InPrint Fall 2016

FOR SMART COMMUNITIES TODAY AND THE FUTURE

The Web GIS-centric Platform for Public Asset Management pg. 6 Urban Master Plans in Palestine pg. 10 Stormwater: The Flood Utility pg. 20 Chicago Rockford Airport: From Whiteboards to Cityworks pg. 28

2 InPrint | Fall 2016

FROM OUR EDITOR

I

was first introduced to GIS some 30 years ago at the City of Westminster, a suburb northwest of Denver. As a young engineer, I was assigned to automate the city’s utility maps, and

from within the stack of papers left on my desk, I discovered ArcInfo®.

A few years later, I was recruited by Esri to join the Denver regional office as the account manager for Utah, Wyoming, and western Colorado. My first trip took me to Salt Lake City, where I met Brian Haslam. At that time, Brian was the director of the DIGIT Lab at the University of Utah. With a mutual love of bagels, bicycles, and GIS, we quickly formed a lasting friendship.

While Brian was developing a talented corps of GIS practitioners, I was evangelizing GIS throughout the region. We made a great team!

Toward the end of the decade, Brian left the university and launched Cityworks, and a few years later I joined the team. The company grew steadily and an amazing group of people joined the team as customers, partners, and employees, making up the greater Cityworks community. It is because of this community that Cityworks has emerged as the leading public asset management solution. And believe me, Empowering GIS® has only just begun!

In April 2008, I was diagnosed with young-onset Parkinson’s disease—a chronic, degenerative disease for which there is no cure. Unfortunately, my condition presents more of a challenge than I can overcome, and the time has come for me to start a new chapter in my life.

However, I don’t expect I’ll get too far too fast, so the chances are good we’ll see each other in Salt Lake City this December at the Cityworks Conference.

Thanks for reading this issue of Cityworks InPrint!

Tom Palizzi Editor-in-Chief

PRESIDENT’S CORNER

6

For Smart Communities Today and the Future: The Web GIS-centric Platform for Publi c Asset Management

6

Today and the Future:

USER COMMUNITY

10

For Smart Communities

The Web GIS-centric Platform for Public Asset Management

Cityworks Helps Processing Objections of Urban Master Plans in Palestine

10

Cityworks Helps Processing Objections of Urban Master Plans in Palestine

14

Tracking Tropical Storm Colin with Cityworks

16

Alcoa, Tennessee, Creates More Efficient Pavement Management Program INTUNE WITH ESRI

20

Stormwater: The Flood Utility

2 InPrint | Fall 2016

14 Tracking Tropical Storm Colin with Cityworks

TABLE OF CONTENTS

32

34 36

GISinc Works with the City of Springfield, Illinois, Public Works Department to Implement Cityworks AMS The Future of Mobile PLL Payments Cityworks Provides Real Value For GIS-centric Electric and Gas Utilities

42

A Pair of Useful Reports to Track Work Completion Over Time

TECHNOLOGY

45 Storeroom Tools & Tips 52 Cityworks® Announces New Investment Partners–Polaris Partners and Blue Cloud Ventures

23

A Tale of Two Cities – Cross Connection Prevention and Tracking

26

Taking Cityworks PLL to the Next Level with Winston-Salem

28

28

Chicago Rockford Airport: From Whiteboards to Cityworks

From Whiteboards to Cityworks

PARTNER COMMUNITY

Chicago Rockford Airport:

20 Stormwater:

The Flood Utility

InPrint | Fall 2016 3

TABLE OF CONTENTS

ADVISORY BOARD

SUBSCRIPTIONS

Brian Haslam | President & CEO

To subscribe, change your address, or cancel your subscription:

Brent Wilson | Vice President, Sales & Marketing

inprint@cityworks.com

George Mastakas | Executive Vice President

CONTACT US

Tel: 801-523-2751

Becky Tamashasky | Executive Director of Public Asset Management Practices

Email: info@cityworks.com

Steve Thomas | Executive Manager, Customer Support

Archives available at: www.cityworks.com

INPRINT STAFF

AZTECA SYSTEMS, LLC

Editor in Chief | Tom Palizzi

11075 South State Street, Suite 24

Managing Editor | Kaye Ryser

Sandy, UT 84070

Assistant Editor | Camille Olsen

801-523-2751

Copy Editor | Christine Christensen, Reece Hanzon, Danielle Edwards

www.cityworks.com

Wayne Hill | Executive Vice President Sheldon Bagley | Executive Development Director

Graphic Designer | Aubrey Hicks

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®, Web GIS-centric , Cityworks Logo, Empowering GIS, GIS Empowered, the Three Layer Map Logo, @cityworks.com, www.cityworks.com, www.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. No part of this document may be reproduced or transmitted in any form.

4 InPrint | Fall 2016

See what everyone’s talking about!

JOIN US AT THE 2016 CITYWORKS CONFERENCE Dec 6-8 • Salt Lake City, UT • cityworks.com/cityworksconference CITYWORKS CONFERENCE 2016 – DON’T MISS OUT! The Cityworks Conference is the ideal forum to discover information you need to extend your organization’s Cityworks investment. At this year’s conference, you’ll learn how to leverage the new world of platforms and easily build custom, integrated solutions that fit your organization's needs.

DATE

’TIME

SESSION

MON, DEC 5

5:00 PM – 7:00 PM

Welcome Reception

TUES, DEC 6

8:30 AM – 1:30 PM

Plenary Session and Lunch

TUES, DEC 6

1:30 PM – 4:30 PM

Breakout Sessions and Cityworks Expo Open

TUES, DEC 6

4:30 PM – 7:00 PM

User Appreciation Social

WED, DEC 7

8:00 AM – 5:00 PM

Breakout Sessions and Cityworks Expo Open

THURS, DEC 8

8:00 PM – 12:00 PM

Breakout Sessions, Expo Open and Closing Information Session

InPrint | Fall 2016 5

For Smart Communities

today...

The Web GIS-centric Platform for Public Asset Management

By Brian L. Haslam, President and CEO

E

sri ArcGIS ÂŽ has become a mission-critical enterprise system for local government core business processes. The distinction between

the software application and the GIS is no longer

relevant to an end user. They have become one.

This is particularly true for ArcGIS utilized by local government organizations for public asset management.

6 InPrint | Fall 2016

THE AUTHORITATIVE ASSET DATA FOR LOCAL GOVERNMENT For more than 20 years, local government has prioritized investing in geographic information systems with Esri ArcGIS becoming the de facto system of choice. Initially, the goal for most organizations was to replace paper maps with digital

PRESIDENT'S CORNER

And the

future. maps. GIS had the added benefit of powerful spatial analytical tools to support decision making for planning, budgetary prioritization, and emergency response. As ArcGIS became widely adopted and incorporated open system standards, particularly database interoperability, organizations started to see ArcGIS as much more than digital maps with spatial analysis tools. The ArcGIS geodatabase became the most current and accurate inventory of local government’s critical assets. ArcGIS as the authoritative asset database and system of record became a best practice. Organizations desired to leverage their investment in ArcGIS for other critical business processes.

Computer Maintenance Management Systems (CMMS) developed separately from GIS. The first systems were designed around proprietary database systems. At the core of the CMMS is an asset inventory. One of the primary goals of a CMMS and asset management is to track maintenance activities performed on individual assets. CMMS developed unique and propriety data structures for cataloging asset data. Influenced by the same open systems market forces as GIS, during the mid-’90s CMMS moved away from proprietary databases and adopted the open systems databases while maintaining proprietary data structures considered trade secrets for cataloging asset data.

CONTINUED ON PG 8 InPrint | Fall 2016 7

THE MULTIPLE ASSET DATABASE CHALLENGE It was not uncommon for many organizations to maintain multiple asset inventories—one in ArcGIS and one in their CMMS. Ironically, with the adoption of SQL Server or Oracle as the database for ArcGIS, and with CMMS having moved to SQL Server or Oracle, the multiple asset inventories for an organization were in the same database.

CMMS software vendors responded by designing integration and syncing methods. The goal was to update once and propagate the information from a central asset repository to the other asset databases. The seemingly simple idea is anything but simple. A point feature, like a hydrant or valve, can have a one-to-one match from asset database to asset database. A more complex data structure, like a line used to represent a pipe or road, often did not have a one-to-one match because ArcGIS supports complex topologic structures and the CMMS has no such corollary. The same problem exists for polygon features and linear referencing features. The challenge for any interface or syncing approach becomes a data normalization problem. There are also internal challenges and confusion that can develop over which asset database is the master or primary asset inventory. How this is then updated and maintained can then be undermined, causing data integrity issues.

GIS-centric has become a recognized best practice. John Przybyla, GISP, Woolpert Inc., stated, “The GIS-centric approach with a single asset repository is FUNDAMENTAL and critically important to the overall success of the system in meeting an organization's goals. Keeping an asset repository current, accurate, and complete is a huge challenge for many organizations, and the failure to do so is, in my experience, the primary cause of failure of a CMMS. Keeping two repositories updated and synchronized just makes that problem much harder—so much so that success is extremely rare.”

To assure the term GIS-centric did not become confused by “vendor-spin,” we defined it.

Poi nts one through four are the or i gi nal def in ed characteristics. Points five and six have been added to encompass the modern Web GIS patterns.

GIS - CENTRIC CHARACTERISTICS DEFINED: NO REDUNDANCY GIS-centric software utilizes the ArcGIS geodatabase, and only the geodatabase, as the authoritative asset database for all assets dispersed or condensed (without variance), requiring no interface, no syncing, and no redundancy.

THE GENESIS AND GROWTH OF GIS - CENTRIC Nearly all local governments are ArcGIS users. Of these, many also have and maintain a separate CMMS. Maintaining asset data in both systems is an inefficient, redundant, and unnecessary allocation of resources. In 1996, recognizing that for many local government organizations the Esri GIS software platform had become the authoritative asset data and system of record, Cityworks® was designed and created as a maintenance/asset management system directly on the Esri GIS software platform. We called it the GIS-centric approach.

“The GIS-centric approach with a single asset repository is FUNDAMENTAL and critically important..."

8 InPrint | Fall 2016



CONFIGURABLE GIS-centric software allows for maximum flexibility in designing the asset database for virtually any asset, dispersed or condensed. Design and create it in the geodatabase and a GIS-centric software is configurable to it and not the other way around.



NON - PROPRIETARY GIS-centric software builds on the geodatabase as an “open” and interoperable database, inherently spatial, with well-known and understood data structure elements. The asset data cataloged and maintained by an organization in the geodatabase are not owned by the software vendor. The organization fully owns their data and controls it.



UPDATES & ACCESS GIS-centric software relies solely on ArcGIS feature services and database connection methods to update and access the authoritative asset data to assure data integrity, quality assurances, and constraints are maintained. This is critical because ArcGIS is an enterprise system, and the ArcGIS database is used by many systems.

WEB MAP





GIS-centric software, including any applications provided, can access an ArcGIS web map without constraints. The applications are configurable to use the web map as is and do not require a vendorspecific web map.

SINGLE SIGN - ON GIS-centric software supports a single sign-on identity. An organization can choose AGOL or Portal for ArcGIS as their identity storehouse and the GIScentric software and associated apps will support this with a single sign-on.

GIS-centric is an approach defined and proven by Cityworks since 1996.

Any system can adopt GIS-centric as a best practice for software design.

FAST FORWARD TO TODAY For local government organizations, ArcGIS is the most widely utilized and common platform for inventorying, viewing (map rendering being just one way to view), and analyzing their asset data. It has become the de facto authoritative data source because it is the most up-to-date asset inventory for local government’s critical assets. This is particularly true for linear, dispersed assets. However, many organizations have also discovered the geodatabase is a superior tool for inventorying condensed assets such as treatment plants, buildings, and other facilities. With the modern ArcGIS and geodatabase tools, there is no longer a reason to have separate databases

for dispersed and condensed assets. ArcGIS is the enterprise system of choice to inventory and manage the critical assets for public works, utilities, transportation, land management, permit management, license management, and more (collectively known as public asset management). ArcGIS is the authoritative asset data and system of record.

Cityworks is, always has been, and always will be designed and created to fully leverage a local government organization’s investment in Esri GIS. CITYWORKS ® THE ORIGINAL GIS - CENTRIC SOFTWARE NOW WEB GIS - CENTRIC PLATFORM Cityworks is the original and leading GIS-centric software system. We defined GIS-centric. For nearly 21 years, GIS-centric has become widely adopted and is proof of the value of the GIS-centric approach. Cityworks is, always has been, and always will be designed and created to fully leverage a local government organization’s, investment in Esri GIS. We have always believed the best practice for local governments is to acknowledge ArcGIS as the authoritative asset data and system of record to support mission-critical work processes. This view has always guided our design and creation of Cityworks. For many local government organizations it has become a best practice to adopt ArcGIS as the authoritative asset data and system of record.

Cityworks and ArcGIS together provide a full and feature-rich Web GIS-centric platform for public asset management.

GIS-centric resonates with organizations committed to ArcGIS as their authoritative asset data and system of record for their public assets. It is not uncommon for an organization to say, “We are GIS-centric.” GIS-centric is a proven best practice which extends to include the Web GIS-centric patterns that leverage an organization's investment in Esri GIS even more. The Web GIS-centric Platform is the new best practice for smart communities today and the future.

InPrint | Fall 2016 9

Nablus, West Bank

USER COMMUNITY

Cityworks Helps Processing Objections of Urban Master Plans in Palestine

By Eng. Jamal NUMAN, Head of Spatial Information Systems Department, Palestine Ministry of Local Government (MOLG)

T

he Palestine Ministry of Local Government (MOLG) is responsible for local authorities in the West Bank and Gaza Strip.

With a population of around four million and a geographic area of approximately 6,000 square kilometers, Palestine consists of 410 local authorities categorized into 140 municipalities and 270 village councils. MOLG’s responsibilities to local authorities include technical, administrative, and financial components.

One of the most overarching tasks of MOLG is endorsing Urban Master Plans (UMPs) developed for the purpose of specifying land use and road networks for municipalities or village councils. Basically, land use types such as residential, commercial, agricultural, industrial, recreational, etc., provide information pertaining to planning regulations as well as rules for issuing construction permits at particular locations. For example, if a certain zone is classified as residential, then the planning regulations specify a maximum number of permitted floors, a setback from the road, minimum area for subdividing, licensing fees, etc. Additionally, the roads network indicates the route of the proposed roads in addition to their width and slope.

According to current regulations and rules in Palestine, UMPs are available for public scrutiny and commentary for two months once the designs are completed. Citizens can submit an application form in which explanations and supporting documents are provided. In line with procedures, each objection is reviewed, studied, and evaluated at three levels: the local level (municipality or village council), the regional level (governorate level), and the national

level (Superior Planning Council). This process used to be completely managed by hard copies, where objections were collected from citizens by customer service representatives of prospective local authorities and then transferred to the local committee. Once objections were assessed by the local committee, they were conveyed to the regional committee.

At this level, all objections were evaluated once again and decisions were made. Next, the objections along with the feedback from local and regional levels were dispatched to the Superior Planning Council (SPC), where final decisions were made.

One such example of a small UMP is Beit Kahel Municipality, which has an area of 3.4 square kilometers, a population of 6,500, and has received 407 objections. Within the capacity of a traditional environment, reviewing a typical objection at each of the three levels is quite an exhaustive process, as each objection must be manually located on the map and then the associated explanations must be reviewed before a decision is made.

Handling objections and remarks on UMPs with traditional tools has proven to be difficult and time consuming.

The introduction of Cityworks has offered a viable solution for

CONTINUED ON PG 12

InPrint | Fall 2016 11

processing objections to UMPs where management (workflow) and the GIS platform are seamlessly combined to work in the same environment without the need for a third-party application. In this regard, not only is Cityworks an off-the-shelf solution, it is fully compatible with ArcGIS速 (which is already implemented at MOLG), and thus leverages the investment in Esri速 software. Fortunately, over the last three years, MOLG has built robust GIS platforms (known as GeoMOLG) with full support and funding from the German Agency for International Cooperation (GIZ). The GIS platform comprises ArcGIS as the Desktop and Server engine, Microsoft SQL Server as the database, FME Safe速 as the interoperability solution, and Geocortex速 as the web mapping application.

The synergy of these tools has produced a robust solution that gives MOLG a user-friendly application that can be

accessed from all types of devices and operating systems without the need of expertise from end users. GeoMOLG is recognized as a hub for all types of spatial data at the national level in Palestine, which provides tools to allow real-time updates and data download in electronic formats. For this, GeoMOLG has received two regional and international prizes: the first is Excellence in GIS Implementation (EGI) from GISTEC (an Esri distributor in UAE) during the GISWORX Conference in April 2014. The second is Special Achievements in GIS (SAG) obtained in June 2016 from Esri during the 2016 Esri User Conference held in San Diego, California.

Recently, with Cityworks, MOLG is moving one step further by deploying management tools alongside the existing GIS platform to empower the GIS with new workflow capabilities

Figure 1: The Cityworks interface is customized to collect objections on Urban Master Plans.

12 InPrint | Fall 2016

and leverage tools for asset management. It is not unusual to think the ArcGIS platform alone could perform the same functions as Cityworks; however, our experience has shown that the power of Cityworks is evident in the workflow management it provides that extends the ArcGIS platform.

Therefore, the relationship between Cityworks and the ArcGIS platform is not competition, but integration.

Configuring and deploying Cityworks to model the requirements of handling objections on UMPs has not taken much time.

With the close cooperation of InfoGraph, the Esri distributor of ArcGIS and Cityworks in Jordan and in the Middle East, MOLG has been provided hands-on training courses and issue resolution related to both systems. This has helped make the process of implementing Cityworks more effective and efficient.

Having the workflow environment of Cityworks and ArcGIS working together as a single application has created a sophisticated solution for processing objections on UMPs. With Cityworks, citizens submit their objections, the location, an explanation, and all other supporting documents attached to the same record at the customer service center of the prospective town.

FOR EXAMPLE: As seen in Figure 1, the owner of parcel 49 has submitted an objection to the customer service center of a certain town. In this case, all relevant information, including the location of the objection, are documented electronically in Cityworks.

Additionally, as UMPs are dynamic by nature, their content is subject to change. For instance, within an approved UMP, residential areas close to commercial zones can be converted to commercial areas based on submitting plans with specific details. In order to endorse this sort of change, it is opened for public discussion and the same procedures are maintained (the approval of local, regional, and national levels are required).

With Cityworks, offering the proposed change to the public and collecting objections can be done electronically.

MOLG receives regular requests from municipalities and village councils to support them with satisfactory solutions for asset management. Cityworks was provisionally deployed in Ramallah Municipality, West Bank, to test its power and the degree to which it can respond to the local asset management needs. The success of this attempt suggests that Cityworks will be officially recommended to all local authorities in Palestine and acknowledged as the best solution to manage assets in the broader sense.

In conclusion, in order to speed up implementation and to cover its vast needs and requirements, MOLG has chosen Cityworks instead of trying to develop a custom solution.

The out-of-the-box tools help complete applications quickly and allow users to tailor the environment to precisely fit their business needs. The adaption of ArcGIS, FME Safe, Geocortex, and Cityworks resulted in the perfect mix of technology, which is helping MOLG enhance its performance.

The magic of Cityworks and ArcGIS is that the three committees in charge of processing objections (local, regional, and national) can manage their work with their distinct logins and provide their input for each reported objection. Having the objection information along with its location and the asset from the map has significantly streamlined the task of reviewing objections so that final decisions can be made. In addition, committees can draft sketches and attach them to the objection record.

As a result, the time, labor, and cost of the entire process has been dramatically reduced, thus improving the productivity and quality of service.

InPrint | Fall 2016 13

Tracking Tropical Storm Colin with Cityworks Sumter County, Florida, Public Works Department – Operations Division

By Christina Morrison, Certified Administrative Professional, Sumter County, Florida

A

s the Emergency Management Department monitored a possible threat of Tropical Storm Colin to Sumter County, Florida, the

Operations Division moved forward with preparations in anticipation of potential damage from the storm.

Storm preparations included, but were not limited to, constant communication with staff, fueling all vehicles and equipment, weat her monitoring, emergency management call center practice drill, and on-call schedule updates. As Tropical Storm Colin neared the Florida coastline, Sumter County Public Works was ready to assist the public with any storm-related problems.

On June 6, 2016, Jackey Jackson, assistant director of operations, instructed office staff to create a project in Cityworks to track any service request or work order related to Tropical Storm Colin. Cityworks was utilized to create a project named "2016 Tropical Storm Colin" through Project Manager. Staff immediately notified the field supervisors that a project had been set up, and they were instructed to search for the project name and select the project for any work related to the storm.

Administrative staff, located at the call center, was instructed to do the same for any calls coming in from the public that would warrant a service request.

14 InPrint | Fall 2016

USER COMMUNITY

Tropical Storm Colin came and went with little threat to Sumter County, but all public work activities completed by the public works crews, due to the storm, were captured in Cityworks by all field supervisors.

Project Manager allowed all work orders and service requests to be linked together for reporting purposes. This capability provides for a quick search for all work under one project.

On June 9, 2016, the Public Works Department received a request from emergency management to create a report of all work activities and associated costs during Tropical Strom Colin. The staff was able to search in Project Manager and view all the work orders and service requests. This report was sent to emergency management, but they requested more detailed information, which included the equipment, labor, and material (ELM). In response, staff ran a search for

the work orders and service requests and selected the project in the search criteria, along with the ELM, location, etc. The information was verified against Project Manager and then exported to an Excel spreadsheet, all in less than an hour of the request. Emergency management was pleased with the detailed information Cityworks was able to capture, along with the quick turnaround of the report.

In conclusion, the Public Works Department successfully responded to the emergency management planning, work, and reporting necessitated in the lead-up to and aftermath of Tropical Storm Colin. With communication from upper management, field supervisors and crew members working together to track all work activities, and office staff managing Cityworks during the live event, all data was quickly captured in Cityworks and readily available for any reporting requirements or requests. Public Works now has a good tool to track all work.

A view from Cityworks on how Project Manager groups service requests or work orders for one project.

A look at service requests related to Tropical Storm Colin exported from Cityworks.

InPrint | Fall 2016 15

Alcoa, Tennessee, Creates

More Efficient Pavement Management Program

By Lesli Bales­– Sherrod, The Daily Times

A

lco a publ ic works e mployees have cut the time it takes to assess the pavement condition for the city’s roads each year from months to

just seven weeks by “thinking outside the box.”

Previously the city used MicroPAVER, developed by the Army Corps of Engineers in the 1970s, for its pavement management program, explained GIS coordinator Jesús Ortega-Valenzuela.

“Micro PAVE R was kin d of cu m b e rs o m e, almost DOS (disc operating system) based,”

One of the problems, Ortega–Valenzuela said, was determining exactly where those sections of road started and stopped.

Employees would have to use a handheld GPS to pinpoint where to start the rating.

OLD SYSTEM ‘TIME – CONSUMING’ “Then they would move to the next section,” Ortega–Valenzuela said. “It was time­– consuming.”

Those ratings, done on paper, then would have to be manually entered into MicroPAVER at the Alcoa Service Center, and MicroPAVER would give each road a grade.

said senior civil engineer Shane Snoderly.

After that, city staff would have to enter those grades into Alcoa’s Geographic Information System (GIS). “It was a really convoluted system,” Ortega–­Valenzuela said.

To use MicroPAVER, city staff would have to inspect 2,500­ square­-foot sample sections of road each year and rate them as low, medium, or high using the Pavement Condition Index (PCI), a grading system created by the Corps of Engineers.

Further complicating matters, he said, was that when staff would change job descriptions, they would have to train new employees on all the pieces of the pavement management program. Ortega­ –Valenzuela, Snoderly, and public works inspector Andy Davis knew there had to be a better way.

CITYWORKS SOLUTION Enter Cityworks, a computer–­based work order system that uses GIS technology to help manage local government assets.

Because Cityworks is housed on an internal website and accessed via web browser, city staff could take Cityworks out into the field using their laptops that convert into tablets, Ortega­–Valenzuela explained.

16 InPrint | Fall 2016

USER COMMUNITY

“That was a huge improvement,” he said.

But as Alcoa started implementing Cityworks last July for other public works projects, employees found that the software had a compatibility issue with MicroPAVER. That’s when city staff got creative. They reached out to their counterparts at the City of Maryville, which does not use MicroPAVER, and asked to borrow the paper form Maryville employees use to calculate the PCI. Alcoa staff tweaked it a bit to meet their city’s needs and then submitted the paper form to the city’s Cityworks consultant.

“They came up with a custom (computerized)

“When you save the data, it automatically calculates PCI.” The GIS­– based system also is a “more equitable way of measuring” the condition of the pavement, he said, because only looking at predefined 2,500–­square–­foot sections each year could miss potholes and other problems outside the section of road that was being rated. The new method inspects the road in its entirety.

The actual measuring fell to Davis, who was absolutely “the right person for the job,” according to Ortega–Valenzuela.

form for us so Cityworks could calculate the PCI for us,” Ortega-Valenzuela said.

“This was the first year that something takes months to do, he got it done in seven weeks,” he said. “It is his baby.”

“It was a whole lot easier to do,” added Davis, who inspected 334 sections of city streets, which is more than 100 miles of pavement.

Andy Davis, public works inspector for the City of Alcoa, demonstrates June 14 how he rates city­–maintained streets and enters data into Cityworks, which now calculates the Pavement Condition Index.

This method of rating the roads also works well because Davis is doing all the ratings himself, Ortega­–Valenzuela said, whereas multiple employees working on the same project might rate conditions differently.

CONTINUED ON PG 18

InPrint | Fall 2016 17

Davis’ work showed that 33 percent of Alcoa’s city–­maintained streets rated good/satisfactory, 35 percent rated fair, and 32 percent rated poor, according to a presentation the Alcoa Board of Commissioners saw at their budget retreat May 20.

PCI grades, which range from failed (scores of 0–10) to good (scores of 86–100), are color coded so that staff quickly can see how roads rate right on a GIS map of the city.

The city does not rate routes that are maintained by the Tennessee Department of Transportation.

NEXT STEPS Alcoa is confident that the new way of rating its roads is just as good, if not better, than the way the city did it previously.

“We can come up with a five­ year plan, and once we know what roads we are going to pave when, we can reach out to utilities, for example, to see if they are planning to do any work that would impact those streets.”

Alcoa public works employees are so excited about harnessing Cityworks’ database power for its pavement management program that Ortega–Valenzuela also has prepared an abstract to present the city’s pavement management solution at a Cityworks conference later this year.

“We compared the new data to our old way

“This is a custom inspection we created for

of doing it, and the PCI was within one or

the City of Alcoa, but we are willing and

two points, so we are comfortable with it,”

excited to work with other smaller cities

Snoderly said.

that might benefit from our processes,” he said.

Now that Davis has completed rating all the roads in Alcoa, the city will move to assessing the streets in two­ year increments, Ortega-Valenzuela said.

“But if we have a really bad winter, we will go back out and check our main arteries,” Davis noted, adding that he takes pictures to go with the assessments of roads that are rated in medium to bad shape.

In the meantime, Alcoa will use the data to set priorities for resurfacing projects, Snoderly said.

“This allows us to be proactive instead of reactive,” OrtegaValenzuela added.

18 InPrint | Fall 2016

Reprinted with the permission of The Daily Times from http://www.thedailytimes. com/news/alcoa-creates-more-efficient-pavement-management-program/ article_bdc4fb7e-82fc-5c53 90ee-9bc8dd263338.html?mode=story

2017

Look ahead

to 2017!

Cityworks Regional User Group meetings will be coming to a city near you in 2017.

• New dates • New format • New information Details coming soon. cityworks.com

InTune with Esri

Stormwater: The Flood Utility

By David Totman, Industry Manager, Esri Global Water Practice

S

tormwater is the quintessential nexus of natural and built environments. During a light storm or the typical annual snowmelt, everything just

works. Yet extreme weather continues to be the norm.

Managing flood waters with an effective stormwater management program requires strategic planning, flood forecasting, flood response, flood recovery, and post-analysis to determine the efficacy of the program. Not only are there the mechanics of managing the volume and flow of water, there are the issues of funding the program, upstream watershed protection, overall water quality and environmental impact, long-term public infrastructure degradation, tactical groundwater recharge through green infrastructure, and disaster mitigation. A common denominator of all these issues is the need to manage resources. Cityworks is a proven platform built on ArcGIS to optimize an efficient operations workflow.

20 InPrint | Fall 2016

Comprehensive stormwater management all starts with having an accurate inventory of features in both natural and built environments. In the natural environment, this would be a hydrologic dataset of watershed boundaries, streams, rivers, ponds, lakes, and reservoirs. Esri’s Living Atlas provides Hydro basemaps that can help you get started. Beyond the Living Atlas, Esri has an extensive hydrological toolset called Arc Hydro that will help you to build a more detailed terrain model from the National Elevation Dataset (NED), or better yet, from local LiDAR data. These can be viewed in Cityworks using the built-in web map.

An inventory of the built environment is better known as an infrastructure asset registry, and it is the backbone of

INTUNE WITH ESRI

the Cityworks platform. ArcGIS for Water Utilities can extend this platform with a complete set of tools for managing stormwater conveyance (inlets, outlets, pipes, catchments, and drainage basins). These two distinct datasets from the natural and built environments can be brought together by managing an integrated terrain model and geometric network using advanced tools in Arc Hydro.

(Navigator), and capture basic tasks (Workforce). Beginning this fall, you can also collect high-accuracy, survey–grade GPS. Because the Cityworks platform is built on top of the ArcGIS platform, all of this can be shared in the Cityworks Inbox, or the Operations Dashboard for ArcGIS. This is the power of the integrated platforms of Esri and Cityworks helping to protect life and property from floods in a stormwater utility. To learn more about mitigating floods, please visit the Complete Flood Management with ArcGIS story map from Esri.

For full Cityworks functionality in the field, you should use the native Cityworks mobile apps. For lighter weight GIS functionality, Collector for ArcGIS is the fastest growing field data collection app from Esri. With Collector, you can go offline, attach multiple inspections to a single feature (including photos), navigate with turn-by-turn voice commands

InPrint | Fall 2016 21

Congratulations!

Esri 2016 Special Achievement in GIS (SAG) Award Winners

Allegheny County, Pennsylvania Computer Services Department

Ministry of Local Government, Palestine

City of Philadelphia, Pennsylvania City Planning Commission

Mecklenburg County, North Carolina

City of Augusta, Georgia

Enterprise GIS Award

Pinellas County, Florida

Thank You For Visiting Our Booth!

ESRI USER CONFERENCE 2016

PARTNER COMMUNITY

A Tale of Two Cities – Cross Connection Prevention and Tracking

By John Mahoney, Metering and Customer Service Manager, Green Bay Water Utility; Keri Blough, Geospatial Applications Services Manager, City of Novi; Bill Hoisington, Senior Cityworks Consultant, and Mark Rytilahti, Senior Cityworks Consultant, POWER Engineers

W

ith common goals and similar reliance o n C i t y w o r k s , No v i , M i c h i ga n , a n d G re e n Bay Water Utility, Wisconsi n,

both worked with POWER Engineers to configure

Cityworks for their cross connection and backflow prevention programs.

Continuing to keep the city infrastructure at top performance presented a challenge for Novi, as the fastest growing city in the heart of the Detroit metropolitan region. Population growth for the past 10 years increased demand on city infrastructure, along with an increased investment to expand water, sanitary sewer, and storm water systems.

Cityworks AMS makes managing this infrastructure expansion easy without having to hire additional city staff—saving tax dollars while meeting service demands. And the returns only increase as Novi continues to apply the city’s GIS-centric asset management solution to encompass more operational areas.

The latest use of Cityworks for Novi is the expanded Cross Connection Program for backflow prevention. A cross connection occurs when a pipe designed to carry safe drinking water is connected at some point to a pipe containing unsafe water or other liquid material, which may cause a backflow into the clean water supply. The American Society of Sanitary Engineering (ASSE) has performed the necessary research and developed the standards for approved backflow prevention devices that protect a municipal water supply.

In safeguarding the public water supply, Novi’s city officials share responsibility with water suppliers, property owners,

as well as plant managers and businesses. In October 2014, Novi undertook a Cityworks project to expand its cross connection program beyond commercial and industrial buildings to include single-family homes in accordance with the Michigan Department of Environmental Quality (MDEQ) guidelines. Historically, cross connections had been managed in spreadsheets—tactically inspecting high-risk industrial buildings and sending disconnection notifications if non-compliant. Now Cityworks is the key to giving residents control of their water sources and correcting cross connection hazards as well as managing workflows for inspections.

Building inspection and device test report processes were documented as standardized workflow diagrams, which revealed the complexity of managing the cross connection program, including multiple attempts to reach residents and business owners before sending a water service termination notice. POWER Engineers translated the workflow diagrams into Cityworks configuration, which resulted in six work order templates, each with numerous tasks and seven inspection templates. Work order tasks are utilized to track progress toward reaching compliance for each building and also to automate the generation of compliance and non-compliance letters sent to customers. This automation also uses the inspection results to determine the contents of each notice of the noncompliance letter. Through these processes, arrangements of piping that could allow undesirable contaminants are identified, residents (or owners) are informed, and testable devices, such as a simple and inexpensive vacuum breaker, are installed by a licensed plumber for the property owners.

CONTINUED ON PG 24

InPrint | Fall 2016 23

Cityworks task-driven inspection workflows at Novi help automate the processes of the Cross Connection Program.

According to Rob Hayes, city engineer and director of public service for City of Novi,

“Cityworks, our asset management system fo r m a i ntai n i n g o u r w ate r a n d s e w e r infrastructure, hel ps the city co n so l i date the entire cross connection program on one platform—including all data, inspections, and device tracking—while safeguarding the public water supply according to MDEQ guidelines.”

For neighbors “across the pond” (referring to Lake Michigan, the water source for eight states including Michigan and Wisconsin), the protection of the public water supply is a mutual concern of the Wisconsin State Legislature. The legislature’s goal is to eliminate all existing unprotected cross connections and prevent all future unprotected cross connections to the last flowing tap or end-use device.

24 InPrint | Fall 2016

To meet the Wisconsin regulatory demands of municipal water suppliers, the Green Bay Water Utility (GBWU) is required to keep a record of the cross connection control program that must include both commercial and residential inspections of approved devices. These cross connection devices prevent the backflow of contaminants into the public drinking water supply system that could result from these sources: • Irrigation systems that contain pesticides, herbicides, animal droppings, and other contaminants • Garden hoses that have been submerged in pools, puddles, buckets, etc., which then act as siphon hoses • Boiler tanks that can contain bacteria and mold that could be pushed into the water supply by back pressure Another long-time Cityworks user since 2004, GBWU undertook the project to replace its existing Tokay program that couldn’t support the required device testing, cyclical work orders, or mobile inspections and compliance reporting—all readily available in Cityworks.

Assisting GBWU, POWER automated work orders and meter inspections to meet regulatory requirements for cross connection protection, migrated existing meter records, and designed integrations with the system of record for meters and customer information for compliance with regulatory reporting.

“Tracking cross connections in our enterprise deployment of Cityworks simplified our business processes and allowed GBWU to leverage our existing GIS data, removing the need to track backflow devices separately.

Our customer service technicians have all the information they need about customers, cross connections, and metering in one mobile platform, making them more efficient in their day-to-day operations,”

commented John Mahoney, metering and customer service manager at GBWU. The GBWU program needed to incorporate the records from the previous 10-year inspection cycle with the scheduled inspections to finish up the 20-year cycle for residential use of approved devices. Commercial devices must be inspected every two years, so a new cyclical work order was created in Cityworks to accomplish this task. This cyclic workflow included 30,000 residential surveys and 3,000 commercial surveys and meter inspections. The result was a mobile inspection system providing reports to comply with the Wisconsin legislature regulatory requirements.

Backed by their long-time partners in asset management at POWER, two cities brought the best of Cityworks into the management of another aspect of their operations—in short, two superlative cross connection programs are safeguarding the municipal water supply for Novi and Green Bay.

The GIS-centric design of Cityworks allows the tracking of the inspection program at GBWU through the completion of the associated work order at the meter and address level.

InPrint | Fall 2016 25

Taking Cityworks PLL to the Next Level with Winston-Salem

By Ron Butcher, Director of Asset Management Solutions, Timmons Group

A

s one of the largest cities in North Carolina, Winston-Salem is home to approximately 241,000 citizens across an area of 132 square

miles. The city has a pioneering spirit, focusing on

forward thinking, innovative technology, and a culture built around creative arts. Being a community devoted to modernized and forward-thinking technology, Winston-Salem required their PLL system to be updated. In 2014, Timmons Group began implementing a PLL portal that was customized and designed specifically for the city’s needs.

26 InPrint | Fall 2016

The implementation included the deployment of Cityworks Server 2014 SP5 with Esri ArcGIS Server 10.2, which replaced Hansen 7, the city’s previous system. The reasoning behind the replacement of Hansen 7 was that the original system was outdated, inefficient, and unable to perform vital functions the growing community needed. By implementing Cityworks, the city will have direct control over business processes and will finally have a system that is completely customizable based on specific needs and that will facilitate coordination between several vital city departments.

PARTNER COMMUNITY

through an integrated system. The new system will also allow the city to identify and maintain workflows while giving citizens the access they need to permitting and business licenses. The status of the implementation is in the acceptance testing phase and is expected to go live fall of 2016.

“The City of Winston-Salem is excited to be moving forward with a more streamlined and user friendly permitting process for our Development Community. To meet our business requirements, city staff partnered with Azteca Systems and Timmons Group to build a web portal that includes additional features above and beyond the standard Cityworks solution.

From design and development to acceptance testing, each organization truly put their whole heart into this project.

Working together, we have built a solution that we look forward to utilizing for many years to come," said Lee Nichols, project coordinator, City of Winston-Salem.

About the City of Winston-Salem Located in Forsyth County in the Piedmont Triad region, the City of Winston-Salem is the fourth-largest city in North Carolina. Founded in 1851 and home to many renowned colleges and universities, the city is often referred to as the “City of the Arts and Innovation” for its enthusiasm for the arts as well as its pioneering spirit for healthcare research and technology.

About Timmons Group

Winston-Salem selected several additional functionality options that were not standard with the Cityworks portal, such as increased scheduling capabilities, concentrated searching options, as well as easier payment options for their clients.

Both Cityworks and Timmons Group worked with the city to ensure all options were included in the new system. The entire software and implementation team truly worked as an extension of the city staff, making certain the new portal was reliable, efficient, and easy to use.

With the successful implementation of Cityworks and the Timmons Group PLL portal, the City of Winston-Salem now has the ability to maintain their assets over multiple departments

Timmons Group is a leading provider of geospatial information architecture and engineering services, focusing on developing intuitive, enterprise geospatial web applications; highly-usable, crossdevice mobile applications; and integrated, geospatially-enabled enterprise solutions Timmons Group is both a Cityworks® Platinum Implement a tion Pa r tn e r and a Str ateg i c Development Partner. Timmons Group develops solutions across multiple platforms, including JavaScript, HTML5, and native mobile operating systems. For more information about Timmons Group’s geospatial products and services, contact Ron Butcher at ron.butcher@timmons.com or visit www.timmonsgis.com.

InPrint | Fall 2016 27

By Ryan Butler, Senior Systems Analyst, and Eric Risner, Aviation Project Manager, Woolpert

Chicago Rockford Airport:

From Whiteboards to Cityworks

P

rotecting and prioritizing assets is crucial to the bottom line of any business, and this need is especially heightened at airports.

“An airport cannot afford to be taken down by an asset impacting operations. Continuity of operations is vital to airports, and having the tools to minimize these disruptions whenever possible enables them to achieve and sustain that objective,” said Zach Oakley, operations manager for the Chicago Rockford International Airport (RFD).

Asset management systems help support airports by providing information about the acquisition, maintenance, operation, and rehabilitation of assets. RFD, the second-largest UPS-based operation, saw the benefits of a comprehensive asset management system, and Cityworks was their system of choice. Cityworks, implemented by Woolpert, has improved operations, maintenance, and management, and made jobs more efficient.

28 InPrint | Fall 2016

“An airport cannot afford to be taken down by an asset impacting operations...”

Zach Oakley, Operations Manager for RFD Before Cityworks, RFD handled its asset inventories, work orders, inspections, and reports either in Microsoft Excel or on paper. Work orders were processed through email and written on a whiteboard. Even the airport’s twice-daily Part 139 Safety Inspections were recorded on a clipboard and entered into a spreadsheet. Implementing Cityworks has enabled Rockford’s work order and maintenance records process to go from paper to electronic form. This has helped streamline RFD processes; specifically the Part 139 Airfield Inspection Reports, which are now reviewable remotely by the FAA. “FAA safety management systems, such as Part 139s, are key to asset management,” said Mark Ricketson, Woolpert program director. “Asset management gives you a running history of

PARTNER COMMUNITY

“Asset management gives you a r u n n i n g history ... and w hat t he underlying cause of those issues is.”



Part of that improvement in communication comes from dashboards set up for each user, defined by and configured for his or her specific role, and these dashboards display the work orders in real time. When a work order is added, maintenance is notified immediately and has a tabular and geographical view of all work submitted. A work order for a runway light outage is automatically sent to the airport electrical crew and shows up on their map in the field. Priority values have also been added to the work orders.



By using a mobile device to access Cityworks, airfield inspections and logbook entries can be completed in the field. This eliminates the need for staff to go back into the office to record a work order entry in a physical book or Excel spreadsheet. A flight diversion logbook entry can be entered while standing in front of a plane. This is helpful because it ensures no information is missed, such

Mark Ricketson, Program Director, Woolpert where you’re experiencing repeat incidents, where issues continue to come up, and what the underlying cause of those issues is.”

Since the implementation, multiple RFD departments have switched to Cityworks and have adapted the system to the airport’s overall workflow. That workflow contains inherent checks and balances. Operations staff can now create a work order, have the issue corrected by maintenance staff, get notification when it’s time for the asset to be re-inspected, and then close the case without a single phone call. Also, everything is tracked and time/date stamped to help with FAA reporting.

“When you create a work order that can be automatically emailed to several different business lines, no one is in the dark on where that asset stands,” Ricketson said.

CONTINUED ON PG 30

InPrint | Fall 2016 29

report allows users to take a step back in time to view the condition of the airfield at a previous date.

Management also benefits from Cityworks by being able to see what is happening at the airport in a single glance. The management dashboard is customized to show a variety of metrics, from open airfield discrepancies to the distribution of operations logbook entries. This helps managers see trends in data and make well-informed decisions.

Management is able to see how many work orders are created in certain areas of the airfield, as well as how much money has been spent on an asset or group of assets, and the asset condition scores over any given timeframe. Ricketson said Cityworks looks at condition assessments and can assign scores from 0 to 100. This allows airports to budget effectively to those scores, based on the priority assets and the condition that they’re in.





as flight number, number of passengers, where the plane parked, and whether a jet bridge was used.

Besides operations and maintenance, there are other areas of RFD that are utilizing Cityworks.

The airport fire department is tracking vehicle and equipment maintenance and inspection records inside Cityworks. Vehicles—such as fire engines, snow removal equipment, and even lawn equipment—are assets to an airport and work orders can be created for them. These can be everything from preventative maintenance work orders, such as an oil change at a repeated interval, to reactive maintenance work orders, as would be seen with a malfunctioning air-conditioning unit.

By tracking the vehicle maintenance work and recording daily inspections in Cityworks, it makes it easier for airport staff to make critical decisions about vehicle assets.

“It’s probability of failure versus



Rockford and Woolpert are currently working on bringing Cityworks inside for all facilities, including the main terminal. Logbook entries, work orders, and inspections can be created for facilities just as easily as they can be created for the airfield side.

A work order can address the repair of a specific piece of HVAC equipment or a moving walkway inside the terminal. This will ensure that all airport maintenance is recorded and tracked inside one system to maximize the efficiencies of Cityworks.

criticality of failure,” he said.

The benefits of Cityworks also come in the form of reporting.

Management, maintenance, and operations can better track problem areas, such as pavement, and see which are failing more often.



Reports can also show work orders opened during a shift and unsatisfactory findings. For example, a Part 139 Report was created for RFD in Cityworks to allow users to select a date range and a night or day shift. This generates a report with the inspection results, work orders opened and closed during a shift, and all outstanding Part 139 work orders. This

30 InPrint | Fall 2016

A look at a Part 139 Airfield Inspection Report.

A look at RFD assets in Cityworks.

InPrint | Fall 2016 31

GISinc Works with the City of Springfield, Illinois, Public Works Department to Implement Cityworks AMS By : Thomas Wilson, GISP, Solutions Engineer, Geographic I nformation Ser vices, I nc.

L

oc al governments all ov er the country are

place. The Office of Public Works of Springfield, Illinois,

continuou sly striving to bu ild innovative

found themselves in just such a position in the fall of 2014.

solutions t hroug h ef f i cient , st re a mlined

workflows, only to find themselves with the difficult task of integrating multiple software applications.

When combined with the complex nature of tracking assets

and work activities, local governments wind up dealing with the very inefficiencies they hoped to avoid in the first

Public works employees have found Cityworks to be invaluable in improving their daily operations.

32 InPrint | Fall 2016

Aging infrastructure, along with various decentralized asset-based management systems, presented hurdles to an organization that has a history of technological innovations.

The city sought a solution that would allow them to centrally manage their diverse infrastructure and make informed decisions based on real-time information. They also needed a system that could remain flexible enough to scale a growing user base that is responding to the increasing demands from the citizens they serve.

One of the city’s main objectives was to introduce efficiencies into daily work processes, for both office and field staff, through automation and streamlined workflows. The city’s hope was for a single solution that could provide these advancements while leveraging their existing investment in GIS technology.

In late 2014, the City of Springfield enlisted the help of GISinc in an effort to find and implement a solution that aligned with their goals and objectives.

Time and time again, Cityworks has been able to demonstrate its robust capabilities, flexibility in configuration, and GIScentric approach to asset management in a multiplicity of

PARTNER COMMUNITY

fields. This is what makes Cityworks an industry leader in asset management, and also why Cityworks was chosen as the optimal solution for the City of Springfield.

Cityworks AMS, along with Cityworks’ Local Government Templates (LGTs), was implemented for the city’s sewer, storm water, streets, traffic, and facilities divisions. Designed specifically to align with the Local Government Information Model (LGIM) from Esri, the LGTs from Cityworks were a perfect complement to the city’s existing Esri LGIM. Because of this, minimal modifications were needed on either side, the GIS database or Cityworks. For work activities specific to the city, GISinc created custom service requests, work orders, and inspections to cover all remaining aspects of the city’s operational demands.

With the adoption of Cityworks, the City of Springfield has found the technology they were searching for and made it an integral part of their daily operations. Since the implementation was completed, the city has integrated other third-party technology pieces into their Cityworks processes, including utility locates, CCTV, AVL, and mobile applications, among others. These additions have helped the city move closer to a holistic view of their public works operations, while optimizing efficiencies at the same time.

THE ROAD FORWARD The city’s staff has an amazing vision for how Cityworks will serve them heading into the future. This approach has led them to explore new paths for managing their assets and adopting new industry standards for work management. It has served as a catalyst for future innovations.

“GISinc’s partnership provides professionalism and thought leadership, which proved invaluable when it came to scoping the project and providing innovative solutions. Partnering with GISinc enabled our Cityworks project team to extend the horizon, past our original vision for Cityworks,” said John Mellor, software specialist for the City of Springfield.

The city is currently exploring options for extending the Cityworks platform into other areas of the city such as permitting, code enforcement, legal, financial, and public safety. They have truly adopted the Cityworks model, and in conjunction with an extensive investment in GIS, are paving the way for Springfield to be a smart community.

InPrint | Fall 2016 33

The Future of Mobile PLL Payments

By Andrew K irk , Vice President of Sales & Mark eting, Cit ySourced

THE PROMISE OF MOBILE

W

e believe that simply building a mobile version of a website misses the promise of mobile te c h n olo g y. O u r goal is to

ta ke a dva nt a ge o f t h e t ra n s fo r mat ive n atu re o f mobile — phones are location aware, have cameras, and an expanding array of payment technology, such as near field communication (NFC) and fingerprint security. In addition, mobile usage continues to grow at astonishing rates. According to Flurry Analytics, a mobile analytics company, overall app usage grew by 58% year over year in 2015. 1 Despite this rapid growth in mobile usage, a de facto standard for mobile payments has yet to emerge. According to a survey carried out in February 2016, U.S. Internet users were asked which mobile payment applications they had used to purchase a product in store. The most commonly used mobile payment app (Android Pay) only accounted for 18% of the market while

Apple Pay represented 11% of respondents’ usage over the previous year. 2

MOBILE PAYMENTS TRENDING UP This new technology presents opportunities and challenges for municipalities searching for methods to collect on additional revenue sources, while also fulfilling a growing constituent need. Mobile payment is novel and niche at the moment, but it is an area of finance that is destined to grow. According to a recent Accenture survey, as reported by Forbes, while 52% of North Americans are “extremely aware” of mobile payments, only 18% use them on a regular basis.

Unsurprisingly, millennials and higher-income households lead the pack with 23% and 38% using contactless payments at least once a week, respectively. 3 Mobile payment adoption will grow in part because of increased opportunities as local merchants continue to adopt the point-of-sale technology required to support such payments; however, those organizations that can go beyond simply a “digital credit card” and instead offer increased value, such as coupons, loyalty rewards, or discounts, will dramatically drive mobile payment adoption. Cutting-edge municipal organizations will begin to apply these economic tools towards constituent behavior.

PARTNER COMMUNITY

app and is shared with others in your community, which drives foot traffic back to your garage sale, and drives better user adoption of getting a garage sale permit in the first place. True mobile technology means adding new value, which means more revenue can be collected.

THE NEXT STEPS

Figure 1: U.S. mobile payment app usage 2016 statistics: Despite the rapid growth in mobile usage, there is no single mobile payment solution with significant adoption by the average mobile user in the U.S.

TAKING THE FIRST MOBILE STEP

Cityworks PLL has been built using the most modern of software architectures, which includes web services and a very robust API, thus making it possible to add mobile functionality to PLL for citizen-facing apps. CitySourced provides the mobile platform as a service that allows cities like Longview and Salt Lake City to provide one master app for their citizens. In the next iteration, innovative partners and municipalities will build applications, which harness these platforms, to develop the cutting-edge apps that allow mobile payments and PLL to work together seamlessly.

We are in the early stages of this process, but we have already seen Cityworks customers such as Salt Lake City, Utah, and Longview, Texas, begin the process of pushing payments into their CitySourced mobile apps for activities such as paying water bills and traffic tickets. By leveraging a single master app for their citizens, these municipalities provide a single mobile channel for the public and avoid having to promote and support multiple public-facing smartphone apps—avoiding app sprawl is the goal.

CONNECTING MOBILE PAYMENTS TO PLL Moving forward, the license and permitting experience will evolve to support mobile payments. For example, accessing the camera on your phone will allow you to easily add photos to a pet permit application or to receive a push notification to alert you in real time that there has been a change to your time-sensitive commercial application. In particular, there is functionality that, when designed specifically for mobile, provides a simpler and superior user experience.

Imagine applying for a garage sale permit that would involve opening a mobile app, selecting the garage sale permit button, automatically transmitting your location, and confirming payment via saved payment credentials. Your garage sale is immediately added to the app. This is where it gets interesting.

The next citizen to open the app can click on a button that says “garage sales near me.” Since the app knows your location, and is connected to Cityworks PLL, it can show that citizen all the nearby garage sales—including yours. There’s a value exchange happening here; your garage sale gets listed in an

Figure 2: Cityworks customers using mobile payments: Salt Lake City, Utah, and Longview, Texas, are using lightweight versions of mobile payments for water bill and traffic ticket payments.

1 “Media, Productivity & Emojis Give Mobile Another Stunning Growth Year” http:// flurrymobile.tumblr.com/post/136677391508/stateofmobile2015 2 “Which of the following mobile payment applications have you used to purchase a product in store?” http://www.statista.com/statistics/412599/ mobile-payment-us-app-usage/ 3 “How mobile payments will grow in 2016” http://fortune.com/2015/10/29 mobile-payments-grow-2016/

InPrint | Fall 2016 35

Cityworks Provides Real Value For GIS-centric Electric and Gas Utilities

By R yan Potts, Senior Consultant, and Sk ye Perr y, Principal Consultant and Founder, SSP I nnovations

PARTNER COMMUNITY

F

For many utilities around the world, the Esri ArcGIS platform has become a mission-critical enterprise system for documenting and managing their network assets, doing capital design, and suppor ting operations and

maintenance workflows. Many utility workflows and business processes now depend on GIS data for all or part of the work and analysis necessary to make impactful decisions or solve network problems.

Enterprise Asset Management (EAM) and Asset Management Systems (AMS) provide expanded capabilities for linking design and purchasing costs, better insight into asset condition, higher visibility into maintenance costs, and more accurate inputs into preventative maintenance plans. Utilities who only manage these business processes and analyses with GIS

software quickly realize that a more focused toolset is required to meet the dynamic needs of the utility.

Cityworks AMS, with its GIS-centric approach, is a recognized industry leader in enabling

CONTINUED ON PG 38

organizations to manage their capital assets and infrastructure, while automating the work processes around the operations and maintenance of these items. While Cityworks has become a well-known name in the municipal GIS world, the key value points of the platform translate directly to utility business requirements for asset management as well. SSP Innovations has recently begun working with Cityworks because we believe the platform is a best practice for many GIS-centric utilities.

process of generating new work, tying that work to an asset or set of assets within the GIS, and tracking work performed in real time so that it can be analyzed and reported as needed. All of this is done while sitting on top of the utility’s ArcGIS-based system of record for utility assets.

KEY CONCEPTS AND BENEFITS

By creating templates, utilities can standardize the information gathered from the customer in the event of a request for service, while quickly finding customer locations with the GIS-based customer registry or geocoding services. This allows the work to be tied to a location in the network immediately. As the request is completed, labor costs are automatically tracked and applied to project or operations budgets, providing real-time insight into current finances. (Figure 1)

Utilities will find the features that Cityworks provides fit nicely within the current business processes that are already in place within their organizations. Whether service requests, work orders, or inspections, Cityworks provides the ability to standardize the

SERVICE REQUESTS

Figure 1: Service request templates ensure that the necessary information is gathered for every request.

38 InPrint | Fall 2016

WORK ORDERS

If a service request requires additional work to be performed on an asset or group of assets, a work order can be created to set up a task list for the crew and track the labor, equipment, and materials needed for the work to be completed. Work orders are always tied to a geospatial asset, so that work order history and asset health information can all be queried geographically. (Figure 2)

INSPECTIONS

A key component of an effective utility maintenance plan is the standardization and automation of maintenance and

inspection schedules. Cityworks provides out-of-the-box standard inspection templates based on regulatory and industry requirements, while also providing configurable inspections for organization-specific needs.

Cyclical inspections and maintenance can also be planned, delegated, and tracked, removing the need for supervisors or maintenance personnel to track these schedules using paper, spreadsheets, or other, non-automated means.

Inspection results will then feed into a “Condition Score,” providing the utility insight into the condition of their assets and allowing them to proactively determine whether equipment needs to be repurposed, repaired, or replaced. (Figure 3) CONTINUED ON PG 40

Figure 2: Cityworks provides a centralized work order management system tied to a utility’s GIS-based asset repository.

InPrint | Fall 2016 39

GIS - CENTRIC SOLUTION

Nearly all of a utility’s work activities can be tied to an asset with a location, or just a geographic location itself. With this in mind, Cityworks is designed as a GIS-centric solution, meaning that all components of the application suite—the asset registry, the work activities, and the data captured for the work activities—are directly tied to the GIS database. GIS is not an optional add-on, but the core foundation that the work and asset management tools are built upon. (Figure 4)

THE CONCEPT OF BEING GIS - CENTRIC HAS SIX KEY CHARACTERISTICS

As listed in this issue's President's Corner, the six key characteristics of GIS-centric technology are as follows:

NO REDUNDANCY GIS-centric software utilizes the ArcGIS

geodatabase, and only the geodatabase, as the authoritative asset database for all assets dispersed or condensed (without variance), requiring no interface, no syncing, and no redundancy.

CONFIGURABLE GIS-centric software allows for maximum

flexibility in designing the asset database for virtually any asset, dispersed or condensed. Design and create it in the geodatabase and a GIS-centric software is configurable to it and not the other way around.

NON - PROPRIETARY GIS-centric software builds on the

geodatabase as an “open” and interoperable database, inherently spatial, with well-known and understood data structure elements. The asset data cataloged and maintained by an organization in the geodatabase are not owned by the software vendor. The organization fully owns their data and controls it.

Figure 3: Cityworks provides out-of-the-box standard inspection templates or configurable inspections for organization-specific needs.

40 InPrint | Fall 2016

UPDATES & ACCESS GIS-centric software relies solely on

ArcGIS feature services and database connection methods to update and access the authoritative asset data to assure data integrity, quality assurances, and constraints are maintained.

This is critical because ArcGIS is an enterprise system, and the ArcGIS database is used by many systems.

WEB MAP GIS-centric software, including any applications

provided, can access an ArcGIS web map without constraints.

The applications are configurable to use the web map as is and do not require a vendor-specific web map.

SINGLE SIGN-ON GIS-centric software supports a single sign-on

CONCLUSION

For GIS-centric utilities looking to transform their asset and work management process, the capabilities of Cityworks AMS provides real value. The prospect of centralized service request and work order management, predictive failure analysis, and more streamlined inspection and maintenance plans has the potential to provide significant time and cost savings for utilities—all while leveraging your existing investment in enterprise GIS. Transform your utility GIS into a full Cityworks AMS today!

identity. An organization can choose AGOL or Portal for ArcGIS as their identity storehouse and the GIS-centric software and associated apps will support this with a single sign-on.

Figure 4: Cityworks is a true GIS-centric solution with all components directly tied to the GIS database.

InPrint | Fall 2016 41

A Pair of Useful Reports to Track Work Completion Over Time at Erie County Water Authority, New York

By Nisha Thuruthy, PE, Consultant and Joel Nickerson, Cityworks Analyst, EMA Inc.

W

hen Erie County Water Authority (ECWA) c h o s e t o i m p l e m e n t C i t y w o rk s , t h e orga ni z at ion u s ed the opportu n i ty to

develop new management tools that help track how departments are completing work over time. Cityworks data was used to shape two very different reports.

The first report contains a burndown chart. Burndown charts are typically used in project management and are particularly common in the agile project management method frequently used for IT projects. A burndown chart shows remaining work over time. It shows the quantity of existing work and past rates of work completion. These charts can be used for predicting when all of the work will be completed.

Winter is the main break season in the Buffalo area. These repairs often require final restoration of street surfaces, curbs, or lawns, which cannot be completed during the winter. Consequently, the restorations accumulate over the winter until work can begin in the spring. When the seasons change, Erie County staff and contractors push to complete restorations over the summer and fall. ECWA's restoration inspection group is responsible for managing a pair of final site restoration contracts.

42 InPrint | Fall 2016

THESE RESTORATION WORK ORDERS ARE PLACED INTO DIFFERENT STATUSES TO GUIDE THEM THROUGH THE RESTORATION WORK PROCESS: New Work Order Restoration work orders start in “New Work Order” status.

Planned Construction inspectors do site preinspections to estimate materials required, then place work orders into “Planned” status.

Assigned The work orders are reviewed by the restoration coordinator, then provided to the contractors and placed into “Assigned” status.

Work Complete When the contractors have completed the work, they notify ECWA and the work orders are placed into “Work Complete” status.

Office Complete After invoices have been received and processed, the work orders are placed into “Office Complete” status.

Closed After the field and office work is complete, the restoration manager reviews and closes the restoration work order, giving it a “Closed” status.

PARTNER COMMUNITY

Figure 1: This burndown chart shows the accumulation of work and the corresponding amount of work completed over a period of time.

A burndown chart is a good way to show the accumulation of waiting restoration work over the winter and then the completion of that work in the spring and summer. We designed our burndown chart to show work by status. For example, the burndown chart in Figure 1 shows that the work has still not peaked at 650 open restoration work orders being managed in Cityworks this year. The chart also makes it possible to see bottlenecks in the process. Bottlenecks are seen where there is a widening of one category over time that is not mirrored by a widening of the next step in the process.

In this case, the assigned work increased quite a lot, but was not shown as “Work Complete” at the same rate at which it was assigned, which shows that the contractor was not completing the work at the same rate at which it was assigned. However, the band of “Assigned” work begins to widen in early August, showing that the contractors are catching up. Under normal circumstances, the build-up of “New Work Order” statuses (in blue) could be seen throughout the winter; however, Cityworks was implemented for the restoration group on April 1. ECWA management will be able to track the build-up of restoration work over the winter of 2016–2017.

The key to a successful burndown chart is the Cityworks audit log for work order fields, which tracks changes in field values and when they were made. We query this log to find historical CONTINUED ON PG 44

statuses for each restoration work order, so we know the date each work order changed status.

The second report shows a preventive maintenance production chart. Rather than counting down work that needs to be completed, this report keeps a running total of completed inspections over time. Preventive work, like hydrant inspections, is created at the start of a maintenance cycle and gradually completed over time. The report compares a running total of completed inspections to a pace line, calculated to complete all open inspections in the configured cycle time for the work.

In this case, the cycle time for the work lasts from April 1 to October 31. During this cycle, the crews are expected to complete almost 19,000 inspections. The production report shows that summer service inspections of hydrants were initially being completed at about the right pace, but the program started a couple of weeks late. We can also see that production has slowed a bit during the middle of July. The manager can use the distance between the production line and the pace line on the report to show how many extra inspections must be done to catch up to pace—in this case, about 2,000. (Figure 2)

Both reports are useful because they show a history of work completion, giving context to how our organization got ahead of or behind schedule. Both reports show numbers, but also show a visual representation of the numbers. Visual representations of data can show spikes or dips in productivity that aren't readily apparent with a report showing only the percentage completed.

These reports are an example of how a work management system like Cityworks can provide useful data in the management of a utility. By leveraging the system to provide insights into what is happening over time, ECWA can actively manage work and priorities. The insights can also show productivity and total backlog to predict the costs of additional capacity. Now, for the first time, ECWA’s management can be proactive and make decisions based on real data.

Figure 2: This chart compares the number of completed hydrant inspections (yellow line) to the expected rate of completion (blue dotted line).

44 InPrint | Fall 2016

TECHNOLOGY

Storeroom Tools & Tips

By Brad Johnson, Industry Practices Manager, Cityworks

E

nhancements to Cityworks Storeroom ma ke it an even more powerful tool t o a s s i s t i n m a n a g i n g m a te r i a l a n d

inventory. Here is a look at some of the new functionality.

Figure 2: The storeroom you were in last is automatically accessed when you sign in again.

AUTOMATICALLY ACCESS THE

RESIZING THE MATERIAL LIST

LAST STOREROOM

The ability to resize the Material list by clicking on the bar

Storeroom remembers the last storeroom you were in and

between the material list and the function panel and sliding

will automatically access that storeroom when you sign in

it up or down. (Figure 1) This will increase or decrease the

again. (Figure 2)

number of items displayed.

CONTINUED ON PG 46

Figure 1: Click and drag the bar between the Material list and function panel in order to increase or decrease the items displayed in the Material list.

InPrint | Fall 2016 45

UTILIZING STOREROOM OPTIONS Using Options in Storeroom is a great way to view additional information and organize the Material list. By clicking the Options drop-down arrow, users can choose to sort the material in the list by name or description, as well as in ascending or descending order. (Figure 3) The Show Details check box at the bottom will display additional information in the Material list. Including any pictures that are associated with the item, Show Details will display the unit cost on the right side and a View Stock drop-down arrow, which allows a user to view quantity on hand in any and all the storerooms. (Figure 4)

SEARCHING FOR MATERIAL Storeroom includes a search tool to quickly find or filter materials. (Figure 5) Simply type any part of the material ID or description into the search bar located under the Storeroom drop-down list and it will return the results.

CREATING SAVED SEARCHES One of the most frustrating and redundant activities is having to reenter information for searches and results. Cityworks makes this simple by allowing you to create Saved Searches that can be recalled or edited at any time. Additionally, these saved searches can be stored in your inbox and updated in real time. This is now true for Storeroom as well. Any material or storeroom transaction can be searched and the search can be saved. For example, a search for transactions in the last 30 days is a common activity.

(Figure 6) That search can now be created and then saved. You can specify the date range, type of transaction(s), and the storeroom(s). Select any options from the Visible Fields list that you want to display and click Save Search As. Give the search a name, description, and specify who can access this saved search.

(Figure 7) If permission is granted to groups or domain users, they can store this search in their own inboxes as well.

To view a saved search, click Open in the menu bar (Figure 6) and then select the search from the list that appears. (Figure 8) CONTINUED ON PG 48 Figure 3: Click the Options drop-down arrow to view additional information and organize the Material list.

Figure 7: Users can easily create saved searches and share them with others.

46 InPrint | Fall 2016

Figure 8: Open a previously saved search to quickly locate frequently-used information.

Figure 4: Click the View Stock drop-down arrow to view the quantity on hand.

Figure 5: Enter text in the search tool to quickly filter and find materials in the list.

Figure 6: Use the search tool to locate transactions made in the last 30 days.

InPrint | Fall 2016 47

UTILIZING DATE BOXES The date range boxes on the Storeroom search form can be very helpful. Searches can be done on date ranges and last, next, or previous time frames. However, if you leave the From box blank and only enter a date in the To box, the results will include everything prior to the date entered. (Figure 9) Entering a date in the From box and leaving the To box empty has a similar effect. It will show everything after the specified date. (Figure 10)

ADDING MATERIAL FOR TRANSACTIONS When selecting materials in Storeroom, there is a Selected drop-down list that appears in the top-right corner, above the Storeroom drop-down list. (Figure 11) This drop-down list

easily keeps track of all materials that are selected. From this drop-down list, you can confirm the materials being selected before adding them to the function panel.

If a material in the drop-down list is incorrect, click the X next to it to remove it. (Figure 12)

ADDING SUPPLIERS If you are adding new material or if you are receiving or creating a requisition for a new material, and a supplier has not yet been assigned to it, this can be done straight from the respective screens. Click Add Supplier and quickly add a supplier. (Figure 13) CONTINUED ON PG 50

Figure 9: By only entering a To date, users can see all the transactions that occurred before the date entered.

Figure 10: By only entering a From date, users can see all the transactions that occurred after the date entered.

48 InPrint | Fall 2016

Figure 11: Click the Selected drop-down arrow to view materials you have selected.

Figure 12: Click the X next to a material to remove it.

Figure 13: Users can add a supplier when adding, creating, or receiving new material.

InPrint | Fall 2016 49

An Add Supplier panel will appear, and you can either select an existing supplier or add a new supplier. (Figure 14)

UTILIZING CYCLE COUNTING Storeroom is equipped to streamline your inventory and auditing processes. Each material in each storeroom can be assigned an audit interval. This means that the same material, whether in a storeroom or on a truck, can be assigned its own time frame for cycle counting. Simply set the Cycle Interval and Cycle Unit based on your organization’s preference. (Figure 15) You can also utilize the saved search features to display cycle counting information in your inbox, where it will be available at any time. Use the Storeroom Stock section to enter search criteria, save the search, and then it can be performed quickly whenever you need it. (Figure 16)

Once the search is performed, you can simply select the item to be confirmed or adjusted, verify the quantity and cost, add it to the list, and then it can be confirmed and committed.

(Figure 17) When committed, Storeroom will automatically adjust the Next Audit Date, based on the criteria established for the material in that storeroom, to the appropriate future date. By utilizing this feature, annual inventory could become a thing of the past. The audit results and transaction history can be printed or saved in PDF format, and the transaction can be searched for at any time as well as shared with internal or external auditors.

Figure 14: Add a new or existing supplier.

Figure 15: Set the Cycle Interval and Cycle Unit based on your organization’s preference.

50 InPrint | Fall 2016

Figure 16: Users can search Storeroom transactions based on cycle counting information.

Figure 17: Verify the quantity and cost of your search, and then it can be confirmed and committed.

InPrint | Fall 2016 51

FROM THE DESK OF BRIAN HASLAM

Cityworks Announces New Investment Partners ®

Polaris Partners and Blue Cloud Ventures

A

t the very end of 1995, I founded Azteca Systems—Cityworks and began articulating the concept and benefits of GIS-centric software for public asset management. Through good fortune, several ‘angel investors’ believed in me and Cityworks and were critical to Cityworks becoming the major system that

it is today. Because of changes in life’s circumstances, several of my long-time investment partners have expressed a

desire to diversify their investment portfolios. Respecting their wishes, I began a multi-year search to find new partners who believe in me, my staff, Cityworks, and the GIS-centric approach. In Polaris Partners and Blue Cloud Ventures I have found such partners who have a long-term vision and value the importance of Cityworks and GIS-centric in the public asset management market space.

Bryce Youngren, managing partner at Polaris Partners, commented, “We are thrilled to be partnering with Brian and the entire team at Cityworks. As evidenced by its growth and customer retention, Cityworks provides a best-in-class combination of domain expertise, innovation, and service. We look forward to partnering with the team to help accelerate their footprint both in the U.S. and abroad.”

“We look forward to partnering with the team to help accelerate their footprint both in the U.S. and abroad.”

Bryce Youngren, Managing Partner at Polaris Mir Arif, partner at Blue Cloud Ventures, added, “Brian Haslam and his team have built a highly valuable business by maintaining a razor-sharp focus on customer success.

We look forward to partnering with them as they continue enhancing and expanding the Cityworks GIS-centric public asset management product portfolio to meet customer needs.”

With our clients and partners, the Cityworks team is excited to continue advancing the banner of GIS-centric, including incorporating the ArcGIS Web GIS patterns—the Web GIS-centric Platform. We are excited to have two great new partners who serve on our board of directors. I am still the president and CEO, and my brother and I are majority owners.

The Cityworks employees our clients and partners have come to rely on are still with us. Cityworks with ArcGIS can still be counted on to help manage the critical public asset management workflow needs for smart local government and utility organizations, today and for the future.

ABOUT POLARIS PARTNERS Polaris Partners invests in

exceptional technology and healthcare companies across all stages of their life cycles. With offices in Boston, San Francisco, and Dublin, we partner globally with an unparalleled network of repeat entrepreneurs, top scientists, and emerging innovators who are making significant contributions in their fields and improving the way in which we live and work. For more information, visit www.polarispartners.com.

ABOUT BLUE CLOUD VENTURES Blue Cloud Ventures

(BCV) is a New York-based growth equity fund focused on providing flexible capital to innovative cloud-based enterprise software companies. Within three years, BCV has raised two sequential funds, backed twenty market-leading software companies, and quickly differentiated itself with its unique investment strategy of providing right-sized financing to target gaps in the growth and late stage funding markets. For more information, visit: www.bluecloudventures.com.

LO T

OJA Lo g 2 016 — an, ro U T, to J ad c ycl acks ing r on, W Y a c e, Dir t y

sm

Run est B —W

g ev

Hunt

it u t e

Mud

c y c l in

f it in g

r I nst

N inja

H u nt

ro a d 140 — n a m s

ene ent b

nce an Ca

e n d, Wisc onsin

CORPORATE COMMUNITY Cityworks volunteers could once again be found helping at community events throughout the country.

PWX 2016, BEST BOOTH AWARD Presented to Cityworks

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

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

training ad