A N I N T R O D U C T I O N T O T H E C H A P T E R ’ SP W I N F O R M A T I O N T E C H N O L O G Y

C O M M I T T E E

2 0 1 7 S P R I N G C H A P T E R C O N F E R E N C EA P R I L 1 2 , 2 0 1 7

Why IT?

Committee Chair Perspective

2013 – 2015 Master Planning effort Hydraulic model

Pulled from Computer Assisted Drafting (CAD) line work Geographical Information System (GIS) development GIS Tech position 2014 Fall Conference: audience feedback & need

Municipal GIS user group? GIS vs CAD vs both?

2014 – present: city’s financial software selection Sold a bill of goods

Traditional RFP process Implementation

Committee Chair Perspective

2015 – present: city’s facilities work order selection City Council – League of Oregon Cities conference Facility Manager Sold a bill of goods

Implementation 2016 – present: city-wide Operational Management

System (OMS) July 2016 - Utility Worker July 2017 – PW Information Technician Dedicated staff (GIS / Info Tech / Purchasing)

City’s vision statement: Working everyday to be the premiere city in Eastern Oregon City Council education and support

C I T Y C O U N C I L P R E S E N T A T I O NM A R C H 2 1 , 2 0 1 7

Operations Management System- Software Selection -

City of Pendleton

What is an Operations Management System?

Asset Management: a set of principles that guide the best management practices for an agency’s assets Manages the maintenance, repair, and replacement of assets in

a cost-effective manner to reduce risk and meet the agency’s service goals and objectives

What information does it give you access to? Access to asset maps specific to your job Ability to have O&M manuals and SOP’s History of work on an asset Succession planning for the future Schedule work & maintenance

Overview of an Operations Management System

Asset Inventory

(GIS)

Reporting & Documentation

Service Requests &

Work Orders

Preventative Maintenance

Tasks/Schedules

Condition Assessment &

Renewal Planning

Inventory Management & Purchasing

Aligns with Public Works and other Department goals

Upgrades how we collect & use information important to us

Supplements interaction between staff, work flows, and city assets

Continual updating of asset inventory

Right Strategy

Right Roles

Right Processes

Right Data

Right Tools

Right Performance Monitoring

Risks/Costs

Strategic Vision Asset Inventory Condition/Risk

AssessmentR&R Evaluation

Financial Analysis

O&M/CIP Integration

Strategic Decision Analysis

OngoiProce

Existing Assets Future AssetsA

sset

Man

agem

ent P

roce

ss

Benefits of Adopting Operations Management System Software

Reduces paperwork Reduces risk/liability Increases ability to quantify our position Reduces frustrations by providing more information

at job sites (post learning curve) Increases knowledge base for current & future

employees Better able to plan for future Makes it simpler to communicate with the public Succession planning

Develop and Issue RFP

Evaluate Vendor Proposals

Conduct Vendor Demonstrations

Select and Negotiate with Preferred Vendor

Typical Selection Process

Software Assessment

Software Evaluation

Software Implementation

& Integration

Study Software Vendors

Investigate Critical Features

Needs Assessment

Select & Negotiate

Interview & Demonstration

Evaluate Vendors

Surveyed Comparable Cities

Full System Roll-Out &

Training

Pilot Project

Initial Steps Toward

Integration

Assessment, Evaluation, Implementation & Integration Process

Rankings

Sp

atial GIS

Real-T

ime

Inven

tory B

arcodes

Pu

blic Works &

C

ity-Wid

e Read

y

Mob

ile Ap

p

Integrate T

YL

ER

+

SC

AD

A

Rep

ort G

enerator

Work O

rders

Vertical A

ssets

Lin

ear Assets

Afford

ability

Intern

al Im

plem

entation

DudeSolutions

AssetWorks

eMaint

Smart Utility Systems

Hippo CMMS

MPulse

NexGen

VUEWorks

CityWorks

MaintenanceConnection

Cartegraph

Lucity

Aktivov

Take Away

1. Dedicate staff for OMS, GIS, and Purchasing to make full use of OMS application

Cities from site visits did not have this complete resource and noted it would improve their OMS capabilities

2. Allow staff to perform assigned editing to GIS & OMS to alleviate workload of GIS staff

3. Recommendation and comment from an individual after experience with two of our final vendors Editing ability by front-line employees in the field is worth the

extra expense allowing ownership of asset data by front-line employees

Pendleton’s Immediate Future

In-house implementation of OMS Assists with PW accreditation Work flow Standard operating procedures Instruction manuals / videos As-built Other documents

Assists with succession planning Retirement: anytime to next 6-years:

PW Director, Water Super, PW Super, WWTRRF Super, Assoc. Engineer, Engineering Tech, City Planner, UW leads, Facility Manager, etc.

Unmanned Aerial Systems (UAS) development

PW Information Technology Committee

Committee member intros: Pendleton: Bob, Mike Rave, Lieden Cook Eugene: Patrick Cox, Dan Kaler, Eric Cariaga Others: Arnab Bhowmick, Jon Summerville

Goals GIS user group: utility focus for networking Conference technical sessions Chapter committee web page Technology library New technology related to PW

Conferences Short School

GIS User Group

Planning centric Urban & Regional Information Systems Association

(URISA) Oregon / Washington Chapter Conference next week Utility (private) user group

Oregon Chapter

Conference Technical Sessions

Focus: Technology application(s) by chapter members / others New technology roll-out by chapter members / others 2 or more sessions

Presentation spreadsheet Running list of technical sessions and speakers Call for papers

Chapter Committee Web Page

Tie to National’s “Engineering & Technology” committee

Library development (next slide) Presentation spreadsheet Other

Technology Library

Technologies adopted / implemented by municipalities: Asset Management Document Management Financial / General Ledger Management Drones Pavement Management Emergency / Utility Notification GIS CAD LiDAR Vehicle based or stationary laser scanning Social media Etc.

Links to members / user groups

New Technology

Conferences Exhibitor based mini-technical sessions Focus on new or upcoming technologies

Short school development and implementation Latest and greatest Upcoming Dedicated members to provide overview

Next Steps

Feedback – are we on the right track? Group discussion

Assistance Additional committee members It takes a village

Committee name? PW Information Technology? PW Technology? Other?

Fall conference 4 or more technical sessions Pendleton UAS range tour (& demo?)

Contact information:

Bob Patterson 541.966.0241 Bob.Patterson@ci.Pendleton.or.us

Lieden Cook 541.966.0245 Lieden.Cook@ci.Pendleton.or.us

Future: Chapter Website