HomeMy WebLinkAbout2010-12-07 - Public Information-Technology Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
Tuesday, December 7, 2010, 3:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins 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. Winter Newsletter Content (Verbal Report)
2.2. YLWD Slogan Review (Verbal Report)
2.3. Promotional Collateral Inventory and Replacement (Verbal Report)
2.4. IT Projects Monthly Status
2.5. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next regular meeting of the Public Information-Technology Committee is currently
scheduled for January 4, 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. 2.4
AGENDA REPORT
Meeting Date: December 7, 2010
Subject: IT Projects Monthly Status
ATTACHMENTS:
Name: cv, i~a$icri: a ype:
Punchlist.pdf Punchlist and Status Backup Material
IT Projects_Update (Nov-2010)pdf Status of Projects Backup Material
Outstanding Items from Software Conversions
As of Nov /2010
Module or System
Task
Status
Est. Completion
Assigned to
Finance
Complete setting for all users to appropriate settings
Complete
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
Mid Dec
IT
General refresher training
Not Started
End of Dec
IT
Acquire HR /Payroll Microsoft training manual (if possible)
On Order
Mid Dec
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
Complete
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
In Progress
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
Complete
Mid Nov
IT
The usage graph on the customer water bills should reflect meter
reading month, as opposed to billing month
Complete
End of Nov
Cogsdale
Adjust security settings to not display employee personal phone
numbers when closing out a service work order
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
Complete
Mid Nov
Cogsdale
GIS
Match Meter Locations to GIS
In Progress
Mid Dec
IT
Tap Location Annotation Placement
In Progress
End of Jan
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
Complete
End of Nov
c. Highland Reservoir
Complete
End of Oct
d. Lakeview Reservoir update
Complete
End of Oct
e. Etco Development - Richfield & Orchard
Complete
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 IT & Eng
3
IT Projects Update
FY 2008/09 - FY 2010/11
Status thru Nov/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 $205,284
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 $6,248 Mid Dec
HR Employee Self Portal In house Mid Dec
CMMS (Computerized Maint. Mgmt) TBD $200,000 $33,670 $300,000 $56,000 Design Phase
Hydraulic Model Software $30,000
Water $12,000 $12,000 Mid Dec
Sewer Jan/2010 (Part of CIP)
Geographical Information System (GIS)
Implemented Aug/2009
(Includes labor and costs from
Phase 1 - Conversion previous years)
UB integration complete/ QA-
Phase 2 - QA/QC & UB Integration $100,000 $0 $60,000 QC ongoing
Online Bill Pay $5,400 (one time) $13,660 $13,759 $13,660 $4,787 4105 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 Dec/2010
Security & Access Improvements $15,000 Nov/2010