IT Governance Business Case Utilize 16 Mobile Tablets to Access GIS/Web Enabled Transportation Department Database Transportation Department
Background The current process used by the Transportation Department is paper-driven, which currently is causing delays in billing to the State Department of Transportation along with manual MUNIS and City Works coding. In addition there are delays in receiving service requests from citizens through Durham One Call.
Citizen Request (DOC)
Service Request Generated
Work Order Originated
Workflow Efficiency Approved Service Request Printed
Geo-Code Site Photos
Service Request; Work Order; Supporting Documentation; and Billing Compiled for Electronic Submittal
QA/QC
Streamlined Data Entry
Approved Work Order Printed
Supporting Documents Printed
Real Time Field Work Completed
Supporting Documents Printed Hand Written Work Order Summarized
Supervisor Review
Data Entry Geo-Code
Work Order Completed Billing Compiled for Electronic Submittal
Current Business Problem •
The billing process for the State is not totally automated at this time; Part of the process is still manual.
•
Records must be stored (physical or electronic) for seven years; Storing all of the necessary paperwork takes up an enormous amount of physical office space.
•
Delays in real time access to service requests from Durham One Call.
•
Inability to provide real time fiber optic and traffic signal utility location services (NC811.)
•
Invoices are backlogged by one quarter due to the lack of a fully automated system.
Current Pain Points • There is a lag in data entry. • There are delays in billing. • Inaccessibility to service requests from Durham One Call. • Inefficiency, lack of transparency and retrieval issues of the paper-driven process.
Desired Business Value City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization
Initiative: Develop and implement a continuous improvement model that includes evaluation and process improvement to analyze and improve City services •
Streamline the existing process by utilizing web equipped devices with real-time access to various Transportation Department databases and systems.
•
Increase efficiency in billing to the NCDOT along with a better end-user experience.
Future State Benefits •
Use web services to move data from tablet to City Works.
•
Improve transparency, efficiency and retrieval capabilities of managing service requests.
•
Provide real time fiber optic and traffic signal utility location services (NC811.)
•
Electronically document all billings (work orders and insurance claims.)
Future State Benefits continued •
Support real-time traffic signal and CCTV maintenance and operations support for the Durham Citizens, Transportation Department, NCDOT, City Manager’s Office (DTV8), Durham City/County communications (DPD and Sherriff) and the Durham County Justice Center.
•
Expedite quarterly billing requests via current municipal agreements and MOU’s.
Recommended Solution and Analysis
Recommended Solution: Description
Purchase 16 mobile tablets with Cellular capability to access Transportation Department databases and systems.
Pros
• • • •
Cons
• High opportunity costs for the Transportation department due to the initial training for staff on use of new devices and applications.
Improving efficiency in managing Transportation Department service requests. Provide real time fiber optic and traffic signal utility location services (NC811.) Support real-time traffic signal and CCTV maintenance and operations support. Expedite quarterly billing requests via current municipal agreements and MOU’s.
COST ESTIMATES Description
FUNDING Annual Run Costs (Hours)/ KTLO
Year 1 Costs (Hours)
Departmental Funding Amount:
$0
Labor $ (Hours) Internal TS:
35 hours
5 hours
0 hours
0 hours
TS Services
15 hours
5 hours
Project One Time Costs
$4,592
TS PMO
20 hours
0 hours
Project Run Cost (External)
$9,209
80 hours
20 hours
*Total Project Funding Requested for Year 1
$13,801
$0
$0
$4,240.00
$1,531
$7678
$7678
$0
$0
Business Analysis
Internal Department: Transportation Department External:
Funding Requested (Y/N):
*Recurring Costs
Non-Labor $ Hardware: Mobile Tablets/Replacement Costs • Rugged Cases •
Cellular Service: • Mobile Device Plan (Per Month) • $39.99 / device Other:
$352.00
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Y
$9,209
Risk Identification Description of Risk
Risk Impact
Mitigated (Y/N)
Contingency(Y/N)
Poor execution
Low
Yes
No
Project team turnover
Low
Yes
No
Vendor performance
Low
Yes
No
Cyber Security
Low
Yes
No
Mitigation Risk (Costs) •
No cost
Contingency Risk (Costs) •
No cost
Our Ask
We are asking to approve the business case for the 16 Mobile tablets for submission to the City Manager for approval and funding through the BMS department.