- Assessment: We conducted a needs assessment involving active stakeholder education and interviews to facilitate understanding of the existing gaps and key priorities of the present patchwork of systems and processes in place. The assessment included the evaluation of eleven areas, including budgeting, work order management, mobile staff access and a variety of interfaces (GIS, ERP, utility billing).
- Maintenance program evaluation: To properly evaluate the city’s business reporting needs, over 127 different program activities in fifteen business areas ranging from engineering to the city manager’s office, and streets maintenance to water quality and treatment were evaluated.
- Technology inventory: An assortment of 21 systems tracked asset data in addition to numerous user databases, spreadsheets, paper records, and potential blind spots related to the retention of important facts residing only in staff memory.
- Vendor and solution evaluation: We worked with the city to develop an RFP that was released in the late summer of 2014. Upon receipt of six vendor proposal responses representing five different EAM solutions, our team facilitated a full review of each with active city staff engagement. Other evaluation support included on-site vendor demonstrations and client reference verification. Our knowledge of the market and products allowed the city to analyze the proposals and various products from an objective, comparative perspective.
- A competitive solicitation of a Commercial-Off-The-Shelf (COTS) enterprise system for asset and work order management that eliminates redundant “shadow systems” involving duplicate data entry, storage, and intensive paper processes.
- An EAMS solution that is user-friendly and empowers departments to improve city business processes and accurately portray their work activities for fact-based management decisions.
- The ability to establish efficient workflows and structured processes facilitating the exchange of information throughout the city’s operations.
- The identification of integration points with the city’s legacy systems including utility billing, customer service request management, finance/ERP, utility locates, GIS, and fleet management systems to make it easier to access information with minimal dual entry.
- A recognized increase in capacity to access, contribute, and manage information for decision support to meet the city’s performance reporting objectives. The identification of solution that seamlessly integrates with city’s geographic information systems (GIS) to connect location and asset details with real-time maintenance status to ensure responsive service delivery and decision support information.
Plante Moran helped us assess our EAM business needs and source an EAM solution through a well-structured competitive procurement. Their results exceeded our expectations while delivering results on time and staying within budget.
— Mr. Peter Adler, Public Works Leadership Fellow (APWA), city of Arvada Utilities Project Manager