Vehicle Reporting: Odometer or Maintenance (VROOM) Instructions for Users

Date: Fri, 12 Feb 1999 10:17:31 -0500
To: "AO - All Administrative Officers"<distribution,
        "Elizabeth A Brenner, Management Assistant, Reston, VA" <ebrenner
From: "Alice A. Sabatini, Division Administrative Officer, WRD" <aasabati
Subject: Vehicle Data Reporting


Please contact the OPS Property Management Branch --Melissa Courtney or
Pauline Scott--if you need assistance to comply with this new system
requirement.  Toni Brenner, on my staff, is available to help if you run
into snags with OPS.  Note the due date of March 12.

Date: Thu, 11 Feb 1999 12:01:30 -0500
To: "Alice A Sabatini, Administrative Officer, Reston, VA "<aasabati,
        "Joseph S Pillera,  Reston, VA "<jpillera@igsrn008.er.usgs.gov,
        "MaryLou D Pectol,  Reston, VA "<mpectol,
        "Carole Carter-Pfisterer,  Reston, VA "<ccarter,
        "Gayle A Sisler,  Reston, VA "<gsisler@igsrsparc4.er.usgs.gov
From: Melissa Courtney <mcourtne
Subject: Vehicle Data Reporting
Cc: "Pauline P Scott,  Reston, VA "<pscott,
        "Tammy J Sigafoose,  Reston, VA "<tsigafoo,
        "Melissa Courtney,  Reston, VA "<mcourtne

The following memorandum is also attached as a WordPerfect file and as an
ASCII text file; if anyone requires a formal hard copy of the document,
please let me know.  Thank you in advance for your cooperation.


In Reply Refer To:
Mail Stop 210

	MEMORANDUM

								February 10, 1999

To:      Division Administrative Officers
	
From:    Melissa Courtney //signed// 
	  Chief, Property Management Branch

Subject: Vehicle Reporting: Odometer or Maintenance (VROOM) 	
               Instructions for Users		

We are currently implementing a new Web-based system for collecting vehicle
utilization data.  The new system, VROOM, (for Vehicle Reporting: Odometer
or Maintenance), will be used by all USGS employees responsible for
maintaining data pertaining to mileage, fuel purchases, maintenance costs,
etc., for Interior-owned vehicles.  The Fixed Assets Subsystem, which is
the official bureau property management system, will be updated nightly
with any vehicle data entered into VROOM.  Bureau reporting policy states
that data must be entered at least quarterly, (this will ensure accuracy of
quarterly reports); however, VROOM will allow users to update data as often
as desired.  Vehicle data reports, which users will be able to request
through VROOM, are currently being designed; we anticipate making those
available within the next six months. 

In order to proceed with full bureau implementation of VROOM, we need your
assistance.  Please disseminate this memorandum and the instructions for
systems registration which follow; those employees with vehicle reporting
responsibilities should register as VROOM users no later than COB March 12.
 Once users have notified the Property Management Branch that they have
registered, (per the instructions below), and PMB notifies users that their
profiles have been established, users may begin entering data.  Specific
profile information for your VROOM users has been previously submitted to
this office.  Continue to forward new user information via e-mail.

Users must not begin to enter data until Property Management notifies them.
 If data entry was completed through the end of FY99's first quarter on
MOVES, users need not enter data again until after the end of the second
quarter.  As stated above and according to new bureau policy, users may
enter data as frequently as desired; however, users must enter data at
least quarterly.  We currently plan to make the system available bureauwide
on April 5th, on which date users may begin to enter 2nd quarter data.

If you have questions or need assistance with data entry problems, please
call Pauline Scott on (703) 648-7327 or via e-mail at pscott@usgs.gov or
Tammy Sigafoose on (703) 648-7416 or via e-mail at tsigafoo@usgs.gov.  If
you have password problems or problems with browser or setup, please call
Eric Summers on (703) 648-7125 or via e-mail at esummers@usgs.gov.


		VROOM SET-UP & REGISTRATION INSTRUCTIONS

Minimum Set Up Requirements:   Both Netscape and Microsoft Internet
Explorer browsers may be used to access this system.  We recommend using
the latest version of MS Internet Explorer as you will experience fewer
software problems.   You may download a free copy of MS Internet Explorer
from the following URL address:
Http://www.microsoft.com/windows/ie/default.htm

Your browser settings should be as follows:
	SSL2 and SSL4 turned on.
	Accept "Cookies"
	40-bit encryption key
Please relay these settings to the person who will set up your PC.

Steps to register as a new user on VROOM:  Access the following Web Site
address:
	 		 https://interactive.usgs.gov/eft/logon.asp 

1.  Sign onto VROOM by typing your User ID (your e-mail name) and Password
(your Social Security Number/SSN) in the blocks provided.  Click the Submit
Logon icon.  You will immediately be prompted to change your password from
your SSN to something different.  Please be sure to record your new password.

2.  Once your new password has been accepted,  sign off the system. 

3.  Notify PMB via email (pscott@usgs.gov) that you are now a registered
user.

PMB will then establish your profile, consisting of an organization code
range and location code(s),  and notify you by return e-mail when you may
start to enter your motor vehicle data.  Your profile will restrict the
list of vehicles you see in VROOM to those for which you are responsible.
If you see vehicles that are not yours contact us via e-mail.

Using VROOM

	1.  Logon to VROOM per the instructions above.  

	2.  Click on the Record Motor Vehicle Usage icon.  

	3.  Then click on the down arrow under "Select a vehicle from list".
Click to select vehicle. 

	4.  Next click on the down arrow under "Select an Accounting Period".
Select appropriate Accounting Period. Click on Update Vehicle 	Information.
	
	5.  On the data entry form page complete the record for the vehicle 	(days
used, total number of gallons purchased, total cost of fuel 	purchased,
maintenance, etc.)  Click on Update Vehicle Information.

After you click the Update Vehicle Information button, the information you
have input will be validated.  Any data which fails validation checks will
be identified so you can correct the entries and resubmit your data.

VROOM has links to HELP (http://www.usgs.gov:8888/ops/oms/vroom.html)
features to aid you and explain error messages that you may see as you
work. VROOM also has a timed logout set at 30 minutes.  Any data changed on
screen and not updated when the timed logout occurs will have to be
re-entered.  Updated data is written to the bureau database each night
after close of business; data entered and updated may be changed or
corrected at any time.




Melissa Courtney
Property Management Branch
mcourtne@usgs.gov
(703) 648-7322