sourced for delivery Queensland Government Fleetscape Open All Close All Action Required Logged in as tewnsleys logout aie acu My Tasks O02 N 74243 153 47 Validate Quote Accepted Complete E Task Search Workflow M
108. otes are validated by QFleet to ensure that the vehicle is compliant and the quote is correct before being submitted to L1 and or L2 for authorisation If there are any queries the Fleet Consultant or Fleet Administrator contacts the Client Ordering Officer Fleet Client Service Branch staff review Workflow tasks that have been allocated to them The task will display as Validate Quote Queensland Hide Menu Home Contact us Government aries 1 whole of government Freetscape fleet management Open All Close All Logged in as townsleys logout My Account gd cd aen N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOV Allocated 18 10 2008 2 00 PM Select vi E Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOV Allocated 16 10 2009 2 15 PM Seect w EF Business Activity Monitor is RE System Admin 2 items found displaying all items Reporting 1 Out of Office Assistant sf Validate Quote Workflow tasks are allocated to the appropriate Portfolio team Click on the drop down arrow on the Next Action field and select Acquire The Status will change to Accepted Click on the Reference Number to open the quote details Queensland Hide Menu Home contagi Government Fleetscape whole of government fleet management Open All Close All Logged in as townsleys logout Look For E e Status z dada y a
109. our Option select from the range of colours available in the colour group Vehicle Options Vehicle Options You have requested the following accessories Hover the cursor aver the accessory name for a full description d ABS CD Player Cruise Control P Vehicle 5tability Control S E p Mote any text entered here will cause the quote to be sent to a GFleet consultant for completion Additonal notes x ate Tum TPT von niai on HU n c i ai ae a z e Accessory choices will need to be defined by clicking on the drop down menu and selecting the accessory from the list e Standard Accessories will be identified by the letters STD when selecting from the drop down menu e Additional Notes any text that you enter in to this field will cause the quote to be sent to a QFleet consultant for completion You can add any accessories that were not listed in step 2 When listing accessories please number them e g 1 Floor Mats 2 Engine Immobiliser 3 12 Volt Plug This field can also be used to add messages to the consultant eg Replacing Vehicle write off please source Costin Costing sss Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide itis intended ta allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question OFleet Charge
110. peed 2 2 n Aut SEDAN 4Drs Petrol Sedan Manuali Key rie Standard Il Mat Available General General Marque Model Series LT Model rear z007 Grade ZETES Market Body 4D Sedan Version 5 man 2 0L 4cyl Petrol Country of Build South Africa Ford Focus LT 2007 ZETEC 40 Sedan 5 man 2 0L 4cyl Petrol Yehicle Mame Transmission Manual Fuel Petral Final Drive Location Fecit Body Style Sedan Release Date 01 Jul 2007 Research Status qBpIOEEH Recommended Retail Price AUD 26 490 Body mionocaque Construction 3 Hatchback Manuali Click on the different tabs to view a comparison of the 2006 vehicles features Nissan TIIDA cii 2007 Q 4D Hatchback 6 man 1 8L 4cyl Petrol Sedan Automatic Available as option Hyundai Elantra Mot on file Elite 5 4p Sedan amp man 1 8L 4cyl Petrol 4 auto 2 0L 4cyl Petrol Thailand South Korea Hyundai Elantra 2006 Elite 4D Sedan 4 auto 2 0L 4cyl Petral Manual Automatic epiceclici Petrol Petrol Front Front Hatchback Sedan 01 Jan 2007 01 Sep 7006 approved approved 22 990 25 390 monocoque monocoque Click on the Return to List button to take you back to the list of vehicles The following are some tips to help you navigate around the screen 26 November 2009 Uncontrolled when printed Return to List AZDA 3 SP23 LURURY 2 3 Auto SEDAN 4Drz Petrol Sedan Automatic Mazda MA
111. pen Al Close Alb Logged in as silke logout My Account My Tasks 1 0 4 Task Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant Model Management Policies Vehicle Selection About Fleetscape eL 903QGU Reference Variables Task History Task Messages Inspection Report Details Model SONATA Make HYU Vehicle Return Date 2050 2008 DES LD Hide Menu Home Contact QFle whole of government fleet management Next Action J 21 10 2008 3 03 PM Accepted Agreement Details Agreement Number Client Code 00060210 412654 Select Redirect to User Refer to Group Redirect to Group Complete b Client Name BSS HEAD OFFICE Vehicle Return Registration 903QGU Locaiion ZILLMERE 1 Vehicle The Vehicle Return Date and Odometer 51098 ORE Vehicle Odometer Reading are Reading used to terminate the vehicle in VIN Correct Correct Lease Type 01 Kerridge Engine No per Make HYU Correct Model SONATANF Manufactured Tem Vehicle Name 2 4 Auto SEDAN 4Drs Petrol Correct Sale Date 252 2008 Client Signed N Return Date Comment Receipt Confirmation Comment The following screen displays Click on the Go button to remove the task from your Workflow list e Queensland Government Fleetscape Opern AU eee ET Lepi n ua hpa F x41 9 dle aT ALO Lehi I Eo der Tanke TE Th Seah a de as E Ihren Acfegqy Hon Ferte xj o
112. perating in Brisbane The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click on the Quote button Whole of life cost is calculated based on your current vehicle s usage and should be taken as a guide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 TI to resort w Calc c You are required to complete the task to remove it from your task list Click on the down arrow in the Next Action field and select Complete 26 November 2009 Uncontrolled when printed Page 74 of 97 The following screen will display Click on the Go button to remove the task from your Workflow list Queensland Government Fleetscape Open All Close All Action Required Logged in as tewnsleys logout My Account Reference Task Status Action My Tasks 003 N 74284 View Matching Vehicles Accepted Complete E Task Search 8 Vorktloy Management Business Activity Monitor Penner I Ls System Admin zi Cancel Reporting Ls 8 Out of Office Assistant Process Pus N 74243 463747 Quote Authorisation Acceptance Validate Quote User Management N 74244 4563748 tote Authorisation Acceptance Validate Quote t pr ae apr ad m wn re cera cote w dn 7 26 November 2009 Uncontrolled when printed Page 75 of 97 Validate Quote QFleet Fleet Client Services All qu
113. r Cross Jean E kimis Hrama L g a wasbecke Saeco 9 eis aarck E Eciasphere FBT r E opum lad d Te rie Ageeement Waide Pein Teicinade Ao aero 26 November 2009 Uncontrolled when printed Page 95 of 97 File RVIR QFleet The Records Officer reviews Workflow tasks that have been allocated to them The task will display as File RVIR The Records Officer does not action anything in Workflow until a hardcopy Returned Vehicle Inspection Report RVIR is supplied to them When the RVIR is received perform a search in Fleetscape to find the workflow task Click on the Task Search menu item change the Look For search enquiry to Reference and enter the registration number on the RVIR Queensland Government whole of government Fleetscape fleet management Hide Menu Home Contact QFles Open All Close All Search Logged in as cairnsp logout a My Account Re alee dicium V f 446jkp Status z Display Completed amp Cancelled Tasks My Tasks 0 00 Nothing found to display A Task Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant About Fleetscape digas W gH w e vtm ae t L A ae v af dios dl ded e Pad art a aes d mms Enter the registration number on the RVIR to find the Workflow task DESEN Lo t aet The task will display Click on the drop down arrow on the Next Action field and select Acquire Queensland Go
114. rder Vehicle NRVV OLD Accepted 1910 2009 3 35 PM Select w B racer intial R 0150GY 422152 463525 Quote Authorisation Acceptance Order Vehicle TRAN GLD Accepted 20 10 2009 9 41 AM Select x P Out of Office Assistant R 0440GZ 418584 463758 Quote Authorisation Acceptance Order Vehicle DCSA QLD Accepted 1910 2009 4 05 PM Select v E Policies f About Fleetscape 4 items found displaying all items 1 When the Order Vehicle task is m Vd PEETA allocated to the FPO Group No Referred Tasks View unaccepted tasks in your group Acquire the task from the group listing A NN ERN UE NN NN NN NE Redirect to Group Allocate to User Acquire The Task will be Order Vehicle and the Status will be Accepted Click on the Reference Number to open the vehicle to be ordered details Queensland Hide Menu Home Government whole of government Fleetsca pe fleet managem Open All Close All Logged in as townsleys logout My Account My Tasks 00 2 Task Search Workflow Management Business Activity Monitor System Admin 2 items fe Reporting 1 DaN Out of Officgglnaighart cP PHM a Py See N gt Mmm aif mmn tina df een 2 magenta E ee RE Next Action Quote Authorisation Acceptance Order Vehicle NON GOV Accepted W 20 10 2009 9 49 AM Select A A JESIS tharisation Acceptance Accept Quote NON GO Click on the mm abor to open the quote Select
115. red Contact irrirrva diately vi Ve modii adi ait modia M r E ii umts Intel saa iint dash dif Complete your contact details and then click on the Send Details button to contact your Fleet Consultant Click the Return to List button to return to the list of matching vehicles The prices of the vehicles at this stage of the quotation are for whole of life costs The green shading indicates the cheapest whole of life cost Note the screen will display a maximum of 10 vehicles If there are more vehicles available the remaining list can be viewed by clicking on the More button at the bottom of the screen Zw You can limit the number of matching vehicles displayed and view only specific e vehicles Under the first column tick the boxes of the vehicles you wish to view and click the Hide button This will remove all other vehicles that haven t been ticked from view If you wish to view them again click the Show button b Zw You can also view a side by side comparison of vehicles Under the second column tick the boxes against the vehicles you wish to view and click the Compare button This will open a Vehicle Comparison screen 26 November 2009 Uncontrolled when printed Page 40 of 97 _ Online Ordering CU Se m gc o x cH DE RU Vehicle Comparison FORD Pocus ZETEC LT Press the Return to List button when you are finished MISSAM TIIDA Q C11 MEZ 2 0 Man SEDAN 4Drs Petrol 1 8 Man HATCH SDrs Petrol 6 S
116. rence column and the following screen will display Online Ordering Ia ur mre E ER EI ttd Li eee gear ee Ted qeu a mee te at SET ee ar STORE Sepals STEP 1 View vehicle details and confirm location purpose inual kn Confirm your Details Continue 8 Replacing 7630GW TOYOTA CAMRY ATEV A 42L 2 4 Auto SEDAN 4Drs Petrol Requiring Admin Passenger vehicle 25000 km annually Operating in Mareeba m Vehicle Details Registration 26308W Client Code naoaizo0z7 0 Make TOYOTA Base Location Mareeba CAMRY ATEWA 04217 Duty Admin Passenger o SEDAN 4Drs Petrol Previous Registration 430117AF Previous Agreement 4127596 Driver Usage Analyser km Months km Month utilization Lease Contract s0000 zy 1851 Lease Actual 69743 Zi 25983 Next Action Da not replace Replace FET Data Base Location Mareeba Please enter values for both private percentage and home garaging to Re UE III ensure the resulting FBT forecast is as accurate and complete as possible Operating Environment Regional Private Use s u Home Garaging Nights Annualkms 25000 Previous vehicle 0 nigh Zw This screen will provide you with a Usage Analyser for the vehicle you are replacing G It shows whether the vehicle has been under or over utilised and will help you select the lease kilometres for the replacement vehicle If the odometer reading is not current you
117. s Whole of Life Costing Indicative only Met Rate 696 04 Total Rate see lett i 765 64 GST 69 60 Accessories 0 00 GST Incl Rate 765 64 Fringe Benefits Tax 0 00 0 00 Fuel 164 67 765 64 Management Fee 0 00 Total WOL Costing 930 31 m Ra mc TS oe amp 26 November 2009 Uncontrolled when printed Page 59 of 97 e Qkleet Charges shows a breakdown of the GST charges e Whole of Life Costing indicative only is an estimate of the whole of life monthly cost and includes expenses such as FBT Fuel etc Delivery Details Delivery Details Required By Oo O O E Easaiuii M Special Instructions oo Bm i e Required By enter the delivery date that you require the vehicle e Special Instructions Special Delivery Instructions e Location enter the location of the Dealer where you would like to collect the vehicle Contact Details Contact Details Your Details Alternate Contact gt Fax 32278215 dnm catherine canatyialgfleet gld gov au es alie tai e tl i e Your Details the system will load your details here e Alternate Contact you can enter details of a second contact here Driver Details Driver or Pooling Manager Details L_ Cm TOGRNEEEN 7 j e Name enter the details of the actual driver of the vehicle If the vehicle is a pool car enter Pool Vehicle in this field e If the vehicle is for an SES officer choose th
118. scape whole of government fleet management Open All Close All Logged in as townsleys logout Look For a Status z Baalak My Account a a MCN GC RENE CORNUA My Tasks 0 0 2 iz Next Action Select Task Search Workflow Management Business Activity Monitor System Admin 2 ite Reporting t now Accepted p DP eal aem d MI a Me eaa grs t ann as P al I Quote Authorisation Tum Accept Oke Quote NON GOY ay 20 10 2009 3 36 PM M amp Authorisation Acceptance Accept Quote 222009 3 36 PM Select v Click on the Reference number to open the quote E E E EH The Status of the quote is The vehicle quote details screen opens Click on each of the tab headings to review the quote EE HEN RENE NEN EE NN 7 RUN RU RN GNU 7 RN N 74243 463747 NON GOY 20 10 2008 3 36 PM Accepted Select Reference Variables Task History Task Messages Click on each of the tab headings to review the Quote Online Ordering Print Agreement e Creating new Vehicle Request N 74243 e Requiring Admin Passenger vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured
119. st add up to 100 Terrain must add up to 100 Sealed Roads 95 60 Regional 20 Unsealed Formed Roads Predominant Adverse Climatic Conditions Primary Duty Dry Dusty Arid Passenger Carriage Seasonal Wet River Load Goods Carriage Crossing L Coastal Sand Salt Towing Loads Exposure L j Required Capability Passenger Number 4 Load Carriage kg Towing Capability kg Typical Operating Trip Operating Radius km lt Less than 100 KM Click on Save Next or Step 5 Tab to automatically save your entries Matching vehicles will be displayed and you can now proceed to Step 5 26 November 2009 Uncontrolled when printed Page 23 of 97 Step 5 Matching Vehicles Content This section will enable you to view the matching vehicles Queensland Show Menu Home Contact u Government QFlee whole of government Fleetscape fleet management Edit Policy Use this application to amend the selected policy bervice Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Expiry Date 31 December 2009 Step 5 Matching Vehicles ee PO deas du apros alis oho T e ais aesti aufm hns The Matching Vehicle list shows all vehicles that meet the rules and the options accessories you have defined in Vehicle Selection Rules and Option Rules
120. st field Vehicle Classification must be completed before you can proceed It will only list classifications allowed by your agency s policy e g the policy may dictate that only passenger vehicles can be leased Some of these fields will be automatically populated based on the policies that have been predetermined by your department You can further refine your selection by choosing from the drop down lists Note The more fields that are completed will limit the number of vehicles that you will be able to bring up Then select any accessories that you require for the vehicle by clicking on the View Accessories button The accessories offered are those available within the range of vehicles that match your definition in the Vehicle Base Selection e g if you select a small 4 cylinder sedan it is not possible to select a tray o Your choice of accessories will determine the number of matching vehicles that are available in Step 3 e g if you select engine immobiliser as an accessory you will only be shown vehicles that are able to have an engine immobiliser fitted to them Note Mandatory accessories that come directly from a policy are listed at the top and cannot be de selected Any accessories that form part of a minimum safety specification for Queensland Government vehicles will be also listed and cannot be de selected 26 November 2009 Uncontrolled when printed Page 53 of 97 Online Ordering STEP 2 Review Edit VSR a
121. sunto mem ait Accept the task by clicking on the down arrow in the Next Action column and select Acquire Open the task by clicking on the Reference number Click on each of the tab headings to view the quote and identify where the client requires your assistance If the client has added Notes or if any accessories require pricing a message will display in the System Messages tab Queensland Hide Menu Home Contac Government Q aii Fleetsca pe whole of government fleet management Open AD Cose Al he ee nnn I EN ee Logged in as townsleys logout J eo ne N 74246 NON GOV 16 10 2009 2 56 PM Accepted Select v My Account b My Tasks 0 0 3 5 Task Search Reference Variables D m Workflow Management Task History fl Business Activity Monitor System Admin Task Messages RH Reporting Out of Office Assistant mes SEE FR Policies o li O d tz Vehicle Selection E User Management nune raerin S The System Messages tab will Betasphere FBT provide a brief message explaining why the quote has been sent to you as a quote exception a About Fleetscape System Messages E SF Es e System Messages E i e Option notes have been entered Click on the PA tab to confirm the quote is compliant and valid If any of the above details are incorrect contact the client and provide assistance 26 November 2009 Uncontrolled when printed Page 68 of 97 o
122. symbol used in this manual additional information and tips about the process will be explained 26 November 2009 Uncontrolled when printed Page 3 of 97 Introduction to Fleetscape Background Fleetscape has been developed to provide the Queensland Government and its agencies with best value fleet management Roles and Responsibilities In each agency a number of key roles are undertaken by staff in the management of the vehicle selection process to ensure compliance with whole of Government and agency policy Elements of the system and users are shown below Elements Agency Users Policy Manager Ordering Officer Requesting Officer Authorising Officer Authorising Officer Level 2 Level 1 Ordering Officer Operational Authorising Officer Operational Fleetscape User Tactical Policy Manager Strategic The responsibilities of staff undertaking roles in Vehicle Selection Policy element are detailed below Selection of appropriate task descriptions to match departmental service deliveries Agency Policy Manager dentification documentation and maintenance of policies Maintenance of policies in Fleetscape With agency policy managers translate agency policy to business rules in Fleetscape QFleet Policy Manager Conduct quarterly policy review and provide proactive guidance to agency on policy development amendments Syste
123. t fields You have now completed the edit policy function The next section will guide you through the Expire Policy function Expired Policy Content This section will provide information on expired policies Expired policies are to remain as EXPIRED and New Policies are to be created This will ensure there is an auditable trail on the creation and amendments to all policies Return to Step 1 in Policy selection see screen displayed below Queensland Show Menu Home Contact u Government QFlee whole of government Fleetsca pe fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Passenger Vehicle Policy Rocky morning session class Business Group G C1 CORR CUS CAPR Effective Date 21 March 2007 Expiry Date 22 March 2007 Warning This policy has expired Modifications to this policy may result in changes to other existing policies that have not expired Step 1 Service Delivery Description Enter a Service Delivery Description which reflects the vehicles use within this policy Eau Misa eine ite Passenger vehicle Policy Rocky morning session class ROR RCM G CT ICORRUCUS CAPR GIC1ICORRICUS CAPRA Applied to Operating Environment s Metro reated by Warning message pplied to Duty ies Admin Passenger Effect From 21 03 2007 meso E Your policy status will change to EXPIRED as soon as the Expires On date is reached A warning messa
124. the Control key down e he With Effect From date is the date the policy is to be effective from and must be set from at least the next working day Use the drop down menu to select a date from the calendar e The Expires On date is the date on which the policy is to be reviewed Use the drop down menu to select a date from the calendar e The status field will appear as nactive until the actual With Effect From date arrives then the status will change to Active 35 The last two fields will automatically populate with the date the policy was Created On and who the policy was Created By This creates an audit trail for Policy Managers When you have entered all the above fields the screen displays 26 November 2009 Uncontrolled when printed Page 13 of 97 S Gueensians Shaw Menu Hame Contact u Government QFlee whole of government Fleetscape fleet management Create a new Policy Use this application to create a new policy Step 1 Service Delivery Description Enter a Service Delivery Description which reflects the vehicles use within this policy Applied to Business Group GuciICORRIA AAA AAA AAAAAAAAAAAAAAAAA v i pplied to Operating Remote Department of Corrective Services Environment s Metro Department of Corrective Services Regional Department of Corrective Services Applied to Dutyties AND Commercial 3 40 Commercial 1 AAD Commercial 2 40 Commercial 3 HAD Commercial 4 AAD Commercial 5 Admin Commercial
125. the vehicle Contact details Contact Details x Your Details Alternate Contact Mame Catherine Conaty Phone 3224 5055 322782168 Email catherine conatym qfleet gld gou au alios aee t alea Mem di Mitre al mami tomen dif A P wt P e Your Details the system will load your details here e Alternate Contact you can enter details of a second contact here Driver Details Driver or Pooling Manager Details lt i lt _ t lt lt 64 nmana BO te CL QUE ce aan Te ce E e Name enter the details of the actual driver of the vehicle If the vehicle is Isa ie Car enter Pool Vehicle in this field e If the vehicle is for an SES officer choose the relevant level from the drop down selection When you have completed all of the fields click on the Submit button If the quote is unable to be completed for any reason e g accessory pricing is unavailable you will receive a message see screen below The quote will be referred to your QFleet Fleet Consultant who will contact you as soon as possible to assist with completion 26 November 2009 Uncontrolled when printed Page 45 of 97 Online Ordering 3 Select the vehicle Sas SEET STEP 2 STEP3 STEP 4 Confirm your Detall Juild your ve Select your Vehicle nnfirm and Ai Replacing 2630GW TOYOTA CAMRY ATEVA 042L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating i
126. tion The email contains a link to the task Click on this link to be directed to Fleetscape E Vehicle Quote Authorisation Request ACTION REQUIRED PROMPTLY Message HTML i le Edt Mew Inset Format Tools Actions Help Ca Reply Reply to All Ey Forward c 9 o Y Se 03 X1 oe AP B From Feetscapeimqrest gld qav au To TOWNSLEY Shannon CE Subject Vehicle Quote Authorisation Request ACTION REQUIRED PROMPTLY Online Ordering Dear Shannon i Jahn Smith has requested a quate from GFleettor a vehicle lease You are required to review and authorise P this request being far a HYUNDAI 30 Sx 2 0 Auta HATCHBACK 5Drs Petrol T1 an a 24manth 40000 km lease Quote reference is 452582 This authorisation must be provided by 26 March 2010 after which the quate will expire and can no langer be accepted Please click here to authorise or deny this request Ifyou are no longer responsible for this authorisation please click here to re directthis back to GFIeet E wr Ordering Officer Details John Smith 3404 1212 i john smith mines qld gov au e Heet Consultant Details d Ellen Kear 322 58114 ellen kKear qfeet qid gov au aal al ol on a antt a al ttn an i L 26 November 2009 Uncontrolled when printed Page 78 of 97 2 Logonto Fleetscape The Fleetscape login screen displays Enter your Fleetscape Username and Password click on Logon to open Fleetscape Fleetscape Password esesessee
127. to Warllist The quote for agreement number 463420 has been submitted Your order details have been sent to the authorised officer within your agency for approval Approval by your authorised officer will be required within 14 days of the date of the provisional agreement Thankyou for using the online ordering system Agreement Acceptance AGREEMENT NUMBER 463420 New Vehicle vehicle AVENSIS GLX ACMZ1R 2 4 Auto WAGON 4Drs Petrol g G G Greenhouse Rating e Client RATES BOOK Lease Terms 24 months 20000 km You have completed your request for an additional vehicle The request will be submitted through Fleetscape to an Authorising Officer for approval at Level 1 If required the request will then be forwarded to a Senior Authorising Officer for approval at Level 2 You will receive notification by email that e Your request has been authorised at Level 1 e Your request has been authorised at Level 2 if appropriate QFleet will receive your request and you will receive notification by email that your vehicle is on order 26 November 2009 Uncontrolled when printed Page 65 of 97 Workflow Workflow is an automated system which allocates tasks to users Fleetscape users receive Workflow tasks as new processes are created by other users Tasks are automatically added to a user s Worklist There is also an option to refer tasks to a group or to another workflow user Workflow ensures that tasks are not omitted and proc
128. ts front fog lights Front Parking Sensor Click on the Filler Matching Park distance control front Vehicles button and only the ju Cm defined vehicles will be listed Reverse Parking Sensor Park distance control Seat Belts Click on the Clear Filter button to clear your criteria selections Seat belts front pretensioners Side Airbags Airbags front side thorax Airbags rear side thorax Click on the Select All button to p TRE tick all boxes All vehicles Will be Airbags rear head side curtain available pucr Spare Tyre amp Rim Traction Control Click on the De Select All button Electronic traction control to untick all boxes All vehicles Bu oR will be unavailable Note You Electronic Stability Contro can also individually tick or untick single vehicles Click on Next or Back button or Click on Return to Search button and click on New to create another policy 26 November 2009 Uncontrolled when printed Page 25 of 97 The vehicles will be shown as Available and a tick will appear in the box on the right hand side If you determine that a vehicle is NOT available for selection by your Vehicle Ordering Officer you can click on the Select button to clear the box A blank box means that QFleet will have the vehicle available for lease but your agency s policy has determined that you cannot lease that particular vehicle The next section will guide you through the Search function Search
129. tton Note These are indicative whole of life rates In the next section you will be able to calculate your lease with any lease term e g 22 months You can request a quote for any vehicle displayed in the list by clicking on the Quote button You will be presented with the following screen to complete See below for further detail of each field 26 November 2009 Uncontrolled when printed Page 57 of 97 Online Ordering STEP 3 Select the vehicle io STEP 1 STEP 2 STEP 3 STEP 4 nti jour Det d you Select your Vehicle Acc e Creating new Vehicle Request N 73387 Requiring Admin vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created may render that lease agreement void Note fields with denote mandatory fields and must be completed Return to List New Vehicle Vehicle 1 30 SX 2 0 Auto HATCHBACK 5Drs Petrol T1 GYG Greenhouse Rating 6 5 Client RATES BOOK Lease Terms 24 months 40000 kms Lease Type Veh Fully Maint Oper Lease Contract Features E Additional Tyres v Insurance 1 ENS Comprehensive
130. ugh a number of steps to create your vehicle order Step 1 Confirm your details Step 2 Build your vehicle Step 3 Select your vehicle Step 4 Confirm and accept quote Click on the plus sign next to Vehicle Selection on the left hand menu then click on Vehicle Search STEP 1 Confirm your Details To begin select the vehicle being replaced You can search for a specific vehicle by entering criteria into individual fields eg Hego or Reference and clicking on the Search button or you can look at all vehicles in your fleet by leaving all fields blank and clicking on the Search button The right hand side of the screen provides an explanation of the different statuses listed which can assist you in specific search requests by status only eg Active Replacement Due Hide Menu Home Contact us QFleet whole of government fleet management Status is indicated by one of the 15 stages listed Active The vehicle is not yet due to be replaced Replacement Due The vehicle is within 120 days of its lease end date Replacement Commenced The replacement vehicle is within steps 1 and 3 of online e ordering Business Group or Client G C1 CORR CUS LOTGL N Not Replacing The vehicle will be returned no replacement required r To Be Extended The vehicle s original agreement is to be extended New The new vehicle is within steps 1 and 3 of online ordering Quoted A quote has been received from Fle
131. ules Step 3 Option Selection Rules Content In this section you will be selecting options accessories that you want to apply to a policy Queensland Show Menu Home Contact us Government QFleet whole of government Fleetsca pe fleet management Edit Policy Use this application to amend the selected policy s pervice Delivery Description Pool Business Group G CT CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA ffective Date 21 October 2009 xpiry Date 31 December 2009 Step 3 Option Rules The Option Rules identify the vehicle options that complete a vehicle configuration Option selection is limited to those options supporting the matching vehicle type s Selection tabs will require you to select Mandatory automatically included in each vehicle quote when online ordering or Not Available the addition of these accessories will require policy exception authorisation All other accessories will be available for selection in online ordering In Step 3 the following screen will be displayed Queensland Show Menu Home Contact u Government QFlee whole of government Fleetsca pe fleet management Edit Policy Use this application to amend the selected policy Service Delivery Description Pool Business Group G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Effective Date 21 October 2009 Expiry Date 31 December 2009 Step 3 Option Rules These rules identify th
132. urther define your vehicle by selecting from the drop down lists The more fields that are completed will limit the number of vehicles that you will be Y able to bring up Then select any accessories that you require for the vehicle by clicking on the View Accessories button The accessories offered are those available within the range of vehicles that match your definition in the Vehicle Base Selection e g if you select a small 4 cylinder sedan it is not possible to select a tray 26 November 2009 Uncontrolled when printed Page 37 of 97 Mey tits Ordering STEP 2 Review Edit VSR and vehicle accessories and options STEP 2 Build your vehicle Continue fq Replacing 7630GW TOYOTA CAMRY ATEVA O042L 2 4 Auto SEDAN 4Drs Petrol Requiring SES1 vehicle 25000 km annually Operating in Mareeba Policy Applied Whole of Government SES 1 View Vehicle Duty Statement Clear Accessories Vehicle Base m Wehicle Accessories Hover the cursor over the accessory name for a full description Vehicle Classification Passenger Optional Accessories Vehicle Segment 30 Litres Fuel per Contract Body Type Cargo Barrier Humber of doors Floor Mats Front Seating Capacity Floor Mats Rear Fuel Type Mud Flaps Front Mud Flaps Rear Transmission Reverse Parking Sensor in Ek Roof Rack Bars Max Monthly Lease Cost Side Airbags Towbar Weathershield Driver Weathershield Passenger a E i i Mis 9 i l H
133. vernment whole of government Fleetscape fleet management Hide Menu Home Contact e Open All Close Alp Logged in as cairnsp logout My Account Ej My Tasks 000 Task Search Look For 446jkp Status Display Gees Saaai Tasks Records um Team 446JKP Vehicle Returns File Regional RVIR DPI GLD PUE 26 10 2009 9 08 AM T Select k Hj Workflow Management B Business Activity Monitor a ae et f Reporting i Out of Office Assistant 1 Allocate to ch About Fleetscape he z qose 1 Mets Expo options i esy x Excel eo F ai Fi a nli tena Es erence Cae a ftn Medida iw d P a m Y The task has now been assigned to you If you need to verify the hardcopy RVIR with the Workflow task click on the Reference Number to open the Inspection Report Details Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Queensland Government Hide Menu Home Contad Fleetsca e whole of government p fleet management Open All Close All Search Logged in as cairnsp logout My Account Look For 446jkp Status Display Completed amp Cancelled Tasks My Tasks Of ee imn RS f Task Search Peta Louise Cairns 446JKP Vehicle Returns File Regional F RVIR DPI QLD Accepted 26 10 2009 9 08 AM Select E Workflow Management Ez Business Activity Monitor eos Esther Reporti
134. whole of government fleet management Service Delivery Description Pool G C1 CORR AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA 21 October 2009 Step 4 Vehicle Duty Statement 31 December 2009 he Vehicle Duty Statement is a tool used to substantiate Vehicle Selection Rules laid down in this system Please proceed to describe the operating environment that you would expect the vehicle o operate in Hover over individual titles for a short explanation of terms used and on further guidance on completing this form Business Group Effective Date Expiry Date Operating Environment must add up to 100 Terrain must add up to 100 CEN Sealed Roads mam Remote Unsealed Formed Roads A Primary Duty Passenger Carriage Predominant Adverse Climatic Conditions Dry Dusty Arid Seasonal Wet River Crossing L Coastal Sand Salt Exposure L Required Capability Passenger Number Load Carriage kg Towing Capability kg Load Goods Carriage Towing Loads Typical Operating Trip Operating Radius km lt f Please select Comments 26 November 2009 Uncontrolled when printed Page 21 of 97 Important Please read the following information Hover the curser over the black bolded headings e g Operating Environment to view the following information which will provide you with definiti
135. wnsleys logout R My Account My Tasks 0 02 Next Action E 8 Task Search N 74243 463747 Quote Authorisation Acceptance Order Vehicle NON GOY Accepted 20 10 2009 9 49 AM Select v 4 Workflow Management N 74244 463748 Quote Authorisation Acceptance Accept Quote NON GOY Allocated 200 2008 3 36 PM Business Activity Monitor Rj System Admin 2 items found displaying all items EH Reporting 1 Out of Office Assistant Hl Policies View Referredtacks When the quote has been gae Vehicle Selection No Referred Tasks reviewed Complete the task Suspend le fj User Management View unaccepted tasks in your group fj Betaspherg FBT No Group x A nadhani ilie Mie adit ae ap al adu uff ad ate a a natem addi anis anum neos ai rm at dir uuu ee tl OP The following screen displays Click on the Go button to remove the task from your Workflow list Queensland Government Fleetscape Open Alb Close All Logged in as townsleys logout Action Required My Account Reference Task Status fiction o My Tasks O 0 2 N 74243 453747 Order Vehicle Accepted Complete E Task Search n Workflow Management Business Activity Monitor Comment ae teers aan Quote is Valid Yes v Reporting eae a Out af Office Assistant Cancel Policies Vehicle Selection Process E Ue alie us dale if 76s LUCIE AUN LECOREREC mane lh de Orgia m d 26 November 2009 Uncontrolled when printed Page

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