Fleet Management System-

Maximo
Odometer Reading Correction
Procedures
 OVERVIEW MILEAGE REPORTING IN MAXIMO

• Mileage reporting has changed from an annual entry in FIS to a

continuous process in Maximo.
• Maximo works if your initial data (FY2007 mileage reading) was correct
and mileage input is correct since this date.
• Maximo audits for a progressive increase in mileage, a normal expected
process for an odometer.
• WEX mileage information is generated automatically using entries into
the meters function of Maximo. Non WEX mileage information has to be
manually entered into the Maximo system.
• Reports and the vehicle request function utilize this mileage information.
• Most odometer readings are input from the WEX Fuel Card interface or
manual fuel transactions. There are no automated maintenance mileage
entries (ARI) at this time.
• WEX cards will only post data if they have been set up by OFM.
• No mileage data clean up has taken place since the Fleet System began
gathering data on July 1, 2007.
 OBSERVED MILEAGE DATA ENTRY
PROBLEMS

• Many vehicles have no mileage readings since FY2007 import from FIS
(dated 6/29/07)
• FY 2007 reading is missing, wrong or taken after June 30, 2007.
• Older vehicles with odometers not reflecting 100,000 mile readings.
• Using one fuel card for several vehicles.
• Using the wrong card for the wrong vehicle
• Using fuel cards for disposed vehicles
• Common WEX fuel card errors include:
• Input Errors
• Enter PIN for mileage
• 000000 or 999999
• Entries in tenths
• Others
 ACTIONS AGENCIES MUST TAKE

• Review Maximo reports to insure correct

mileage data is reflected for each vehicle.
• Manual fuel entries must be entered.
• Make necessary corrections on any initial
mileage errors (6/29/07).
• Begin the WEX mileage error correction
process.
• Stress mileage input accuracy to all
drivers.
 MAXIMIZE MAXIMO CAPABILITIES
Location – Location – Location

• Organize your fleet so that vehicle supervisors

can view and correct mileage entries.

• Agencies determine location organization in

Maximo.
IDENTIFY THE EXTENT OF THE PROBLEM

Agency Annual Mileage Report

 FIX WEX MILEAGE ERRORS

– Currently about 50% of the mileage problems

are related to fuel card use.
- This figure can be substantially reduced by
awareness and training.
- Total error elimination is probably not possible
and WEX mileage error correction will have to
become a continuous process.
Timeline for Correcting WEX Error File
April 7 WEX Error File must be corrected by May 1
April 14, 21, and 28 WEX Error File must be corrected by June 1
May 5, 12, 19, and 26 WEX Error File must be corrected by July 1
June 2, 9, 16, 23, and 30 WEX Error File must be corrected by August 1

April May

Week 1 Week 2 Week 3 Week 4 Week 1 Week 2 Week 3 Week 4

7-Apr 14-Apr 21-Apr 28-Apr 5-May 12-May 19-May 26-May

June July
Week 1 Week 2 Week 3 Week 4 Week 5 Week 1 Week 2 Week 3 Week 4

2-Jun 9-Jun 16-Jun 23-Jun 30-Jun 7-Jul 14-Jul 21-Jul 28-Jul

 WEX Error Spreadsheet
and Correction Procedures on SAO Website
WEX Error Spreadsheet and Correction
Procedures on SAO Website
Click on the Vehicles application, or use Go to
then Assets then select Vehicles.
Enter the State ID or the VIN # Hit enter.
Click on the Asset Number to pull the vehicle up.
Click on the Select Action. Click Manage Meter Reading History
Filter for Odometer Readings
In the Meter field type Odometer and hit enter,
this will pull up only the odometer records
Vehicle Odometer Reading
 Find the odometer reading that needs to be
corrected and click on the word ODOMETER to
highlight the record you need to fix.
 Enter the correct meter reading into the Modified Reading
Field. (If you can not see the OK button hit F11 this will fix your
screen so you can see it, just remember to hit F11 to re-correct
your screen after you hit OK) Now hit the OK button.

This is the reading that needs to be corrected, it is

135,875
Go back into Manage Meter Reading History, because after you hit OK it
closes that window. You have updated the original reading of 135,875 to
136,000 miles. Now click OK again you might need to hit F11 to get to the
OK button to close the Manage Meter Reading History Window.
 Easy Fix
2007 Vehicle
Multiple Tenths
New Vehicle
999,999 Entry
2006 Ford
From 67 Thousand to 296 Thousand
2003 Model Year Vehicle
Bad Start to FY
 EXPECTED RESULTS
• The correction of FY2007 data is a “one time only” event, however, the
process of error correction will be a continuous process and is only
necessary if data was reported incorrectly.
• The initial WEX file for correction will take longer. As you become familiar
with the process it will become much quicker. This will be a one week file.
• The second WEX file will have more entries because it will be several
weeks of records.
• The faster problems are communicated to the drivers, the faster the error
rate will be reduced.
• There should be a drastic reduction in input errors prior to end of FY2008.
• FY2009 should begin correctly and automated input should sustain the
system with minimum error correction on the part of the agency.
• Decision makers will have accurate mileage data for review without any
action on the part of the agency.
 ADDITIONAL REPORTS IN MAXIMO

VEHICLE METER READING AUDIT

• Most likely used if the Agency Annual Mileage Detail Report is

lengthy. This report allows an agency to set a high mileage range
and a low mileage range and identify all vehicles in the inventory
that meet the criteria.

AGENCY ANNUAL MILEAGE EXCEPTIONS REPORT

• This report prompts an agency to enter a reference date. Once the

date is entered Maximo will look for all vehicles that have had no
mileage data activity in the 30 days prior to the entered date.
 FUEL CARD FRAUD PREVENTION
• Incidents of fuel card fraud are on the increase due to higher
fuel prices

• Proper fuel data input into Maximo will help reduce fraud
because a visible audit trail is produced for each vehicle

• Review daily management procedures of your fuel card

program:
• One Card per vehicle.
• Each driver has individual PIN, no exceptions.
• Authorization limits are realistic, no 999,999s.
• Utilize purchase alerts for email notification of limit violations. 
These can be set online.

• BE PREPARED TO PARTICIPATE IN A FRAUD PREVENTION

WEBINAR IN MAY
Questions
IF YOU HAVE A PROBLEM OR NEED HELP

• Should you have any problems or

questions in making these corrections,
please contact the Maximo Application
Support Help Desk at: 888-896-7771 or
404-657-3956 (Option 6), or you may send
an email to:
• maximoampfeedback@sao.ga.gov