2020/12/02 Council Agenda Packet

• Systems and Applications — 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 modeling, mobile computing, customer relationship management etc., should be investigated to determine the best manner by which to integrate with the planned Cityworks system. • Data — Existing data sets (spatial and tabular) and reports maintained for the purpose of supporting the daily operation and maintenance of the departments and their associated processes must be inventoried and analyzed for the purpose of supporting the development of any required data conversion/migration/development plans. • Best Practices — Established asset management best practices as they relate to the City Functional Group's current operational mandates contrasted with where the various departments currently fall within the spectrum, should be established and benchmarked for the purpose of establishing the required system implementation path needed to guide the City to its ultimate Cityworks deployment and adoption goals and objectives. These core elements will provide our implementation team and the City with an understanding of the needs and challenges the departments will face as they move to implement Cityworks. The initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by City staff. A primary objective of this task is for our implementation team to review and understand how the City conducts business and manages its assets The ultimate goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the system deployment and the City in order to understand the technological impacts and the non technological impacts related to business processes and workflows. Phase 4, Task 10: City Responsibility: • City will be responsible for assisting our implementation team's Project Manager with the development of a comprehensive agenda based on department and key staff. It will also be necessary for the participants in the workshops to review the SD&C Plan drafts and to provide data and discuss workflows identified in the workshops (Task 6). • City's project manager assistance in scheduling workshops. (4 FTE hours) • City key stakeholder for each Functional Group attendance/participation in workshop (4 FTE hours each attendee). Phase 4, Task 10: Timmons Group Responsibilities and Deliverables: • Workshop meeting minutes. Phase 4, Task 10: Assumptions: • City will provide a conference room appropriately sized for the number of participants. Critical City staff will attend workshops as defined by the configuration workshop agenda. • On -site meetings will be dependent on travel policies regarding Covid-19 restrictions set by City of Everett, Timmons Group, and or States of Washington, Oregon, Virginia, Maryland and/or Louisiana depending on resources required. • If on -site meetings cannot occur, they will be replaced via virtual meetings Phase 4, Task 10: Estimated Timeframe: • Functional Group workshops will occur immediately following the project kick-off and will follow the table detailed within Task 10. Phase 4, Task 11: Final System Design and Configuration (SD&C) Plan Once all required information regarding the current work order management, service request, and inspection processes are collected and organized, our implementation team will work together to analyze and document the current status of the primary components of the business process. Specifically, these components will be analyzed: • Current IT Systems and Applications — This includes relevant computer, network and peripheral infrastructure that the Cityworks system would utilize This also includes any existing 211Page