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Software Success Stories

Benton County, Oregon Fleet Department

Benton County utilizes collectiveShop to manage it's large variety of equipment with improved efficiency.

"The software has affected how we manage our daily workload, which in turn has affected our bottom line and made us much more efficient."
-Jim Burke, Fleet Manager

Serving a population of over 78,000 residents, the Benton County fleet department manages 180 county assets as well as over 1200 outside agency components. A fleet this size comes with a high demand for important information. Since implementing collectiveShop in 2009, Benton County has been able to increase efficiency throughout their operation to provide even better service to their communities.

Jim Burke, Benton County's Fleet Manager, along with his team use the system to manage many external customers that include the Corvallis, Albany, and Lebanon fire departments, Albany Public Works, Oregon State University, Corvallis/Alsea school districts, and others. For Benton County, separating each of their customer's information and offering a way for them to view their information was a reason they began looking for a system like collectiveShop.

One system to meet a variety of needs.

"The focus was to find something that tracked repairs, created separate work orders, has easy access for vehicle history, and would be a tracking mechanism to monitor the efficiency of our technicians," said Burke. "Collective Data was able to adjust and adapt their program to fit our particular needs. They gave us the ability to track and maintain several customers besides our own fleet, create special reports for our fire departments and other customers as needed, and give them the ability to go into the software and view their fleet information themselves."

A streamlined shop process increases productivity.

The workflow management capability of collectiveShop is heavily utilized by the county. When a customer calls in, a work order is created. The job is then assigned to a mechanic, parts are put into the system by the admin aid or parts employee, the job is reviewed by the fleet manager, the work is completed and entered, and an invoice is created and sent to the customer. This process is followed at three different shop locations.

Other components of the system make tracking much easier than a manual system. "Core parts are now tracked and credited properly. Previously these were very difficult to track," commented Burke. "Both vendor and internal warranties are easily monitored with the system as well. Previously we relied on the honor system with our vendors."

Mr. Burke said that the three biggest accomplishments he's been able to achieve with the system are better time management, improved parts management, and better maintenance scheduling/vehicle histories.

Superior support helps make it possible.

"I was able to accomplish this with the help of the Collective Data training and support staff," commented Burke. "In particular, all the support that Mark Zollo and Jason Burgoon have given us has been outstanding. I have built our team with a customer support ethic and it is apparent that the Collective Data group has the same ethic. I would like to thank all the staff at Collective Data for their support in helping us get this system implemented and fine-tuned."

Armed with a solution tailored to their needs, Benton County will continue to provide superior public services and give their communities the confidence that their tax dollars are hard at work.

A print-friendly version of this success story is available for download here:
Benton County Success Story.