2020/12/02 Council Agenda Packet

® Costs 2) Gather configuration data and workflows with the Functional Groups for: ® Asset categories ® Work order and inspection workflows Employees ii. Equipment Materials iv. Prioritization, Scheduling, and Backlog Management v. Dispatching vi. Notifications vii. Data to be collected viii. Inspection criteria ® Interfaces/integration i. Functional requirements ii. User stories iii. Methodology ® Reporting I. Data required ii. Format Methodology ▪ Data migration identified in the RFP 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 (SD&C) as well as to design the Cityworks configuration and database necessary for implementation, the integrations and data conversion. It is expected that the City will provide the facilities for the on -site workshops and coordinate staff attendance for all workshops. 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. It has been our experience that successful adoption of Cityworks is supported by continued repeated exposure of the software during the workshops and review meetings. 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. In support of these efforts, our implementation team will analyze with each Functional Group the following critical elements: Business Drivers — 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 work planning, scheduling, and tracking data distribution, data consumption, system planning and analysis, customer inquiry, reporting, etc. 20IPage