ENTERPRISE ASSET MANAGEMENT SYSTEM Larimer, CO
Date Due: April 14, 2020 at 2:00 PM | RFQ # 120-01
Contact: Lou Garcia | Project Director 1001 Boulders Parkway, Suite 300, Richmond, VA 23225 443.904.3897 | [email protected] www.timmonsgis.com
1001 Boulders Parkway P 804.200.6500 Suite 300 F 804.560.1016 Richmond, VA 23225 www.timmonsgis.com
April 14, 2020
Les Brown, Purchasing Director Larimer County 200 W. Oak Street Suite 4000 Fort Collins, CO 80521
RE: Enterprise Asset Management System for Larimer County, CO - RFQ# 120-011
Timmons Group Inc., along with our software teaming partner Azteca Systems, Inc. (Cityworks) makers of Cityworks software, are pleased to submit our response to meet the requirements as outlined in the referenced Request for Information. For over 20 years, Timmons Group has provided a wide variety of work order, asset management system implementation and configuration services for Cityworks, and award-winning GIS services to utilities, municipal, federal, and private clients. Our team encompasses Cityworks and the Cityworks Server AMS software product. Cityworks Server AMS is the leading GIS-Centric CMMS & Enterprise Asset Management System (EAMS) on the market, which allows for extensive combined capabilities, software tools and depth of experience required to form a solid foundation for the success of this project. Additionally, Timmons Group is unique as it is the only Cityworks Business Partner that is both a Platinum Implementation Partner and a Strategic Development Partner.
We believe that Cityworks® Server AMS meets each of your requirements both now and with any future expansion. We have included an in-depth description of the Cityworks Server AMS product and a brief overview of our typical implementation approach (a more detailed approach can be provided upon request), which has led to numerous successful implementations across North America. Cityworks is the leading provider of GIS-centric enterprise management solutions. Designed for agencies that care for capital assets, infrastructure, and facilities, the Cityworks approach is unique in the industry, leveraging the inherent value and investment of your Geographic Information System (GIS) database and software. Cityworks Server AMS provides powerful tools for maintenance management, Asset Management, customer care, and work management, as well as a platform for integrations to other systems.
A partnership with Timmons Group offers Larimer County (County) a significant number of benefits. From initial system planning, design and change management activities all the way through implementation and deployment, you will have direct access to industry-leading engineering, planning, GIS, and information technology professionals and "best-of- breed" Enterprise Asset Management and CMMS services. We distinguish ourselves through our training program that starts at project kickoff and doesn't end until well past project completion. We understand that we are working to implement more than just software, but also assist in developing revised workflows and business processes to make the County more efficient at its CMMS and Enterprise Asset Management. Timmons Group is also keenly aware and highly recommends that an organizational change management strategy be developed during the course of this project. Timmons Group will work closely with the County in managing this change and assuring the acceptance of the County stakeholders for this paradigm shift to embracing and accepting the Cityworks Server AMS solution. We fully understand and agree that asset management is not just about a piece of software, but rather the resources, training, data, procedures (workflows), and the software components all working together in a unified effort.
As detailed throughout our submittal, Timmons Group understands and will be your partner in implementing a GIS based Enterprise Asset Management/CMMS to manage your multiple asset groups. We understand that the new application should be run as a web-based application using relational database management systems. Users will have the ability to access the Enterprise Asset Management System/CMMS from either browser based or Windows-based workstations as well as iOS and Android mobile devices. Additionally we work with our clients to build real value using your data and the Cityworks tools to enhance your maintenance management strategies, achieve your asset management goals and respond to criteria such as AWIA 2018 certification.
Timmons Group brings a rich pool of people, knowledge, and expertise to this project through multiple years of experience in implementing Asset Management solutions with water utilities. We have partnered with a multitude of utility and municipal clients to help them achieve their Enterprise Asset Management/CMMS goals. In a collaborative process, Timmons Group will build a roadmap, engages experienced professionals, and executes a well-planned approach for your
GIS | STRATEGIC PLANNING | DATA MANAGEMENT | WEB AND MOBILE DEVELOPMENT | ASSET MANAGEMENT | STAFF AUGMENTATION 1001 Boulders Parkway P 804.200.6500 Suite 300 F 804.560.1016 Richmond, VA 23225 www.timmonsgis.com implementation, integration to other systems and assists you with conversion from legacy systems and data. We understand and embrace the desire of the County to take an iterative phased approach to the project progression.
Timmons Group is committed to providing the County with the resources needed to achieve your goals and the priority to complete each task on schedule and within budget. Our dedicated staff will provide you with consistent, responsive service. We have established a strong team, based on similar projects, client success and certification status. Timmons Group has not had any contract terminated for default in the past five years.
Our team will provide the County: . An unsurpassed ability to deliver sound solutions to all phases of your program – Key team members dedicated to your project offer an impressive level of professional experience and knowledge for delivering services to your full range of associated services. . The leveraging of past experience. We have implemented Cityworks with well over 90 clients that have faced the challenges you currently face. . A full understanding of your program requirements and a project team committed to exceeding your highest expectations through the development of sound and innovative technical solutions. We invite you to review our qualifications, while keeping the following points in mind: . Timmons Group is a Cityworks® Platinum Implementation Partner, with our project team comprised of experienced subject matter experts who have worked together on multiple successful work management projects specific to Cityworks® AMS. We were recently awarded our 96th Cityworks project. . Timmons Group is a Cityworks® Strategic Development partner with intimate experience with all of Cityworks® API’s and experience in leveraging them for custom integrations and mobile deployments for iOS, Android, Surface or Windows tablets or smartphones. . The Timmons Group Public Facing PLL Portal allows our clients to extend traditional counter, phone based or kiosk services to a web-based tool, thus, expediting your public service offerings. . A team with institutional knowledge needed to see the project assignments through…all the way through. We will leverage our “lessons learned” on recently completed similar projects to your full advantage. We have integrated Cityworks with numerous other systems ranging from financial, to billing, to mobile technologies. . A team which prides themselves with delivering innovative solutions that exceeds our clients’ expectations. Each team member is empowered to do what it takes to make sure your projects are successful endeavors for you and your stakeholders.
Timmons Group greatly appreciates this opportunity to present our submittal and we are confident that our team represents the best overall value to the County. If you have any questions or require any additional information, please feel free to contact Lou Garcia at 443.904.3897.
Respectfully yours,
Ronald R. Butcher Jr., MBA, GISS, GISP Lou Garcia, PMP Principal in Charge Project Director
GIS | STRATEGIC PLANNING | DATA MANAGEMENT | WEB AND MOBILE DEVELOPMENT | ASSET MANAGEMENT | STAFF AUGMENTATION Enterprise Asset Management System RFI# I20-01
TABLE OF CONTENTS RFI Response Submittals ...... 1 1. Description of the reason for your interest in possibly providing an Enterprise Asset Management (EAM) solution...... 1 2. Brief history of your firm...... 9 3. Brief description of past experience providing similar services/supplies...... 9 4. Your best estimated price range to provide the services/supplies as stated herein; lowest estimate to highest estimate...... 18 5. Your best estimated time frame for completing a project of this size and scope...... 19 6. Company brochure/literature ...... 20
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Enterprise Asset Management System RFI# I20-01 RFI RESPONSE SUBMITTALS 1. DESCRIPTION OF THE REASON FOR YOUR INTEREST IN POSSIBLY PROVIDING AN ENTERPRISE ASSET MANAGEMENT (EAM) SOLUTION. The Cityworks Server AMS solution we are proposing is capable of performing all the technical requirements desired by Larimer County (County). However, this does not indicate, nor is it true, that simply by purchasing and installing our solution that you will be performing CMMS and asset management to the level you desire; nor will you become more effective at performing all of the various tasks associated with the desired level of CMMS and asset management. When Timmons Group works with our clients to address their Asset Management needs, we prefer to utilize the ISO 55000 definition which states:
“Asset Management capabilities include processes, resources, competencies, and technologies to enable the effective and efficient development and delivery of asset management plans and asset life activities and their continual improvement.” - as defined by ISO 55000
When reviewing this definition, Cityworks Server AMS certainly fits the technology section and addresses this extremely well. ISO 55000 also states that Asset Management is: the coordinated activity of an organization to realize value from assets. In order to meet the ISO 55000 definition and to reflect the goal of realizing value, the areas of processes, resources and competencies must be first recognized and understood and then a plan must be enacted to address them and to fold them into an overall plan, of which Cityworks Server AMS can be a part of.
Timmons Group proposes to work with the County to refine your existing or to create new workflows, following existing regulations, business rules and other criteria so that the County can leverage Cityworks to meet your CMMS and asset management goals. It will be our intent to utilize these processes and to “tweak” them as necessary to include best practices, ISO 55000 guidelines, ASCE, & AWWA guidelines, and to fully and effectively utilize the full capabilities of Cityworks Server AMS. This initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by County staff. A primary objective of this task is for our implementation team to review and understand how the County conducts business and manages its assets. The ultimate goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the Cityworks Server AMS deployment and the County in order to understand the technological impacts and the non-technological impacts related to business processes and workflows that make up your vision. Realizing your vision, however, can be challenging. It will require change – new behaviors and new skills. It will also require a solid foundation of well-defined business processes and solution requirements. But before any supporting IT tools can be configured, there must be clarity on the organization’s core processes: the workflows for key steps and sub- steps, and what data must be collected at which points to inform which decisions. By analyzing business processes in a structured way, one streamlines the technology and data needs and, perhaps more importantly, one can identify tangible improvement areas for quick wins.
Engaging Timmons Group as a partner on your Asset Management programs will yield the results you demand. Many years of important lessons learned will be available to you and your stakeholders throughout the life of your program. Regarding group specific consulting, Timmons Group brings not only geospatial and information technology professionals to assist with the implementation of the Cityworks Server AMS solution, but also subject matter experts in the fields of utilities, civil engineering, transportation, planning, asset operation and maintenance in multiple asset classifications. You will have the opportunity to work with our planning, engineering, geospatial, and technology subject matter experts who will share over a century of combined ideas and solutions with you in support of your greater mission. These resources will be available to the project team to assist with best practices as Cityworks is configured uniquely to each Functional Group and Cityworks is configured around each Functional Groups business processes and workflows. These subject matter experts will review the proposed configuration workflows for best practices and address the “do they make sense” questions, prior to Timmons Group submitting the proposed workflows for County approval.
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Enterprise Asset Management System RFI# I20-01 Larimer County, no doubt, faces a critical turning point under the pressure of aging infrastructure, deprived maintenance routines, and financial pressures. Staff must manage its assets, collect and analyze information, and provide long-term value to the public. Under this project you have the opportunity to leverage data and technology in new ways and to leverage processes and asset analytic techniques. Beyond the immediate process efficiency gains, your Asset Management program can help affect real cultural change within the organization. Positions once dedicated to reactive maintenance can evolve into positions focused on preventative maintenance, analytics and structuring controlled ‘experiments’ in a quest for more capital investment. Truly, you have an exciting opportunity.
Based on our experience in leading Asset Management transformations and the related implementation of Cityworks Server AMS, we believe you need a very specific type of partner. You need a team of advisors who are familiar with core asset management processes and workflows yet are able to translate business requirements into technology specifications. You need a team that are both CMMS functional consultants as well as an asset management consultant.
The CMMS functional consultant is typically focused on the design of the failure code hierarchy. Whereas the asset management consultant is focusing on the failure analytic design to be used for identifying bad actors, drilling down on failure modes (and causes), and making more informed decisions. In short, you need seasoned professionals with a bias for action and pragmatism as opposed to academic purity. You need organizational change experts who know how to connect with the front line as well as the executive suite, to ensure there is top-down support and real momentum for the journey. We would suggest that you also need partners who think holistically, from maintenance operations to technology to the supporting areas of the County, in order to ensure that your CMMS and asset management plan and Cityworks Server AMS are configured for long-term success.
Scope Requirements Response We have interest in providing a solution for your aforementioned desire to have an enterprise asset management solution because we believe our team provides a technical solution that meets or exceeds all of your technical requirements as well as the technical and consulting resources to see you through a successful implementation. Our approach will deliver a well- designed and supported solution that is self-sustaining and one that you can grow and build upon for many years. We have provided our response in the following table below:
Requirement Cityworks Timmons Group Comments Can Meet 1. User Management a. Ability to administratively create and deactivate user accounts so that accurate access is See Cityworks product description for details maintained. Yes b. The ability to administratively maintain access by functional area so that users can interact with See Cityworks product description for details those areas relative to their functions. Yes c. The ability to administratively maintain user See Cityworks product description for details permissions (Create, Read, Update, and Delete) Yes
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Enterprise Asset Management System RFI# I20-01 so users can accurately interact with their assigned areas. i. Business area level ii. Data field level Yes See Cityworks product description for details d. The ability to have users provide both a login and See Cityworks product description for details password to gain solution access. Yes e. The ability for a user to reset their own password. Yes See Cityworks product description for details f. Preference to utilize Single Sign On capability. See Cityworks product description for details County currently uses Okta. Yes 2. Network Management a. Ability to define & manage network components called nodes -- where 2+ roads come together or As Cityworks is built upon Esri’s ArcGIS the road end points. i. Support multiple node types, answer is dependent upon how your GIS data such as: is constructed and your GIS data model 1. Roadways Likely 2. Intersections (nodes between) As Cityworks is built upon Esri’s ArcGIS the answer is dependent upon how your GIS data Likely is constructed and your GIS data model 3. Road Gates As Cityworks is built upon Esri’s ArcGIS the answer is dependent upon how your GIS data Likely is constructed and your GIS data model 4. Weather stations (on roads) As Cityworks is built upon Esri’s ArcGIS the Yes asset must be in the GIS 5. Waterways/Drainageways As Cityworks is built upon Esri’s ArcGIS the answer is dependent upon how your GIS data Likely is constructed and your GIS data model 6. Confluences As Cityworks is built upon Esri’s ArcGIS the answer is dependent upon how your GIS data Likely is constructed and your GIS data model 7. Storm sewers As Cityworks is built upon Esri’s ArcGIS the Yes asset must be in the GIS b. Ability to define & manage network components As Cityworks is built upon Esri’s ArcGIS the called links -- roads between intersections, storm asset must be in the GIS sewer systems (mapping ability) Yes c. Ability to define and maintain snow & mow routes Yes See Cityworks product description for details d. Ability to define and maintain snow fence Yes See Cityworks product description for details e. The ability to define and manage network As Cityworks is built upon Esri’s ArcGIS the components called group types -- groups of related answer is dependent upon how your GIS data network components. Likely is constructed and your GIS data model f. The ability to define & manage network As Cityworks is built upon Esri’s ArcGIS the components into routes (group of sections is a answer is dependent upon how your GIS data route). Likely is constructed and your GIS data model g. The ability to share network components (nodes As Cityworks is built upon Esri’s ArcGIS the and links) and the rules related (only have one answer is dependent upon how your GIS data network now...roads but looking to expand). is constructed and your GIS data model. This is more of a GIS exercise than related to Likely Cityworks. h. The ability to define & invoke actions on network components – element, such as: See Cityworks product description for details i. Create Element Yes ii. Merge Element Yes See Cityworks product description for details iii. Split Element at Measure No GIS function iv. Split Element at Node No GIS function v. Close Element No GIS function vi. Replace Element Yes See Cityworks product description for details vii. Recalibrate Element ? Not sure what this asking for/implying 3 | Page
Enterprise Asset Management System RFI# I20-01 viii. Shift Assets Along Element No GIS function i. The ability to define & invoke actions on network components - node: i. Shared Reshape ii. Move Node Yes See Cityworks product description for details j. The ability to perform the following actions: i. Create Asset / Add assets directly from a map ii. Create Distance Break / Defines a See Cityworks product description for details distance between a disconnected road Yes iii. Ability to generate geometry from shape GIS function files or other existing GIS sources. No 3. Crash Manager a. The ability to create and edit crash data from GIS or other solution function multiple sources No b. Describe analysis capabilities such as hotspots, See Cityworks product description for details intersections, related road characteristics, etc. Yes 4. Traffic Manager a. The ability to receive and create electronic and See Cityworks product description for details manual traffic count data Yes b. The ability to edit traffic count data No Function via traffic sensor c. The ability to create speed data Yes See Cityworks product description for details d. The ability to create classification data Yes See Cityworks product description for details e. The ability to associate multiple counting station See Cityworks product description for details data sets to a traffic section. Yes 5. Public Inquiry Manager a. The ability to capture public comments related to (but not limited to) roads, bridges, culverts, signs See Cityworks product description for details so that possible issues are documented. Yes b. The ability to tie a Public Inquiry Manager function/lifecycle to a Work Order solution (see See Cityworks product description for details #14) Yes 6. Asset Management a. The ability to define business areas & related data set groupings so that current business needs / organization can be supported, such as: See Cityworks product description for details i. Pavement Management (Larimer currently uses PAVER) Yes ii. Structures (bridges and culverts) Yes See Cityworks product description for details iii. Signs Yes See Cityworks product description for details iv. Guardrails Yes See Cityworks product description for details v. Pavement Markings Yes See Cityworks product description for details vi. Stormwater Quality Structures Yes See Cityworks product description for details vii. Traffic Counts Yes See Cityworks product description for details viii. Crashes Yes See Cityworks product description for details ix. GIS Yes See Cityworks product description for details x. Land parcel ownership, maintenance See Cityworks product description for details responsibility Yes b. The ability to define data attributes for all data set See Cityworks product description for details groupings (see above) Yes c. The ability to manually create/maintain data so that See Cityworks product description for details missing or incorrect data can be resolved. Yes d. The ability to create data by automated methods (i.e. - data uploads from outside sources See Cityworks product description for details i. .csv files Yes
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Enterprise Asset Management System RFI# I20-01 ii. See ‘Mobile Device Requirements’ for See Cityworks product description for details more Yes e. The ability to edit data en masse so that related data can be edited more quickly and with less one- See Cityworks product description for details off errors. Yes f. The ability to track changes over time of location, See Cityworks product description for details attribute values, and inspection/condition records. Yes g. The ability to define data schema rules on data See Cityworks product description for details imports and manual creation. Yes h. The ability to define data creation workflows so that related audit and review activities can be executed, such as: See Cityworks product description for details i. Staged data review / auto release to production Yes ii. Staged data review / manual release to See Cityworks product description for details production Yes iii. Replace vs amend Yes See Cityworks product description for details iv. Data delete flows Yes See Cityworks product description for details i. The ability to perform a spatial join between asset types i. Take assets of differing types and relate See Cityworks product description for details them spatially to each other - tabular and GIS form. Yes 7. Mobile Device Requirements a. The ability to use a mobile device for the collection See Cityworks product description for details of data while in the field Yes b. The ability for a mobile device to download data Yes See Cityworks product description for details c. The ability to support phone, tablet and laptop See Cityworks product description for details devices Yes d. The ability to support leading mobile operating See Cityworks product description for details systems Yes e. Needs to support disconnected data collection and See Cityworks product description for details maintenance. Yes 8. Reporting a. The solution should have an embedded report See Cityworks product description for details engine and output tool (i.e. - Crystal) Yes b. The ability to create reports that are based on user See Cityworks product description for details permissions relative to the data Yes c. The ability to create and maintain canned reports Yes See Cityworks product description for details d. The ability to create ad-hoc reports Yes See Cityworks product description for details e. The ability to produce a GASB34 report See Cityworks product description for details, Yes data from Cityworks can be used to support 9. Consumers of Asset Management Data a. The ability to export related data so that the following functions are supported: See Cityworks product description for details i. Larimer County Sheriff Crash Yes ii. EnerGov Yes Via an integration iii. Transportation Report Card Yes See Cityworks product description for details iv. Road Event Status Yes See Cityworks product description for details v. GIS (integrate with ESRI's solutions) Yes Out of the box functionality vi. Road Information Locator Data Yes See Cityworks product description for details vii. EOC Damage Assessment Data Yes See Cityworks product description for details viii. Right-of-Way management Yes See Cityworks product description for details ix. Central Squared Financials (valuation Via an integration data) Yes 10. Stormwater and Flood Plain Management
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Enterprise Asset Management System RFI# I20-01 a. The ability to support Larimer County’s duty for stormwater permitting and flood plain management See Cityworks product description for details requirements. Yes 11. Transportation Master Plan a. The ability to assist in producing a Transportation Master Plan See Cityworks product description for details i. Needed every five (5) years Yes ii. Primarily based on asset data Yes See Cityworks product description for details 12. ADA Compliance a. The ability to identify all elements of road/pedestrian facilities that do not comply with See Cityworks product description for details current ADA rules Yes b. Support transition plan including scheduled work See Cityworks product description for details and map-based presentation Yes 13. Projects Identification a. The ability to define various full project lifecycles including planned, scheduled, and completed See Cityworks product description for details projects. Yes b. Support various full project lifecycles including planned, scheduled, and completed projects. i. See Cityworks product description for details Different project types will be supported by differing and specific data sets Yes c. Support project level budget, bid, and as See Cityworks product description for details constructed cost data Yes d. Support high level scheduling elements including See Cityworks product description for details planned and actual dates Yes 14. Work Orders a. The ability to define work order workflows See Cityworks product description for details i. Recipients Yes ii. Type (project, maintenance, replacement) Yes See Cityworks product description for details iii. Due dates Yes See Cityworks product description for details iv. Costs Yes See Cityworks product description for details v. Cost centers Yes See Cityworks product description for details vi. Approvals needed Yes See Cityworks product description for details vii. Scheduling Yes See Cityworks product description for details viii. Statuses Yes See Cityworks product description for details 15. Content Management a. The ability to integrate with Hyland’s ‘OnBase’ Integration already exists, requires content management functionality for all document configuration. management needs Yes 16. Environmental Requirements a. Please describe your environmental requirements See System Requirements below and support model.
Cityworks 15.5 System Specifications Cityworks Database Specifications for a Database (Intel®) Server: Server* • Windows Server 2012 (64-bit) • Windows Server 2012 R2 (64-bit) • Windows Server 2016 (64-bit) • Windows Server 2019 (64-bit) • 32 GB RAM (or better) • Current Intel Xeon®/server class processor 3.46 GHz (or better)
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Enterprise Asset Management System RFI# I20-01 * Database server assumes a machine hosting the organization’s SDE geodatabase (supporting both editors and viewers) and Cityworks database (supporting users of Cityworks AMS/PLL). Please contact Cityworks with any questions.
Server AMS-PLL Specifications for a PC (Intel®) Client: Client • 2.0 GHz Intel Core® processor (or better) • 2 GB RAM (or better) • Windows 10 (32/64-bit) • Firefox* • Chrome* (There is a known issue in Storeroom with Chrome 46) • Microsoft Edge**
*Because browsers update frequently and silently without user prompting, if an issue arises that is determined to be the result of a browser update, we will endeavor to address it as we would any other issue of similar nature.
**Microsoft announced upcoming changes to the Edge browser to support the Chromium rendering engine. Due to these changes, we have limited support for Microsoft Edge.
AMS-PLL Application Specifications for an Application (Intel®) Server: Server • Windows Server 2012 or 2012 R2, IIS 8.0/8.5 (~40 users) • Windows Server 2016 (64-bit), IIS 10 • Windows Server 2019 (64-bit), IIS 10 • 12 GB RAM (or better) • Current Intel Xeon®/server class processor 3.46 GHz (or better) • Application consumes 1 GB of disk space (500 MB on system drive) • .NET 4.5 Framework Windows Server features (.NET Extensibility 4.5 only if using Windows Server 2012/R2) • .NET 4.6.2 Framework installed on both application and GIS servers. Requires Crystal Reports Runtime 13.0.16–13.0.20. • .NET Framework 4.7.2 is required for the Cityworks application server as well as the GIS server if the Cityworks SOE is used.
We do not provide disk space requirements because it is dependent on factors like the size and quantity of attachments and map images.
AMS-PLL Application Specifications for an Application (Intel®) Server: Server • Windows Server 2012 or 2012 R2, IIS 8.0/8.5 (~80 users) • Windows Server 2016 (64-bit), IIS 10 • Windows Server 2019 (64-bit), IIS 10 • 24 GB RAM (or better) • Current Intel Xeon®/server class processor 3.46 GHz (or better) • Application consumes 1 GB of disk space (500 MB on system drive) • .NET 4.5 Framework Windows Server features (.NET Extensibility 4.5 only if using Windows Server 2012/R2) • .NET 4.6.2 Framework installed on both application and GIS servers. Requires Crystal Reports Runtime 13.0.16–13.0.20. • .NET Framework 4.7.2 is required for the Cityworks application server as well as the GIS server if the Cityworks SOE is used.
We do not provide disk space requirements because it is dependent on factors like the size and quantity of attachments and map images.
Cityworks add-ons Cityworks Utilities interface for pavement management • PAVER versions 5.3.7–6.5.7 7 | Page
Enterprise Asset Management System RFI# I20-01 Pavement Management 1.0 app • PAVER version 7.x Cityworks Utilities interface for CCTV • PACP versions 4.4 and 6.0
Supported Esri Esri Enterprise Platforms: 10.3, 10.3.1, 10.4, 10.4.1, 10.5, 10.5.1, 10.6, 10.6.1, 10.7, and Platforms 10.7.1
Esri Workgroup Platforms: 10.3, 10.3.1, 10.4, 10.4.1; 10.5, 10.5.1, 10.6, 10.6.1, 10.7, and 10.7.1
Supported RDBMS Oracle 11g R1, Oracle 11g R2, Oracle 12c, Oracle 12c R1, SQL Server 2012, SQL Server Platforms 2014, SQL Server 2016, SQL Server 2017, and Oracle 12c R2, and Oracle 18c
Supported RDBMS SQL Server Express 2012, SQL Server Express 2014, SQL Server Express 2016, and SQL Express Platforms Server Express 2017
Esri Platform Notes *Feature Access via a map service requires the GIS data to be stored in an ArcSDE geodatabase—a file geodatabase is not sufficient here. To learn more about how Cityworks AMS/PLL provides comprehensive access to the geodatabase, contact Cityworks.
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Enterprise Asset Management System RFI# I20-01 2. BRIEF HISTORY OF YOUR FIRM. Timmons Group is a well-established 700+ person professional consulting firm providing information technology and engineering consulting services to state, local, tribal, federal and private clients throughout the USA since 1953. Our geospatial and information technology services include: requirements definition, strategic planning, implementation planning, infrastructure design, database design, data model development, application development, data conversion, field data collection, web development, system integration and implementation. We are a national leader in innovative technology products and services. Inspired by your vision, our client service teams solve technology challenges in imaginative and cost-effective ways. Our extensive experience providing GIS application solutions for a variety of clients enables us to offer our clients an excellent mix of experience and proven processes for the design and development of projects to support anticipated business solutions, increased systems integration and increased service reliance. Our Geospatial Services Division employs a broad range of subject-matter experts across all areas of information technology and geospatial technologies. Our firm offers over 100 GIS professionals - from our GIS technicians to our database managers, programmers, systems engineers, consultants and project managers, our award-winning team prides itself on its unique ability to understand your vision and create a solution tailored to your mission-critical business requirements.
TIMMONS GROUP FIRM OVERVIEW 105+ Founded in 1953 Dedicated Geospatial staff
90+ Cityworks Experience in 50 states 700+ Implementations Total Staff
• Greensboro, NC • Richmond, VA (will serve County) • Hampton Roads, VA • Ashburn, VA • Raleigh, NC • Charlotte, NC 16 • Staunton, VA • Charlottesville, VA • Dallas, TX • Phoenix, AZ • Elizabeth City, NC Nationwide offices • Baltimore, MD • Prince George, VA • Washington, DC
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Enterprise Asset Management System RFI# I20-01 3. BRIEF DESCRIPTION OF PAST EXPERIENCE PROVIDING SIMILAR SERVICES/SUPPLIES.
Timmons Group – Implementation Partner Timmons Group has been a Cityworks Business Partner for 17+ years. The symbiotic relationship enjoyed between Cityworks and Timmons Group is a unique and tremendously advantageous team to our clients. While Cityworks is a software company, Timmons Group is a company focused on professional services and excellent project delivery. This, unique in the industry, teaming arrangement allows Cityworks to concentrate upon the constant development and improvement of their product offerings while Timmons Group concentrates on the successful implementation, real world use and exploitation of the Cityworks products. We view our mutual clients from somewhat different perspectives, however this is to your advantage. Timmons Group is free to ensure that the Cityworks products are implemented so that they work utilizing the workflows, business rules and processes our mutual clients desire, including integration to other software systems. Timmons Group will ensure that Cityworks works for you and is not a system that Larrimer must dedicate tremendous (and unnecessary) resources to. We are free to concentrate on the exacting requirements our clients require. We therefore look at the operational side of our client’s requirements and the strategic goals they wish to achieve, as well as keeping our clients abreast of the latest trends and standards in best practices of asset management and CMMS. Cityworks can concentrate on how their products meet the basics around software: constant development, ensuring the software performs as desired, provides capabilities to meet best practices and standards and stays abreast of the latest technology developments, as well as the look and feel end users demand. Cityworks is also able to ensure their future product offerings are aligned with long term strategic goals of not only Esri GIS, but also their clients wishes and desires. All of this is made possible by offering to you, our clients, a true team of experts. Although your primary contact with the team will be with Timmons Group during the implementation, Cityworks will take an active role in the project. Our teams work together to develop our proposal responses, Cityworks Client Success Managers are involved in our scope development and will be involved with the project team (comprised of Larrimer, Timmons Group and Cityworks) from the start, including attendance at key project meetings. Once Go Live occurs Cityworks involvement will become more prominent. However, rest assured, both Cityworks and Timmons Group will remain involved and attentive to you as our mutual clients well past the Go Live stages. We share the common value that our success is truly achieved only when our clients are successful. Both Timmons Group and Cityworks take this seriously and feel that this unique relationship only makes our two companies stronger and our clients more satisfied.
Timmons Group is a multi-disciplined engineering and technology firm recognized for nearly twenty years as one of Engineering News Record’s (ENR) Top 500 Design Firms in the country. We provide civil engineering, environmental, geotechnical, GIS/geospatial technology, landscape architecture and surveying services to a diverse client base. Founded in 1953, we are a well-established firm with a pioneering spirit. Decades of experience allow us to lead our industry with an unwavering commitment to forward thinking, innovative design and complete solutions that help our clients be successful. Inspired by your vision, our client service teams solve your challenges in imaginative, cost-effective and constructible ways. As a 650+ person professional services consulting firm with nearly 2,000 clients, our extensive experience in technology, engineering, planning, and surveying enables us to design and implement innovative solutions to solve our clients’ varied challenges.
As Timmons Group celebrates our next sixty years, we are extremely proud of the legacy we have established in solving the many challenges our clients have entrusted to us. However, we are not resting on our many accomplishments of the past; but rather, we are focusing on building our culture as community leaders and responsible corporate citizens, focused on understanding your specific challenges and helping you to realize your vision.
Timmons Group, which has established itself as one of the most sought-after enterprise asset management (EAM) consulting groups in the United States, is excited about working side-by-side with you and your staff to develop a technological legacy that you, your organization, and all your stakeholders will take pride in. Our unique view of your project is one of the distinguishing traits that sets Timmons Group apart from other Cityworks asset management consultants. We do not view these projects as simply a software installation and configuration job. Rather, we view Cityworks as an integral piece of your over-riding enterprise CMMS/asset management strategies and the foundation 10 | Page
Enterprise Asset Management System RFI# I20-01 upon which countless additional work tasks will rely upon for the feature-rich content needed to support your organizations varied daily operational, regulatory, and customer service challenges. We look forward to sharing our ideas and solutions for this project. Timmons Group has been approached by other software vendors to be implementation partners within this market space, however Timmons Group works exclusively with Cityworks in this market space.
Cityworks – Software Solution Provider Cityworks is a powerful, flexible, and affordable web GIS-centric public asset management solution. Cityworks AMS (Asset Management Solution) and Cityworks PLL (Permits, Licensing, and Land) are designed to help manage physical infrastructure assets and land-based assets, as well as their associated data, work activities, and business processes. Cityworks AMS and PLL can be used together or as independent solutions.
The Cityworks approach is innovative and unique. By leveraging the inherent value and investment of GIS data, each organization can utilize a common spatial data platform to manage public assets in the field, office, and warehouse. Cityworks provides a system of record for collecting applicable information to support day-to-day business needs and regulatory compliance. Cityworks is scalable, easy-to-use, and based on open technology.
Built exclusively on Esri’s innovative ArcGIS technology, Cityworks helps organizations track historical work, understand associated costs, establish and streamline workflows, schedule preventative maintenance, and create data visualizations.
Founded in 1986, the company began as a consulting firm that provided cartographic mapping support to federal agencies. We earned a reputation for GIS-centric solutions, and public works agencies began approaching us for help with their asset management strategy. In 1996, the Cityworks asset management solution was born. In 2010, the company released the first version of Cityworks PLL. In 2015, Cityworks was released as a web GIS-centric platform designed with a variety of AMS and PLL apps, specialized ancillary apps, and a framework capable of efficiently integrating with other systems.
In October 2019 Azteca Systems, LLC (dba Cityworks) was acquired by Trimble, Inc. (NASDAQ: TRMB). Trimble was founded in 1978 and has its corporate headquarters in California. Trimble services global industries in agriculture, building and construction, geospatial, natural resources and utilities, local governments, transportation, and others.
Azteca Systems, LLC—Cityworks is part of Trimble’s utilities and local government segment with its primary office in Utah. Cityworks is the original and leading GIS-centric public asset management software platform. With Cityworks partners, Cityworks provides complete implementation, integration, data conversion, and process review services, as well as re- engineering, education, and ongoing software updates and upgrades.
Cityworks is headquartered in Sandy, Utah, a suburban community in the southern Salt Lake City metropolitan area, where most of our staff work. Regional offices in Colorado, Texas, Wisconsin, Indiana, and Florida house customer support, sales, and marketing personnel. Additional offices are located in California, Oregon, Missouri, Alabama, North Carolina, Virginia, Pennsylvania, New York, and Maine.
Number of years deploying the proposed product Timmons Group has deployed Cityworks for over 17 years.
Number of support personnel in the organization and services offered Timmons Group has over 650 employees, 125 of which are dedicated to geospatial solutions, of these 125, 20 work nearly exclusively on Cityworks implementations, customer support, integrations and accompanying product development to further leverage the Cityworks platform. Cityworks has 124 employees. Trimble has over 11,000 employees. Customer support employs 19. A dedicated Customer Success Manager (CSM) is assigned to each account upon reward. That CSM can leverage resources from across the company to assist each client.
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Enterprise Asset Management System RFI# I20-01 Timmons Group has completed, or is currently working on, 90+ successful Asset Management software implementation projects for clients in 26 different states as well as outside of the United States.
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Enterprise Asset Management System RFI# I20-01
Cityworks® AMS Implementation | City of Auburn, AL Contact: Christopher Graff | Tel: 334.501.7207 | Email: [email protected] 144 Tichenor Ave., Auburn, AL 36830 Project Dates: Implementation completed in 2012; Maintenance is ongoing Project Description: Timmons Group implemented the Cityworks Server technology to streamline and improve the way the City handles service request routing, tracking and management and for improving the work order management process. Timmons Group provided on-site support and coaching during the “go- live” process. This allowed for a smooth transition and any on the fly adjustments that may have been needed. We also provided an additional set of after “go-live” support hours for the City as well as an online Help Desk. As part of this implementation Timmons Group integrated Cityworks with the City of Auburn’s existing Utility Billing System (Tyler Technologies Eden & currently MUNIS). By integrating Cityworks with the existing Utility Billing System the City has been able to leverage all of the functionality of Cityworks while maintaining their current utility billing business process.
Cityworks® AMS Implementation | City of Asheville, NC Contact: Sarah Sheldon | Tel: 828.232.4566 | Email: [email protected] PO Box 7148, Asheville, NC 28802 Project Dates: Implementation completed in 2012; Maintenance is ongoing Project Description: The City of Asheville is working with Timmons Group to implement a city-wide asset management solution in efforts to modernize operations, aligning with efforts to control their costs and still provide the highest possible level of service. This asset management system replaces functional groups' existing, outdated work management system, expand mobile system use, and allow for better system integration with the department's applications including Geographic Information System (GIS) database and software. Timmons Group will partner with the City in implementing Cityworks Server AMS through a highly collaborative process. The asset management system is configured for use by multiple functional groups throughout the City, including Public Works, Water Distribution, and Water Production & Treatment/Laboratory.
Cityworks® EAMS Implementation | Skagit PUD, Redmond, WA Contact: Angela Forbes | Tel. 425.861.6000 | Email: [email protected] Project Dates: Implementation was completed in 2015; Maintenance is ongoing Project Description: The Skagit County PUD (PUD) contracted with Timmons Group for implementation of an Enterprise Asset Management System (EAMS) for their water distribution and plant division. Through extensive evaluation the PUD chose Azteca Cityworks as their asset management platform. As part of this implementation Timmons Group integrated Cityworks with PUD's Financial Management System (Cayenta) as well as the PUD's Customer Information System (NorthStar). By integrating Cityworks with these enterprise applications PUD is able to leverage all of the functionality of Cityworks while maintaining their current financial business process.
Cityworks® AMS Implementation | Otay Water District, CA Contact: Adolofo Segura | Tel. 619.670.2222 | Email: [email protected] Address: 2554 Sweetwater Springs Boulevard, Spring Valley, CA 91978 Project Dates: Implementation completed in 2016; Maintenance is ongoing Project Description: The Otay Water District contracted with Timmons Group for implementation of an Enterprise Asset Management System (EAMS) for their water, recycled water, and sewer systems.
Through extensive evaluation the District chose Azteca Cityworks as their Asset Management platform. Timmons Group implemented the Cityworks Server AMS technology to streamline and improve the way the District handles service request routing, tracking and management and for improving the work order management process. Otay also utilizes the analysis built into Cityworks for Capital Project planning, asset lifecycle costs analysis, etc.
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Enterprise Asset Management System RFI# I20-01 Spotsylvania County, VA Department of Utilities and Public Works, Cityworks PLL Implementation for New Asset Tracking Contact: Spotsylvania County, VA | Erik Ray | 540.898.2053 | [email protected] Year Performed: Implementation completed in 2019; Maintenance ongoing Project Description: Seeking to enhance its new asset tracking and community engagement, Spotsylvania County Department of Utilities and Public Works engaged Timmons Group to implement Cityworks PLL with the goal of improving its utility permitting workflows. The goal is to utilize Cityworks PLL to track new assets at every stage of its development including application intake, review and pre- construction meetings, site visits, inspections/tests, acceptance, and warranty. The County also wanted to improve engagement with the development community to increase transparency and ease of use. The Timmons Group PLL Portal was implemented to expose information to the developers, so they could receive feedback in real time and make requests and schedules digitally.
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Enterprise Asset Management System RFI# I20-01 Letters of Reference
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Enterprise Asset Management System RFI# I20-01
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Enterprise Asset Management System RFI# I20-01
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Enterprise Asset Management System RFI# I20-01 4. YOUR BEST ESTIMATED PRICE RANGE TO PROVIDE THE SERVICES/SUPPLIES AS STATED HEREIN; LOWEST ESTIMATE TO HIGHEST ESTIMATE.
Timmons Group has provided a preliminary cost structure below to offer Larimer County a basis for future budgeting.
The estimated one-time professional services required for a successful implementation will range between $115,000 to $140,000 depending on the exact scope of services, integrations and data conversion.
The estimated software costs for an implementation of this size will be approximately $50,000 to $100,000 annually depending on number of departments utilizing the software. This cost includes annual support and software upgrades.
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Enterprise Asset Management System RFI# I20-01 5. YOUR BEST ESTIMATED TIME FRAME FOR COMPLETING A PROJECT OF THIS SIZE AND SCOPE.
A project of this estimated scope typically requires a 10-14 month project schedule for successful completion.
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Enterprise Asset Management System RFI# I20-01 6. COMPANY BROCHURE/LITERATURE Cityworks AMS Product Description As a global leader for public asset management, Cityworks designs, creates, promotes and advocates GIS-centric software as a best practice to strengthen smart communities. We recognize GIS as the authoritative system of record for local government and public service organizations. Built exclusively on Esri’s innovative ArcGIS technology, Cityworks offers a robust system of record, engagement, and insight for public asset management.
The Cityworks Platform
Cityworks AMS (Asset Management Solution) provides powerful tools for asset management, customer care, and work management, while Cityworks PLL (Permits, Licensing, and Land) provides tools for tracking permits, licenses, planning applications, business and regulatory processes, engineering approvals, and code enforcement cases from beginning to end. Cityworks AMS and PLL are fully integrated, allowing GIS asset data, service requests, work orders, and inspections to be viewed in the same environment as GIS parcel data, permits, and licenses. Cityworks is designed with built-in applications that provide end users with optimized office or mobile experiences for their specific tasks. Office contains full functionality and is designed for a desktop environment while Tablet enables full asset management on mobile laptops and tablets. Both utilize a JavaScript map. Optional mobile apps are available, including Respond and native apps for iOS and Android. Respond is an app which enables mobile service requests, work orders, inspections, and PLL case management on an interface optimized for tablets and other mobile devices. Mobile native apps for iOS and Android are available for task-based usage when completing service requests, work orders, inspections, and PLL cases. While Respond requires a constant network connection, the mobile native apps can be used when a network connection is not available. Cityworks can be set up on-premises or as a managed deployment of Software as a Service (SaaS) with Cityworks Online (CWOL) hosted in a cloud environment. Cityworks utilizes cloud computing to access resources on the Cityworks platform, either on-premises or from Cityworks Online coupled with ArcGIS Online. Within the cloud, Cityworks generates data requests for the various Cityworks apps including Cityworks web forms and the Esri web map. Cityworks initiates data requests to feature services for resources available on ArcGIS Server (or ArcGIS Online if using CWOL). A Representational State Transfer (REST) service is used to return a snapshot of the relevant GIS data to the Esri web map used by the Cityworks apps. In addition to Cityworks apps, JavaScript Object Notation (JSON) web services have been developed to allow integration with third-party Cityworks-centric applications to satisfy the needs of your organization. APIs are licensed separately and
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Enterprise Asset Management System RFI# I20-01 require configuration services. Web GIS-centric Cityworks fully leverages an organization’s investment in spatial data. Designed on the premise that a Geographic Information System (GIS) is a superior platform with which to organize, store, and manage asset (networked and non- networked infrastructure) data, including location, connectivity, detailed attributes, maintenance and case activities, and historical data. The following are characteristics of a Cityworks GIS-centric solution: • Utilizes the ArcGIS geodatabase and only the geodatabase as the authoritative asset database for all assets dispersed or condensed (without variance), requiring no interface, no syncing, and no redundancy. • Allows for maximum flexibility in designing the asset database for virtually any asset, dispersed or condensed. Design and create it in the geodatabase and a GIS-centric software is configurable to it and not the other way around. • Builds on the geodatabase as an “open” and interoperable database, inherently spatial, with well-known and understood data structure elements. The asset data cataloged and maintained by an organization in the geodatabase are not owned by the software vendor. The organization fully owns and controls their data. • Relies solely on the ArcGIS feature services and database connection methods to update and access the authoritative asset data to assure data integrity, quality assurances, and constraints are maintained. • Can access an ArcGIS web map without constraints. The applications are configurable to use the web map as is and do not require a vendor-specific web map. • Supports single sign-on identity. An organization can choose AGOL or Portal for ArcGIS as their identity storehouse and the GIS-centric software and associated apps will support this with a single sign-on.
By utilizing a web GIS-centric model, our clients build only one database in an open and shared environment. Our clients that had already started their GIS development understood the benefit immediately. Those that had not started began to see how Cityworks could help them build their GIS and lower costs by using the asset inventory capabilities to create the attribute information associated with their infrastructure. Rather than paying twice, clients create both the graphic and attribute information simultaneously. Cityworks provides an intuitive user interface—one that mimics the business processes (service request, work order, inspection, permit, license)—to create, manage, and access data while using GIS.
System of Record Asset management can only be performed with an accurate asset inventory. Today, most asset management systems have incorporated the practices of asset and maintenance management into a single application. Cityworks is unique in that it also brings the location component of these features into the system environment. Using embedded ArcGIS software, Cityworks brings together powerful technologies in an easy-to-use platform while performing both asset and maintenance management. The inventory of capital assets and infrastructure is maintained in the geodatabase. By using the GIS tools available in Esri’s ArcGIS and Cityworks, users have complete and comprehensive asset data creation, editing, management, and analysis tools at their disposal. These functions include: • User-definable assets (features) • User-definable attribute fields (feature attributes) • Asset inventory directly linked to work management functions • Assets managed within a visual hierarchy • Assets directly linked to electronic documents • Assets used in capital budgeting, planning, and rehabilitation • Asset changeout, readings, lookup, search, split, and table editor
Asset Geodatabase Models Cityworks has developed and refined non-proprietary asset geodata models for common infrastructure: water, sewer, streets, traffic, parks, facilities, and more. These can be used by our customers as templates to develop a geodatabase design. These models can also be modified for user-specific needs, or a customer may decide to use a model of their own design. Telvent data models for the electric and gas industries are also compatible with Cityworks. 21 | Page
Enterprise Asset Management System RFI# I20-01 Because it is data-model-independent, Cityworks can read any geodata model created for any feature type beyond the Cityworks-developed geodata models. Consequently, Cityworks has been deployed to manage a wide variety of diverse assets, including buildings, treatment plants, electric networks, recreation equipment, marinas, airports, highways, vehicles, and much more. Cityworks leverages the inherent value of a GIS-centric enterprise asset inventory by managing the assets and their associated attributes (type, condition, installation date, and so forth), and by managing the work done to care for assets. The link between assets and work orders is maintained in such a way that the history of completed work orders against a specific asset is viewable and is easily retrieved. If an asset has not yet been identified in the geodatabase, Cityworks can manage work performed by associating it to a valid address, and it can seamlessly update the history once the asset is reflected in the geodatabase.
Service Request People are ever dependent on infrastructure—highways, railways, fresh water, live telephone, uninterrupted energy, and so on. Both businesses and homeowners rely on the operational integrity of these systems for transportation, health, and finance. Meeting customer demands is an integral part of asset and maintenance management. Recording customer issues and needs is as much a part of a maintenance system as doing actual field work. Customers are often the first to recognize problems. Agencies have long recognized the need to listen to their customers, accurately identify problems, and implement timely resolutions. Required maintenance may be initiated because of a constituent complaint. A service request is typically created after a caller notifies the agency of a problem at a specific location. Service requests track a variety of important data, such as caller information, labor usage, status, dates, assignments, and more. The exact cause of a problem might not be easily determined from a telephone call. Therefore, the service request is issued to an inspector who can visit the site, speak with the caller, and explore the situation to gather more refined information. If warranted, the inspector may create a work order to remedy the situation. If the inspector determines that the apparent problem is a private concern or unrelated to the agency, the service request can be sent to the appropriate agency, yet still capture the comments, time, and labor costs associated with the customer call or on-site visit.
Tablet for AMS—Service Request
Service requests include the following functionality: • Caller information tracking • Labor costs • Multiple callers on a request • Combine multiple requests into a single request • Automatic notification of the same type of request in the area
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Enterprise Asset Management System RFI# I20-01 • Spatial display of requests on the map • Attach documents or photos • User-defined problem codes • Question and answer scripting configured to problem type • Assign Submit and Dispatch To personnel based on request location and Q/A response • Relationship to work orders and inspections • Email to customer or internal personnel • Customizable printouts per problem type • Search and reports
Cityworks maintains a dynamic link between the service request and the work order. When a work order is closed, the associated service request is automatically closed.
Work Management You work hard to keep your infrastructure up and running, but information silos and legacy systems can get in the way. Cityworks is designed to help agencies improve communication, streamline workflows, and track historical work data. Cityworks gives you a detailed framework for asset management. By incorporating GIS into the asset repository, you can easily group assets by location, type, age, or other key parameters. These groupings can then be used to create and track work activities such as preventive maintenance, tests, inspections, repairs, and more. Cityworks AMS has been designed with the following functional tools: • Inbox • GIS-based asset data management • Map-based service requests • Address and asset-based work orders • Inspections and tests • Project management • Map tools • Administration tools
Inbox The inbox is the work management dashboard that displays a user’s important information at a glance. The inbox opens when the user first logs in to Cityworks and its design varies depending on which application is being used. Inboxes can display individualized reports, queries, map displays, announcements, images, and other web parts. In the Office for AMS, Tablet for AMS, and Respond applications, the inbox provides the ability to interact with the map or access service request, work order, inspection, and PLL case records. Respond’s inbox displays a set of tiles (or lists) used to access work assignments, charts, the GIS map, and searches and reports. The mobile native apps inbox displays a list of the user’s current assignments. Inboxes are login specific, meaning the information can be configured to be visible to a group of users or to individuals. In addition, an administrator can add a saved search to a domain's inbox, or a user can add a saved search to their individual inbox.
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Enterprise Asset Management System RFI# I20-01
Tablet for AMS—Inbox
Work Orders Work orders are the primary tool for maintenance management. Cityworks provides a means to manage and track work orders, activities, tasks, costs, employees, and other information relating to work performed on assets.
Work order functionality includes the ability to perform the following: • Create, edit, prioritize, assign, schedule, and close • Associate with service requests, inspections, and permits • Create task procedures associated to resources and assets • Track estimated and actual equipment, labor, and material costs • Supports Storeroom materials transactions • Create work orders with multiple assets or multiple work orders with individual assets • Create preventative (scheduled) or reactive maintenance work orders • Automatically assign work orders based on a geographic region • Automatically schedule work orders dependent on a time interval or date • Attach documents, images, videos, or other files • Add comments with rich text formatting, hyperlinks, and email notifications • Print and email • Spatially display work orders on the map • Search and create reports
Asset management involves two fundamental practices—reactive and scheduled maintenance. Reactive maintenance occurs when someone interacts with or recognizes a problem with an asset or with an infrastructure system. Scheduled maintenance is often driven by general preventative maintenance activities or recurring work schedules (weekly, monthly, and so on). Cityworks handles both scheduled and reactive maintenance. Examples of reactive maintenance would be a citizen calling the local government agency to report a pothole, damaged street sign, or leaking hydrant. Most reactive issues begin with a service request. Examples of scheduled maintenance would be water line flushing, valve exercising, right-of-way weed control, sewer line TV inspections, and storm inlet inspections.
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Enterprise Asset Management System RFI# I20-01
Office for AMS—Work Order
Dynamically linked, work orders are directly associated with their respective asset feature. In Cityworks, these types of work orders are called attached work orders. Unattached work orders are not associated with an asset feature, but they are associated to a feature type and a general location such as an address or intersection; they can later be attached to an asset. Multiple assets can be assigned to a single work order, or a work order can be created for each asset. Assets can also be associated to a work order or removed from a work order after it has been created, as the need arises.
Map Interface Cityworks utilizes a JavaScript map which displays on a separate browser tab. Active work orders, inspections, service requests, and cases are symbolized in the GIS map view, allowing for a quick and intuitive summary of maintenance activities. Using map tools enables users to locate addresses, select features, create service requests, work orders, cases, determine route navigation, as well as perform other map-related functions. The map interface includes a Tools menu and favorite menu items can be anchored to the top of the map. Clicking the menu item opens the appropriate toolset. Favorite tools can be set and organized by individual users. Those preferences are saved and remembered each time you work with the map, so they will be maintained across different browsers and devices.
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Enterprise Asset Management System RFI# I20-01
Respond—Map, Tools Menu (left), Favorite Tools (top), and Selection and Navigation Toolsets
Map tools functionality: • Base Maps—Change the base map. • Bookmarks—Store frequently visited map extents. • Create Activity—Enables creation of service requests, inspections, work orders, and cases from the map. • Data View—View and modify records and attributes of features. Display, move, and edit events. Show geodatabase attachments. • Editor—Edit the map. • Heat Maps—Display groupings of event layers on the map. • Layer Search—Select features from a map layer or search and select work activities. • Legend—Manage event layers, set selectable layers, adjust asset visibility, control the transparency, and zoom out to the full extent of the layer. • Locate—Locate work history in a specific location. • Measure—Measure distance, location, or area on the map. • Navigation— Navigate the map. • Printing—Print the map. • Redline—Draw on the map using a variety of graphics. Drawings can then be attached to service requests, work orders, and inspections. • Routing—Add locations to the map to generate a route for navigation. • Selection—Select assets on the map. • Split Line—Splits a linear asset into two sections and the work history can be copied from the first segment to the second.
The Cityworks eURL add-on enables sharing of maps created through GIS saved searches, inspection, request, work order, PLL case searches, and calculations from Operational Insights. This application generates a URL (web address) that can be shared as a link to an interactive map that displays real-time data or as a service URL that can be added to on another map outside of Cityworks.
Preventative Maintenance Cityworks can schedule preventative maintenance work orders and have them automatically generate repeat work orders as each is completed or per a regular cycle.
Preventative maintenance can be scheduled in advance for specific assets or groups of assets. These work orders can be
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Enterprise Asset Management System RFI# I20-01 configured to repeat once or continually per interval (days, weeks, months, or years) or on a specified date.
Tablet for AMS—Cyclical Scheduling Parameters
Repeat work orders can also be created by configuring asset readings that are linked to work order templates; work orders are generated when the asset reading values are exceeded. Alternatively, an API can be used to develop an interface with a third-party application to automatically create work orders based on milestones, thresholds, and measurements. APIs are licensed separately and require configuration services.
Resource Planning and Utilization Cityworks tracks the labor, material, and equipment resources used on each work order. The system is flexible, allowing agencies to design, organize, and modify resources to effectively manage their use. Estimated and actual resource costs can be tracked for comparison or generation of budget estimates. Contractor-provided resources can also be tracked. For comprehensive reporting, resource costs can be associated with tasks, work order assets, and accounts. Work order costs can be entered through the labor, materials, equipment, or ELM panels of the work order.
Labor Cityworks accounts for labor costs associated with a work order. The labor type can include employees or contractors listed by name or group, or they can be predefined on the work order template. Both estimated and actual costs can be tracked. Summary costs statistics are available for each work order and can be broken out by resource. Labor costs are displayed for those with permission to view costs. Cityworks has built-in standard cost types: regular, overtime, holiday, benefit, standby, shift differential, overhead, and other. These can be selected for each labor entry. Alternatively, dynamic costing can be set up within an organization and used for each labor entry. These are a set of user-defined cost codes customized for your needs. These dynamic codes are defined and edited in Designer using a simple interface. Fixed rate and percentages are supported.
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Enterprise Asset Management System RFI# I20-01
Tablet for AMS—Work Order Labor
Workload Workload is an optional app which assigns work activities to employees, including: inspections, work orders, and PLL tasks. The map displays unassigned activities and activities assigned to individual employees. These activities are easily reassigned using drag-and-drop from one list to another, or from the map to a selected employee. Overdue activity assignments are highlighted in pink.
Workload—Activity Assignments
Each activity requires an asset or geocoded address tied to the record for it to show on the map. The map displays activities based on projected start and finish dates.
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Enterprise Asset Management System RFI# I20-01 Material Cityworks accounts for material costs associated with a work order. At any time, the user can add or remove material based on actual usage and view estimated and actual material and costs assigned to the work order. Materials can be drawn and used from warehouse inventory as required.
Office for AMS —Work Order Materials
Storeroom When implemented with Storeroom (an optional app), users can track warehouse materials transactions with additional functions like security, costing options, vendor and material information, and material transaction reporting. Cityworks Storeroom is a product designed to track incoming and outgoing materials from multiple storage areas, including work vehicles, as well as manage stock, material cost, suppliers, and requisitions. Stock on hand is adjusted as materials are issued to a work order. If materials are removed from a work order, the stock on hand is adjusted to reflect a return to the storeroom. A Bill of Materials (BOM) can be defined to manually build an assembly and then easily add it to a work order when that group of materials is used. Storeroom functions are integrated with work orders created in Cityworks AMS. When materials are added to a work order, issue transactions are written to Storeroom to adjust the available stock. If materials are removed from the work order, receive transactions are recorded in Storeroom to return unused materials.
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Enterprise Asset Management System RFI# I20-01
Storeroom—Issue Transaction Search
Storeroom functions include the following: • Materials can be defined with a description, location, part number, supplier, manufacturer, stock quantity, unit cost, reorder quantity, user-defined fields, etc. • Requisitions can be created for individual materials or from a search on the reorder quantity threshold. • Material transfers from storeroom to storeroom can be tracked. For example, materials can be transferred from a main storeroom to another storeroom, a main storeroom to a vehicle storeroom, and so on. • Receive transactions can track the materials coming into the storeroom from a supplier or from a work order return. • Issue transactions track materials issued to an account, employee, or work order. • Audit transactions can be used to record adjustments made to material quantities and costs. All materials tracked in Storeroom can be accounted for with an audit. • Cycle counts can be used to schedule audit intervals. • Supplier information is tracked with materials. • Material cost types include LIFO, FIFO, Weighted Average, or Current, which are used to accurately track costs and prepare estimates. • All materials transactions are recorded, whether entered from Storeroom or from a work order, to account for all materials and their costs. • ABC valuation defines which materials are associated with the highest costs. • Material assemblies comprised of several materials is supported. • Barcode technology is supported using the tablet’s camera or scanners configured for the device. • Cityworks Analytics reporting is supported. • Searches based on receives, issues, requisitions, transfers, audits, materials, and suppliers.
Equipment Cityworks tracks work order equipment hours and associated costs. At any time, users can add or remove equipment based on actual usage and view estimated and actual equipment and costs assigned to the work order.
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Office for AMS—Work Order Equipment
An optional Equipment Check Out app is available for equipment check out and check in, reservations, and searches of check out history. Other functions include tracking reserved work order equipment as well as keeping a history of equipment and employee usage.
Tablet for AMS—Equipment Check Out
ELM ELM provides users with a way to quickly add equipment, labor, and material (ELM) to a work order. Crew profiles can be created consisting of employees and associated materials and equipment. When a crew is selected, the associated resources and costs can be added to the work order. These resources can also be applied to tasks, assets, and accounts. Contractor provided resources can also be added using ELM.
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Tablet for AMS—ELM
Tasks Tasks organize workflows to better manage and account for specific processes associated to a work activity. For example, the first task of a mainline repair could be to set up a temporary barricade. Once the barricade is in place, the trench can be excavated. Other tasks may include draining the area, replacing defective pipe sections or valves, backfilling the excavation, compacting, and removing the barricade. Information, such as the person who completed the task and the date it was completed, are recorded. Tasks can be added in sequence to a work order as needed, or they can be predefined as a set of tasks on a work order template.
Respond—Work Order Tasks
Tasks can also be removed from the list, as the situation dictates. Tasks should be marked as completed (or skipped) before the work order is closed. For comprehensive reporting, tasks can be associated with work order assets, as well as labor, material, and equipment.
Inspections In Cityworks, an inspection is a recurring record of a feature or related object’s condition. Inspections track asset observations or test results. Assets can have several inspections performed on them. For example, multiple TV inspections, dye tests, and smoke tests can be performed on any sewer gravity main. Each inspection can be associated to a work order or can be created independent of the work order. Cityworks provides predefined inspection templates, or the user can also create their own inspection templates with fields pertinent to their inspection processes. 32 | Page
Enterprise Asset Management System RFI# I20-01 Ad-hoc search tools can query the database for inspections based on field values or geographic location. Subsequent ad- hoc or summary reports can be created, and the data can be exported to Microsoft Excel. Like work orders, service requests, and cases, inspections can be represented spatially on the map.
Respond—Hydrant Inspection Example
System of Engagement—Field Use People are ever dependent on infrastructure—highways, railways, fresh water, live telephone, uninterrupted energy, and so on. Both businesses and homeowners rely on the operational integrity of these systems for transportation, health, and finance. Meeting customer demands is an integral part of asset and maintenance management. Recording customer issues and needs is as much a part of a maintenance system as doing actual field work. Customers are often the first to recognize problems. Agencies have long recognized the need to listen to their customers, accurately identify problems, and implement timely resolutions. Cityworks has designed field applications which encourage interaction with the system from a location such as job site. Users can access authoritative real-time data which has proven to be a time-saver in helping organizations provide effective customer care. Field applications include the following: Tablet for AMS and PLL, Respond, and mobile native apps for iOS and Android. Each has an interface different from the others, and are suited for the user, purpose, and device. Tablet is a core application built into the Cityworks platform. It offers full work management functionality and allows users to operate Cityworks in a mobile setting, such as on a tablet at a job site, and requires a constant network connection. Tablet uses a map that opens in a separate browser tab.
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Tablet for AMS—Work Order
Respond is an optional product that focuses on Office-based functionality in a mobile setting. Respond requires a constant network connection to enable real-time updates to manage aspects of Cityworks from a remote location. Respond (version 1.6 and newer) can also capture digital signatures on AMS inspections and PLL tasks.
Respond—Work Order
Mobile native apps for iOS and Android are optional products which enable Cityworks to be used in a disconnected environment. Users can create and edit work orders, service requests, inspections, and cases. While working offline, all the work is saved locally on the device. Upon syncing to the system once a network connection is established, the work is synced with the main database. Any new work activities are loaded onto the device at this time. Work orders and inspections can be created from the map or from work orders, service requests, or inspections. Service requests can be created from the map. Users can also view and edit PLL tasks. Work orders, service requests, inspections, and cases can be opened in Respond, Tablet, Esri’s Collector for ArcGIS, and Esri’s Navigator for ArcGIS. Collector allows users to create and edit GIS features in the field. Navigator uses GIS to create routes for navigating to job sites. More functions enable viewing activities in Apple Maps or Google Maps. 34 | Page
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iOS App—Work Order Example and List of Accessible Apps
iOS App—Inbox
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iOS App—Menu and Map
The menu in the iOS and Android apps allows access to the following: • Map—Shows a user’s activity assignments or configured search results spatially on the map. Users can change the visibility of layers and activity symbols, zoom to a location, open work activities, and sync the mobile app. Secured GIS services can be consumed using ArcGIS.com or Portal for ArcGIS credentials. • Inbox—Lists a user’s work activity assignments or configured search results. Activity assignments can include work orders, inspections, and PLL tasks submitted to a user, and service requests dispatched to a user. The inbox can also display work activities based on any desired search criteria. • Recent—Displays the most recently viewed work activities on the device. • Pending Updates—Display records that have been created or edited but not synced. • Errors—Shows a list of errors encountered, such as failure to connect to the network.
Cityworks AMS with PLL Cityworks AMS and PLL are fully integrated, allowing GIS asset data, service requests, work orders, and inspections to be viewed in the same environment as GIS parcel data, permits, and licenses. Cityworks PLL is a web GIS-centric permits, licensing, and land platform designed to manage development projects, code enforcement cases, and other similar projects from inception to completion. It facilitates the use of ArcGIS mapping functions at all relevant levels. It is not only functional for private land development, but it can also be used for utilities, highways, parades, festivals, and other public projects.
Cityworks PLL is designed with built-in Office for PLL and Tablet for PLL apps that provide the end user with an optimized office or mobile experience. These apps contain full permits, license, and case management functionality and are designed for office computers, mobile laptops, and tablets.
Cityworks PLL gives your jurisdictions direct control over their business processes. Basic functional forms are highly adaptable and can be tailored to each organization’s unique structure and needs. Customized templates help manage the required data for specific processes. As many or as few templates as necessary can be designed to streamline the 36 | Page
Enterprise Asset Management System RFI# I20-01 development process. PLL can be configured to allow access by multiple departments within an organization, such as land management, legal department, public utilities, and others. Workflows efficiently track applicable tasks from application or request, through reviews, fee collection, inspections, commission meetings, hearings and abatement, license renewal, and more. GIS features can be associated to records and may include parcels, street segments, intersections, addresses, or any other defined GIS features.
Office for PLL—Summary View
Public Access Public Access is the citizen portal to Office and Tablet for PLL. It allows citizens and contractors to apply for and track the progress of permits and licenses, start the application process, or finish an incomplete application. Once the permit or license has been created, the user can request inspections, check inspection status, cancel an inspection, and pay permit fees. This app contains a message board and a map with navigation tools.
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Public Access—Home page
Attaching Files It is often necessary to attach related documents to a work order, service request, inspection, or PLL case. Cityworks allows users to attach virtually any type of digital file—images, documents, operations or maintenance manuals, photographs, CAD files, and more. Attached files are stored on a server, and the work activity stores a link to that file. The files can be opened if the native application of the file is accessible to the user.
Printing Work Activities Work orders, service requests, inspections, and PLL cases can be printed using user-defined templates that match the organization’s existing look-and-feel, industry standards, or other driving factors. Users can print the work activity with an accompanying map that illustrates the area, attachments, and a project inventory (if applicable). Maps can be set up employing user-defined map templates that may include a key map, legend, north arrow, scale bar, and other pertinent information.
Cityworks Administration Cityworks includes Designer, a powerful, yet easy-to-use administration app which is used to configure and manage an organization’s Cityworks AMS work environment and configure some of the PLL settings. Tools are available for defining and maintaining records related to employees, materials, equipment, and work order, service request, and inspection templates, and related information such as tasks, actions for service requests, contractors, crews, and customer accounts. Administrators can also manage general and user-specific preferences and domain, group, and employee permissions. Other functions are available for configuration of GIS assets and services, and licensing for tracking the users per application.
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Designer—Main Menu
Domains define the Cityworks workforce structure, with shared work activities and resources within each domain. This includes groups, employees, request templates, work order templates, employees, etc. Groups are assigned permissions to add labor to work activities and each have security for GIS rights. Employees may belong to multiple groups. If an employee belongs to multiple groups that have different security rights, the employee is assigned the security rights with greatest access. Your agency will need to determine how they want to set up Cityworks to define the domains and security within the organization. For example, a municipal public works agency may define domains for water and wastewater, electric, streets, stormwater, signs and signals, and parks. On the other hand, the agency may decide to define a single domain encompassing all departments while sharing many resources and configuration settings; divisions can be maintained within the organization through employee permissions to each division’s respective templates. Employees, contractors, material, equipment, and other elements are entered into the system through templates or import functions. Templates and tasks can be cloned, creating new templates with the same configuration.
Templates Templates for service requests, work orders, and inspections are created in Designer. These can be customized to the needs of your groups or divisions. Each has configuration for security, supports user-defined fields, can be cloned, and supports customizable print templates. Service request templates define address-based service request problem types. For example, service request problem types could be a damaged hydrant, electric meter service, graffiti, potholes, and others. Each template can be configured with predefined values, including Q/A decision tree, submit, dispatch, priority, duration, map information, associated work order templates, and others. Work order templates are used to define work orders for specific assets. For example, a pressurized water main asset has several associated work order templates which describe the work activities performed to maintain the asset: flush main, inspect main, install main, and so on. Each template can be configured with predefined values, including category, priority, submit to, supervisor, repeat cycle, estimated resources (labor, materials, and equipment), tasks, default inspections, associated map layers, and more.
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Designer—Work Order Template Example
Inspection templates can be customized to define inspections types performed on assets. Cityworks also contains a set of standard predefined inspection templates that only need to be configured to their asset types. Inspection types could be defined for TV inspection, pavement inspection, facility inspection, valve inspection, and more. Inspections track Q/A observations, condition scores, and calculations. Predefined values can include general fields, observation details, assets, and map layers.
System Security Cityworks security features include the following: • Several levels of increasingly fine-grained security. o Application login o Filtering by domain, group, and user security o UI security at the presentation level via site, page, and UI business logic • Other security controls exist, which include the ability to create, edit, and close work activities. • Rule models are defined for access to labor rates or costing, reporting, and system administration. • External threats such as SQL injection, code injection, and web service security are handled through a variety of provisions such as database transactions which occur through stored procedures, prevention of XSS scripting, and security certificate utilization. • Audit files track data changes made to key fields on service requests, work orders, inspections, and other records. The ID, field name, old value, new value, date/time, and login are recorded. Only administrative personnel can view the audit file.
It is recommended that Cityworks data be backed up on a regular basis. This is the responsibility of the client to perform these tasks. SQL Server or Oracle system software contains functionality to schedule and execute backups.
Search and Report Cityworks contains ad-hoc search and report tools to query the work management data. Searches can be performed displaying future scheduled work, overdue work orders, or assignments to specific people or groups, and can include a variety of date ranges and other parameters. Nearly every field in Cityworks is searchable, allowing for comprehensive data 40 | Page
Enterprise Asset Management System RFI# I20-01 reporting. Combinations of fields can be used in a search, which can form the basis of an ad-hoc report. These fields include account number, address, priority, status, tasks, selected assets or asset type, custom fields, and many others. In addition, search criteria can be saved as user or domain searches.
Tablet for AMS—Work Order Search
The Cityworks work order search engine includes the following functions: • Search on multiple fields including general, GIS, tasks, details, comment strings, labor, and more • Choose the fields which are visible in the search results • Display tasks fields, asset cost summary fields, map layer fields • Choose a sort field and option for descending order • Save searches for domain, group, or personal use
The work order search results include the following functions: • Open selected records • Combine selected records • Sort by a column in ascending or descending order • Group and sub-group records using column headers with up to seven levels • Display on the map or in a list view • Display and edit projected dates in a schedule calendar • Display work order frequencies per asset type • Display entity and feature IDs • Open selected records in ELM • Print current page, print selected work orders, print preview • Export data • Create navigational routes between selected records 41 | Page
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Office for AMS—Work Order Search Results
Cityworks is compatible with third-party search and reporting tools such as Crystal Reports and can access customized Crystal Reports. Designed as an open system, the Cityworks database schema is available to our clients. This allows users to find and extract information that can be used to support preventative maintenance planning, budget analysis, work load balancing, periodic summaries, and other business needs. Project Management Cityworks supports a multi-level project manager, in which the various proposed inspections, maintenance activities, CIP, and other activities are placed into projects.
Tablet for AMS—Project Manager Summary View
The software supports a security feature so that individual managers can alter their specific projects to meet their needs. Each project can be managed at the level of individual activities, as well as the overall project. This approach allows users to generate a variety of project reports. Projects “roll up” in the hierarchy, allowing a project that contains other projects to incorporate the sub-projects in all reports. 42 | Page
Enterprise Asset Management System RFI# I20-01 Each project can be defined with line items, attachments, budget amounts, comments, dates, assignment, approval, and work order and service request costs.
Contracts Contracts is an optional app that is used to track all work including the design, estimated costs, bid process, and other activities contracted out to another entity. Contracts can have a set budget; track a set of tasks, materials, or equipment; track estimated costs; record reported costs by line item; and track work completion and cost approval. Contracts can also spread materials and costs across multiple work orders or inspections.
Tablet for AMS—Contract Sample
System of Insight Once you begin collecting data on your assets, you can better understand the full scope of operational costs, labor, and materials—as well as the overall health of your infrastructure. Cityworks helps you identify and prioritize risk, implement process improvements, enhance organizational efficiency, prepare for emergency events, and build a business case for necessary personnel and resources.
Performance Budgeting Performance Budgeting is an optional app which provides activity-based budgeting which is reconciled through work order activity. By leveraging the estimated equipment, labor, and/or material (ELM), Performance Budgeting develops projected annual and daily budgets which can facilitate the pre-planning budget process in your organization. Organizations can compare their year-to-date (YTD) work activities against the projected budgets. Tracking work progress against the desired or anticipated levels at regular intervals promotes crew accountability and efficiency, improves data quality and more accurate tracking of the material needed, and provides administrators with reliable indicators for infrastructure management decisions. Budget plans can play an important role in a public asset management system. Tools are provided which produce detailed budget projections based on work order templates, maintenance factors, cost factors, plus actual and projected work. Performance Budgeting can help to accurately predict future budgets and determine cost projection, productivity, optimal crew size, etc.
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Performance Budgeting—Budget Example
Operational Insights Operational Insights is an optional app which provides organizations with a means to identify and assess high-risk assets and to establish maintenance strategies to increase their lifespan. Results can be displayed on a map so that capital improvement funding can be prioritized and applied more accurately. Work orders and inspections can be created from the Operational Insights map event layers. GIS field mapping, asset strategies, and maintenance strategies are configured which are then used to calculate KPIs related to the health of your assets. These strategies account for GIS field values, proactive maintenance, reactive maintenance, risk factors, factor ratings, and more. Calculations are performed using asset and maintenance strategies developed for each asset type. These KPIs can be displayed in a table or visualized as graphs using the analytics dashboard. The resultant output generates the following: • Probability of failure (POF) • Consequence of failure (COF) • Business risk of exposure (BRE) • Maintenance score proactive under-maintained (MSPU) • Maintenance score proactive over-maintained (MSPO) • POF vs. COF • POF vs. MSPU • BRE vs. MSPU • BRE vs. MSPO • BRE vs. Reactive Maintenance Score
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Operational Insights—Analytics Dashboard
Operational Insights—Map View
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Enterprise Asset Management System RFI# I20-01 Analytics Cityworks Analytics is an app which enables organizations to quickly create detailed reports using the information in their database. These powerful reports are used to graphically analyze the organization’s performance. Analytics is delivered as a web service with a series of predefined, yet customizable templates, reports, and KPIs. Users can simply configure the data connection and use existing out-of-the-box tools or attend a comprehensive training program to learn more about modifying and creating analytical tools. This app is integrated with Insights for ArcGIS, Esri’s data analytics software made for advanced location intelligence. Using Cityworks Analytics with Insights for ArcGIS allows users to visualize asset data in maps, charts, graphs, and tables. Together, these tools provide valuable information about the operational performance of your organization.
Cityworks Analytics with Esri’s Insights for ArcGIS
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Enterprise Asset Management System RFI# I20-01 Customization Cityworks AMS/PLL includes the ability for users to incorporate individualized reports, queries, charts, map displays, and other web parts into the user’s inbox. This allows users to incorporate related data and information that are not core components of Cityworks but may be directly related to a user’s needs.
Tablet for AMS—Inbox
A Cityworks license allows your organization to use, copy, or prepare derivative works of our documentation supplied in digital format and thereafter reproduce, display, and redistribute the customized documentation for your organization’s internal use. The Cityworks User Interface (UI) can be customized utilizing changes to XML or HTML files, and by incorporating stored procedures. Moreover, customization can be accomplished using Layout Manager UI rendering tools developed for Cityworks AMS/PLL. Users interact with the Layout Manager through specifically formatted XML files. Each time a page loads, Layout Manager reads the files and then interprets them to dynamically create the UI. Documentation and optional training classes are available to help users understand how to customize the UI. In addition, the UIs of Cityworks 15.4 (or later) compatible apps built outside of the platform can be customized utilizing Style. These currently include Respond, Storeroom, Operational Insights, Performance Budgeting, and Style. Other compatible apps can be customized with Style, as these new versions are released. Style is available to clients using the currently supported apps for which Style can be applied. Style offers an efficient way to create style profiles and apply them to specific users. UI changes can include control label descriptions and visibility, collapsed panels, theme colors, imported layouts, and more. Keyword filtering helps navigate through the occurrences of the names of the controls, after which changes can be made. Control names can also be viewed from within the application during the profile editing process.
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Style—Respond, Work Order Create Profile Interfaces with Other Systems Cityworks is built using open standards and technology; storing data in an open, published format utilizing standard commercial SQL databases, such as Oracle and Microsoft SQL Server. The open-standards design of Cityworks is the key to developing applications and reports that enhance each individual system and interface with your critical business systems. These interfaces may be created in-house or by a third-party contractor working for your organization. Cityworks customers are free to use the Cityworks data structures to build interfaces to other databases, such as customer information systems, financial information systems, human resource management systems, fleet management systems, and other related business applications. Several customer sites have even created their own applications to access their data. Our licensing policy does not prohibit this in any way. We believe in and fully support “open systems” and “open standards.” Application Programming Interfaces (APIs) extend the Cityworks platform to third-party applications. These APIs expose specific functionality as well as data, allowing Cityworks to interact with other systems. APIs are licensed separately and require configuration. The Cityworks data model and structure is documented for internal or neutral third-party consultant use. Azteca Systems requires the client acknowledge that copyright law protects the Cityworks data structures wherein the data is stored. However, as a client, you are always the owner of data entered or stored in Cityworks or generated by Cityworks. Access to and utilization of the data in Cityworks is unencumbered for the client’s internal usage for the following purposes: • Data conversion and data migration into or out of Cityworks. • Internal application development for add-ons to Cityworks or for an application that is complementary to Cityworks, whereas the application is not a reverse engineering of Cityworks. • The development and maintenance interface from Cityworks to citizen web pages for information and service request systems. The licensee has access to the complete documentation of all Cityworks data structures.
Clients may utilize the services of a third-party vendor to support Cityworks for the above items. However, the third-party vendor cannot be a direct competitor of Cityworks, and the third-party vendor must execute a Non-Disclosure Agreement with us. We have an extensive network of authorized implementation partners, each having an impressive track record of successful implementations and integrations.
Below is a highlight of how Cityworks and Timmons Group solutions can be leveraged to provide tracking of new assets:
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Tracking and Approving Private Construction Development Projects with Cityworks + ArcGIS What if?
It’s a question that’s often posed but rarely answered. For Spotsylvania County Utilities Department, however, the answer to a Friday afternoon “what if” conversation resulted in an innovative process for handling the department’s private development construction projects, inspections, and approvals. Located just an hour south of Washington, DC, Spotsylvania County has experienced a tremendous amount of growth over the past decade. But the Spotsylvania County Utilities Department was having trouble tracking the high volume of utility assets being constructed to serve new developments.
The county decided to work with Timmons Group to create a new process for tracking and approving private development construction projects. The solution uses ArcGIS and Cityworks AMS and PLL to graphically illustrate and document the utility inspection and acceptance process from the date of site plan approval through the project warranty period.
Timmons Group worked with county staff to develop workflows to track new assets at every stage of their development—including application intake, review and pre-construction meetings, site visits, inspections and tests, acceptance, and warranty.
Construction Management Work Orders The completion of the construction authorization task in the PLL workflow automatically creates construction management work orders in Cityworks AMS containing child inspections—including those for vacuum manhole test, low-pressure air test, and hydrostatic pressure test.
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Water bacteria management work orders can also be created and stored in Cityworks AMS to track results and assets tested. Status changes can notify the testing lab when tests are ready, and laboratory results can be stored for future reference.
Each work order contains the date and time of inspection and allows users to attach pictures and notes from the site visit.
GIS Updates Once a plan is approved, the proposed assets move through a workflow to update the utility’s GIS. This allows the county to start the asset life cycle early.
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“What’s great about this is we can trace an asset all the way from that initial pre-construction meeting all the way through the inspection lifecycle,” said Erik Ray, director of technical services at Spotsylvania County. “And then when the as-builts are submitted, we make those modifications in our GIS, which just builds confidence in our asset repository. This never existed before, so now we are catching things that were wrong from the beginning. We have this formal process where things are not getting lost through the cracks.”
Warranty data, condition score, and condition date are all programmatically captured at first acceptance.
“Warranty data was something we had never tracked before,” added Bradley Sacra, manager of utilities development services. “Assets that are currently under warranty are shaded a different color, which, in the case of an emergency, easily informs our field service crews of the warranty status. It’s been great to know immediately that we can recoup some of our expenditures used to fix those assets. If it’s not an emergency, we can engage with the contractor or the developer to fix those without having to utilize the Utility Department’s resources.”
In addition, the GIS can be updated with final as-built plans or field-noted items such as make, model, or other important aspects of a given asset. This helps ensure data quality and build overall confidence in the GIS data being presented to the end users.
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Enterprise Asset Management System RFI# I20-01 “The reason we’re putting make and model in there is to help our utilities field services group,” said Steve Gunnett, construction inspector with Spotsylvania County. “If there’s a call that a hydrant was damaged or out of service for some reason, our field services staff are able to look it up and know exactly what parts that they need to take to make repair. That saves them from dispatching someone to figure out what’s going on and then having to come back to the utility shop to get parts.”
Each private development project is identified through the use of polygons in an embedded Cityworks inbox tab. This information is shared with customer service staff so they can consult the map to see if a development has reached first acceptance and is ready for water meter installation and account setup. This process has drastically reduced the amount of emails, phone calls, and conversations about when a development is ready for a given meter to be set, which in turn has reduced the amount of time it takes to set up a customer as a consumer and ratepayer.
The county also wanted to improve engagement with the development community to increase transparency and ease of use. The Timmons Group PLL Portal is being implemented to expose information to the developers so that they could receive feedback in real time and make requests and schedules digitally.
In addition, the county is actively receiving developer and contractor feedback through its involvement in local building associations.
Real-Time Analysis Timmons Group also integrated Esri’s Operations Dashboard for ArcGIS to the overall solution. This configurable web app provides location-aware data visualization and analytics to give utilities staff a real-time overview of projects in development. Each inspector can easily view his or her own workload as well as where in the workflow each project stands.
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For Spotsylvania County Utilities Department, exploring “What if?” has led to innovative solutions and streamlined processes.
“I always say if you ask the question, Cityworks can be configured to pretty much answer anything, but the question has to be asked first,” said Ray.
As Spotsylvania County continues to grow and develop, demand for new utility services will only increase. By utilizing the workflows in Cityworks PLL to generate work orders and inspections in Cityworks, county staff, with help from Timmons Group, have created an efficient and thoughtful process to ensure that these assets are properly tracked and managed throughout their entire life cycle.
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Enterprise Asset Management System RFI# I20-01 System Integrations General Integration Capabilities and Approaches The concept of the enterprise system is to create interface points for systems to share appropriate information with other systems. Our team has extensive experience configuring software and systems leveraging Cityworks API’s that include Service Request, Work Order, Inspections and metrics, Cityworks SDK, and existing interfaces for numerous customer billing, SCADA, Financial, Fleet Management, Billing, AVL, UDF, leak detection, etc. systems.
Timmons Group has developed and utilizes a Modified Agile methodology to successfully implement many heterogeneous systems integrations/interfaces. Our methodology is comprised of five (5) primary steps. These steps are a result of our experience with business systems integration and help to ensure a smooth and reliable project lifecycle and production outcome.
The steps include Planning, Build, Training, Production Deployment, and Post Production System Review. These steps ensure that we include everyone and every system of record in the development of detailed requirements for the design of the interface(s). Once the interfaces are developed, a rigorous testing plan will be executed. Upon successful completion of this User Acceptance Testing (UAT), the interfaces are ready for deployment. However, prior to the final production deployment, user training is performed for those impacted directly by the project.
In order to achieve your goals while keeping integration efforts within reason, Timmons Group utilizes a Modified Agile methodology to successfully implement heterogeneous systems integrations/interfaces with Cityworks. We prefer this methodology because we feel it strikes the appropriate balance between developing an integration that is well designed, considers the best technology for achieving the implementation and is fair in regard to the level of effort to both our clients and to ourselves. Our methodology is comprised of five (5) primary steps. These steps are a result of our experience with business systems integration and this methodology helps to ensure a smooth and reliable project lifecycle and production outcome. The steps include Planning, Build, Training, Production Deployment, and Post Production System Review.
• Planning – Our planning is comprised of a workshop(s) where we engage our clients and iteratively work through the reasons for the integration, what data needs to flow back and forth (or sometimes in one direction), and how best from a technical perspective of how to achieve this integration (developing requirements). We will then develop to these requirements, use cases/stories and design the necessary workflows that depict the transfer of data between systems. The workshop will typically result in the need to engage the target system vendor, either to procure items such as a database design/schema diagram up to and including engaging their assistance in designing and developing the integration itself. Some of this vendor interaction may have already been established for items such as CCTV, Pavement Management, etc. via a formal or informal business relationship with Cityworks. If it has not, our proposal will reflect the appropriate level of effort required in our estimation to achieving the necessary planning required to move to the next step, building the integration. • Build – In the Build phase of our integration process we will develop sprints that are approximately 1 to 2 weeks in duration that iteratively reflect the use cases/stories and methodology developed during the previous Planning step. During these sprints our team will develop a potentially deliverable component of the integration. This may be something as basic as moving one data item back and forth successfully. Working within this accelerated timeframe, the team will be able to build only the most essential functionality. This methodology encourages the integration team (including client stakeholders) to prioritize the most essential features, focus on short-term goals, and gives our clients a tangible, empirically based view of progress. Because each integration may require multiple sprints, each iteration of work builds on the previous (incremental), often replacing/discarding some of the previous work as more is learned (iterative). During sprint execution the team develops code and automated tests simultaneously using techniques such as Test-Driven Development (TDD), pair programming and continuous integration. Utilizing an Agile approach minimizes handoffs and phases as well as testing. Because the testing of the integration is integrated within our development methodology we need only provide formal testing in regard to an overall system and integration test within the development environment. Once the interfaces are developed, a testing plan will be executed. Upon successful completion of this User Acceptance Testing (UAT), the interfaces are ready for deployment. However, prior to the final production deployment, user training is performed for those impacted directly by the project.
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Enterprise Asset Management System RFI# I20-01 • Training – Our team then works with the appropriate stakeholders to train them both at the end user level and also to train one or more stakeholders in how the integration was developed and the management requirements to keep the integration working correctly.
• Production Deployment – After the integration has been developed (and tested throughout the development) we move on to deploying the integration into your production environment.
• Post Production System Review – Once the integration is in production we will work as a team with our client stakeholders to verify that the integration was successful against the requirements defined during the Planning step. Any identified problems will be addressed and corrected.
The concept of the enterprise system is to create interface points for users to share appropriate information with other users, without having the overhead of all the software packages for each application. Our team has extensive experience configuring software and systems leveraging Cityworks API’s that include Service Request, Work Order, Inspections and Metrics API’s, Cityworks SDK, and existing interfaces for Granite XP and MicroPaver. A good example is our iOS based Cityworks Mobility Application that interfaces with Cityworks software through the Cityworks Work Order and Service Request API’s.
List of Existing CIS and AMI/MDM System Integrations Timmons Group has integrated Cityworks with the following CIS, AMI/MDM Systems: • Cayenta CIS • Cayenta FMS • NorthStar • Mueller • Rock Solid CIS
Detailed Information About Esri ArcGIS integration Cityworks fully leverages an organization’s investment in spatial data. Designed on the premise that a Geographic Information System (GIS) is a superior platform with which to organize, store, and manage asset (networked and non- networked infrastructure) data, including location, connectivity, detailed attributes, maintenance and case activities, and historical data. The following are characteristics of a Cityworks GIS-centric solution:
• Utilizes the ArcGIS geodatabase and only the geodatabase as the authoritative asset database for all assets dispersed or condensed (without variance), requiring no interface, no syncing, and no redundancy. • Allows for maximum flexibility in designing the asset database for virtually any asset, dispersed or condensed. Design and create it in the geodatabase and a GIS-centric software is configurable to it and not the other way around. • Builds on the geodatabase as an “open” and interoperable database, inherently spatial, with well-known and understood data structure elements. The asset data cataloged and maintained by an organization in the geodatabase are not owned by the software vendor. The organization fully owns and controls their data. • Relies solely on the ArcGIS feature services and database connection methods to update and access the authoritative asset data to assure data integrity, quality assurances, and constraints are maintained. • Can access an ArcGIS web map without constraints. The applications are configurable to use the web map as is and do not require a vendor-specific web map. • Supports single sign-on identity. An organization can choose AGOL or Portal for ArcGIS as their identity storehouse and the GIS-centric software and associated apps will support this with a single sign-on.
By utilizing a web GIS-centric model, our clients build only one database in an open and shared environment. Our clients that had already started their GIS development understood the benefit immediately. Those that had not started began to 55 | Page
Enterprise Asset Management System RFI# I20-01 see how Cityworks could help them build their GIS and lower costs by using the asset inventory capabilities to create the attribute information associated with their infrastructure. Rather than paying twice, clients create both the graphic and attribute information simultaneously. Cityworks provides an intuitive user interface—one that mimics the business processes (service request, work order, inspection, permit, license)—to create, manage, and access data while using GIS.
Brief description of workflow processes managed by current integrations (for example service requests from CIS system prompting an operations work order in proposed System then System pushing completion information back to CIS) Timmons Group has integrated Cityworks to multiple CIS Systems, including Harris Cayenta CIS and Utility Billing. The graphic below details the workflow process as it moves from Cayenta to Cityworks and back again to Cayenta. We worked with the client (Macon Water) to better understand which system (Cayenta or Cityworks) was better suited to perform each part of the workflow.
Identification of any third-party applications or modules recommended and/or needed to aid System functionality, along with integration specifics between systems Without fully knowing or understanding the desired functional requirements and goals of the County it is not possible at this time to detail any recommended 3rd party applications. It would be our approach to work with the County and develop a road map that details goals and requirements of the County, and then to see where and or what any 3rd party applications may be required. By choosing Cityworks, the County is choosing an enterprise platform. Cityworks embraces this concept and fully expects and desires that other systems will be integrated to Cityworks to round out a total solution set. Typical 3rd party solutions for a water utility recommended by Timmons Group are: • CIS/CRM (Rock Solid) • Utility Billing (Rock Solid) • Citizen Engagement (Rock Solid) • System modeling (Innovyze) • 811 (Dig-Smart) 56 | Page
Enterprise Asset Management System RFI# I20-01 • Remote Monitoring (Trimble)
Data Migration Data Migration/Conversion One of the key objectives of the County is to possibly migrate legacy data from existing systems, to the chosen CMMS. It is our recommendation that we work with the County to explore the value gained by doing the data conversion vs. the cost and effort required to do so. The County has existing systems in place to access this data, we will work with the County to determine if: a) This data is accessed regularly enough to merit the costs of a migration b) Will having access to the data via the legacy system remain a viable option
Upon completing this analysis if it is determined that the data migration should indeed occur, we will work with the County to develop a process to ensure the migration is complete. Inherent to that process is establishing a strategy to deal with the data that is being managed in what will become a legacy system. This task specifically addresses the datasets and systems that are slated for conversion into the proposed Cityworks solution. Data Migration Approach The legacy datasets and systems targeted for conversion possibly span multiple database schemas, database versions and even database formats, which implies that each will be handled in a unique way. While this is true in many ways, the fundamental approach to successfully migrating data from one system to the other is, in fact, the same.
Coordination As is evident by this proposal, the migration effort is just one facet of the system implementation and cannot be undertaken independently. The foundation of the proposed Cityworks solution needs to be in place for the data migration to be performed, but even then, the conversion may drive specific configuration items and changes. Coordination and communication between the project team members will be an ongoing element of the conversion process that starts with project kickoff and terminates with a successful migration of all data into the production environment.
Orientation Workshop The conversion process of each legacy system will include a workshop wherein the proposed project team will meet with appropriate the County staff to review the specific implementations. The discussions will allow the project team to gain an understanding of how the applications are being used, what data has been recorded. At the same time, details associated with the data required as part of the conversion process will be reviewed, documented and approved.
During the workshops, the project team will also initiate the process of gaining access to the underlying database and will work with the County staff to gather any available documentation (i.e., system specifications, entity relationship diagrams, etc.) specific to the software and specific versions being reviewed. This information will help to streamline the subsequent navigation and interpretation that will be necessary to perform the migration.
Database Schema Crosswalk Perhaps the most critical task in a data conversion effort is performing a crosswalk of the source and target schemas to identify and document how various objects between the two systems are related, resulting in a documented “data map” that will guide the migration process.
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Enterprise Asset Management System RFI# I20-01 While some of the source systems are well known commercial software packages, the software companies do not typically make database diagrams and workflows publicly available. Data structure even within commercial systems can vary across versions and, more importantly, each implementation can be setup differently based on workflow or data requirements. More data and custom solutions may have an even wider range or completely unknown schema. As such, the discussions and documentation resulting from the workshops will be critical to the completion of a highly detailed system crosswalk. Throughout the process, additional County input or clarification may be solicited as needed and is vital to ensuring that the resulting data mapping will reflect an accurate foundation for all subsequent activities.
Translation Scripting Following the schema crosswalks, the project team will develop a series of processes to facilitate the actual migration of the source system data into Cityworks. Depending on the complexity and volume of the source data, the process may be a mix of manual and a scripted solution but will be established in a manner to ensure repeatability. The scripted solutions will be tailored to each specific data conversion effort and may range from native SQL Server scripts to third party migration tools but will ultimately follow a pattern referred to as extract, transform and load (ETL). The ETL approach is common within the GIS industry, but applies much more generically to moving data between systems. The ETL process will be designed as a one-time process that will result in data migrated into a development Cityworks database.
NOTE: (1) The project team will be performing a data translation but will not be completing any data generation as part of this process. (2) While the scripts are being developed and data is being translated into development, the County departments can use the source systems as always. At the time the data is ready for production conversion, the source systems will need to be taken offline or transitioned into a read only state.
Multi-Staged Execution Once the scripts are developed, the project team will test our methodology through a 3-stage process. This process is designed so that after the first data migration run (Draft) we will meet with the County to review the data, note issues and errors, edit our scrips and process, and then repeat the process. The 3 stages will be: 1) Draft Data Migration 2) Pre-Final Data Migration 3) Final Data Migration
Although the details underlying each conversion may vary substantially, automation is assumed based on the volume indicated by the County within the RFP. As part of the process, the project team will be analyzing and evaluating the output to identify potential anomalies that are not sufficiently systematic to be detected or trapped by the scripts. The approach to addressing those anomalies will be documented and discussed with the County.
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Enterprise Asset Management System RFI# I20-01 Validation & Quality Control With the conversion process completed against a subset of the data, the project team will perform a series of validation and quality control processes to verify a successful migration. This task will largely focus on back-end analytics that compare data in both the source and target systems but will also consist of front-end testing prior to release to the County for testing. Results from this quality control process will be documented and shared with the County.
Acceptance Testing In contrast with the validation and quality control phase, which is based on a review by the project team, the acceptance testing phase offers the County staff the opportunity to review the data within the context of the proposed Cityworks system in contrast with the information contained in the source systems. The acceptance testing places more emphasis on the front-end testing, wherein users will interact with, interrogate and visualize data through the Cityworks interface. Feedback will be incorporated into a revision process that will guide modifications to the scripts and processes that initially drove the conversion.
Upon completion of the testing process and acceptance by the County, the project team will prepare for the production conversion, which will coincide with the release of the proposed system and the retirement of the legacy solutions.
Production Conversion The production conversion effort will encompass the migration of the full data sets from each of the source systems into Cityworks. The processes established through the crosswalk and encapsulated in the refined translation scripts will be executed as part of the production release management process. The conversion team will coordinate with the County to transition the source systems into a static state to ensure that no further data entry occurs that could result in data loss. The automated aspects of the conversion will be applied followed by any documented manual processes that are required to address data anomalies.
The production conversion will wrap-up with a coordinated, but truncated, validation sufficient to verify a successful data migration. Based on the preceding step-wise approach with multiple points of quality control and an ongoing feedback loop, the final conversion process is anticipated to adhere to the expectations of the project team and the County and will result in a more consolidated system with centralized access to a wealth of historic information.
Additional Operation and Maintenance Specifics Cyber/Data Security Provisions Cityworks ensures cyber security is a major focus in all development and quality assurance efforts. Cityworks partners with Veracode and performs regular scans of our codebase in an attempt to uncover any potential threats. In addition, Cityworks has contracted penetration tests. Cityworks continually strives to follow the latest prescribed recommendations from leading authorities and organizations including OWASP to mitigate and ensure Cityworks is free of: Injections vulnerabilities, Authentication attacks, Cross-Site Scripting, etc. Performance Guarantee and Warranty Details See the attached Cityworks Software License Agreement for details in Appendix B. Software, Hardware, and Network Recommendations/Requirements for Successful Deployment
Options for System Hosting and Data Storage, Including Potential Cost/Benefits Associated With Each There are 4 options available to the County regarding system hosting for Cityworks and data storage:
Option #1 – The County self-hosts Cityworks. Cityworks software and associated data reside on the County hardware. the County would be responsible for hardware, operating systems, data storage, data backup and any desired redundancy. The costs of this are unknown to our team and therefore it is not possible for us to speculate on financial costs or benefits. Option #2 – The County could choose to deploy utilizing Cityworks Online (CWOL). CWOL is offered via Amazon Web Services (AWS) and provides end users with a near SaaS experience. Cityworks takes on the responsibility of storing Cityworks specific data, provides a Development & production Environment and performs the necessary backups. This option will likely be the most cost effective, however may be too limiting regarding desired integrations to other County systems. 59 | Page
Enterprise Asset Management System RFI# I20-01 Option#3 – Timmons Group offers hosting services via Amazon Web Services as well, at a slightly higher cost than CWOL. However, the Timmons Group AWS environment is not constrained in terms of its system architecture. We can provide multiple environments (Dev. Test & Prod.) the ability to integrate to other systems is not hindered by our architecture. Timmons Group assumes the responsibility for data storage and desired backups as well as database normalization and management services. Option#4 – This option would be for the County to explore and procure “cloud” services to host Cityworks via the vendor of your choice. The costs of this are unknown to our team and therefore it is not possible for us to speculate on financial costs or benefits.
Sample Implementation Approach
Task 1: Implementation Planning: The goal of this task and its subtasks is to develop a System Design and Configuration (SD&C) Plan that consolidates the gathered data with workflows, data migration requirements, and interface requirements that will be identified and modeled during a series of configuration workshops.
IT System Review: Our implementation team will meet with the County project management team and IT staff to discuss hardware and environment requirements for the Cityworks implementation. The implementation team will document the Core System Design Plan components required to support the Cityworks implementation. The Core System Design Plan is developed in preparation for the configuration and implementation of Cityworks. This plan will include the following:
Network Requirements Hardware Requirements
Peripheral Requirements Software Applications
Internal Security DMZ
Configuration Document Meeting: The implementation team will meet with the County County Project Manager and key functional group stakeholders to review the contents of the Cityworks Configuration Document comprised of a collection of spreadsheets related to information required for population of the Cityworks system. With our implementation team’s assistance, the County will provide data to populate the associated configuration spreadsheets prior to the Configuration Workshops and the formal Project Kick-off. The Cityworks Configuration Document contains eleven main configuration categories. Each is identified below and will be discussed in detail during the Configuration Document Meeting: • Domain Security – a security structure and method of organization. • Employee Hierarchy – A list of all employees with login and domain information. • Work Orders – Lists of all the primary activities each department handles. • Tasks – Lists of all the tasks associated with the work orders. • Materials Hierarchy – A list and organizational method for your work order materials. • Equipment Hierarchy – A list and organizational method for your work order equipment. • Service Requests – Details about all the service requests or calls that may come in. • Project Hierarchy – Define any ongoing municipal and capital improvement projects. • Contractors List – Details about contractors used for work activities. • Inspections – A list of inspections of assets along with the information captured during the inspection. • Storeroom Configuration – Details concerning the storeroom names, stock on hand and security.
Our team’s Configuration Manager will work closely with the County Project Manager to ensure that the County understands the configuration documentation and data to be gathered. Our configuration team will take information provided by the County along with the Esri geodatabase and configure the hosted Cityworks “sandbox” installation that will be used during the kickoff meeting and configuration workshops.
Task 2: Install Cityworks Server: We will install the core Cityworks software in our secure, cloud environment. The intent of the cloud installation is to meet the initial Cityworks implementation requirements. The purpose of installing this software at an early stage in the project is two-fold: It establishes the core system that will later be configured and tested and is the ideal platform for familiarizing the County staff with the software as a sandbox for your use. This server will be linked with a copy of the County’s Esri geodatabase.
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Enterprise Asset Management System RFI# I20-01 Task 3: Project Kickoff Meeting: Project team members and participating the County Functional Group staff will participate in a Project Kickoff Meeting to be held for the purpose of introducing the project participants, to establish the roles and responsibilities of all Project Participants, validate the County goals and objectives, establish the lines of communication to be employed throughout the duration of the project, and to answer any questions the County staff may have.
Task 4: Cityworks Workshops: Our implementation team will conduct a series of workshops to cover configuration data and workflows with the Functional Groups for the asset categories, work order and inspection workflows, interfaces, reporting, and data migration. These workshops are designed to establish and assess the Business Requirements, User Requirements, and Functional Requirements that must be considered when developing the SD&C Plan. For the first 30 minutes of the workshop our implementation team will conduct a brief software training session using the County’s data and maps. The session will give the workshop attendees an opportunity to review and understand the software, potential impacts and changes in their daily business processes, and the purpose of adopting the new tools. The initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by the County staff. A primary objective of this task is for our implementation team to review and understand how the County conducts business and manages its assets. The ultimate goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the system deployment and the County in order to understand the technological impacts and the non-technological impacts related to business processes and workflows.
Task 5: System Design and Configuration (SD&C) Plan: Once all required information regarding the current work order management, service request, and inspection processes are collected and organized, our implementation team will work together to analyze and document the current status of the primary components of the business process. Specifically, these components will be analyzed: • Current IT Systems and Applications – This includes relevant computer, network and peripheral infrastructure that the Cityworks system would utilize. • Current Data Sets – Focus on data and best practices for Cityworks. • Current Workflows – Define and model Work orders, Service Requests, Inspections, Interface Communication, and migration of existing data leveraging Cityworks and our team’s best practices. • Required Outputs – The required outputs of the current business process will be reviewed. • Required System Interfaces – The RFI identifies the possible need for the Cityworks system to interface with the Esri GIS, and various other systems.
Task 6: Cityworks AMS Configuration: This task is to configure Cityworks based on the SD&C Plan and deploy on the County server for review prior to final implementation. The configuration of Cityworks will be based on the Cityworks Configuration Document and the SD&C Plan developed from the onsite workshops.
Task 7: Enterprise Integrations: The County has identified Esri ArcGIS that is to be integrated with the new system. Understand that due to the architecture of Cityworks the integration to Esri ArcGIS requires no effort, it is built into the solution proposed. The concept of the enterprise system is to create interface points for systems to share appropriate information with other systems. Our team has extensive experience configuring software and systems leveraging Cityworks API’s that include Service Request, Work Order, Inspections and metrics, the Cityworks Software Development Kit (SDK), and existing interfaces for numerous customer billing, SCADA, Financial, Fleet Management, Billing, AVL, UDF, leak detection, fuel, playground equipment, etc. systems. Timmons Group has developed and utilizes a Modified Agile methodology to successfully implement many heterogeneous systems integrations/interfaces. Our methodology is comprised of five (5) primary steps. These steps are a result of our experience with business systems integration and help to ensure a smooth and reliable project lifecycle and production outcome.
The steps include Planning, Build, Training, Production Deployment, and Post Production System Review. These steps ensure that we include everyone and every system of record in the development of detailed requirements for the design of the interface(s). Once the interfaces are developed, a rigorous testing plan will be executed. Upon successful completion of this User Acceptance Testing (UAT), the interfaces are ready for deployment. However, prior to the final production deployment, user training is performed for those impacted directly by the project. In order to achieve your goals while keeping integration efforts within reason, Timmons Group utilizes a Modified Agile methodology to successfully implement heterogeneous systems integrations/interfaces with Cityworks. We prefer this methodology because we feel it strikes the
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Enterprise Asset Management System RFI# I20-01 appropriate balance between developing an integration that is well designed, considers the best technology for achieving the implementation and is fair in regards to the level of effort to both our clients and to ourselves.
Task 8: Configuration Review Meetings: The implementation team will conduct multiple webinar review workshops of the Cityworks configuration to gather feedback from the Divisions. Review workshops will cover the administrative configuration, system tools (service requests, work orders, and inspections), data loading/data migration, and interface.
Task 9: Data Migration/Conversion One of the key objectives of the County is to migrate any desired legacy data, to the chosen CMMS from various systems. Inherent to that process is establishing a strategy to deal with the data that is being managed in what will become a legacy system. This task specifically addresses the datasets and systems that are slated for conversion into the proposed Cityworks solution. The legacy datasets and systems targeted for conversion possibly span multiple database schemas, database versions and even database formats, which implies that each will be handled in a unique way. While this is true in many ways, the fundamental approach to successfully migrating data from one system to the other is, in fact, the same.
Task 10: Develop Testing and Acceptance Plan: The implementation team will work with the County to develop and administer a Testing and Acceptance Plan; the objectives shall remain consistent with the application functionality detailed in the SD&C Plan and Application Design Document. The Testing and Acceptance Plan will address the elements required to support the County testing of the Cityworks software functionality and database configuration, security matrix, data migration plan, documentation of application performance issues/errors experienced during the testing, documentation of the resolutions to noted issues/errors, and certification and acceptance of the final deliverable database configuration and software functionality.
Task 11: Report Development: Cityworks has provided several standard reports and has a customer driven report data repository on their www.mycityworks.com support website. During our workshops and review meetings with each Division, we will identify the reports that are critical to the the County operations and leverage existing reports when it makes sense or create new reports as necessary. Additionally, Cityworks contains ad-hoc search and report tools to query Cityworks data. Cityworks includes search and reporting by geography which is accessed through the fully integrated GIS interface. Our implementation team will use a four step approach to meet the County immediate reporting needs and ensuring they will be self-sufficient to create your own reports in the future. 1. Catalog Existing Reports – Our configuration team will work with the County to identify and catalog and prioritize all reports. 2. Create Identified Reports – Our implementation team has experience creating both Crystal and SQL reports and will develop and modify reports as necessary. 3. Ad-Hoc and Crystal Server Report Training – Our implementation team will train the designated the County report writers on a) how to best leverage the MyCityworks.com website, b) developing Ad-Hoc reports, and c) the process of developing additional Crystal reports. 4. Report Training Support – Our implementation team will train the County staff on creating reports for Cityworks as well as support hours for creating additional reports after Go Live.
Task 12: Onsite Training: During each onsite meeting (kickoff, workshops, configuration review, etc.) our implementation team will consistently expose the County staff to Cityworks and basic workflows within the software. Our implementation team, in conjunction with the County Project Manager and key stake holders, will devise a training plan specific to your environment and data. The table below reflects our beginning point for developing the training plan. A pro- active training plan will ensure that the County staff are equipped to undertake the system utilization and maintenance tasks immediately upon receipt of the system. The training plan will include: • Product training curriculum descriptions; • Listing of Instructors; • Training Materials; and a • Schedule
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Enterprise Asset Management System RFI# I20-01 Training User Group Course Course Description Duration Module Level Prerequisites Cityworks® Introduction. Course is designed to give Ongoing an overview of Cityworks functionality from an end during Introduction to user’s point of view. Users will learn basic Workshops Casual Group N/A Cityworks operations within ArcMap, the Cityworks toolbar and and Users functions, along with the creation of Service Configuration Requests and Event Layers. Reviews Cityworks® Reporting with Crystal. Expose students to the Cityworks Report Engine to produce Ad Hoc Cityworks concise summary reports including Ad Hoc Reports, Report Report 4 hours each Predefined Reports, and Budget Reports. Cover Creator and N/A Creating and class Crystal Reports basics; becoming familiar with the Crystal Report Writing tool bars and basic functionality. Students will work Writer hands-on to create basic Crystal reports. Cityworks® Service Requests Creating and processing Service Requests. Adding labor, Service 4 hours each Routine and Intro to submitting, searching, canceling, closing, Requests class Heavy Users Cityworks combining, geo-locating and reports. Associating to projects and work orders. Cityworks® Work Orders Creating and processing Work Orders and Tasks. Adding labor, material, and equipment. Submitting, searching, canceling, 8 hours each Routine and Intro to Work Orders closing, scheduling, repeating, geo-locating and class Heavy Users Cityworks reports. Associating to projects and service requests. Cityworks® Designer and System Administration Covers system and database administration issues such as software installation, user accounts, Designer and security, code table creation, work order and service System ArcGIS & 8 hours each System request templates and resource (labor, material, Administrators Intro to class Administration equipment) hierarchies, table creation, and permits. Cityworks Includes a review for GIS personnel as well; covers items needed to successfully manage the setup and maintenance of the GIS for Cityworks® use.
Cityworks training is modular. Students attend those sections that are relevant to the type of work that they are performing. All courses include relevant materials and sample data. Our implementation team will provide training based on the requirements set forth in the training plan. The County will need to identify who will be trained based upon the criteria and needs that will have been identified by this point.
Task 13: Acceptance Testing: Prior to Go-live there will be a thirty (30) day acceptance testing period (the acceptance period is flexible based on input from the County Project Manager). During this period the County will test the Cityworks implementation and identify issues and opportunities and submit to the Timmons Group Help Desk.
Task 14: Final Product Configuration: Our implementation team will conduct the final product configuration based on the System Design and Configuration Plan and Testing and results of the acceptance testing. Our implementation team will provide documentation for the key aspects of this project and Cityworks components. Proposed documentation is summarized below: • Cityworks Configuration Document • Project Management Plan • Cityworks® Server Software • SD&C Plan • System Integration and Data Conversion specific documentation. • Training Materials • Testing and Acceptance Plan
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Enterprise Asset Management System RFI# I20-01
Task 15: Go-Live and Project Close Out: Having successfully completed all system upgrades, testing/acceptance procedures, production environment initialization, and Go-Live preparation tasks specified above, the system is deemed prepared for Go-Live. The County Cityworks users will now be executing work management tasks in a live configured Cityworks production environment. After ten (10) days of initialization of the production environment, the the County shall generate a certificate signifying the Cityworks application functionality and database configuration is operational in a “Live” production capacity.
On-Site Coaching Our team will typically provide a number of hours of on-site assistance for the users in their day-to-day activities in using the Cityworks software. Once the software is on-line, the configuration staff will be on-site to assist users as they encounter day-to-day transactions. The purpose for this is to work with users on an individual basis as they use Cityworks in their daily duties to discover and resolve configuration problems, training lapses or other issues that are keeping users from getting the most from the software.
System Testing, Training, and Technical Support
Information on the following can be found in section 5 under the description of our typical installation process.
• Typical training process relating to initial set-up and upgrades, including locations, types of users, and materials supplied • Technical support options during installation, “go-live”, and beyond • Test mode functionality for assessing changes before implementation
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