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Home My WebLink About2010-11-09 - Public Information-Technology Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING Tuesday, November 9, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE Director Michael J. Beverage, Chair Director Phil Hawkins STAFF Ken Vecchiarelli, General Manager Pat Grady, Assistant General Manager 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 Practice Field Update (Verbal Report) 2.2. 2011 Childrens Water Education Festival (Verbal Report) 2.3. IT Projects Monthly Status 2.4. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Public Information - Technology Committee will be held December 7, 2010 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. Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT November 9, 2010 Public Information - Technology Committee Ken Vecchiarelli, General Manager Pat Grady, Assistant General Manager Pat Grady, Assistant General Manager IT Projects Monthly Status Budgeted Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 2.3 N/A Information Technology N/A N/A At the PIT Committee meeting held on September 16, 2010, Vice President Beverage requested additional detail information related to the District's implementation of the Great Plains financial systems, the Cogsdale utility billing software, and implementation of the GIS program. At the October 20, 2010 PIT meeting, this item was further continued to the November 9, 2010 meeting. Attached for the Committee's review, in addition to the monthly IT Projects Status report, is a separate listing of the outstanding items related to these software implementations along with a estimated completion date. Staff will review these items in greater detail at the Committee meeting. ATTACHMENTS: Name: Description: Type: IT Projects Update (Sep- 2010).pdf IT Projects Status Backup Material Punchlist.pdf Punchlist Backup Material IT Projects Update FY 2008/09 - FY 2010/11 Status thru Sep /2010 Project FY 2009/10 FY 2009/10 FY 2010/11 FY 2010/11 Project Name &Description Bid Budget Actual Budget Actual Status & Comments Financials & Utility Billing Software $264,212 $150,000 $218,929 General Ledger Implemented Jul /2009 Accounts Payable Implemented Dec /2009 Inventory Implemented Jan /2010 Fixed Assets Implemented Mar /2010 Human Resources Implemented Mar /2010 Purchasing (partial) Implemented Mar /2010 Payroll Implemented Apr /2010 Project Accounting Implemented Apr /2010 Bank Reconciliation Implemented May /2010 Utility Billing Implemented Jul /2010 Backflow Tracking Implemented Aug /2010 Intranet Software Timesheet System In house Implemented Feb /2010 Online Employment Applications In house Implemented Mar /2010 Automated Event Sign -ups In house Implemented Apr /2010 Projects Status and Publishing In house Completed Jun /2010 Purchase Requisitioning System Programmer Sep /2010 to Nov /2010 HR Employee Self Portal In house Nov /2010 CMMS (Computerized Maint. Mgmt) TBD $200,000 $33,670 $300,000 $48,000 Initial training Nov /2010 Hydraulic Model Software $30,000 Water $12,000 $12,000 Nov /2010 Sewer Jan /2010 (Part of Cl P) Geographical Information System (GIS) Phase 1 - Conversion Implemented Aug /2009 (Includes labor and costs from previous years) Phase 2 - QA /QC & UB Integration $100,000 $0 $60,000 UB integration complete/ QA- QC ongoing Online Bill Pay $5,400 (one time) $13,660 $13,759 $13,660 $2,689 3924 customers (17 %) $800 (monthly) Automated Vehicle Locator (GPS) $36,000 $2,100 $42,000 $42,291 Sep /2010 Implemented Email Archiving Implementation $6,000 $5,963 Aug /2010 Security Camera System $20,000 Sep /2010 to Nov /2010 Security & Access Improvements $15,000 Nov /2010 Outstanding Items from Software Conversions As of Nov /2010 Module or System Task Status Est. Completion Assigned to Finance Security: Complete setting for all users to appropriate settings In Progress End of Nov IT & Finance A /P: Include memo field on checks stubs Complete End of Oct IT Add voided checks to the internal check register report Complete End of Oct IT Inventory: Utilizing Min /Max levels effectively In Progress End of Nov Finance G /L: Inventory reconciliation general issues In Progress Mid Dec Finance Human Resources Develop and or modify existing reports: a. Position Control Report Not Started Mid Dec IT b. Merit Review Report Not Started Mid Dec IT c. Insurance Change Report Not Started Mid Dec IT d. Vacation /Sick Leave Report Not Started Mid Dec IT Troubleshoot in -house On -Line Applications In Progress End of Oct IT General refresher training Not Started End of Dec IT Acquire HR /Payroll Microsoft training manual (if possible) Not Started Mid Nov IT Reduce steps for changing an employee pay rate Complete End of Oct IT Utility Billinq Modify return address located on payment stub on Cogsdale internal bill print statement. Address currently displays the Yorba Linda PO box Not Started Mid Nov IT or Cogsdale The Misc charges are being considered as "current charges" and not included as `past due' when the delinquency process is calculated Not Started Mid Nov Cogsdale The phone number on the "Shut -Off' list is incorrect Complete Mid Nov IT or Cogsdale Incorrect balances are displayed on the in -house generated Collections Notice Report Complete End of Oct IT 1 Outstanding Items from Software Conversions As of Nov /2010 Module or System Task Status Est. Completion Assigned to The Meter Manufacture information from D3 needs to be imported into the Cogsdale database Not Started Mid Nov IT The usage graph on the customer water bills should reflect meter reading month, as opposed to billing month In Progress End of Nov Cogsdale Adjust security settings to not display employee personal phone numbers when closing out a service work order Not Started Mid Nov IT or Cogsdale The customer late tags report should be sorted by route number as opposed to account number Complete End of Oct IT or Cogsdale Add ability to search by MXU and CID Nos. within Cogsdale Not Started TBD Cogsdale Closing out multiple service orders results in notes, from previous accounts, to carry over to the next service order Not Started Mid Nov Cogsdale GIS Match Meter Locations to GIS In Progress Mid Dec IT Tap Location Annotation Placement In Progress End of Nov IT Water Rate Study - compute lot size for each meter In Progress End of Nov IT Add Following Projects to GIS IT a. Hidden Hills Complete End of Oct b. New High School Water & Sewer Update In Progress End of Nov c. Highland Reservoir Complete End of Oct d. Lakeview Reservoir update Complete End of Oct e. Etco Development - Richfield & Orchard In Progress End of Nov f. Toll Brother -Vista Del Verde Area "Q" In Progress End of Dec g. Toll Brother- Vista Del Verde Village III Condominium Not Started End of Dec g. Shea Home -Area "O" Not Started Jan /2011 h. Hovnanian Home - Village 4 Condominium Area "T" Not Started Jan /2011 Add Contour Layer to Freeance Not Started End of Dec IT GPS Meter Locations In Progress TBD IT 2 Outstanding Items from Software Conversions As of Nov /2010 Module or System Task Status Est. Completion Assigned to CMMS Integration Not Started End of Dec IT Continuously Update All other existing GIS feature layers with Unknown data such as Job Number, Size, Material, Year Installed, Location Description, etc... In Progress On Going IT Water Hydraulic Model (InfoWater) -- Send final GIS Water Network to MWH Soft Not Started Beg of Nov IT 3