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HomeMy WebLinkAbout2008-01-09 - Public Information-Technology Committee Meeting Agenda PacketyL w YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING Wednesday, January 9, 2008, 4:00 p.m. 4622 Plumosa Drive, Yorba Linda, CA 92886 - Tel: (714) 701-3020 AGENDA COMMITTEE: STAFF: Director Ric Collett, Chair Michael A. Payne, General Manager Director Michael J. Beverage Pat Grady, Information Technology Director Alternate: Paul R. Armstrong Cindy Mejia, Assistant Administrator INTRODUCTION OF VISITORS AND 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. ACTION ITEMS: This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee actions. Consider Request for Proposals for upgrades to the District's website Recommendation: That the Public-Information-Technology Committee approve and recommend to the Board of Directors approval of soliciting requests for proposals for upgrading the District's website. 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. Status report on District Information activities a. Public Activities - Dec. 2007 b. New Logo Update C. ACWA Letter Request - Prop. 1A d. Water Bill Messages e. SmarTimer program update 3. Telemetry Upgrade-IT 4. Intranet Demonstration 5. GIS Update 6. IT General Update ADJOURNMENT: The next meeting of the Public Information Committee is scheduled for February 5, 2008 at 4:30 p.m. 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 Michael A. Payne, District 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. 1 AGENDA REPORT Committee Meeting Date: January 9, 2008 To: Public Information-Technology Committee From: Michael A. Payne, General Manager Staff Contact: Pat Grady, IT Director Reviewed by General Counsel: N/A Budgeted: No Total Budget: Funding Source: Water Operating Fund CEQA Account No: Job No: Compliance: N/A Estimated Costs: Dept: Info Tech Subject: Request for Proposals for Web Site Design Services SUMMARY: Attached for the Committee's information and review, is a Request for Proposals (RFP) for Web Site Design Services. The RFP was submitted to three(3) web site design and development firms that have previous experience with municipalities and water agencies. The deadline to submit proposals to the District is Friday, January 4, 2008. DISCUSSION: It is recommended that the District's web site be re-designed to reflect and incorporate modern functionalities, ease of use, and visual appeal to its customers. As the District prepares to adopt a new logo and transition into a new administrative facility, the timing to construct a new web site is optimal. It is anticipated the new web site would be operational by mid-April, or sooner, to coincide with the move-in date of the new administration facility. The RFP details the scope of the project and requires the redesign to include a Content Management System (CMS). Staff believes this is a key component as it provides each department the ability to make updates to the web site, as it pertains to their particular department, in an easy, intuitive manner. Staff conducted interviews with the firms that were provided the RFP. All three firms are highly qualified and each one could meet the needs of the District. The final decision will be determined based on price and the web site CMS they offer. STAFF RECOMMENDATION: At the Committee meeting, Staff will make a recommendation for awarding a contract for the web site design services. At this time, Staff is awaiting for all three firms to submit their proposals. NL VV YORBA LINDA WATER DISTRICT YORBA LINDA, CALIFORNIA Request for Proposals for Website Design Services Request for Proposals for Website Design Services A. Protect Descrivtion The Yorba Linda Water District (District) is requesting proposals to redesign its current website, fwww.vlwd.com►. Currently, the website is hosted by an outside company. However, it is Staff's goal to host the website internally and make this transition during the re-design phase. The website is currently maintained using Microsoft FrontPage software. In the redesign, the District seeks to use a content management system (CMS) in which several staff members would have the ability to update and maintain their applicable sections. B. Goals There are four primary goals of the website redesign. 1. Provide web visitors with an informative, consistent, unified and easy to use website that is up-to-date, interactive, and accessible to all users including residents, businesses and visitors. 2. Enable non-technical District employees to easily update and manage information on the website in a timely and efficient manner. 3. Utilize technologies consistent with those utilized by the District, e.g. Microsoft SQL Server, and the ASP.Net programming language. 4. The redesigned website should have the ability to expand and evolve without the need of a costly, time-consuming future redesign. C. Scope of Work The selected website design firm will work closely with District staff to: a. Plan the redesign: This includes preparation of a project plan and schedule, project assessments, information architecture, site navigation, content migration, site features, functionality, technologies and tools. b. Implementation: Implement redesign based on plans agreed upon by the District and consultants. Implementation includes, but is not limited to, process and procedures, hardware and software installation, programming, and graphic design. c. Quality assurance and testing: Conduct quality assurance and testing on the redesigned web site. Product must meet, at a minimum, all project requirements (as detailed below) as well as items agreed upon during the planning stages. d. Launch the new web site. Yorba Linda Water District - 2007 RFP for Website Design Services 2 e. On-going maintenance and support: Present a plan for required/ recommended ongoing maintenance and support. f. Documentation: Provide user-friendly documentation, training, guidelines and processes in order for non-technical District employees to maintain the web site. D. Proiect Requirements The website designed by the selected consultant must meet the following criteria: a. Visually Appealing: The site must have an attractive mix of text and graphics using subdued colors as a background. Avoid dark or busy backgrounds. The District is in the process of constructing a new administration facility. The redesign should encompass and model the color scheme of the new facility. b. Common Design: Each section of the site should utilize a consistent design theme. The District's logo should be prominent on every page as well as a common header. All text should have similar fonts, font types and basic layout throughout the site. All photographs should have the same borders. c. User Friendly: Within reason, the site should convey a friendly approach. The information should be provided in a manner that is easily understandable while still keeping the site as appealing as possible. d. Easy to Navigate: The site should be easy to navigate. The information should be grouped and presented in a logical manner. e. Easily Updated by District Staff. Once the site has been completed and accepted by the District, the site should be easily maintained by District staff. The District is looking for a content management solution to accompany the website redesign. f. Fast Loading Pages: The website must be designed with a balance of text and graphics, such that each page loads within a reasonable amount of time generally accepted in today's web site standards. g. Cross Platforms/ Browser Compatibility: The website must be compatible with a wide range of web browsers (Internet Explorer, Netscape, AOL, Lynx, Firefox, etc). Within reason, the website must also be backward compatible with previous browser versions. h. Meets ADA requirements: The District will require that the site be developed to meet all Federally-mandated access requirements adopted by the Federal Access Board (www.access-board.gov) under section 508 subsection 1194.22 of the Rehabilitation Act. Yorba Linda Water District - 2007 RFP for Website Design Services 3 i. Information Architecture: The information architecture must be designed to provide users navigation ability without the need of the search engine tool to find information. j. Search Engine: The website must have a built-in, user-friendly search engine to aid users in locating the information they are seeking. k. Website Statistics: Provide a method for tracking website traffic. E. Examoles of Information on the District's Website With the goal of developing a website that will provide general information to the public, the District has identified information that may be useful to include in the website. While the following list is not intended to be all-inclusive, it represents a sample of information that may be beneficial to the District's customers and the general public. The information on this list is currently available and would not need to be created prior to inclusion on the website. However, District Staff would make modifications and updates to portions of the content. a. General Information b. Customer Service Information c. Mission and Vision Statement d. Bulletin Board e. District Organization f. Agendas and Minutes g. Publications h. Forms i. Service Area Information j. Employment Opportunities k. Water Quality Information 1. Water Conservation Information m. Frequently Asked Questions n. Miscellaneous Links It is estimated the District's redesigned web site will contain approximately 60 pages of web content, excluding downloadable files, e.g. pdf files, forms, etc F. Examvles of Interactive Processes The following are some examples of interactive processing desired by the District. a. Search Engine for Site b. Public Feedback (Comments/ Suggestions) Yorba Linda Water District - 2007 RFP for Website Design Services 4 c. E-mail Notification System d. On-line Customer Inquiry Form e. Request Forms f. Provisions for future online payments G. H. Estimated Project Timeline Deadline to Submit RFP's Review Proposals and Make Selection Contract to Board of Directors (if applicable) Kickoff meeting and Design Phase Training and Implementation Go Live* Evaluation and Conclusion of Project Jan 4, 2008 Jan 7 - Jan 11, 2008 Jan 24, 2008 Jan 28 - Mar 24, 2008 Mar 24 - Apr 10, 2008 Apr 11, 2008 Apr 30, 2008 *It is the District's intent to go live in conjunction with, or prior to, the move-in date or the dedication ceremony of the new administration facility. Provosal Format and Reauirements Please submit or email proposals to: Pat Grady, IT Director Yorba Linda Water District 4622 Plumosa Drive Yorba Linda, CA 92885 pgrady@ylwd.com On, or before Friday, January 4, 2008. Proposals shall contain the following sections: 1. Executive Summary • Executive Summary containing a brief description of the proposed project development approach and costs. 2. Company Information • Corporate information including years in business, ownership information, and form of entity. • Qualifications including previous clients with contact information and relevant URLs. Public sector or other relevant projects are strongly preferred. • Municipal government/ public agency experience - Preference will be given to respondents who have developed websites for other municipalities or public agencies. Please list the URL of any web site you have developed for other municipal governments. Yorba Linda Water District - 2007 RFP for Website Design Services 5 Key members of the proposed team and their qualifications. 3. Project Proposal • Overview of proposed site redesign features and functionality. Provide an assessment of how the website can be redesigned to meet the current and future needs of the District. • Description of the company's proposed development process and approach on this project. Specify any particular methodologies utilized and their value to the project. • How the company will involve and work closely with the District. • List the programs used in the design and construction of the site. Outline the content management solution or software required for the District to update the site. • Quality control procedures. • Proposed schedule of project phases. Indicate how the company plans to meet the Apr 11, 2008 Go Live element of the timeline. • Other value added approaches, ideas, recommendations, etc. 4. Costs, Terms and Conditions Estimated costs, including one-time, recurring, and future additional post-project costs. Where appropriate, breakdown costs by identifiable work tasks and/or products. Terms and conditions. 5. References (Minimum of 3) Proposals shall be prepared and submitted at the respondent's sole expense. All proposals will become the property of the Yorba Linda Water District and will not be returned. There will be no public bid opening. The District reserves the to right to accept or reject any and all proposals, waive any irregularities in the proposal process, and award as a whole or incrementally as may be in the District's best overall interests. The District shall be the sole judge of the suitability of products, services, and system designs offered. I. Evaluation and Selection Process The award of contract will be made on the determination of the lowest responsible proposal, which is most advantageous to the District. The vendor's ability to design the quality of website desired by the District will be considered. Award will be made after a thorough evaluation of all proposals received. Evaluation criteria that will factor in the decision making process include: • Knowledge of/experience with municipal/ public sector projects Yorba Linda Water District - 2007 RFP for Website Design Services 6 • Creativity • Project strategy and approach • Within the context of the website redesign, responsiveness to and understanding of District requirements and goals • Company and project team qualifications • Delivery schedule • Choice of technologies to deploy • Cost • Interview J. Service Provider Information Nothing in this RFP should be construed as committing the District to any sort of contractual or other relationship with a potential service provider, or a guarantee of any sort that the District will go forward with the web site redesign project as outlined in the RFP. Final project implementation will be contingent on negotiation of an acceptable contract and scope of work with the selected service provider. Any and all work done on behalf of the District by the successful vendor will become the property of the Yorba Linda Water District. All proposals and cost estimates must remain in force for a period of at least 90 days from the proposal submission date. The District reserves the right to reduce or revise elements of the scope of work prior to the award of any contract. Furthermore, the District reserves the right to reject any or all proposals submitted; and no representation is made hereby that any contract will be awarded pursuant to this RFP, or otherwise. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the potential service provider. K. Point of Contact /Inquiries Inquiries regarding the RFP must be made to Pat Grady, IT Director, at (714) 701-3082 or pgrady@ylwd.com. Yorba Linda Water District - 2007 RFP for Website Design Services 7 ITEM NO. -?.a_ Public Information Activities Month: December-07 DATE EVENT 12/4/2007 MWDOC/EMWD education program 12/6/2007 OCWD WUE Workgroup 12/13/2007 YL Chamber NOCLA breakfast mtg 12/14/2007 Glenview Elem. Jog-a-thon 12/14/2007 Mtg at IRWD re: lobby d6cor 12/18/2007 YL Chamber Luncheon 12/20/2007 YL Chamber Mixer 12/31/2007 5K Jumpstart Jog-a-thon LOCATION Perris Fountain Valley Brea Anaheim Irvine Canyon Steakhouse Yorba Linda Yorba Regional Park HL ITEM NO. W December 27, 2007 VORBA LINDA WATER Assembly Member Michael D. Duvall DISTRICT State Capitol, Room 4177 Sacramento, CA 94249-0072 DIRECTORS Paul R. Armstrong Re: Suspension of Proposition 1A funding Michael J. Beverage Dear Assembly Member Duvall: Ric P. Collett The Yorba Linda Water District is very concerned about the possibility of the State William R. Mills Legislature introducing legislation to bail out the state budget in part by suspending John W Summerfield Proposition 1A, the law that was put into place to protect local government property tax funding from being taken by the state. GENERAL MANAGER Our district was negatively impact by the $ 793,014 that was shifted to the state during the last shift from local government to the Educational Revenue °„ichael A. Payne Augmentation Fund (ERAF). It has been only one year since that fund raid expired yet we are still experiencing side effects from the shift such as being forced to raise our customer's water rates to cover the loss of these funds. With the increase of fuel and energy costs, many of our customers are suffering a hardship to cover the costs of simply maintaining a service necessary for their health and safety- running water. California is in the midst of a water supply and delivery crisis and simply cannot afford to hamstring local water districts by taking way critical local revenues. Water districts need this revenue stream for ongoing operations, public health and safety, and capitol improvements to keep reliable water supplies flowing to communities, farms and businesses. 4622 Plumosa Drive P.O. Box 309 )brba Linda, CA 92885 Tel: (714) 777-9593 Fax: (714) 701-0413 Local government should not have to serve as an ATM for the state. Please consider joining us in opposing any plan to suspend Prop. 1A this year. We appreciate your consideration of our request. If you would like more information, please contact us at (714) 701-3020 or vlwdevlwd.com. Sincerely a Michael A. Payne, G.M. 4~~ Yorba Linda Water District ACWA member agency- Yorba Linda Water District CC: Association of California Water Agencies (ACWA) MAP:cm Zc Email: YIwd@ylwd.com Ueb w\m-y1wd.com HL W December 27, 2007 YORBA LINDA WATER Senator Bob Margett DISTRICT State Capitol, Room 3082 Sacramento, CA 94248-0001 DIRECTORS Paul R. Armstrong Re: Suspension of Proposition 1A funding Michael J. Beverage Dear Senator Margett: Ric P Collett The Yorba Linda Water District is very concerned about the possibility of the State William R. Mills Legislature introducing legislation to bail out the state budget in part by suspending John W. Summerfield Proposition 1A, the law that was put into place to protect local government property tax funding from being taken by the state. GENERU MANAGER Our district was negatively impact by the $ 793,014 that was shifted to the state during the last shift from local government to the Educational Revenue Michael A. Payne Augmentation Fund (ERAF). It has been only one year since that fund raid expired yet we are still experiencing side effects from the shift such as being forced to raise our customer's water rates to cover the loss of these funds. With the increase of fuel and energy costs, many of our customers are suffering a hardship to cover the costs of simply maintaining a service necessary for their health and safety- running water. California is in the midst of a water supply and delivery crisis and simply cannot afford to hamstring local water districts by taking way critical local revenues. Water districts need this revenue stream for ongoing operations, public health and safety, and capitol improvements to keep reliable water supplies flowing to communities, farms and businesses. 4622 Plumosa Drive P.O. Box 309 Yorba Linda, CA 92885 Tel: (714) 777-9593 Fax: (714) 701-0413 Local government should not have to serve as an ATM for the state. Please consider joining us in opposing any plan to suspend Prop. 1A this year. We appreciate your consideration of our request. If you would like more information, please contact us at (714) 701-3020 or ylwd cDvlwd.com, Sincerely ichael A. Payne, G.M. S Yorba Linda Water District ACWA member agency- Yorba Linda Water District CC: Association of California Water Agencies (ACWA) MAP:cm Email: '-lwdCwlwd.com ueb: www.vlwd.com ITEM NO. AGENDA REPORT Meeting Date: January 4, 2008 To: Public Information-Technology Committee From: Michael A. Payne, General Manager Staff Contact: Cindy Mejia, Assistant Administrator Reviewed by General Counsel: N/A Budgeted: No Funding Source: CEQA Account No: Compliance: N/A Estimated Costs: Subject: Water Bill Messages Total Budget: Job No: Dept: Admin 344 SUMMARY: Attached is the first and current message that has been or will be posted on all customer water bills. This is part of the Public Information Plan that was presented to the PI Committee on December 4, 2007. These messages will change every 5-6 weeks, cycling through every customer so each message is received only once. These messages will be tied into the Public Information focus for that month. PRIOR RELEVANT BOARD ACTION(S): Prior messages have been posted intermittently on customer bills regarding information that needed to be brought to the customers' attention to some success. STAFF RECOMMENDATION: Staff will provide further information regarding these messages at the Committee meeting. 12/ 10/2007- WATER BILL MESSAGE 10% Voluntary Water Conservation... 2007 has been the driest year on record, with 7 of the past 10 years reaching "drought-level" conditions. YLWD is therefore asking all customers to ensure there are no water shortages in 2008 by conserving water now. For more information, call Cindy Mejia, Public Information Officer, at 714-701-3024. Remember- try to conserve 10% or 20 gallons/person/day of water. MUN;CCpA:L ' WATER DIsrRICT 2007 December 17 , ORANGE COUNTY n ITEM NO. 07e SMARIMER° R E B A T E P R O 6 R A M Street Address. 18700 Ward Street Fountain Valley, California 92708 Ms. Cindy Mejia Mailing Address: Yorba Linda Water District PD. Box 20895 4622 Plumosa Drive, PO Box 309 Fountain Valley, CA 92728-0895 Yorba Linda, CA 92885-0309 (714) 963.3058 fax. (714) 964-9389 wvwv.mwdoc.com i RE: Progress Report for Orange County's Smart Timer Rebate Program Susan Hinman President Dear Mr. Payne Wayne A. Clark Vice-Presrdent Please find included all documents designed to comply with reporting requirements Ergun Bakall for the request of funding as outlined in the Agreement between the Municipal Water Director I Breit R. Barbre District of Orange County (MWDOC) and your agency. This report covers all activity Director ! of the month indicated and for activity associated with the Smart Timer Rebate Larry D Dick Program for the installation of Smart Timers for both residential and commercial Director Joan C. Finnegan properties. Director Ed Royce, Sr November 1 to November 30, 2007 Director i Kevin P Hunt, P.E. i Site Type Funding Category Qty, General Manager MEMEILP, AGFNCILS City of Brea City of Buena Park East Orange County Water District El Toro Water District Emerald Bay Service District City of Fountain Valley City of Garden Grove Golden State Water Co. City of Huntington Beach Irvine Ranch Water District Laguna Beach County Water District City of La Habra City of La Palma Mesa Consolidated Water District Moulton Niguel Water District City of Newport Beach City of Orange Orange County Water District Orange Park Acres Mutual Water Co. City of San Clemente City of San Juan Capistrano Santa Margarita Water District City of Seal Beach Serrano Water District South Coast Water District Trabuco Canyon Water District 1 City of Tustin City of Westminster Yorba Linda Water District Residential No. of Smart Timer Valves 14 Commercial No. of Smart Timer Valves 0 SAB Comm Acres 0 Residential No. of Smart Timer Inspections j 1 Commercial No. of Smart Timer Inspections 0 Funding Total to be amount Funded $9 j $126.00 $9 $0.00 $120 $0.00 $44.50 I $44.50 Varies $0.0000 + To' 41 1:1`64 V MWDOC and BUREQ Applied Funding (the amount for this invoice your inspection costs were !ffiuced) $44.50 Per our Agreement please forward to MWDOC the sl~ m of $170.50. Should you have any questions regarding this progress report or invoi e, please call rr e-, (714) 593- 5023. ._._e_--- , Sincerely, ` r . Steve Hedges' Water Use Efficiency Specialist Attachments cc: Joe Berg, MWDOC Conservation Programs Coordinator MWDOC Accounting SmarTimer Rebate Program Yorba Linda Water District FY 05-06 (no Activity inspect. Fees) Period Jul-05 Aug-05 Sep-05 Oct-05 Nov-05 Dec-05 Jan-06 Feb-06 Mar-06 Apr-06 May-06 Jun-06 ITotal FY 06-07 (no Activity inspect. Fees) Period Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06 Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07 ITotal Rebate No. of % of total Valves Amt. for FY $9/valve 0 0 0% 0 0 0% 0 0 0% 8 72 2% 9 81 3% 0 0 0% 66 594 19% 87 783 25% 52 468 15% 7 63 2% 87 783 25% 26 234 8% 342 30781 100% Rebate No. of % of total Valves Amt. for FY $9/valve 0 0 0% 23 207 6% 61 549 17% 23 207 6% 25 225 7% 14 126 4% 33 297 9% 9 81 2% 25 225 7% 42 378 12% 86 774 24% 24 216 7% 365 32851 100% Rebate Activity No. of Amt. % of total FY 07-08 Period Valves $9/valve for FY + inspect. Jul-07 33 564 5% Aug-07 71 1175 10% Sep-07 24 493 4% Oct-07 0 0 0% Nov-07 14 171 1% Dec-07 0 0 0% Jan-08 374 5030 44% Feb-08 67 800 Mar-08 67 800 Apr-08 67 800 May-08 67 800 Jun-08 67 800 ITotal 8511 114331 65% Bugeted $ 5450 Remaining 5983 FY 07-08 Total Needed Budgeted Remaining Bus Tours 08 Remaining 11433 5450 5983 1960 40231 Projections based on 20% of $3500 per month for Feb-Jun 08 ITEM NO. AGENDA REPORT Committee Meeting Date: January 9, 2008 To: Public Information-Technology Committee From: Michael A. Payne, General Manager Staff Contact: Pat Grady, IT Director Reviewed by General Counsel: N/A Budgeted: Funding Source: CEQA Account No: Compliance: N/A Estimated Costs: No Total Budget: All Funds Job No: Dept: Info Tech Subject: Telemetry (SCADA) Upgrade Completion Plan SUMMARY: Attached for the Committee's information and review, is a SCADA Upgrade Completion Plan for the District. The Plan outlines the various tasks required to complete the conversion of the District's telemetry system to the new system (Wonderware). Staff has set a goal of mid-April for completion of the project. DISCUSSION: The SCADA Administrator has recently been re-assigned to the Information Technology Department, on a temporary basis. The purpose of the re-assignment is to provide the IT Department the opportunity to facilitate completion of this conversion project. A team was formed consisting of the SCADA Administrator, Chief Plant Operator, Operations Manager and the IT Director, to ensure the project is completed by the mid-April timeline. Currently, the District is operating two different SCADA systems, the BIF System and the Wonderware System. As the District transitions into the new administrative facility in mid-April, it is the goal of the IT Department not to move and install the old system (BIF), but rather phase it out completely. Staff will provide updates to the Committee as the project progresses. Yorba Linda Water District EL SCADA Upgrade Completion Plan W December 2007 The Yorba Linda Water District (District) previously began a SCADA conversion project to transition from a system, known as BIF, to a modernized, standardized, off-the-shelf system, known as Wonderware. The conversion process encompasses converting both hardware components at every well, reservoir, and booster site, as well as programming the necessary software for compatibility into the Wonderware system. It is the primary goal of the District to complete the conversion process upon completion of the new Administration facility, scheduled for the middle of April, 2008. On December 18, 2007, a kick-off meeting was held to formulate a plan and develop a consensus to meet this goal. In attendance was John DeCriscio (Chief Plant Operator), Rick Walkemeyer (SCADA Administrator), Lee Cory (Operations Manager), and Pat Grady (IT Director). These members represent the Team that will be responsible for ensuring the conversion project is successful within the time frame. While many District facilities have been converted to the Wonderware system, six sites remain to be completed. Once converted, the BIF system will be phased out completely. The following is a detailed breakdown of the remaining sites to be completed along with the associated tasks. These sites are listed from hishest priority to the lowest. Primary Tasks Hidden Hills Booster Station Outstanding tasks: PLC, Wonderware, and alarms programming Start date: Jan 10, 2008 Completion date: Jan 30, 2008 Chino Hills Booster Station Outstanding tasks: Wonderware programming Start date: Jan 10, 2008 Completion date: Jan 30, 2008 2. Fairmont Booster Station Outstanding tasks: PLC conversion/programming and Wonderware and alarms programming Start date: Feb 1, 2008 Completion date: Feb 21, 2008 3. Palm Booster Station Outstanding tasks: PLC conversion/programming and Wonderware and alarms programming Start date: Mar 1, 2008 Completion date: Mar 15, 2008 Camino De Bryant Booster Station Outstanding tasks: PLC conversion/alarms programming Start date: Mar 1, 2008 Completion date: Mar 15, 2008 Santiago Booster Station Outstanding tasks: Temporarily read and control existing hardware until Hidden Hills reservoir is constructed. Start date: Mar 1, 2008 Completion date: Mar 15, 2008 While the above facilities have a target completion date, there are two other tasks identified at the kick-off meeting that require attention during the conversion process. A consensus was reached that these specific items would be completed concurrently as the other facilities are being converted. These items are the following: 1. Generation of basic reports Currently, all reports generated are derived from the BIF system and once the transition is complete, this will no longer be the case. John DeCriscio will provide the Team with a listing of minimum, basic reports needed, prior to the complete transition. Rick Walkemeyer will create these reports and provide links to execute them. It is understood that additional, more detailed reports will be created on an as-needed basis once the conversion is complete. 2. Development of overview screens The overview screen provides the user with a status of the complete system by viewing one particular screen. By viewing this screen, the operators are aware of which booster pumps, wells, etc are currently in operation. From the overview screen, the operator can drill down to one of eight detailed screens, and subsequently to a final control screen. It was a consensus that these screens be developed within the Wonderware system prior to completing the conversion. Rick Walkemeyer will develop these recommended screens. Secondary Tasks Additionally, the Team was made aware of four pending issues that require attention. While these issues are not major, they will be addressed as time permits. They include the following: • Chino Hills communication issues • Inability for the operators to log in to the BIF SCADA system remotely (routing issue) • Lakeview & Well 19 chlorine and communications issue • Wonderware reservoir level data display 2 Status Tracking The status of the conversion project will be tracked on a regular basis by Pat Grady during regular IT Staff meetings. These meetings are held weekly and provide opportunity for each member of the department to be updated on the status of the project and address any issues at the time. Subsequently, Pat Grady will update the managers on the status of the conversion project during regular managers' meetings. 3 ITEM NO. 5 AGENDA REPORT Committee Meeting Date: January 9, 2008 To: Public Information-Technology Committee From: Michael A. Payne, General Manager Staff Contact: Pat Grady, IT Director Reviewed by General Counsel: N/A Budgeted: Funding Source: CEQA Account No: Compliance: N/A Estimated Costs: Subject: District Intranet Demonstration No Total Budget: All Funds Job No: Dept: Info Tech SUMMARY: An intranet is a web based system primarily utilized for internal use within an organization. Intranets are generally designed to share and provide information to the Staff and employees. Examples may include publications, forms, employee directories, etc. Each department will have the opportunity to develop the content of their particular intranet page as it relates to their department. Staff has begun development of an internet for the District which will be demonstrated at the Committee meeting.