2020/12/02 Council Agenda Packet

• Current IT Systems and Applications — This includes relevant computer, network, mobile device requirements and peripheral infrastructure that the Cityworks system would utilize This also includes any existing software applications that the new system might need information from, or need to provide information to (e.g., financial assessment, codes) and security requirements. • Current Data Sets — Focus on data and best practices for Cityworks. Specifically, this would include the work order, service request, and inspection documentation and data The Esri geodatabase that will be mapped to Cityworks we expect limited if any, modification will be necessary. Our implementation team will develop an initial SD&C Plan based upon industry and Cityworks best practices and puts forth the recommended, or `to -be" (future state), workflows of the new Cityworks system. The resulting initial Software Design and Configuration (SD&C) plan will be the "floor plan" for the configuration of the Cityworks system Phase 3, Task 7: City Responsibility: • Review of draft Initial SD&C. (4 - 8 FTE Hours Per project team member) Phase 3, Task 7: Timmons Group Responsibilities and Deliverables: • Initial SD&C Plan drafts Phase 3, Task 7: Assumptions: • City will review all documentation within 10 business days or a mutually agreed upon timeframe. P hase 3, Task 7: Estimated Timeframe: • The initial SD&C plan will require approximately 8-12 weeks to complete. P hase 3, Task 8, GIS System Review Our implementation team will meet with the City's project management team and GIS staff to discuss the Esri GIS requirements for the Cityworks implementation. During this meeting, minimum GIS requirements will be explored to ensure a stable implementation of Cityworks for the City. The goal is to ensure the GIS is in place and that all related system and security policies are understood prior to initial software configuration. In addition, the GIS Model will require review and possible modification by the City. Our implementation team will work with the City to identify any shortcomings with the existing City's GIS data, data model and Esri licensing. It will be the responsibility of the City to meet and address all identified shortcomings. P hase 3, Task 8: City Responsibilities: • City 's project manager assistance in scheduling GIS review meeting. (1 FTE hour) • City's GIS stakeholder attendance/participation in meeting. (2 FTE hours each attendee). Phase 3, Task 8: Timmons Group Responsibilities and Deliverables: • Core System Technical Memo for GIS Phase 3, Task 8: Assumptions: • City will review and comment on all documentation within 10 business days or a mutually agreed upon timeframe. P hase 3, Task 8: Estimated Timeframe: • GIS Review meeting and task deliverable are estimated to take 2-3 weeks to complete depending on City availability P hase 3, Task 9: Initial Cityworks AMS Configuration The responsibility of this task is for Timmons Group to configure Cityworks based on the initial SD&C Plan and deploy in the City's Test environment (within the City provided off -site Azure environment) for review prior to Phase 4. The implementation team will take the information gathered and documented and configure the Cityworks database. The initial configuration of Cityworks will be based on the Cityworks Configuration Document and the Initial SD&C Plan developed in Phase 3. This initial configuration will include the configuration for Cityworks Office, Respond and Mobile app. 18IPage