■ NovoGov by Novo Solutions · Established 1999

PUBLIC WORKS FLEET MANAGEMENT

Track every vehicle and piece of equipment you own, let scheduled maintenance create its own work orders, and see what your fleet costs by vehicle and department.

Trusted by communities in 37 U.S. states, from Rockland, ME to Capitola, CA.

1999
Established

37
U.S. states served

14
Customer stories

Trusted by the people who keep things running
Putnam, CT Keith County, NE Rockland, ME Dover, MA West Point, VA Oxford, NC Edgewood, FL Whitehouse, OH Pequannock Township, NJ Stafford Township, NJ Perry Township, OH Violet Township, OH Walnut Township, OH City of Otsego, MN

■ Sound familiar

Why fleet maintenance slips

Most public works departments are not short on wrenches. They are short on one place to keep the fleet’s history.

Preventative maintenance lives on a whiteboard

An oil change every 3,000 miles only happens if somebody remembers to check the odometer. Vehicles and equipment are expensive assets to let slip through the cracks.

Odometer readings stay on the fuel slip

Crews log the vehicle number and odometer at every fill-up, and that reading never reaches a maintenance record anyone can use.

Nobody can say what a vehicle costs

Labor, parts, and equipment costs sit in different places, so no one can put a number on a single truck when the budget asks for one.

Replace-or-repair is a guess

Without maintenance costs by vehicle, replacement planning comes down to age, mileage, and whoever argues the loudest at budget time.

Parts run out mid-job

Stocked parts leave the shelf without being tracked, and the re-order happens after a mechanic reaches for an empty bin.

Repair requests arrive as phone calls

Operators report a problem by call, by email, or in passing, and the shop hears about the noise a truck was making a week after it started.

Public Works Fleet Management Software

NovoGov Public Works Fleet Management Software is a cloud-based system that public works departments use to track vehicles and equipment, schedule preventative maintenance that creates its own work orders, manage parts inventory, and report on maintenance costs by vehicle and department. Some governments call this municipal fleet management software or government fleet maintenance software; the job is the same either way.

Crews view and update assets and work orders from a smartphone or tablet in the field. Odometer readings flow in automatically from your fueling system, and records you collected in the past can be uploaded so the history is complete. As part of the NovoGov Operations Management System, it connects to the work order and asset management tools your other departments already use.

■ See it running

Watch the demo

The Demo video demonstrates how to track and report on Fleet Assets (vehicles, heavy equipment, etc.) with related maintenance and costs. Scheduled Preventative Maintenance is covered and Fuel Management integration is discussed.

■ Asset tracking

Every vehicle and piece of equipment in one list

Track any kind of asset: vehicles, heavy equipment, even generators, lawn mowers, and chainsaws. Custom asset and work order forms fit the record to how your shop actually works. Barcode tags placed in the door jamb mean a mechanic can scan a vehicle number and have its full maintenance history on screen in seconds.

  • Any asset type, not just vehicles
  • Custom asset and work order forms
  • Barcode scanning in the door jamb
  • Full maintenance history per asset
List of fleet assets in the NovoGov fleet management software
Preventative maintenance schedules for fleet vehicles in NovoGov

■ Preventative maintenance

Maintenance that schedules its own work orders

Schedules can be date based, like an engine air filter every 12 months, or meter based, like an oil change every 3,000 miles. When the next date arrives or a logged odometer reading crosses the threshold, NovoGov creates the work order and assigns it on its own. Fuel system integration logs odometer readings at every fill-up, and GPS systems can feed readings the same way, so the meters stay current without anyone typing them in.

  • Date and meter based schedules
  • Work orders created automatically
  • Fuel system integration
  • GPS odometer readings

■ Cost reporting

Know what every vehicle costs before the council asks

Every work order carries its parts and labor: stocked inventory pulled from multiple locations, non-stocked parts bought for the job, and the hours a mechanic logs against it. Employees submit work requests from a desktop or phone instead of calling the shop. Reports and dashboards roll it all up into labor, equipment, and parts costs by vehicle and by department.

  • Costs by vehicle and department
  • Parts and labor on every work order
  • Weekly parts re-order report
  • Employee work request portal
Fleet maintenance cost report by department in NovoGov

■ What switching looks like

Going live without missing a PM

The shop keeps working the whole time, and past maintenance data can be uploaded so the history starts complete.

1. Scope it

We map the vehicles and equipment you actually maintain and which department owns each one.

2. Configure it

Your asset and work order forms, PM schedules, and parts lists are set up around how your shop already works.

3. Train the team

An assigned implementer walks your office and field staff through the parts each of them will use.

4. Go live

Crews log work in the new system and the maintenance history becomes the system of record.

What our clients say

Gerry Vernon, Public Works Director

“The Public Works Department in the Town of Winter Park, CO needed a way to track calls for service from the public and log maintenance costs for its fleet. After much research, the system by Novo Solutions was selected. I have found the web-based interface very user-friendly, and the customer service provided by Rich Hunter has been exceptional. This solution is perfect to meet the department’s need to become more efficient and effective.”

Town of Winter Park, CO Logo

Town of Winter Park, CO

Thomas Wilbur, Highway Superintendent

“With NovoGov, it’s easy to collect and view the data in a way that actually makes sense. What used to take 45 minutes now takes less than 2—and it’s accurate, searchable, and right at our fingertips. The only thing limiting us now is time and imagination.”

Thomas Wilbur, Highway Superintendent, Keith County, Nebraska

Keith County NE Logo

Keith County, Nebraska

Travis Sirrine, Highway Superintendent

“The Board of Selectmen was blown away the first time I showed them what we could now report on.  They had no idea how many tasks we handled. Now they have data—charts, work orders, asset histories. It changed the conversation.”

Travis Sirrine, Highway Superintendent

Putnam, CT Logo

Town of Putnam, CT

David Seugling, Public Works Director

“Switching to NovoGov has been a game changer for our department. It’s streamlined communication, eliminated paperwork, and made it easy for our field crews to update work orders in real time. The system is incredibly flexible and user-friendly — I’d make the switch to NovoGov again in a heartbeat.”

David Seugling  – Public Works Director

Pequannock Township NJ Logo

Pequannock Township, NJ

Todd Philbrook, Public Works Director

“NovoGov works REALLY well for us. It’s easy to enter data, easy to look up complaints, and flexible enough that it can be tailored to match exactly how we operate. The support has been phenomenal, and it’s saving us time across the board.”

Todd Philbrook, Public Works Director

Rockland ME Logo

Rockland, Maine

■ Taking it to the board

What this looks like in a council packet

The real cost of every vehicle

Labor, equipment, and parts costs roll up by vehicle and by department. The Director of Public Works in Oxford, NC put it this way: “We now have the ability to track and report on the cost of equipment usage, materials, and labor hours. This helps us know the real cost of doing work which greatly helps with budget planning.”

Replacement planning with data

Maintenance cost by vehicle is the number a replace-or-repair decision needs. When the record shows what a truck really costs to keep on the road, the budget conversation gets shorter.

Equipment that lasts longer

Automated PM reminders mean scheduled maintenance stops slipping, so you get more life out of the vehicles and equipment you already own before replacement money enters the conversation.

Request a Demo

■ Built for government

What your procurement team will ask

A U.S. company since 1999

Novo Solutions was established in 1999 and is based in Virginia Beach, Virginia.

Secure by design

Secure, Microsoft Azure infrastructure with encrypted data transfer.

Works with your GIS

Integrates with Esri ArcGIS, so requests sit on the same map your other departments already use.

Set up around your workflow

Configured to how your departments already work. As Dover, MA put it: “We weren’t nickel-and-dimed for every form or module.”

■ Questions we get

Public Works Fleet Management FAQ

What can municipal fleet maintenance software track?

Any kind of asset: vehicles, heavy equipment, and non-vehicle equipment like generators, lawn mowers, and chainsaws. Each asset carries its own record and maintenance history, and custom asset and work order forms let you capture the fields that matter to your shop.

Schedules can be date based, like changing an engine air filter every 12 months, or meter based, like changing the oil every 3,000 miles. NovoGov automatically creates and assigns a work order when the next PM date occurs or when a logged odometer reading crosses the threshold.

Yes. Many municipalities and counties log the vehicle number and odometer reading at fueling, either on site or with a fuel card at select gas stations. Those odometer records flow into the vehicle record in NovoGov automatically and can trigger scheduled maintenance work orders. GPS systems can log odometer readings the same way.

Yes. Stocked parts can be tracked across multiple locations, non-stocked parts can be defined for purchase, and a weekly re-order report keeps the parts room ahead of demand. Labor hours are added to work orders, and other time, like training, can be logged too, so job cost reports show the full picture.

Yes. Assets and work orders can be viewed and updated on a smartphone or tablet, and suppliers can be contacted from the same record. Barcode tags placed in a vehicle door jamb let staff scan the vehicle number and pull up its maintenance history on the spot.

Labor, equipment, and parts costs can be tracked and reported by vehicle and by department, with dashboards for a quick view of where maintenance money goes. Data you collected in the past can be uploaded as well, so reports draw on a comprehensive history instead of starting from zero at go-live.

Pricing depends on which departments are involved. Ask for a quote using the form below and we will put together options for your size of community.

Work Order Software

Turn a repair request into a scheduled work order with parts, labor, and cost attached.

See details →

Solid Waste Management

Bulk pickup, trash carts, routes, and the fleet maintenance behind them.

See details →

Public Works Software

The wider toolset for the streets, water, fleet, and facilities crews doing the work.

See details →

Asset Management Software

Every asset your departments maintain, on the same Esri map.

See details →

■ Next step

Request a demo

A working session on your own fleet, not a slide deck. We will show you how an asset is tracked, how a PM schedule creates a work order, and what the cost report looks like at the end of the quarter.

  • Not ready for a demo? Choose Discovery Call in the form for a shorter conversation.
  • Just checking one thing? Choose Ask a Question.
  • Or read the Rockland, ME story first.
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