CITY OF REDWOOD CITY

PUBLIC WORKS SERVICES

StrategicTechnologyPlan
20112015

1400Broadway
RedwoodCity,CA94063

www.redwoodcity.org/publicworks

I.

Overview

ThePublicWorksServicesDepartment(PWS)maintainsRedwoodCitys(City)infrastructure.From
publicstreets,thestormdrainagesystem,andthewastewatersystemtothewaterdistributionsystem
andfleetvehiclesusedbyRedwoodCitystaff;PWStakescareoftheCity.Managingthesetasksrequires
awidevarietyofbackgroundsandexperiencefromPWSpersonnelwhoalsorelyontechnologyasan
enablingresource.Astechnologicaladvancesmodernizethewayworkisdone,PWSrecognizestheneed
to move away from manual processes that are time consuming, paper based, and lack the ability to
providenecessaryreports.
Overthelastten(10)years,PWShasmadesubstantialtechnologicalprogress.Forexample,thewater
andwastewatersystemsutilizeacomputerbasedsystemcalledSCADAtomonitor,control,andgather
data;videocamerasarerundownsewerpipestoverifythestructuralintegrityofthepipes;allscheduled
repairsandpreventativemaintenanceperformedonfleetvehiclesaremanagedbyacomputerizedwork
managementsystem;residentcomplaintsviaphoneorthePWSservicerequestwebsiteareloggedinto
acomputerizeddatabaseandpagedouttofieldworkerswhoallcarrycellphones/pagers;anautomated
watermetersystemallowscommercialcustomerstoreceiverealtimewaterconsumptiondatainstead
ofwaitingforthenextbilltoarrive.AsPWSlookstobuilduponitstechnologicalinvestments,itwillenter
thenextgenerationofmunicipalautomationcapabilities.Thesesystemsprovidewebbased,citizenself
servicecapabilities;improvedoperationaltransparency;and,realtimereporting.
PWSiseagertoimplementnewtechnologyacrossthedepartmentandtomeettheuniquebusinessneeds
ofallfour(4)ofitsoperatingdivisions.Tobalancethiseagerness,however,PWSrealizestheimportance
ofmappingouttheirtechnologicalneeds.ThisdocumentdefinesthefiveyearPWSStrategicTechnology
Plan from 20112015 and is intended to leverage the use of technology in order to support the PWS
missionstatement,helpingtobuildagreatcommunitybyprovidingessentialservicesfordailylife.
II. CurrentTechnologyUsed
PWS currently utilizes a number of different software packages. Some of these are custom software
applicationsthatperformspecifictasksnotnormallyavailableincustomofftheshelfsoftwaredueto
theuniquenessofPWSoperations;creatingchallengesforsoftwaremaintenanceandreplacement.Other
softwarepackagesareutilizedCitywideandprovideinformationtoPWSandotherdepartments.Listed
belowisthetechnologyusedbythePWSdepartmentandeachofthefour(4)operatingdivisions.
a. Department
i.

Accuterm2K2:computerizedsoftwareusedbyPWStopayinvoices,processtimecards,
editpersonnelrecords,reviewgeneralledgerandbudgetinformation.

ii.

PWSDepartmentwebsite:webportalthatprovidesinformationaboutthedepartmentand
each operating division; programs, services, and other important information such as
rebatesarefoundhere;RedwoodCityresidentscanalsoreportproblemsusinganonline
formorfindcontactinformationforkeyPWSstaff.

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iii.

PWS Service Request Log: Microsoft Access database used by PWS front office staff to
recordservicerequestsfromphoneandweb;databaseprovidesaddresslookupoptionto
indicatewhetheraresidentisservicedbyRedwoodCityorelsewhere.

iv.

PageGate:networkpagingsystemusedbyfrontofficestafftoalertfieldstaffofnewor
emergencyservicerequests.

v.

TreeMasterPro:MicrosoftAccessdatabaseusedbyfrontofficestafftorecordtreerelated
servicerequestsfromphoneandweb.

vi.

TrakIt: computerized system that displays outstanding permits issued by all City
departments;PWSfrontofficestaffutilizeTrakIttolookuptreepermitsbyparcelnumber.

vii.

Microsoft Outlook Email: used to receive Underground Service Alert (USA); requests are
emailedtotheelectricalcontractorusedbyPWS.USAslinktheexcavationcommunityand
the owners of private lines; underground water, sewer, and electrical lines need to be
locatedandmarkedbeforeclearancetodigisapproved(commongoal=safedigging).

viii.

Geographical Information System (GIS): computerized system that captures, stores,

analyzes,manages,andpresentsdatalinkedtoalocation.

b. FleetDivision
i.

FuelManagementSystem:tracksfuelconsumptionbyuserandvehicletype;requiresuser
loginbeforefuelisdispensed.

ii.

Assetworks: computerized work order management and preventative maintenance

schedulingsoftware;maximizesequipmentavailability,decreasesmaintenanceandrepair
costs,increasesvehicleutilization,allowsRedwoodCitytocontractinfleetmaintenance
servicesfromlocalagencies.

c. RightofWayDivision
i.

TreeMasterPro:MicrosoftAccessdatabasethatstorestreerelatedservicerequests;Urban
ForestrySpecialistandTreeMaintenanceLeadercanviewpendingwork.

ii.

TrakIt: computerized system utilized by the Urban Forestry Specialist to log tree permit
requestsfromRedwoodCityresidents.

iii.

Geographical Information System (GIS): computerized system that captures, stores,

analyzes,manages,andpresentsdatalinkedtoalocation;RightofWayDivisionrecently
collectedGISdataforallsigns,sidewalks,crosswalks,andpavementmarkings.

d. WastewaterDivision
i.

SCADA: computerized system that monitors the water level at storm and sewer pump
stationsensuringthatoverflowsdonotoccur;fieldstaffcanbepaged24/7ifwaterlevels
reachabnormallevels.

PWSStrategicTechnologyPlan

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ii.

CCTV mini cameras: used to diagnose problematic areas of pipe caused by tree root
protrusion,infiltration,calciumbuilduporcrackedpipe;oncetheproblemisdiscovered,
fieldcrewsdeterminetheappropriatemethodofrepair.

iii.

Webbasedstreetcleaningcalendar:providesRedwoodCityresidentswithanoverviewof
thefrequencythattheirstreetiscleanedbyastreetsweeper.

iv.

Web based street cleaning log: displays historical work performed including total miles
traveled, cubic yards collected, area of Redwood City cleaned; data used for reporting
purposes.

v.

SewerLateralDatabase:MicrosoftAccessdatabasethatprovidesreportsthatdisplaythe
numberofsewerlateralblockagesbyspecifictimeperiod;showsmostcommoncausesfor
blockages;listsproblemaddresses/hotspotsinRedwoodCity.

vi.

Geographical Information System (GIS): computerized system that captures, stores,

analyzes,manages,andpresentsdatalinkedtoalocation;usedbyWastewaterstafftoview
locationofsewerinfrastructureinRedwoodCity.

e. WaterDivision
i.

SCADA: computerized system that monitors the water level at storm and sewer pump
stationsensuringthatoverflowsdonotoccur;fieldstaffcanbepaged24/7ifwaterlevels
reachabnormallevels.

ii.

WaterUseAllocationProgram(WAP): webportalthatallowsRedwoodCityresidents to
viewtheirwaterallocationandcomparetheirwaterusebyspecifictimeperiod.

iii.

Water Conservation Programs: web portal that provides educational information to

RedwoodCityresidentsandbusinessownersonhowtoconservewater.

iv.

AutomatedMeterReading:SensusAutoVudrivebyradioreadsystem;fieldstaffcandrive
by water meters and collect readings electronically through radio signals; this system is
beingphasedoutreplacedbySensusFlexNet.

v.

Itron MVRS: transfers meter reading books from the Utility Billing System to handheld
computersforvisualcollectionofwatermeterreadings;thisprocessisbeingphasedout
replacedbySensusFlexNet.

vi.

AutomatedMeterInfrastructure:SensusFlexNetmeterreadingsystem;watermeterscan
bereadremotelyatsetintervals(userdefined)eliminatingtheneedfordrivebyradioreads
(AutomatedMeterReading)ormanualmeterreads(ItronMVRS).

vii.

IrthNet:webbasedinterface/databaseusedtoschedule/trackUndergroundServiceAlert
(USA)ticketsforlocatingundergroundutilitiesbeforeexcavation.

PWSStrategicTechnologyPlan

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viii.

BackflowDeviceDatabase:.netdatabasethattalkstotheUtilityBillingSystem;usedto
trackbackflowdevicesinthewatersystemandverifytheannualperformancetestingof
eachdevice.

ix.

Google Earth: used to create maps for the Water Allocation Program (WAP); used to
measurelandscapeareaforthecalculationofwaterbudgets.

x.

Geographical Information System (GIS): computerized system that captures, stores,

analyzes, manages, and presents data linked to a location; used by Water staff to view
locationofwaterinfrastructureinRedwoodCity.

III. TechnologyChallengesandOpportunities
Over the years, PWS has felt the pressure for more responsiveness, effectiveness, and accountability.
Thesedemandsfromthepublic,otherCitydepartmentsandvariousregulatoryagenciestakemany
forms,rangingfromrequestsformoredirectaccess,toworkhistories,totheabilitytoquery/tabulate
completedworkforsubmissiontoregulatoryagencies.Inallcases,theuseoftechnologycanenhance
theflowofinformationtomeettheselegitimateneeds.However,similartotheintroductionofanything
new,theintroductionofnewtechnologywilltaketimebeforebeingacceptedbytheorganization.The
introduction of new technology might encounter the following challenges. By recognizing these
challengesearlyintheplanningstage,PWSwillfindwaystoaccommodatethesechallengesstartingwith
theinclusionoffieldstaff(i.e.endusers)inalldecisionmakingprocesses.
a. Fearofchangingtraditionaldailyoperations;useoftechnologycreatesmorework.
b. Overcomingthefearofperformancemonitoringandaccountability.
c. Communicatingthereasonsandpotentialbenefitsofchange.
d. Committingtimeandresourcestoenhanceproductivityandmanagechange.
e. Developingstaffthrougheffectivetraining.
f.

FundingandresourcesforGIS;thebackboneofallnewtechnologyinPWS.

g. Competingprioritiesamongworkunitsandindividuals.
h. Developingeffectiveproductionmeasuresandaworkableperformancesystem.
IV. TechnologyWishList
PWShasmadesubstantialtechnologicalprogressoverthelastten(10)years.Despitethisprogress,new
technology that promises to make PWS even more efficient is introduced on an ongoing basis.
Opportunities for PWS to automate processes, eliminate redundant data entry, and provide realtime
reporting are available. Over the next five (5) years, PWS plans to implement a number of new
technologies. Realizing the importance of communicating their future plans to I.T. and other City
departments,PWShascompiledatechnologywishlistcategorizedbythedepartmentlevelandbyeach
ofthefour(4)operatingdivisions.
PWSStrategicTechnologyPlan

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a. Department
i.

Maintenance Management System (MMS): PWS currently tracks work completed using
paperworkorders;cannotsummarizedataquicklyandefficiently;reliesonthememories
offieldcrewsforpastworkcompleted;anddoesnothaveawaytoprovideresidentswith
statusupdatesregardingtheircomplaints.Tosolvetheseproblems,PWSplanstoinstalla
computerizedMMSthattracksworkorders,stafftime,andassetinformation.
ThenewMMSwillhaveafieldversionandanofficeversion.Thefieldversionwillbeused
byfieldcrewsonhandhelddevices(preferablytouchscreendevices),willbeeasytouse
(simpleworkorderinterfaces),provideGISmapsofassets,andserveasatoolinthefield.
The office version will tabulate results from the field, provide a dashboard summary of
pendingandcompletedwork,displayworkonaGISmap,organizeUSAtickets,andprovide
reportingfunctionality.Theofficeversionwillalsohaveaservicerequestfunctionthatwill
eliminatetheneedtousethePWSServiceRequestLog,TreeMasterPro,andMicrosoft
OutlookEmailforUSAs.

ii.

Laptops/Rugged Touch Screen devices for field version of MMS: In order to view work
orders,enterdata,viewGISdata,andquerypastworkcompletedatspecificlocations,field
crewswillneedlaptopsorruggedtouchscreendevicesinthefield.Acostbenefitanalysis
comparing the functionality and useful life of a standard laptop versus a rugged device
designedfor thefield (ex:Panasonic Toughbook H1Field)willbecalculated. Newwork
orderswilleitherbeloadedintheofficeviaanactivesyncconnectionorinthefieldusing
anintegratedmobilebroadbandconnection.Themostefficient,costeffectiveworkflow
willbeanalyzedbeforethepurchaseoftheMMS.

iii.

GeographicalInformationSystem(GIS):theCitysGISwillsupporttheMMS;therefore,a
processformanagingGISdatawillneedtobecreated.Usingthefieldversion,PWScrews
willhavetheabilitytomakecorrectionstoexistingGISdataoraddnewassetstoGIS.For
instance,ifawaterhydrantislocatedatxlocationperGISbutisactuallylocatedaty
locationinthefield,PWScrewscanmakenoteoftheactuallocationinMMS.Oncethe
actuallocationisverifiedthroughasystemofchecksandbalances,thelocationofthewater
hydrantshouldbechangedinGIS.Aprocessformanagingthischangeisrequired.

iv.

PWSDepartmentwebsite:theexistingwebsiteincludesacustomerrequestportalwhere
customerscanlogservicerequests(i.e.fallentrees,brokenstreetlights).PWSwilllookinto
providingmoreinformationaboutsubmittedservicerequestsincludingtheabilitytoview
workcompletedbyneighborhoodandtheabilitytoviewspecificservicerequestresolutions
bycaseID.AlldatawouldbederivedfromtheMMS.

v.

CleanupPWSharedDrive(S):theshareddrivecontainsalotofdatanolongerusedbyPWS.
PWSplanstoorganizetheshareddriveaswellascreatenewfolderssuchasaContract
Database.ThePWSContractDatabasewillstoreallcontractsandrelevantdocumentsthat
pertaintoexistingandnewPWScontracts.AlthoughthisinformationisstoredintheCitys

PWSStrategicTechnologyPlan

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documentarchive,thePWSContractDatabasewillserveasaresourceforstafflookingfor
contractsthatpertaintoPWS.
vi.

HardwareInventory/ReplacementSchedule:thetwoversionsoftheMMS(fieldandoffice)
willbeinstalledthroughoutPWS.Aninventoryofdesktopcomputers,laptops,andother
hardwareshouldbecreated.Replacementschedules(i.e.,usefullifeprojections)willneed
tobecreatedinordertofigureoutfuturereplacementcostofhardwarethatwillrunMMS
(field/office).NewerhardwarewillbeeasiertosupportbyI.T.,providethenecessarytools
to field/office users, and improve productivity by reducing the possibility of hardware
malfunction.

vii.

BandwidthImprovement:theexistingbandwidthprovidedtoPWSwillneedtobeupdated
beforetheMMSimplementation.TheFleetDivisioncurrentlyexperienceslagtimeswhen
creatingreportsinAssetWorksduetotheexistingbandwidth.

b. FleetDivision
i.

Replace Assetworks work order system with a new work order system: Although Asset
Works schedules work orders, preventative maintenance schedules, and keeps staff
productive,theFleetDivisionhasstartedlookingforalternativesoftwaresolutions.Key
requirements of a new system include the ability to display specific data based on user
preference.Currently,AssetWorksisnotcustomizableanddoesnotprovidetheabilityto
viewspecificdata.

c. RightofWayDivision
i.

Tree Inventory Management Software: a tree inventory RFP will select a contractor by
December2010tocreateastreettreeinventorythroughoutRedwoodCity.Attributedata
foreach tree(location,species, height,health,etc.)willbe collected,aGISlayerwillbe
created,andsoftwaretomanagetheinventorywillbeinstalled.Thesoftwarewillallow
RightofWaystafftoupdatethetreeinventoryiftreesareremovedfromRedwoodCity,if
newtreesareplanted,orifscheduledworkiscompletedatspecifictrees(ahistoryofwork
foreachtreewillbeavailabletostaffatalltimes).Althoughthissoftwarereplicatesthe
functionsoftheMMS,thesoftwareisadeliverableoftheRFP.OncetheMMSisinstalled,
however, use of the tree inventory management software will be discontinued and the
MMSwillreplaceallexistingfunctionality.

ii.

Maintenance Management System (MMS): specific examples of data made available by

MMS include an understanding of the number of feet and cost of sidewalk installed by
neighborhood(orotherarea);abilitytoshowthenumberofcurbsrepaintedorlocations
ofcoveredupgraffiti;numberofpotholesfilledbydaterange;andcalculatetheamountof
timetakenfortreestogetprunedfromthetimeofcomplainttocompletionofwork.

iii.

GeographicalInformationSystem(GIS):theCitysGISwillsupporttheMMS;therefore,the
accuracyofGISdatathatpertaintoRightofWayassets(signs,streetlights,trafficsignals,
trees, etc.) will need to be verified, corrected, and updated on an ongoing basis. Work

PWSStrategicTechnologyPlan

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ordersintheMMSwillbetiedtospecificassetsinGIS.AprocessformanagingtheGISdata
andensuringitsaccuracywillneedtobecreated.
d. WastewaterDivision
i.

Maintenance Management System (MMS): specific examples of data made available by

MMSincludethelocationofsewerhotspots(locationsthatalwaysrequiremaintenance);
effect of preventative maintenance programs (have unscheduled repairs decreased
because the system is routinely maintained?); history of work completed at specific
locations(allowsfieldcrewstospottrends,makeadjustmentstopreventtheproblemfrom
recurring);andasummaryofactualcosts(stafftime,materials,contractorshired)realized
whenrespondingtoemergencies.

ii.

GeographicalInformationSystem(GIS):theCitysGISwillsupporttheMMS;therefore,the
accuracyofGISdatathatpertaintoWastewaterassets(stormdrains,liftstations,sewer
laterals,sewermains,manholes,etc.)willneedtobeverified,corrected,andupdatedon
anongoingbasis.WorkordersintheMMSwillbetiedtospecificassetsinGIS.Aprocess
formanagingtheGISdataandensuringitsaccuracywillneedtobecreated.

e. WaterDivision
i.

Handheld GPS Devices for Meter Replacement Project: PWS plans to purchase 20,000+
residentialwatermetersthatwillbeincorporatedwiththeexistingSensusFlexNetsystem.
Likethecommercialwatermetersalreadyinstalled,thenewresidentialmeterswillbepart
oftheautomatedmeterinfrastructureallowingmeterstobereadremotelyatsetintervals
(user defined) eliminating the need for drive by radio reads or manual meter reads. To
manage the installation of the new residential water meters, PWS plans to purchase
handheld GPS devices that run on either Windows Mobile 6.1 or Windows XP/7. The
operating system requirements for the project are still under review; however, the
handheldGPSdevicemustincludeanintegratedbarcodescanner,camera,andGPS.

ii.

SensusFlexNetDataManagerSoftware:willbeinstalledonaGPShandhelddevicerunning
WindowsMobile6.1;usedtowakeupthenewlyinstalledresidentialwatermeters(sync
themwiththerestofthesystem).

iii.

Field software for Meter Replacement Project: To manage the installation of the new
residential water meters, PWS plans to purchase software that can log a bar code scan
(savinginformationfromthenewmetereliminatingtheneedformanualinput),workorder
details(date,timeworkstarted,timeworkended,staffassignedtojob),oldmeterreading,
GPScoordinatesofthenewmeter,picturesofthenewmeter,updatethemeterinventory
(removethemeterfromtheinventory;markasinstalled),andgenerateadataoutputfile
(ex:csv)forusewiththeCitysUtilityBillingSystem(UBS)andtheMMS.Thesoftwarewill
beinstalledonhandheldGPSdevicesrunningeitherWindowsMobile6.1orWindowsXP/7
(TBD).InadditiontobeingusedfortheMeterReplacementProject,PWSalsoplanstouse
thefieldsoftwareforotherworkprocessesincludingbackflowtesting,planned/unplanned
dischargesfromthesystem,etc.

PWSStrategicTechnologyPlan

Page7

iv.

MeterInventoryDatabase:IfthefieldsoftwareselectedfortheMeterReplacementProject
doesnotincludeaninventorymanagementcomponent,PWSwillrelyonI.T.oraconsulting
firmtodevelopaninventorymanagementMicrosoftAccessdatabasethatcansyncwith
thefieldsoftware.

v.

Maintenance Management System (MMS): specific examples of data made available by

MMSincludethelocationofwatervalvestoshutoffspecificportionsofthewatersystem;
locationofwatermainrepairsbydaterange;numberofservicerequestsreportedafter
hours versus normal working hours; location of water audits or backflow tests visually
displayed on GIS map; and a summary of actual costs (staff time, materials, contractors
hired)realizedwhenrespondingtoemergencies.

vi.

GeographicalInformationSystem(GIS):theCitysGISwillsupporttheMMS;therefore,the
accuracy of GIS data that pertain to Water assets (hydrants, water meters, water tanks,
water mains, water valves, etc.) will need to be verified, corrected, and updated on an
ongoingbasis.WorkordersintheMMSwillbetiedtospecificassetsinGIS.Aprocessfor
managingtheGISdataandensuringitsaccuracywillneedtobecreated.

V. NextSteps
PWS has made significant technological advances over the last decade. The organization has slowly
workedtotransformitselffromanorganizationrunbymanualprocessesandhighpaperusage,toan
organization of automated processes leveraging technology. Although PWS has not reached its full
potential of eliminating manual process and paper usage that could be automated, this Strategic
TechnologyPlanisastepintherightdirection.Witheffectiveleadershipandtransparentcommunication
amongstakeholders,PWSwillimproveitsservicecapabilityandefficiency,andultimatelythequalityof
lifeinRedwoodCity.
Listedbelowarekeypointstoconsidermovingforward.
a. Centralcoordinationandleadership
i.

Consistentapplications,procedures,andprocessesensurereliabilityandcosteffectiveness
in deployment and use of technology. Central coordination and leadership provide
opportunities to reduce redundancy and leverage resources. PWS should create a
technology review committee that includes stakeholders from other departments
(includingI.T.)withthetaskofinvestigatingandimplementingemergingtechnologiesthat
increase staff productivity, provide for customization, and meet common business
requirementsthroughoutthePWSorganization.

ii.

PWSshouldplanoutlongtermsupportrequirementsfromtheI.T.department.Projections
of I.T. support for future technological implementations should be realistic and future
projects should be communicated in advance to allow I.T. to effectively manage its
resources.

PWSStrategicTechnologyPlan

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iii.

Align all PWS divisions together in a common vision for the use of technology as a
department.

iv.

Recognizethatnotallstakeholdersusetechnologyonadailybasis;beresponsivetotheir
interestsandconcerns.

v.

Perform careful research and due diligence; learn from others mistakes when
implementingnewtechnology.

b. Reviewwhetherthesametechnologycanbeusedformultipleprojects
i.

Beforenewtechnologyisimplemented,PWSshouldreviewwhetherexistingtechnology
canmeetthebusinessrequirementsoftheproject.Thekeyistoavoidthepurchaseof
multiplesoftwaresystemsthataccomplishthesametask.

ii.

Business needs and customer expectations should be considered to ensure the new
technologyleadstoimprovedservicesandcustomersatisfaction.

iii.

TechnologythatcanbesharedacrossPWSdivisionsispreferredversustechnologythatfits
aonetimebusinessneed.

c. Prioritizeprojects
i.

Defineandprioritizebasedoncoreservicesorneed.Forexample,projectsthatensurethat
theexperienceandknowledgeofworkersnearingretirementiscapturedanddocumented
topreventinstitutionalmemorylossshouldbegivenhighpriority.

ii.

Prepareestimatesofthetechnologyoverthelifecycle,includingI.T.andPWSstaffcosts,
consultingcosts,hardwareandsoftwareacquisitioncosts,andannuallicensingcosts.Costs
shouldreflectthelifecycleofthetechnologyfrominitialexplorationthroughacquisition,
installation,maintenance,repairsandupgrades,andultimately,retirement.

iii.

Rankprojectsbasedonhowtheywilleliminateredundantdataentry,reducetimespent
tracking project status, reduce manual processes, and allow appropriate access to
documentsscatteredacrossdifferentsystems.

iv.

DuetolimitedPWSorI.T.staffresourcesnotallprojectscanbestartedatthesametime.
Selectthoseprojectsfirstthatmakethemostimpactandtaketheleastamountoftimeto
implement.

d. ProjectFunding
i.

In the past, new technology was funded by the PWS division (Fleet, ROW, Wastewater,
Water)thathadabusinessneed.PWSshouldlookatcreatingacentralizedbudget/cost
scheduleforthepurchaseofnewtechnologythataffectstheentiredepartment.

e. TrainingandDevelopment

PWSStrategicTechnologyPlan

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i.

Managementshouldmakesurethatfieldcrewsarepartofalltechnologyimplementations.
Theendusershouldhaveinputinhowthetechnologyshouldintegratewithexistingwork
processes,practices,andstandards.

ii.

Establish user groups that share knowledge and champion the idea of success through
teamwork.

iii.

Providemorecrosstrainingsostaffarenotfocusedononetaskorjobfunction.Similarto
thecrosstrainingthatoccursonthejob,staffshouldhavetheopportunitytolearnhowall
newtechnologyfunctionsintheeventthattheprimaryuserisunavailable.

iv.

Encouragemorecustomerselfservice(forRedwoodCityresidentsandstaff).

VI. Conclusion
PWSunderstandshowtomaintainRedwoodCitysinfrastructure.Businessasusualisagoodthingat
PWSasproblemsinthesystemrarelyoccur.Althoughexistingworkprocessesrevolvearoundmanual
processesandpaperbasedsystems,thereisnodenyingthatPWSgetsthejobdone.Despitethese
facts,PWSunderstandsthereisalwaysroomforchangeandinnovation.Newtechnologyorprocesses
shouldnotdisruptbusinessasusual;rather,theyshouldhelpmakeeveryonesjobeasier.Withthe
goalofKeepingitSimple,PWSwillfindnewtechnologythatmeetsthisgoal.

AppendixAExistingTechnology

PWSStrategicTechnologyPlan

Page10

Name

Users

Function

Dept

Accuterm2K2

Citywidefinancialsystemused
byPWSforpayroll,a/p,budget

ROW

WW

Water

Workordermanagement
systemusedtoschedulerepairs
andmaximizeequipment
availability

SensusFlexNetmeterreading
system;watermeterscanbe
readatuserdefinedintervals
fromthePWSoffice

Databaseusedtotrackbackflow
devicesinthewatersystemand
verifyannualtesting

Videocamerasplaceddown
sewerpipestodiagnose
problematicareasofpipe

FuelManagementSystem

Tracksfuelconsumptionbyuser
andvehicletype;requireslogin

GIS

Computerbasedsystemthat
captures,stores,analyzes,
manages,andpresentsdata
linkedtoalocation

GoogleEarth

Usedtocalculatelandscape
area

IrthNet

Webportalusedto
schedule/trackUnderground
ServiceAlerts(USAs)

AssetWorks

AutomatedMeter
Infrastructure

AutomatedMeterReading Radioreadwatermetersystem;
allowsPWSstafftodrivebya
metertocollectareading
BackflowDeviceDatabase

CCTVminicameras

PWSStrategicTechnologyPlan

Fleet

Page11

Name

Function

ItronMVRS

Users
Dept

Fleet

ROW

WW

Water

Computerizedsystemthat
allowsfortransferofmeter
readingbooksfromUtility
BillingSystemtohandheld
computers

MicrosoftOutlookEmail

Usedtoreceiveandsend
UndergroundServiceAlerts

PageGate

Usedtoalertfieldcrewof
servicerequests;senttofield
crewspagers

Providesinformationabout
servicesandprograms
performed

Logsservicesrequests
submittedbyphoneandthe
PWSservicerequestform
availableonline

SCADA

Monitorswaterlevelsto
preventliftstationoverflows

SewerLateralDatabase

Summarizesthenumberof
sewerlateralblockagesby
area/timeperiod;listsproblem
addresses

ComputerizedsystemusedCity
widetotrackoutstanding
permitsbyparcel

TreeMasterPro

Databaseusedtorecordstreet
treerelatedservicerequests

WaterConservation
Programs

Webportalthatprovideswater
conservationtoolsand
resources

PWSDepartmentwebsite

PWSServiceRequestLog

TrakIt

PWSStrategicTechnologyPlan

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WaterUseAllocation
Program(WAP)

Webbasedstreetcleaning Providesanoverviewofstreet
calendar
cleaningfrequencybyregion

Webbasedstreetcleaning Displayshistoricalwork
log
performedincludingmiles
traveledandcubicyards
collected

PWSStrategicTechnologyPlan

Webportalthatallowsusersto
viewwaterallocationcompared
waterconsumption

Page13

AppendixBNewTechnology

BusinessNeed

Maintenance
ManagementSystem
(MMS)

Provideareactiveandproactive
workordersystemforscheduling
andtrackingworktasks,
personnel,equipment,and
materialusage.Detailedcost
reportsandintegrationwithGIS
areexpectedoutcomes.

Laptops/RuggedTouch
ScreenDevicesforField
MMS

Loadlaptopsorruggeddevices
withfieldversionofMMS.

GIS

PWSDepartment
website

Cleanupshareddrive;
Contractsfolder

PWSStrategicTechnologyPlan

DesiredOutcome/Result

Users

ProjectDetails

Dept

Fleet

ROW WW

Water

When

OneTime
Cost

Ongoing
Costs

Funding
Source
68684063
(WaterCIP)

TBD

TBD

TBD

&
68985063
(WWCIP)

TBD

TBD

TBD

TBD

MMScollectsrevisionstoasset
attributes(location,type,etc.)in
thefield.GISisupdatedafter
revisionsareverified.

TBD

Already
paidfor

$6,000

TBD

Provideresidentswithabilityto
viewcompletedworkbyregionin
GISandlookupspecificservice
requestsbycaseID.Datawould
bederivedfromMMS.

TBD

None

None

TBD

PWShareddriveiscleanedup;
removaloffilesnolongerused.
CreationofaPWcontractsfolder.

TBD

None

None

n/a

Page14

BusinessNeeds

DesiredOutcome/Result

Users

Dept

Fleet ROW

ProjectDetails

WW

Water

When

OneTime
Cost

Ongoing
Costs

Funding
Source

HardwareInventory/
ReplacementProgram

Createinventoryofdesktops,
laptops,etc.thatwillrunMMS.
Determineusefullifetoforecast
futurereplacementcosts.

TBD

None

None

n/a

BandwidthImprovement
forPWSDepartment

Fasterloadingofdatabasesin
AssetWorksandMMS.Current
downloadtimestake510min.

TBD

TBD

TBD

TBD

ReplaceAssetWorks

Fleetdivisionconsideringthe
replacementofAssetWorks.
Newsystemcanbecustomizable;
forexample,showspecificdata
basedonuserpreference.

TBD

TBD

TBD

791
67230

Partof
Tree
Inventory

TBD

150
6513540

~$4,000/
each

None

WaterCIP
Fund

TreeInventory
ManagementSoftware

Provideabilitytoupdatetree
recordsifworkisperformed,new
treesadded/removed.MMSmay
replaceallfunctionalityoncelive.

April
2011

HandheldGPSDevices

Includeintegratedbarcode
scanner,GPS,camera,good
customerservice.Runeither
WindowsMobile6.1orWindows
XP/7.Doesnotrequirean
integratedmobilebroadband
card.

Dec2010

PWSStrategicTechnologyPlan

Page15

BusinessNeed

DesiredOutcome/Result

Users

Dept

Fleet ROW

ProjectDetails

WW

Water

When

OneTime
Cost

Ongoing
Costs

Funding
Source

LoadedonhandheldGPSdevices
runningWindowsMobile6.1;
usedtowakeupnewlyinstalled
meterandconnectwithAMI
system.

Feb2011

TBD

TBD

WaterCIP
Fund

FieldSoftwareforMeter
ReplacementProject

RunonWindowsMobile6.1or
WindowsXP/7.Logworkorder
details,barcodescan,GPS
coordinates,andpictures.

Feb2011

$35,000

TBD

WaterCIP
Fund

MeterInventory
Database

ITwillneedtobuildAccess
inventorymgmtdatabaseifField
Softwaredoesnotincludethis
feature.

TBD

None

None

Allocated
ITHours

SensusFlexNetData
ManagerSoftware

PWSStrategicTechnologyPlan

Page16