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HomeMy WebLinkAbout2011-07-13 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Wednesday, July 13, 2011, 12:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Art Vega, Interim IT Manager Director Gary T. Melton Damon Micalizzi, PI Officer 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 2.1. Elk Mountain Neighborhood Meeting Update (Verbal Report) 2.2. Ideas for Summer Newsletter Content 2.3. Bottled Water Label Art Contest 2.4. Conservation Signs (Verbal Report) 2.5. Status of Video Recording in Board Room (Verbal Report) 2.6. Dynamics GP Consultant 2.7. Computerized Maintenance & Management System Project Status 2.8. Status Report on Committee Specific Strategic Plan Initiatives 2.9. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Public Affairs-Communications-Technology Committee will be held August 1, 2011 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 2.2 AGENDA REPORT Meeting Date: July 13, 2011 To: Public Affairs-Communications- Technology Committee Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Ideas for Summer Newsletter Content SUMMARY: YLWD's Summer Newsletter is targeted for mailing during the second week of August. Some ideas for content include: . Bottled Water Artwork Contest . Discovery Science Center Coupon . On-Line Bill Pay. . Fire Hydrant Clearance . Grit in the sewers. ITEM NO. 2.3 AGENDA REPORT Meeting Date: July 13, 2011 To: Public Affairs-Communications- Technology Committee Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Bottled Water Label Art Contest SUMMARY: The YLWD Bottled Water Program is entering it's second year. With a new year comes a new opportunity to update our label. YLWD Public Affairs is presenting the First Annual Bottled Water Label Artwork Contest. A few highlights include: . Contest will be promoted primarily through the Newsletter and the website and with District Schools through the Water Education Program partnership with MWDOC/Discovery Science Center. . Open to Elementary Schools Students (grades K-5) within YLWD. . This Year's Theme: Water Use Efficiency. . Deadline September 30th . Winning artwork will go on the inside label of our bottled water. ITEM NO. 2.6 AGENDA REPORT Meeting Date: July 13, 2011 To: Public Affairs-Communications- Technology Committee Presented By: Art Vega, Acting IT Director Dept: Information Technology Reviewed by Legal: Pending Prepared By: Art Vega, Acting IT Director CEQA Compliance: N/A Subject: Dynamics GP Consultant SUMMARY: In discussions with the Finance Manager, HR Manager and their staff it has become evident that more training and assistance is needed with Dynamics Great Plain's HR and Accounting Modules. The District's Strategic Plan identifies under Operational Efficiency Initiative No. OE 1-A, which states "Identify the Current Functionality of Existing Technology and Determine if it is Being Utilized to Full Capacity". The additional training and identified above will provide an opportunity to more full utilize the HR and Financial program within the District's enterprise software system. DISCUSSION: The District has received a Statement of Work from Tom Santoro from NeuLogics. The Scope of Work drafted by Neulogics is based on a conference call with Tom Santoro that was held on June 16th in which District's IT, Finance and HR staff were present. District staff is currently in the process of reconciling the District's Professional Service Agreement and NeuLogics' Master Service Agreement with the assistance of the District's Legal Counsel. District's IT, Finance and HR Staff have reviewed the statement of work. Attached for the Committees review is the Statement of Work from NeuLogics. ATTACHMENTS: Name: Description: Type: NeuLogics SOW.pdf NeuLogics SOW Backup Material N~ uLogics Yorba Linda Water District Statement of Work 100758 -Dynamics GP Issue Resolution Prepared by: Tom Santoro Version: la Document 100758 Date: June 17, 2011 N Logics Dynamics GP Issue Resolution Statement of Work Approval Signatures Project Sponsor: Art Vega Signature: Project Manager: Tom Santoro Signature: 100758 Page i Version 1.0 N Logics Dynamics GP Issue Resolution Statement of Work Revision History Version # Release Notes Issue Date 1.0 Initial Draft 100758 Page ii Version 1.0 N Logics Dynamics GP Issue Resolution Statement of Work Table of Contents 1. INTRODUCTION 1 1.1. Purpose 1 1.2. Audience 1 1.3. Background 1 2. BUSINESS REQUIREMENTS 2 2.1. Project Parameter Summary 2 2.1.1. Business Objectives ........................................................................2 2.1.2. Assumptions 3 2.1.3. Constraints ......................................................................................3 2.1.4. Success Criteria 3 2.2. Requirements Definition 3 3. SCOPE DEFINITION .....................................................................................4 3.1. Inclusions .....................................................................................................4 3.2. Limitations 4 3.3. Exclusions 4 3.4. Interfaces 4 4. HIGH LEVEL SOLUTION 5 4.1. Solution Overview 5 4.2. Major Features 6 4.3. Dependencies 6 100758 Page iii Version 1.0 g- N&UL0 ►,cS Dynamics GP Issue Resolution Statement of Work 1. INTRODUCTION 1.1. Purpose The purpose of this Scope Document is to establish an unambiguous reference of the project's mandate and set out all project boundaries within the context of the business objectives. 1.2. Audience This Scope Document is intended to serve as a defining agreement between the parties in the Project Board. Sign-Off of this document constitutes binding acceptance. 1.3. Background YLWD has been using Dynamics GP since @ 2002. I, Tom Santoro am the original consultant at that time. In 2007, 1 formed NeuLogics with a business partner and thus no longer assisted YLWD. Since that time numerous changes have occurred with Dynamics GP and the staff has experienced some turnover. The purpose of the this project is to address the issues raised by the YLWD staff with regards to Dynamics GP that can be resolved with consulting and additional training. 100758 Pagel Version 1.0 g- N&UL0 ►,cS Dynamics GP Issue Resolution Statement of Work 2. BUSINESS REQUIREMENTS 2.1. Project Parameter Summary 2.1.1. Business Objectives Resolve and/or draft a plan for long term resolution to issues in the area of: • Inventory o Auto-generate Purchase Orders based upon the reorder data (min/max) for each item in inventory. o Balance inventory ledger to the GL. o Update items with accurate quantity and cost. o Create multiple inventory sites/locations and assign only specific items to each site. o Remove discontinued items from the system. • Human Resources (HR) o Review the system configuration. ■ Draft a long term plan for changes. o Record pay adjustment history. o Simplify the payroll rate update process. o Adjust internal workflow to begin work with HR and progress to Payroll • Payroll o Simplify the payroll rate update process. o Identify the need for reports. o Examine accrual process for compensation time. • Project Accounting o How to update project costs without affecting the general ledger. • Purchasing o Implement encumbrance management. o Auto-generate Purchase Orders based upon the reorder data (min/max) for each item in inventory. • Reporting o SmartList Builder o SQL Reporting Services • Security o General training 100758 Page2 Version 1.0 g- N&UL0 ►,cS Dynamics GP Issue Resolution Statement of Work 2.1.2. Assumptions A forensic approach to the system will be required to examine the current configurations and determine how they match YLWD's business requirements. Some solutions will require additional staff training and potentially the adjustment of current procedures. It is expected that HR and Payroll will require a more long term approach to a complete resolution that coincides with the calendar year end. 2.1.3. Constraints If NeuLogics is not the partner of record it could inhibit/delay the ability to provide a complete solution delivery. 2.1.4. Success Criteria Present a point form summary of the Success Criteria as stated in the Project Charter. 2.2. Requirements Definition List the Business Requirements which have been extrapolated from the Objectives and Success Criteria. If a separate document such as the Business Requirements Specification has been or will be developed during a subsequent stage of the process, indicate this here and provide a reference to that document. 100758 Page3 Version 1.0 g- N&UL0 ►,cS Dynamics GP Issue Resolution Statement of Work 3. SCOPE DEFINITION 3.1. Inclusions • Review current system configurations. • Recommend configuration changes as required to meet business requirements. • Assist with account/sub-ledger reconciliations. • Training • Draft long term plans for more complex configuration changes. 3.2. Limitations Current operating procedures and regulations could limit the extent of the changes or adjustments to the system. In addition, some changes could require the purchase of additional software. 3.3. Exclusions The installation or purchase of additional software not already owned by YLWD is not expected. Any recommendations on financial adjustments without the review and/or approval of YLWD's accounting staff and/or auditors shall be excluded. 3.4. Interfaces Potentially some additional modules of Dynamics GP might require installation or configuration depending upon YLWD's current licensing. These modules could be Purchase Order Generator, Encumbrance Management or Grant Management. HR and Payroll adjustments could require contact with outside servicing agencies. 100758 Page4 Version 1.0 g- N&UL0 ►,cS Dynamics GP Issue Resolution Statement of Work 4. HIGH LEVEL SOLUTION 4.1. Solution Overview & Estimate Issues with Dynamics GP will be addressed with the specific YLWD staff responsible for the corresponding duties/tasks in question. The process will be consultative and combined with training and not solely problem solving. In some cases long term solutions/plans with be jointly drafted with YLWD staff for implementation. Description Hours Rate Ext'd Amount Inventory Review Purchase Order Generation with Min/Max 1.50 140.00 210.00 Update Items with accurate Qty and Cost 3.00 140.00 420.00 Create multiple inventory sites and assign items 2.00 140.00 280.00 Remove discontinued items from the system 1.00 140.00 140.00 Balance inventory sub-ledger to the GL 2.00 140.00 280.00 Purchasing Configure PO Commitments/Encumbrance 1.00 140.00 140.00 Project Accounting How to update project costs w/o affecting the GL. 1.00 140.00 140.00 Human Resources & Payroll Review System Configuration & Draft Recommendations 18.00 140.00 2,520.00 (pay history, pay rate updates, accruals, scope reports) SmartList Builder Training 4.00 140.00 560.00 Security Training 1.50 140.00 210.00 35.00 4,900.00 100758 Page5 Version 1.0 g- N&ULO ►,cS Dynamics GP Issue Resolution Statement of Work 4.2. Major Features • Inclusion of YLWD staff members. • Issue resolution. • Training. 4.3. Dependencies • Availability of key YLWD staff members. • Accurate and timely data for updating data in Dynamics GP. 100758 Page6 Version 1.0 ITEM NO. 2.7 AGENDA REPORT Meeting Date: July 13, 2011 Budgeted: Yes Total Budget: $300,000 To: Public Affairs-Communications- Cost Estimate: $248,626 Technology Committee Job No: 200915 Presented By: Art Vega, Acting IT Director Dept: Information Technology Reviewed by Legal: N/A Prepared By: Art Vega, Acting IT Director CEQA Compliance: N/A Subject: Computerized Maintenance & Management System Project Status SUMMARY: On July 22, 2010, the Board authorized the General Manager to execute a Professional Services Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized Maintenance & Management System (CMMS) software and implementation services. The software proposed by Westin Engineering was Azteca's CityWorks software solution. The scope of work in the professional services agreement identified 6 phases. District staff and Westin Engineering are currently working on Phase 4 of this project. DISCUSSION: District IT staff assessed the status, schedule and expenditures to date with regard to the Westin Engineering agreement. The District has paid Westin Engineering $195,525.62 (79%) of the $248,626.00 professional services contract to date. On June 14th and 15th, Glenn from Westin was on site. During this visit he continued to work on the configuration of the CMMS system and setup of the training, testing and production databases. He also emailed all identified users login information so District staff can login and start using the training database. Glenn also met individually with District's Customer Service Supervisor, Chief Plant Operator and Water Maintenance Superintendent with regards to service requests and work orders. Glenn from Westin is tentatively scheduled for a site visit the week of July 18. The hope is to have everything wrapped up with a plan to go live with pilot groups and begin system testing. Production staff is continuing their work on the vertical asset database. ITEM NO. 2.8 AGENDA REPORT Meeting Date: July 13, 2011 Subject: Status Report on Committee Specific Strategic Plan Initiatives ATTACHMENTS: Name: Dosciiption: a ype: Strategic Plan Tracking- PACT.xlsx Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies Start Date Completion Lead Party Jul 2011 Progress Date OE 1: O timize Use of Existin Technologies Identify the Current Dynamics GP: Reconciling District's PSA and NeuLogics Functionality of Existing Technology IT Director/EPIC MSA for training and configuration changes to Dynamics GP OE 1-A Jul-11 Sep-11 Software. and Determine if it is Committee Being Utilized to Full Network Fleet: Discussion will be held at next Managers Meeting on 8/02 Capacity Evaluate How Each Department Might EPIC Committee/ OE 1-B Make Further Use of Sep-11 Dec-11 Executive Staff Existing Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources CP 1-A for Public Information Jul- 11 Dec- 11 Public Information 2011/12 Budget Passed. Initial outreach to Chapman 8a Governmental Officer University for Interns has been made. Affairs Division Develop a Public Public Information CP 1-13 Relations Master Plan Jul-11 Jun-12 Draft Document is underway. with Measurable Goals Officer Effectively Use Broad CP 1-E Spectrum On-going On-going Public Information Website makeover underway, social media sites have been Communication Officer set up and will be utilized more. Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues Develop and Expand a Public Information Working with Discovery Science Center to enhance their CP 2-13 Youth Education Jul-11 On-going Officer School Education Program in YLWD. -Bottled Water Label Program Contest.