The City of Gainesville Public Works Department (PWD) used a work management system that had reached its capacity and was unable to meet the PWD’s needs. In addition, PWD wanted to integrate work management with GIS, increase the mobile capabilities of the field crews, maximize work order documentation, and provide an operational dashboard for administrative reporting/analysis. The City recommended Azteca’s Cityworks® as the software that best addresses the overall departmental need for a work management system upgrade. The PWD selected Jones Edmunds to develop an implementation plan for Cityworks® software configuration, software installation, importing existing data, existing systems integration, mobile deployment, development of ad-hoc/custom reporting, documentation, and train staff. The project was split into multiple phases. The first phase covers the tasks involved in the planning and system design. The second and third phases cover the configuration and Cityworks® software and ongoing support. This project involved input from all levels of PWD staff, coordination with IT staff, training, and oversight of the software configuration/system implementation of Cityworks®. Phase 1 covered the analysis, planning, and design that assisted Jones Edmunds to best meet PWD’s needs and included:

– Business Process Review Workshops
– System Design and Configuration Plan
– Cloud-based installation of Cityworks® for initial PWD testing and feedback
– Initial training for designated PWD project team

Phase 2 covered the actual Cityworks® implementation for PWD. Phase 2 is a staged implementation for each PWD Division (Operations, Traffic Operations, Engineering, Solid Waste, Planning, and Administrative Services). Each Division had a detailed business process review workshops to map out how users identify, report, and track information related to work on an asset. Tasks included the following:

– Geodatabase design and data development
– Data Migration
– Cityworks Implementation for Divisions
– Data Workflow Evaluation
– Cityworks Database Configuration
– Domain/Group Configuration
– Service Request Configuration
– Work Order Configuration
– Storeroom Configuration
– GIS Configuration and Map Development
– Training
– Live Rollout
– Reporting