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HomeMy WebLinkAboutPermitting & Asset Management Presentation - Council 19OCT2022Permitting & Asset Management - Cityworks - 2012 - Present Thank you Mayor and Council for allowing us to present some of the work we have been able to accomplish in the Building Department and in Public works for Permitting & Asset Management. First, I want to introduce Faron Young, He works with Keith in Public Works and myself in the Building Dept. He is our Cityworks Administrator and also helps manage the assets for Public Works. Faron and I are going to tag team this presentation We want to share with the council the work we have been doing over the past 10 years, and the partnership we have built with Cityworks using their software. 1 Rexburg is a GIS focused Community City and County developed a mutual agreement for Geographical Information Systems (GIS) many years ago. Parcel data and the mapping of assets is foundational to workflows supporting permitting/asset management and we wanted a GIS friendly tool to support such workflows. Cityworks is designed to track current & historical data using GIS mapped parcels, and assets. But first I want to explain how we came to acquire Cityworks Review Bulleted Items Cityworks is headquartered in Sandy, UT and has been a great partner to work with. With Cityworks and Faron as our Cityworks Administrator, we have been able to accomplish some great things. 2 Cityworks PLL Permitting, Land Use & Licensing (PLL) Building Permits Planning & Zoning Requests Public Works Applications Internal Processes Addressing, LID, Inquiries, Floodplain Review, Development Agreements, etc. Bret Cityworks is divided into 2 parts, the first we refer to is PLL, which stands for Permitting, Land Use, and Licensing. PLL is basically a case management tool, keeping track of all things pertinent to an application or permit, such as, contractor information, applicant contact information, fees, payments, documents and contains all related workflow tasks required for the application. (PW applications include Street Excavation, and Hydrant Use Permit for Contractors) 3 Cityworks AMS Asset Management System (AMS) Work Orders/Inspection/Service Requests Water Dept. WW-Collections WW-Treatment Plant Streets Dept. Vehicle Shop Sanitation Faron The second part of Cityworks is referred to as AMS, Asset Management System. AMS uses Work Orders and Inspection to track against mapped assets in GIS. GIS maintains the inventory of Assets, where and what it is, and Cityworks tracks all historical work activity performed upon those mapped assets. AMS also tracks citizen requests called a service request. Anytime a citizen calls to report a problem, it can be documented as a Service Request. 4 Bret 2013 Purchased & Implemented Cityworks 2015 – Paperless Inspection Tickets by implementing Automated Email Notifications 2016 - Hired Cityworks Administrator & Implement AMS 2018 – Implemented Portal allowing for Paperless Applications 2020 – Implement DigEplan (Electronic Plan Review Software) allowing for Paperless Plans – All users including contractors, using digital plans. Stamped Approved Plans 2022 – Online Payments with Xpress Bill Pay All Historical Permits & Plans digitized by end of year Faron AMS – Deep Dive with each Dept. to tailor work activity to their needs in Cityworks AMS – All work activity is now centrally located and searchable. No more individual foreman methods of tracking (paper, spreadsheets, or in someone’s head) 5 This is the Building Permit Dashboard, it shows current activity of Permits for approximately the last 2 years The portal has over 75% external usage, this reduces overall staff time with data entry 6 Apply.Rexburg.org The Public Portal can be accessed with Apply.Rexburg.org, and is the online experience for contractors, homeowners, etc. to apply for permits, and request land use changes. Applicants can view workflow progress and always stay up to date on their permit, they can upload plans, download a report of there permit progress, and now make payments on the portal. 7 DigEplan DigEplan is integrated with Cityworks and allows us to move away from 3 sets of paper plans to digital plans. We are able to digitally mark up and communicate revisions and approvals on the plan set, the back and forth of plans is all communicated via the portal and automated emails. A Digital Stamped approval plan is made available to the contractors. Design professionals love it 8 WW-Collections Faron Now switching gears to the Asset Management part of the software, I want to review a few of the Public Works departments and highlight one of their particular uses of the software. With Cityworks and the power of GIS, we can take a simple Sewer TV inspection like this on the left and symbolize the map based on when a sewer line was camera’d, or when it was last cleaned. We can even create a link from the map to the inspection, and access the attached CCTV video or CCTV report. 9 WW-Treatment Plant When we implemented the treatment plant work activities into Cityworks, we had to first start by adding all the critical assets into GIS. The treatment plant, if you’ve toured it, you know has a lot of equipment. We took the extra step to include the layout of the building plans to all the plant buildings to help identify those assets, but this also help new hires become acquainted with where all this equipment is located from their iPad. Now every morning the days plant inspections are queued up and ready for the plant operators to complete their equipment inspections and collect the required information as part of the inspection. This is all done now on an iPad, not entered on some sheet, then added to the daily log, and spreadsheet. 10 Water Dept. Water Line Breaks Meter Accuracy/Testing Hydrant Maintenance Well House Maintenance Water Sampling Valve Exercising Contractor Meter Delivery Utility Locates The Water Dept. has almost a seemingly numberless amount work to continue to maintain our Water System. This quick dashboard is one of the ways they keep the focus on some key maintenance priorities, comparing the progress this year against how the department did from last year. 11 Sanitation Residential 90 Gal Cans Commercial 3 Yard Dumpsters In our Sanitation dept., looking at the map on the left, last year we mapped all the garbage dumpsters in the city and track their individual schedules. We were then able to balance the routes between the 3 drivers for greater efficiency. And Keith is now asking me to take a more granular approach by looking at the stops along the route to find better efficiencies and other route issues. This year we took a similar approach looking at the Residential Garbage Can Pickup Schedule, which is the map on the right, and mapped all the green and black garbage cans in the City. Taking this information we again balanced out the routes for the residential driver, These route changes will go into effect November 14th. We will be updating our online map/app, providing printed maps, sending letters to impacted homes, and utilize social media as well. 12 Street Dept. / Vehicle Shop Road Assessments PCI Score Sign Retro-Reflectivity Snow Removal Paint Crew Work Crack Sealing Street Sweeping Pothole Repair Street Light Outage App Vehicle Work Order System And the last couple of department highlights we have is the Streets Dept. and the Vehicle Shop. Our Street crews finish each day by completing a work order indicating what work they did that day and where. We also setup a Street Light Outage App for the Police Dept. so they can easily report any street light issues. We setup the shops work order system so that historical jobs are easy to pull up for a specific vehicle and easily find part numbers that they need. After working with all these departments so closely and seeing all the work that they do, I’ve developed a greater appreciation for what they do. Often times the hard work and effort these individuals perform goes unseen but whether heat, rain or snow, they get the job done and keep the city running. 13 Rexburg Recognition Cityworks Blog/Newsletter Rexburg is often used as a Cityworks Referral Bret Video Interview Highlighted Rexburg on the Cityworks Blog and Newsletter They often refer other organizations to Rexburg And produced a marketing video highlighting Rexburg and our people. 14 Cityworks YouTube Channel Bret (if time permits) 15 2022 Recipient of the Excellence in Enterprise Practice Award The excellence in enterprise practice award recognizes clients who use Cityworks throughout several departments in a high-quality manner. These clients offer great examples of how Cityworks enterprise solutions can help improve work, planning, budgeting, and communication across an entire organization. * To be awarded at the December 2022 Cityworks Conference Bret We are also being recognized this year at the Cityworks Conference in December in Salt Lake City with the Excellence in Enterprise Practice Award. Read Paragraph explaining the award. 16 What’s Next PLL Online Inspection Scheduling New Hardware Updates to improve User experience We anticipate we are a month away from 100% Digitized Building Records AMS Storm Water Adopt a Catch Basin Program Tyler Utility Billing integration with Cityworks Service Requests Looking at a Citizen Reporter App Bret PLL Items Faron AMS Items 17 Questions/Comments Bret We feel Cityworks has been a smart decision for the city, and it helps us be smarter in our departments. Do you have Any Questions? 18 Thank You Bret 19 Demo PLL Parcel History Lookup Dashboards AMS Building Details Street Light outage Reporter 20