Innovative Fleet Management Tools Implemented by Public Works to Improve Service Delivery
New scheduling application and integrated data systems enhance efficiency, coordination, and long-term planning
St. Johns County Public Works Department has implemented an innovative Fleet Manager scheduling application and integrated data system designed to improve efficiency, coordination, and service delivery across multiple divisions.
The new Fleet Manager application allows County staff to quickly and easily schedule vehicle maintenance through a centralized, user-friendly platform. Employees can select their vehicle, choose available service times, identify specific issues, and submit requests with additional notes or photos. The system also integrates with Microsoft Outlook calendars, provides automated notifications, and is accessible through the County intranet and mobile platforms.
The County’s fleet includes a wide range of vehicles and equipment used to support daily operations, from pickup trucks and maintenance vehicles to heavy equipment such as bulldozers, as well as specialized units like fire trucks and mobile library vans used across a variety of Public Works and community support functions.
“This application streamlines how we manage fleet maintenance and improves communication between departments,” said Rocky S. Agbunag, Information Systems Officer for St. Johns County Public Works. “By integrating scheduling, notifications, and data tracking into one system, we are enhancing efficiency and helping our teams stay focused on serving residents.”
The Fleet Manager application is part of a broader effort by the Public Works Information Systems Division to connect fleet operations with departments that have extensive equipment, such as the Utilities Department, Traffic Operations and the Road and Bridge Division, through advanced data integration and mapping technology.
By bringing multiple systems together, Public Works staff can now access real-time and historical data in a single, shared environment. This allows teams to better coordinate field operations, identify patterns in maintenance and service needs, and make more informed decisions about resource allocation and long-term infrastructure planning. This connected approach helps ensure that the right equipment is in the right place at the right time, supporting faster response and more reliable service for residents.
“The Fleet Manager application has streamlined how departments schedule service and helped us prioritize maintenance needs to keep County vehicles safe and operational,” said Lewis Caudle, Asset Management Coordinator for Public Works Fleet Maintenance. “In some cases, we are able to use GPS location data and coordinate directly with crews in the field to respond quickly and get vehicles back in service with minimal disruption.”
In addition to improving internal processes, the integrated system supports proactive maintenance strategies and strengthens coordination among divisions responsible for maintaining roads and bridges, traffic signals, right-of-way permitting, utilities, and other critical infrastructure. The system provides real-time visibility into vehicle location, maintenance history, and condition, improving coordination across departments from locating vehicles that need service to identifying the closest field crew to respond to an issue.
St. Johns County’s innovative approach to fleet management and data integration was recently featured in a national case study by Esri, a global leader in geographic information system (GIS) technology, recognizing the County’s efforts to use advanced mapping and data tools to improve operations and service delivery.
The implementation of these tools reflects St. Johns County’s Strategic Plan (PDF) priorities, including efficient service delivery, fiscal responsibility, and the responsible use of data and technology to support long-term planning and reliable public infrastructure.
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