05-25-2022 Council Packet - Laserfiche WebLink

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STAFF REPORT TO:Mayor Keis and Members of the City Council FROM:Bill Dircks, Public Works Director Bryce Shearen, Parks and Recreation/Community Services Director DATE: May 20, 2022 RE:Purchase of Work Order Management Software ACTION TO BE CONSIDERED: Motion to approve the purchase of Work Order Management software from Brightly Software for $13,433.04. BACKGROUND: As the City builds out a more robust GIS system for all of its assets more options become available to take advantage of the data and technology in the current city maintenance climate. City staff began researching work order management software last year and realized how effective it can be in helping to create a more efficient operation in the Public Works and Parks departments. Currently, staff in both departments use paper work orders, notes written on whiteboards, notecards, spreadsheets, and various other means to assign tasks and document work completed. Work order management software offers an opportunity to leverage the data from our GIS system to bring all of those methods of distributing and documenting work under one platform. The software allows anyone to generate a work order from a desk or out in the field while it is fresh in their mind. The work order can be assigned to specific people and those people get a notification. The software can also schedule recurring routine maintenance tasks and track work completed and when it was completed. As staff gets more familiar with the software, there is an option of assigning costs to each project if desired so that we can better track our spending. All of the features of the software will serve to meet one of our strategic planning initiatives – Create Operational Efficiency. Having the ability to generate a work order while in the field will greatly increase the quality and accuracy of work orders. The completed work orders will then be tracked and staff will have the ability to generate reports and analyze more accurately where time is being spent, which will help us in the budgeting process as well as with staffing and equipment. Staff started working with a software company last year and then met with Dave Malm from Bolton & Menk since Dave manages our GIS program and has worked with work order management software implementations at other cities that Bolton & Menk serve. Mr. Malm was very helpful in directing us to the proper size software packages that will meet the City’s needs. There are some very large players like Cartegraph and CityWorks that are much more robust and