InPrint Spring 2007

Cityworks

InPrint

Vol. 6, Issue 1, Spring 2007

Delivering Innovative GIS-Centric Maintenance Management Tools for Your Organization

Oklahoma City’s Widespread Use of Cityworks

by Stan Reichert, Oklahoma City, OK and Lindsay Ferguson, Azteca Systems, Inc.

At 622 square miles, Oklahoma City is one of the largest cities by land area in the United States. Home to more than half a million residents, the city boasts some of the best water quality in the nation and provides top services to its many customers.

In 1995, the Oklahoma City Water and Wastewater Utilities group developed an in-house system to manage citizen requests and subsequent work orders.

However, this soon became bogged down with hundreds of thousands of work orders and led the City’s information technology (IT) team to search for a commercial system to meet their needs. Their top priority was finding an easy-to-use system that functioned with GIS.

After looking into many systems, Oklahoma City selected Cityworks by Azteca Systems. The IT Department and GIS division in Oklahoma City had long recognized the benefits GIS provides for data visualization.

Using Cityworks provided GIS-based maintenance management tools for the water and wastewater staff and made perfect sense. In addition, the open architecture of the Cityworks database would make it easy to interface with their existing business systems. Azteca was awarded a contract in January of 2003 to implement Cityworks in the Line Maintenance Division of the Water and Wastewater Utilities Department, with the intention of deploying Cityworks throughout the remainder of the city in the future.

Azteca gave Oklahoma City an estimated threemonth time frame to implement Cityworks in the Line Maintenance Division with the help of Stan Reichert and Stacey Saunders, both IT Project Managers at Oklahoma City.

In August of 2003,

Cityworks Provides St. Johns County, Florida, a Complete Solution for Asset Maintenance and Financial Management Needs

by Rocky S. Agbunag, St. Johns County, FL and Lindsay Ferguson, Azteca Systems, Inc.

Financial management is an important part of every organization, and what establishment wouldn’t jump at the opportunity for a more effective way to manage resources and account for expenditures?

More and more cities and municipalities using Cityworks are beginning to do just that by taking advantage of the new Cityworks budgeting tools, suggested

by St. Johns County, FL. The ability to combine financial management and analysis with asset maintenance management increases the level of detail being tracked with Cityworks while improving financial accountability.

St. Johns County is located in the northeast corner of Florida and is part of the Greater Jacksonville Metropolitan area. The county is one of the highest income counties in the United States and home to some of the country’s most beautiful beaches.

Cont. on page 26

INSIDE THIS ISSUE

2

President’s Corner

4

Software Update

6

New York City Trees

8

Project Mgmt.

Update

Cont. on page 28

10 12 14 18 Client Services

Partner News

UC07 Info.

For more information on Cityworks and Azteca Systems, visit us online at http://www.cityworks.com

Regional News

InPrint Editor in Chief: Tom Palizzi Editor: Kaye Ryser Advertising: Kaye Ryser Azteca Systems, Inc. 11075 South State Street, Suite 24 Sandy, UT 84070 801-523-2751 www.cityworks.com To receive a subscription or to change your address, please send your contact information to: inprint@cityworks.com or call 801-523-2751 Founded in 1986, Azteca Systems, Inc. is the leading provider of GIS-Centric Enterprise Asset Maintenance Management Systems for Public Works and Utilities.

Built exclusively on top of ESRI’s leading GIS technology, Cityworks is powerful, scalable, and affordable.

PRESIDENT’S CORNER

by Brian Haslam, President/CEO

We hope all of you are able to attend the upcoming Cityworks User’s Conference, May 22-24, Park City, Utah. See details at http:// conferences.azteca.com/. This year’s conference will be packed full of excellent workshops, training, information, and opportunities to socialize. Perhaps more than any conference, the 2007 User Conference is an important event for our Cityworks Users.

One of the major topics of the conference will be the release of Cityworks Server Maintenance Management System. We are going to move from the terminology of Cityworks Server to Cityworks MMS. Why? Because our browser/server solution is expanding to include permitting and this will give us the ability to distinguish between maintenance management and permitting. This may come as a surprise to some of you. We will be unveiling Cityworks Permitting at the User Conference.

How to Reach Us: Tel.: 801-523-2751 Email: info@cityworks.com InPrint is published by Azteca Systems, Inc. (Azteca), at 11075 South State, #24, Sandy, UT 84070. InPrint contains material of interest to utility and publics works organizations.

Copyright © Azteca Systems, Inc. 2007 All rights reserved.

Printed in the United States of America.

The information contained in this document is the exclusive property of Azteca Systems, Inc. The 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, Inc. All requests should be sent to Attention: Cityworks InPrint, Azteca Systems, Inc., 11075 South State Street, #24, Sandy, UT 84070. The information contained in this document is subject to change without notice.

Azteca Systems and Cityworks are registered trademarks; Cityworks Desktop, Cityworks Anywhere and Cityworks Server are trademarks; of Azteca Systems, Inc.; and www.mycityworks. com, www.gocityworks.com, @azteca.com, www. azteca.com, @cityworks.com, and www.cityworks. com are service marks of Azteca Systems, Inc.

Cityworks GIS-Centric Local Government Suite and More

The largest Cityworks market is for local government. Increasingly, public and private utility organizations are using Cityworks for their maintenance management needs. We are seeing the deployment of Cityworks by various organizations for facility management. We welcome the broadening of the Cityworks market and our GIS-centric approach. This in no way diminishes our commitment to our local government users. A tangible example of our commitment to our local government users is the unveiling of Cityworks Permitting which will be discussed in detail at the User Conference in a Permitting Track.

The names of other companies and products herein are trademarks or registered trademarks of their respective trademark owners.

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INPRINT /SPRING 2007

President’s Corner

(cont.)

Cityworks MMS Two years ago we promised our Cityworks users that what we were calling Cityworks Server would “co-exist” with Cityworks Desktop. We have gone through an evolution of terminology but the concept and commitment remain the same. Cityworks MMS remains fully cross-platform compatible with Cityworks Desktop and Cityworks Anywhere. We are very proud of this accomplishment. As much as anything we can do, cross-platform compatibility provides our clients with the assurance that Azteca Systems is committed to superior customer support.

Cityworks Cross-Platform Compatibility

It would have been much easier for us to have developed a browser/server-based maintenance management system that worked separately from our legacy Desktop and Anywhere systems. Indeed, our competitors have approached their development in this manner. To the best of our knowledge, Azteca Systems is alone in providing the assurance of crossplatform compatibility. This assurance provides tangible benefits that are substantial.

• Avoidance of costly data migration • Avoidance of down-time for retraining • Avoidance of lost functionality Let us consider the value of each of these assurances. Certain vendors will provide browser software for no charge but require an extremely costly data migration that must be performed by the vendor. Their browser software being completely new software requires retraining of staff. And, their browser software (as even Cityworks) will have some gaps in functionality. If the option is to only utilize browser software, then how do you manage if crucial functionality is not yet available? The Cityworks cross-platform compatibility avoids all of these pitfalls.

At the Cityworks User Conference, we will announce what I believe you will all agree is a very favorable pricing model for Cityworks MMS that includes switching Desktop and Anywhere licenses for Cityworks MMS logins.

As mentioned above, Cityworks MMS has some gaps in functionality as compared to Cityworks Desktop and Anywhere. For example, those users who utilize the Micro PAVER Interface will need to continue using Desktop. However, other users in the organization who do not directly interact with Micro PAVER can utilize Cityworks MMS. Cont. on page 21

INPRINT / SPRING 2007

PAGE THREE

Software Update

Cityworks Server

by Carl Horton, Ph.D. Software Development Director

About 14 years ago, the executive director of the regional water agency where I worked made a comment to our IT group about how he wanted to access the GIS, track the weather for hurricanes or major rain events, view lake levels for flooding, monitor pump stations, send email, look at the agency’s financial system, and even make a work order to open flood gates. He wanted to do all that from within one application. From my perspective as a developer, I didn’t have the slightest clue how to implement a solution to this problem other than to give him a PC, put a ubiquitous VAX terminal on his desk, bring in a TV with CNN weather, and keep printing him an endless supply of ArcInfo maps. Over the past couple years of Cityworks Server development, I have thought of his comments fairly often. By converting his ideas into more of a generic problem, it boils down to a simple goal for local governments or utilities to posses the ability to create their own technology platforms where users can control and mix data in loosely-coupled systems, use it on different types of displays, and design much of the user experience. Today, while the same problem exists, we are much closer to a reasonable solution.

With extensible software solutions like ArcMap, vendors can expand the software’s original purpose beyond traditional GIS applications to uses such as those found in Cityworks.

For many users, this is an effective tool, but difficulties in IT management at the desktop level and lack of ability to loosely couple with other systems make it ineffective as a complete solution. The goal of Cityworks Server is to put Cityworks and GIS functionality into an open framework already found on most computers, allow a high level of customization capabilities, support the loose coupling to other systems needed to tailor an individual user’s needs, and still permit Cityworks Desktop users to interact with the system.

On the client side, Cityworks Server operates within a browser and incorporates the core functions of GIS-based work management. On the server side, Cityworks Server utilizes ArcGIS Server, Internet Information Services (IIS), and .NET framework 3.0 to generate pages for the client.

The core functions of map interaction, creating service requests and work orders, querying, and reporting are similar in functionality and appearance to Cityworks Desktop. Server has better query and reporting functions than Desktop, easier access to inspections, attribute and graphic editing, an enhanced contract and project management toolset, and the ability to couple the user and server environments into other systems. End users no longer need to have any ESRI software or Microsoft Word installed on their computers.

The query and reporting tools are perhaps the most applicable to a wide range of users. Searches can now include multiple values for a field, and date ranges are dynamically determined. Users can build a query, such as find all work orders of description types A, C, and D that were created last month and assigned to supervisors X, Y, and Z. This PAGE FOUR

query can be saved and run anytime during the month to report last month’s results.

Queries can also be created by domain or group-level administrators and shared to other users. This is especially useful for managers or other less-frequent system users. Search results can be grouped, printed, and viewed in graphs and charts. Crossdomain composite reports can also be easily created by administrators.

Cityworks Server Map

Some of the new Cityworks workflow enhancements include: • Users can create work order inspections without first creating a work order.

• Service request questions and inspection fields can be presented to the user in linear or branched formats. In Cityworks Desktop, questions are presented in branched format, meaning they are presented to the user one at a time, and depending on answers to questions, different questions may be asked. The linear format lists all the questions or data fields and the user fills in the data in any order.

• Users can now perform both attribute and graphic edits on the GIS. User permissions range from view only, attribute edit only, and full editing. This does not require additional end-user licensing, but does require ArcGIS Server Enterprise.

• Project Manager is enhanced to include basic budget allocation and expenditure tracking, and projects can be nested within each other so that costs roll up. Contract management is tightly coupled with the project manager and individual work orders. The Contract Manager supports creating individual contracts with line items, which can be directly expensed to a work order. Managers can easily monitor contract expenditures and aggregate expenditures through projects.

• The ability to couple the user and server environments into other systems is supported through a few different methods. For many users, the ability to open other web applications or view data through Inbox or Dashboard

INPRINT /SPRING 2007

Software Update pages will provide an easy portal to other systems. Inbox pages are user definable and can contain a wide array of widgets and components. Cityworks Server contains a number of basic widgets such as announcements, calendars, contact lists, and so forth, in addition to the ability to display third-party pages and widgets. Serverlevel interaction is achieved through the use of the Cityworks Web Service, which supports the creation, editing, and query of service requests and work orders with external web services. This works well for other web applications, such as customer service request websites, SCADA interfaces, and so on.

(cont.)

capabilities of Cityworks Server, you must have the Enterprise edition of ArcGIS Server.

You should consult with ESRI concerning the specifics of your ArcGIS Server needs. Azteca Systems or Cityworks business partners can assist you in installing a web server and ArcGIS if needed. It is possible to have Cityworks Server, ArcGIS Server with its components, and the database all on one machine. As a general rule, however, you should plan on at least two server machines. One server can have the web/ArcGIS/Cityworks servers, while the other contains the ArcGIS geodatabase and Cityworks work management data.

Larger implementations will require careful planning for scalability and load issues and may need more servers.

After installing ArcGIS Server and a web server, the Cityworks Server software is simply copied into a website folder in IIS. Cityworks Server builds on the normal Cityworks Desktop configuration process, although there are a few additional items that will need to be configured, mostly security settings.

You must have at least one license of Desktop ArcGIS to create the .mxd file used in creating the ArcGIS Server map display. This map display is incorporated into Cityworks Server. Cityworks Server also adds a new event-layer capability to ArcGIS Server which requires some additional configuration.

Cityworks Server Search Results

In order to implement Cityworks Server, you will need the Cityworks Server software, your existing Cityworks database server, a web server running IIS, and ArcGIS Server software. In many cases, two servers will be required: the web application server with ArcGIS Server and the database server for GIS data.

End-user computers running Cityworks Server do not need any ArcGIS software installed. A browser, preferably Firefox or Internet Explorer, and Microsoft Word Viewer are the only software needed on client computers. You must have at least one copy of Microsoft Word 2007 to create or maintain printing templates. However, end-user computers running Cityworks Server do not need Microsoft Word installed, but do need the free Word Viewer software installed.

ArcGIS Server is licensed for different size user groups.

ArcGIS Server has three editions, each with increasing functionality (Basic, Standard, and Advanced). It is also licensed by levels, or scalability, for either very small workgroups of 5-6 users or an unlimited number of users (Workgroup or Enterprise).

Most Cityworks sites will need the Enterprise level because the workgroup level only utilizes Microsoft SQL Server Express, 1 GB of RAM, and 4-6 users utilizing a single .mxd and geocoding service. The Enterprise level supports connections to all editions of SQL Server and Oracle with the user limit being a function of processor capabilities and complexity of user transactions. ESRI estimates that 15-150 users can be supported by one Enterprise license/server.

With respect to functionality, only the Standard or Advanced editions will work with Cityworks Server. The Standard edition is roughly analogous to ArcView functionality. The Enterprise edition provides full functionality, most importantly editing.

If your users intend to utilize the attribute or graphic editing

INPRINT / SPRING 2007

Cityworks Server Service Request

Cityworks Server utilizes the users and groups from Cityworks Desktop; in addition, you can specify which groups and/or users have access to which pages. For

ď Ą

PAGE FIVE

Software Update

(cont.)

example, you may have certain users, such as contractors, that you may give access to only one or two pages in the system.

While everything in the Cityworks Server user interface is configurable or customizable, most sites can use the “outof-the-box” user interface. While the default interface is applicable in most cases, you will likely want to customize some of the navigation tabs, change styles, and modify the contents of the Inbox. Each domain can have a different overall look and feel.

Some sites may want to have a very customized look and feel to their Cityworks Server. Every page, page panel, field, text label, and so forth can be tailored by Azteca Systems as an additional element of the software implementation. The possibilities are endless. J Cityworks Server Work Order

New York City Blends Work Orders and GIS to Expand Its Tree Inventory Management System

by Carl Horton, Ph.D. Software Development Director

Trees are a simple way to enhance the quality of urban life.

For many city dwellers, trees are the only way to interact with nature, and often the only way to identify with broader environmental issues that have a direct impact on their lives.

The planting and maintenance of the living part of the urban infrastructure is as important as the roads, traffic signals,

utility networks, and the built environment that make cities livable.

New York City is the largest, most densely populated urban area in the nation. It also has one of the most extensive urban forestry networks in the country. Starting with Bowling Green Park in 1733, New York City has developed a rich urban greenscape covering 38% of the city. The City maintains such notable gems as Central Park and Prospect Park along with 1,700 other city parks. Beyond parks, the Department of Parks and Recreation cares for approximately 2 million trees along streets and parkways. Primary street tree operations include planting approximately 10,000 trees each year and a cyclical 10-year pruning program. The city’s 6,300 miles of streets have room for more than one million additional trees that will benefit from the aggressive street tree planting program.

Citizen involvement in tree management and planting is important and managed through a novel mix of programs.

New York City’s “Tree Count!” survey encourages volunteers to help enhance the understanding of the city’s trees. This survey hopes to gather enough information to understand changes in the tree population since the last survey ten years ago, and to determine a monetary value of the street tree

PAGE SIX

INPRINT /SPRING 2007

Software Update collection. By determining the dollar value of environmental and aesthetic benefits, the city can show how much is saved due to the trees’ ability to reduce energy, clean the air, absorb carbon dioxide, clean water, and increase property values. Unlike many cities, New York City manages tree planting through a tree permitting program. The permitting process for tree planting is essential to ensure an adequate mix of tree species in order to avoid the historical problem of loading up on one or two species, and leading to potential widespread tree mortality through insect or storm damage.

The importance of proper tree maintenance resulted in an examination of systems used to manage the City’s trees.

Each of the five boroughs managed tree maintenance through stand-alone systems with no network connectivity.

This resulted in disparate issues such as burdensome management reporting, inadequate data structure design, data quality problems, and frequent database corruption.

Upgrading the system was not possible due to the vendor’s end-of-life decision and the unavailability of system source code.

(cont.)

a service request call can pass through different management layers before transmission to field crews and subsequent resolution.

Through a rigorous scope-of-work and problem-definition process, the City decided to implement a browser-based forestry management system (ForMS) built within a .Net 2 architecture based on ESRI’s ArcGIS/ArcSDE Server 9.2 and Azteca Systems Cityworks, with additional support from Bowne AE&T Group and Camp Dresser & McKee (CDM.) The key system requirements included centrally managed servers, a GIS-based tree inventory, and a work management system that operates directly on the GIS-based asset inventory.

Due to enter the production environment in the first half of 2007, ForMS will include many distinctive capabilities above and beyond the core requirements of a GIS-based work management system. The system supports the full range of key business processes for work orders, inspections, and service requests in a security-enabled environment.

A unique and important aspect of the user interface is the dynamic GIS map that can be found on each page. Users can use standard map display, geocoding, and event-layer tools to visualize a broad range of ongoing and completed work activities. The system is designed for the mobile work force, allowing dynamic, live interaction from the field. Users can directly edit GIS map features and their attributes in the browser without the overhead of subsequent data uploading to a server.

These capabilities, coupled with full map interaction, optimized tree inventory and maintenance history, and reporting functions are available to system users. In addition, the user interface is designed such that the entire web application, screens, data forms, and data fields are configurable with respect to display styles, layout, and view/ edit capabilities.

The increased emphasis on proper tree management over the last decade also dictated additional needs such as the ability to manage the large number of contractors pruning and planting trees, permit administration, tree damage resolution, and the ability to manage activities in pest and disease quarantine zones. In addition to new work management capabilities, the Parks Department needed to perform these functions in the field with wireless connectivity, utilizing GIS and aerial imagery to support work management and perform field mapping. Another critical element in the system design was a seamless integration with the City’s 311 system. It is important that 311 serves as a single point of contact even though a complex series of data transactions that begin with

INPRINT / SPRING 2007

Other important functions include the ability for each user to incorporate individualized reports, queries, map displays, and other web parts into the user’s Inbox page. Due to a flexible architecture design, users can place web parts designed for ForMS on the page, along with third-party plug-ins such as Google Gadgets, Microsoft Web Parts, Sharepoint Portal components, XML data feeds, and many other common web elements. This allows users to incorporate peripherally related data and information that are not core components of ForMS, but are directly related to a particular user’s job needs. Other system capabilities include a project manager with embedded contract management, permit management, seamless 311 integration at the server level, and a large array of management reports.

Upon successful implementation of ForMS, the New York City Parks and Recreation Department will be prepared to move forward with an ambitious set of programs and objectives to help manage and maintain the urban forest that is gaining in value and importance to the city’s citizens. J

PAGE SEVEN

Project Management Update

By Using Cityworks, the City of Ann Arbor’s Sidewalk Inspection Program Saves the City $52,000 per Year!

by Dave Wilburn, City of Ann Arbor, Michigan and George Mastakas, Director of Enterprise Solutions, Azteca Systems, Inc.

I’m always asked: “What will my ROI (return on investment) be by implementing Cityworks?”

This isn’t always the simplest question to answer because there are so many factors that can go into determining ROI. As well, a ROI result for one organization may not be applicable to another, or it may not be equivalent.

One thing goes without saying, and that is that there are tangible and intangible economic advantages an organization will realize by implementing Cityworks. Sure, these advantages can be of varying importance and worth, but the fact is they apply to everyone who uses our software. I’ve listed a few below… By no means is this all of them. Hopefully your organization is experiencing these benefits – and more: • Centralized database with greater ability to share data; • Increased ease in updating and accessing data; • Directly leverages the organization’s use of their ESRI geodatabase; • Scales across ESRI’s product offerings (Engine, Desktop, and Server), and, therefore, scales across the organization’s users (field user, office user, administrative user, manager, and even citizens); • Built on a framework that lends itself to integration with other systems (e.g. financials, SCADA, document management, modeling, asset condition assessment, billing, 311).

So it’s good to know there are benefits there, but what folks really want are numbers. Managers want to know what all this good stuff boils down to. Well recently, the City of Ann Arbor, MI (one of our longtime customers) embarked on such an effort. Like many of our users, Cityworks is Ann Arbor’s enterprise-wide choice for CMMS. They run it in many areas throughout the City, but not all… not yet, at least. Their goal is to standardize the City on Cityworks. To this end, they recently rolled it out to the sidewalk inspection group within Public Services, and as part of this effort, resolved to conduct a study to see what the economic benefit would be by using Cityworks. The result of this would prove to be pivotal because it would dictate the pace at which other groups within the City would be brought online.

Ann Arbor’s sidewalk inspection program particulars…

• Ann Arbor sidewalk inspection staff are tasked with inspecting every sidewalk in the city every five years for all 27,000 parcels; • An inspection consists of a/an: - Visual inspection of the sidewalk/ driveway in the ROW - Notification to the homeowner that the inspection took place - Temporary, immediate corrective measure if needed to bring the violation up to code - Notification to the homeowner to fix any problems - Plan for repairs if the homeowner does not fix - Inspection of repair forms - Final inspection after repairs are made - Bill to the homeowner, including sending a collection to tax roll if the homeowner does not pay The pre-Cityworks way: • Two teams of interns take a pile of paper inspection forms and walk targeted streets.

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Project Management Update

(cont.)

• They complete an inspection form for only the properties with a violation.

• They take digital pictures of the violations.

• All phases of the inspection and billing are tracked by paper.

• Once the paperwork is completed for each phase, it is entered into a custom Access database which takes at least three days.

• Pictures are stored in a separate location; no link other than by filename.

• A minimum of three days is required before inspection results are available to city staff… as it is too hard to find an inspection in a pile of papers!

The Cityworks way: • Two teams of interns each take a tablet PC loaded with ArcGIS, the City’s base data, and Cityworks.

• Unlike above, they create (in the field) a sidewalk inspection work order for every property on their tablet PC (the work order is created against a parcel; custom fields are used to track the data).

• They take pictures of the violations.

• Back in the office, - they upload the sidewalk inspection work orders into the main Cityworks database using DataPump (which comes bundled with Cityworks).

- they associate photos to the sidewalk inspection work orders (on the Attachments tab).

- a backend database routine is automatically executed, which associates parcel and owner information to the uploaded sidewalk inspection work orders.

• All phases of the inspection and billing are tracked in the Cityworks sidewalk inspection work order vs. paper forms which can easily be lost.

The benefits: • Direct cost savings: - Because of the reduced time it takes to enter data, the City realizes a savings of $500/week per team.

Citywide Map of Sidewalk Inspections

Street-Level View

Cont. on page 24

INPRINT / SPRING 2007

PAGE NINE

Client Services Update

Out and About

by Wayne Hill, Director of Client Services

Lately I’ve been packing my bags and getting out to see how everything is going with our clients. Over the past few months, I’ve had the opportunity to visit site in Indiana and Utah — St. George, Provo River Water Users, Seymour, Terra Haute, Salt Lake City Public Utilities, and Sandy City Public Utilities. It’s always nice to see how everyone is using Cityworks and to be able to sit down and help whenever needed. So don’t be surprised if you receive a call from me seeing if I can stop by and say hello.

Cityworks Client Spotlight Sandy City Public Utilities – Sandy has been using Cityworks with DataPump for water, stormwater, and streetlights since 2000. This past fall they decided to move from ArcView 3x to SDE with ArcGIS. Making this change required the City to look at several different items. First was the fact that they wanted to give their field crews the capability to edit GIS attributes via laptops in the field. This concept brought in another big factor, the cost of the ArcGIS software. Having 13 users with this capability would mean 13 ArcEditor

licenses, which is not cheap. The next hurdle was how would they be able to keep the GIS edits in sync with their SQL Server SDE? So what have they done to resolve these issues? First, they migrated from Cityworks Desktop to Cityworks Anywhere and purchased 13 ArcGIS Engine standard runtime licenses with the ArGIS Engine runtime geodatabase update extension. This purchase gives the city the capability to edit their GIS attributes with a significant savings, around 40-50% off. The next step was the synchronization of the GIS. We worked with the City to develop a replication process via ArcGIS 9.2 using ArcCataog and ModelBuilder. Once the process was refined, the model was exported to a python script that could be stored on each field laptop. Now the field crews can modify the GIS attributes and synchronize the changes with a version on their SDE Server. This gives the field crews the capability to run Cityworks in the field, update the GIS attributes, and keep everything in sync. J

Cityworks Training - Choose the Option That Works Best For You!

by John Jarnagin, Support Training Manager, Azteca Systems, Inc.

Many exciting things are happening with regards to training at Azteca. Two pre-conference training classes will be offered in conjunction with the 2007 Cityworks User Conference in Park City, UT. Both courses will be offered at the conference host hotel, the Park City Marriott on May 20th and 21st from 8:00 AM to 4:30 PM. Intro to Cityworks ArcGIS Part I & II is designed to instruct in the operation of Cityworks from an end user’s point-of-view. The Cityworks Administration training is for people who administer Cityworks at an organization and covers the complete

PAGE TEN

implementation of Cityworks. To obtain more information and to register for these classes, please visit our Cityworks User Conference website: http:// conferences.azteca.com/training. asp. Seating is limited for both of these training sessions.

Our web training otherwise known as Remote Interactive Training (RIT) continues to be very popular among Cityworks users. RIT attendees range greatly in Cityworks knowledge and familiarity. Whether an organization sends a new-hire to be educated on Cityworks basics or long-time users register for a Cityworks refresher training, attendees find the convenience and reasonable pricing of these courses to be beneficial to them. For a description of courses, 2007 class schedule, and registration information, please visit:

http://www. mycityworks.com/ training/. If a course is not listed at a time convenient to your organization, there is the option of scheduling it on a more convenient date to meet your needs.

Speaking of web training, we will be unveiling a new website specifically for training. Cityworks Campus will allow Cityworks users to gain more information on a course, see current courses being offered, schedule a training of their choosing, and even pay for courses, all via the web. Please stay tuned for more information on this new addition.

New course offerings will be added in the near future, including a training course for Cityworks Server.

More information will follow as it is available. We truly appreciate getting feedback from Cityworks end users and administrators regarding current training offerings and suggestions for possible future classes. If you have feedback on this topic, please don’t hesitate to pass it along. J

INPRINT /SPRING 2007

Client Services Update

(cont.)

Partners and International Clients

by Kyle Boyd, Client Services Manager, Azteca Systems

Hello Partners and International Clients! My name is Kyle Boyd, and I am your “go to guy” whenever you need help.

I’m here to make sure all your Cityworks technical issues get solved. I’ve been with Azteca (loving every minute of it!) since November 2005, when I started as a Client Services

Manager over the northeast region of the US. In the past, I’ve also worked as a systems integration consultant and software trainer. I look forward to working with you. Thank you so much for your business! J

Partner News

Partner Directory Authorized Business Partners

Associate Business Partners

International Distribution Partner

• • •

• • • • • • •

• • • •

• • • • • • • • • • • • • • • • • • • •

Bowne Management Systems Chester Engineers Civic Engineering and Information Technologies, Inc. Civil Solutions GeoAnalytics, Inc. IT Nexus Jones, Edmunds and Associates Mactec Corporation Motorola Municipal Information Systems North Arrow Technologies NTB Associates OneGIS Power Engineers, Inc. Schneider Corporation Short Elliott Hendrickson Sunrise Engineering Timmons Group Velocitie Integration, Inc. VESTRA Resources, Inc. Westin Engineering Weston Solutions Woolpert

• • • • • • • • • • • • • • • • • •

INPRINT / SPRING 2007

Arcadis G&M Inc. Associated GIS, LLC BP Barber & Associates Burns & McDonnell CH2M Hill, Inc. Collier Engineering Concord Engineering Surveying (CESI) Data Transfer Solutions, LLC EMH&T Enterprise Information Solutions, Inc. GeoDecisions Greenhorne & O’Mara, Inc. KCI Technologies L. Robert Kimball & Associates Michael Baker Jr., Inc. OHM, Inc. PBS&J, Inc. PSOMAS Quartic Solutions Resource Data, Inc. Service4GIS, Ltd. Stantec Consulting Strand Associates, Inc. Vanasse Hangen Brustlin, Inc. (VHB) Wade Trim Associates

ESRI Canada ESRI Israel ESRI Sweden OneGIS, Carribbean

Strategic Partners • • • • • • • • • • • • • • • • • •

Bergmann Associates Cobra Technologies CompassCom Coulter Mapping Solutions Dig-Smart Earth Touch Solutions ESRI Hyland Software Laurel Hill Miner & Miner Motorola MWH Soft Orion Technology Inc. Peninsular Technologies RIVA Online Route Smart Tadpole Technologies TruePoint Solutions

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Partner News

Cityworks Advances Preventive Maintenance for Treatment Plant Assets at Lima, Ohio, Utilities Department

by Steve Kerr, VELOCITIE, Senior Consultant and Christine Seidl, Consultant

The City of Lima, Ohio, introduced Cityworks to nearly 100 personnel in its Utilities Department to facilitate its customer service, water treatment, water delivery, sewer collection, and wastewater treatment operations. Cityworks replaces multiple systems and databases to provide a single, easyto-use system for computerized maintenance of its water and wastewater operations. VELOCITIE Integration, Inc., an Azteca Systems business partner since 1996, assisted the City with the full implementation of Cityworks in the four divisions. Personnel in customer service, wastewater treatment plant, field services, and water supply and treatment have the ability to view, generate, and manage customer service requests as well as work order information for asset maintenance.

Gaining a better approach for preventive maintenance became a driving force in the Utilities operations as part of a directive from the Department’s Administration. Cityworks plays a major role in providing the information needed for preventive maintenance on equipment along its 250 miles of sanitary and combined sewer network and 400 miles of water distribution network. Cityworks is also the key system used to manage the maintenance of the Utilities Department’s approximately 40 treatment plant buildings, 50 tanks and towers, 5 reservoirs and lagoons, and 35 pumping and lift stations and river structures. Maintenance of the Department’s 75 vehicles is also managed using Cityworks.

Dave Schnipke, the City’s Environmental Compliance Manager, stresses the importance of Cityworks ease-of-use and access across the entire organization. “Personnel in the four divisions now have access to one user-friendly system and are gaining maintenance experience that extends to all areas – from plant to field operations. Replacing a paperbased work order process that was used in some areas with a computerized system creates a challenge, yet each day the staff gains a better understanding of what the system can do. Though we are still learning its capabilities, Cityworks presents answers to everyday questions within the whole organization and provides flexibility with all employees knowing and accessing the same system. This also addresses safety issues by getting complete and accurate information for plant assets into the hands of all employees.”

The Water Supply and Treatment division supplies drinking water from the Ottawa and Auglaize rivers, ensures water quality, and maintains regulatory documentation with a staff of 3 managers and 13 technical personnel. Bob Catlett, Maintenance and Pumping Foreman of the Water Supply and Treatment Plant, who has responsibility for training plant mechanics and operators on the new system, states: “Cityworks is easy to understand and allows us to gain better control of the work order process, maintaining the work order, and following it through to completion.” Water Supply and Treatment Plant personnel began using Cityworks five months ago, the first computerized maintenance management system put in place for their operations.

Using Cityworks for plant maintenance veers from the typical Cityworks implementation for field assets in that it makes heavy use of ArcGIS non-graphical objects (as opposed to ArcGIS map-based features). Users gain access to their plant assets by first selecting the building in which the objects reside (see Figure 1).

Figure 1: Cityworks Wastewater Treatment Plant View

Then, they select the object of interest from the hierarchy of features contained in that building (see Figure 2).

Highlighted here is the deployment of Cityworks in the City’s water supply and wastewater treatment plants, a major plus for their operations. The City’s single wastewater treatment plant provides advanced secondary and primary treatment before returning the treated water to the Ottawa River.

Overseeing this process, 3 managerial staff and 15 technical staff maintain plant operations using Cityworks. “By looking up a piece of equipment in Cityworks, a new employee gains 20 years of experience captured by a senior plant operator in the equipment history. This improves our overall competency in doing preventive maintenance and reduces our equipment downtime tremendously,” commented Ron Polen, a mechanic at the Wastewater Treatment Plant.

Figure 2: Cityworks Asset Identify Form PAGE TWELVE

INPRINT /SPRING 2007

Partner News From there the user will create either the reactive or preventative maintenance work order (see Figure 3).

(cont.)

tremendous asset in helping to establish a good preventive maintenance program that can be undertaken by all of our operational staff.”

As part of the City directive to emphasize preventative maintenance (PM) work and thus ultimately decrease reactive repair work, the Water Supply Treatment and the Wastewater Treatment divisions have spent considerable time creating PM work orders, capturing maintenance instructions, and setting up PM schedules for each of the work orders. Typically, at the beginning of each week, the mechanics review all the PM work due that week and schedule their work accordingly.

Figure 3: Cityworks Work Order Screen for Preventative Maintenance Work

Wastewater treatment plant mechanic, Mike Ovelgonne, recognizes that “Cityworks is most helpful in shifting plant operators into preventive rather than reactive maintenance roles. We are currently in the process of entering maintenance instructions into the system for all our plant assets such as collectors, degritters, and pumps. Later we will add digital images to augment the ever-increasing preventative and reactive maintenance information.

This process has been a learning challenge as well as a

INPRINT / SPRING 2007

Conclusion The City has already experienced great benefits in the implementation of Cityworks at its treatment plants.

Implementing a common system across all divisions has resulted in decreased system administration and training costs. The shift from reactive maintenance to more preventative maintenance has been initiated. All maintenance history on equipment is now captured and easily retrievable.

Next steps for the City include integration with each plant’s SCADA system and the creation of PM work orders based on equipment usage (as opposed to calendar time), deployment of Cityworks to the field trucks used in the field services division, as well as integration to the City’s new GEMS, customer information system. J

PAGE THIRTEEN

“I enjoy attending the Cityworks User Conference to see where Azteca is headed in terms of product development, and to talk to other users about how they are currently using Cityworks, and how they envision the future growth of their asset management programs. I learn a lot, and always come away with new knowledge and good ideas.”

— Wendy Barto, City of Encinitas, CA

“The Cityworks User Conference gives me an extreme sense of family, of community, of oneness… it allows me to talk with people who talk my language, Cityworks, and have them understand immediately not only what I am saying, but also what victory I am currently seeking.”

— Timothy DeSalvo, Newport News, VA

“Over the years, we have found attending the Cityworks User Conference to be very beneficial. Besides attending the scheduled sessions, we network with other attendees to discuss processes, alternatives, and potential enhancements. Also, the Azteca staff is always available for face-to-face interaction that you just can’t get over the phone.”

— Stan Reichert, Oklahoma City IT Project

Park City, Utah Park City Marriott Hotel It’s not too late to sign up!

Visit our conference website:

http://conferences.azteca.com

Manager

PAGE FOURTEEN

INPRINT /SPRING 2007

PRE-CONFERENCE TRAINING

CITYWORKS USER CONFERENCE

MAY 20 & 21 Park City Marriott Hotel

The Cityworks User Conference is the premier event for Cityworks Users and Business Partners. This year’s gathering features user case studies, technical and application sessions, vendor presentations, an Exhibit Hall, and the Cityworks Doctor’s Office in a casual and comfortable environment.

Take advantage of this beneficial learning opportunity. Two courses will be offered at this year’s pre-conference training: • Introduction to Cityworks —ArcGIS Part I & II • Cityworks Administration

Get to know Azteca Systems’ personnel and have a chance to discuss future product development.

You are sure to benefit from attending this year’s Cityworks User Conference. Register now at our conference website.

We hope to see you there!

Visit our Conference website & register online at: http://conferences.azteca.com

For more information on the training courses, please visit our conference website. Space is limited.

Questions? Contact Lindsay Ferguson @ (801) 523-2751 or lferguson@azteca.com

CONFERENCE HIGHLIGHTS (Inclusive with conference registration fee)

Monday, May 21—Welcome Reception and Registration: Meet and greet at this reception-style dinner.

Tuesday, May 22—Vendor Reception Dinner Social: Good food and a great opportunity to mingle with our Exhibitors, Sponsors, Business Partners, and Azteca staff. Vendor prizes and a karaoke contest to follow.

Wednesday, May 23—Cityworks Luau Dinner Party: Held at the Deer Valley Resort, this Luau is sure to be a conference highlight. Enjoy island-style cuisine, hula and fire dancers, and participate in a Hawaiian costume contest!

INPRINT / SPRING 2007

PAGE FIFTEEN

UC07 WORKSHOPS Subject to Change Implementation

Technology Review

Case Studies

Using Cityworks

Tues. May 22 7:30 am — REGISTRATION & CONTINENTAL BREAKFAST 8:30 am - 12:00 pm

Plenary Session

1:00 pm

Implementing Cityworks at the DC Department of Transportation

Introduction to Cityworks Server

Cityworks: “Out of the Box” in Horry County, SC

Cityworks Desktop Fundamentals

2:00 pm

Implementing a Citizen Request System: Lessons Learned in Naperville, IL

Cityworks Desktop 4.4: Leveraging Cityworks Cityworks Desktop What’s New and ESRI Data with In-depth, Part I RIVA Planning Software in Waterford Township, MI

3:00 pm — Exhibit Hall Open House 5:00 pm — Vendor Fair and Reception - Food, Prizes and Fun! Wed. May 23 7:30 am — BREAKFAST 8:00 am

Implementing Cityworks Server: Cityworks to Support Configuration and a Performance Based Customization Asset Maintenance Management System at St. John’s County, FL

Securing Cityworks at Sacramento Suburban Water District, CA

Introduction to Asset Data Models

9:00 am

Cityworks: A Forestry Introduction to Implementation for the Cityworks Permitting, Windy City (Chicago, IL) Part I

The SWITCH to Cityworks Desktop Cityworks for the In-depth, Part II Municipal Electric Department in Traverse City, MI

10:10 am

Implementing Cityworks Across Distribution, Collection, and Treatment Systems Within the Public Utilities at the City of Delaware, OH

City of Newport News, VA: Cityworks in Year 5!

Interfacing with Cityworks

11:10 am

An Implementation Cityworks Server: of Cityworks in an Event Layer Electrical Service Management Installation Workflow at the City of Loveland, CO

Enterprise Information Management: Integrating Cityworks in a True Enterprise Architecture at the City of Topeka, KS

Cityworks Anywhere and DataPump

10:00 am — BREAK Cityworks Server: Reporting and Query, Contract and Project Management Tools

12:00 pm — LUNCH

PAGE SIXTEEN

INPRINT /SPRING 2007

UC07 WORKSHOPS (cont.)

Subject to Change Implementation

1:00 pm

City of Raleigh, NC: A Cityworks Anywhere Implementation Lessons Learned

2:00 pm

Technology Review Introduction to Cityworks Permitting, Part II

Case Studies

Using Cityworks

Cityworks Advances Preventative Maintenance for Treatment Plant Assets at the Lima, OH, Utilities Department

Cityworks Toolkit

Cityworks and SAS Cityworks Server: Implemented as an Event Layer Environmental Database Management Management System for Mecklenburg County and the City of Charlotte, NC

311 Web-Map Based Application: County of Essex, ON, Canada

Reports: What You Need to Know

3:10 pm

Building an Integrated Work Management Platform Across Jurisdictions: City of Omaha and Douglas County, NE

Cityworks Server: Request Web Kit

Business Process Models: Improving Efficiency Before and After an Implementation - City of Wilmington, DE

Cityworks Desktop Fundamentals

4:10 pm

First Ever Integration of SCADA/Cityworks Waterford Township, MI

Cityworks Desktop 4.4: Management of Street What’s New Trees Using GIS-Based Applications at the City of West Bend, WI

2:50 pm — BREAK

Interfacing with Cityworks

6:30 pm — Cityworks Luau Dinner Party — Deer Valley Resort 7:00 pm — Dinner Served Thurs. May 24 7:30 am — BREAKFAST 9:00 am

Cityworks Implementation Introduction to in a Municipal Water Cityworks Server Treatment Plant Environment at Palm Bay, FL

Using Cityworks: Many Domains, Many Different Designs, One Department in Philadelphia, PA

10:10 am

Managing Your Water Utility with Integrated GIS: Sacramento Suburban Water District, CA

Cityworks Desktop In-depth, Part I

Building on Cityworks at the City of Fort Collins, CO

11:10 am

Cityworks Desktop 4.4 and Product Feedback

Cityworks Desktop In-depth, Part II

10:00 am — BREAK

Cityworks Anywhere and DataPump

12:00 pm — LUNCH — END OF CONFERENCE

SAVE THE DATE:

Cityworks User Conference 2008!

May 20—22, 2008 The Canyons Resort

INPRINT / SPRING 2007

Park City, Utah

PAGE SEVENTEEN

Regional News Marketing & Sales Director, Western Region Tom Palizzi 303-467-2738 tpalizzi@cityworks.com

2007 is shaping up to be another “best year ever!” By the end of last year, we eclipsed the 300 customer mark with most in the United States and a growing presence around the world. Exciting and fast-paced times, our sales and marketing team is working harder than ever to keep up with existing clients, help new and potential customers, and be everywhere we need to be—a tall order! To meet our growing markets, we continue to expand our group with regional account managers in the Northeast, Great Lakes, Southeast, Midwest, and Western United States. I’m happy to introduce you all to Billy Lang, our newest regional account manager covering the Midwest!

On the marketing front, we continue to expand our presence across industries in shows and regional events. With our primary focus still your satisfaction and productivity, we encourage you to set up local and regional user groups where folks meet periodically to discuss implementation options and exchange data models and ideas on how to get the most from Cityworks. We’re more than willing to help with these – just call your regional account manager for details. Later this year, watch for our 20-city national Public Works seminar series with ESRI! Watch for details......

For the next few months, I’ll be tending to account activity in the Western Region. Please let us know how we can help you and thanks for your continued support! J

Southeast Region

Midwest Region

Brent Wilson

970-471-5666 wlang@cityworks.com

214-507-0579 bwilson@cityworks.com

Wow, how fast the year is traveling by. Cityworks Conference, ESRI Conference, and then Christmas… Ok, maybe that’s a leap, but it seems like we were all together just a few months ago. Cityworks is spreading throughout the Southeast portion of the US and we have many new clients that will be at this year’s conference. I contribute the success of the software to the success of our clients and how you push the software to new limits.

Not only are we spreading to new cities, counties, and utilities, but Cityworks can now be found within those organizations in treatment plants, building maintenance, parks, airports, and we have some new departments on the way. So as you’re looking at new ways to expand Cityworks in your organization, come to the Cityworks User Conference and talk to others to see what they’re doing. You may be surprised at all the ways Cityworks can be used in your organization. J

Opportunity is missed by most because it is dressed in overalls and looks like work.

William Lang

Greetings from the Midwest Region! To start I would like to thank all of my colleagues for the tremendous help and support I have received since joining team Azteca. You have really made my transition an easy one.

Since starting with Azteca January 1, I have had the opportunity to speak with many of our clients and have even been able to visit with a few of you. It is great to see firsthand how Cityworks is successfully being utilized throughout the region. I look forward to visiting the rest of you over the coming year.

I would also like to remind all of you of some upcoming regional and national events where Cityworks will be represented: • Cityworks User Conference 2007 Park City, UT; May 22nd – May 24th • ESRI User Conference San Diego, CA; June 18th – June 22nd Again, thanks everyone for your continued support. I look forward to meeting all of you in the coming year and I hope to see you at the Cityworks User Conference this May. J

— Thomas Alva Edison PAGE EIGHTEEN

INPRINT /SPRING 2007

Regional News

Great Lakes Region

Becky Tamashasky 574-231-8029 btamashasky@cityworks. com

It’s great to be back in the swing of things again and seeing clients again! If I haven’t been out to visit your organization yet, I hope to make it there soon.

In October we had a joint Illinois/ Wisconsin User Group meeting in Naperville that went great! The City of Naperville hosted and provided very helpful presentations from their Electric and Water departments discussing how Cityworks was implemented and has modified the City’s business processes.

If you are interested in hosting a user group meeting for your region at your organization, please contact me to get the ball rolling.

I would also like to welcome a new client to the region – Traverse City, Michigan, has selected Cityworks to be implemented in the City Light & Power Department. Velocitie, Inc. will be handling this implementation which will kick-off soon. J

Northeast Region Phil Mogavero 716-882-1786 pmogavero@cityworks.com

After a spell of unseasonable warm weather, the cold artic air finally made its way to the Northeast and gave us winter. But now it’s time to enjoy spring!

I would like to remind and encourage all Cityworks users to visit our website developed especially for you: www.MyCityworks.com. This website contains documentation and support forums for Cityworks software.

A username and password is required

WELCOME NEW CITYWORKS USERS!

(cont.)

to access the site, so if you do not have one, please contact me or your Regional Manager to obtain one.

Some of our newest Cityworks users from our Northeast region are: •Yarmouth, MA •Colonie, NY •Wilmington, DE Welcome to the family!

Just a reminder, our Cityworks User Conference is early this year (May 22nd —24th) so please make sure you get your registrations in. I would also like to encourage anyone who would like to present at this year’s UC to please contact me.

Of course, if there is any reason anyone needs to contact me about Cityworks, I ask you to please do so. As your Regional Account Manager, I am here to support you with your success using Cityworks. J

CALENDAR OF EVENTS May:

Alachua, FL

New Haven, CT

Arapahoe County, CO

Palm Bay, FL

Cape Girardeau, MO

Peachtree, GA

D’Iberville, MS

Rapid City, SD

Grand Rapids, MN

Reading, PA

Green Bay Water Utility, WI

Texarkana Water Util., TX

Independence, MO

Traverse City, MI

Kissimmee, FL

Twin Falls, ID

League City, TX

Val Vue Sewer District, WA

Midway Sewer District, WA

Wilmington, DE

Minnetonka, MN

INPRINT / SPRING 2007

Yarmouth, MA

2-4: SERUG, Jacksonville, FL 15-16: Annual VA-DC-MD Chapter Conference and Equipment Show, Newport News, VA 22-24: Cityworks 2007 User Conference, Park City, UT June:

18-22: ESRI International User Conference, San Diego, CA 24-28: AWWA ACE, Toronto, ON Canada August: 21:

RGVAUG GIS, Harlingen, TX

September: 9 - 11: APWA Congress & Expo, San Antonio, TX ESRI PW Seminars, various dates at various locations

October: 13-17: WEFTEC, San Diego, CA ESRI PW Seminars, various dates at various locations

PAGE NINETEEN

Azteca News Here We Grow Again... Azteca Welcomes Six New Employees William Lang (Billy) joined the Azteca staff in January of this year.

Previous to joining Azteca Systems, Mr. Lang was an Information Systems Coordinator at the Eagle River Water & Sanitation District in Vail, Colorado. He has also worked at Carter & Burgess, Inc., as a GIS Specialist and Environmental Planning GIS Data Manager, and at Ternary Spatial Research as a GIS Specialist and Engineering Technician, both located in Denver, Colorado.

William graduated with a B.A. in Urban and Regional Planning from the University of Wisconsin at Whitewater in 1998. He assumes responsibility for Azteca Systems’ Midwest region, serving the states of Montana, Wyoming, North Dakota, South Dakota, Minnesota, Nebraska, Iowa, Missouri, Kansas, Colorado, and New Mexico. He was recently married to Courtney Payne and spent two weeks touring Peru for their honeymoon.

The secret of joy in work is contained in one word - excellence. To know how to do something well is to enjoy it.

— Pearl S. Buck

Kirk Dunn joined the Azteca staff in March of this year. Previous to joining Azteca Systems, Mr. Dunn led the Services and Product Development teams at Wasatch Systems.

Kirk has also worked at Accela and Kiva implementing government applications for several large jurisdictions, including San Diego County, Charlotte NC, and LA County.

Kirk graduated from Brigham Young University with a degree in International Relations and minors in economics and Scandinavian studies. Kirk will be joining Azteca as a Senior Project Manager. He and his wife, Lyndell, reside in Cedar Hills, Utah, with their 4 children ages, 7, 4, 2, and a newborn daughter.

Alan Thomas joined Azteca last fall after serving two years in the Australia Melbourne Mission for the LDS Church. He is currently finishing up an associate degree at Salt Lake Community College and plans to attend the University of Utah in the fall. His major is computer science. As part of a programming class, he wrote a call center application for Menlove Toyota. Here at Azteca, he has updated all the Cityworks database diagrams and will be working on mycityworks.com.

Marianne Haslam joins us after spending 19 years raising her two children, Rachel (19) and Daniel (16). As a receptionist, she will be handling incoming calls and working the front desk helping in a variety of functions.

We are glad to have her as part of our team.

April Dansie, our newest employee, joins Azteca Systems working in the Documentation Department. She previously worked at Regence BlueCross BlueShield of Utah as a Data Analyst for the past 20 years.

She received her BS in geography from the University of Utah. She and her husband, Steve, have 6-year-old twins, Sadie and Seth.

Eric Haslam returned to Azteca Systems after serving two years in the Boston, Massachusetts Mission for the LDS Church. Currently he is a part-time student at UVSC focusing on business. At Azteca he is updating client database information and training to work in our Customer Support area. (Can you see the family resemblance? Guess who his dad is!)

AzPic of the Month...

A few months back, Azteca’s Jeff Gerke happened upon this Mexican Restaurant in Kennewick, Washington.

He just had to snap a picture!

If you come upon any great “AzPic” moments, snap a picture, we’ll publish it and send you a prize!

Send it to: kryser@cityworks.com

PAGE TWENTY

INPRINT /SPRING 2007

President’s Corner

(cont. from page 2)

On the other hand, Cityworks MMS has some capabilities not found in Desktop or Anywhere. A good example of this is Inbox which is a user-definable queue that holds the work assigned to the user. Based on the login, the user will see only their service requests, their work orders, and their inspections along with other web service information they wish to display.

Example of Cityworks MMS Inbox

Cityworks MMS is very flexible. An example of this is the ability to create “Dashboard” views of data. A Dashboard provides a way to visualize defined queries quickly and easily using graphs and charts. Management often prefers a way to quickly view how well work is progressing. A Dashboard provides this type of functionality.

Example of Cityworks MMS Dashboard

INPRINT / SPRING 2007

 PAGE TWENTY-ONE

President’s Corner

(cont.)

Below is a listing of about where we expect to be with cross-platform compatibility by the User Conference. At the User Conference, we will provide licensed users and business partners with a more detailed and up-to-date listing so you will know when it will make sense for you to deploy Cityworks MMS.

Cityworks® - GIS-centric Local Government Suite ESRI® License

Cityworks Desktop

Cityworks Anywhere

Cityworks MMS

ArcMap 9.2

ArcEngine 9.2

ArcServer 9.2 Standard

¥

¥

¥

Service Request Create Update

¥

¥

¥

Close

¥

¥

¥

Delete

¥

¥

¥

Add Comments

¥

¥

¥

Add Labor

¥

¥

¥

Custom Data

¥

¥

¥

Printing Options

¥

¥

¥

Project Association

¥

¥

¥

Ad-hoc Searching

¥

¥

¥ ¥

Past Due

¥

¥

Recent Form (Desktop & Anywhere only)

¥

¥

Email Notification

¥

¥

¥

Domain and Group Security

¥

¥

¥

Domain and Group Specific Interface

¥

¥

¥

Inbox (MMS only)

¥

User Specific Interface DataPump

¥ ¥

¥

Work Order Create

¥

¥

¥

Update

¥

¥

¥

Close

¥

¥

¥

Delete

¥

¥

¥

Add Comments

¥

¥

¥

Add Instructions

¥

¥

¥

Add Labor

¥

¥

¥

Add Material (currently no storeroom transactions)

¥

¥

¥

Support for Storeroom Transactions

¥

¥

¥

Add Equipment

¥

¥

¥

Add Tasks

¥

¥

¥

Add Attachments

¥

¥

¥

Custom Data

¥

¥

¥

Printing Options

¥

¥

¥

Project Association

¥

¥

¥

Permit Association

¥

¥

¥

Inspection Association

¥

¥

¥

Ad-hoc Searching

¥

¥

¥

Past Due

¥

¥

¥

¥

¥

¥

Inbox (MMS only) Email Notification

¥

Cyclical (dates)

¥

¥

¥

Recurring (metric readings)

¥

¥

¥

Domain and Group Security

¥

¥

¥

Domain and Group Specific Interface

¥

¥

¥

¥

¥

User Specific Interface DataPump

PAGE TWENTY-TWO

¥

INPRINT /SPRING 2007

President’s Corner

(cont.)

Inspections Custom

¥

¥

Specialized (TV, Hydrant, Manhole, Valve, etc.)

¥

¥

Domain and Group Specific Interface

¥

¥

¥

¥

Pan

¥

¥

¥

Zoom

¥

¥

¥

Set Selectable Layer

¥

¥

¥

Feature Select

¥

¥

¥

Clear Selection

¥

¥

¥

Feature Identify

¥

¥

¥

Geocode Address

¥

¥

¥

Add Service Request Events

¥

¥

¥

Add Work Order Events

¥

¥

¥

Identify Service Request Events

¥

¥

¥

Identify Work Order Events

¥

¥

¥

Move Service Request Event

¥

¥

¥

Ad-hoc Search/Reporting Event Display

¥

¥

¥

GIS Functions (divide line, update FacilityID)

¥ ¥

Inbox

¥ ¥ ¥

DataPump

Map Functions

Asset Form (view)

¥

¥

Asset Form (attribute edits)

¥

¥

Other Dashboard Support for Storeroom Transactions

¥ ¥

¥

Layout Manager *

¥

¥

Storeroom

¥

¥

Equipment Manager

¥

¥

Page Manager

¥ ¥ ¥

Other DigSmart Interface

¥

¥

AVL Interface (CompassCom, DispatchGPS)

¥

¥

MicroPAVER Interface

¥

¥

CCTV Interface

¥

¥

OnBase Interface

¥

¥

Miner & Miner Designer

¥

¥

¥

* Desktop Layout Manager functions the same as Cityworks MMS Page Manager

Again, we hope all of you will be able to attend the 2007 Cityworks User Conference. All of us at Azteca Systems look forward to the User Conference. It is a great opportunity for each of us to learn from each other. J

Flaming enthusiasm, backed up by horse sense and persistence, is the quality that most frequently makes for success.

— Dale Carnegie

INPRINT / SPRING 2007

PAGE TWENTY-THREE

Project Management Update

(cont. from page 9)

- It is anticipated that this will move to $1000/week per team with the purchase of digital cameras that will link to the tablets. This would save the City over $100,000 per year in just this area!

• Indirect cost savings (these have not been qualified yet because the data was never tracked in the past): - Save on duplicate inspections and duplicate data entry.

Because the inspectors can see where they’ve been, they are less likely to go there again.

- Inspections are available to supervisors as soon as the data is synchronized using DataPump, which happens each day. No longer is there a long wait for the data to be input into the database.

- No lost paperwork or searching for paperwork.

- If a customer calls in, a supervisor has access to the data.

- Inspection is spatially referenced, so there is an association to a parcel in the GIS, allowing the City to track which parcels are in which cycle.

- All data is in one location, e.g. pictures, contacts with customer, repairs, planning, billing, and other inspections.

- Easier to determine at what point a property is in the inspection process.

• Increased data integrity: - A parcel is explicitly associated to a work order so the inspection has the correct unique parcel ID and not the posted address, which some owners change.

- The City’s management has always wanted to track sidewalk activities on each property, but, due to the volume of paperwork with the previous process, was unable to do so.

- As a result of using Cityworks, the City has been able to identify gaps in their sidewalk inspection network, and they plan to have those gaps addressed within a five-year period.

PAGE TWENTY-FOUR

Start New Sidewalk Inspection Work Order

Sidewalk Inspection Work Order with Custom Data Tasks Performed

INPRINT /SPRING 2007

Project Management Update The results of this effort showed the City’s management that they were able to save both time and money. More importantly, they were able to show how much of each.

This in turn provided the reasoning behind the acquisition of additional tablets for other Transportation Unit programs, as well as other areas within Public Services. In short, the City’s decision to use Cityworks for their Sidewalk Inspection Program was a success. It provided rocksolid confirmation that when they selected Cityworks for its GIScentric work management approach years and years ago, their selection was just that… rock solid. J

(cont.)

Default Work Tasks for Sidewalk Inspections

Mark your calendar now for one of the upcoming Cityworks Administration Training courses in Sandy, Utah. Be sure to register early as classes fill up quickly.

August 20 - 24, 2007 December 10 - 14, 2007

Cityworks Users

INPRINT / SPRING 2007

PAGE TWENTY-FIVE

Oklahoma City, OK

(cont. from page 1)

the implementation was successfully carried out with all goals met. Soon after, Oklahoma City upgraded to a citywide site license to deploy Cityworks throughout the remainder of the city.

system to orchestrate and track work done in and around the facility. The team was looking at software systems when they learned the city was using Cityworks in the Utilities Department. The Oklahoma City IT staff demonstrated the Water and Wastewater capabilities using Cityworks, and the airport management team saw Cityworks as the ideal solution for what they needed and wanted in their system. Cityworks proved its value in being able to work with any type of userdefined assets.

In the beginning, Will Rogers World Airport deployed Cityworks primarily for work order and project management.

Because of their success with the system, they further deployed Cityworks to assist in other areas by developing custom inspections for runway lights and building facilities and using Cityworks Storeroom to manage their materials warehouse. Cityworks allows the airport staff the ability to create work orders and projects to schedule and track maintenance history, report cost details, and much more.

The airport also measures performance accountability using Cityworks data to develop preventative maintenance schedules.

Water and Wastewater In the Line Maintenance Division, Cityworks is used to collect and respond to citizen requests, dispatch reactive and preventative work orders to field operation crews, and track related infrastructure assets throughout the service area. The Cityworks database is tapped by the city’s mapbased web service to display active work activities with the GIS data. Dispatchers are able to see work-related activities and how they correspond to other incidents and surrounding infrastructure, thereby improving workflow. Reporting is easy and effective.

“Our employees really like the Cityworks system,” notes John Goodwin, Manager of Airports Maintenance at the Will Rogers World Airport. “They all say it’s the friendliest software they have ever used.”

Public Works The Public Works Department was next to implement Cityworks, carried out by Stacey Saunders. Oklahoma City Public Works implemented Cityworks in the Streets, Traffic, and Drainage maintenance divisions to maintain all assets related to streets, traffic, streetlights, signage, and drainage throughout the city. Field Services, an extension of Street Repairs, also decided to utilize Cityworks for driveway and curb inspections and repair work orders for driveways, curb cuts, and right-of-ways.

As part of the initial contract, Azteca developed an interface to the city’s utility billing system with an automated daily download from the customer information system. Cityworks can now capture water meter problems identified in the customer information system and create work orders for meters.

PAGE TWENTY-SIX

NW 10TH ST

W RENO AVE

FOREST PARK

SPENCER

JONES

N TRIPLE X RD

N INDIAN MERIDIAN

N POST RD

N POST RD N POST RD

LAKE ALUMA

N SOONER RD

NE 50TH ST

NE 150TH ST

E MEMORIAL RD N WESTMINSTER RD

E HEFNER RD N MIDWEST BLVD

N COLTRANE RD

N SOONER RD

N EASTERN AVE

N BRYANT AVE

N SANTA FE AVE

N KELLEY AVE

N WESTERN AVE

CLUB

N BRYANT AVE

N COUNCIL RD

BETHANY

NW 23RD ST

SPORTSMENS

N WESTERN AVE

PARK

N MERIDIAN AVE

NW 36TH ST

WOODLAWN

NE 122ND ST

E WILSHIRE BLVD NICHOLS HILLS

NW 63RD ST WARR ACRES

NW 50TH ST NW 50TH ST

NE 164TH ST

NE 150TH ST

N CHOCTAW RD

N MAY AVE

N PORTLAND AVE

N COUNCIL RD

N ROCKWELL AVE

N COUNTY LINE RD

W WILSHIRE BLVD

NW 10TH ST

W MEMORIAL RD

NW 122ND ST

.

NE 192ND ST

NE 178TH ST

EDMOND

THE VILLAGE

N COUNCIL RD

N MUSTANG RD

N SARA RD

N MORGAN RD

PIEDMONT RD

N CEMETERY RD

N RICHLAND RD

N FRISCO RD N FRISCO RD

N RICHLAND RD N RICHLAND RD

N GREGORY RD

N CIMARRON RD

NW 150TH ST

W HEFNER RD

W BRITTON RD

YUKON

NE 63RD ST

Legend

NE 50TH ST

City Limits

NE 36TH ST NICOMA PARK

CHOCTAW

Snow Routes

NE 23RD ST

NW 23RD ST NW 23RD ST

NE 10TH ST

Highways

E RENO AVE

S HIWASSEE RD

SE 179TH ST

NORMAN

S POTTAWATOMIE RD

SE 164TH ST

S LUTHER RD

S HARRAH RD

SE 134TH ST SE 149TH ST

SE 74TH ST SE 89TH ST

S DOBBS RD

SE 104TH ST

SE 119TH ST

SE 119TH ST

S LUTHER RD

SE 89TH ST

SE 59TH ST

S TRIPLE X RD

SE 74TH ST

S CHOCTAW RD

S ANDERSON RD

S POST RD

S WESTMINSTER RD

S MIDWEST BLVD

S BRYANT AVE

S DOUGLAS BLVD

S HIGH AVE

S SANTA FE AVE

SW 164TH ST SW 179TH ST

MOORE

SE 44TH ST

S PEEBLY RD

SW 134TH ST SW 149TH ST

BROOK

SE 29TH ST

S INDIAN MERIDIAN

SW 119TH ST

VALLEY

S AIR DEPOT BLVD

SW 104TH ST

MIDWEST CITY

SE 29TH ST

S SOONER RD

SW 119TH ST

DEL CITY

S SUNNYLANE RD

SW 104TH ST

SW 59TH ST

SE 15TH ST

S WESTERN AVE

SW 89TH ST

S MORGAN RD

MUSTANG

SW 44TH ST

S PENNSYLVANIA AVE

SW 59TH ST

S ROCKWELL AVE

SW 44TH ST

SW 15TH ST

S MAY AVE

SW 29TH ST

S PORTLAND AVE

SW 15TH ST

SW 15TH ST

S WESTERN AVE

YARDS

S COUNCIL RD

S CEMETERY RD

S FRISCO RD

S RICHLAND RD

S GREGORY RD

STOCK

S CIMARRON RD

Airports The next area of the city to implement Cityworks was the Oklahoma City Will Rogers World Airport. Airport staff was dissatisfied with the complex and restrictive nature of their previous maintenance management system and wanted a comprehensive, easy-to-use

NW 164TH ST

PIEDMONT

The City of Okahoma City Emergency Snow Routes 2006-2007

NW 192ND ST

N MAY AVE

Because the Cityworks implementation in the Water and Wastewater Department was so successful, Oklahoma City decided they had a good enough understanding of Cityworks to carry out future implementations in other departments on their own. “It was very easy to implement Cityworks and we learned enough through our first implementation that we decided to carry out implementations ourselves from that point on,” said Stan Reichert. “We passed the knowledge that was gained during the first implementation to other project managers as we implemented it in more and more areas of the city. This process continues to work very well as we continue to expand Cityworks throughout the city.”

This past winter the Public Works Department kicked off a new project spanning several divisions to utilize

The City of Oklahoma City Public Works Department 1/17/07 MJD c:/ArcMap/SnowRoutes/ SnowRoutes4Neal.10-18-06.mxd Scale 1:175,000 ODOT - 98000 streetcode

INPRINT /SPRING 2007

Oklahoma City, OK Cityworks for tracking snow routes using the Streets Dataset in ArcGIS. Dusty Borchardt, an Oklahoma City Systems Analyst that supports all of the completed implementations of Cityworks, stepped in and led the department through this project. Snow and ice removal is tracked by creating a new project for each snowstorm, generating cyclical work orders for every snow route and sub-route in the city and creating tasks to lay salt and sand down on the routes following the storm.

Using SQL reporting services to query data from the GIS and Cityworks, Public Works is able to view the total number of lane miles that were salted, sanded, and plowed with a breakdown of labor, material, and equipment costs, providing totals for each storm. Public Works can track the time spent on a specific route or storm. For example, one large snowstorm cost the city nearly $1 million to clear the snow and ice.

Storeroom After Oklahoma City deployed Cityworks in these three areas, they decided to implement Cityworks Storeroom. It was added at the Airport, Public Works, and finally at Line Maintenance. Storeroom provides a way for Oklahoma City to manage material, supplier, and requisition information within their departments.

Parks The Grounds Management Division of Oklahoma City’s Parks Department was the next to implement Cityworks for maintenance tied to specific assets within the city’s parks. This project was led by Aaron Shook, IT Project Manager at Oklahoma City. Grounds Management tracks typical park ground maintenance for playgrounds, facilities, and aquatic centers, as well as mowing the grounds. The Parks Department relies heavily on cyclical work orders and developed a custom cyclical interface to generate mass work orders for these activities.

Buildings The General Services Department is preparing to go live with Cityworks for building maintenance on April 16, 2007. This implementation is being done by Aaron Shook and Mojo Modjeski, both IT Project Managers. Cityworks will track all

INPRINT / SPRING 2007

(cont.)

the building maintenance, repairs, and projects for about 300 buildings. Storeroom will be used in their warehouse with the General Services Department being the first in the city to implement Storeroom with barcode readers and input devices.

Results Presently Oklahoma City has about 200 Cityworks users.

Oklahoma City has experienced many great results using Cityworks. “Cityworks has benefited our city in many ways,” states Stacey Saunders. “From a GIS perspective, Cityworks has really helped us align management of GIS data for many of the departments. The need to attach a work order to an asset has brought to the forefront the need to maintain our GIS data and keep it up-to-date.” Oklahoma City continues to expand Cityworks and has plans for numerous implementations in the near future. Their plans include deploying Cityworks Server with ArcGIS Server to use in the field with terminal services when the Cityworks Server application is released.

The Future Water and Wastewater Quality – This April the Water and Wastewater Quality Division will begin implementing Cityworks to maintain rivers, canals, tanks, booster stations, treatment plants, and sanitary sewer lift stations throughout Oklahoma City.

Solid Waste Management – Solid Waste Management, a division of Water and Wastewater, plans to implement Cityworks by the first part of 2008. Work orders will be used for pickups, missed routes, delivering trash carts, etc.

Myriad Botanical Gardens – The Myriad Botanical Gardens, owned by the Oklahoma City Parks Department, plans to implement Cityworks by the end of 2007. The Gardens include about 300 trees, hundreds of plants and flowers, and a greenhouse for tropical plants. City personnel are hoping to inventory all the vegetation and foliage into their GIS and use Cityworks to track tree, plant, and flower maintenance.

Oklahoma City Zoo and Botanical Garden – The cityowned Oklahoma City Zoo and Botanical Garden is planning to implement Cityworks in 2008 to track all their maintenance activities for buildings, facilities, and grounds. The Zoo’s Botanical Garden will utilize Cityworks to maintain trees, plants, and flowers. Because the zoo is much like a city within a city, their use of Cityworks will be widespread and extensive.

Transit – Most recently, the Transit Department has decided to utilize Cityworks to track reservations and parking meter maintenance, hoping to be on board before the end of 2008.

The city has approximately 1,350 single and multi-space parking meters. (FYI: The parking meter was invented in Oklahoma City in 1935.)

Conclusion Oklahoma City has been very pleased with Cityworks and continually refers to its “user-friendliness” and “flexibility” as key reasons why. They recognize Cityworks’ GIS capabilities as another significant aspect of the system’s appeal. “We obviously really like Cityworks. We continue to expand it throughout the City and experience great results,” said Stan Reichert. J PAGE TWENTY-SEVEN

St. Johns County, FL

(cont. from pg. 1)

After hearing about how a Computerized Maintenance Management System (CMMS) can increase productivity and benefit an organization, the County was interested. When Joe Stephenson became Public Works Director in mid-2000, staff proposed the idea of a CMMS to manage the County’s assets. Having previously been employed by the Florida Department of Transportation, which uses CMMS extensively, Stephenson was on-board immediately. A project was placed in the Capital Improvement Program for a future year, but upper management wasn’t enthusiastic about funding for the project.

plan, and manage their daily work activities. Their analysis recommended the use of a performance-based CMMS, which the Public Works Department was delighted to hear.

A second consulting team, Woolpert, Inc, was hired to inventory the drainage and transportation assets along all the County-maintained roadways. At the time, different County departments were using a legacy data system to meet their needs. While it was good in its day, now it was old, fragmented, and cumbersome. St. Johns County wanted to find a product that could provide one seamless process that the Public Works Department, and eventually other County departments, could use to inventory, maintain, and budget for proper management of assets.

Once the assets had been inventoried, the County began looking at various CMMS packages. Their main needs and concerns were the ability to create and track service requests and work orders, effectively locate the assets associated to the activity, and account for costs by activity. The Public Works staff wanted to make certain that GIS compatibility was a top priority in the decision for a software package because they recognized the benefits of GIS in locating and tracking assets.

In 2001 the Governmental Accounting Standards Board Statement No. 34 (“GASB 34”) became applicable, requiring local governments manage their assets and track their finances using standards more like those of the private sector.

These new requirements made the benefits of an integrated system capable of tracking assets, maintenance, and the resources required much more apparent. This provided the Public Works Department with a perfect opportunity to pursue a CMMS system for the County. This time management bought in and the project was funded for the 2003 fiscal year.

The Public Works Department at that time worked in a reactive environment – they would get calls for service, send a crew out to fix the problem, and document everything on paper. Joe Stephenson and others in the department wanted to move to a more proactive approach using a computerized system that would provide a way to track this information in a software program. This would get them away from processing and holding data in a paper environment, which is hard to manage, difficult to organize, and time-consuming to query. “During this time, we had literally stacks of paper work orders piling up each week,” said Rocky Agbunag, Asset Management Coordinator at St. Johns County. “We needed a better system where we could manage and track our data more efficiently.”

St. Johns County looked at various CMMS systems, including Cityworks by Azteca Systems, Inc. Initially they were not impressed. The system did not appear to be either userfriendly or directly applicable to roadway and drainage system maintenance management. The County initially ranked another vendor slightly higher since it had a budgeting tool, but it ended up not being as GIS-based as they wanted. There were options from other products that included budgeting tools with the software, but again these did not offer the GIS-centric advantages of Cityworks. The County decided it would be better to add a budgeting tool through a separate vendor than to go with a product that lacked integration with the GIS. As they analyzed various programs, they became even more focused on the GIS-centric nature of Cityworks. The County already had well-established GIS capabilities so optimizing the use of a geodatabase platform was judged to be very beneficial for the asset inventory. Since Cityworks could attach work orders directly to assets, having one main geodatabase would reduce system maintenance and

Before choosing an asset maintenance management package, the County evaluated how the department could develop a cost-effective solution for day-to-day maintenance of the County’s roadway, drainage and traffic operations assets. They hired a firm, LA Consulting, to help analyze, PAGE TWENTY-EIGHT

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St. Johns County, FL Road & Bridges or Traffic Request

External Request

Does Request Exist ?

EMERGENCY Candidate ?

OUT

YES YES

NO

YES

Does Request Exist ?

CMMS

Service Request / Work Order Created

NO YES Immediate Response ?

Routine Work Order?

YES

Project Coordinator

Supervisor Confirms

YES

Standing Work Order?

CMMS

Emergency

NO

NO

CMMS

Work Order created; Scheduler Prioritizes / Groups

Work Request & Work Process

b Contact Requestor

CMMS

b

Contact Requestor

End

YES End

YES

Final Notes and Close out Service Request / Work Order

Two Week Schedule

Supervisor Visits / Plans Date

Work Scheduled

CMMS

CMMS

YES VALID ?

NO

Is Work Complete?

CMMS

CMMS

NO

NO

Work Done

Supervisor Confirms

NO

Advise Citizen / Close Out Service Request

Work Assigned

b

YES

Contact Requestor

Contact Requestor

CMMS

YES

NO

YES

NO

Emergency

CLOSE OUT Service Request

b

Does Date Match?

a

R & B or Traffic?

NO

b

CMMS

Advise Requestor and refer to other agency

YES

CMMS

NO

CMMS

R & B or Traffic?

CMMS

NO

CMMS

Advise Requestor and refer to other agency

(cont.)

a

Work flow process that has helped St. Johns County go from reactive to proactive type environment

ď Ą INPRINT / SPRING 2007

PAGE TWENTY-NINE

St. Johns County, FL

(cont.)

overhead costs. More research into Cityworks and more work with Azteca representatives convinced them that the program was flexible enough to meet their needs. Finally, St. Johns County expressed their concerns about the lack of a budgeting tool to upper management at Azteca Systems.

President Brian Haslam decided Azteca could write a new budgeting tool as part of Cityworks, which the County could use for their budgeting needs. With that, the County’s decision was made!

by broad category. The County is confident Cityworks will continue to help them save money by accurately determining needs for the upcoming year to maintain their current level of service.

“Cityworks is a tool we can use to analyze and document our financial needs and requests to upper management and the budget office,” said Rocky Agbunag. “For example, the northern region of the county is a fast-growing area, and, with the way the growth is going, we may need to adjust our work zone area or manpower year-by-year to properly maintain our level of service to our citizens in that region.

In the future, we can provide an accurate analysis with this system as long as we have the proper data to back up our needs by showing the costs associated with that region as tracked by the budgeting tool. Everything comes into place by showing the assets and mapping it out geographically.

From there, we can do a very accurate cost analysis and future needs estimates.”

The most valuable aspect of this tool for St. Johns County is the planning capabilities it gives them for the future.

Planning their budgets ahead helps tremendously with overall financial management. Using the budgeting tool, they can get a better estimate of how much manpower, equipment, and material will be needed to maintain the existing level of service in upcoming years. The impacts of proposed budget reductions can be readily converted into level-of-service reductions, so that decision makers can more easily see the results of their actions. New revenue can be applied to improve levels of service where it will have the most benefit.

The Cityworks budgeting tool was designed to allow users to track costs associated with asset types and work order activities. Users can track actual costs, such as manpower, equipment, and materials used to install, repair, or maintain a particular asset over any specified period of time. This budgeting tool makes it possible to use the actual cost information to project budget needs for future years based on level of service. It also facilitates the scheduling of routine maintenance activities to assure the condition of the individual assets that comprise the County’s infrastructure remains acceptable, based on the established level of service.

This performance-based asset management is already making the County’s operations more efficient, effective, and measurable.

St. Johns County. assisted by Woolpert, started implementing Cityworks in September 2005. A year later, September 2006 was used as a trial month where personnel did hands-on testing of the data as well as Cityworks. They identified certain people within the organization, who already had the background and skills, to begin using the software.

Once everything was configured and the staff felt comfortable with the system, they spread their knowledge to everyone else. St. Johns County Public Works Department officially went live with Cityworks in October 2006, the beginning of their 2007 fiscal year.



The budgeting tool is important for St. Johns County because, as a government agency, a lot of focus is placed on projecting future costs in order to secure necessary funding. With Cityworks, the County can report the actual cost for each asset and asset type within each geographic work zone.

Work types can be analyzed to determine, for example, which work is related to roadways and which to drainage facilities— important details when the work is done by the same crew but funded by separate revenue sources! The reports, which are easily generated in Cityworks, support the County’s needs for the upcoming year by showing the amount of resources used in each work zone and for each work activity over the prior year, rather than the old method of estimating the costs PAGE THIRTY

INPRINT /SPRING 2007

St. Johns County, FL “Our implementation of Cityworks went well and the results of the system have exceeded our expectations,” said Gail Oliver, St. Johns County Surveyor. “This project has brought high technology into job duties that previously did not have technology. GIS technicians, Public Works staff, supervisors, and field crews are able to get on the same level by using and embracing the same technology. Many of us here at the County thought this would be the biggest challenge of the project, but it became the easiest.”

St. Johns County Public Works has 20 seats of Cityworks Desktop, 3 seats of Storeroom, 4 seats of MicroPAVER, 20 seats of Call Center, and recently added 20 seats of Anywhere. Cityworks Anywhere is now used extensively

(cont.)

in the organization. In the main office, there are about 20 Cityworks Anywhere users and 14 crew members in the field using Cityworks Desktop on their laptops.

The next step for the St. Johns County Public Works Department is to get ArcGIS Server and Cityworks Server up and running as soon as possible. St. Johns County wants to bring more County departments on-board with Cityworks so the organization can use one consistent system across the County. Rocky Agbunag hopes to use Cityworks for Fleet Maintenance in the near future and is currently working with Engineering, Surveying, and Real Estate to set up Cityworks.

In addition, the Utility Department, which is an enterprise fund and not a part of Public Works, is in the early stages of implementing Cityworks.

“There are many things we like about Cityworks,” said Gail Oliver. “The fact that it is GIS-centric really drew us into the product. Adaptability, user-friendliness, and configurability are all aspects of the product that we have been very pleased with. We can tailor the software to our needs and it offers a lot of flexibility. Now that we can use the budgeting tool to manage our finances more effectively, it makes the software even better.” J

Congratulations to the

City of West Bend, Wisconsin Awarded the Local Government Achievement Award for 2007 at the Wisconsin Land Information Association (WLIA) GIS Conference in March

Fred Halfen, President of Wisconsin Land Information Association; Peter Miller,West Bend GIS Coordinator; and Greg Walters, West Bend GIS Analyst

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PAGE THIRTY-ONE

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