Charter Township of Canton
Request for Proposal for CONTENT MANAGEMENT SYSTEM (AMS,CMMS,GIS)
Contact: Dave Maurice E-Mail:
[email protected] Phone: (734) 394-5282 Date Issued: 6/12/2014 Due Date & Time: 3:00 p.m., Thursday, June 26, 2014
The deadline established for the receipt of your sealed PROPOSAL is 6/26/2014 at 3:00 p.m. The proposal is to be submitted to the Clerk's Office, 1150 S. Canton Center Road, Canton, Michigan 48188. Address the proposal to: Canton - Clerk’s Office CONTENT MANAGEMENT SYSTEM (AMS, CMMS, GIS) DUE 6/26/2014 AT 3:00 P.M. 1150 Canton Center S Canton MI 48188
GENERAL REQUIREMENTS & INSTRUCTIONS 1. SUBMISSION OF OFFERS: All offers should be submitted in a sealed envelope or package. The invitation title and opening date shall be clearly displayed on the outside of the sealed envelope or package. The delivery of responses to the Clerk’s Office prior to the specified date and time is solely and strictly the responsibility of the offeror. Any submittal received in the Clerk’s Office after the specified date and time will not be considered. Responses shall be submitted on the forms provided by Canton. Additional information may be attached to the submittal. Facsimile submissions are NOT acceptable. No offer may be modified after acceptance. No offer may be withdrawn after opening for a period of sixty days unless otherwise specified. Bid must include all costs. All offers must include the original and at least (5) copies. 2. EXECUTION OF OFFER: Offer shall contain a manual signature in the space(s) provided of a representative authorized to legally bind the offeror to the provisions therein. 3. EXECUTION OF ACCEPTANCE: Canton Township legally recognizes acceptance of formal offer when a written contract is signed by both parties. Offerer is not to assume that the Canton Board of Trustees resolution approving the bid or proposal is a binding contract. 4. OPENING & RECORDING: Opening shall be public in the Clerk’s Office immediately following the advertised deadline date and time for receipt of submittals. 5. INTEGRITY: Canton Township does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. 6. TABULATION: Bid results will be posted on the Township’s website at www.cantonmi.org Please click on Doing Business, Bids & Proposals and then click on Bid Results. 7. BOARD AWARDS: As the best interest of Canton may require, Canton reserves the right to make award(s) by an individual item, group of items, all or none, or a combination thereof; on a geographical basis and/or on a countrywide basis with one or more supplier(s) or provider(s); to reject any and all offers or waive any irregularity or technicality in offers received. Offerors are cautioned to make no assumptions. Any or all awards made as a result of this invitation shall conform to applicable ordinances and policies of Canton Township. Bid awards will be posted on the Township’s website at www.canton-mi.org. Please click on Doing Business, Bids & Proposals and then click on Bid Awards.
8. BRAND NAME OR EQUAL: If items requested by this invitation have been identified in the specifications by a brand name “OR EQUAL” description, such identification is intended to be descriptive and not restrictive and is to indicate the quality and characteristics of products that will be acceptable. Offers proposing “equal” products will be considered for award if such products are clearly identified in the offer and are determined by Canton to meet fully the salient characteristic requirements listed in the specifications. 9. PRICING: Unless otherwise specified prices offered shall remain firm for a period of at least sixty (60) days; all pricing of goods shall include FOB Canton Township, all packing, handling, shipping charges and delivery to any point(s) within Canton to a secure area or inside delivery. 10. PAYMENT TERMS: Canton Township will remit full payment on all undisputed invoices within thirty (30) days from receipt by the appropriate person(s) of the invoice or receipt of all products or services ordered. 11. INCURRED EXPENSE: This invitation does not commit Canton to make an award nor shall Canton be responsible for any cost or expense which may be incurred by any respondent in preparing and submitting a reply, or any cost or expense incurred by any respondent prior to the execution of a purchase order or contract agreement. 12. QUESTIONS/ ADDENDA: Any questions concerning the conditions or specifications shall be directed to the designated contact person. Addenda items will be posted on the township website, on the Purchasing Division page under Requests for Bids, Proposals and Qualifications. It is the bidder’s responsibility to check and verify that addenda have been issued. Failure to acknowledge addenda may result in the offer not being considered. 13. CLARIFICATION/CORRECTION OF ENTRY: Canton reserves the right to allow for the clarification of questionable entries and the correction of OBVIOUS MISTAKES. 14. INSURANCE: The successful bidder is required to furnish evidence of the following insurance requirements in accordance with Canton’s Risk Management Policy O:02. Work may not commence until the Certificates of Insurance have been received. The coverage requirements are as follows: Commercial General Liability – Limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following extensions: Contractual Liability, Products and Completed Operations, Independent Contractor Coverage Broad Form General Liability Extensions, Deletion of all Explosion, Collapse, and Underground Exclusions, if applicable. Canton shall be additionally insured. Motor Vehicle Liability - Limits of liability not less than $1,000,000 per occurrence combined single limit, Bodily Injury, and Property damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. Canton shall be additionally insured.
Worker’s Compensation Insurance – The successful bidder shall procure and maintain workers compensation insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan. 15. PUBLIC ACT 517 OF 2012: In accordance with Public Act 517 of the Public Acts of 2012, any Iran linked business is not eligible to submit a bid on a request for proposal with a public entity in Michigan. An “Iran linked business” includes the following: (1) A person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tanker or products used to construct or maintain pipelines used to transport oil or liquefied gas for the energy section of Iran; and (2) A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. For purposes of this prohibition, “person” includes an individual, corporation, company, limited liability company, business association, partnership, society, trust, or any other nongovernmental entity, organization or group. It also includes a governmental entity or instrumentality of a governmental entity, or any successor, subunit, parent company or subsidiary of, or company under common ownership or control with and of the foregoing.
I.
II.
SUMMARY
The Canton Township Municipal Service Department, Division of Public Works (DPW) is accepting proposals for the development and implementation of a pilot Content Management System (CMS) to enhance its asset management/computerized maintenance management system (AMS/CMMS), its geographic information system (GIS), and other applications used at the Township. This project is the first phase of a larger multi-phase project that may involve multiple departments of the Township in future years. The purpose of the RFP is to provide potential candidates an outline of the project, guidelines for proposal preparation, and a clear understanding of the evaluation criteria that will be used in the selection process.
PROPOSAL GUIDELINES AND REQUIREMENTS
Five (5) copies of your proposal must be received by the Canton Township Clerks office by 3:00 PM EST, Thursday, June 26th, 2014. Any proposal(s) submitted after that time will not be accepted or considered. Incomplete incorrectly submitted proposals will be rejected by the Township without recourse by the proposer. The proposal must contain the signature of an authorized officer or agent of the company submitting the proposal. The price quoted for the project should be inclusive, and each proponent shall provide a thorough explanation of the nature and scope of work offered. If the project requires employing sub-contractors, then please outline this in your proposal. Subcontractors must be identified appropriately, and the work they will perform must be clearly defined. In your proposal please provide the name, address of any sub-contractor that will be included as part of your proposal. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations agreed to between the Township and the selected proponent.
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CONTRACT TERMS
Upon selection of the successful proposer, Canton Township will negotiate contract terms. All contracts are subject to review by Canton Township legal counsel, and a contract will be awarded by the Township Board based on the standard Township form of agreement, which outlines terms, scope, budget and other necessary items.
PURPOSE, DESCRIPTION AND OBJECTIVES
Municipal Services has a well-developed ESRI based geographic information system (GIS) for its spatial data management, and uses Cityworks (Azteca Systems, Inc.) for its asset management / computerized maintenance management system (AMS/CMMS). An opportunity exists to extend the information storage and retrieval capability at the Township through the addition of a pilot Content Management System (CMS). The goal is to enhance the Cityworks, ArcMap and other applications used by the Township, for a designated pilot area (PA) within the Township, to understand and evaluate the investment in the CMS technology to determine transferability to a wider organization implementation.
Description Assess the current business practices and content used by staff, and create a Content Management System that specifically includes the following items: A pilot CMS containing all data for the designated pilot area (PA). The PA is a sample region of the Township, determined by the Township in conjunction with the selected proposer, and data from this area will be used to develop the pilot. In addition to other content for the system, include ALL Water Service Stop Box location data records used by Public Works for the entire Township or at a minimum for the PA. The system should be capable of interfacing primarily with Cityworks and ArcMap, but also other applications used by Municipal Services and other PA participants. Develop a plan for incorporating content for the entire Township, and include a physical and financial outline of what’s required to complete the system over a multi-year, phased approach. Develop a maintenance and technical support program to ensure short and long term success of the project, once roller out township-wide. Our Objectives for Pilot Project The pilot CMS should be complete and comprehensive, and include ALL content that is identified by each group of stakeholders and/or divisions involved. When complete, the pilot should provide users the opportunity to understand what the system does, how it can be used, and how it will improve the efficiency of information storage and retrieval in their daily operations. It should provide a clear pathway of understanding for each department about how they can extend the system to include their data the entire Township, and all their information that’s required to be included. Make the system as simple to use and user-friendly as possible within the framework of the application, and ensure that it meets all the needs of the stakeholders involved. The system should have a web-based, mobile, and desktop application. At the end of the project, Municipal Services will have following products in place: 1. A CMS for the designated pilot area (PA). 2. A Water Service Stop Box location component. 3. A short and long term maintenance and technical support program. 4. A well-developed plan for implementing the CMS Township-wide, to ensure a smooth implementation from early stages of the pilot, through project maturity. Specific Strategies for Implementation Make the system as simple and intuitive to use, as possible, and make this aspect of the system a primary goal of the implementation. Present information and communication in an easily understood format, and provide consistent and regularly scheduled communication during the project. Provide user-friendly, concise documentation for interacting with the system. Implement the project in phases to make implementation more productive and organized, and more importantly easier for users to understand how it affects their operation. Deliver a well refined, usable, scalable foundation pilot CMS for the designated pilot area (PA) that will provide users and management with the understanding of how this implementation can save time, money, and other resources as part of our overall Township daily operations.
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TIMELINE •
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This RFP is dated June 12th, 2014. Proposals are due no later than 3:00 PM EDT, June 26th, 2014, to be submitted to the Township Clerks office. Proposals will be evaluated soon after submission to the Township committee of Municipal Services and Information Technology Services staff. During the evaluation period, we may require clarifications and may have questions regarding a proposal(s). You will be contacted if any questions require clarification. The name of the selected proposer will be decided on, or about July 22nd, 2014. Negotiations will begin immediately with the successful candidate and should conclude no later than August 1st, 2014. A recommendation on award of a contract is scheduled for August 12th, 2014. The Designated Pilot Area component should be completed by January 31st, 2015. The Water Service Stop Box Location component should be completed by March 31st, 2015. Final Completion and Wrap-Up for the pilot project should be completed by May 31st, 2015.
BUDGET
Please provide a cost proposal to accomplish the scope of work outlined below. The budget must encompass all design, production, and software acquisitions necessary for the development and maintenance of the enhanced system for the Township, along with the long-term maintenance and technical support program. List pricing for the following services:
Part 1: Designated Pilot Area CMS complete development and implementation. Part 2: Water Service Stop Box Location component of the CMS. Part 3: A well-developed plan for implementing the CMS Township-wide. Part 4: A short and long term maintenance and technical support program.
In addition, the cost proposal shall identify the minimum hardware required for the pilot project including scanning equipment, server hardware, application software, and operating system software. A determination will be made based on this information proposed whether the Township will use existing resources for the pilot project, obtain new equipment, or a combination of both that provides the most cost effective method.
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BACKGROUND OF THE ORGANIZATION
The Canton Township Municipal Services Department is composed of various divisions including Building and Inspection Services, Engineering, Fleet, and Planning in addition to Public Works. ESRI ArcGIS is the enterprise GIS application and Cityworks is the primary CMMS/AMS application used by Public Works. To gain some insight into the organization and how we use Cityworks and the GIS, please refer to the GIS Strategic Implementation Plan (Appendix A).
PROJECT SCOPE AND GUIDELINES
The scope of this project is to extend the functionality of the CMMS/AMS by developing a CMS Pilot for the designated pilot area (PA), and the Water Service Stop Box Location component of the system for all of Canton Township. Internal staff within the DPW and the Township will assist and coordinate with other departments to provide access to the necessary documents, content, and systems to do the proper evaluation and planning, and ultimately implementation.
Discovery: Confirm participants, data requirements, and objectives for each department, pilot look and feel, required functionality, and budget restraints that will result in a creative brief about the project and the forthcoming CMS implementation. Design: For the benefit of the Township staff and as part of the design, develop a Design Document that describes the CMS architecture, what the graphic look and feel users can expect, what knowledge is required by the user for navigation and operation before any implementation begins. Implementation Guidelines: The CMS solution designed by the successful candidate should meet the following criteria: Create a CMS that will permit any Canton Township staff who will be using the system, to intuitively navigate the system to locate information required per a given situation. Convert substantial amounts of data for the system including the following data sets: • ALL data for the pilot area (PA) for participating departments. • ALL Water Service Stop Box location data from the DPW card file. • Organize the existing data for the PA and the Stop Box Card data into the system. • Develop a scanning and digitizing plan for existing and additional content. Easy to Navigate. The CMS should be as easy as possible to navigate, within the constraints of the system itself. Certain settings should be hidden from the users so that they work in the background with as little user manipulation as possible. Easily Updated. Once the pilot has been implemented, the system will need to be maintained, and this documentation should be included as part of the final product. These instructions will transfer to the Township-wide system upon implementation. System Specifications: The CMS must interface with the Cityworks and ESRI ArcGIS. The system must include a web-based, mobile, and desktop application. The pilot must be able to interface with applications from other departments involved with the project, whose data is contained in the PA. Testing: As the system is developed and implemented, testing will take place throughout the process to ensure the system includes the following functionality: Accessing all the data in the pilot area. All data for the Water Service Stop Box location file. Integration with the ArcGIS and Cityworks. Capability of interfacing with apps used by the various departments for the pilot area. Delivery: Final delivery of the pilot CMS implementation will include the following: 1. A CMS pilot for the designated pilot area (PA), including the Water Service data component. 2. CMS enabled applications for all participants with data in the PA. 3. An implementation plan for incorporating the CMS Township-wide, with recommendations on hardware, software, hosting vs. onsite data storage, specific configurations, and identification any other components that may be required as part of the full Township-wide implementation. 4. A long-term maintenance and technical support program to ensure project success.
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STAFF RESOURCES
A successful planning effort for the project is driven by two interdisciplinary teams of participants: Project Management Team The Project Management Team will be the primary decision making team. It will include the successful proposer as well as individuals in supervisory positions in the Townships IT and Municipal Services. It will be responsible for sign-off on key decisions, providing project steering and maintaining relationships with stakeholders in the various departments, keeping the project on schedule and within the budget, and coordinates communication between other team members. Project User Team The Project User Team will consist primarily of designated staff members from the various departments, and will act as the subject matter experts for their area. This group will provide input to the Project Management Team and may be included in some coordination meetings. The main pilot of this group will be to help ensure that the CMS needs for their department are met through the project, and provide feedback to make the project a success for their specific area.
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EXPERIENCE AND QUALIFICATIONS
Provide a list of CMS integrations projects that your firm has completed over the last 3 years.
Identify those projects specifically where you’ve integrated the CMS application to ArcGIS and/or Cityworks. List the role that your firm played in each project.
Describe your experience developing and implementing a CMS, and integrating with ESRI ArcGIS and Cityworks.
Provide reference information from three (3) current or former clients, for projects of similar size and/or scope.
Describe your firm’s capacity to implement our project, and provide an organizational profile of your company, length of time in business and core competencies.
Describe the percentage of your firm’s staff would be involved in this project that work on CMS implementation
Provide a description of the team that will be assigned to the project. What will each person’s role be and include a brief background summary of each of the key staff member assigned to the project.
Briefly describe your team’s management process.
Briefly describe the percentage your organizations total revenue is derived from CMS implementation and system integration and development and other business ventures.
Explain your business model.
Please describe any hardware or software vendor partnerships and what their involvement might be in the project if awarded to your organization.
Describe your Terms and Conditions.
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EVALUATION CRITERIA
The following criteria will form the basis upon which Canton Township will evaluate proposals. The mandatory criteria must be met and include:
Five (5) copies of your proposal and a digital file (1) in PDF format must be received no later than 3:00pm, Thursday, June 26th, 2014 (EDT).
Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, not-to-exceed amount, and fee for service format.
Incomplete incorrectly submitted proposals will be rejected by the Township without recourse by the proposer.
Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria:
Suitability of the Proposal – the proposed solution meets the needs and criteria set forth in the RFP.
Expertise in recommendation and communication appropriate technical and aesthetic solutions as evidenced by the proposal and references.
Aesthetic Capabilities – Prior work demonstrates artistic and innovative, user friendly interfaces that engage communities and viewers.
Candidate Experience – Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project.
Value/Pricing Structure and Price Levels – The price is commensurate with the value offered by the proposer.
Depth and Breadth of Staff – The candidate firm has appropriate staff to develop and implement the system in the time framed outlined, and to make recommendations for the full implementation of the Canton Township CMS.
Proposal Presentation - The information is presented in a clear, logical manner and is well organized.
Demonstrated commitment to high service level.
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FORMAT OF PROPSALS
Below are guidelines for the format of your proposal. Variation is acceptable but general format should follow the specified guidelines: Length of Proposal and Font Size There is no maximum length for the proposals that will be submitted. The proposals should include a Title page, cover letter, the proposal, qualifications and budget for the project. Please use at least a 10 point font. Title Page Clearly define your company on the Title page and include the title of the proposal, your company name, address, web site address, telephone and fax numbers, email address and phone number contact of the primary contact. Cover Letter Should be signed by the person or persons authorized to sign on behalf of the company. Proposal Outline your proposed solution including the features, benefits, and uniqueness of your solution, and also include your ability to deliver the project in the time frame noted above. Qualifications Provide the information requested in Section XI above. Budget and Fees: List the budget for each of the items listed above. Identify the staff you anticipate will be working on the project and their hourly rates for work necessary to complete the project. Attachments: Include any attachments as separate items or appendices that you feel would be necessary and helpful to present your proposal clearly and effectively.
APPENDIX A CANTON STRATEGIC IMPLEMENTATION PLAN
A Strategic Implementation Plan for Canton Township
A comprehensive plan outlining the existing and future implementation of
- Cityworks® An Asset Management, Permitting, Licensing and Land Management GIS centric solution for Utility Management and Community Development
Presented By; Tim Faas - Municipal Services Director Bob Belair - Public Works Manager Dave Maurice - Asset Management Supervisor
Updated: February 2012
Table of Contents
Page #
I.
Mission Statement………………………………………..............................................3
II.
Background……………………………………….........................................................4
III.
Existing Cityworks Implementations A. Cityworks MSD…………………………………………………………………...5 B. Cityworks Fleet…….…………………………………………………….…….....5 C. Cityworks Leisure Services………………………………………….………...…6 D. Cityworks DDA……………………………………………………………….......7
IV.
Current Cityworks Projects A. Sanitary Sewer Maintenance Program…………………………………….........8 B. Sidewalk Repair Program (SWRP)…………………........................................ ..9 C. Dead End Hydrant Program…………………………....................................... ..9 D. Cityworks Server MMS Implementation………………………………..…......10 E. Fleet Inventory Tracking with Storeroom…………… ……………………….11 F. Fats, Oils, and Grease (FOG) Program…………………………………….......11
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Understanding Cityworks Core Products A. The “Gold Cylinder”…………………………………. …………………….......12 B. Cityworks Applications……………………………………………………… …12 C. Client / Server Apps………………………………………………………...........13 D. Browser / Server Apps…..……………………………. …………………….......13 E. Other Cityworks Applications ………….……………........................................14 F. Cityworks Add-Ons and API’s…………………………………………….........15
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Priority “A” Cityworks Implementations A. OnBase for Content Management…………..…………………………………...17 B. LOGOS Work Order Integration to Cityworks…..............................................17 C. Public Works Customer Request Portal…………………………………...........18
VII.
Priority “B” Cityworks Implementations A. Dig-Smart Automated Ticketing…………………………………………...........18 B. CIT Service Request Conversion for Fleet .……………………………….........19 C. DPW Inventory Tracking in Storeroom….…………. ……………………........19 D. iPad and other Mobile Device “App” Implementations……..…………………20
VIII.
Priority “C” and “D” Cityworks Implementations A. Mobile Device WiFi Hotspot for DataPump/Wireless Access .…………...........21 B. Cityworks Server PLL (Permits, Licensing, Land Management…..……..........22
IX.
Cityworks and GIS Applications Administration Roles A. Asset Management Supervisor……………………………………………..... …..23 B. Role and Responsibilities.…………………………….... ………………………...24 C. ArcSDE/GIS Data Administration…..….……………..........................................25
X.
Appendix “A” A. Cityworks Core Products Diagram....……………………………………….........26 B. OnBase Implementation Cost Summary Worksheet………………………….....27 C. SWOT Analysis……………………………………………………………….........29
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I. Mission Statement The purpose of this document is to provide a comprehensive overview of the Cityworks® software application implementation at Canton Township. Cityworks® is a Computerized Maintenance Management System (CMMS). The term CMMS is also referred interchangeably with Asset Management System, Work Order Management System and Service Request Tracking System, among others. In addition to providing an overview of the implementation, this document is necessary for several other important reasons. Specifically, those reasons include but are not limited to the following; • Outline the process of MSD selected Cityworks® for Canton Township. • Background information to help understand what Cityworks® does and what functionality it provides. • The status of the Cityworks® implementation within the various departments, from the initial installation of the first license purchased to the present. • Provide an organized pathway for future deployment of Cityworks® under the recently purchased Site License, which makes the application available to any Township Department with a need for Cityworks®. • The role of the individuals involved in the administration of Cityworks® and related applications. • An analysis of the Strengths, Weaknesses, Opportunities, and Threats (SWOT) was conducted to assist MSD in carrying on successful operation of this application for the next 7 to10 years forward (see Appendix “A”).
Above: The Cityworks® application in its various forms; Server AMS, Anywhere, Desktop, and Standalone.
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II. Background: Understanding Cityworks® and ArcMap In December 2006, after two years evaluating systems to address utility Asset Management, Canton Township Department of Public Works (DPW) purchased its first license of the Cityworks® software. The objective for initially purchasing a single license, was to configure the system in advance of providing it to users in a production environment, so that it was operational and functional when they began using it. At that point, staff would be able to begin electronically processing Service Requests, and Public Works Supervisors could evaluate those requests to determine whether a Work Order was required. Since that time, Cityworks® has been deployed for use with additional projects in the Engineering, Public Works, Fleet Services, Leisure Services, and the Downtown Development Authority (DDA). How the application is being used in each of those departments is outlined in this plan in order to provide a clear understanding of the Asset Management process at the Township. To fully understand the Cityworks® implementation, it is helpful to understand the fundamental underpinnings of the application, and most importantly why Canton Township selected Cityworks® for its Asset Management needs. Cityworks® was developed by Azteca Systems, Inc., in the early 1990s as a tool to manage utility pipe maintenance. As the application matured, the software’s functionality was expanded to meet the needs of users wanting to maintain maintenance records on other assets and activities than those just related to utility maintenance. During that period, the company incorporated the use of geographic information system (GIS) processing within the application, and rather than develop their own mapping component, Azteca Systems opted to harness the power of ArcGIS from ESRI, Inc. Canton Township was already an existing user of ArcGIS. This strategy allowed Azteca Systems to focus on developing the best geocentric asset management software product in the industry, while allowing their customers to realize the benefits of using the leading GIS application. The primary reasons DPW selected Cityworks® after a thorough evaluation was the applications functionality, positive feedback from existing users, its respected status within the information systems industry, and most importantly how well the company met the needs of its users. For these and other reasons, Azteca Systems has been named ESRI Worldwide Business Partner of the Year numerous times because of their excellent product, and how it interfaces with ArcGIS. In retrospect, however, the most beneficial aspect Azteca Systems provided with Cityworks® was their track record of performance and the longevity of the core group of employees who initially developed the software and continue to be part of the company into the future. According to industry surveys, organizations identified longevity and stability of personnel within of their software vendor, as the most important reason for selecting an application. The fact that Canton Township selected Cityworks® from Azteca Systems to address aspects of its information technology needs will provide stability and continuity as we move into the future to help meet the enterprise needs of the community. What follows is a detailed outline of the strategic plan for i.) existing projects, ii.) current projects, iii.) Understanding the Core Products, iv.) Future Priorities A through D and finally v.) an outline of the key issues regarding Administration Roles in achieving these goals.
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III. Existing Cityworks® Implementations A. Cityworks® MSD The Divisions of Public Works and Engineering within MSD were the first groups within Canton Township to implement Cityworks®. It is used primarily to record Service Requests from residents, businesses and township staff, record observations on inspections, and track Work Order content such as equipment, labor, and material (ELM) costs. Recording Service Requests can be generated by any staff member within the Division, but this function for DPW is mostly handled by the Clerical, where calls have traditionally been processed over the years. Once requests are entered into the system, they are submitted to the appropriate Supervisor within DPW. Cityworks® is actively used in the Water, Sewer, Customer Service and Environmental sections of Public Works.
Above: The typical Work Order from DPW for cleaning Sanitary Sewer gravity mains.
B. Cityworks® Fleet At the time Cityworks® was implemented into Public Works in 2006, Fleet Services was already using a software application called Collective Data to track fleet maintenance on over 170 vehicles from the various Canton Township departments. Plans were in place to convert the Fleet work order tracking system into Cityworks® when the implementation for DPW had matured, and when resources allowed the conversion process to begin. In December of 2008, the schedule to implement Cityworks® for Fleet Services was expedited due to support and maintenance costs required to keep the existing application functioning. At that time, the tools were available in Cityworks® to begin the conversion for Fleet Services. After working through an 18 month transition period, all Work Order content and management is now maintained in Cityworks®. In addition to Work Order content, all inventory for Fleet Services is managed
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exclusively through Storeroom, which is a Cityworks® application used to track inventory. Vehicle and equipment information for ALL Canton Township departments is now tracked in the geographic information system (GIS) database integrated with the Cityworks® application. Below: Fleet Services Inventory Search and Inventory Editor window.
C. Cityworks® CLS - Leisure Services Canton Leisure Services (CLS) saw the need to incorporate Asset Management into their operations and were looking into available solutions during the initial phase of implementation in Public Works. At the time, CLS management was prepared to purchase software the task, but hadn’t considered the long-term costs of configuration and maintenance, which is frequently overlooked. Rather than purchase a different application, CLS opted to delay the implementation of Asset Management and made plans to bring Cityworks® into their operation in the same manner DPW and Fleet Services.. The benefits to CLS, as with Fleet Services, was that decisions about implementation were already determined during the DPW implementation phase. Currently all divisions in CLS have Cityworks® available for use as part of their daily work management activities, and can incorporate its use in any area where they determine there is a need to track specific work related activities.
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Above: Pheasant Run Golf Course irrigation system mapped for selection on work orders. All nine hole courses – North, South , and West have been mapped out in the GIS for use with Cityworks®.
D. Cityworks® DDA The Canton Downtown Development Authority (DDA) can use Cityworks® to track work related activities associated with DDA streetscape assets such as street lights, DDA walls, landscape areas, and utility hardware. The work order documents were created in Cityworks® for DDA work activity which allows DDA to select those GIS features in a digital map, and generate work orders against those assets.
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IV. Current Cityworks® Projects In addition to typical use of the software, there are specific projects set-up within Cityworks® for Township staff in the various departments. These projects may have already been in place at the Township, but by their very nature are the kind of projects for which Cityworks® was specifically developed. The diverse application of Cityworks® is not limited to utility asset management, because the flexibility of the software allows us to configure around the specific needs of each group and/or user. The overall benefit to the departments is that we have a customized system for organizing and tracking work associated with asset management and other activities. The cost savings and improved operations that can be achieved with the proper implementation of Cityworks® can more than offset the costs relative to its purchase and implementation. These cost savings are realized by more efficiently automating productivity and eliminating redundant work tasks. A. Sanitary Sewer Maintenance Program An important ongoing project in the DPW using Cityworks® is the Sanitary Sewer Cleaning Program. Following field inspection by the staff, any sewer manholes or gravity mains that need service have work orders created for them to ensure work required on those assets is tracked and updated regularly. This capability allows Cityworks® users to select sanitary sewer features on the map, and have the system automatically generate work management activities for any sewer asset in the Township. Currently, there are 8,398 sanitary manholes and 334 miles of sewer main in the Township recorded in the GIS database. The State of Michigan Department of Environmental Quality requires communities to maintain 20% of its sanitary sewer system on an annual basis to help prevent sewage back-ups and overflows. The maintenance for this activity is tracked in Cityworks® and the data assists with our annual State reporting requirements.
Above: Using Cityworks® inside ArcMap to select Sanitary Sewer Manholes and Gravity Mains. By selecting features in the GIS, Cityworks® will automatically find Work Orders associated with the selected features.
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B. Sidewalk Repair Program (SWRP) In 2008, the Engineering Services Division began using Cityworks® to track work activity related to the Sidewalk Repair Program (SWRP). The SWRP is a data intensive project that was already underway within the Division using a manual record system for many years when the Township purchased Cityworks®.. Once sidewalk inspections and utility structure locations are determined by the Engineering staff, Inspectors are sent into the field to conduct sidewalk evaluations and assessments. Along with utility structure conditions impacted by the sidewalk, a determination is made if repairs are required. Inspection observations are entered into an Inspection Form included within each Work Order, that identifies an inspection location.
4 Above: A 2010 Sidewalk Repair Program Work Order with its corresponding Inspection form. Under the new system for the program, all Inspections for Sidewalk and utility structures (Storm and Sewer Manholes, and Water Gate Wells) are contained on one work order form.
As sidewalks and structures are repaired, the equipment, labor, and material (ELM) costs are recorded in Cityworks®, along with comments by staff that apply to each inspection site. Digital photos of sidewalk conditions and hand drawn charts of the sidewalk assessment are also attached to Work Orders, where the information is viewable by all staff members that have access to the software. In addition to inspection observations for sidewalk repairs, utility structure maintenance related to the program is recorded in Cityworks®, and all ADA ramp inspections are tracked in Cityworks® as well. Since 1999, Canton Township has been required to correct defects in public sidewalks constructed within the County right-of-way as a result of a Michigan Supreme Court case, and Cityworks® has assisted with that process.
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C. Dead End Hydrant Maintenance Tracking Work Order tracking is also being incorporated into the Water Distribution System in the form of dead end hydrant maintenance tracking. As part of regular water main maintenance activities, hydrants located at the end of water mains need to be flushed periodically to ensure adequate flow and pressure. To track that work, Work Orders for Flushing Hydrants are created each time DPW staff flush those hydrants. Currently, there are 506 dead-end hydrants in the Canton Township Utility GIS database. The State of Michigan Department of Environmental Quality (MDEQ) requires the DPW to flush dead-end hydrants annually to ensure water quality standards and report out this activity in the annual report. D. Cityworks® Server AMS/PLL Efforts are underway to implement the new version of Cityworks®, which is a Server based version of the product that runs in a web browser and will facilitate mobile access to Service Request and Work Order data in the field.
Above: Using Cityworks® inside ArcMap to select Sanitary Sewer Manholes and Gravity Mains. By selecting features in the GIS, Cityworks® will automatically find Work Orders associated with the selected features.
Server based applications are the trend within the information technology industry. By incorporating The Cityworks® Server MMS application into our daily activities, Canton Township will increase access to the system and upgrades will require less time. Installations will occur over the Canton Township network, without the need to physically install upgrades on every PC that requires it.
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E. Fleet Inventory Tracking with Storeroom In addition to tracking vehicle maintenance in the Fleet Services Section, the Fleet staff division is also incorporating the use of the Storeroom component within Cityworks® to maintain inventory as part of its daily work activities. Use of Cityworks® Storeroom enables Fleet staff to accurately maintain their parts on hand and minimize inventory costs as part of their daily work flow and management.
Above: Cityworks® Storeroom is currently used with the Cityworks® application in Fleet Services to keep track of inventory. In addition to keeping track of inventory, Storeroom keeps information on Suppliers, Contractors and pricing available from vendors so that Canton Township can purchase parts at the best price!
F. Sanitary Sewer Inspection Program / FOG Program Cityworks® is also used on mobile devices in the field to track sewer inspection related activities. Using the Datapump component of Cityworks®, the Sewer section staff “checkout” Work Orders previously created in the office for Closed Circuit TV (CCTV) sewer inspections and other work that needs to be done. Once in the field Work Orders are updated, and created, and then “checked” back into the system with updates or newly created work orders.
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V.
Understanding the Core Products
To fully understand the Cityworks® implementation available to Canton Township it is important to first understand the Core Products Diagram (CPD) (See Appendix “A”). The CPD outlines the application strategy around which the Cityworks® application was developed by Azteca Systems. To make sense of the drawing, the following pages are provided to explain the essential compartments of the diagram, and what the various symbols mean and how the arrows tie components together. The “Gold Cylinder” In general, the gold colored cylinder shape in the center of the diagram, also known as a database symbol, can be thought of as the “heart” of the system. This symbol represents the two components that make up the Cityworks® application, which are the Cityworks® database, which virtually resides “on top” of the second component, which is our geographic information system (GIS) database. This design is significant because it allows the Cityworks® application to take advantage of the functionality available in the GIS, which is the application used by the Township to maintain parcel, utility, environmental, and other spatial data. This allows Azteca Systems to focus their efforts on creating the best possible asset management application available for their user base. A.
Above: The “Gold Cylinder” symbol represents the databases upon which Cityworks® application is structured, and the close between relationship Cityworks® database and the GIS data.
B.
Cityworks® “Applications” The upper left of the diagram shows all the variations of the Cityworks® program that we use to access the Cityworks® data and the GIS data concurrently. The two primary categories consist of the “Client/Server” based applications and the “Browser/Server” based applications. The Client/Server based applications that we use at the Township include Cityworks® Desktop, and Cityworks® Anywhere. Along with those two applications listed in the diagram are the “Browser/Server” applications available to the Township. The “Browser/Server” based applications that are available to us include Cityworks Server® and Cityworks Permitting (PLL). Below: The Cityworks® “Applications are the methods by which users access the asset management and GIS data which includes Server, Permitting, Desktop, Anywhere. Currently, Permitting is the only application that isn’t currently being utilized due processing of that information with another township application.
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C.
Client/Server Apps Cityworks® Desktop is the most powerful platform that users can access the Cityworks® data by using the functionality in ArcMap, and opening Cityworks® from within the ArcMap application. ArcMap is the GIS software used by the Township to maintain our geographic data. In this form, the FULL functionality of both applications is “seamlessly” available to the user because Cityworks® opens inside the ArcMap application and the programs work together. Cityworks® Anywhere is the primary method by which Township users access our data. The simpler, less populated interfaces of Anywhere and Standalone allow users with less experience to more quickly and easily process work within the system, and to most effectively become proficient at using the applications.
Browser/Server Apps Cityworks Server® and Cityworks Permitting PLL are the most current versions of the application that our users can access data within Cityworks®. “Server” based applications are the latest configuration that software applications in the industry are being developed. There are several reasons for this, with the primary reason being the advances in technology of computer hardware and software. Another major reason is trend toward Internet “web-based” applications, and hand held devices such as smart phones and tablets. The implementation of Cityworks Server® is currently underway at the Township and the schedule is on track for an eventual full “go live” implementation. Cityworks Server® will provide a means for users to access data through the web, whether they are sitting at their desks, or in the field using hand held devices. Once the web site interface has been developed for Cityworks Server® the data and access to the application is maintained through the existing administration tools. Cityworks Server® positions the Township to easily be able to adjust to changes in technology and as changes in computer hardware and software programming as they occur. Although the Township currently processes permits through another application, Cityworks Permitting PLL (Permits, Land Management & Licensing) is an application the Township could implement in the future. This application would closely integrate with the Service Request and Work Order data generated on the D.
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maintenance management system aspect of Cityworks® and the GIS database. When Cityworks® was first implemented, the PLL component was in development, and since that time Azteca Systems has solidified the permitting functionality. They have also added land management and licensing functions. By having Cityworks Permitting PLL available to us, Canton Township is situated to transition PLL activities into an existing software application that we already utilize, if the need ever arises. E.
Other Cityworks® Applications In addition to the Cityworks® application access methods discussed above, other tools provided in the software include: • Cityworks® Standalone - Text only app lets users access data without a map; • Cityworks® Datapump - Allows users to “Check-Out” and “Check-In” WO’s and SR’s to mobile devices for use in the field; • Cityworks® Database Manager and Cityworks® Designer - Tools used by the system administrator to quickly and efficiently make almost instantaneous adjustments to the system, with no work interruption for staff users.
Above: The other Cityworks® “Applications” provide additional functionality and administrative tools available to users and the application administrator. Notice, the “Blue “Cylinder” shape, which is a database symbol that represents a remote database to which users can check out documents for use in the field.
F.
Cityworks® Add-Ons and API’s (Application Program Interface) In the lower left corner of the diagram are add-on tools available to the Township. Cityworks® “Add-Ons” extend the functionality of the application, provide for automatic document generation, and allow for resource planning and scheduling for asset, equipment, and inventory. One of these tools, Cityworks® Storeroom is currently in use by the Fleet Services Section, to maintain their inventory. Storeroom provides a means for Fleet Services to manage material, supplier, and requisition information including issuing, receiving, transferring, auditing, and searching transaction histories. Cityworks® Equipment Manager adds significant resource planning and scheduling capabilities to the Cityworks® implementation. It allows for the controlled “Check-Out” and “Check-In” of equipment to ensure that equipment is not misplaced, stolen, or missing for any reason.
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Above: Cityworks® “Add-Ons” and API’s extend the functionality of the application and provide for automatic document generation, and allow for resource planning and scheduling for asset, equipment, and inventory.
Cityworks® API’s The lower right corner of the diagram lists the available API’s that can connect and work with the Cityworks® application. API, or “Application Program Interface”, is a software “program” that allows software applications to communicate and exchange data. Azteca Systems has worked with numerous business partners to develop API’s for Cityworks®, and those interface methods are discussed below. The Cityworks® Service Request API allows the Township to take Service Request information from another application within the Township, and automatically generate those Service Requests in Cityworks®. The Metrics API is a web service interface that supports work order creation based on “metrics” or equipment measurements and readings such as mileage, hours of operation, temperature, and gallons. Utilizing inherent Cityworks® triggers, data values sent via the service can trigger both routine and emergency work orders. The AVL Interface (Automatic Vehicle Location), OnBase Interface (Content Management), Pavement Management Interface, CCTV Interface (Closed Circuit Television), and the Dig-Smart Interface (Automated Ticket Processing for MISS DIG) are all tools that would extend the use of Cityworks® at Canton Township. By far, the most useful and relevant of these applications to add to our operations would be the OnBase Interface, for organizing and delivering ”Content” to users in the various departments at the Township. “Content Management” is the management of data, in addition to “documents”, regarding certain issues that are used and managed by the Township, and delivered to staff members when necessary. Other information, such as scanned drawings, images and video can all be captured and managed through the OnBase Interface, which is discussed in detail in the following section.
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Above: Cityworks® “Interfaces” are applications developed by Azteca Systems, Inc. and their Business Partners, that connect the Cityworks® system to other independent applications, and provide functionality within Cityworks® through those programs, such as OnBase for “Content Management”.
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VI.
Priority “A” Cityworks® Implementations
Future implementations at Canton Township to further extend Cityworks® functionality and capability, though highly dependent on economic conditions and resource allocations, were already in place and had been determined by Azteca Systems. Among the many benefits of using Cityworks® are the externalities of having a developer and user community actively engaged in the improvement of the application to determine what changes would be helpful to make and what extensions of the software make the most sense. Below is a list of planned Cityworks® implementations, in order of priority, that once implemented will be highly beneficial to the operational workflow within MSD. A.
“Shared” OnBase for Content Management – Priority Level: “A” One of the most important needs in any Canton Township department is making data, documents and other information “Accessible and Actionable”. Specifically, that phrase refers to making important data and information available on an as-needed basis, quickly and efficiently. This facilitates addressing internal and external topics that need to be resolved to more efficiently help customers. Currently, document storage and retrieval is still an inefficient and manual paper file system housed at multiple locations in various buildings. To address this limitation, another program interface available to the Township is the OnBase API. OnBase is a “Content Management” system that allows Cityworks® users to gain quick access to documents, plans and other content related to a specific project (i.e. drawings, inspections, letters of correspondence, etc.) from within the Cityworks® application. Not only does the OnBase API work directly with Cityworks®, where Azteca Systems has developed an interface to provide access within the application, but the OnBase application can also interface to the GIS software and other applications as well. This is another example of Cityworks® and related applications taking advantage of work, data, and applications that the Township had previously utilized. Costs: $205,128 for OnBase (5 seat) floating license & implementation Benefits: A.) Provide staff quick access to documents for projects and other matters. B.) Leverage the investment made in the GIS and other applications. C.) Reduce occurrences of lost or missing records. B. Logos Work Order Integration to Cityworks® - Priority Level: “A” As part of the Cityworks® Site License purchase in May of 2009, an application program interface (API) became available for use by the Township. The Service Request API allows data from one application to be used to automatically generate Service Requests in Cityworks® without staff members having to make duplicate data entry for the information. One problem that currently exists at the Township between the Public Works Division staff and the Treasurer’s Office data processing, is the lack of a cohesive policy toward Service Request generation and work flow for Water Billing. This is a primary example of where a common solution needs to be addressed because existing systems don’t “talk” to each other, which results in work detail that is not being captured, and redundant work that would be required to resolve the problem.
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The solution to this issue for Canton Township is the Service Request API. In this scenario, data is created in one application -- in this case within Logos, our current Financial application – and is pulled into another application, where Work Orders are automatically generated. The DPW staff is losing information on incident locations and specific work that has been performed during Customer Service operations. Costs: $16,000 for Application Integration Development Benefits: A.) Eliminate the redundant data entry for Water Billing staff. B.) Automate Work Request generation for Customer Service staff. C.) Reduce data loss currently occurring between Water Billing and Public Works Customer Service Section and save time for staff involved. * Note, this project is funded in 2012 and is in the process of being completed. C.
Public Works Customer Service Request Portal (Priority Level “A”) Other Azteca Cityworks® users in the region including Ann Arbor and Waterford Township have taken advantage of another aspect of the Cityworks® Service Request API, and have provided Internet access to residents to generate Service Requests related to Public Works activities. On a daily basis more Service Requests are generated for DPW than any other department. The Service Request Portal for these communities are thoroughly developed and tested solutions to provide access through the Internet, and because of that can be developed for Canton Township at a nominal cost in a very short period of time. To understand the product, the link below provides access to the Ann Arbor Customer Service Portal: http://www2.a2gov.org/A2CSR/CSRRequest.aspx Costs: $15,598 for Portal Development plus $30,000 for hardware. Benefits: A.) Provide residents a method to submit Service Requests via the internet for Public Works. B.) Improve access for communication and follow-up with residents. C.) Improve service to our Customers. * Note, this project is funded in 2012 and is in the process of being completed.
VII.
Priority “B” Cityworks® Implementations
A. Dig-Smart Automated Ticketing for Utility Location (Priority Level: “B”) Another interface developed for Cityworks® by Azteca is the program interface for automated ticketing through Dig-Smart, Inc. With the Dig-Smart API, utility location requests are automatically generated in Cityworks® and GIS mapping data is seamlessly attached to the work orders to eliminate any ambiguity during the utility location process. Canton DPW receives over 200 utility staking requests per month, and automating this process can provide better productivity and archiving of records as it relates to the staking effort, while minimizing our liability for utilities we stake for others performing construction in the vicinity of our assets. This is currently planned for 2013.
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Costs: $20,000 for Dig-Smart extension and Onsite Implementation. Benefits: A.) Automated MISS DIG requests received. B.) Automatic Work Order generation in Cityworks® for any MISS DIG request that is the responsibility of the Township. C.) Leverage the investment made in the GIS utility database. D.) Automatically geolocate MISS DIG incidents using the GIS data “buffer” analysis to retain a “map” record with each Work Order saving time for staff involved. E.) Reduce our liability resulting from manual errors in processing staking requests.
B. CIT Service Request Conversion for Fleet (Priority Level “B”) Now that Fleet Services is up and running with Cityworks® and tracking Work Order equipment, labor, material (ELM) costs, and assigning those costs to tasks related to maintenance, our next step in this area is to have Departments begin generating Service Requests for vehicle service within Cityworks®. The process of scheduling corrective and preventive maintenance work can be tracked more efficiently from the date when service is requested, to the date work is actually performed. By having Fleet users submit electronic requests for vehicle service improves the communication and scheduling between department users and Fleet Services, and maintains all request and work order information in one database. We are currently evaluating having DPW provide Service Request access within MSD, but coordination with ITS will be required for the other departments. Specifically, Public Safety, and Leisure Services along with DPW, are the three largest users for which the Fleet Service section staff performs vehicle maintenance. Not scheduled yet. Costs: $0 Benefits: A.) Elimination of CIT for tracking vehicle maintenance requests, which is an email based application that does not interface to any of the Townships applications, and does not provide any history or tracking of ELM costs for Fleet repairs. B.) Leverage the investment made in Cityworks® by extending use of the application to other fleet users so that vehicle and equipment service, can be better scheduled and more accurately be tracked. C. DPW Inventory Tracking Using Cityworks® Storeroom (Priority Level “C”) Fleet Services currently uses the Storeroom component in Cityworks® to manage inventory, and plans are underway to expand the use of that application into our utility inventory operations. Using Storeroom for the DPW facility will help staff keep an accurate count of what materials they have on hand and ensure that materials are correctly stocked. Not scheduled yet. Costs: $0 Benefits: A.) Increase Inventory control of DPW’s on-hand material and better audit performance. Page 19 of 30
D. iPad and other Mobile Device “App” Implementations As part of a trend in the information technology, more and more organizations are having users move to mobile devices and “Apps” for their daily work and responsibilities. Although some of these products require smart phones or other hand held devices which DPW staff does not currently use, and some do not currently run in the Windows operating environment used by the Township, there are ways to implement these tools to augment the daily tasks in DPW. As an organization we’ll be taking a look at these applications as we move into the future, of which some examples are listed below, and determining how we can best incorporate these applications into our daily routines. This is being examined as part of the mobile phone service provider contract negotiations that are slated for 2012.
ArcGIS
CitySourced
GIS Roam
Google Earth
ArcGIS for iOS by ESRI, is a great way for us to use our maps and data on an iPad or iPhone. Users can tap on the map or use their current location and discover information about what they see. They can also query the map, search and find interesting information, measure distances and areas of interest and share maps with others. As an existing customer the application is part of our ArcGIS system, we can share our Township maps and extend the reach of our GIS to iOS devices within the Township using ArcGIS Server.
CitySourced is a real time mobile civic engagement tool. CitySourced provides a free, simple, and intuitive platform empowering residents to identify civic issues, and report them to Public Works for evaluation and resolution via their smart phone or tablet and camera. This is an opportunity for government entities like Canton Township to use technology to save time and money and create and a positive, collaborative platform for real action.
With GIS Roam mobile GIS, our users can take our Raster and GIS data in ESRI shape files format with them anywhere they go. GISRoam is a mobile GIS app that enables shape file viewing, editing, colorization, and collection over user loaded imagery. With GISRoam we can now go where no 3G or WiFi network exists since the vector and raster data can be preloaded onto the iPad or iPhone before we head out and updated when we return. GISRoam is another method for us to load data, find our current location, get work done, and save changes to data while roaming a worksite or anywhere we have users with and iPad or iPhone.
With Google Earth for iPhone and iPad, users can fly to far corners of the Township with just the swipe of a finger. Staff can explore the same global satellite and aerial imagery available in the desktop version of Google Earth, including high-resolution imagery for over half of the world's population and a third of the world's land mass. Tools and extensions are available to allow Canton to display our GIS data within Google Earth for use in the field.
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VIII. Priority “C” and “D” Cityworks® Implementations A.
Mobile Device WiFi for DataPump/Wireless Access (Priority Level “C”) At the end of 2010, Public Works purchased five (5) new tablet/laptops. These devices are intended for mobile use by Engineering and DPW field staff by exporting Work Orders and Service Requests into the field through Cityworks®. Datapump will allow staff to have the information in the field necessary to conduct work activities without carrying a file for each incident. Below is a drawing of how this system will function as it pertains to connecting to the network via the WiFi “Hotspot” device in lieu of hard wire data network connections (data drops). There is an ongoing evaluation of the options. WiFi Hotspot Configuration for DataPump to Tablet/Laptop Devices
Field Tablet/Laptop # 1
Field Tablet/Laptop # 2
WiFi Hotspot Device
Field Tablet/Laptop # 3
Field Tablet/Laptop # 4
Field Tablet/Laptop # 5
In general, the solution works by allowing users to login to their laptops at their desk, and connect to the Canton network via the wireless hotspot device. Users will be able to “Check-Out” any Service Requests or Work Orders that are open and assigned to them. This WiFi capability will expedite the replication of GIS data to the tablets so that Water, Sewer, Storm and Environmental data, along with parcel and street centerline data can be available to staff in the field. The Engineering Inspection staff is “DataPumping” Service Request and Work Orders to their tablets as part of the Sidewalk Repair Program, and the DPW Water and Sewer staff is using the tablets to locate utility features in the field via use of the Cityworks® Anywhere mapping product. This allows staff to geolocate work order incidents through the application of a Parcel Address locator replicated as part of the GIS database, which was generated from the primary ArcSDE GIS database that has been copied to the devices for use in the field.
B. Cityworks® Server PLL (Permits, Licensing, and Land) (Priority Level “D”) Cityworks® Server PLL (Permits, Licensing, and Land) is a GIS-centric community development and management software application that would enable Canton Township to track permits, planning and development activities, engineering processes, business or regulatory licenses, and code enforcement cases, from initiation to closure. A built-in workflow engine efficiently tracks all applicable tasks, from initial application or customer call, through departmental plan reviews, fee collection, issuance, inspections, planning commission meetings, abatement, hearings, license renewals and more. Not planned prior to 2015.
Currently, this type of information is processed in the CityView application used by the Township, but the capability exists within the Cityworks® to manage the tasks related with information of this type, if the transition was ever necessary. Cost: $0 ($50,000 cost for PLL module to be waived by Azteca Systems) $40,000 Annual Maintenance and Technical Support for the PLL module. Benefits: A.) Consolidates MSD data processing into one application. B.) Better utilization of the GIS database and more geocentric processing. C.) Reduce the strain on resources that occurs by having to support two applications that overlap in functionality.
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IX.
Cityworks® and GIS Applications Administration Roles
For the existing and future implementation of the Cityworks® system to be successful, it’s important to clearly define the specific roles of personnel involved with regard to the implementation, and the differences between application and network administration. More specifically, a primary issue that needs to be addressed as part of the Cityworks® and ArcGIS® application implementation is defining the role of the personnel involved with the implementation as it pertains to hardware and software. The diagram below identifies these responsibilities and where they fall in the scheme of system administration, which is important in understanding how things are structured with the installations of Cityworks® and GIS applications. Server and Applications Responsibilities ArcSDE (“Utils” database) Application
ArcGIS Server Application
“Physical” Server Hardware
Cityworks Server MMS Application
Application administration of ArcSDE (Utils database), ArcGIS Server, and Cityworks Server is the Responsibility of the Asset Management Supervisor. Other than installation, security, backup, maintenance or other “Server” administration and application integration of the software, the daily tuning of the software is an integral part of the responsibility of the Asset Management Supervisor as identified in the job description created by Canton Township. In addition to their full access responsibilities for server administration and application integration, involvement of ITS and the physical server responsibilities will be requested on an as needed basis by GIS staff for tasks that extend beyond their purview..
A. Asset Management Supervisor The Asset Management Supervisor (AMS) is the primary subject matter expert for Canton Township with regards to the Cityworks® application. As such, access to any area of the Cityworks® and related GIS application(s) within the organization is required to properly administer and tune aspects of the system. This also applies to any of the Server application locations, but does not involve the network administrative responsibilities related to such issues as installation, security, backup and maintenance, and integration with other Enterprise applications as described above, which is a primary role of ITS. ITS staff should access Cityworks® and GIS and networks applications as required, but should also facilitate general access for adjustment of the application, which is the responsibility of the Asset Management Supervisor. Township GIS staff have been trained in ArcSDE, ArcGIS Server, and Cityworks® Server tuning, and they have attended training on the operation and administration of these applications. If the training and experience in the use of these applications is limited by access to these applications, then the overall knowledge base of the organization decreases and realization on investment will result in reduced residual benefit.
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B. Roles and Responsibilities With the ArcSDE, ArcGIS Server and Cityworks® Server applications, it’s important for the ITS and MSD staff to work together for proper administration of these applications. The configuration referred to here is the “application” configuration to provide the best possible performance for the organization and the department users.
1. Role and Responsibility of the Asset Management Supervisor (AMS) as it pertains to Cityworks® , ArcGIS Server, and ArcSDE: • Coordinate with ITS on the implementation of the Cityworks® and ArcGIS applications. • Access the applications for adjustment and tuning shall be made available through a remote desktop connection to the server where they reside. • Administrative rights to any Cityworks® Standalone, Anywhere, or ArcGIS installation in any MSD division as part of regular day to day operations to tune the GIS and Cityworks® applications, as necessary. • All DataPump configurations within MSD are the responsibility of the AMS and upon initial configuration of devices where Cityworks® is installed the devices will be made available for the Datapump installation.
2. Role and Responsibility of the Information Technology Services (ITS) as it pertains to Cityworks®, ArcGIS Server, and ArcSDE: • Coordinate with the MSD regarding the implementation of the Cityworks® and ArcGIS applications. • Provide access rights to Server software specifically as delineated to the Asset Management Supervisor, for the above listed applications for initial installation, maintenance, and any ongoing maintenance and application integration . • Provide access rights to Server software specifically as delineated to the Asset Management Supervisor for the above listed applications for initial version upgrades and patch installations. • Backup and restoration of databases as required under the Cityworks® and GIS implementations. • Initial installation of any GIS applications on any department PC will be handled by ITS for proper coordination of user implementation.
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C. ArcSDE/GIS Data Administration When using ArcSDE geodatabases licensed through ArcGIS Server Enterprise, the Database Administrator (DBA), who manages the enterprise database management system, and the GIS Administrator (GISA), who manages the GIS database, often are not the same person. This is the case at Canton Township, and it’s important that the organization clearly define the responsibilities of those involved.
The following table identifies some of the geodatabase management tasks and the corresponding staff person with whom responsibility for that task typically resides, or is shared with staff members.
Task
Staff
Management of physical database structures (data files, tables, and indexes)
DBA & GIS Administrator
Management of logical database constructs (data models, rules, subtypes, networks, locators, and versions)
GIS Administrator
Management of users and permissions • Database permissions • Object permissions
DBA & GIS Administrator
Database backup and recovery
DBA
Performance tuning: • Of the database • Of workflows (how users utilize the GIS)
DBA (database) & GIS Administrator (workflows)
Remote Data distribution (replication/synchronization)
GIS Administrator
Geodatabase compression and updating statistics
GIS Administrator
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X.
Appendix “A”
Cityworks® Core Products
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OnBase Estimated Project Cost Summary Worksheet The detailed worksheet below outlines the estimated cost of implementation for the OnBase Content Management system including hardware, software, onsite implementation and training services that would be required. OnBase Content Management and Imaging System Analysis Canton Township, Michigan Summary of Costs:
ImageSoft, Inc.
A. Total Hardware & Support Software
$ 95,783.00
B. Total Application Software
$ 12,980.00
C. Total Implementation Services
$ 63,600.00
D. Total Training Services
$ 15,800.00
E. Annual Maintenance and Tech Support**
NA
Total of One-Time Costs
$ 188,163.00
(**Annual Maintenance and Technical Support is and annual Cost waived during the first year of Implementation)
Summary Detail: A. Hardware & Support Software Scanner - Non-Duplex
1
3,209.00
$ 3,209.00
Scanner - Duplex
3
5,044.00
$ 15,132.00
Database/Capture/Storage Server
2
12,250.00
$ 24,500.00
OnBase Software: Server Software
1
17,399.00
$ 17,399.00
Capture Software
2
1,528.00
$ 3,056.00
Scan Stations (may need to upgrade)
3
1,174.00
$ 3,522.00
Volume License
1
6,490.00
$ 6,490.00
Kofax Virtual Rescan Client Software - OnBase Concurrent Client License (1-5) Client Software - OnBase Concurrent Client License (6-20)
4
1,528.00
$ 6,112.00
5
1,003.00
$ 5,015.00
11
885.00
$ 9,735.00
Warranty
1
1,613.00
1,613.00
Total Hardware & Support Software
$ 95,783.00
B. Application Software: Client Software - OnBase Municipality Workflow Concurrent License (1-5)
5
1,416.00
Report Writer
1
5,900.00
Total Application Software
$ 7,080.00 $ 5,900.00 $ 12,980.00
C. Implementation Services: General Analysis
40
150.00
$ 6,000.00
Functional Specifications Design and Planning
80
150.00
$ 12,000.00
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System Installation
32
150.00
$ 4,800.00
Departmental Installation (Phase I)
120
150.00
$ 18,000.00
BS&A System Integration
32
150.00
$ 4,800.00
Database Conversion Planning and Execution
80
150.00
$ 12,000.00
Project Management
40
150.00
Total Implementation Services
$ 6,000.00 $ 63,600.00
D. Training Services: End User Training (on-site)
40
150.00
$ 6,000.00
Scan/Index User Training (on-site)
16
150.00
$ 2,400.00
Admin Training (on-site)
16
150.00
$ 2,400.00
OnBase Admin Training
1
2,500.00
$ 2,500.00
OnBase Workflow Training
1
2,500.00
$ 2,500.00
Total Training Services
$ 15,800.00
E. Annual Support Costs Total Annual Support Costs
$ 16,965.00
Total OnBase Content Management Costs
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$ 205,128.00
SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats) The following section provides a detailed analysis and evaluation of Cityworks® (CW), and its implementation as it relates to the Cityworks® Strategic Plan (CSP), through the SWOT Analysis method. SWOT Analysis is a technique used to evaluate the Strengths, Weaknesses, Opportunities, and Threats associated with a project or a business venture. It involves specifying the objective of the business venture or project and identifying the internal and external factors that are favorable and unfavorable to achieve that objective. The technique is credited to Albert Humphrey, a Stanford University professor and business and management consultant, who specialized in organizational management and cultural change.
Strengths: Characteristics of the Cityworks® application that give it an advantage over other applications in the asset management and workflow niche within the software industry and what the Strategic Plan clarifies for the reader about Cityworks®; • Generally, Cityworks® is an easy to use software application with a high degree of user confidence achievable with limited user interaction. (CW) • Cityworks® is the leading GIS-centric application in the industry. (CW) • Azteca Systems, Inc. is very engaged with their Customers. (CW) • Cityworks® leverages Cantons’ robust GIS data developed since 1990. (CW) • The plan outlines departments where Cityworks® has been implemented. (CSP) • It also highlights the numerous specific applications within each of those departments where Cityworks® is being used. (CSP) • Further, the plan breaks down the Cityworks® application components to make the product easier for the reader and user to understand. (CSP) • Defines roles and responsibilities of department staff with Cityworks®. (CSP) • Excellent graphics to help clearly convey sometime difficult topics. (CSP) • Very detailed and “applicable” Cost Summary Worksheet for implementation of OnBase Content Management. (CSP)
Weaknesses:
Characteristics that place the Cityworks® software at a disadvantage
relative to other applications realized through the development of the Cityworks® Strategic Plan and the SWOT analysis; • Cityworks® future implementations outlined in the plan are dependent on assumed coordination with other departments, whose goals and objectives may not coincide with what Cityworks® can provide. (CW) • Unsure of whether what’s outlined in the Strategic Implementation Plan fits where the organization is going, and whether the time tables and costs reflect the commitment the Township is willing to invest given the lack of coordination for applications Township wide. (CSP) • Cost of using any software application can often seem unusually high, but in actuality is quite low if evaluated properly. (CW)
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Opportunities: External chances to achieve greater success with the implementation of the Cityworks® application, and extending its functionality and capability through the implementation of Cityworks® core product Add-ons; • The plan provides a platform for all organization staff to understand Cityworks®, and through that understanding helps other departments determine what Cityworks® has to offer, and whether its functionality meets their needs. (CSP) • Based on the above information, the plan provides a path for what can be achieved with Cityworks® future implementations. (CSP) • Can stimulate buy-in where Cityworks® really makes sense. To date it makes great sense in Public Works, Fleet, the Sidewalk Repair Program (SWRP) within Engineering, but as much in CLS and the DDA. CLS was really using Cityworks® more as a time management system which overburdened staff, but still has the opportunity to use Cityworks® successfully. On the other hand, the use of a maintenance management program in DDA is a great application, but the limited staff in the DDA just don’t have the time and resources to effectively maintain the work records in Cityworks®. (CW) • This plan will outline the direction the Cityworks® implementation is moving, which will resolve any issues hampering the plans development (CSP) • Third party applications that are available to interface with Cityworks®, are well thought out and have a proven track record of implementation at other user sites, including some locally in our region. (CW) • Extended use of GIS data to support more effective capital improvements planning (CIP) and decision making township wide. (CW)
Threats:
Elements within the organization that could cause trouble for the success of the Cityworks® and Add-on implementations; • Economic conditions and cost to implement all aspects outlined in the plan. (CSP) • Inadequate support from other areas of the organization where certain phases of the project may be dependent on areas outside MSD. (CSP) • ITS coordination, and security rights and access to geographic information system and asset management system applications, as required. (CSP) • Overlap of responsibilities with the applications and appropriate access to Cityworks® and related applications to implement what’s outlined in the plan. (CSP) • Coexistence with other applications long term and how will that work. (CW) • Technology turnover continues to always be a challenge. (CW)
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CHARTER TOWNSHIP OF CANTON CONTENT MANAGEMENT SYSTEM (AMS, CMMS, GIS) (This form must be completed and included with proposal)
Company Name ______________________________________________ Company Address_____________________________________________ Employer Identification Number___________________________________ Contact Person_______________________________________________ Phone No.___________________________________________________ Fax No._____________________________________________________ E-Mail Address_______________________________________________ Signature____________________________________________________
Woman or Minority Business Enterprise:___________________________ ___________________________________________________________ ___________________________________________________________
USE OF SUBCONTRACTORS: To provide all the services listed in the specifications, would any services be handled by subcontractors? _________ Yes/No If “Yes”, please explain: ___________________________________________________________________________ Subcontractor Name(s):
_______________________________________ _______________________________________ _______________________________________ _______________________________________
PROJECT MANAGER: Would your company be able to provide a single project manager for this work? ________Yes/No Name:________________________________ Credentials: (Please list) Title: ________________________________ __________________________________ __________________________________
REFERENCES: List 3 clients who have had work meeting (or similar to) the Specifications: COMPANY
ADDRESS
CONTACT
PHONE
1) ___________________________________________________________________________ 2) ___________________________________________________________________________ 3) ___________________________________________________________________________
THE FOREGOING IS A TRUE STATEMENT OF FACTS: I/we hereby certify under penalty of law that we are not an Iran linked business as defined in PA 517 of 2012. Signature of Authorized Company Representative:
_______________________________
Company
_______________________________
Address:
_______________________________ _______________________________
Date:
_______________________________
Representative’s Name
_______________________________ (Please Print)
