Advancing EV fleet transitions in local government

At the 2024 Electro Mobility Conference and Expo in Auckland, the Institute of Public Works Engineering Australasia (IPWEA) shared critical insights into fleet management maturity and its role in enabling electric vehicle (EV) transitions for local governments in Australia. The presentation provided practical guidance on advancing EV adoption across various stages of fleet management, from planning and policy to staff engagement and asset selection.

Understanding the fleet management maturity scale

The Fleet Management Maturity Scale, developed by IPWEA, is a comprehensive tool used to evaluate local government fleet performance in Australia. It is built on four key pillars:

1. Experience and knowledge
2. Processes and documentation
3. Data quality and record keeping
4. Monitoring and improvement

The scale comprises three maturity levels: Basic, Core, and Advanced, each representing different levels of sophistication in fleet management. It applies to all facets of fleet management procurement, maintenance and disposal. Even experienced fleet managers can find themselves at the basic stage due to a lack of documentation or formal processes. As IPWEA notes, fleet management is complex, constantly evolving, and requires a structured approach to reach higher maturity levels.

Planning and Policy: Setting the foundation for EV transition

IPWEA emphasises that the first step in EV transition is to establish a solid plan or policy. The maturity levels in this area range from a general goal to reduce emissions (Basic) to a more integrated sustainability and EV transition plan linked to a 10-year replacement strategy (Advanced).

• Basic: Councils at this level may have a stated goal to reduce fleet emissions, but it often lacks concrete planning or integration with broader sustainability efforts.
• Core: Many local governments in Australia have adopted net-zero targets by 2035. These targets are often part of council plans, but actual progress toward achieving these goals is limited.
• Advanced: An advanced planning and policy level incorporates a sustainability plan that includes a detailed EV transition plan, aligning it with the Fleet Asset Management Plan (FAMP). This involves collaboration with fleet managers, as well as budget and capital cost estimates. According to IPWEA, only a few councils have reached this level, indicating room for improvement.

IPWEA highlights that transitioning to EVs often starts with policy development. However, these policies are not always fully backed by resources or commitment from leadership, leading to inconsistent implementation.

Fleet Assessment: Bridging the data gap

Fleet assessment is essential for evaluating current vehicle utilisation, which informs the selection of EVs. According to IPWEA, the maturity levels in this area are:

• Basic: This involves having an accurate asset register, monthly utilisation reports, and an annual fleet business plan.
• Core: A core-level fleet assessment includes a comprehensive fleet asset management plan that outlines how to integrate EVs into the fleet. It involves operational assessments to determine how different departments use vehicles and whether the transition to EVs is feasible.
• Advanced: At this level, councils optimise fleet size based on operational requirements and generate system-based key performance indicators (KPIs) that include emissions reporting. The use of in-vehicle monitoring systems (IVMS) is also a hallmark of advanced fleet assessment.

Despite these guidelines, IPWEA notes that most Australian local governments still struggle to maintain an accurate asset register, often due to insufficient executive support or lack of prioritisation for data management.

Staff Engagement: Building EV awareness

Staff engagement plays a crucial role in EV transition, particularly in addressing range anxiety and debunking myths about EV safety. IPWEA’s maturity levels for staff engagement are:

• Basic: This includes basic communications like emails, newsletters, and vehicle branding to inform staff about new EV acquisitions.
• Core: At this level, councils implement driver induction programs and hold EV drive days to familiarise employees with EV technology. EVs are also integrated into the pool car fleet.
• Advanced: Advanced engagement involves working with operational departments to identify specific EV use cases, developing driver personas, and integrating EVs into human resources policies. For example, new employees may be informed that company cars are EVs, supporting organisational culture change.

IPWEA has noted significant progress in staff engagement within local governments. Councils are moving beyond simply informing staff about EVs to actively involving them in the transition process through training and events.

Charging Requirements: Laying the infrastructure

Charging infrastructure is critical for successful EV integration. IPWEA defines the different maturity levels for charging requirements as follows:

• Basic: Councils at this level typically have a one-to-one charger-to-vehicle ratio, using basic alternating current (AC) chargers without load management software. Electricity assessments are completed, but infrastructure is often limited.
• Core: A core maturity level involves a more strategic approach, with load management software, renewable energy contracts, and AC/DC charging options that can serve multiple vehicles. Maintenance contracts for chargers are also established.
• Advanced: The most mature level includes home charging options with automated billing, integration with public and private charging networks, and a fully costed EV charging plan within the Fleet Asset Management Plan.

While some councils have implemented load management and renewable energy solutions, IPWEA notes that many are still in the early stages of building charging infrastructure. Challenges like ageing depots and limited funding have slowed the roll-out of more advanced solutions.

Asset Selection: Expanding EV use across the fleet

Asset selection often begins with pool car fleets before expanding to other vehicle types. IPWEA categorises the maturity levels in this area as:

• Basic: Councils start by integrating EVs into the pool car fleet.
• Core: At this level, councils aim for a 100% EV pool fleet, offer EVs as leaseback options, and begin transitioning to electric light plant equipment like mowers and blowers.
• Advanced: Advanced asset selection includes electrifying all asset categories, including light and heavy fleets, light and heavy plant, and minor plant. Councils at this level are researching and testing electric garbage trucks and other heavy-duty vehicles to meet broader operational needs.

IPWEA notes that many councils in Australia initially rushed to purchase EVs without a comprehensive EV transition plan, resulting in vehicles with low utilisation, insufficient charging infrastructure, or broader integration challenges.

Challenges and the path forward

IPWEA acknowledges that local governments face significant challenges in transitioning to EVs. Many depots were built decades ago for internal combustion engine (ICE) vehicles and lack the infrastructure needed for EVs. Office spaces are often leased, complicating the installation of charging facilities. Budget constraints post-COVID have also slowed the progress of EV adoption.

Support from senior leadership is vital for a successful EV transition. Strong backing from mayors or general managers before COVID has since waned, making it difficult for fleet managers to prioritise EV transitions amid competing demands.

The insights from IPWEA at the 2024 Electro Mobility Conference highlighted the current state of EV transition among local governments in Australia. While progress has been made in areas like staff engagement and initial asset selection, significant gaps remain in planning, infrastructure, and strategic execution.

The IPWEA Fleet Management Maturity Scale offers a clear roadmap for local governments, guiding them from basic to advanced levels of EV adoption. By addressing identified challenges and fostering support across all organisational levels, local governments can accelerate the shift toward a sustainable fleet future.