Cityworks Magazine Fall 2018

magazine

FALL 2018

THE POWER OF

LOCATION INTELLIGENCE FOR PUBLIC ASSET MANAGEMENT FEATURING: Raleigh, NC Taylors Fire & Sewer District, SC York Region, ON

Topeka, KS Central Contra Costa, CA St. George, UT Collier County, FL

Auburn, AL Milwaukee County, WI Savannah, GA Loveland, CO

Racine, WI St. Johns County, FL FALL 2018 1

2 CITYWORKS MAGAZINE

CONTENTS

4

Location Intelligence, Maps, and Solutions

2

Events We're Attending in 2019

3

Cityworks in the Community

4

President's Corner: Cityworks and ArcGIS Location Intelligence Solutions

SPECIAL FEATURE: AUTOMATION

10

Improving Road Maintenance with Waze, ArcGIS, and Cityworks

6

Workflow Automation with Cityworks Integrations

8

Dig Deep: Integrating SC811 and Cityworks

10

Improving Road Maintenance with Waze, ArcGIS, and Cityworks

12

Tearing Down Customer Service Silos with an ESB

14

Work Smarter: Integrating GeoIoT™ Sensor Technology With Cityworks

BEST PRACTICES 16

Implementation is Just the Beginning

19

Three Tips for Developing Smart Initiatives with Impact

20

Barcode Scanning with Cityworks Storeroom

22

Portfolio Management: A Roadmap to Data Confidence

CASE STUDIES

19

Three Tips for Developing Smart Initiatives with Impact

24

Asset Management: A New Hope

24

Asset Management: A New Hope

26

A Leap Forward in Fleet Management

28

Building a Data Model from the Ground Up

30

New Heights for Airport Asset Management

32

Lions, Tigers and Bears, Oh My! Cityworks at the Zoo

34

Collier County Personalizes and Expands Cityworks to Meet Their AMS Needs

36

Maps that Empower and Protect

38

Inform Asset Management and Business Decisions With Cityworks Analytics and Insights for ArcGIS®

TECHNOLOGY 40

Deploying Cityworks Analytics 3.0 in Insights for ArcGIS

42

Ease Administrative Burden with Public Access 4.0

CORPORATE COMMUNITY

28

Building an Asset Data Model from the Ground Up

44

Where: Cityworks Conference Recap

46

Cityworks Exemplary User Awards

48

2018 Esri SAG Awards FALL 2018 1

ADVISORY BOARD Brian Haslam | President & CEO

SAVE THE DATE

George Mastakas | Vice President, Enterprise Solutions Wayne Hill | Vice President, Client Relations Brent Wilson | Vice President, Sales Becky Tamashasky | Vice President, Vision & Product Engineering Sheldon Bagley | Vice President, Development

DECEMBER 4-6, 2019

Jed Call | Executive Director, Marketing

Mark your calendars for the 2019 Where: Cityworks

Steve Thomas | Executive Director, Customer Support

Conference, a three-day event focused on the

MAGAZINE STAFF

business of GIS-centric public asset management.

Sara Adelman | Editor

It’s where Cityworks users gather to explore

Kaye Ryser | Assistant Editor

cutting-edge technology and learn from the

Camille Olsen | Assistant Editor

brightest minds in public asset management.

Amy Burnett, Christine Christensen, and Reece Hanzon | Contributing Editors

Where: Cityworks Conference offers the

Kelsey Haddox | Graphic Designer

inspiration to improve your community as

MARKETING AND COMMUNICATIONS

well as the tactical, take-home information

Cindy Curletti | Marketing Manager

you need to succeed in your daily work.

Vernon Walters | Marketing & Sales Coordinator Roger Sengthavychith | Creative Director

Visit us online at where.cityworks.com

Cassie Howe | Marketing GIS Analyst

for more information.

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 | AZTECA SYSTEMS, LLC 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. 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. All requests should be sent to Attention: Contracts and Legal Services Manager, Azteca Systems, LLC, 11075 south State, Suite 24, Sandy, UT 84070, USA. 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. 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. Azteca Systems® may make improvements and/or changes in the product(s) and/or the program(s) described herein at any time. In no event shall Azteca Systems 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. part of this document may be reproduced or transmitted in any form.

2 No CITYWORKS MAGAZINE

SEE YOU IN 2019!

EVENTS WE'RE ATTENDING GeoConX 2018 November 5-8, Dallas, TX DistribuTECH February 5-7, New Orleans, LA APA National Planning Conference April 13-16, San Francisco, CA AWWA Annual Conference & Expo June 9-12, Denver, CO Esri User Conference July 8-12, San Diego, CA APWA Public Works Expo September 8-11, Seattle, WA WEFTEC September 21-25, Chicago, IL ICMA Annual Conference October 20-23, Nashville, TN

CITYWORKS IN THE COMMUNITY

Cityworks employees recognize the importance of community-building. Many of the cities and towns we call home are also Cityworks clients. We live, work, and

DIRTY NINJA MUD RUN The annual community event—

play in the places where Cityworks and AcGIS are helping build more resilient,

organized by local businesses and the

sustainable, and safe communities

City of West Bend, Wisconsin—brings

Our dedication to local communities goes beyond our software, too. In 2018, Cityworks contributed more than $75,000 to community sponsorships and charitable donations. Throughout the year, you’ll find us fundraising for important causes, organizing community activities, and celebrating the community

families together for a celebration of West Bend’s parks and recreation. This year, the event included more than 2,000 children for a day of messy fun.

infrastructure that enhances quality of life.

FORD WILSON

HUNTSMAN 140

LOTOJA

The Huntsman 140 road cycling

At Cityworks, we recognize the

This annual event in Indianapolis

ride was founded in 2010 as a

importance of local and regional

gives children with disabilities the

fundraiser to support the Huntsman

road infrastructure for transportation,

opportunity to experience the thrill

Cancer Institute. In 2018, Cityworks

recreation, and quality of life. That’s

of real-life soapbox derby racing.

bike riders, 5K runners, and team

why we also support LoToJa, a one-

supporters contributed more

day, 200+ mile amateur bicycle race

than $22,000 to the cause.

through Utah, Idaho, and Wyoming.

RACE OF CHAMPIONS

FALL 2018 3

CITYWORKS AND ARCGIS

LOCATION INTELLIGENCE SOLUTIONS BRIAN HASLAM, PRESIDENT AND CEO, CITYWORKS

GIS maps offer a superior platform for interpreting data and supporting location intelligence.

I

t seems everyone is talking about

As Jack Dangermond, president

besides phones, a transformation

“location intelligence”—almost at

of Esri, explains, “The next leap in

that could reorder urban life.”

the risk of it becoming a buzzword.

GIS technology and computing is

But, we all experience the uniqueness

connecting to the vast network of

of location intelligence daily with

devices providing data in real time.

the explosion of mobile devices and

The more accessible data is, the more

location services, making it possible

important it will be to understand it.

to constantly know our location

And maps are the visual language for

relative to a desired destination.

understanding the context of data.” 1

Knowing location has always

True transformational public asset

Esri has always been the leader at

been important for public asset

management solutions begin

incorporating emerging location

management. For many years, much

when we better understand the

intelligence technology into ArcGIS.

of the world relied on the postal

complex relationships between

As Esri continues to inspire the

address system as the de facto way

public asset data and location.

importance of GIS around the world,

to identify and find a location. Thirty

Location intelligence is the key to

Cityworks remains the leading

years ago, when I first entered the

clearly understanding constituent

web GIS-centric solution for public

public asset management software

engagement, asset inventory,

asset management and community

world, it was common practice to

work management (reactive and

development. Becoming GIS-centric

assign an address to each asset

proactive), lifecycles, planning,

helps an organization move toward

within a community. Utilities and

community development, deeper

a digital transformation of full

public works organizations needed

and better-informed decision

location awareness and intelligence.

to know where work was occurring.

making, and much more. We are

It seemed assigning an address to

limited only by how quickly the

each asset, though tedious and with

technologies develop and how well

limitations, was the only option.

we understand their potential.

In the Cityworks GIS-centric

In a recent issue of Businessweek,

intelligence solutions. We will

community, we have long recognized

Sam Kim outlines how fifth-

continue to create GIS-centric

Esri’s ArcGIS®, with its inherent

generation wireless networks will

solutions for public asset

location and spatial intelligence,

change our world through increased

management including incorporating

as a superior platform from which

access to real-time location data.

ArcGIS web maps, apps, and analytics

to catalog, manage, and visualize

He highlights the importance of

with single sign-on—providing

public asset data and make

emerging 5G networks for providing

a better and deeper way to use

decisions. ArcGIS has become the

better real-time access to “roads

location intelligence for engaging

predominate system for public asset

equipped with cameras and sensors,”

and serving constituents, managing

data for local government, public

to drones with high-quality video,

public assets, and gaining valuable

works, utilities, authorities, and

and to improved transportation

insights for informed decisions.

community development. Cityworks

systems that merge self-driving

Together, Cityworks and ArcGIS

and Esri recognize the importance

vehicles with ordinary vehicles. How

help local government, utilities,

of user-friendly engagement apps

any one of these solutions will play

and authorities improve the

that are mobile, real-time, and easy

out in the market is yet to be seen.

communities they serve.

to use. GIS maps offer a superior

But, the importance of location

platform for interpreting data and

intelligence is rapidly expanding as

supporting location intelligence.

“5G involves connecting everything

ArcGIS remains the most up-todate repository of public assets and related data. The GIS-centric platform architecture of Cityworks, combined with Esri’s ArcGIS, provides an excellent foundation for effective location intelligence.

Moving into the future, Cityworks will continue to evangelize the importance of GIS-centric as the leading approach to location

2

1 Jack Dangermond, “Five GIS Trends Changing the World,” Geoawesomeness, January 1, 2017, http://geoawesomeness.com/five-gis-trends-changing-world-according-jack-dangermond-president-esri/ 2

Sam Kim, “How Cities Get Smart,” Bloomberg Businessweek, September 3, 2018, 58.

FALL 2018 5

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6 CITYWORKS MAGAZINE

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SPECIAL FEATURE: AUTOMATION

WORKFLOW AUTOMATION

WITH CITYWORKS INTEGRATIONS

F

or many organizations, implementing a GIS-centric

by highly automatic means in order to reduce human

asset management system is just the first step

intervention. For local government, utility, and

in an ongoing journey to effective public asset

public works organizations, automation can help

management. Creating systems of engagement, record, and

streamline workflows, reduce administrative burden,

insight opens the door to ongoing process improvements.

and accommodate high customer demand.

Cityworks has always been built using open standards,

By connecting third-party systems and outside data

storing data in a published format using standard

sources to Cityworks and ArcGIS, you can configure

commercial SQL databases. This open design is the key

processes that trigger actions directly within

to developing applications and reports that enhance

Cityworks—saving administrative resources while

individual business systems throughout an organization.

improving operations and customer service.

Cityworks customers are free to use Cityworks data

In this special feature, we highlight four examples

structures to build interfaces to other databases such as

of automation solutions based on various data

customer information systems, financial systems, utility

inputs: text emails, consumer app data, customer

billing, fleet management, and other business applications.

relationship management software, and sensor data.

Several organizations have created their own solutions

We hope they inspire you to look for new ways to

to improve data access and automate their workflows.

automate tasks within your own organization.

Automation is the technique of controlling a process

FALL 2018 7

DIG DEEP:

INTEGRATING SC811 AND CITYWORKS

SAMANTHA BABB, DIRECTOR OF SEWER SERVICES, TAYLORS FIRE & SEWER DISTRICT, SOUTH CAROLINA, AND MATT MOLE, APPLICATION SYSTEMS MANAGER, AECOM

O

ut of sight, out of mind—a

across North America increasingly

saying that’s all too

turn to a single customer service

true when it comes to

provider to centralize incoming

underground utility assets. Digging blind can lead to serious injury, costly damage, interrupted service, and hazardous environmental threats. Yet, according to the Common Ground Alliance, approximately 38.6 million residents and contractors dig into the ground each year without first locating underground utility lines.

utility locate requests.

South Carolina established a

SOUTH CAROLINA

mandatory Call Before You Dig

Pop. Served: 28,801

program in 2012, requiring all utility providers to become members of the South Carolina 811 nonprofit

Staff Using Cityworks: 15 User Since: 2013

call center service by June 7, 2015.

Before embarking on an excavation project, residents and contractors

In communities where each utility is

must contact SC811 to request

managed by a different organization,

markings of all underground utility

identifying all the buried assets can

lines. SC811 then notifies member

be both challenging and expensive.

utilities of the planned excavation.

Many residents simply don’t know

Once notified, member utilities must

how to request this information.

locate and mark their underground

In an effort to overcome these

lines free of charge for the public

challenges, states and provinces

within the required timeframe.

An example of a locate service request generated by the integration.

8 CITYWORKS MAGAZINE

TAYLORS FIRE & SEWER DISTRICT,

Although the new mandate helps protect residents and utilities, it also presented some challenges for the Taylors Fire and Sewer District in Greenville County. SC811 estimated that Taylors would receive an average of 194 tickets per month, requiring

A heat map displays one month of closed emergency priority locate tickets.

SPECIAL FEATURE: AUTOMATION

An inbox chart of closed emergency locate tickets since integration was implemented.

staff to sift through the daily requests,

Taylors’ email account is scanned

are sent to the director of sewer

determine the locations, dispatch

every few minutes for incoming

services, who then forwards the

field personnel, and prioritize

emails from SC811 using the

service request to the appropriate

emergency tickets in the field.

software Email2DB. When it finds

person. Normal tickets are sent to the

Taylors staff were already at full

a new locate email, Email2DB

director of sewer services as well as

capacity, and providing the service

reads the text file attachment and

the Cityworks administrator, who can

without reimbursement caused

parses the relevant information.

handle some tickets from the office.

significant budgetary concerns.

The latitude and longitude

When Taylors went live with Cityworks in July 2014, they immediately recognized the importance of integrating the locate requests into

coordinates are sent to the ArcGIS Server Geometry Service, which returns the coordinates in the local coordinate system used by Taylors.

BURIED TREASURE As a result of the SC811 integration, Taylors staff doesn’t spend time reading SC811 emails or copying data from one system to another.

their current Cityworks workflows.

Then, a new Cityworks service request

Instead, they can focus on

An integration would not only

is automatically populated with

scheduling and prioritizing work,

eliminate the administrative burden

caller information, ticket priority

which is especially important

of operating two different software

type, comments, instructions, and

given the mandatory response

systems; it would also provide

the x and y coordinates. Just in case,

times for emergency requests.

helpful labor and cost analysis to

the SC811 email text file is attached

effectively forecast additional budget

to the Cityworks service request as

and personnel needs. So, Taylors

a record of the original document.

contracted with AECOM to develop

The service request is prioritized

an automated solution, and it was

based on ticket type: “emergency” or

implemented the week they became

“normal.” Members must respond to

SC811members. The process took

emergency tickets in a shorter time

six months of coordination between

frame than other tickets, so service

Taylors, AECOM, and SC811.

requests generated from emergencies

HOW IT WORKS When SC811 receives a locate request in the Taylors jurisdiction, the service sends an email ticket to

are therefore given higher priority. All service requests are initially assigned to the Cityworks administrator and then reassigned if necessary.

a dedicated Taylors email account.

The solution then forwards the

Each email includes an attached

original SC811 email to the

formatted text file containing the

appropriate Taylors staff member

locate request information.

based on ticket priority and adds the Cityworks service request number to

Office and field crews, who have already been using Cityworks, continued their normal daily operations without additional training on another program. Staff are now automatically notified of emergency locate tickets.

Using Cityworks to track labor hours and cost associated with locate tickets helped justify the decision to hire an additional staff member dedicated in part to SC811 locates as well as the purchase of another vehicle. The integration has truly helped Taylors streamline their daily operations while improving customer service and regulatory compliance.

the subject line. Emergency tickets

FALL 2018 9

IMPROVING ROAD MAINTENANCE WITH WAZE, ARCGIS, AND CITYWORKS CHAD FOLEY, ENTERPRISE APPLICATION ENGINEER, CITY OF RALEIGH, NORTH CAROLINA

RALEIGH,

NORTH CAROLINA Pop. Served: 458,880 Depts. Using Cityworks: City Manager's Office, Development Services, Engineering Services, Parks Recreation & Cultural Resources, Public Utilities, Solid Waste Services, Transportation Staff Using Cityworks: 1,100 User Since: 2007 An ArcGIS Online map displays Waze-generated service requests posted from Cityworks.

I

n early 2018, the City of

a proof of concept for integrating

chance. The Raleigh

Raleigh implemented a new

Waze CCP data into Cityworks with

IT Department always

solution that taps into an active

the help of ArcGIS technology.

looks for new opportunities to

group of “citizen reporters” to improve road maintenance and operational transparency.

“We wanted to find a way to increase public engagement by meeting people on their screens,” said Andrew

Waze—a popular consumer app with

Stauffer, civic technology lead at

more than 100 million active monthly

Esri. “Waze is a great application for

users—allows drivers to share

commuters and residents to report

real-time traffic and road information

issues, and it just felt natural to enable

using their smartphones. In 2014,

cities to use these reports to help

Waze launched its Connected Citizens

improve traffic and road conditions.”

Program (CCP), a free, two-way data exchange that gives municipalities access to real-time driver reports. As part of this program, Esri presented

10 CITYWORKS MAGAZINE

Esri invited the City of Raleigh to participate as a beta tester for the program, and the city jumped at the

innovate. The expansion of Cityworks to several city departments has allowed the IT Department to create new relationships and work more closely with other departments to support their business process and improve constituent engagement.

The Waze, Esri, and Cityworks integration was a perfect fit.

HOW IT WORKS Data comes in from Waze CCP into the ArcGIS GeoEvent Server. In GeoEvent Server, the data is filtered by location

SPECIAL FEATURE: AUTOMATION and alert type—such as pothole,

integration files and

roadkill, or sign down. Once the data

documentation. The

is filtered, a service request is created

city imported the

through the Cityworks API. Cityworks

GeoEvent Server

then uses a webhook, configured by

configuration and set

the city in Cityworks Designer, that

up the Cityworks side.

posts the service request information

Because Waze uses a

to an ArcGIS Online web map.

different coordinate

From there, the service request follows its normal business process. Field workers see it on their Cityworks mobile app, just as they normally would.

Once the request is closed, Cityworks again fires a webhook and updates the status on the web map. In the future, Raleigh hopes to “close the loop,” so a completed service request also updates the Waze user who reported the event.

CONFIGURING THE WORKFLOW The project didn’t require any custom coding. Esri delivered the

system (WGS84) than what the city uses in Cityworks (State Plane), the team used a GeoEvent projection processer to handle the conversion on the fly. The team also built a geofence around areas not maintained by the city. All said and done, the project was working

Field workers see the same information on their mobile devices whether a pothole service request is created manually or through incoming Waze data.

within a test environment in less than a week.

THE SPARK THAT LIGHTS THE FIRE Once the integration went live, the field crews experienced minimal impact. They’re already fixing street signs and potholes and cleaning up roadkill, and they’re accustomed to using the Cityworks mobile app. Waze generates just a few new service requests each week, so demand hasn’t surged dramatically. However, this project proved that it’s OK to experiment with new technologies, and change doesn’t have to have a disrupting impact on staff or end users.

The project has inspired new ideas and new possibilities. For example, the Department of Transportation has expressed interest in working with the IT Department to cross-reference Waze data with other traffic-related inputs such as crash statistics and traffic camera data.

The IT Department is also exploring opportunities to apply this model to other types of real-time scenarios using the Internet of Things. If the Waze user is like a sensor reporting results in the field, then the capabilities of GeoEvent Server, Cityworks API, and webhooks are virtually limitless.

Perhaps even most importantly, the communication between these systems makes city services more accessible to the public. These integrations allow cities to meet residents and visitors where they already are—helping them navigate city services while also improving quality of life citywide.

Example configuration of a Cityworks webhook. Once a service request is created or closed in Cityworks, the webhook fires and creates a point in ArcGIS Online.

FALL 2018 11

TEARING DOWN CUSTOMER SERVICE SILOS WITH AN ESB PRAFUL MISTRY, ASSET MANAGEMENT DATA AND BUSINESS INTELLIGENCE PROGRAM MANAGER, REGIONAL MUNICIPALITY OF YORK, ONTARIO

S

REGIONAL MUNICIPALITY OF YORK,

ometimes, automation is

Simcoe. The upper-tier municipal

viewed as a cold or robotic

government provides common

process that eliminates

programs and services to more

ONTARIO

Pop. Served: 1.2 million

At the Regional Municipality of

Depts. Using Cityworks: Forestry Services, Natural Heritage,

York, each program is looked at

Transportation Services

The Regional Municipality of

through a customer service lens.

York—or York Region—stretches

The question “what does this mean

Staff Using Cityworks: 175

across nine Canadian cities and

for our residents?” is echoed in

towns from Toronto to Lake

all aspects of the staff’s work.

human interaction. In reality, automation should never sacrifice the quality of a program or service.

12 CITYWORKS MAGAZINE

than to 1.2 million residents.

User Since: 2013

SPECIAL FEATURE: AUTOMATION

Staff at all levels of York Region

Environmental Services Departments

app interactions are logged and

have been working together to

use Cityworks to log customer

stored in Salesforce and from there

implement a comprehensive new

interactions as well as work history,

follow the same pathway as other

customer experience plan that

inspections, and other important

interactions. Road and roadside

sets a vision for improving and

data. York Region was operating

issues are synched to Cityworks.

transforming the way York Region

two robust systems that simply

serves its customers. It’s a blueprint

weren’t talking to each other.

MEASURING SUCCESS

Over the years, Cityworks users

was limiting the impact to staff, so

in York Region Transportation

the team kept user interface and work

Services and Environmental

flow modifications to a minimum.

When York Region implements a

Services have deployed a number

Only four additional custom

new automated process, they don’t

of sophisticated automation

data fields were exposed on the

focus solely on eliminating backlogs

suites aimed at enhancing their

Cityworks service request to display

or inefficiencies—although these

customer service levels. So, they

pertinent Salesforce data. Today,

goals are certainly worthwhile. Each

researched an automated solution

York Region staff enjoy a seamless

of York’s automated workflows are

to link Salesforce and Cityworks.

behind-the-scenes integration.

HOW IT WORKS

Since the integration went live, York

Making two large systems talk to each

Region’s Cityworks administration

other is no easy feat. York Region

team has been working with the

worked with a consultant to create

Access York team to measure the

an elegant yet sophisticated bi-

changes and impact. They plan to

directional synchronizing middleware.

analyze captured data for reduction

Feature manipulation engine (FME)

in call transfers, reduction in

is used as an enterprise service

response time, and improvements

THE BACKEND OF PUBLIC ENGAGEMENT

bus (ESB) to listen for published

to first-time call resolution. Aside

messages within topics as they are

from the tangible benefits, the teams

Access York provides residents,

created by Salesforce and Cityworks.

have already seen a reduction in

to evolve the way staff, processes, and technology work together to deliver exceptional service.

developed specifically to improve the experience of the customer.

The team looks for opportunities to enhance the feeling of quality care and personal touch a customer might get through human interaction—while, at the same time, streamlining the process.

visitors, and business owners

A key requirement of this integration

duplication, increased collaboration

with a central point of contact for

Anything created or updated in one

information about regional programs

system is automatically replicated

and services from the corporation

in the correct location in the other

as a whole. The public may interact

system. Most importantly, Access York

The Salesforce integration is just

with Access York by phone or email,

and departments using Cityworks

one of many innovative solutions

as well as through in-person kiosks

can keep both systems up-to-date

developed with the Cityworks API

located at many public buildings.

without any status changes or notes,

in recent years. With each new

Each of these interactions is logged

while ensuring communication to

success, York Region employees

and tracked in Salesforce, a customer

residents is accurate and concise.

have embraced automation to

relationship management platform.

This solution is also extended

When a resident or visitor reports

to the York Region mobile app,

a road-related issue, Access York

which allows residents to connect

passes the information on to the

with regional services while

appropriate department. However,

maintaining a consistent experience

the Transportation Services and

across those services. Mobile

between several program areas, and elimination of manual data entry.

improve service delivery and provide reliable and consistent outcomes. These solutions have afforded York Region teams new flexibility and agility in becoming more productive with Cityworks.

FALL 2018 13

SPECIAL FEATURE: AUTOMATION

WORK SMARTER:

INTEGRATING GEOIOT™ SENSOR TECHNOLOGY WITH CITYWORKS STEVE MULBERRY, SENIOR ENTERPRISE ARCHITECT AND SENIOR SALES ENGINEER, GISINC

M

ost communities have

3. GeoEvent triggers activities in

critical infrastructure

both ArcGIS and Cityworks.

that requires constant

4. ArcGIS provides the mapping

maintenance and inspection.

Consider bridges, for example.

Stream gauge monitoring can be used to immediately evaluate whether water level flowing under a bridge could impact structural

and visualization.

5. Cityworks provides service requests, work orders, and other activities. Automated dispatch occurs.

integrity. Stream gauge sensors

When strategically implemented,

can help an organization evaluate

the Work Smarter approach can

the information in real-time

have a significant impact in

and immediately trigger service

reducing waste, loss, and cost

requests in Cityworks to dispatch an

while optimizing personnel

inspection or produce work orders

tasking and workload; vehicle

as needed. This is all made possible

capacity, fuel, and maintenance;

by the ability to process real-time

and reallocation of resources.

sensor data within Cityworks.

GISinc™ combines the infinite capabilities of the Internet of Things (IoT ) with their unmatched

• Road conditions • SCADA (capacity, pressure, rate, etc.)

• HVAC (temperature, occupancy, etc.)

The possibilities are virtually limitless for tracking assets and physical traits of critical infrastructure. Real-time visibility into your entire inventory can help maintain and reduce financial responsibilities, with the added benefit of loss prevention. By integrating the GISinc GeoIoT Work Smarter solution with the Cityworks public asset management platform,

customers include:

organizations can use automation and

• Stream gauge monitoring • Rainfall monitoring

(GIS) expertise to provide Geospatial

• Bridge integrity

GISinc developed a methodology

• Catch basin cleaning

Popular use cases for Cityworks

Geographic Information Systems IoT (GeoIoT™) integration solutions.

• Trash container capacity

location intelligence to become more spatially aware of their assets—all while freeing up staff to focus on other important work activities.

• Public engagement

for integrating GeoIoT sensor technology within Cityworks. They named this integrated solution “Work Smarter” due to the ability to trigger activity inside Cityworks based on information gathered by sensors.

Here’s how it works: 1. The sensor gathers data.

2. Data is communicated to ArcGIS through GeoEvent Server.

GISinc is a Cityworks platinum partner. For more information on the GeoIoT™ Work Smarter integration with Cityworks, email sales@gisinc.com.

14 CITYWORKS MAGAZINE

Training

NEW TO CITYWORKS? NEED A REFRESHER? Take your skills to the next level by training with the experts. Whether you’re new to Cityworks or an experienced administrator, we have a training course to meet your needs. Our talented instructors offer a diverse lineup of online sessions and regional in-person classes.

MAXIMIZE YOUR TEAM’S SUCCESS WITH CITYWORKS TRAINING 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 AT MYCITYWORKS.FORCE.COM/S/TRAINING

FALL 2018 15

IMPLEMENTATION IS JUST THE BEGINNING

IAN MORALES, GIS ANALYST, CENTRAL CONTRA COSTA SANITARY DISTRICT, MARTINEZ, CALIFORNIA

W

e did it. We implemented

the usability of Cityworks. Without

and went live with

successful adoption and use by our

Cityworks for our

frontline staff, we’d still be collecting

wastewater collection system and

incomplete data, fraught with

treatment plant. We migrated

inconsistencies and inaccuracies—

from three asset registries and

inevitably providing misleading

two CMMS to one. Breathe in,

information to our decision makers.

breathe out. It feels so good!

Staff Using Cityworks: 140

Our first ongoing improvement

User Since: 2015

By focusing on the experience of

asset management system that improves the quality of maintenance planning, increases staff efficiency,

Pop. Served: 490,000

what’s a report with bad data?

to properly use our new CMMS?

step in developing a sustainable

CALIFORNIA

your reports can wait. Besides,

So, how do we increase our potential

the job is done. Right?

Implementation is just the first

CONTRA COSTA ,

Depts. Using Cityworks: Asset Management, Capital Projects, Collection System Operations, Development Inspection, Fleet Maintenance, Planning & Applied Research, Laboratory, Plant Maintenance, Plant Operations, Risk Management, Safety

Let’s check the box, because

Well, hopefully not.

CENTRAL

frontline staff. Sorry, managers,

goals fell into two main categories: functionality and infrastructure enhancement. Here are a few

a work order. So,

examples of improvements we made

we decided to use

We made common configurations

for our treatment plant users.

the Entity Lookup

and improvements during our

FUNCTIONAL

and supports decision-making.

implementation, such as adding universal custom fields and modifying XMLs. However, as we approached and moved past “go-live,” it became clear we could further improve

16 CITYWORKS MAGAZINE

We recognized early in our implementation that staff struggled to search the 94 different treatment plant asset classes when creating

tool to simplify the process. With some (FME) feature manipulation engine scripting and a little JavaScript, we turned this tool into an enterprise quick asset search for creating attached work orders.

The FME script populates the entity

categories, we used FME to merge

identifier table with our equipment

asset classes. We also improved the

numbers and asset EUIDs, while the

use of the Type field in our asset table

JavaScript requires the user to search

schema and updated the attached

a valid equipment number before

assets of all existing work orders.

creating the attached work order.

We manually reconciled existing

We also realized staff needed to see

work orders with the consolidated

identifying asset attributes in their

asset classes, updating the work

inbox. Our staff often plan work

order templates, custom fields,

order schedules based on attached

and relationship classes. Now, we

assets in their assigned work, but

operate with 72 asset classes. This

they couldn’t see asset attributes

simplification benefits the users,

in their search results or inbox. To

Cityworks admins, and the GIS staff.

address this, we populated the asset’s Address field with its number and name, which is then duplicated in the work order’s Address field under Location Information. This allows staff to see asset information in their inboxes and plan their work without needing to open each work order.

INFRASTRUCTURE In our legacy asset registry, all assets were stored in one asset

Additionally, we first implemented Cityworks with most of our asset classes as objects since we did not have their spatial information. However, there are limitations to assets stored as non-spatial objects. For example: 1. The parent feature of the asset is added to every work order 2. The work order cost is split

class. Yes, you read that right.

between all attached assets,

One. It made searching easy,

unless manually adjusted

but it wasn’t an ideal registry.

When we migrated to Cityworks, we went live with 94 asset classes.

Staff had focused on discrete rather than generalized functions, leaving

3. You cannot use the map to locate an asset without the hierarchy 4. The xy of the work order is the centroid of the parent feature 5. And work order event layers

The glow of finishing an implementation can quickly fade once you see the system’s use in the

us, for example, with five asset

are stacked with other work

real world. This is not a set-it-and-

classes for HVAC and eleven for

orders at the feature’s centroid

forget-it system, but no true asset management model should be. The

instruments. This level of parsing increased the administrative burden

Our solution? In the FME model

proper use of Cityworks must be

of managing the registry and proved

used to consolidate assets, we also

fostered through ongoing training,

clumsy when searching for assets.

called a Python script that gave

relationship building, and working

each asset the xy value of its parent Suddenly, we were on the

with staff to improve tools and

feature, converting the object

other extreme of having

processes. Our ability to improve

tables to feature classes. We then

too many asset classes.

the usability of Cityworks keeps

manually moved each asset point

staff engaged and invested in the

to its correct spatial location. Now,

continuous improvement process.

The solution was clear: consolidate asset classes. After meeting with maintenance staff to refine our

we are officially operating a GIScentric asset management system.

Header and top image courtesy of Joe Zumbo of Central San.

FALL 2018 17

IS TECHNOLOGY ENOUGH FOR SMART COMMUNITIES? CREATING A GIS-CENTRIC AGILE APPROACH TO ASSET MANAGEMENT CAM BARNARD, PRODUCT MANAGER, LATITUDE GEOGRAPHICS

D

o you remember that moment

definition also applies to family

something today with the data and

of uncomfortable disbelief

and social services, to economy

technology you already have.

when a friend pointed out

and banking, to environmental

your new and exciting discovery

stewardship, to commercial

had been around a long, long time?

and industrial development, to

Smart communities are not a new

transportation, to utility growth and

idea. The concept first appeared

management, and to government

in the 1950s, and by the 70s it had

systems. But is technology enough?

become a widely accepted ideal.

Experienced product managers

In just a few decades, we’ve moved from science fiction futurescapes to modern-day reality. From home automation and driverless cars to voice recognition and

in the information technology field will tell you that technology alone will not solve the underlying problems smart community initiatives are intended to address.

ENGAGEMENT AS A LITMUS TEST Litmus paper provides a quick, unambiguous way of testing a liquid: red if acidic, blue if base or alkaline.

For smart initiatives, engagement is the litmus test. In today’s techcentric world, people are often eager to adopt intuitive solutions that engage, inform, and entertain.

A smart initiative that genuinely enriches quality of life won’t require specialized training or engagement

universal translators, the future

A NEW APPROACH

campaigns. The challenge will be

vision of the 1950s, 60s, and 70s

For many years, software

keeping up with demand. What

is now technologically possible.

development struggled with

better way to guide and inform

technology-centric approaches

your future investment decisions

that failed to delight users. Too

than understanding what your

often, this approach focused first on

community needs and desires today?

DEFINING “SMART” What exactly is a smart community?

Read enough articles and a common theme begins to form: a smart community enriches the lives of everyone living and working in the community. To enrich means “to make

infrastructure, second on systems, and lastly on ecosystems—one layer at a time—with the hope of eventually providing value to users.

So, while technology can support smart community initiatives, an organization must consider current process and end-user impact. For

finer in quality, to add greater value

Today, agile development practices

public asset management, this means

and significance to, to increase in

take a different approach, ensuring

developing solutions focused on

abundance of enjoyment, to improve

that the focus is delivering

better engagement, better data,

material wealth and condition.”

something of use and value to the

and better location intelligence.

Who doesn’t want more of that?

end user. It’s helpful to identify

This will lead to improved analytical

one clear area that will genuinely

insight and decision-making across

benefit your constituents and

the entire organization. On the

build a thin, vertical infrastructure

following page, you’ll find three

with just enough capability to

simple ways you can implement and

support it. Said differently, do

move toward a smart community.

This working definition is simple enough to keep us on task as we contemplate our own smart initiatives. It applies readily to GIS and public asset management. The

18 CITYWORKS MAGAZINE

THREE TIPS FOR DEVELOPING SMART INITIATIVES WITH IMPACT 1. GIVE TO GET

Slowly introduce your employees to new technology by providing tools that enrich their work without asking for

3. CONNECTING DATA IN ONE LOCATION

Location is the ultimate ‘foreign key.’ How much of your

anything in return. For example, several Geocortex and

organization’s information could you tie together based

Cityworks customers started by developing an asset history

upon address? Incident commanders responding to

app for their field crews. When field workers are standing

public safety events usually have access to GIS tools

in front of assets in the field, the app shows them a list

and data, but the usual approach of one question

of nearby assets sorted by distance. They can pick the

at a time is inefficient and frustrating in emergency

closest asset that looks correct and receive a summarized

situations. Geocortex Active Operating Picture took

history of prior work on that asset. By providing value

individual tools and turned the interface inside out. Now,

without asking anything in return, field crews begin using

a single tap on the map organizes and summarizes all

the capability and, in most cases, make requests for other

available data in an information-rich summary view.

functionality that would further support them in their work.

2. SOMETHING SIMPLE, DONE WELL

This solution goes far beyond emergency situations.

Consider other location-based information such as waste and recycling schedules, current and future service work,

What valuable services are you already providing, and how

nearby re-zoning applications and permits, assessed values,

can you improve? When the City of Prince George, British

or last bill amounts for water, sewer, electric, and sanitation?

Columbia, implemented Cityworks and Geocortex, they

Most of us would regularly consult a dashboard that tied

looked for ways to improve customer experience without

together commonly consulted data based on our location.

drastically changing the essential services they already provided. For example, the city provided an app that allows employees to easily submit facility maintenance requests.

The new process didn’t require end-user training. Instead, it mirrored an existing process and vocabulary and insulated employees from underlying technology changes in Cityworks that ultimately led to

Regardless of which tips you try first, remember to stay curious. We all find ourselves at school concerts or sport practices. Use those opportunities to ask people what would benefit and enrich their lives. Your next award-winning idea for a smart initiative could be sitting right beside you.

streamlined dispatch and resolution.

FALL 2018 19

BARCODE SCANNING WITH CITYWORKS STOREROOM BRAD JOHNSON, INDUSTRY PRACTICES MANAGER, CITYWORKS

I

n order to care for your public assets, you need a reliable inventory of parts and supplies. But manual

inventory tracking can be timeconsuming and error-prone. That’s why we’ve focused on improving barcoding capabilities in Cityworks Storeroom.

Storeroom 1.1, which is compatible with Cityworks 15.2.5 and newer, now supports barcode scanning to search for materials and filter material lists. Here’s how to get started.

CHOOSE YOUR SCANNING METHOD Storeroom 1.1 is designed to use the built-in camera on a tablet or

Many parts have their own vendor barcode number, which can be used as the Part Number in Storeroom.

smartphone as a barcode scanner.

Simply center the camera over a barcode and allow it to focus. Once the camera focuses, Storeroom processes the barcode and pulls up the item in the Material List.

Cityworks is also designed to recognize Bluetooth® scanners. They serve as a “keyboard shortcut” to quickly and accurately find material in your warehouse or vehicle.

Bluetooth scanners can connect to a Bluetooth-enabled computer, as well as Android or iOS devices.

You may also use an integrated warehouse solution from Radley Corporation, a Cityworks development partner. Radley’s barcoding and data collection software provides a complete productivity solution for public agencies using Cityworks.

20 CITYWORKS MAGAZINE

To access the camera on your tablet or smartphone, select a function from the Storeroom menu and choose the “SCAN BARCODE” option in the search panel.

Whether you choose to use a barcode scanner or

Description field is an option, its corresponding barcode

smart device, you have the freedom to use Storeroom

tends to be long and difficult to scan. Use the Material

anywhere—in the warehouse, on a truck, or in the yard.

UID, Part Number, and Location fields for best results.

SET EXISTING BARCODES

PRINT YOUR BARCODES

Many products already have barcodes on their

Organizing inventory shelves? Use magnetic vinyl pouches

packaging. To use the manufacturer’s part number as

to place barcode labels on your metal racks. That way,

a Cityworks material number, simply open Storeroom

when you need to move or update the barcodes on your

and go to the Material page under Config. Select the

shelves, you’re not stuck with outdated adhesive labels.

material, then enter the manufacturer’s part number in the Part Number field. Now, when you scan the product barcode, it will open that item in Storeroom.

AUDIT YOUR INVENTORY Once you’ve set up your barcode system, material audits will become quicker, easier, and more accurate. Simply

CREATE NEW BARCODES

scan a barcode, select the item, and perform a cycle count.

You can also create your own barcodes using third-party

Storeroom will make the necessary adjustments for the

software. For example, with Crystal Reports you can create

stock on hand and the next audit date. Just one more tool

barcodes for specific Storeroom fields. Note: Although the

in your toolbox to help you work smarter, not harder.

Make connections.

Find solutions.

Improve your community.

FOR INFORMATION ON RUGS NEAR YOU, EMAIL US AT CITYWORKSRUG@CITYWORKS.COM

FALL 2018 21

PORTFOLIO MANAGEMENT:

A ROADMAP TO DATA CONFIDENCE AMBER REYNOLDS, DEPUTY DIRECTOR OF PUBLIC WORKS, AND BRANDON BAYLESS, TECHNICAL SUPPORT GROUP DIVISION MANAGER, CITY OF TOPEKA, KANSAS

T

he City of Topeka, Kansas,

practitioners this transformation

like many local governments,

is more than welcome. This is

is in the midst of a data

why we do what we do! Then, the

renaissance. For many years, we were

realization that has been building

collecting and creating data—and

in our collective guts over the years,

that’s where the story ended. Systems

keeping us awake at night, bubbles to

became data dumping grounds,

the surface. How can we ensure and

Depts. Using Cityworks:

and legacy processes contributed to

validate the quality of our data, have

City Clerk, City Manager’s

questionable data. But over time, our

confidence in our data, prove data

Office, Communications, Fire,

strategic objectives broadened, and

value, and create data resilience? At

Human Resources, Legal,

we wanted to leverage technology to

what level of service do we expect

Planning, Public Works,

increase transparency, efficiency, and

our data to perform? That’s where

Utilities, Zoo

collaboration. We adopted strategic

portfolio management comes in.

Staff Using Cityworks: 856

In many organizations, portfolio

User Since: 2007

initiatives, including performance management, asset management, project management, and open data, which brought value and purpose to the data—turning it into information.

Today, data-driven decision-making is evolving into informed, innovative, and insightful decision-making.

TOPEKA,

KANSAS

Pop. Served: 127,000

management is often overlooked. It is a data assessment and management strategy that encompasses life cycles, inventory, health checks, gap analysis, workflow calibration, and strategic alignment. On the surface it sounds

narrative about your information ecosystem.

complex and cumbersome, but the

Portfolio management provides a

For those of us who are data

end product is incredibly valuable

roadmap to address data confidence

custodians, stewards, and

to creating and contributing to the

by asking the following questions:

22 CITYWORKS MAGAZINE

• Is there a cooperative

boots-on-the-ground acquisition.

guide these efforts?

Assets to be inventoried include trees,

Keep in mind this is not a linear or quick process. More importantly, understand that managing a data portfolio—much like a stock portfolio—is dynamic and continuous.

You will never be finished. This is asset management for your data.

We started this process in 2016 with the overall objective to have accurate, reliable, and timely information that supports both operations and strategic initiatives. The first phase of portfolio management began with data inventory, data scrubbing, and accuracy assessments. The data inventory process was an enormous undertaking, but you cannot forge a path forward until • What data do we have, and what are we missing?

• How accurate is the data?

you know your current position.

Our data was functioning at infancy level. We discovered there were no

If the data is performing at

authoritative data sources. In fact,

an appropriate level, how

many of our core datasets, including

do we keep it there? If not,

addresses, parcels, streets, and city

how do we get it there?

boundaries, had not just dozens

• What is the business need? Who

from street level imagery as well as

governance structure to

but hundreds of duplicate and

curbs, gutters, inlets, manholes, signs, hydrants, ditches, and much more.

In parallel with the inventory, we performed a workflow calibration with our Cityworks users. With KPIs in hand, we met with each operating division to audit and align their service requests, work orders, inspections, and workflows in Cityworks with strategic initiatives.

From a systems management perspective, we also combined and retooled Cityworks so that all levels of users, from field operators to department directors, could get the information they needed when they needed it without any process being overly cumbersome.

The next phases of this project will include creating vehicles for data access, assessing the health of the data, developing data maintenance plans, and implementing a portfolio management dashboard. Finally, the last phases will assess the value of the data, both financially

outdated datasets actively in use.

and programmatically.

to creating and maintaining

Our portfolio had over 500 data

We made significant process in the

it? What is the organization’s

sources, both geospatial and flat

level of investment?

datasets, but we were still missing

uses this data and is there value

• Is the data accessible and

fundamental information vital to

usable within and outside

creating an appropriate level of

of the organization?

confidence. The inventory provided

• Is the process for gathering data aligned with operational workflows? Or, are we gathering data just to gather data? Is there a sustainable maintenance schedule?

us an authoritative data source with a data catalog and a plan to fill the gaps for both geography and attributes.

Our approach for filling the data gaps leverages in-house resources and a capital improvement project. The

first 18 months of implementing portfolio management. We created a dialogue within and among departments that highlights the need for efficient and resilient data management practices. We engaged and educated stakeholders to improve operations. Perhaps most valuable of all, we became an integral strategic partner in supporting the collective success of the city.

project involves extracting assets

FALL 2018 23

BRYAN DIAL, GIS ADMINISTRATOR, CITY OF ST. GEORGE, UTAH

24 CITYWORKS MAGAZINE

ST. GEORGE,

UTAH

Pop. Served: 82,318 Depts. Using Cityworks: Leisure Services, Power, Public Works, Water Staff Using Cityworks: 333 User Since: 2005

PADAWAN TRAINING Cityworks mobile native apps offered a new, straightforward way to work in the field and offline. But

L

ike a lost answer on hidden planet, St. George Energy was

in need of help to improve asset management. As the fastest growing metro area in the United States with new meter installations happening every day, a solution needed to be found and fast. Cityworks and asset management was known in the city, but there was no focus, training, or plan to make it work.

In the dark times, work orders were created and moved around in a multi-step process, and electronic records were treated like pieces of paper only one person could see at a time. Many records were lost because of the inter-departmental movement of work. Even worse, the asset management system was viewed as a

getting ready for the app would take careful planning, preparation, and retooling workflows. The first step was getting management on board. At the end of the day, there needs to be a push from someone who can enforce the issue when the going gets tough. In the case of St. George Energy, both the director and the meter reader manager were champions of the project.

With a work order, something about the asset changes.

The team also identified five types of universal work orders: install, repair, replace, remove, and retire.

Custom fields with the five work order templates allow crews to collect data in a more intuitive way.

Inspections now have only two templates. The meter inspection template is used for all field work that requires a visual check.

The test template keeps track of any testing results. If, during an inspection, a meter reader finds

The pilot for this project was a small

something about the meter that

group of meter readers, a scrappy

needs to be physically changed,

team accustomed to field work

she can simply create a child work

and familiar with technology. They

order right from the inspection.

had reservations about the new direction, but they were willing to give it a try. The promise was simple: Work will be easier and faster in the field and accuracy of tracking assets will be infinitely better.

BALANCE IN THE FORCE When the app was finally introduced for field use, all the hard work was already done. The clarification of workflows and reduction of templates inspired confidence

burden—something to do on top of

Next, the GIS team tackled the

among field crews. Focusing on the

everything else, rather than a tool to

workflows. The old system had

end goal and injecting hope and

make work easier. Work tracking was

approximately 30 different work order

confidence into every team became

a tedious task that provoked anger

templates with no clear delineation

an ongoing part of the journey.

and fear. It was the dark side of work.

between inspections and work orders.

Then, a new crew of GIS and Cityworks administrators arrived in the power department to bring balance to the force—er, to the workflows.

As a result, crews often guessed which template to use and how to make it work. So, the team developed two simple and clear definitions.

With an inspection, the asset is only reviewed or checked.

Thanks to superb leadership support and a team willing to stay positive and keep failures from being a source of discouragement—or worse, apathy—the nine-month journey to a new hope of good data became a reality.

FALL 2018 25

A LEAP FORWARD IN FLEET MANAGEMENT

TRACKING VEHICLE SERVICE WITH CITYWORKS BRITT JOHNSON, GIS BUSINESS ANALYST, CITY OF AUBURN, ALABAMA

AUBURN,

ALABAMA

Pop. Served: 62,059 Depts. Using Cityworks: Engineering, Environmental Services, Inspection Services, Planning, Public Safety, Public Works, Water Resource Management Staff Using Cityworks: 185 User Since: 2011

I

n the fall of 2016, the City of Auburn

to develop a Cityworks solution

are complete,

Fleet Services Division faced a major

that broke down informational

the finished

problem: the antiquated vehicle

silos and significantly streamlined

work orders are

management system in use since the

the process of dispatching and

automatically routed to the

mid-1990s was rapidly deteriorating

competing work orders.

supervisor for review and closing.

SHIFTING GEARS

“One of the major benefits we’ve

The old solution relied on mechanics

seen with Cityworks is the mechanics

filling out paper work order

spend less time between the

forms. Upon work completion,

shop and office now that work

administrative staff would manually

orders are delivered straight to

Cityworks was the natural choice

transcribe the paper forms into

their tablets,” said Kevin Callahan,

as a replacement system, as it

the asset management system.

Fleet Services Division manager.

Now, when vehicles arrive for

The old system also suffered from

service, administrative staff create

information silos in the vehicle

Cityworks work orders with the

and parts inventory. However, the

appropriate repair tasks. Mechanics

Cityworks open database structure

stay connected with tablets, which

allows for easy integration with

immediately notify them when work

other systems. Fleet Services opted

orders are assigned. Once repairs

to make their financial system the

to the point of being unusable. The system was years out of support and required obsolete software such as Windows 2000 and Access 95. A new solution needed to be found.

was already being used by many other departments. Moving Fleet Services into Cityworks aligned with existing plans to leverage Cityworks as the enterprise asset and work order management system for the entire organization.

The GIS Division worked with Fleet

26 CITYWORKS MAGAZINE

single, authoritative vehicle inventory.

historical records into Cityworks

more significantly, the streamlined

A script developed by the GIS team

as closed work orders. Fleet now

workflows have helped staff handle

exports vehicle data nightly to a

has a one-stop shop in Cityworks

the demands of a growing fleet with

flat table in the GIS database, which

for all active vehicle information.

minimal impact. For example, the

Cityworks consumes as assets. Fleet staff use the GIS search in Cityworks as their main portal for vehicle searching and work order creation.

The city has seen great improvements in reporting capabilities since changing to the new system. GIS Division staff wrote custom SQL

fleet parts technician reports time savings of up to 50 percent now that the need to transpose paper records to the computer has been eliminated.

The financial system is also the

reports that query Cityworks along

After the success of the fleet

authoritative parts inventory, and

with the city’s fuel management

management project, the city

an existing integration developed

and financial systems to report

is excited to extend their use of

by Timmons Group pushes updated

lifetime vehicle costs, monthly

Cityworks. A project is currently

records to Cityworks Storeroom

repair totals for each department,

underway to move Fire Division truck

on a nightly interval. As parts are

and schedules for preventative

inspections into Cityworks, allowing

consumed for repairs, Storeroom

vehicle maintenance. Previously,

Fleet to receive an immediate

allows the parts technician to easily

departments were assigned a specific

notification when a repair is needed.

issue material to the work order. A

month to bring vehicles to the shop

The team also plans to implement

custom export developed by GIS staff

for service regardless of need. Now

an automatic vehicle location (AVL)

runs weekly to export all consumed

when a vehicle meets odometer

system, which will allow repair alerts

materials back to the financial system.

or time thresholds for service, it

to be sent automatically from the

is automatically flagged in a SQL

vehicle to Cityworks in real time.

FULL THROTTLE Once the Cityworks design proved stable over the course of several months, the final step of the implementation was to migrate work history for active vehicles.

GIS developers wrote a script

report. The report queries Cityworks and the Fuel Master system for the most recent odometer record for each vehicle. The vehicles that need service are then compiled in a list that is auto-emailed to Fleet staff.

using the Cityworks API, which

The city has saved over $11,000

was used to import over 21,000

annually with Cityworks. Perhaps even

Armed with Cityworks API, a talented GIS team, and an organizational vision for ongoing improvements, the City of Auburn is a leading example of effective enterprise asset management.

Cityworks back office view, with XML customizations for Fleet Services administrative staff.

FALL 2018 27

BUILDING A DATA MODEL FROM THE GROUND UP

RYAN SMITH, SENIOR GIS SPECIALIST, LOVELAND WATER AND POWER, COLORADO

W

hat happens when the

to build something better, with

public assets you want

more production capacity. The

to track don’t have an

city determined that a solar facility

established GIS data model? When Loveland Water and Power brought a new municipal solar facility online, this was just the problem they faced.

LOVELAND,

offered the best solution.”

COLORADO

However, the new solar facility faced a

Pop. Served: 76,897

unique challenge. Due to its proximity to a city park, stray golf balls were

Depts. Using Cityworks: Public Works, Water & Power

In June 2017, the City of Loveland

striking the new solar panels. The city

completed construction on a

needed an efficient and cost-effective

Staff Using Cityworks: 75+

19-acre, 3.5 megawatt solar facility

way to track the resulting damage

User Since: 2007

and neighboring substation. The

and plan ongoing maintenance.

solar facility was the first of its kind in Loveland, built to replace

Since the city uses Cityworks in practically every facet of asset

solar site selection

management, adding the solar facility

projects, but finding

was an easy decision. The team at

an asset-driven maintenance

“FEMA allowed us to use disaster

Loveland Water and Power set to work

schema proved nearly impossible.

funding to build an in-kind

researching solar facility asset data

replacement for the hydroelectric

models—contacting Esri, Colorado

facility using another renewable

State University, and the National

energy type,” said Christine Schraeder,

Renewable Energy Laboratory.

electrical engineer at Loveland Water

The city found an abundance of

and Power. “We had the opportunity

pre-construction schemas for

a hydroelectric plant that suffered severe flood damage in 2013.

28 CITYWORKS MAGAZINE

So, the team embarked on a three-month project to create an asset model from scratch. The city used ArcGIS Pro to geoprocess CAD designs into Esri features and

conflate them with city-owned

scheduling of parts replacement

will be captured in the inspection

aerial photography. The team also

for tracker motors, drive shafts,

and, if issues are identified, a work

used good old-fashioned “boots

and temperature sensors.

order can be created to address

on the ground” data collection.

“The solar field has ongoing

the issue. The team is also working with operational subject matter

When the completed data model

maintenance needs, just like all

was deployed to our enterprise SQL

components of an electrical grid,”

Server, Loveland Water and Power

said Sterling Overturf, business

could account for each asset in

analyst at Loveland Water and

the facility—from combiner boxes

Power. “Once the solar field is

and tracker motors to inverters and

fully supported for inspections

transformers. The utility application

and maintenance, we’ll be able to

“As we begin tracking historical

services division already uses the

work toward greater efficiencies

data, we can better understand

database to ensure the facility

in the field and back office.”

each job and its associated cost,”

landscape is maintained and the photovoltaic panels are cleaned and functioning properly. In the future, Loveland Water and Power will use the data model to guarantee regular

To create their data model, Loveland used ArcGIS Pro to geoprocess CAD designs and conflate the Esri features with aerial photography. This view shows the relationship between a combiner box and its associated solar panels.

For the next phase of the project, the team is currently tailoring Cityworks inspection templates to guide an employee through the

experts to configure work order templates for specific maintenance needs. Eventually, the city plans to implement Cityworks mobile native apps to support field personnel.

said Overtuf. “This helps us better manage our equipment and staff time, and it will lead to better management of the facility overall.”

solar field. Photos and field notes

FALL 2018 29

NEW HEIGHTS FOR AIRPORT ASSET MANAGEMENT RYAN BUTLER, GEOSPATIAL SENIOR SYSTEM ANALYST, WOOLPERT

P

assenger demand continues

and asset management. To do

to rise at airports around

this, the airport contracted with

the globe. According to the

Woolpert in 2016 to implement

most recent World Airport Traffic

the Cityworks Asset Management

Report, produced annually by the

System (AMS) and align its

Airports Council International,

airport and airfield operations.

passenger traffic posted growth rates of more than 6 percent in 2016 and is projected to increase over the next two years.

The implementation, which began in early 2017 and was completed in December 2017, supports the

SAVANNAH/ HILTON HEAD INTL AIRPORT,

GEORGIA

Annual Passengers Served: 2.5 million

airport’s service requests, logbook

Staff Using Cityworks: 100

To address its growth, Savannah/

entries, work orders, and inspection

User Since: 2017

Hilton Head International Airport

workflows; promotes preventive

(SAV ) began the process of replacing

maintenance, corrective maintenance

its outdated software systems to

and reactive maintenance; and

improve communication, workflow,

provides a record of historical data.

30 CITYWORKS MAGAZINE

As part of the implementation, SAV wanted to make the transition from an office-centric system to one that operated via mobile device. Before the implementation, SAV employees would come into the office, check a mailbox for daily assignments, fill out associated paperwork, head out to the field to complete the task at hand, and return to the office to record that job as complete.

KEY FEATURES OF THE SAV IMPLEMENTATION INCLUDE:

Now, SAV workers receive and complete work orders digitally, by

• Electronic logging of

phone or tablet, while in the field. The Cityworks mobile app puts

Part 139 inspections

real-time information right in the palms of their hands.

• Automated Part 139 report

“The entire airport staff touches the system in one way or another,” said Eric Risner,

• Ability to share data with

Woolpert geospatial project manager. “With the airport’s growth, establishing

FAA inspectors before

one efficient, economical system will benefit SAV in the short- and long-term.”

they arrive on site

SAV staff and the implementation team already lauded improved workflows between departments, increased safety for travelers, and more constructive contact between tenants and airport administration.

• Wildlife strike forms • Logbook entries to capture items such as escorts and flight diversions

“They’re finding that this new system eliminates excess paperwork and time spent physically transitioning between the office and field,” Risner said. “Work orders and preventative maintenance are not being missed, which often is a casualty of the older non-integrated, non-GIS systems.”

Data within SAV’s Cityworks system also is being analyzed to identify trends and patterns to further support preventive maintenance. For example, if multiple lights are malfunctioning on a runway, the system helps identify whether additional investigation is needed to identify a larger problem.

SAV staff took advantage of other software features they hadn’t originally expected—such as tracking wheelchair passenger transport, operating an internal IT help desk system, and preparing for inspection components with the help of unmanned aerial systems (UAS). Staff members are also planning to implement Cityworks Storeroom and radio frequency identification (RFID) to track inventory, consolidate tasks, and automate workflows.

• IT ticketing system and server maintenance • Complete mobile capabilities • CitySourced integration for tenant service requests • Automated reports illustrating historical work and associated costs • Heat maps to help staff recognize underlying issues in problem areas • Extensive KPI reports for airport management • Failure code reporting

Jessica Smith, the landslide facilities, maintenance planner and scheduler

for facilities, vehicles, and

for the Savannah Airport Commission, said the implementation has

equipment based on ISO

taken the Facilities Management Department to the next level.

55000 asset management

“Cityworks has excellent capabilities in GIS integration, performance indicator reporting, visualization of work, tracking costs associated with

best practices • Preventative maintenance

work, project budgeting, and forecasting,” Smith said. “Managing the

scheduling for facilities,

software is easier than other maintenance management systems I’ve

grounds, and vehicles with

used because assistance is always available. Woolpert’s team also has

attached standard job plans

been enthusiastic and flexible, and they go out of their way to help.”

Smith added that the flexibility of application modes makes the program especially easy to use for technicians in the field.

“We were able to create and customize inspections critical to our operations,” she said. “I couldn’t be happier with the product.”

Header Photo: Woolpert deploys an unmanned aerial system (UAS) on the grounds of Savannah/Hilton Head International Airport as part of the integration of the tools for airport operations and asset management.

LIONS, TIGERS AND BEARS, OH MY!

CITYWORKS AT THE ZOO

CHRIS KULCHAK, MARKETING COORDINATOR, AND LEE HALBROOK, SENIOR CONSULTANT, POWER ENGINEERS GEOSPATIAL AND ASSET MANAGEMENT DIVISION

I

n terms of assets, the Milwaukee

the millions of dollars of equipment

County Zoo is one of Wisconsin’s

that keeps the zoo safe and

finest. Nearly double the span

comfortable for patrons, staff, and

of San Diego’s renowned zoo at 190 acres, the Milwaukee County Zoo hosts 1.3 million people each year, making it the third-highest attended attraction in the state.

the 2,191 animals who live there.

MILWAUKEE COUNTY,

That’s one reason why, in 2016,

WISCONSIN

Milwaukee County decided to

Pop. Served: 947,735

extend the success of a Cityworks implementation at their international

Depts. Using Cityworks: County Jail, Economic

Like most modern zoos established

airport and highway division across

in the late nineteenth century, the

their enterprise. John Westrich,

Milwaukee County Zoo began as a

director of grounds and maintenance,

collection of animals displayed for

couldn’t have been happier. He’d seen

entertainment and to expand the

the improvement in the work order

Staff Using Cityworks: 200+

public’s knowledge of the world.

and asset management process at

Now, however, their mission has

the airport and was eager to begin

User Since: 2007

evolved to promote an appreciation

the transition from manual paper

for all animals and to support

forms to a much more efficient

conservation of their diverse habitats.

and accurate software system.

The zoo’s commitment to

Because of the scope and diversity

else—including the

conservation doesn’t end with

of the zoo’s assets and processes,

electric substation, the 28,000-gallon

species and habitats, though. Taking

Westrich knew the conversion

aquarium, the 60-year-old steam

care of what they have extends

wouldn’t happen overnight. The

engine train, the animal health center

to every aspect of their 600,000

animals’ information is managed

and the life support system for every

square feet of building space and

in ZIMS, a unified global database.

animal—would require conversion

32 CITYWORKS MAGAZINE

Development, Facilities & Maintenance, Fleet, Parks, Transit, Zoo

But data on nearly everything

and migration from tabular form

provide comments. The requests

into a digital GIS data model.

are then routed into Cityworks for

DISCOVERY CHANNELS POWER Engineers’ consultants kicked off the project with an

evaluation and action. The website also allows the user to check the status of their requests in real time.

enterprise-wide discovery phase to

Better data on the maintenance,

establish a mutual understanding

repair, and replacement of big-ticket

of the county’s current state of

equipment will also be helpful

work and asset management. By

come budgeting season. Readily-

conducting departmental business

available, accurate information

process reviews, workshops, GIS

will provide Westrich evidence

data reviews and project planning

to justify the actual cost of new

activities, the combined POWER and

equipment purchases in his budget.

county team arrived at a detailed implementation plan for execution and deployment of Cityworks county-wide, including the zoo.

VALUE BEYOND BUDGETING Officials outside the zoo have already taken notice of the GIS-centric records captured in Cityworks. To

“When it comes to technology, sometimes zoos are known to be behind the times,” Westrich said.

"Modernizing our work processes and critical information with Cityworks will be useful not only to this zoo, but others too, as we share the details of our implementation

This phase of the project revealed

maintain its Association of Zoos

priorities for the zoo that included

and Aquariums (AZA) accreditation,

accurate tracking of preventative

the zoo is evaluated by recognized

maintenance for 400 asset types,

experts in the profession. Every

classification of work orders, and

five years the facility and staff are

establishment of an authoritative

measured against established

system of record for all work activities

standards and best practices. Fewer

and costs. Westrich’s department

than 10 percent of the approximately

accomplishes a diversity of tasks,

2,800 animal exhibitors licensed by

including food delivery to the

the U.S. Department of Agriculture

animals, waste removal, animal

are AZA accredited. The Milwaukee

transportation, special event

County Zoo has been accredited

support, and maintenance of a

since 1976—when its oldest

“Because of Cityworks’ user-friendly

property large enough to hold 30

resident, Onassis the Amazon

interface, time spent training has

Superdomes. Thousands of those

river turtle, was in her early 40s.

been fairly brief, even considering the

tasks were previously requested with “pink sheets” and tracked with their carbon copy mates, a process that begged for modernization.

When AZA inspectors visited in July, Patricia Simmons, the director of the

with our fellow AZA members.

Every dollar we save operationally moves us closer to our conservation goals for the species in our care.”

Once deployed, end users will enjoy greater efficiency in their work. The project includes training workshops for staff run by POWER technical lead Bill Hoisington and senior consultant Lee Halbrook.

big leap employees are making from a paper system,” said Hoisington.

North Carolina Zoo, took notice of

The full implementation will

the implementation underway at

be completed this fall. Once

Each day, zookeeper, veterinary,

Milwaukee County. She devoted an

accomplished, the POWER team will

administration, concession, and

afternoon to exploring the features

have repeated the process across

special event staff submit requests

of the software and discussing it

six other county departments,

for facility and grounds service. To

with Westrich. He shared that the

including facility management,

streamline the input process, POWER

GIS-based, comprehensive features

corrections, parks, transit, fleet

created a wizard-driven website

of Cityworks make it a better solution

and economic development,

that allows users to select the area,

for his needs than zoo-specific

making Milwaukee County an even

building, or room of concern to

software he’d seen on the market.

smarter place to live and visit.

identify the type of issue and to

FALL 2018 33

COLLIER COUNTY PERSONALIZES AND EXPANDS CITYWORKS TO MEET THEIR AMS NEEDS ED SINGER, PROGRAM DIRECTOR, WOOLPERT

W

hen Collier County

county’s potable water, re-use

had a vision to deploy

water, and wastewater systems.

a tool that would

standardize asset management across all its departments, officials knew there was only one way to get there. By expanding its relationship with Cityworks, Florida’s largest county was able to get serious about implementing an efficient program to manage the government’s varied resources.

The county’s relationship with Cityworks began in 2014, when it contracted with Woolpert to provide planning, design, configuration, and deployment of an enterprise class Cityworks Asset Management System (AMS) for Collier County’s Public Utilities Department.

“The utilities department is a logical place to start any municipal implementation because that

FLORIDA

department usually has the most

Pop. Served: 343,802

complex issues,” said John Cestnick, Woolpert project manager. “They typically manage multiple facilities spread across a wide geographical

Staff Using Cityworks: 300+

great importance to the public.”

User Since: 2014

Collier County Cityworks administrators found unique ways to personalize Cityworks for their needs. For example, when Dustin DeBres, Collier County’s senior programmer analyst and Cityworks administrator, saw that creating a new user account required up to 40 clicks, he said, “There’s a way

was comprised of five specific tracks:

you can do this and save time.”

GIS-based inventory and work order management, GIS-based integration of Supervisory Control and Data Acquisition (SCADA) data, GIS-based customer management, and capital improvement program (CIP) budget generation at short- and long-term intervals. The project went live in 2016, enabling end users to operate and maintain the

34 CITYWORKS MAGAZINE

Depts. Using Cityworks: Facilities, Parks & Recreation, Public Utilities

area, and efficient operations are of

The full-scale implementation project GIS-based asset management,

COLLIER COUNTY,

While they still must create user accounts manually, Collier County automated account management by creating four buttons that allow user-specific permissions. If a user doesn’t have permission to close a work order, the automation prevents

access instead of having to manually remove each access.

“It makes account creation more uniform, prevents problems, and avoids human error,” said DeBres.

Collier County also has written code that allows for color notification when a job is completed, changing from red to green; shows the name of an employee’s department instead of a number code; and can even identify what type of incident may have caused a water main break.

him or her from closing it. If a user

DeBres, who has been in IT for

is no longer employed with the

18 years, said Collier County

county, one button will remove all

didn’t do anything revolutionary.

He said officials just thought,

acceptance testing, training, and

“Hey, we can do better.”

deployment activities. Cestnick said it was a testament to Woolpert’s

Collier County now is expanding

implementation approach and

the program, working with

the skillset of the county that the

Woolpert to implement Cityworks

knowledge could be transferred

for all county-owned facilities

for the second half of the project.

and parks, replacing a lightweight and ineffective management tool.

By doing the second half of this

According to Cestnick, Woolpert’s

implementation themselves, Collier

partnership with Collier County has

County will incur less capital expense

been successful because the county’s

and can use existing resources—their

vision was to deploy a standardized

AMS-trained employees—who

asset and work management system

are already on the payroll. It also

across all county departments and prove the value of the system.

An example of Collier County’s custom permission buttons used to automate user account creation and access removal.

allows the county to pace future implementations, taking into

“They gave us very

timeline of other

clear directions on the

ongoing projects. And

output we had to get

it builds the domain

from the system, so in

expertise among

turn, it drove the way

county staff, who are

we configured the

ultimately responsible

system,” Cestnick said.

for maintaining the system.

Current and future Cityworks deployments

“Woolpert has the

within Collier County,

expertise when it

including Facilities

comes to implementing

and Public Services

Cityworks, but I need

Department projects,

my staff to own

are leveraging a

the product after

hybrid Woolpert

Woolpert is gone,” said

and Collier County

Jeff Dunham, Collier

implementation.

County’s technical

Woolpert staff are

systems operations

facilitating the

manager. “By taking

geodatabase design

responsibility for

activities and leading

final delivery of the

the Cityworks AMS

product, it provides for

planning, design,

a learning experience

and configuration

that cannot be taught

tasks. Collier County’s

in a classroom and

internal Cityworks

rewards our team

support staff will

members with a

take over from there, performing user

consideration the

A GIS map of linear assets managed by Collier County Public Utilities.

satisfying sense of ownership.”

FALL 2018 35

MAPS THAT EMPOWER AND PROTECT JACOB PITSCH, PROGRAMMER, CITY OF RACINE, WISCONSIN

I

n communities across the U.S. and

RACINE,

Canada, pet licenses provide a valuable system for keeping tabs

on our four-legged friends. When pet

WISCONSIN

licenses are managed effectively, they

Pop. Served: 77,500

not only help reunite lost

Depts. Using Cityworks: Building Inspection, City Assessor, City Attorney, Development, Electricians, Engineering, Environmental Health, Fire, Human Resources, Maintenance (Garage), Management Information Systems, Parks, Police, Public Works, Water

pets with their humans— they also help municipalities track health and safety concerns.

However, many pet license systems rely on cumbersome forms and processes that make data hard to share.

With the help of Cityworks and ArcGIS, the City of Racine developed

Staff Using Cityworks: 150

a solution that not only tracks

User Since: 2009

animal cases internally but also shares information with other departments.

Each licensed animal

Racine has been a Cityworks

has its own PLL case.

user since 2009, when the

All fees associated with the animal

Public Works Department first implemented Cityworks AMS. In 2011,

licenses issued are for cats and dogs.

the Racine Building Department

Each dog or cat case includes:

adopted Cityworks PLL. Since then, many processes that were tracked

• Tag numbers

are recorded within the case, and categories such as ISSUED, CLOSED, DECEASED, MOVED, and EXPIRED help track the status of the license.

in either an Excel sheet or an Access

• Previous year tag numbers

database have been migrated

• Animal name

parcel map layer by owner name

to Cityworks. Cityworks is now

• Gender

and address. Because the pet cases

used in almost every department, including the Health Department.

• Primary and secondary breed • Color

The Racine Health Department manages permits and licenses for

• Neuter/spay status

bees, chickens, ferrets, and potbelly

• Rabies serial number

pigs—but the most common

• Vaccination/expiration date

Each case is also tied to the tax

are geocoded, staff across several departments can easily visualize and share valuable information.

For example, when the city receives a report of an animal bite or attack, they create a dangerous animal case.

If the animal in question already has

36 CITYWORKS MAGAZINE

a pet license on file, the dangerous

Several aspects of Cityworks PLL have

The city also configured an inbox

animal case is linked to the license.

helped improve customer service.

specifically for expired cases. Now,

If not, the owner is required to

For example, a “renew� task has been

when pet owners stop by the office

register the animal so the issue can

configured so the city can keep

to renew expired licenses, they

be monitored. This information helps

track of license renewal dates, and

no longer have to wait for staff to

protect code enforcement staff who

the city runs an automated email

track down the records. The inbox

may be walking around properties

campaign through MailChimp to

helps staff quickly and easily locate

with a known dangerous animal.

help notify owners about upcoming

the appropriate case. A Cityworks

Employees can simply reference the

renewals. The city also developed

account was also created for the

map to stay informed, aware, and safe.

an expired case report that gets

Racine Humane Society to give

printed and mailed to each owner

adoption customers access to

notifying them of expired animal

on-site, same-day pet licensing.

The Police Department, which handles animal protection and control, also uses the geodata.

They can run a report to search for a street name, owner name, or pet tag number to identify animals and contact owners.

tags. Although it may seem costly to print upwards of 1,000 expired notices each year, the city has found this process highly effective for encouraging license renewals.

With the help of a GIS-centric licensing and code enforcement platform, Racine transformed a complex process into a transparent enterprise system that empowers and protects the community.

Code enforcement staff can check the web map for dangerous animal cases before heading out to the field.

FALL 2018 37

INFORM ASSET MANAGEMENT AND BUSINESS DECISIONS WITH CITYWORKS ANALYTICS AND INSIGHTS FOR ARCGIS TOM TIBBITTS, GIS MANAGER, ST. JOHNS COUNTY UTILITIES, FLORIDA

A

n organization’s GIS is the

Esri’s Insights for ArcGIS. Insights

designed for Insights for ArcGIS.

best and most up-to-date

for ArcGIS provides a mobile,

These models, or workbooks, help

inventory for public assets.

collaborative platform that empowers

Cityworks users easily visualize

For many organizations, having data

engaging analysis and encourages

data from their asset management

is not the problem. The real challenge

data exploration. By pulling in our

and GIS databases in Insights for

is displaying and interpreting

Cityworks data, we could more

ArcGIS—providing a powerful tool

that data in a meaningful way.

easily explore important questions.

for exploring trends and details.

St. Johns County Utilities has been a Cityworks user since 2008 and an ArcGIS user since 1997.

Since then, the GIS Division has transitioned from simply tracking and displaying historical asset data to managing operations and planning through mobile GIS and real-time data visualizations.

How did we make the leap? By connecting Cityworks Analytics to

For example, what maintenance and repairs are done at each of our treatment plants? What warehouse materials are used the least? And where do we need to allocate funding for manhole rehabilitations based on inspections, rehabilitation costs, and at-risk characteristics?

The St. Johns County team demonstrated the Insights for ArcGIS workbooks in a discovery workshop with Gordon Smith, assistant director of utilities for operations and engineering. Insights for ArcGIS performed analysis on the fly, answering important questions

St. Johns County Utilities recently

about treatment plant maintenance

had the opportunity to explore

and repairs. Smith was able to view

new Cityworks Analytics models

Cityworks data in a variety of ways

ST. JOHNS COUNTY UTILITIES,

FLORIDA

Pop. Served: 110,000 Staff Using Cityworks: 175 User Since: 2008

Cityworks data, pulled into Insights for ArcGIS, help St. Johns County Utilities analyze their manhole inspection and rehabilitation projects.

38 CITYWORKS MAGAZINE

As a result of the workshop’s success,

new method for informing business

ST. JOHNS COUNTY UTILITIES USES FOUR FOCUSED WORKBOOKS:

the team went on to use Analytics

decisions. St. Johns County Utilities

• Treatment Plant

models in Insights for ArcGIS to

realized they now had access to

Maintenance and Repair

review several utility projects.

a powerful tool that encourages

Activities: This workbook

Together, Cityworks Analytics and

data discovery among all staff.

helps management

Insights for ArcGIS helped a team of

Workshops to navigate and train

review and understand

staff from operations, engineering,

GIS staff in using these new tools

each treatment facility’s

and finance analyze their manhole,

will ensure that St. Johns County

preventative maintenance,

sewer main, and capital rehabilitation

Utilities leverages insightful records

repairs, and material costs,

projects. The data discovery and

to make cost-effective decisions.

helping to identify needs

by using filters, charts, graphs, and

Galley, senior financial analyst

more. The dynamic, engaging nature

at St. Johns County Utilities.

of Insights for ArcGIS was clear.

analysis helped prioritize projects and shift rehabilitation funding to the areas of greatest need.

Staff quickly connected with this

The seamless connectivity between Cityworks and Esri helps St. Johns County Utilities save considerable

Another Insights for ArcGIS

staff time while providing end

workbook uses the Cityworks

users with easily accessible, in-

Analytics material velocity analysis,

depth analyses. The sophisticated

to help the Warehouse and

levels of analysis and deep

Purchasing Division review their

navigation into the data supports

stock quantities, identify material

better data-driven management

purchase demands, and set priority

decisions both in the short term,

and minimum stock-on-hand levels.

and with long-term planning.

“With Insights for ArcGIS, we can

To learn more about the new functionality available in Cityworks Analytics 3.0, turn to page 40.

transform our Cityworks data into shareable knowledge and

and plan for supporting work distribution.

• Manhole Inspections and Rehabilitation Projects Prioritization: Models pull data on manholes and sewer mains, including material, age, and dates. By regularly reviewing at-risk mains and manholes, the team can identify and prioritize rehabilitation needs.

• Warehouse Materials and Transactions: The workbook tracks material stock

live visuals, promoting awareness

quantities, frequency of use,

and understanding of our CIP

quantity of use, and other

projects among all staff,” said James

material velocity report data.

It also reviews the frequency of issues, transfers, and

Models built for Insights for ArcGIS transform Cityworks work order data into valuable data visualizations.

returns in each storeroom to help new warehouse staff get up to speed.

• Capital Improvement Program: These visualizations track current, future, and projected capital projects—helping to establish clear objectives, prioritize activities, and provide clear understanding of progress and results.

FALL 2018 39

DEPLOYING CITYWORKS ANALYTICS 3.0 IN INSIGHTS FOR ARCGIS AMY BURNETT, TECHNICAL WRITER, CITYWORKS

C

ityworks Analytics lets you easily create detailed reports using the information in your database. These powerful reports help you graphically analyze your organization’s performance. The latest version of Cityworks Analytics includes significant enhancements that take data visualization and analysis to a whole new level.

The biggest change? Analytics 3.0 runs inside Insights for ArcGIS, Esri's data analytics software made for advanced location intelligence. We’ve built workbook templates for work orders, service requests, inspections, Storeroom, and PLL. These templates allow Insights for ArcGIS to digest your asset data and provide insight into current operations. Users can also create their own tables, charts, and maps to strategically analyze Cityworks data.

Other new features in Analytics 3.0 include: • Displaying service requests, work orders, inspections, and case data spatially on a map.

• Adding saved searches to the map via eURL. • Viewing Analytics pages in Insights for ArcGIS in the Cityworks inbox.

To deploy Analytics 3.0 in Insights for ArcGIS, contact your Cityworks account representative and ask them for help accessing the Cityworks models. Someone on the Cityworks team will run a Python script that shares the models. Once you have the models, follow these steps to complete the configuration.

Start by logging in to Portal for ArcGIS. To verify that the Cityworks models were shared correctly to your Portal for ArcGIS site, click My Profile, under the user, and click Content. The Cityworks models are listed with your content. Now a connection needs to be established to your Cityworks database.

Click Apps and click Insights for ArcGIS. Click New workbook.

On the Add To Page panel, click Database.

Click New Connection.

Enter the Name, Type (default is Microsoft SQL Server), User Name, Password, Server Name, and Database Name for your database. (Fig. 1) Fig. 1

40 CITYWORKS MAGAZINE

Click OK. Select the desired table(s) by either scrolling through the list, or by using the search bar at the top. Click Add. Now that you're connected to your database and a table has been selected, a location needs to be set for the workbook to give any maps the correct spatial reference.

Click Dataset options, next to the table, and click Enable Location.

Fig. 2

In the Enable Location panel, click the Spatial reference drop-down list to search for your WKID. Select the correct WKID and click Run. The location is enabled, and now the Cityworks models can be added the workbook.

Click Add Data.

On the Add To Page panel, click the Model tab.

Fig. 3

Select the desired Cityworks model and click Add. (Fig. 2) Any charts, tables, or maps will be added to the page on your workbook.

Click Analysis view to refresh the charts, tables, or maps with your data.

Click Update on the top bubble. (Fig. 3) In the Replace Data panel, select the desired dataset from the Choose Dataset drop-down list. If you see brackets (<>) around the field, it means the dataset has not been selected yet. (Fig. 4) Click Update. If a red exclamation point appears next to the table, click the arrow to resolve the problem.

Fig. 4

After the data is refreshed, click Page view.

The tables, charts, or maps display your data and you can apply your own filters to each of them. (Fig. 5) Additional maps, charts, and tables can be added in ArcGIS for Insights. For more information on using Cityworks with Insights for ArcGIS, contact your Cityworks representative.

Fig. 5

FALL 2018 41

EASE ADMINISTRATIVE BURDEN WITH PUBLIC ACCESS 4.0 CARA HASLAM, SUBJECT MATTER EXPERT, CITYWORKS

T

here has never been a more demanding time for municipalities. Thanks to an “always on” world, residents and contractors increasingly expect immediate access to accurate information and quality service. Public leaders, too, are demanding better engagement tools for their constituents.

From permitting and inspections to licensing and regulatory requirements, civic professionals are turning to Cityworks PLL to automate business services and inform decision making.

Cityworks PLL continues to expand as a leader in helping communities streamline their PLL processes. Previously, Public Access allowed Cityworks users to create customizable landing pages that enable residents and contractors to request inspections. With the release of Public Access 4.0 earlier this year, business owners, residents, and internal staff can now directly schedule upcoming inspections themselves—further easing the administrative burden on organizations.

This new feature is easy to configure and use. First, the administrator needs to set up the inspectors and time blocks available to be scheduled.

Figure 1 (below) shows the configuration for an electrical inspection. We configured two generalized blocks of time for scheduled inspections: morning from 8:00 a.m. to 12:00 p.m. and afternoon from 1:00 p.m. to 5:00 p.m.

Figure 2 (below) shows the workload schedule for Inspector J. Electric. In this example, J. Electric can do inspections any time during the work week except Friday afternoons.

42 CITYWORKS MAGAZINE

Now, when end users schedule inspections in Public Access, they may choose a morning or afternoon block according to the inspectorâ&#x20AC;&#x2122;s availability (Fig. 3).

Alternately, an inspection may be set up for an approximate time. This works best for inspections where timing is critical, such as an inspection following a concrete pour. In this case, the Public Access user would see what times are available and be able to choose accordingly (Fig. 4). After the users have scheduled their inspections, they receive an email or text message notification. Each notification includes the details of the scheduled inspection, as well as an optional calendar appointment. The Cityworks administrator may configure the information included in the notification. Finally, when inspectors log in to Cityworks to check assignments, they will also see inspections scheduled through Public Access.

Navigating government services can be daunting for both internal and external users. With the help of Cityworks PLL and Public Access 4.0, local governments and utilities can make their services more accessible to the public while also easing the administrative burden on internal staff.

Fig. 3

Fig. 4

FALL 2018 43

O

n May 9, nearly one thousand people from around the globe gathered in downtown Salt Lake City for the 2018 Where: Cityworks Conference.

Several powerful themes took shape over the course of

ORGANIZATION EMPOWERMENT Empower management and staff to collaborate, communicate, and interact with asset data.

the event as Cityworks users, partners, and staff shared

ORGANIZATION DECISION SUPPORT

their experiences Enabling the Power of Whereâ&#x201E;˘.

Use asset data to better understand cost, risk, labor, and capital investment priorities. Help management and

Kristen Cox talked about the importance of clearly understanding the problem you are trying to solveâ&#x20AC;&#x201D;

staff make better real-time, data-driven decisions.

before trying to solve it. She challenged us to walk

ORGANIZATION DESIGN AND PLANNING

through confusion and uncertainty and step into the

Evaluate alternatives and develop initiatives that improve

unknown as we work to improve our communities. If

management, budgeting, planning, and design.

you missed her keynote speech, be sure to watch the video at www.cityworks.com/2018/05/kristen-cox/.

The trends for the coming year are clear. Communities are increasingly adopting new features, tools, and

During his plenary talk, CEO Brian Haslam explored four

strategies to support field mobility, constituent

important ways organizations can use Cityworks and

engagement, and enterprise asset management.

ArcGIS to build a GIS-centric connected community:

As you find new ways to leverage Cityworks and ArcGIS to improve your communities, be sure to share your stories

CONSTITUENT ENGAGEMENT Encourage residents, business owners, and policy makers

with us. Drop us a line at stories@cityworks.com to be

to provide input, remain informed, and monitor progress

featured on our blog.

with the help of Cityworks data and Esri web maps.

2018 CONFERENCE BY THE NUMBERS

1,000

300

Organizations

Total Attendees

465 First-Time Attendees

44 CITYWORKS MAGAZINE

6

Countries Represented

156

Presenters

166 Sessions

33

Exhibitors

FALL 2018 45

CITYWORKS EXEMPLARY USER AWARDS

At the 2018 Where: Cityworks Conference, we recognized 10 exemplary Cityworks users.

Because there are many different types of Cityworks implementations, we identified three categories of excellence: online practice, departmental practice, and enterprise practice.

Excellence in Online Practice recognizes clients who use Cityworks Online and tools like eURL to improve data accessibility, transparency, and accountability in their communities.

City of Miami Beach, Florida

City of Westland, Michigan

Excellence in Departmental Practice highlights clients who have helped transform their departments with the help of Cityworks and ArcGIS.

Central Contra Costa Sanitary District, California

46 CITYWORKS MAGAZINE

City of Cupertino, California

Prince William County, Virginia

Excellence in Enterprise Practice recognizes clients who use Cityworks throughout their organization in a high-quality manner. These clients offer great examples of how Cityworks enterprise solutions can help improve work, planning, budgeting, and communication across an entire organization.

City of Beaverton, Oregon

City of Mesa, Arizona

City of Brandon, Manitoba, Canada

City of Raleigh, North Carolina

City of Sugar Land, Texas

CALL FOR PRESENTATIONS

Inspire the Cityworks user community with your success. Submit your presentation abstract for the Where: Cityworks Conference, taking place December 4-6, 2019, in Salt Lake City.

The Cityworks Conference provides a unique opportunity to learn, connect, share, and be inspired by fellow Cityworks users. Share your expertise and encourage your peers to leverage GIS-centric technology to achieve the goals of their community. The user community will appreciate and be inspired by your success.

Submit your abstracts now through March 1 at where.cityworks.com DECEMBER 4-6, 2019 | SALT LAKE CITY, UT

FALL 2018 47

2018 ESRI SAG AWARDS

City of Brampton, Ontario

City of Norwalk Department of Public Works, Conneticut

City of Portland Public Works Department, Water Resources Division, Maine

City of Raleigh and North Carolina State University Center for Geospatial Analytics

Has your organization received special recognition for projects related to Cityworks and ArcGIS? We'd love to hear about it.

Drop us a line at stories@cityworks.com.

Or, reach out on social media. @cityworks

SUEZ North America, New Jersey

48 CITYWORKS MAGAZINE

You Can Get More Out of Cityworks!

Streamline your daily operations, consolidate tasks, and automate workflows to increase efficiency and do more with lessâ&#x20AC;&#x201D;all within a Cityworks-centric environment!

Eliminate manual tasks and bypass time-consuming paperwork. Collect data from barcodes, tags and RFID portals updating Cityworks with each transaction, as it happens, in real-time.

Automate Storeroom Transactions

Simplify Inventory & Counts

Contact us today for your free consultation! www.radley.com/Cityworks contactus@radley.com 616-541-6010

Connect Gauges, Monitors & Meters

Track Tools, Equipment & Parts

Allocate Labor & Resources

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

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

DYNAMIC DATA REPORTING FOR FAST EMERGENCY RESPONSE Emergency management is a priority for your community.

Cityworks, the leading GIS-centric Public Asset Management system, helps you build and maintain your response to critical infrastructure, keeping your community safe and resilientâ&#x20AC;&#x201D;a smart community.

Discover how the Cityworks web GIS-centric platform can revolutionize how you manage emergency response for your community.

801-523-2751 | Cityworks.com