Fleet Management Organization (FMO) Project
The Fleet Management Organization (FMO) is a University-wide initiative aimed at enhancing the oversight and efficiency of Penn State’s vehicle assets
Primary Objectives
- Establish consistent, standardized policies and procedures for vehicle management across all University departments.
- Provide expert guidance on vehicle life cycle management—including purchasing, leasing, maintenance, and disposal.
- Support informed travel policy decisions to help departments optimize costs and make financially sound choices for the University.
By streamlining vehicle operations and offering strategic support, FMO empowers departments to manage resources more effectively and contribute to Penn State’s long-term sustainability and fiscal responsibility.
Currently, departments across the University face persistent challenges in tracking vehicle inventory, usage, and maintenance. Without coordinated oversight, vehicles risk being underutilized, falling out of compliance, or becoming unaccounted for.
To address these challenges, Penn State will implement a new Fleet Management Information System (FMIS), which will consolidate vehicle data into one streamlined and University-wide system. This will allow departments to better understand asset usage, make informed decisions about maintenance and disposal, and align with institutional financial and operational goals.
As this process continues, collaboration with faculty and staff will be essential as we move toward a more efficient and unified approach to managing the University’s vehicle fleet.
Key Partners
Project & FMO Lead:
Amber Quimby, associate director of Transportation Services
Project Managers:
- Leah Carraway-Justice, Office of Enterprise Change and Transformation
- Jason Thomas, Transportation Services
Collaborating Units:
- Transportation Services
- Office of Physical Plant
- Office of Risk Management
- Information Technology
- Finance Optimized Service Team (OST)
- Intercollegiate Athletics
- College of Agriculture
- Office of the Vice President for Commonwealth Campuses
Project Timeline and Progress
The initial focus of the project will be to unite the vehicle and related assets of Transportation Services and the Office of Physical Plant under one unified Fleet Management Information System (FMIS), as they have the two largest vehicle fleets within Penn State. That will be followed by engagement with the College of Agriculture and Intercollegiate Athletics. From there, the project will work with all colleges, units, and campuses across the University to evaluate their fleet vehicle assets and usage and provide them with tools to make the best financial decisions for the University.
See below for a list of tasks identified for year one of the FMO project.
In Progress/Upcoming:
Update University-Wide Vehicle Inventory
Status: In progress
Next Steps: The project team has begun the process of working with departments to create a comprehensive inventory of all University-owned vehicles. This data will be integrated into a new FMIS.
Select Vendor for FMIS
Status: In progress
Next Steps: An RFP process is underway to select a vendor for the new FMIS, with implementation targeted for completion by the end of 2026.
Transition to a Vehicle Leasing Model for Transportation Services
Status: In progress
Next Steps: Procurement is evaluating third-party vendors to shift from direct vehicle purchases to a leasing model for vehicles procured by Transportation Services. This change is supported by University leadership and aims to reduce long-term costs and improve fleet flexibility.
Introduce Travel Cost Comparison Tool
Status: Not yet started
Next Steps: A new online tool will help departments compare the costs of using University-leased vehicles, rental services, or mileage reimbursement. This effort will begin with the selection of a third-party vendor for the new vehicle leasing model.
Completed:
- Reassign vehicle titles and registration clerk to Transportation Services – Tina Gregory
- Hire a new fleet vehicle manager – Ian Marshall
- Hire a new associate director for Transportation Services to lead the FMO – Amber Quimby
- Identify a dedicated IT resource to support the FMO and the implementation of the new FMIS
Stay Informed on the FMO Project
Updates will be shared via the Transportation Services email listserv and Penn State News.
Questions and comments can be directed to [email protected].