2020/12/02 Council Agenda Packet

Phase 2, Task 4: City Responsibilities City project manager assistance in scheduling IT review meeting. (1 FTE hour) City Information System stakeholder attendance/participation in meeting. (2 FTE hours each Phase 2, Task 4: Timmons Group Responsibilities and Deliverables • Webinar to discuss impacts to current computing environment.' • Core System Plan for Hardware, Software, and network configuration specifications for Cityworks in provided Azure off -site environment Phase 2, Task 4: Assumptions: • City will review and comment on all documentation within 10 business days or a mutually agreed upon tirneframe. • Timmons Group will not be performing a network analysis Phase 2, Task 4: Estimated Timeframe. • IT Review meeting and task deliverable are estimated to take 2-3 weeks to complete depending on -City; availability attendee Phase 2, Task 5: Configuration Document Meeting The implementation team will meet with the City's Project Manager and key functional group stakeholders to review the contents of the Cityworks Configuration Document. The Cityworks Configuration Document is a collection of spreadsheets related to information required for population of the Cityworks system. With our implementation team s assistance, the City will provide data to populate associated configuration spreadsheets prior to the Configuration Workshops Any information the City can deliver prior to the workshops will be used by the implementation team to design, configure and implement the initial Cityworks configuration. The Cityworks Configuration Document contains eleven main configuration categories. Each is identified below and will be discussed in detail during the Configuration Document Meeting: ® Domain Security — a security structure and method of organization. The rest of the manual builds on this section; it should be done first. ® Employee Hierarchy — A list of all employees with login and domain information. ® Work Orders — Lists of all the primary activities each department handles. ® Tasks — Lists of all the tasks associated with the work orders. a Materials Hierarchy — A list and organizational method for your work order materials. ® Equipment Hierarchy — A list and organizational method for your work order equipment. O Service Requests — Details about all the service requests or calls that may come in. ® Project Hierarchy — Define any ongoing municipal and capital improvement projects. ® Contractors List — Details about contractors used for work activities. • Inspections — A list of inspections completed against assets along with the information captured during the inspection. • Storeroom Configuration — Details concerning the storeroom names, stock on hand and security. ® System Governance — recommended system governance best practices Our team's Configuration Manager will work closely with the City's Project Manager to ensure that the City understands the configuration documentation and data to be gathered. Our configuration team will take information provided by the City along with the Esri geodatabase and configure the Cityworks 'sandbox" installation that will be used during the kickoff meeting and configuration workshops. Phase 2,'Task '5: City Responsibility:'' • Configuration Document Review Meeting. (2 FTE Hours per participant) Review and provide data. (4 -8 FTE Hours Per Functional Group) Phase 2 Task 5: Deliverables: • Configuration document with spreadsheets initially filled out from data supplied by the City. Phase 2, Task 5: Assumptions: 16IPage