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management, etc., should be investigated to determine the best manner by which to integrate <br />with the planned Cityworks system. <br />• Data — Existing data sets (spatial and tabular) and reports maintained for the purpose of <br />supporting the daily operation and maintenance of the departments and their associated <br />processes must be inventoried and analyzed for the purpose of supporting the development of <br />any required data conversion/migration/development plans. <br />• Best Practices — Established asset management best practices, as they relate to the City or <br />Functional Group's current operational mandates contrasted with where the various <br />departments currently fall within the spectrum, should be established and benchmarked for the <br />purpose of establishing the required system implementation path needed to guide the City to its <br />ultimate Cityworks deployment and adoption goals and objectives. <br />These core elements will provide our implementation team and the City with an understanding of the <br />needs and challenges the departments will face as they move to implement Cityworks. The initial <br />business process analysis provides our implementation team with a detailed look into the everyday <br />processes marshaled by City staff. A primary objective of this task is for our implementation team to <br />review and understand how the City conducts business and manages its assets The ultimate goal is to <br />provide knowledge to support and enable our implementation team to properly address the technological <br />impacts of the system deployment and City in order to understand the technological impacts and the non - <br />technological impacts related to business processes and workflows <br />N. Organizational Change Management <br />Within our processes Timmons Group will analyze the existing staff assigned to manage and utilize <br />Cityworks Server AMS and corresponding workflows and business processes We utilize the approach <br />outlined below: <br />1.Clearly define the change and align it to business goals. <br />During the workshops outlined within our scope of services Timmons Group will lead the City through <br />this part of the change management process We will seek to understand your business goals, <br />business rules and merge these into your "to -be" workflows that will be our guide for the configuration <br />of Cityworks. This step can also assist The City in determining the value of the change, which will <br />quantify the effort and inputs that will be invested. <br />Key questions: <br />® What do we need to change? <br />® Why is this change required? <br />2. Determine impacts and those affected. <br />Once we know exactly what The City wishes/needs to achieve and why, we will seek to understand <br />the impacts of the change at various organizational levels. We will review the effect on each business <br />unit/functional group and how it cascades through the organizational structure to the individual. This <br />information will start to form the blueprint for our training plan, so that we can mitigate the impacts of <br />the proposed changes. <br />Key questions: <br />® What are the impacts of the change? <br />® Who will the change affect the most? <br />® How will the change be received? <br />3. Develop a communication strategy. <br />Timmons Group will communicate the proposed changes via a review of the proposed workflows via <br />a MS Visio diagram that will be reviewed with the appropriate stakeholders. <br />Key questions: <br />® How will the change be communicated? <br />® How will feedback be managed? <br />12IPage <br />