CITY OF RANCHO PALOS VERDES MEMORANDUM H-1 TO: FROM:

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1 MEMORANDUM CITY OF RANCHO PALOS VERDES TO: FROM: DATE: SUBJECT: REVIEWED: HONORABLE MAYOR & CITY f~ NCIL MEMBERS DAN LANDON, IT MANAGER ~ MICHAEL THRONE, DIRECTOR OF PUBLIC WORKS MARCH 3, 2015 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM OVERVIEW CAROLYNN PETRU, DEPUTY CITY MANAGE~ RECOMMENDATION Authorize the City to begin negotiations for an agreement with Azteca Systems "CityWorks" Computerized Maintenance Management System (CMMS) and Miller Spatial Services for the CityWorks system implementation. EXECUTIVE SUMMARY The Public Works department currently processes and tracks Service Requests and Work Orders in a hybrid process that is mostly manual. This system is inefficient and provides for minimal tracking and reporting capabilities. Past third party assessments pointed out that the City should upgrade these older systems and manual processes to updated computerized processing systems, and after an evaluation period that initially began in 2008, the City has selected CityWorks as the preferred CMMS system because of several factors, including: Tight integration with ESRI GIS, the City's GIS system; Configurability and the number of available modules; Strong feature set including online and mobile applications; and Reasonable price point. The CityWorks system connects to GIS and is able to use layers of GIS data as asset points and Service Requests and Work Orders can be assigned to non-addressed assets. This feature allows for greatly improved tracking and reporting of maintenance activities. CityWorks also has an impressive and comprehensive set of features, and in 2012 was selected as the top CMMS by a respected and independent review of industry systems by H-1

2 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE2 the Water Finance Research Foundation. The CityWorks system must be configured to achieve the most productivity and feature enhancements. The City contracts with Miller Spatial Services for advance GIS functionality including assistance with the most recent GIS system upgrade. Miller Spatial Services, located in Riverside, California is a local, well qualified CityWorks partner and is recommended for the implementation process. Not only are they able to fulfill the City's requirements during implementation, they have a deep understanding of the City's GIS system, and fulfil the important requirement of a local implementer. CityWorks has three (3) licensing levels, Essentials, Standard and Premium. Based on the feature set, the City recommends the purchase of 20 individual named users of the Standard licensing model at an annual cost of $27,000. Implementation is estimated to be $50,000 subject to final negotiations and changes to the scope of work. Staff is seeking authorization to negotiate an agreement with the preferred system provider and a consultant to assist the City with implementation. Final proposals and agreements will be presented to the City Council for approval at a future meeting. BACKGROUND The Public Works department currently processes and tracks Service Requests and Work Orders using a combination of manual forms, and spreadsheet type applications. As noted in assessments including Management Partners in 2008, Nexlevel in 2011 and Matrix in 2012, the City would benefit by an upgrade in systems, allowing for productivity and efficiencies as well as enhancing information available for management decisions and reporting. Staff has now completed a long process of analysis of the various Computerized Maintenance Management Systems available in the market and have selected the Azteca Systems "CityWorks" application as the most effective solution for our City environment. During a 2008 system review process, Public Works and IT Staff considered proposals and demonstrations of the various system options available with a goal of finding an electronic method of creating and tracking service requests and work orders in order to replace the paper triplicate "carbon-copy" forms currently in use. It was realized during this research process that a true full asset management system was needed, as opposed to simply an electronic method of processing service requests and work orders. Asset Management and Work Order systems pool information to create the most effective way to manage both the City's maintenance resources and assets in one system. Several demos were provided to the Public Works Staff by vendors offering the systems considered, including Tyler's asset management module, but Staff felt that the 'GIS-centric' Azteca Systems Cityworks application best met the needs and goals of the Department because of the ability to spatially map City owned assets. In contrast to some other limited-functionality work-order systems, Cityworks was developed for the sole purpose of infrastructure asset management with a strong emphasis on tying into the spatial data that already exists inside the City's ESRl-based GIS system. This component is considered critical by Staff for a variety of reasons, but especially because of the ability to tie service requests to assets such as street segments, locations in H-2

3 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE3 the preserve or signs that do not have a street address. Many Public Works requests for service involve these non-addressed assets, and a system linked to GIS data provides the capacity to clearly identify these locations for service as well as for tracking and reporting purposes. Besides the City's own comprehensive process, a 2012 non-biased "Water Finance Research Foundation" comparison found CityWorks the top CMMS choice among fourteen (14) leading CMMS's (see - Asset Manager Software Comparison - WERF 2012). Due to a variety of factors, the system was not implemented during the initial review in The City has since made numerous enhancements to City technologies, including the recent GIS system upgrades needed to support the CityWorks capabilities, and the City is now prepared to begin the system implementation process. DISCUSSION Because of the wide array of Land Management issues affecting local government operations, municipalities have specific needs related to the systems they procure. At a high level, there are several possible general designs for Land, Infrastructure and Asset Management systems in municipal government: Isolated systems that each specialize in specific departmental functions; Systems with separate data sources that replicate data with each other; and Integrated systems that draw data from a single source and can also share data with other systems. The integrated system type above has many advantages related to the use of data from a central data store based on geospatial data, aerial imagery, and GPS located assets. Layers of information such as parcel boundaries, structure size, street segments, signs and thousands of other attributes can be used by a number of systems, and that data is only maintained in one location as a "master" data store. Leveraging this information in departmental business or enterprise systems provides a powerful rationale for selecting a system that is "GIS Centric". CityWorks Selection I Features CityWorks is among a small number of Asset and Infrastructure Management Systems that are fully GIS Centric. Many competitors merely replicate GIS data into their database. CityWorks supported functions include asset and work order management, recording of inspections and condition data, and reporting on a wide variety of data including by individual work request or rolling up costs for categories of work. CityWorks supports procurement and inventory management operations, and it also supports logging and tracking of service requests. CityWorks supports Application Programming Interfaces (APl's) to a wide variety of other municipal government systems including Customer Relations Management (CRM) systems that can be used for accepting and tracking of resident City service requests. CityWorks includes several built-in data models based on the schemas defined by our GIS H-3

4 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE4 system manufacturer, ESRI. The models support a wide range of municipal assets already programmed as layers into GIS such as water, wastewater, storm water, and road networks. The City can then modify the schemas to suit our requirements during the implementation phase. The figure below illustrates how the ESRI schema is used to associate a map of water mains with their associated work orders in CityWorks. ' j GJ ['.QJ ~ CITYW0-1. MXD - Ar cm.1p - A1 r. h1 fo E.ile!;_dit!l_iew Insert :l,electio11 Iools ~indow t!elp - o ~ liil ~ I.'6, ~ e x!_:= ~.:!' I J 1 s~~- _ :::J I:1. 1~!l!!_ _!14 -~ :.':... ~ l_y I? j :::J ';",,-1 ~.:J J Scenario 360 '"' CJ I Cityworks '"' Network: j w aternetwork Flow.., Analysis.., Trace Task: ~ IW., ~ j". j!.d ~ :::J,( jfind Common Ancestors 8 ~ ALL-WO <9oTHER ASSETGROUP (~ WATER 1±1 ~ Water Network i±j ~ Airporis 1±1 1±1 i±i D OrthoPhoto ~ Newsubdivision ~ BuildingFootprints [tl ~ LandParcels ft) ~ RoadNe~Nork 3'1 IJ ONhighway i±l ~ Raillines i±j ~ Canals_Waterways [fl ~ Lakes - detailed ~ 1±1 E:) lakes ltj ~ Vegetation o: p: ~-- -~~~~~ ;e 360 Anal~sis j [2rawing ~ I Selection - L 360 Setup (;/ f v J ~ j- D'"' A'"' IZ ii I) I M al I ~.!J 3JiD:::J J BI!! I ~'"'&...::!..'"'.!.'"' Go back to previous extent In creating work orders or capturing other associated data, CityWorks can spatially link work orders and service requests to specific assets or to street addresses in GIS. This links directly to spatial GIS data that changes during the creation of layers or recording of events such as sales at the assessor facilitates serving notice to customers who may be affected by an asset failure or a planned maintenance operation, or in long term planning and budgeting for the replacement of Infrastructure Assets. Work orders and service requests are assigned to responsible personnel, and enables them to locally or remotely access these work orders and status or update them as work is completed. Another feature of CityWorks is its ability to support field operations by enabling browser based wireless access using tablets or laptops directly to the asset geodatabase. Staff or contracted personnel can access and update work orders and service requests, and view asset maps directly from the field. CityWorks can also operate in "disconnected" mode, an important feature with the spotty wireless reception that is a result of our terrain, by checking data in and out of the database, and keeping the data synchronized between sessions. System Implementation H-4

5 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE5 CityWorks is very flexible but requires configuration to suit the specific requirements of each individual customer. Because of the very tight integration with GIS, it is important to find an implementer that also has experience with GIS. Staff's initial inquiry several years ago did not solicit any implementers in the Los Angeles area. Local support is important because the implementer will likely be assisting the City with future support and functionality requests and a quick response time without additional travel expenses or time is important to the City. Miller Spatial Services is our current GIS services consultant and has an intimate knowledge of City GIS as the firm assisted in the implementation of the GIS upgrades approved by City Council in In addition to GIS expertise, they are also a CityWorks implementation partner with offices in Riverside, California. Therefore, Miller Spatial Services meets the criteria of a local, skilled CityWorks provider with expertise in our City GIS systems. The proposed implementation consists of a planning phase, implementation, and a training and go-live phase. During the planning phase, Staff will work with the consultant to develop a comprehensive workflow based on our current processes that best fits into the CityWorks system capabilities. During implementation, the consultant will program CityWorks workflows, functionality and features required to accomplish the functionality identified in the planning phase. Finally, the training and go-live phase will commence with a comprehensive staff training program, on-site support during go-live and additional hours of support after go-live to address any deviances from the functionality identified in the planning phase. A Scope of Work was developed by Staff and submitted to Miller Spatial Services. After discussion and clarification, an implementation plan and schedule was developed, (see Exhibit B - Miller Spatial - Cityworks Implementation Proposal). Miller Spatial Services submitted an initial estimate of $41,070 including the cost of system planning, implementation, training and go-live support. Staff estimates that the final total cost will be approximately $50,000 based on several additional expected configurations such as reports and workflow changes, subject to final contract negotiation. Staff will present the final negotiated agreement to City Council for consideration. Cityworks Licensing and Support An onsite CityWorks system is recommended because of the tight integration into the City GIS system. CityWorks has three licensing levels depending on the functionality desired. (see Exhibit C - CityWorks Pricing Model) "Essentials" - most basic system license includes Asset Management and connectivity to ESRI GIS; "Standard" - include the features of Essentials, plus inventory, contracts, reporting and analytics and the use of APl's for Citizen Service Requests; and "Premium" - include all the features of Standard as well as several premium mobile management features and additional APl's. H-5

6 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE6 After the selection of the licensing level, customers choose either "named user" licenses or "site" user licenses. The cost of licensing is based by Azteca Systems on City population. The most appropriate type of user licensing can be easily calculated based on how many users will access the system. If the individual license cost is less than a site license, then individual named license purchase are more cost effective. The Cityworks licensing level selected based on City needs is the "Standard" level. Staff expect that twenty (20) named user licenses will be used, so the number of users that will be accessing CityWorks does not support a site license model, therefore individual named licenses are recommended. Azteca "CityWorks" does not sell licensing through distributors. As such, the only source to purchase licensing is direct from Azteca Systems. The City expects that 15 licenses will be used in Public Works, 2 in Community Development, 2 in Recreation and Parks and 1 in Finance or Administration. The cost for named users of CityWorks Standard is: First 5 users - $9,000 Each additional user - $1,200 The total annual licensing and support cost for 20 user licenses is $27,000. There is no upfront fee for the software purchase. The annual cost for a site license is $45,000. The City proposes the less expensive purchase of 20 user licenses for $27,000. CityWorks does not have distributers, it is only sold direct from Azteca Systems. As a result, pricing comparisons are not possible. Staff will present the final purchase proposal to City Council for consideration along with the final agreement. CONCLUSION With the pending completion of an updated GIS system, and the planned FY upgrade to the Community Development Department's Land Management System, both Public Works and Community Development will be able to utilize the centralized GIS system as the single repository of all land, parcel, and infrastructure data. It is the appropriate time to implement a Computerized Maintenance Management System in order to migrate the City's current manual Service Request and Work Order systems into an integrated, GIS Centric system. Such a system will greatly improve tracking and reporting capabilities, thus increasing efficiency, timelines and improve customer service. In addition to the other efficiency, productivity and reporting capabilities, a CMMS is expected to provide useful information to the Infrastructure Management Advisory Committee and is another favorable consideration in progressing with the system implementation. FISCAL IMPACT Funds were previously appropriated by City Council and carried over to FY It is expected that the Public Works CMMS, will be fully implemented in FY in line with H-6

7 COMPUTER MAINTENANCE MANAGEMENT SYSTEM OVERVIEW MARCH 3, 2015 PAGE? the 5 Year IT Plan presented to City Council in August The implementation and licensing cost for a Public Works CMMS was previously approved by the City Council and encumbered, so no additional budget adjustments are expected. Attachments: - Asset Manager Software Comparison - WERF 2012 Exhibit B - Miller Spatial - Cityworks Implementation Proposal Exhibit C - CityWorks Pricing Model H-7

8 @waterfinancerf.org The 2012 Comparative Review of Municipal Maintenance and Infrastructure Asset Management Systems SUMMARY: The United States and Canada face tremendous capital outlays to repair and replace aging municipal and utility infrastructure. Technology is required to better manage the complex decision making process for maintenance, operational and capital investments and resource allocation. This study conducted in 2012 comprises a comparative review of the major computerized maintenance management and infrastructure asset management systems used by municipal governments and water and wastewater utilities in the United States and Canada. The objective of this study is to provide municipal elected officials, public works directors, infrastructure asset managers, maintenance managers, information technology managers, finance directors and procurement staff an overview of municipal maintenance management and infrastructure asset management software in a comparative format in preparation for a request for qualifications or proposals. The comparative criteria includes software costs, vendor services, support, specialization, work orders, inventory control, licensing and permitting, condition assessment, risk management, asset inventory, GIS mapping, Esri GIS integration, 311 systems, mobile devices, Esri GIS ROI and future industry trends. The comparative analysis of core maintenance management and infrastructure asset management functions was completed for the following 14 software systems in alphabetic order: Accela, Agile Assets, Azteca System's Cityworks, Cartegraph, Cityview, Energov, IBM's Maximo, lnfor/hansen, Lucity/GBA, Maintenance Connection, Novotx's Elements, Oracle, Pubworks and Vueworks. Also included in this study, but not in a comparative fonnat is a discussion on Esri GIS as the recommended platfonn for municipal mapping applications; and Innovyze software offerings for an advanced wet infrastructure/underground network hydraulic modeling decision analytics approach. Water Finance Research Foundation WFRF 1. SUMMARY RESULTS I Municipal Maintenance and Infrastructure Asset Management Systems H-8

9 1. SUMMARY RESULTS The summary results of the 2012 comprehensive comparative review and study ranks Azteca System's Cityworks maintenance management and infrastructure asset management system as the top selection for municipal and utility use. Cityworks has demonstrated strength and longevity in the municipal and utility market place for the last 15 years with a highly developed work order management system, and can fully leverage an organization's (ROI) investment in the Esri GIS and the ArcGIS geodatabase as the asset repository reducing implementation and long-term maintenance cost of ownership issues. Cityworks maintains some of the most advanced LGT (Local Government Templates) with over 630 work order templates, 150 service requests with detailed condition assessment inspections. The licensing and permitting functionality is further enhanced by the Esri GIS Centric approach in developing connectivity of all public assets, infrastructure and activities. Functional. Software S Pr1ce Score* core Cityworks Oracle Maximo Acee la lnfor/hansen Energov Cartegraph Lu city ( G BA) Pubworks Maintenance Vueworks Agile Assets Elements Cityview *Adjusted Price Score weighted 20% 1. SUMMARY RESULTS I Municipal Maintenance and Infrastructure Asset Management Systems H-9

10 2. INTRODUCTION In recent years municipalities and water and wastewater systems have stmggled significantly in managing the complex and diverse assets that are within their jurisdictions for which they are accountable. Great strides have been made to develop programs and systems to improve cost efficiencies but core work order management software system functionality by itself did not address the growing needs of infrastmcture asset management practices. During the most recent five years since the worldwide economic decline, which in pait continues today, municipalities and utilities at all levels have faced severe revenue short falls. The actions taken to maintain baseline services involved delaying hundreds of millions of dollars a year in needed maintenance activities and deferring critical capital projects. Efforts made at the state, regional, county, and local levels to better manage assets and allocate limited resources to high profile failing assets were met with a high degree of frustration due to inconsistent and outdated practices, neglected data tracking and storing, and a lack of data integration abilities with silo/stranded data throughout many departments. Asset Management Infrastmcture asset management programs, offered by different consulting firms, should still be focused on managing assets in a way in which the investment for each asset can be optimized producing a reduction in capital budgets and operating expenditures, an efficient and cost effective maintenance program based on risk and an overall reduction in the cost of capital. One common problem has been when engineering drives the capital agenda and the needs of operations and maintenance are overlooked. Likewise, when the financial tracking and planning functions are also neglected, true enterprise asset management decision making cannot occur. A multidisciplinary approach at a corporate level is highly recommended to create a consistent management-wide effort to guide investments and resource allocation. Comprehensive asset management professionals understand these concepts and have a global perspective and the ability to customize solutions to each municipality. These professionals possess the expertise in and understanding of the International Infrastructure Management Manual (IIMM), which is essentially the bible of asset management. This training is critical in establishing the foundational knowledge of the comprehensive process of modem asset 2. INTRODUCTION I Municipal Maintenance and Infrastructure Asset Management Systems H-10

11 management. The basic foundation as well as the expectations should be that asset management as a philosophy is a process of continuous improvement and change. In the United States and Canada, the definition of asset management will continue to be defined by the software tools each organization selects as a means to improve asset performance and manage costs. A reduction of cost can be defined as either a short-term gain or a long-term gain or both. The logic entails that if an asset is not maintained correctly it can fail prematurely. Likewise, an asset replaced prematurely wastes a useful asset and as a result improved performance and investment decision making does not occur. Informed decision making can reduce the overall cost of the asset and function to the benefit of the taxpayers. This process is data intensive and requires the necessary policies, leadership, and structure to meet sustainable infrastructure objectives. The goal to achieve a sense of sustainable infrastructure requires an overall plan including asset management planning, which in turn also requires a financial plan, a technology plan, a service delivery plan, and integration with community plaiming efforts. Public Asset Management The concept of public asset management strives to combine all infrastructure assets and landbased assets and functions to effectively manage the social and environmental goals of the community while offering an improved management decision making process with public review, approval and justification. The current trend is that municipal utilities as capital-intensive enterprise funds will initiate asset management programs during the economic decline and will lead their general city management counterparts of public works, streets, facilities, fleet, parks, signage, bridges, cemeteries, ports and marinas, into an era of sustainability and infrastructure asset management. The expansive nature of the process places a high level of importance on the technology which needs to be applied in a way to gain the greatest benefit overall. Computerized Maintenance Management Systems (CMMS) and Infrastructure Asset Management Software implementation trends for municipalities demonstrate initial progress in business enterprise funds like water, wastewater, and storm drains migrating efficiencies and practices to other municipal departments. This system functionality migration trend will continue and can be more readily managed with a GIS centered strategy. 2. INTRODUCTION I Municipal Maintenance and Infrastructure Asset Management Systems H-11

12 3. METHODOLOGY The comparative analysis of core maintenance management and infrastructure asset management functions was completed for the following 14 software systems in alphabetic order: Accela, Agile Assets, Azteca System's Cityworks, Cartegraph, Cityview, Energov, IBM's Maximo, Infor/Hansen, Lucity/GBA, Maintenance Connection, Novotx's Elements, Oracle, Pubworks and Vueworks. The comparative criteria includes software costs, vendor services, support, specialization, work orders, inventory, licensing and pennitting, condition assessment, risk management, asset inventory, GIS mapping, Esri GIS integration, 311 systems, mobile devices and Esri GIS ROI taking into consideration future industry trends. The four major functional categories include 1) Company/Service, 2) Work Management, 3) Asset Management, and 4) GIS. Each major component is ranked 1-5 with a 5 as the highest score. A zero represents a function not contained in the software. The Overall Functional Score assumes an even weighting of the four major functional areas. COMPANY SERVICES SERVICES/IMPLEMENTATION SUPPORT/TRAINING SPECIALIZATION ASSET' MANAGEMENT' CONDITION ASSESSMENT RISK MANAGEMENT ASSET ; INVENTORY/HIERARCHY WORK ORDERS WORK ORDERS AND WORK FLOW INVENTOR LICENSING AND PERMITS Esri GIS INTEGRATION 311 SYSTEMS Esri GIS ROI 3. METHODOLOGY I Municipal Maintenance and Infrastructure Asset Management Systems H-12

13 4. REVIEW OF SERVICES The functionality of the core components of a software application is very important, however, the actual success and level of benefit gained is a direct result of the work and support around the planning, implementation, testing and training. The ability for the software vendor to provide enhanced support and training to ensure the successful implementation is critical. In the area of asset management, data conversion and a specialization in specific infrastructure types can ensure a higher degree of utilization of software capabilities. Company Services Overall Score Pubworks Cityview Agile Assets Vueworks Elements Maintenance Energov Acee la Lucity (GBA) lnfor Oracle Maximo Cartegraph Cityworks REVIEW OF SERVICES I Municipal Maintenance and Infrastructure Asset Management Systems H-13

14 Company /Services The Company/Service functional category includes Vendor Services and Implementation, Support and Training Services and Company Strength and Specialization. A ranking score ranging from 1-5 was assigned to software for each of the 3 areas. A "5" score represents the highest functionality, while a low score represents a marginal level of functionality. If software did not have functionality in a given area then a zero was assigned and calculated into the overall sconng. Services Support Specialization Cityworks 5 Cityworks 5 Cityworks 5 Cartegraph 5 Cartegraph 5 Cartegraph 5 Maximo 5 Maximo s Maximo 5 Oracle 5 Infer/Hansen 5 Oracle 5 Accela 4 Lucity (GBA) 5 Accela 4 Energov 4 Oracle 5 Energov 4 Infer/Hansen 4 Accela 4 Infer/Hansen 4 Lucity {GBA) 4 Energov 4 Lucity {GBA) 4 Elements 3 Maintenance 4 Maintenance 4 Maintenance 3 Agile Assets 3 Agile Assets 3 Vueworks 3 Cityview 3 Cityview 3 Agile Assets 2 Elements 3 Elements 3 Cityview 2 Pubworks 3 Pubworks 3 Pubworks 2 Vueworks 3 Vueworks 3 4. REVIEW OF SERVICES I Municipal Maintenance and Infrastructure Asset Management Systems H-14

15 5. REVIEW OF WORK MANAGEMENT A robust Computerized Maintenance Management System (CMMS) with work orders providing the ability to separate planned or unplanned maintenance costs, builds life cycle cost history, records actual direct costs of the activity, documents the procedures followed, notes the failure mode and primary cause of failure with comments on indirect costs and impacts to customers and possible unproductive time. A basic CMMS alone is not an asset management system. All of this data enables additional possibilities of failure, causal, consequence and efficiency analysis. Work Management Overall Score Cityview Agile Assets Vueworks Maintenance Pubworks Energov Elements Oracle lnfor Maximo Cartegraph Lucity (GBA) Acee la Cityworks REVIEW OF WORK MANAGEMENT I Municipal Maintenance and Infrastructure Asset Management Systems H-15

16 Work Management The Work Management functional category consisted of Work Orders and Work Flow, Inventory Control, and Licensing and Permitting. A ranking score ranging from 1-5 was assigned to software for each of the 3 areas. A "5" score represents the highest functionality, while a low score represents a marginal level of functionality. If software did not have functionality in a given area then a zero was assigned and calculated into the overall scoring. Work Orders Inventory Eicense/Rermits Cityworks 5 Cityworks s Cityworks Accela 5 Accela 5 Accela Energov 4 Maximo 5 Cityview lnfor/hansen 4 Lucity (GBA) 5 Energov Maintenance 4 Rubworks 5 Cartegraph Maximo 4 lnfor/hansen 5 Lucity (GBA) Lucity (GBA) 4 Oracle 5 Maximo Cartegraph 4 Cartegraph 5 lnfor/hansen Elements 4 Elements s Oracle Oracle 4 Energov 4 Elements Rubworks 4 Maintenance 4 Rubworks Vueworks 4 Vueworks 4 Maintenance Agile Assets 3 Agile Assets 3 Vueworks Cityview 0 Cityview 0 Agile Assets s REVIEW OF WORK MANAGEMENT I Municipal Maintenance and Infrastructure Asset Management Systems H-16

17 6. REVIEW OF ASSET MANAGEMENT Condition assessment can be defined as a method that establishes the current condition of assets as a means of prioritizing and forecasting maintenance and rehabilitation efforts. Condition assessment can help managers understand the level of asset deterioration and the risk management impact on the probability and consequence of failure. The Asset Inventory or Registry is central to any asset management program or strategy. An asset register is a systematic recording of all assets an organization owns or for which it has responsibility. Asset Management Overall Score Cityview Elements Agile Assets Vueworks Maintenance Pubworks Lucity (GBA) lnfor Oracle Maximo Energov Cartegraph Acee la Cityworks REVIEW OF ASSET MANAGEMENT I Municipal Maintenance and Infrastructure Asset Management Systems H-17

18 Asset Management Asset Management functional category includes Condition Assessment capabilities, Risk Management, and Asset Inventory and Hierarchy. A ranking score ranging from 1-5 was assigned to software for each of the 3 areas. A "5" score represents the highest functionality, while a low score represents a marginal level of functionality. If software did not have functionality in a given area then a zero was assigned and calculated into the overall scoring. Condition Assessment Risk Management Asset Inventory Cityworks 5 Cityworks s Cityworks Cityview 0 Cityview 0 Cityview Elements 0 Elements 0 Accela Accela 5 Accela 5 Cartegraph Cartegraph 4 Cartegraph 4 Energov Energov s Energov s Maximo Maximo 5 Maximo 5 Oracle Inf or 5 Inf or 5 Inf or Oracle 5 Oracle 5 Lucity (GBA) Lucity (GBA) 4 Lucity (GBA) 4 Pubworks Maintenance 4 Maintenance 4 Agile Assets Pubworks 4 Pubworks 4 Elements Agile Assets 3 Vueworks 4 Maintenance Vueworks 3 Agile Assets 3 Vueworks 5 0 s REVIEW OF ASSET MANAGEMENT I Municipal Maintenance and Infrastructure Asset Management Systems H-18

19 7. REVIEW OF GIS Investing in a complete GIS system with full functionality produces an overall reduction in operating and maintenance costs and can become the foundation of a lower cost asset management system. Technology has increased the operating efficiencies of municipalities and utilities by converting manual office process from paper to an intelligent automation system. GIS is a unique system of hardware, software and data used to create, store, edit, organize, manipulate and analyze information within a geographic area. GIS offers the ability to visualize models of the physical infrastructure and related activities in a map view. GIS Overall Score Elements Maintenance Cityview Agile Assets Vueworks Pubworks Lucity (GBA) Cartegraph Maximo Energov Oracle In for Accela Cityworks REVIEW OF GIS I Municipal Maintenance and Infrastructure Asset Management Systems H-19

20 GIS The GIS (Geographical Information System) functional category consists of GIS Mapping features, Esri GIS integration, 311 System Abilities, Mobile Devices Enhancements, and Esri GIS ROI (Return on Investment) considerations. A "5" score represents the highest functionality, while a low score represents a marginal level of functionality. If software did not have functionality in a given area then a zero was assigned and calculated into the overall scoring. GIS Mapping Esri Integration 311 Systern Mobile Devices Cityworks 5 Cityworks 5 Accela 5 Accela 5 Accela 5 Accela 4 Cartegraph 5 Maximo 5 Cartegraph 5 Cartegraph 4 Energov 5 lnfor/hansen 5 Elements 5 Energov 4 lnfor/hansen 5 Oracle 5 Energov 5 Maximo 4 Oracle 5 Cityworks 4 Maximo 5 lnfor/hansen 4 Pubworks 5 Agile Assets 4 lnfor/hansen 5 Lucity (GBA) 4 Cityworks 4 Energov 4 Lucity (GBA) 5 Oracle 4 Maximo 4 Cartegraph 3 Oracle 5 Agile Assets 3 Lucity (GBA) 4 Cityview 3 Vueworks 5 Elements 3 Vueworks 4 Lucity (GBA) 3 Agile Assets 4 Maintenance 3 Cityview 3 Maintenance 3 Cityview 4 Pubworks 3 Agile Assets 2 Pubworks 3 Pubworks 4 Vueworks 3 Elements 0 Vueworks 2 Maintenance 3 Cityview 0 Maintenance 0 Elements 0 GIS has been able to meet the increased demand for mobility and information sharing. Many applications for asset maintenance and management purposes have been developed by software companies in order to improve the transactional cost of public accountability. Some of these features can also be accessed through 3r<l party vendors. Municipalities and utilities have benefited from 311 citizen information, request and tracking systems as well as mobile remote business functionality via handheld mobile devices. 311 capabilities and mobile device initiatives are continually improving for top vendors. 7. REVIEW OF GIS I Municipal Maintenance and Infrastructure Asset Management Systems H-20

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