Business Case Cityworks Upgrade

IT Governance Business Case Cityworks System Upgrade & Enhancements

Project Introduction Project: Cityworks

System Upgrade & Enhancements Major Objective:

For The City of Durham to upgrade to a Premium Enterprise License Agreement with Cityworks

Project Introduction Cont.

Desired Business Value: • Greater level of customer service, support, and service to the City’s residents • Increased business and operational efficiency • Increased data metrics and reporting capabilities • Increased integration amongst other Cityworks integral business partners

Current State •

Cityworks is an important core Enterprise System that the City of Durham utilizes in various operational capacities

•

The City of Durham has currently used the same Cityworks license for the past 12 years.

•

Several major departments such as Water Management, Public Works, City Manager’s Office (Durham One Call), Transportation, and Parks and Rec utilize the existing Cityworks Platform for work management and asset maintenance .

•

Customer service procedures and infrastructure data collections are also produced and managed in the existing Cityworks Platform.

Current Pain Points • The existing platform is undersized for multiple department use and data access.

• The current version has no development or enhancement capabilities.

• Lack of cross-departmental standardization of data collection and no asset management.

• Burden on departments to share industry specific best practices.

Future State

To upgrade to a Premium Enterprise application that will fully and seamlessly integrate with ESRI Arc GIS and other integral Cityworks Business Partners. This upgrade will allow the City of Durham to operate more effectively and efficiently manage, track, and take control of its operational environment through the use of the technological advances of its core Enterprise Application.

Future State

Future State Benefits

GIS Benefits:

• Cityworks is built exclusively on Esri’s innovative ArcGIS technology.

• The Cityworks platform compliments and leverages the investment the city has already made in ArcGIS by operationalizing this data set to our Public Works, Water Management (Utilities), Traffic, Streets, City Leadership, and Citizens, among others.

• Tracking assets without redundancy improves reliability and quality of data, reduces stress on staff and increases efficiency.

• Able to effectively manage public assets, by knowing exactly what they are and where they are located.

• The ability to catalogue its infrastructure so that the city can properly evaluate current assets to provide quality services to the community.

• Cityworks is the ONLY Platinum Partner with ESRI for Asset Management System software.

Future State Benefits

Efficiencies:

• Allows users to see the complete history of all projects including: equipment used, employee hours worked, and inventory used for each individual project.

• Customer service ticketing integration • Store Room, the inventory component of Cityworks, assists with replenishing inventory as it generates requests to reorder supplies as they are used on projects. Store Room identifies inventory used on each job and when the supply reaches a designated level, the reorder request is issued.

• The Asset Management System (AMS) features allow field personnel, supervisors and managers to quickly get a snapshot of each project or a group of projects.

• Cityworks provides improved communication internally where each department will be able to the status of all projects in real time and receive notifications.

Future State Benefits

Integration:

• Moving to a Premium ELA with the Cityworks Application Program Interfaces (APIs) greatly expands the potential of what an organization can achieve as a smart community.

• APIs provide a variety of supported tools with the APIs and Web Hooks to enable an organization to integrate a variety of third party business systems.

• Provides a greater level of services to residents by being more responsive as information can be entered from a variety of sources, i.e. third party citizen engagements apps, customer portals, etc.

• Supports integrations with third-party automatic vehicle location (AVL) solutions, giving you the power to track and plan your vehicle routes.

• Automates critical activities by integrating to monitoring systems.

• Ability to leverage a variety of ESRI apps as part of the overall solution.

Solution Options & Analysis

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1. Upgrade current basic Enterprise Cityworks License to premium

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Description

Upgrade to City Works Premium ELA

•

Pros

• • • •

Solves large scale data functions for assets and data integration of inventory management, Automated vehicle location capabilities GIS and infrastructure asset management program development Customer service ticketing integration Infrastructure inspections, resident engagement

Cons

• •

Higher cost than existing Cityworks ELA Additional training may be required

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COST ESTIMATES

Description

FUNDING

Year 1 Costs (Hours)

Run Costs (Hours)/ KTLO

Departmental Funding Amount:

$55,495 ($35,495 TS + $20,000 (Durham One Call)

Labor $ (Hours) Internal TS: Business Analysis TS Services

Internal Project Management: Internal Department:

External:

40 hours

145 hours

0 hours

0 hours

40 hours

145 hours

48 hours

0 hours

120 hours

0 hours

$0 (0 hours)

$0 (0 hours)

Funding Requested (Y/N):

Project Year 1 Costs Project Year 2 Costs Project Year 3 Costs and after

Y

$90,000 $120,000 $150,000

*Total Project Funding Requested for Year 1

$90,000 less $55,495

*Recurring Costs for Year 2

$120,000 less $55,495

$34,505 $64,505

Business Analysis

Professional Services

$0 (0 hours)

$0 (0 hours)

$0 (0 hours)

$0 (0 hours)

$0

$0

$90,000 Year 1

$120,000 Year 2 $150,000 Year 3

$0

$0

*Recurring Costs for Year 3 and after

$150,000 less $55,495

$85,495

Non-Labor $ Hardware: Software: Other:

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SECURITY OBJECTIVE CATEGORY

Confidentiality

POTENTIAL IMPACT LOW

Unauthorized disclosure of information = limited adverse effect on organizational operations, organizational assets, or individuals.

National Institute of Standards and Technology (NIST) Special Publication 800-60, Volume 2, Rev. 1

Integrity

Unauthorized modification or destruction of information = limited adverse effect on organizational operations, organizational assets, or individuals.

Availability

Disruption of access to or use of information or an information system = limited adverse effect on organizational operations, organizational assets, or individuals.

The following cybersecurity categorization is recommended for the General Purpose Data and Statistics Information Type for the Hub Advanced Final Security Categorization = Confidentiality: Low; Integrity: Low; Availability: Low

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Summary & Recommendation

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Options 1. City Works ELA

Core data functionality

City Works ELA – Existing City Works Analysis Criteria Integrates with Collaboration Development Budget & asset current and Capacity – best Tools management future systems practices

Cost

$

2. Existing CityWorks

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Recommendation Option 1: Upgrade City Works ELA to the premium version

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OUR ASK We are asking to approve the Business Case for a Premium Cityworks ELA Enterprise Standard

Project Planning

Implementation Overview

Project Timeline

Recap

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• March 2019: Gain Approval from Steering Committee​ • May 2019: Secure CityWorks contract for ELA • July 2019: Execute contract for ELA – TS and Public Works begin Upgrade coordination, setup test and development environment • July – September 2019: Testing and trainings for ELA rollout • October 2019: Launch City Works ELA • November 2019: Monthly working group for City Works ELA

EXECUTE CONTRACT FOR ELA – TS AND PUBLIC WORKS BEGIN UPGRADE COORDINATION, SETUP TEST AND DEVELOPMENT ENVIRONMENT

GAIN APPROVAL FROM STEERING COMMITTEE

SECURE CITYWORKS CONTRACT FOR ELA

1 Mar

1 Apr

1 May

1 Jun

LAUNCH CITY WORKS ELA

1 Jul

1 Aug

TESTING AND TRAININGS FOR ELA ROLLOUT

1 Sep

1 Oct

xxx 2018

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To upgrade to an Enterprise application that will fully and seamlessly integrate with ESRI Arc GIS and other integral City works Business Partners. This upgrade will allow the City of Durham to operate more effectively and efficiently manage, track, and take control of its operational environment through the use of the technological advances of its core Enterprise Application.