Dan MacDougall is the Assistant Director of Student Life Programs for Cedarville University. For the past four years, he has worked closely with the University Fleet to manage the 20+ vehicle motor pool. He is also involved with the management and oversight of general operations, events, programs and services of the Student Life Programs and Leadership Development Office. Prior to working at Cedarville, MacDougall supported the marketing efforts of 12 car dealerships.
Q: We know managing reservations manually using paper processes in the past was a challenge. What were some of those challenges?
A: In the past, we had to print out two copies of a hard copy travel sheet in advance which was extremely time consuming. We even struggled with a temperamental printer. Requests could only be made by faculty or staff. People were taking vehicles earlier than they should. We relied heavily on one person in our office to remember drivers’ names and other details. In one instance, we had no visibility for 730 miles of one vehicle’s mileage. We also needed a way to accommodate multiple drivers for one vehicle.
Q: And how are things running today?
A: Now, having everything online, Agile’s FleetCommander has provided us with a well-oiled reservation system. There are a lot of things that can go wrong when dealing with a fleet, but Agile Fleet has helped keep us, and our modest fleet of 20 vehicles, on track.
Q: Tell us a little bit more about how your university uses vehicles.
A: We have about ten minivans and ten 12-passenger vehicles that are constantly being used for everything from transportation to and from local ministries and to our ROTC programs that use the fleet nearly every day.
Q: How well is your motor pool utilized today?
A: It’s very well utilized. Last year we had 4,212 requests for vehicles. The average number of requests per day is 13. And we have 720 total users in the system sharing our 20-vehicle fleet. Our 20+ vans run on a first come, first serve basis, so it's very straightforward. If there is a van available, the department can take it. If there is not one available, and they absolutely need a van, then that department can use Enterprise for overflow.
Q: Anything else you’d like to share?
A: Although I didn’t manage the fleet prior to having the system in place, I can’t imagine handling the fleet reservation system with paper processes. It needs to be done online. Agile Fleet has been a huge help to us and we look forward to working with them even more down the road.