IT Governance Business Case
Geo-Specific Asset Inventory
General Services
Background
The General Services (GS) Department actively maintains 800,000 square feet of City-owned facilities, including an extensive array of equipment, appliances and other assets. This includes HVAC systems, electrical panels, elevators, fans, water heaters, transformers, security cameras, intercoms, badge scanners, fire extinguishers and defibrillators.
To manage this wide array of assets, GS currently relies on the institutional knowledge of its staff for maintenance planning.
Current Business Problem
General Services lacks an asset inventory system that is easy to navigate. It manages such an extensive array of equipment and appliances that its list-based inventory in Cityworks is too cumbersome to use effectively in maintenance planning. Their workaround currently relies on undocumented institutional knowledge of senior staff, some of whom are nearing retirement.
Current Pain Points
- Ineffective layout of asset inventory is difficult for maintenance planning
- Incomplete documentation of asset inventory poses risk of knowledge loss in event of staffing turnover
Future State Benefits
• Effective asset maintenance planning due to geo-specific asset layout
• Knowledge preservation of all City-owned assets via complete documentation
• Improved event and emergency planning
• Can be used for office hotelling scheduling
Strategic Alignment
Objective 4: Innovative and High-Performing Organization
TS Departmental Business Plan Objective 3: maintain and modernize all the City's assets to align to the evolving and emerging technologies in the marketplace for City business units
Analysis and Recommended Solution
Analysis
Native Solution. ArcGIS Indoors integrates seamlessly as a layer of the City's existing ArcGIS platform. As the solution is both cost-effective and complete, no other solutions were evaluated.
ArcGIS Indoors integrates building floorplans into the existing ArcGIS platform, enabling roomlevel asset mapping. It also integrates with the Cityworks asset inventory and Cityworks work order ticketing. This enables Cityworks to provide an asset inventory that has geo-specific reference for maintenance planning.
Implementation Analysis
Setup. Setup is time-intensive and requires specialized CAD skills the City currently lacks. An implementation vendor is needed. ESRI has a partnership program of vetted vendors, with some certified as specialists in Indoors implementation for local government.
Maintenance. Maintenance will be shared between General Services and TS GIS.
General Services will maintain asset data, while TS GIS will provide bi-annual software updates and technical user support as needed.
• General Services. Staffing is available to provide implementation support, and an FTE maintenance position has been requested and is currently under evaluation. In the meantime, GS will use lapsed salary funds for contracted data maintenance.
• TS GIS. Staffing is currently limited, but available to provide basic implementation & maintenance support.
• Vendor on retainer. As needed, vendors can be retained for occasional needs, such as updating CAD drawings when buildings are renovated.
Analysis: Implementation Vendor Estimates
Recommended Solution: Implement ArcGIS Indoors
Description
Issue an RFP to select an implementation vendor. ArcGIS Indoors licensing will be included in the ESRI Enterprise Agreement.
Pros
• Improved maintenance planning for General Services
• Best Practice adherence of documented asset inventorying
• Improved event and emergency planning
• An implementation partner will make for a faster setup
Cons
• N/A
IT Architecture Office Review
Cybersecurity Review
Recommended Solution - Project Financial Estimate
Risk Identification
Mitigation Risk (Costs)
• Vendor will provide proof of concept of work before engaging in full project
Contingency Risk (Costs)
• N/A
Our ask
We are asking the IT Governance Steering Committee to approve and score the business case to implement ArcGIS Indoors as a geo-specific asset inventory for General Services. The approved and ranked business case will be submitted to the Budget Management Services Department for funding and approval by the City Manager.