2020/12/02 Council Agenda Packet

&f Mte change man gernent t ! and appropriate budget allocations should be made and adhered to throughout the system implementation and adoption Iifecycles. In addition, The City would be well -served by identifying and empowering staff responsible for the daily operations and administration of the system. This individual (or individuals) should have a broad understanding of the varied services each department provides, the technique in which services are delivered, and the manner of how Cityworks solution supports the delivery of each service. The responsibilities will also include the coordination of various support mechanisms available to each end user for the assistance for expanding the user's knowledge of not just their role within the asset management program, but also in a broader context of the overall importance of the enterprise work management program to the organization. Timmons Group will lead a series of workshops. These workshops will be preceded by a review of all pertinent materials including the LA Consulting 2019 Final Report and Implementation Plan by Timmons Group resources. The purpose of the workshops will be to validate the (or any) documentation provided by the City. After validating and documenting the existing processes, Timmons Group will seek to edit/change these existing workflows and processes to: 1) Leverage Cityworks technology 2) Leverage asset management and industry best practices 3) Hold workflows and processes to the current or agreed upon improvements wherever possible and feasible These workshops are designed to establish and assess the Business Requirements, User Requirements, and Functional Requirements that must be considered when developing the Software Design and Configuration Plan (bD &C) as well as to design the Cityworks configuration and database necessary for implementation, the integrations and data conversion. For the first 30 minutes of the workshop our implementation team will conduct a brief software knowledge transfer session. The session will give the workshop attendees an opportunity to review and understand the software, potential impacts and changes in their daily business processes, and the purpose of adopting the new tools. During the workshops, our implementation team will analyze the various technological, operational, and organizational elements of the City's business. This will be an essential procedure in order to ensure the planned Cityworks implementation and expected system interfaces are capable of delivering the feature -rich data needed to support the numerous complex operations and maintenance activities undertaken by the various departments. We understand that the City has already documented some of your workflows and that our effort will concentrate around ensuring Cityworks is utilized to its full potential and that we consider/review with the City's potential workflow edits as well as to document for the first time other workflows, to accomplish this. In support of these efforts, our implementation team will analyze with each Functional Group the following critical elements: 3 us on s s Diroverrs -- The core functions that will benefit from the implementation of the Cityworks solution. These may include inventory, custom billing, time tracking, engineering planning and design, construction inspection and administration, operations and maintenance, inspections, regulatory compliance, customer service, disaster preparedness and emergency response, executive decision processes, etc. Workflows — Current departmental/Functional Group (internal and external) business processes and workflows that will either contribute to, or be replaced by, the planned Cityworks implementation. Key workflows that should be analyzed include, but are not limited to, inventory / data capture and maintenance, data distribution, data consumption, maintenance and work planning, system planning and analysis, customer inquiry, reporting, etc. t Systems and Applo _ atil ns — Information technology and process automation tools currently deployed and maintained by the City or Functional Group should be investigated and analyzed in terms of their ability to support the increased network traffic, data loads, and application maintenance requirements introduced by the planned Cityworks program. Additionally, existing business applications such as network mooeling, mobile computing, customer relationship