Cityworks Magazine Spring 2022 by Cityworks, A Trimble Company

A Trimble Company

Spring 2022

CREATING

STRONGER COMMUNITIES THROUGH CITYWORKS PLL

7 WAYS TO STREAMLINE

MATERIAL MANAGEMENT HOW TO ADOPT CITYWORKS

IN 10 WEEKS

5 TIPS FOR MIGRATING TO

CITYWORKS ONLINE Featuring: Baltimore, MD Bonneville County, ID Great Neck, NY Pﬂugerville, TX Rexburg, ID Suﬀolk, VA

Cityworks.com SPRING 2022 | CITYWORKS MAGAZINE

UTILITIES AND LOCAL GOVERNMENT WITH

Cityworks empowers your operations with better data, better insights, and better decisions. Local government and utility organizations have no shortage of data. But turning that data into actionable insights can sometimes feel … impossible. Cityworks is the only GIS-centric public asset management and permitting solution that leverages your investment in ArcGIS to make sense of the complexity of data and create scalable systems of action. From IoT remote monitoring to intelligent asset management, now you can easily track and visualize every asset and its associated history, labor, costs, materials, permitting workflows, and so much more.

Request your personal solution demo at Cityworks.com SPRING 2022 | CITYWORKS MAGAZINE

www.kci.com

TAKE YOUR CITYWORKS IMPLEMENTATION TO THE NEXT LEVEL!

• DIGITAL TWINS • ASSET GEODATABASE DESIGN • ASSET BARCODING • IOT / SCADA INTEGRATION

Implement Cityworks for Vertical Assets – Treatment Plants, Pump Stations, Facilities, and more!

• PREVENTIVE MAINTENANCE SCHEDULES • ARCGIS INDOORS INTEGRATION

Contact: Asset-Management@kci.com CHECK OUT OUR VIDEO ON ASSET MANAGEMENT SERVICES

CITYWORKS MAGAZINE | SPRING 2022

OTHER SERVICES INCLUDE: Asset Management Roadmap, Warehouse Inventory, PLL, GIS Solutions, Analytics & Modeling and Systems Integrations.

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CONTENTS

CONTENTS | SPRING 2022 CITYWORKS EXPERT TIPS

Two Ideas for Simplifying Workflows With Code and Creativity

A new coding framework in Cityworks allows you to add custom buttons and widgets to Cityworks apps—and put them right where your users expect them to be. BY DAN PUERLING, CITYWORKS SUBJECT MATTER EXPERT

22 FEATURE STORIES

7 Ways to Streamline Material Management Material management is one of the most costly areas of any public works or utility organization. An efficiently run, well-organized warehouse where costs are evaluated, materials are available, and reordering is fast and easy can help you improve cost management and operational efficiency. BY BRAD JOHNSON, CITYWORKS SUBJECT MATTER EXPERT

Creating Stronger Communities Through Cityworks PLL

Permitting is an integral part of community development. Effective permitting workflows help ensure that communities are safe, sustainable, and efficient. Here’s how organizations like Bonneville County and City of Rexburg, Idaho, as well as Great Neck Water Pollution Control District, New York, are using Cityworks PLL to strengthen their communities.

ArcGIS Utility Network is designed to provide greater functionality over massive datasets at every scale of resolution. Here’s how Cityworks supports this next generation spatial information system for utility organizations.

3 Ways ArcGIS Utility Network Can Help Modernize Complex Infrastructure

BY CARL ALEXANDER, CITYWORK SUBJECT MATTER EXPERT

BY WESTLEY COTTAM, CITYWORKS CONTRIBUTING WRITER

PRESIDENT’S CORNER

Cityworks Past, Present, and Future

In just a few decades, technology has changed the way that public assets and their associated data are managed. Cityworks has always embraced new technologies and continues to remain committed to helping communities become more sustainable, efficient, and resilient for years to come. BY BRIAN HASLAM, CITYWORKS PRESIDENT AND CEO

IN EVERY ISSUE

Odds & Ends

News & Events

Inside the Numbers

SPRING 2022 | CITYWORKS MAGAZINE

CONTENTS

CONTENTS | SPRING 2022 BEST PRACTICES

37 5 Tips for Migrating to Cityworks Online

The City of Suffolk shares five helpful takeaways after moving their Cityworks AMS and PLL on-premises solution to the cloud. BY ADAM SHINAL, WOOLPERT SYSTEMS ANALYST

Enhancing Infrastructure Management Through Nearmap

Using Nearmap with a computerized maintenance management system (CMMS) like Cityworks will enrich your system of record by providing high-resolution aerial imagery and data intelligence on public infrastructure. BY CHARLES STATON, NEARMAP MANAGER U.S. SOLUTIONS ENGINEERING, AND KEVIN KORTH, NEARMAP GOVERNMENT SOLUTIONS ENGINEER

CASE STUDIES

INDUSTRY INSIGHTS

30 How the City of Pflugerville

Adopted Cityworks in 10 Weeks

Industry Insights from Cyndee Hoagland of Trimble

Implementing a new enterprise asset management system can seem daunting, but it doesn’t have to be. Here’s how the City of Pflugerville maximized the GIScentric solution and reduced stress along the way. BY KELLY FARLEY, GISP, AXIM GEOSPATIAL SOLUTIONS ARCHITECT

Cyndee Hoagland is the Senior Vice President of

BY WESTLEY COTTAM, CITYWORKS CONTRIBUTING WRITER

Managing Conduit Assets and Billing Costs Using Cityworks Baltimore City’s underground conduit system facilitates the delivery of power and communication to both businesses and residents. Here’s how they use Cityworks to manage the maintenance and leasing of this shared infrastructure. BY REGINA SIDLOWSKI, BUSINESS ANALYST, KCI TECHNOLOGIES, INC.

CITYWORKS MAGAZINE | SPRING 2022

Public Sector & Enterprise Accounts at Trimble. We asked her a couple of questions regarding the changes in infrastructure funding and infrastructure management, as well as how communities can best plan for the future.

Training

EMPOWER YOUR TEAM. DRIVE RESULTS. Maximize your team’s success with Cityworks training. Whether you’re new to Cityworks or an experienced administrator, we have a training course to meet your needs. Choose from self-guided, live webinar, or in-person classroom sessions. Explore new Cityworks tools and functionality

Learn efficient workflows and best practices

Access exclusive materials to support your next project

EXPLORE FULL COURSE OFFERINGS ONLINE BY VISITING LEARN.TRIMBLE.COM & SEARCHING FOR CITYWORKS. FALL 2018 15

CITYWORKS GIS-CENTRIC CHARACTERISTICS Cityworks is an ArcGIS® pure-play, meaning we recognize the ArcGIS geodatabase as the only authoritative asset database. This translates to seven key characteristics that define our technology solutions.

Magazine Staff Sara Adelman | Editor Westley Cottam | Editor Tiffany Malloy | Editor Rylee Jo Ashcraft | Graphic Designer

Marketing and Communications Paige Burnhope | Marketing Coordinator

Subscriptions To subscribe, change your address, or cancel your subscription: stories@cityworks.com

Contact Us Tel: 801-523-2751 Email: stories@cityworks.com Archives available at: www.cityworks.com CITYWORKS, A TRIMBLE COMPANY 11075 South State Street, Suite 24 Sandy, UT 84070 801-523-2751 www.cityworks.com

The information contained in this document is the exclusive property of Azteca Systems, LLC, a Trimble company. This work is protected under United States copyright law and other international copyright treaties and conventions. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or by any information storage or retrieval system, except as expressly permitted in writing by Azteca Systems dba Cityworks. All requests should be sent to Attention: Contracts and Legal Services Manager, Cityworks, 11075 south State, Suite 24, Sandy, UT 84070, USA.

NO REDUNDANCY

ArcGIS is the authoritative system of record with no writing or syncing to other asset data tables.

FULLY CONFIGURABLE

Cityworks can support any geodatabase design for your assets—including linear, dispersed, or condensed.

NONPROPRIETARY

We build on the geodatabase with well-known and understood data structure elements. Your organization owns and fully controls its data.

ARCGIS UPDATES

Cityworks relies solely on ArcGIS feature services to update the authoritative asset data to ensure data integrity.

ARCGIS WEB MAP

Any application can access an ArcGIS web map without constraints, allowing you to find and view asset data at a glance.

The information contained in this document is subject to change without notice. TRADEMARKS: Cityworks®, Cityworks Logo, Empowering GIS, GIS Empowered, the Three Layer Map Logo, Enables the Power of Where, @cityworks.com, cityworks.com, mycityworks.com, Azteca Systems, the Azteca Systems logo and Azteca Systems products referenced herein are either trademarks, registered trademarks, or service marks of Azteca Systems in the United States, Canada, the European Community, or certain other jurisdictions. Trimble® and the Trimble logo are a registered trademarks of Trimble, Inc. Other product and company names mentioned herein may be the trademarks or registered trademarks of their respective owners. Changes are periodically added to this information. Cityworks may make improvements and/or changes in the product(s) and/or the program(s) described herein at any time. In no event shall Cityworks and/or its respective suppliers be liable for any special, indirect, or consequential damages or any damages whatsoever resulting from loss of use, data, or profits, whether in an action of contract, negligence, or other tortious action arising out of or in connection with the use or performance of software, documents, or failure to provide services. No part of this document may be reproduced or transmitted in any form.

CITYWORKS MAGAZINE | SPRING 2022

SINGLE SIGN-ON

Our software supports a single sign-on identity. All associated apps will support the preferred identity storehouse— ArcGIS Online or Portal for ArcGIS.

ANALYTICS & REPORTING

Cityworks uses ArcGIS tools for data analytics and powerful visualizations to support decision-making.

USER SUMMIT

ONE PLATFORM Cityworks Converge provides rich content experiences that spark innovation, deepen knowledge, and empower GIS intelligence in your communities.

JOIN US ON THESE DATES: May 17 & September 20

REGISTRATION IS FREE!

SPEAK AT CONVERGE

Converge presentations are 15-20 minutes and cover a challenge you overcame using Cityworks and ArcGIS. Do you have a success story to share? Send your presentation idea to

GET CAUGHT UP

Find out what everyone's talking about. Visit Cityworks.com/Converge to explore videos from past events. 8

CITYWORKS MAGAZINE | SPRING 2022

ODDS & ENDS

Fun facts, poll results, and other interesting stuff

HOW ARE COMMUNITIES WANTING TO USE THEIR INFRASTRUCTURE FUNDING? At a recent Cityworks Converge User Summit, we asked attendees, “Which sector of infrastructure would you most like to see federal funding allocated in your community?” Here are their responses. 65% Water Infrastructure 15% Roads and Bridges 11% Climate Resilience Projects 7%

Public Transit

Power and Grid

To learn more about how your community can access and use infrastructure funding, check out the Converge presentation by John Konkus, director of government affairs and chief political strategist of Woolpert.

FAST FACT: On July 4, 1828,

Charles Carroll, the last surviving signer of the Declaration of Independence, dug a shovelful of soil at the groundbreaking of the Baltimore and Ohio Railroad. It was one of many events signaling the start of the Second Industrial Revolution in the city. Nearly 200 years later, Baltimore’s underground conduit system supports an ever-growing demand for technology infrastructure in the Fourth Industrial Revolution. Turn to page 33 to learn how Baltimore City uses Cityworks to manage its conduit leasing program.

“Successful data quality programs rely on a culture of democratized, rather than governed, data quality management.” —Meghan Peters, City of Garland, Texas

Learn more about the City of Garland’s data quality approach.

AMAZING FACTS ABOUT PUBLIC INFRASTRUCTURE Infrastructure has played a vital role in advancing humanity since the beginning of recorded history. Here are some of the earliest known infrastructure feats from around the world. 1. The first paved streets were built in Mesopotamia in 4000 BCE.

3. An ancient network of copper drainage pipes found in Egypt’s Pyramid of Sahure dates back to 2400 BCE.

2. The Inca road system, spanning more than 25,000 miles, is the most extensive and notable road network in pre-Columbian South America.

4. The Indus Valley civilization in South Asia developed a covered sewer network with private residential toilets, bath houses that used drains to repurpose wastewater, and much more.

SPRING 2022 | CITYWORKS MAGAZINE

PRESIDENT’S CORNER

CITYWORKS PAST, PRESENT, AND FUTURE In just a few decades, technology has changed the way that public assets and their associated data are managed. Cityworks has always embraced new technologies and continues to remain committed to helping communities become more sustainable, efficient, and resilient for years to come. BY BRIAN HASLAM, CITYWORKS PRESIDENT AND CEO

THE PAST Over the span of my career, I have seen technology become essential in managing the critical services performed by municipal and local government organizations. In the 1980s and early 1990s, I became involved in digitizing water and sewer infrastructure maps into Esri’s Geographic Information System (GIS) format. The purpose was to preserve important asset data against the risk of loss from fire, flooding, natural disasters, and deterioration that comes with age. By the mid-1990s, open databases and next-generation development tools provided new opportunities. Recognizing that GIS was becoming the de facto infrastructure asset inventory data for municipal and local governments, Cityworks designed and created a new type of work management solution for operations and maintenance—a GIS-centric asset management system. Technological evolution continued by allowing ruggedized laptops to take asset management data into the field. However, at this

CITYWORKS MAGAZINE | SPRING 2022

stage, asset data had to be transferred to a device and was not yet “live data.” The rise in influence of the internet in the late 1990s further changed the trajectory of technology and Cityworks evolved in order to embrace this new advantage of being continually connected.

THE PRESENT Starting in 2007 and accelerating in 2010, Cityworks pivoted away from a desktop architecture to a full web platform architecture. We expanded our best-in-class GIS-centric solution for asset management to include community development, permitting, licensing, and code enforcement. Today, the Cityworks platform serves as both an “on-premise” solution as well as supporting private and public cloud deployments. Our web platform supports an Amazon public cloud offering; Cityworks Online (CWOL) and recently added Azure public cloud. Cityworks was an early adopter of single sign-on for Esri GIS solutions, providing seamless

workflows and an enhanced user experience. This capability of being continually connected via the internet provides real-time access to critical asset data. With extensive APIs, Cityworks is continually being connected with other solutions. As part of Trimble, we are further expanding the boundary of full life-cycle asset management solutions. An example of this is the integration of valuable data created during the design-build phase of a project. Design-build BIM asset data provides another source of valuable information to support operations and maintenance, including updating the GIS. A 3D digital twin further opens up new ways for interacting with and visualizing asset data. This continuous connection to asset data is taken a step further through Cityworks’ integration of IoT. This allows real-time asset data updates for everything from streetlights to garbage containers and water meters. Trimble Water IoT solutions, the combined use of GIS, Trimble Unity, and Trimble Telog technology allow water infra-

“Continual connectivity is reshaping our expectations for user experience and is providing new possibilities for supporting the workflow needs of operations, maintenance, and community development.” structure to be remotely monitored in real-time. Together, Cityworks and other Trimble solutions provide a full life-cycle asset management solution—from design-build to operations and maintenance.

THE FUTURE Being continually connected through WiFi, cellular data, personal hotspots, and mobile hotspots— like MyFi—is now the standard. Looking forward, Starlink and Amazon’s Kuiper are promising something very close to complete global connectivity. Smartphones, tablets, and workstations using web platforms now easily connect to data and the functionality available from other web platforms and apps. Continual connectivity is reshaping our expectations for user experience and is providing new possibilities for supporting the workflow needs of operations, maintenance,

and community development. Much has been said about the potential of virtual face-to-face communication. As this technology continues to progress becoming faster, easier, and more “real”, it will expand to encompass a wide breadth of industries. The ability for continuous connection with anyone, anytime, anywhere will become standard. The efficiencies gained from connecting the physical and virtual world are exciting to imagine. Field crews and inspectors who are physically onsite will have the ability to virtually connect with and receive guidance from a trusted expert who is back at the office or at home—fostering greater communication and increasing workflow efficiencies. Much of the important asset data available to municipalities and local governments will not need

to be centralized to one all-encompassing system of record. The system of record of the future will be a virtual web platform that easily connects with important asset data and functionality. Web platforms connecting with other web platforms and apps will become more ubiquitous. Cityworks has always connected to asset data and functionality to better accomplish the important workflow needs of municipalities and local governments. GIS, design-build BIM, real-time IoT, and 3D digital twins will be important to further bring these two worlds—the physical and the virtual—together. No matter what the future has in store, Cityworks and our GIS-centric web platform will continue to help ensure your community is better served, safer, resilient, and more sustainable, allowing you to do good locally.

SPRING 2022 | CITYWORKS MAGAZINE

CITYWORKS EXPERT TIPS

TWO IDEAS FOR SIMPLIFYING WORKFLOWS WITH CODE AND CREATIVITY A new coding framework in Cityworks allows you to add custom buttons and widgets to Cityworks apps—and put them right where your users expect them to be. BY DAN PUERLING, CITYWORKS SUBJECT MATTER EXPERT

hen you’re in the groove of your daily work, the number of clicks or manual searches it takes to complete a task can have a big impact on the time and effort required to move through a workflow. That’s why we added new functionality to help you further streamline naviga-

CITYWORKS MAGAZINE | SPRING 2022

tion among Cityworks apps and third-party solutions. Starting at Cityworks 15.8, HTML5 apps such as Respond support a new extensibility framework that allows administrators to add coded widgets that bring in data from other systems, and buttons that help users quickly navigate to

other Cityworks apps or third-party sites that are part of their workflow. The extensibility framework can be accessed in Style, the Cityworks customization app. A new page in Style allows you to write code for new features—such as a button, link, clock, or weather widget. This creates an item in Style that you can

CITYWORKS EXPERT TIPS

insert into an available widget slot within the HTML5 app. The item appears for users with the specified Style profile, allowing you to further customize the experience for distinct groups of end users. Here are a few examples.

MAKE TRAINING MATERIALS EASY TO FIND Many organizations create training materials and workflow instructions to guide end users through standard procedures. For example, water utilities may create stepby-step guides to help their crews standardize hydrant flow tests. These documents, when used regularly, can help maintain data entry standards and empower users to do their job quickly and effectively. But crew workers may have a hard time finding that quick start guide in the truck. If the guide gets lost or damaged, it won’t be used. With the new extensibility model, you can create a button and link it to a document hosted on an internal intranet or file-sharing site.

A quick display button in Respond allows the user to toggle through a display of useful information about the work order.

A custom button on a Work Order page in Respond will send data to another system.

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CITYWORKS EXPERT TIPS

review process. Cityworks and partAnd because buttons can be ner solution APIs make it poscustomized according to sible for Cityworks to pass the user profiles conpermit and licensing data figured in Style, you to and from electronic can also customize Visit MyCityworks for a plan review solutions, and which resources are how-to guide on adding certain tasks must still be made available to widgets in Style. done in each system. By specific user groups adding a new button to the within Cityworks. attachments panel in Respond, SIMPLIFY TAB users can launch the third-party NAVIGATION system in a single tap, passing important data and taking the user Permit technicians often navigate to the next step in their document between several different software management workflow. tabs in order to manage the plan

By taking advantage of this functionality in Cityworks HTML5 apps, you can help simplify everyday tasks and reduce manual navigation between tabs and systems. This means happier users who can find the tools they need, exactly where they expect them to be.

Customizing Sidebar Menus Did you know that end users can add buttons to their sidebar menus in Cityworks HTML5 apps? This customization doesn’t require code or access to Style, which means end users have the freedom to create menus that suit their workflows. For example, public works crews can add a link to the Storeroom requisition page in their Respond sidebar menu—allowing them to navigate directly from the work order to a material requisition in a single tap. Log in to MyCityworks to learn how to customize app menus.

A custom button can trigger an API call, with a warning asking if the user would like to continue.

CITYWORKS MAGAZINE | SPRING 2022

CITYWORKS EXPERT TIPS

7 WAYS TO STREAMLINE MATERIAL MANAGEMENT Material management is one of the most costly areas of any public works or utility organization. An efficiently run, well-organized warehouse where costs are evaluated, materials are available, and reordering is fast and easy can help you improve cost management and operational efficiency. BY BRAD JOHNSON, CITYWORKS SUBJECT MATTER EXPERT

aintaining accurate in-

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the efficiency of your operations:

SPRING 2022 | CITYWORKS MAGAZINE

CITYWORKS EXPERT TIPS

1. Scan Barcodes and QR Codes Because the Storeroom application can be used on tablets and mobile devices, users can leverage device cameras for barcode and QR code scanning. Scanning allows users to quickly and accurately add, search, filter, and select materials. 2. Create Interactive Dashboards A dashboard homepage displays search queries and data visualizations, putting the most important information at your fingertips. Domain administrators can create dashboards that are visible to all users, and individual users can also create custom dashboards for themselves. Dashboard widgets are interactive, allowing users to select materials for requisition, audit, and more. 3. Streamline Material Audits Physical inventory audits often require warehouse operations to

stop until the audit is complete. By configuring cycle counts in Storeroom, you can create scheduled reminders to audit materials incrementally throughout the year. 4. Create a Digital Paper Trail Digital signatures and attachments can be added to important transactions, helping to track valuable data at various stages of the material lifecycle. You can configure Storeroom to require a digital signature when a material is issued, received, transferred, or audited. 5. Track Serial Numbers The latest version of Storeroom supports the serialization of materials, which in turn allows users to track warranty dates and convert materials into assets when they are installed—a water meter, for example. Current on-hand stock can be converted to serialized material, and new material can also be configured for serialization. You have

three options for adding serial numbers: manually, with a barcode scanner, by uploading a CSV file. 6. Issue Material to Work Orders Because Storeroom is part of the Cityworks platform, you can easily integrate your warehouse solution with the work management system used by the maintenance crews you support. Storeroom can issue material to existing work orders to help track and report on the materials used for any given task or project. The Work Order ID field in Storeroom validates your entries as you type in or search for existing work orders.

Play the Storeroom session from Innovate 2021 to explore best practices and unique uses.

youtu.be/u66ftObUIFM

A dashboard homepage displays search queries and data visualizations, putting the most important information at your fingertips.

CITYWORKS MAGAZINE | SPRING 2022

CITYWORKS EXPERT TIPS

A dashboard shows the counts scheduled for the next 30 days. Cycle counting capabilities in Storeroom allow you to manage the frequency of audits.

7. Deploy New Service Trucks Storeroom includes functionality designed to simplify common tasks for software administrators. For example, the cloning feature allows you to easily configure and deploy new storerooms or service trucks quickly and efficiently. The Work Order ID field in Storeroom validates your entry as you search for existing work orders in Cityworks.

Create Barcodes with Crystal Reports Organizations who use SAP Crystal Reports can easily turn Cityworks data into barcode labels for both warehouse inventory and active assets like fire hydrants. Here’s how. 1. In Crystal Reports, start with a blank report. 2. Pull in the MaterialLeaf table and STORERMSTOCK table from Cityworks. 3. As you set up your Crystal Report, you can select fields such as Material ID and Part Number, then drag and drop the field to your report layout. 4. Right click on the fields, and select Change to barcode. 5. Ta da! You’ve created a barcode.

6. Now, you can customize the barcode layout as well as add text and number fields for reference. 7. Run the report. 8. From here, you can print the report to adhesive labels. If you plan to place the barcodes on metal warehouse racks, consider sticking the adhesive labels to magnetic strips so you can easily move barcodes and update inventory placement.

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CITYWORKS EXPERT TIPS

3 WAYS ARCGIS UTILITY NETWORK AND CITYWORKS CAN HELP MODERNIZE COMPLEX INFRASTRUCTURE ArcGIS Utility Network is designed to provide greater functionality over massive datasets at every scale of resolution. Here’s how Cityworks supports this next generation spatial information system for utility organizations. BY CARL ALEXANDER, CITYWORKS SUBJECT MATTER EXPERT

rcGIS Utility Network has been available for several years, and now utility organizations are starting the process of migrating or prioritizing it as a future project. While migrating to ArcGIS Utility Network is a significant undertaking, utilities recognize the long term

CITYWORKS MAGAZINE | SPRING 2022

value it brings to both employees and the customers they serve. ArcGIS Utility Network allows you to model how all components of the utility system are related and intelligently handle dense collections of features. With Utility Network, asset data is more accu-

rate and abundant, making analysis more meaningful. Utilities who have migrated say that the leading benefits for them include the ability to perform complex tracing, manage containment associations, and accurately model real-world assets.

CITYWORKS EXPERT TIPS

Here are some of the benefits of a utility network: •

• • • • • •

Works with a high-performing model that is scalable to large utilities Models how components of your system are connected Represents dense areas of your system without map clutter Models significant components of your system Enforces data integrity and reduces data entry errors Enables advanced analysis of your network Provides a comprehensive view of your network

1. Tracing The ability to perform traces is a powerful capability of the ArcGIS Utility Network. With eight different trace types available, there are many different tasks where these can be beneficial to your organization. For example, your GIS staff can run a connected trace when performing daily edits to ensure those edits are linked as expected. The engineering department may want to run a subnetwork trace to help them identify all the features in a particular subnetwork, such as a pressure zone. If customers are experiencing an issue somewhere in the subnetwork, the subnetwork controller trace will quickly identify the associated subnetwork controllers. During a main break, field staff can run an isolation trace to find necessary valves to isolate a leak. Staff can quickly click on the map, run the trace, and select the valves that need to be closed to isolate the leak. This functionality

also displays which customers will be affected and which hydrants will not be operational during repair. GIS administrators can add these trace configurations to the organization, so that they can be shared across the enterprise GIS and leveraged by different GIS applications. This allows staff to quickly run traces in the office or field without having to understand the complex configuration. 2. Containments Containments allow you to model a dense collection of features that are represented by a single feature, improving the real-world modeling of your network. Valves, fittings, and pumps could be placed inside and associated with a pump station feature, for example. To do this, a user would need to enter containment mode in ArcGIS Pro, then select the pump station on the map to view the assets inside. Features can also be shown or hidden in the map view to improve visibility and reduce map clutter. For example, if you configure an electric transformer bank as a container, it can contain devices that are often not displayed on a map, such as fuses and transformer units. Those assets can be viewed exactly when needed for the job— without always being present on the map—and they can also be configured and used for work activities in Cityworks.

3. Subtypes Subtypes are a great way to help categorize your GIS data. ArcGIS Utility Network uses Asset Group as a major classification field for assets and is assigned a subtype. Asset Type is the minor classification field and is also assigned a subtype as well as an attribute domain for assets. Subtypes improve map performance and draw time because only one call is being made to a feature instead of multiple calls to many different features. They also improve the quality of your GIS data by being required when new GIS features are created and then automatically updating other attribute data based on the subtype. Not only will you see speed and quality improvements when using Utility Network, but starting at version 15.8, Cityworks will support subtypes and domains.

Discover how San Juan Water District managed its migration to ArcGIS Utility Network:

The Import GIS Service Assets tool in Admin shows imported subtypes for ArcGIS Utility Network water device feature.

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CITYWORKS EXPERT TIPS

After using the Service subtype from the ArcGIS Utility Network water line feature in Admin, you can use the Assetype field to create a detailed Cityworks “Asset Type” to configure work activities on.

In Respond, a selection of ArcGIS Utility Network water line feature shows a Residential Services asset type in the Asset Details panel.

When your subtypes are configured on a feature, you can now use Cityworks Admin to import these subtypes from a feature service, then create filters and configure templates against these subtypes. For Respond users, this means fewer clicks to find and filter assets, as well as faster loading speeds on the map. As Cityworks expands its capabilities, additional functionality will be included for ArcGIS Utility

CITYWORKS MAGAZINE | SPRING 2022

Network in future releases—just one example of how Cityworks can grow with your organization.

With ArcGIS Utility Network, you get the following items: • •

Standardized templates for your utility industry Standardized maps with readymade symbology and cartography

• •

Rules-based editing of both spatial and non-spatial asset data Simplified data management overall because network information is consolidated in one place

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CREATING

STRONGER COMMUNITIES THROUGH CITYWORKS PLL

FALL 2021 |

Communities are constantly evolving and must update to meet new challenges. Proper oversight is essential to help foster safety, health, and longevity for cities as they are developing and redeveloping. From new builds to water infrastructure upgrades, the permitting, licensing, application, and inspection process plays a central role in supporting sustainable community development. Cities, local governments, and utility organizations are responsible for receiving, reviewing, and issuing a wide variety of documents, including permits, applications, and licenses. Keeping up with all the activities associated with permitting and facilitating community engagement can feel overwhelming, especially if workflows are overly complex, communication silos exist, or demand outpaces available resources. To combat these potential challenges, communities such as the City of Rexburg, Idaho, Bonneville County, Idaho, and Great Neck Water Pollution Control District (GNWPCD), New York, have adopted Cityworks PLL and Public Access to help streamline their permitting, application, and inspection workflows.

rience for our residents and contractors. We wanted it to be interactive and user-friendly. Our goal was to lessen our staff time, lessen confusion, and streamline our workflows.” The city completely changed the way they do plan review, receiving plans through Public Access and utilizing DigEplan’s electronic plan review software to make edits and comments.

“Prior to Cityworks Public Access, we required three sets of plans to be either dropped off or mailed to us. This created extra costs for the customer, and of course, paper takes up a lot of room and is harder to organize.” -Faron Young, Cityworks administrator, City of Rexburg

PUBLIC ACCESS Behind every project is an idea. An intent to improve drives projects from basement remodels to street excavation. Many people believe that the permitting process begins when an application or plan is submitted, but it actually begins much earlier. The purpose of permitting should be to help ideas become reality—to help a family build their dream home or to help a business grow and enrich a community. Residents and contractors need a convenient and transparent way to obtain the resources they need to realize those ideas. Efficient communication throughout the lifespan of a project is essential. The City of Rexburg is one of many communities that have adopted Public Access to create an online portal (apply.rexburg.org) that allows residents, contractors, and businesses to submit applications, schedule inspections, communicate with the city, and track the status of their projects. One of the main drivers behind the implementation of Public Access was the city’s desire to distance themselves from a paper-based workflow and streamline their permitting, application, and plan review processes. As Bret Stoddard, the building official for the City of Rexburg puts it, “We wanted to set up the best expe-

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A mobile device displays an inspection case summary.

Permits, applications, and plans are now immediately funneled and organized into Cityworks PLL when they are submitted, which kicks off the permitting process. Customers are kept in the loop every step of the way through automated emails, as well as through updates to their public portal account. “On our public portal, they can see what inspection they need to submit, track the progress of their permits, see if their fees have been paid, if their contractors have sent in their work acceptance forms, view plan reviews, and much more. It’s a huge communication piece for us,” notes Tawnya Grover, planning and zoning assistant for the City of Rexburg.

Bonneville County recently switched from a legacy system to Public Access. Residents and contractors now have easy access to over 20 types of permits and applications that they can fill out and submit online. This has not only created a smoother process for the community to submit applications and permit requests, but has also greatly increased the ease of communication. As Gwyn Rhondeau, administrative assistant at Bonneville County puts it, “Cityworks PLL and Public Access have sped up our process by giving us the ability to communicate back and forth with the public and contractors and has eliminated the need to communicate over the phone.”

Great Neck Water Pollution Control District is also making use of Public Access. The district oversees sanitary sewer utilities as well as permitting activities. Public Access has allowed for the easy submission of permit applications and site plans. GNWPCD’s use of the permit portal has made communication much easier by allowing engineers to approve, disapprove, and comment on site plans. Applicants can view the status of their site plans and upload and download any documents needed. Contractors and residents also have the ability to view financial information related to their projects and can pay deposits through the public portal.

PERMITS, APPLICATIONS, AND LAND USE Public Access serves as the key that turns the ignition on the permitting, application, and inspection process. Cityworks PLL is the engine that propels projects forward. It is a GIS-centric solution designed specifically to help organizations simplify, organize, and track permitting and planning workflows from start to finish. Since implementing Cityworks PLL in September 2020, Bonneville County has completed over 600 permits through a straightforward process. This has allowed the county to receive, review, and issue permits and applications ranging from construction and building permits to those related to flood plain, street excavation, certificate of occupancy, and more. Cases are organized and prioritized by permit number and come equipped with customized fields that display information pertinent to the specific type of permit, application, or inspection. Examples of custom fields include address, square footage, zone type, flood plain, water and sewer provider, and lot number. When a resident or contractor submits an application, permit, or plan through the public portal, it automatically populates in preset queues or inboxes in Cityworks PLL. This ensures that the specific type of permit or application reaches the right department and workflow. The City of Rexburg, a college town that has seen considerable growth in the last couple of years, is using Cityworks PLL to chart a new way forward. They are leveraging the software to complete 38 types of permits, applications, and inspections. They process, review, and approve permits relating to land use (rezoning, changing comp plans, city annexations, etc.), construction (infrastructure, civil site plans, etc.), plumbing, hydrant use, street excavation, and more. Their extensive use of Cityworks PLL has greatly simplified their workflow and has allowed them to organize and track application, permitting, and inspection data in one digital location. TFor Bonneville County, the robustness and customizability of Cityworks PLL was a driving factor in the replacement of their existing system. “Our legacy system was not doing what we needed it to. It would sometimes take up to 30 minutes to review one permit in the old system, and in Cityworks it only takes us 10 minutes,” says Gwyn Rhondeau, administrative

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A Cityworks inspection template displays a task list.

assistant at Bonneville County. This allows the staff at Bonneville County to be more efficient and frees up considerable time for them to complete other important tasks. Another Cityworks PLL feature that Bonneville County has found to be useful is the ability to generate custom reports. They are able to leverage their historical data and gain a better understanding of what is going on in their community by creating custom reports that detail everything from financial data on permits to what types of permits have been issued in a certain time window. In the world of permitting, data is crucial, and historical data is just one type that can be analyzed. With over nine years of Cityworks PLL use under their belt, the city of Rexburg now has an expansive repository of historical location-based permitting data that can easily be referenced. “One good thing that we noticed

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is that the way that we do things today—going forward everything will be searchable and digital. When people submit things now, it will never be on paper. The sooner [permitting agencies] go digital, the easier it is to populate historic data and keep track of future data,” shares Stoddard. GNWPCD has also benefited from their use of Cityworks PLL. With the help of POWER Engineers, they implemented Cityworks PLL in February 2021 to digitize, centralize, and streamline their permitting workflows and foster contactless communication and financial workflows between the city, contractors, and applicants. Their current permitting, application, and financial workflows are more organized, and they have been able to leverage their data. “Using a system built for permitting is more user-friendly, provides greater functionality, and there are more opportunities for

“The sooner [permitting agencies] go digital, the easier it is to populate historic data and keep track of future data.” -Bret Stoddard meaningful analysis,” says Michael Robbins, GIS specialist for GNWPCD. Working off of the main panel in Cityworks PLL, GNWPCD has an organized view of cases and can fill out customized fields as well as issue permits. The ability to view project summaries and to view and print applications—as well as run Crystal Reports—in the same place has been extremely useful for the district. These features help them keep better records and ensure that cases are being completed. Thanks to Cityworks PLL’s comments section, cross-departmental and public-facing communication is more efficient. GNWPCD has also been using the case data panel within Cityworks PLL to track engineering reviews on projects. Engineers are required to fill out hours and provide detailed comments on the specific cases they are working on. The ability to track engineers’ hours and work activities helps inform the fee collection process and keeps every department involved up to date on various projects.

Fee collection and financial data can be difficult to stay on top of during the various phases of the permitting process. That is why organizations like GNWPCD have implemented Cityworks PLL and Public Access to help manage and track financial data on projects. GNWPCD has employed a “deposit for cost” system of fee collection. Instead of collecting a flat fee, the district collects a deposit based on an amount determined by project engineers and factors like project scope. This deposit is used to cover activities like site planning, plan review, and inspections. Any remaining funds from the initial deposit are reimbursed after the project is completed. Cityworks helped streamline this process by allowing GNWPCD to set up custom fees based upon the specific engineer that is working on the project as well as the hours that they are working. Fees have

INSPECTIONS & FEE COLLECTION Cityworks has also helped Bonneville County, City of Rexburg, and GNWPCD simplify and streamline workflows relating to inspections and fee collection. Inspections are an integral part of the permitting process and help maintain the health, safety, and sustainability of communities. Whether it is an insulation inspection on a spec home or an inspection of machinery in a wastewater plant, Cityworks provides crews with real-time access to pertinent data, documents, and forms. For example, crews in Bonneville County use Cityworks Respond to pull up data associated with the inspection they are performing as well as to complete inspections. All three communities have utilized Cityworks to create custom inspection templates that are filled out when performing an inspection. This allows inspectors to make comments that can be viewed by office staff as well as contractors and residents.

Cody Jones, inspector for City of Rexburg performing an onsite inspection.

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A Cityworks map shows an aerial view of Rexburg, ID, allowing the city to view and update permitting activities in GIS.

been configured in Cityworks PLL Admin to reflect rate changes and annual raises. City staff and engineers are able to view deposit information on each individual project and can request additional funds if a project cannot be completed within the current budget. Property owners and contractors can easily make deposits on the GNWPCD’s open access portal. Cityworks has also simplified the district’s refund process. Engineers have access to detailed financial reports and are able to process refunds more quickly.

GIS AND INFRASTRUCTURE In Cityworks, GIS serves as a foundation that weaves through every step of the permitting, application, and inspection process. Use of GIS is deeply integrated into the City of Rexburg and Bonneville County’s workflows. Both these communities have the ability to track location-based data on historic, current, and future permits, licenses, applications, and inspections by utilizing event layers. “One of the neat things we can do with GIS is use the ‘search cases’ feature when viewing Cityworks maps. This allows us to pull up the historical data of

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everything that has been done in a specified area,” explains Young. The permitting and application process also has a tendency to trigger GIS activities, especially when activities involving asset upgrades or new construction occur, Cityworks PLL allows communities to easily update public assets, add new streets, and perform addressing. Cityworks PLL serves as a catalyst for many communities to simplify workflows and is helping to support growth and planning, health and safety, and long-term sustainability. It offers holistic solutions that keep pace with the growth and evolution of municipalities—ensuring that residents, contractors, and businesses have the tools necessary to enrich their cities through safe development. After all, the true purpose of community development, permitting, and licensing is to help communities grow by transforming ideas into reality.

SEPT 2021 | TORNADO DAMAGE MULICA HILL, NJ

CASE STUDY

HOW THE CITY OF PFLUGERVILLE ADOPTED CITYWORKS IN 10 WEEKS

PFLUGERVILLE, TEXAS Pop. Served: 75,000 Depts. Using Cityworks: Facility Maintenance, Parks, Streets, Water, Wastewater User Since: 2020

Implementing a new enterprise asset management system can seem daunting, but it doesn’t have to be. Here’s how the City of Pflugerville maximized the GIS-centric solution and reduced stress along the way. BY KELLY FARLEY, GISP, AXIM GEOSPATIAL SOLUTIONS ARCHITECT

ithout an existing asset management system (AMS) in place, the City of Pflugerville was forced to manage assets and track work activity manually. Those paper-based processes were inefficient, inconvenient for team members, and opened a door for human error and future problems. The city knew they needed an AMS solution to take better care of their wastewater plants, parks, and streets. But with so many crit-

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ical jobs that needed to be handled as soon as possible, they couldn’t afford to dedicate months solely to adopting the new solution. Pflugerville decided to partner with Axim Geospatial (formerly GISinc) on a jumpstart implementation of Cityworks AMS. Here’s how they fully integrated and embraced a new enterprise asset management system in just 10 weeks.

JUMPSTART APPROACH Pflugerville’s primary goal was to implement a robust computerized maintenance management system (CMMS) to better track work orders, even as they grew. They chose Cityworks because its capabilities fit their needs and also provided them with the flexibility to continue to expand their asset management strategy and operations in the future.

CASE STUDY

In particular, Cityworks AMS provides the structure for the city to continually lighten the load on employees over time. They could use the solution to streamline workflows for new work orders and pursue a Storeroom implementation. The dashboards also allowed their team and the community to easily see critical information, from COVID updates and work orders to federal reimbursement. The City of Pflugerville had an existing relationship with Axim Geospatial and was in proximity to key technical staff, so Axim Geospatial was a natural choice. Axim’s focus on collaboration and communication also aligned with the city’s values and goals for the project. Rather than transitioning every department into Cityworks at one time, the implementation

team took a jumpstart approach: a small-scale implementation that enabled key stakeholders and end users to familiarize themselves with the solution before implementing it across all departments. The initial configuration was lightweight and low-stress. Best of all, it didn’t add excessive work to the city’s overwhelming responsibilities.

DISCOVERY WORKSHOPS Often, the most significant challenges organizations face when implementing a new asset management solution is a misunderstanding of what data needs to be transferred over, who will use the system, or how workflows should be defined. To reduce headaches and confusion, the city and Axim

Geospatial began with discovery workshops, where they: • Discussed the city’s biggest pain points and created a plan to address them. • Defined the workflows, work orders, and inspections. • Met with key stakeholders and decision-makers to ensure everyone was on board. • Identified exactly what the team needed to do to help the city admins meet their goals. The workshops allowed both teams to be on the same page every step of the way, which prevented headaches and created a smooth process from start to finish.

COMMUNICATION AND TESTING The system administrators at the City of Pflugerville were motivated

A dashboard displays service request and work order data for the City of Pflugerville.

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CASE STUDY

A dynamic dashboard shows an overview of the City of Pflugerville’s Cityworks operations.

and excited to learn the system, and they met with the implementation team on a weekly basis to keep the project on track. These regular sync meetings kept the city fully aware of expectations and allowed time to celebrate milestones as they passed. They also ensured that the project stayed on track, the implementation team stayed accountable, and everyone looked at the process as a collective. The City of Pflugerville also focused heavily on testing and provided remote feedback promptly to keep the process on track. Because city admins supported configuration changes with Axim Geospatial, the implementation team was able to tweak workflows and make edits quickly and efficiently. This meant less waiting and back-and-forth for the city, as well as ensuring that things worked exactly as they needed them to.

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USER TRAINING The City of Pflugerville wanted the ability to understand, manage, and utilize their solution after implementation had finished. As a result, the city and Axim Geospatial focused heavily on admin and end-user training. The team spent the last leg of the project focusing exclusively on knowledge transfer to set up the city’s admins and end users for success.

THE RESULTS

citizen requests directly from Esri’s CrowdSource Reporter and other public engagement channels. On top of that, they are now able to: • Streamline work orders created by police dispatch for damaged guardrails or potholes. • Increase response time and citizen engagement. • Send out work orders with ease. • Track and justify work. • Identify areas where work is lacking. • Gain insights from historical data to make the best decisions moving forward.

At the end of the jumpstart, the City of Pflugerville walked away with a Cityworks With Cityworks, the Want to solution that simplified City of Pflugerville is now learn more? asset management, able to save time, monPlay Pflugerville’s improved accountey, and headaches— presentation from the ability, and delivered and team members Converge User Summit. actionable insights— have peace of mind in just 10 weeks. knowing their system City officials were will grow with them as able to start taking the city expands.

CASE STUDY

BALTIMORE, MARYLAND Pop. Served: 621,000 Depts. Using Cityworks:

MANAGING CONDUIT ASSETS AND BILLING COSTS USING CITYWORKS Baltimore City’s underground conduit system facilitates the delivery of power and communication to both businesses and residents. Here’s how they use Cityworks to manage the maintenance and leasing of this shared infrastructure.

Department of Transportation, Conduit Division, Department of Public Works, Parking Authority of Baltimore City, Street Cuts Division Conduit Division Go Live: 2017 Conduit Staff Using Cityworks: 50

BY REGINA SIDLOWSKI, BUSINESS ANALYST, KCI TECHNOLOGIES, INC.

s technology continues to advance, demand for power and communication is rising. “Smart Cities” is more than just a buzz phrase. Baltimore City understands the importance of maintaining its conduit system to meet an ever-increasing demand for data and communication connectivity while ensuring the city’s future-readiness. This includes managing fiber optic communications and the

critical connections that support emerging wireless technologies, such as distributed antenna systems (DAS) and small cells, as well as city iniatives like the CitiWatch program for sharing private video footage with public safety officials. Committing to meet the challenges these technological advancements have caused means meeting the demands placed on the conduit system by this growth. To do so, Baltimore City must

manage a conduit system that is unique in its setup. The city owns the infrastructure, including manholes, hand boxes, and conduit duct banks. It leases the duct space to those who hold a business partnership with the city. Typical lesee owners are local and national power and communications companies. This presents a particular challenge to the city’s ability to accurately track duct occupancy and bill it to the appropriate lesee.

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CASE STUDY

CITYWORKS IMPLEMENTATION FOR CONDUIT INSPECTORS City inspectors are tasked with observing and inspecting all third-party work in the ducts, which could include construction, repairs, or laying new cable. Each visit has its own service request, which is A duct bank system. tracked in Cityworks. When repairs are needed in the conduit infrasurement information for customer structure, the Conduit Division cable installations. The process also uses Cityworks to asis initiated by a Cityworks sign work orders to either service request, which Baltimore City has more than city maintenance crews interfaces to the Conduit 12,000 conduit or contractor staff. Activity Manager where manholes. An integration beinspectors capture meatween the city’s Salesforce surements for the installa311 portal and Cityworks protion or removal of a conduit vides a seamless initiation of work duct. Each measurement reporders from lessee owner service resents the base unit for accountrequests without any duplication of ing and billing for lessee occupancy data entry. Once work orders are within the conduit network. closed in Cityworks, status updates The custom application delivand comments are synced to the ers the following benefits: 311 portal for lessee owner access. • Leverages Cityworks API to pull

CONDUIT INSPECTION ACTIVITY MANAGER Baltimore City generates revenue each year through its conduit leasing program. One of the Conduit Division’s most important functions is the accurate and detailed tracking of lessee activities for billing purposes. To effectively support this critical function, a custom application was created to capture duct measurement information for customer cable installations. The team developed a specialized web-based portal—Conduit Activity Manager—that integrates with GIS and Cityworks and provides functionality to collect duct mea-

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•

new service requests for cable install or vacate requests. Allows authorized inspectors to enter measurements after selecting manhole, wall, duct bank, and duct numbers. Allows authorized supervisors to review and approve the measurements before finalization. Updates Cityworks by closing the service request and creating an “update GIS” work order, where staff can update the GIS with the new occupancy information. Generates management reports for accurate billing to the lessee owners. Provides a system for tracking current lessees.

Since implementing Cityworks and the Conduit Activity Manager, the Conduit Division has moved from a paper-based system to a centralized solution for tracking all activities for the Conduit Inspection and Maintenance Section. The streamlined approach for capturing all inspections and integrated solutions for determining measurements for lessee billing provides transparency and a higher level of billing accuracy. Capturing all inspection and maintenance data in a centralized solution allows the city to generate reports of the work performed by the Conduit Division.

WHAT’S NEXT With maintenance and measurement activities in place, the project focus will now shift to managing materials and equipment. Efforts are currently underway to organize and inventory all material and equipment stored at multiple city locations. Once the inventory is complete, the team will configure and deploy Cityworks Storeroom and Equipment Checkout. This process will not only support inventory management but will also lead to accurate cost capture for all conduit-related maintenance activities. By comprehensively understanding its unique processes and

CASE STUDY

Conduit Activity Manager for Cable Measurements.

challenges, KCI provided Baltimore City with an integrated solution that has transformed the city’s processes for

The Conduit Division manages more than 4,000 miles of conduit duct

collecting duct occupancy information. The system information and its reporting outputs function as reliable and consistent

inputs into the city’s billing process. In turn, this capability has optimized the city’s view into critical cost information.

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GET YOUR HEAD With Cityworks Online, you can connect and collaborate from virtually anywhere while freeing up critical IT resources to focus on strategic tasks. Cityworks Online provides a cloud-hosted GIS-centric platform that helps your organization automate business processes, scale and manage growth, and work smarter to make informed decisions.

VISIT CITYWORKS.COM

TO LEARN MORE AND REQUEST A DEMO. 36

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BEST PRACTICES

5 TIPS FOR MIGRATING TO CITYWORKS ONLINE The City of Suffolk shares five helpful takeaways after moving their Cityworks AMS and PLL on-premises solution to the cloud. BY ADAM SHINAL, WOOLPERT SYSTEMS ANALYST

fter nearly 20 years of using Cityworks as an on-premises application, the City of Suffolk, Virginia, decided to transition to a cloud-based system. This move was prompted by the need to provide employees with a means of accessing Cityworks remotely without having to use a VPN, as well as give external users a way to submit permitting and licensing information online.

“We decided to go to the cloud to leverage the Public Access online portal for external customers. Also, since we are a relatively small department, the cloud alleviates the issue of server maintenance and upgrades to the software,” says Regina Chandler, the interim director of information technology for the City of Suffolk. The city had amassed large amounts of legacy data in its time

using Cityworks AMS and Cityworks PLL. Moving that immense system to the cloud presented a challenge for Cityworks, Woolpert, and Suffolk, yielding volumes of best practices to improve that environment. Here are a few key takeaways for other organizations considering a move to a cloudbased system.

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BEST PRACTICES

Suffolk City Hall. Photo courtesy of the City of Suffolk.

1. Define the “Why” Before deciding to move your asset management or permitting system to the cloud, evaluate the pros and cons and clearly define why you want to migrate. For the City of Suffolk, the existing on-premises solution required them to create and maintain multiple pieces of an IT puzzle—the database server, application server, GIS services, etc. Although a migration is a large undertaking, the return on investment continues for years after the project is complete. Cityworks Online removes the burden of back-end server functions and IT responsibilities, enabling organizations to focus their attention on community operations. Servers are managed and maintained by those who created the software, know

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ized templates and workflows. A key step in migration is evaluating existing customizations to determine how best to move them to the 2. Evaluate Customizations new system. For the City of Suffolk, some were integrated into the new Before migrating to the cloud, the system, others were eliminated, City of Suffolk began with an evaluand still others were replaced by ation of their existing configuration current Cityworks functionality. and updated it where necessary: Since implementing Public unclogging backlogs, adjusting Access for Cityworks PLL was one workflow process pain points, and of the main goals of Suffolk’s move, identifying areas where speed and the team focused special attention performance could be improved. on portal functionality, which can In the cloud, Cityworks sometimes require a retrofitting provides a standardized yet of existing PLL configurascalable approach to data The tions. Suffolk was willing hosting to serve its many project team to become one of the customers. Organizacataloged and first Cityworks cusevaluated more than tions that have used tomers to implement 100 custom database Cityworks on-premises, Public Access while also objects. like Suffolk, have likely upgrading and migrating developed highly customtheir enterprise system to the systems, can effectively troubleshoot problems, and provide a deep knowledge base.

BEST PRACTICES

Cityworks Online, underscoring the city’s collaborative and progressive approach. 3. Configure Cityworks Apps Since the initial migration to Cityworks Online, Suffolk has been implementing additional Cityworks apps, including Respond, Workload, and Style. Respond is one of many apps available to Cityworks Online customers to create a customized user experience. Suffolk’s crews use it to manage assets, create work orders, view custom maps and dashboards, and capture digital signatures. By using Style to transfer over XML formatting from Office to Respond, Suffolk is able to keep the view that users are familiar with in Office. In Respond, Woolpert created customized search queries and dashboards, based on the city’s Office inboxes. These enable staff to quickly access Task Manager, Reports and Workload. Workload is an app for supervisors to review, assign, and modify work activities in bulk, based on areas of the map. The adoption of Respond in a hosted environment has enabled the City of Suffolk to deploy a secure, externalized work environment for its crews without additional IT overhead. Additionally, staff working in the field do not have to log in to a VPN to access and upload data. Respond data queries have allowed the city to assess which of their reporting needs can be met by use of a dashboard. This was preferable to maintaining dozens of custom reports that often utilized custom database views.

4. Modernize Workflows

works, and Woolpert substantially enhanced the cloud migration and helped improve the maintenance process while not losing functionality. Woolpert will work with Suffolk on planned integrations and implementing modules to help refine configuration, while the continued maintenance of software is performed by Cityworks. The many lessons learned during this project were a result of long-running relationships with

The process of moving a system to the cloud also provides an opportunity to modernize a city’s operational processes and to take advantage of progressive technologies. As part of this move, Suffolk utilized the latest Cityworks functionality to complete tasks such as copying custom values from a parent to a child work order. Previously, this was accomplished by custom database triggers. Other organizations may be forward-thinking partners. This, able to replace custom combined with the leadership database triggers with Log in and visionary thinking at Cityworks Action to MyCityworks the City of Suffolk, yieldManager. Introduced to learn more about ed best practices for any in Cityworks 15.1, Citywork Action Manager. municipality considering Action Manager is used for configuring two types of actions triggered by events in Cityworks. Activity Updates can be used to change the values on existing records in Cityworks using either GIS attributes or an exact value. Webhooks can be used to send information from Cityworks to third-party applications or to Cityworks itself using web service API calls. Webhooks have proved to be versatile and supportive in the cloud, combining with Cityworks APIs to improve overall performance. Woolpert and Suffolk also evaluated existing report and inbox designs and improved their efficiency to speed up overall system performance. The team migrated saved searches to queries and updated other reports, as well.

a move to the cloud.

SUFFOLK, VIRGINIA Pop. Served: 90,093 Depts. Using Cityworks: Public Works, Public Utilities, Capital Programs, Real Estate Assessors Office, Planning and Community Development and Information Technology Staff Using Cityworks: 470 AMS User Since: 2005 PLL User Since: 2015

5. Teamwork for the Win The teamwork and open collaboration between Suffolk, City-

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BEST PRACTICES

ENHANCING INFRASTRUCTURE ASSET MANAGEMENT WITH NEARMAP AND CITWORKS Using Nearmap will enrich your Cityworks - ArcGIS asset management system of record by providing access to high-resolution aerial imagery and data intelligence on public infrastructure. BY CHARLES STATON, NEARMAP MANAGER U.S. SOLUTIONS ENGINEERING, AND KEVIN KORTH, NEARMAP GOVERNMENT SOLUTIONS ENGINEER

rganizing, managing, and maintaining public assets and utilizing infrastructure data is no simple task. Utility organizations and local governments often send out surveyors to physically inspect things like pavement condition, markings, lighting, signage, trees, and vegetation, as well as street furniture and traffic op-

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erations. Onsite visits are costly and time consuming and require in-person data collection, which can leave room for error and cause communication silos. Nearmap helps eliminate data silos and replaces the need for onsite surveys by providing remote access to current geospatial aerial imagery. This gives organizations

greater contextual understanding of asset locations, conditions, and attributed data—all from the comfort of a remote workstation. Additionally, Nearmap AI automates the digitization process of impervious surface data, which simplifies an otherwise time-consuming workflow. Using Nearmap in conjunction with Cityworks and ArcGIS offers a

BEST PRACTICES

highly scalable and efficient solution to managing and obtaining accurate asset data in a high-resolution aerial image format. Here are three ways that organizations can leverage Nearmap to simplify/enhance their asset management workflows.

INTEGRATE NEARMAP WITH ARCGIS Integrating Nearmap with ArcGIS gives public works departments the ability to monitor infrastructure such as streets, bridges, tunnels, etc., without having to perform physical inspections or manual data entry, while also supporting quality assurance/quality control scoring. Changes in assets can be remotely detected and viewed in a historic context within Cityworks and ArcGIS. Nearmap U.S. Vertical Imagery—available on Esri Marketplace—streams Nearmap content as a tiled service directly into any Esri environment and serves as a high-resolution map for tracking asset conditions. Here’s how to do it: Step 1 – You must have a current Nearmap subscription to view Nearmap imagery. Once your Nearmap account is provisioned, Nearmap has a complimentary ArcGIS Integration product. Once the user requests access to the Nearmap U.S. Vertical Imagery item through Esri Marketplace, they will be able to leverage this item in any Esri ArcGIS environment. Step 2 – After access is granted, the admin user may share this item with groups inside the organization—for desktop and webmap integration through ArcGIS Online.

The menu under “Nearmap US Vertical Imagery” allows users to filter imagery by capture date.

Step 3 – Simply search for “Nearmap US Vertical Imagery” inside your ArcGIS Organization and add the Item to your map environment as a layer. Step 4 – Click the three small dots on the service and select Image Filter to view different dates of capture for your area of interest.

USE NEARMAP AI TO AUTOMATE IMPERVIOUS SURFACE DATA GIS professionals must digitize and create vector data containing attributes of surface features like asphalt, concrete, and lawn grass. This process is time consuming and detail-oriented, given the GIS user must effectively trace and create a feature that represents the surface they need to identify and add information to. Nearmap has an artificial intelligence content offering that can be used to automate this digitization process. Nearmap’s AI automatically labels features as raster features using confidence levels for unique pixel values. From there, rasters are automatically converted to vector polygons, significantly reducing the amount of time spent on the digitization of surface data. The automated attributes contain

information about the size of the polygon area (in square feet), the capture date, confidence levels in labeling the polygon, and location. Here’s how to do it: Step 1 – Ingest Nearmap high-resolution aerial imagery using the Esri Marketplace Item as a webmap in ArcGIS Online to be consumed by Cityworks. Step 2 – Ingest vectorized AI features into the same webmap so the user now has high-resolution imagery matching the date of the captured AI vector features. Step 3 – Ingest the ArcGIS Online webmap into Cityworks Designer to gain location intelligence on your site.

MANAGE ASSETS USING 3D GIS Nearmap supports organizations who are leveraging 3D data to manage their assets. Utilities and local governments can quickly determine the z-value of their assets, acquire asset height characteristics, and establish up-to-date 3D models from Nearmap’s frequently captured 3D derivative products. Quickly rectify your area of interest using Nearmap’s 3D textured mesh scene layer package or create 3D vector buildings in level of detail 2 (LOD2) using Nearmap’s DEM, DSM, and AI

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BEST PRACTICES

Nearmap’s AI automates the labeling of features, as shown by the vector polygons outlining the houses in this image.

Building footprints. Cityworks, Esri, and Nearmap have made it simple to transition your 2D asset data to a 3D environment. Step 1 - In ArcGIS Pro, add Nearmap’s 3D textured mesh slpk to a local scene or create your LOD2 buildings. Then Share as Web Scene. Step 2 - Navigate to your Cityworks Designer, select Add Map Scene and upload your new web scene URL. Step 3 - Access your 3D assets within the web scene view to create work orders and manage your asset data in 3D. The workflows outlined in this article are designed to help organizations leverage Nearmap’s solutions and integrate them into Cityworks and ArcGIS. Nearmap gives users access to frequently updated aerial data and location analytics, as well as automated feature extraction, which ultimately saves time, decreases the need for on-site inspections, and streamlines workflows.

CITYWORKS MAGAZINE | SPRING 2022

An example of Nearmap’s 3D mesh scene layer showing features in LOD2.

Assets being managed within a web scene view of a 3D GIS map.

Licensing • Permits • Inspections • Code Compliance • Zoning

GOODBYE, PAPERWORK. HELLO, EFFICIENCY.

For more than 20 years, Cityworks has been Empowering GIS® for public agencies. Designed to simplify utilities deliver better service to their communities. •

automation • Help customers faster

• Boost productivity • Make insightful decisions • Improve collaboration

Learn more by visiting us at Cityworks.com PERMITTING, LICENSING, & LAND (PLL)

INDUSTRY INSIGHTS

INDUSTRY INSIGHTS FROM CYNDEE HOAGLAND OF TRIMBLE Cyndee Hoagland is the Senior Vice President of the Owner and Public Sector markets at Trimble. We asked her a some questions regarding the changes in infrastructure funding and infrastructure management, as well as how communities can best plan for the future. INTERVIEWED BY WESTLEY COTTAM, CITYWORKS CONTRIBUTING WRITER Q: What can utility organizations and local governments expect from the recent changes in infrastructure funding and policy? How can they best prepare for the future? A: Utility organizations and local governments should anticipate that the main focus of federal funding programs will be on addressing sustainability, resiliency, social equity, and the adoption of digital asset maintenance strategies that embrace efficient lifecycle management. Organizations can prepare for upcoming changes in infrastructure funding by exploring what programs are available and by assessing how to effectively apply funding in order to enhance the sustainability, equity, and efficiency of their communities. An owner’s ability to utilize infrastructure asset data and coordinate effective communication between various stakeholders and departments will be critical for successful implementation of funding. Finding good partners and technologies that focus on improv-

CITYWORKS MAGAZINE | SPRING 2022

ing data standards and streamlining workflows is very important. Communities should seek out partners and resources that emphasize a lifecycle approach to asset management and empower them to control their data and workflows. Q: What does the future of infrastructure and infrastructure management look like? A: The future of infrastructure and infrastructure management is largely technology and data-driven. Asset management workflows will be more collaborative, automated, and integratable. Communities will seek out technologies that have a built-out ecosystem of solutions that work well together, as well as solutions that are open and based on data standards. Data will be more accurate and effective throughout the lifecycle of public infrastructure—from design and construction to operations. New technologies such as AI and machine learning will be adopted and assist in providing accurate infrastructure data. As

agencies embrace digital delivery as a requirement for their improvement and expansion projects, they will be able to take advantage of the ability to enable all project stakeholders to collaborate in ways that facilitate efficiency, visibility, and transparency. Furthermore, digital delivery agencies can see the value of Building Information Models (BIM) beyond the construction phase and into operations, enabling them to make real-time predictive decision-making for capital investments—maximizing ROI on infrastructure assets through the lens of sustainability, safety, and resiliency. Q: What current industry trends should utilities and agencies be aware of? A: There has been a big push in the infrastructure management industry to focus on sustainability, digital delivery, and digital asset management. This has prompted a large number of owners to adopt technologies that are mobile and cloud-based. Organizations are

INDUSTRY INSIGHTS

“The future of infrastructure management will be driven by data-rich digital models and workflows.” now more reliant on automations and integrations to optimize and streamline their workflows. Owners are placing more of an emphasis on the full lifecycle of their assets, especially in the planning and design phase of projects. Small tweaks to project workflows, such as injecting asset IDs as attributes in asset models, allows for more effective data collection on projects and keeps the prolonged maintenance of infrastructure in mind. Q: What seems to be the greatest challenge for communities when it comes to infrastructure and how can they overcome those challenges? A: Currently, there is a major shift in the age of the workforce. Many communities are losing staff that are approaching the age of retirement. The majority of these employees have been in the industry for decades and the amount of new talent willing to work in local government is limited. With the upcoming influx of federal and state infrastructure funding, it will be challenging for communities to compete for funds as well as deliver on projects without these skilled employees. That being said, those who are entering local government are younger, more tech-savvy, and are willing to embrace technology that can automate and streamline older processes, which will allow agencies to become more efficient with fewer employees. For workers

in the workforce today, many of the technologies available are designed with survey or construction workflows in mind, so it’s easier to learn and understand how to use those technologies. Another challenge for communities will be gaining access and/or visibility to the various grant programs as a result of the Bipartisan Infrastructure Law and determining how to best orient themselves to be awarded funding. Q: What is the greatest benefit that Trimble and Cityworks offer to utilities and agencies around the world? A: Trimble and Cityworks provide a variety of solutions that help communities improve their workflows. We connect owner-level business needs with field data and technology that enhances the management of infrastructure throughout its full lifecycle. What is really key is Trimble’s open and integrated approach. It facilitates improved data management from design to construction to operations and maintenance. This provides enormous value to utilities and agencies. We have spent years taking inputs from design, using those inputs with technology to build, and then producing outputs that drive so many systems and operations owners need—such as GIS, BIM, Asset Management, Capital Planning, Safety, Maintenance, and even sharing better data with other agencies and partners.

Q: Any tips or tricks for industry professionals wanting to get the most out of Trimble’s extensive resources? A: Industry professionals can start out by determining specific data and workflows they would like to update and enhance. After this has been determined, they can reach out to Trimble and Trimble partners and share the data and workflows they would like to work on. Q: What made you choose the career that you are in? What originally drew you to it? A: I have always had an interest in American politics, both locally—in my own city and state—as well as nationally. I believe in advocating for positive change in the world and Trimble helps push this goal forward by developing and providing purposeful technology that has a positive impact on communities around the world. Trimble is a company driven by purpose. Its products and services help improve the efficiency of crop yields and water, as well as help move goods and supplies across the country and assist in building safer and more sustainable infrastructure. I have been very fortunate in my career at Trimble to help tell our story to local, state, and federal officials and share how we are transforming the way the world works across the industries we serve and how we are helping to create a better future.

SPRING 2022 | CITYWORKS MAGAZINE

NEWS & EVENTS

TRAINING & EVENTS

Industry happenings and highlights

5 ONLINE TRAININGS TO MAXIMIZE YOUR SKILLS Have you logged in to our online training platform at Learn.Trimble? In addition to registering for live online or in-person courses, you can also create personalized learning plans with pre-recorded courses that are available on demand. Here are some of the latest offerings. Create an account at Learn.Trimble.com and search for “Cityworks” to get started.

INTRODUCTION TO CITYWORKS APIS New to APIs? This introductory course will explain APIs, explore Cityworks API documentation, and teach you how to execute basic Cityworks API calls using a browser or third-party application.

CITYWORKS ACTION MANAGER: INTRODUCTION Automations can help you streamline workflows and reduce manual tasks within Cityworks. By the end of the course, you will understand the basics of automations within Cityworks and be able to configure action templates, events, and webhooks.

CITYWORKS ADMIN 1.0 Admin is a Cityworks plugin that allows administrators to configure Cityworks for their organizations. This e-learning course will show you how to establish and maintain

CITYWORKS MAGAZINE | SPRING 2022

the Cityworks database structure as well as configure key components within Cityworks.

TRIMBLE UNITY MOBILE FOR CITYWORKS The purpose of this course is to help administrators and partners with their configuration of a Cityworks add-on, Trimble Unity Mobile for Cityworks. This course will teach you how to pass an inspection between Cityworks and Trimble Unity. There will also be a section on how to connect to an E. H. Wachs truck mounted machine via Bluetooth.

TRIMBLE UNITY AND CITYWORKS - AN INTEGRATED IOT SYSTEM OF ACTION This course is for those that use (or want to use) Telog Enterprise, Trimble Unity Remote Monitoring, and Cityworks AMS. It is designed to show users how to connect data from Unity RM into Cityworks. This

training will also examine how the user can automatically create work orders through the work activity template configuration by using Cityworks APIs.

IN-PERSON TRAINING AT INNOVATE Join us in Salt Lake City, Utah, Dec. 6-9, 2022, to take advantage of special in-person training opportunities at Cityworks Innovate Conference. You’ll have the chance to participate in new and never-before offered Cityworks training with our expert training team. Most of these sessions are not currently available online. Choose between classroom and lab settings, and develop new skills to elevate your team’s success. cityworks.com/innovate/

INSIDE THE NUMBERS

COMMUNITY DEVELOPMENT

It is estimated that in the U.S. over

1,725,000

building permits were approved in 2021.

UP 17%

(254,000 permits) when compared to 2020. As of 2020 there are around

129,000

construction and building inspectors in the industry.

1772 BC:

The earliest known example of land use laws and building codes can be found in the Code of Hammurabi, a well-preserved Babylonian artifact.

1858:

The City of Baltimore becomes the first city in the U.S. to implement building codes. The great Baltimore fire in 1904, which burned more than 2,500 buildings, spurred even more changes to building codes to ensure safety.

PAGE

22 48

Turn to page 22 to read about how three communities are using Cityworks PLL to streamline their workflows.

CITYWORKS MAGAZINE | FALL 2021

Throughout history, communities have implemented rules and standards to guide how urban areas are developed. Here are some fascinating facts about the history of permitting, zoning, and land use.

2100 BC:

The Epic of Gilgamesh contains the earliest reference to building inspections. It details instructions on inspecting foundations and brickwork and ensuring that measurements are in accordance with the plan.

1325:

Evidence of advanced urban planning, zoning, and community development can be found in the ancient city of Teotihuacan. At its height, it covered nearly 12 square miles and included a central avenue, 20 distinct districts, a standardized multi-family residential area, and more.

1919:

Believe it or not, modern plan review and inspection workflows were implemented due to the “Great Molasses Flood.” Poor construction of a storage tank led to its collapse, causing 2.3 million gallons of molasses to flood the streets of Boston, Massachusetts.

Most U.S. zoning and land use laws originated from zoning ordinances that were adopted by the City of Los Angeles in

1904

and subsequently New York City in 1916, in response to the increasing rates of urbanization.

THE FUTURE:

Permitting, licensing, and land use will continue to seek to improve communities by focusing on making them safer, sustainable, efficient, and socially equitable.

Reduce Risk Enhance Compliance Protect Assets

Utilities.Trimble.com Digitally Transforming Water, Energy, and Local Government Utilities

11075 S. STATE STREET, STE. 24 SANDY, UT 84070

If you have received this magazine in error, please call 801-523-2751 or email stories@cityworks.com.

DECEMBER 6-9, 2022 | SALT LAKE CITY, UTAH

The Public Asset Management Conference

YOU ARE THE INNOVATORS

Innovate is more than just a user conference. It’s about building resilient communities.

JOIN US & EXPERIENCE Hands-On Learning

Interactive Product Demos

FOR MORE INFORMATION VISIT CITYWORKS.COM/INNOVATE PRESENTED BY

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