Penn State Transportation Services recently hosted two informational webinars to update university vehicle managers on the Fleet Management Organization (FMO) initiative and the upcoming Fleet Management Information System (FMIS). Associate Director Amber Quimby outlined why the FMO is being created, how it will function, and what changes vehicle managers can expect over the next year. 

Why the FMO Is Needed 

A 2017 consultant review found Penn State’s fleet to be highly fragmented, with each unit managing vehicles independently - using different systems, informal processes, or in some cases no tracking at all. This has led to inconsistent maintenance, unclear asset locations, difficulty determining utilization, and unnecessary costs, including vehicles that are underused or held past their optimal replacement point. 

To improve efficiency and financial stewardship, the consultant recommended a centralized fleet model with standardized policies, lifecycle management, and improved data visibility. 

Project Relaunch and Leadership Updates 

The FMO project was relaunched in 2024 under Transportation Services Director Rick Ward. Amber Quimby was hired in early 2025 to lead the initiative and implement the consultant’s recommendations. Key staffing changes supported this effort, including bringing Fleet Vehicle Manager Ian Marshall and University Titles & Registration specialist Tina Gregory into the organization, along with continued collaboration from OPP’s Bruce Cifelli. 

What the FMO Will Do 

The FMO will centralize the management of all university-owned plated vehicles. Its purpose is to: 

• Establish consistent policies and maintenance standards
• Improve visibility across the entire fleet
• Support rightsizing and cost saving decisions
• Increase safety, efficiency, and compliance
• Move the university toward a more sustainable and data-driven fleet 

Introducing the New FMIS 

A major part of the FMO is the implementation of a new Fleet Management Information System (FMIS). All university-owned plated vehicles will be included in this system. The FMIS will serve as a single source of truth, allowing units to: 

• Track total cost of ownership
• Analyze lease vs. purchase decisions
• Monitor maintenance across all vehicles
• Identify underutilized assets
• Improve risk management and reporting
• Access accurate, up-to-date vehicle data 

Vendor selection is currently underway, with implementation planned throughout 2026. 

2026 Project Timeline Highlights 

• Q1: Finalize FMIS vendor, begin implementation, validate vehicle data, and load OPP and Transportation Services fleets first
• Q2: Launch RFP for Transportation Services’ vehicle leasing program
• Q3: FMIS training begins for units, colleges, and campuses
• Q4: Complete FMIS implementation and launch a new travel cost comparison tool for university travelers 

Future State Vision 

Penn State’s goal is a streamlined, efficient, rightsized, and sustainable fleet supported by consistent policies, strong data, and modern technology. Expected outcomes include reduced emissions, better financial decision-making, improved customer service, and enhanced asset management. 

How Vehicle Managers Can Help 

Success depends on collaboration across the university. Units are asked to: 

• Keep the FMO team updated with accurate vehicle points of contact – email [email protected].
• Participate in FMIS implementation and training
• Share feedback throughout the process
• Work collectively to support a unified, university wide fleet strategy