HomeMy WebLinkAbout2008-01-09 - Public Information-Technology Committee Meeting Agenda PacketyL
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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.