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<br /> <br /> STAFF REPORT <br /> <br /> <br /> <br />TO: Mayor Fischer and Members of City Council <br /> <br />FROM: Bill Dircks, Public Works Director <br /> Bryce Shearen, Parks & Recreation/Community Services Director <br /> <br />DATE: January 11, 2023 <br /> <br />RE: Brightly Work Order Software Update <br /> <br />ACTION REQUESTED <br />None. Informational update to the City Council. <br />BACKGROUND <br />Part of the City’s Strategic Plan is Creating Operational Efficiency and integrating new technology <br />throughout city departments. The City Council approved the purchase of asset tracking and work <br />order software in the spring of 2022. The new software, Asset Essentials by Brightly Software <br />Corporation had a project kick-off in the spring of 2022. Brightly needed to get our account set up <br />and import our GIS information and then training was held for all Public Works and Parks staff at <br />the end of July to get everyone up to speed on using the product. <br />Staff has been using the product for about five months, and things went very well during the <br />transition. Staff has been diligent in recording their work activities in the program so that work <br />progress can be tracked and staff can see any trends that may develop or other issues that may lead <br />to further action. <br />The computer and mobile versions are relatively easy to use and get easier with repetition. We <br />continue to add categories and sub-categories as we come across new tasks or tasks that weren’t <br />fully built out in the system. We have also added all equipment to the fleet module and staff has <br />begun recording routine and reactive maintenance on the equipment rather than filling out a paper <br />form. <br />Housing all work orders and work completed under one roof has been extremely helpful. Staff <br />can go to one program and look up tasks that have been scheduled or completed rather than <br />checking a paper sheet, whiteboard, independent computer spreadsheet, or other means that were <br />formerly used to track work tasks. One of the biggest features has been the ability to create a work <br />order in the field right when it is discovered. It has allowed staff to get it scheduled before <br />forgetting about it. <br />Another great feature is pictures can be added to the work order to provide history and context as <br />well. For example, if an employee comes across a pothole on a street he can create a work order