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Home My WebLink About2011-12-07 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Wednesday, December 7, 2011, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton Art Vega, Info Systems Administrator 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. Computerized Maintenance and Management System Project Status 2.2. Dynamics GP Consultant Status (Verbal Report) 2.3. Public Outreach Regarding Closing of District Offices on Fridays 2.4. District Signs (Verbal Report) 2.5. Draft Holiday Newsletter (Verbal Report) 2.6. Status of Strategic Plan Initiatives 2.7. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next meeting of the Public Affairs-Communications-Technology Committee will be held January 3, 2012 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. 2.1 AGENDA REPORT Meeting Date: December 7, 2011 Budgeted: Yes Total Budget: $338,000 To: Public Affairs-Communications- Cost Estimate: $286,626 Westin Technology Committee Contracts From: Ken Vecchiarelli, General Manager Job No: 200915 Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: N/A Prepared By: Art Vega, Acting IT Manager CEQA Compliance: N/A Subject: Computerized Maintenance and 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. On October 27, 2011 the Board authorized the General Manager to execute Task Release No. 2 amending the PSA between Westin, in the amount not to exceed $38,000 to provide for additional support services on an on-call as-needed basis. 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 $245,004.94 (98.5%) of the $248,626.00 professional services contract to date for development, installation and initial training on the CityWorks CMMS software system. District IT staff assessed the status of expenditures to date with regard to Task Release No. 2. The District has paid Westin Engineering $0.00 (0%) of the $38,000 for support services. Attached for the Committee to review is an updated projected cost estimate for the CMMS project. Staff will present a demonstration of the current reports available for hydrant work orders. ATTACHMENTS: Rune: Dosci'ip pion: u ype: Projected Cost for CMMS 2011 11.xlsx Updated Projected Cost for CMMS Backup Material CMMS Projected Costs (updated Nov. 29, 2011) Cost Category to Date Cost Bud et EQUIP $0.00 $0.00 INVENTORY $0.00 $0.00 LABOR $6,147.59 $0.00 OUTSIDE SVC $260,604.94 $338,000.00 SUPPLIES $18,9987 $0.00 Project Total to Date: $285,750.58 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $3,621.06 Task Release No. 2 with Westin Engineering * up to $38,000 $38,000 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x $2,995 $14,975 Laptops with Verizon cards (15 Total 3 already purchased) * ** 11 X $2,350 $25,850 vehicle mounts for laptops (purchased 1) 14 x $7501 $10,500 CityWorks Administrator Training (John D. & Robyn S.) 2 x $3,4001 $6,800 Projected Remaining Costs for Supplies & Outside Services $99,746.06 Project Total to Date $285,750.58 Projected Cost for CMMS Project 1 1 $385,497 * Total amount of annual service contract may not be used. 1 -year term ** 16 -20 licenses $2995 /each, 21 -100 licenses $1,995 /each. Total amount of licenses needed still to be determined * ** Does not include monthy verizon card fee of $37.99 plus applicable taxes per card per month ITEM NO. 2.3 AGENDA REPORT Meeting Date: December 7, 2011 To: Public Affairs-Communications- Technology Committee From: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Public Outreach Regarding Closing of District Offices on Fridays SUMMARY: With the District potentially going to a 4/10 schedule and closing on Fridays it is paramount that we inform our customers of what they can expect and put at ease any concerns they might have. In addition to the Holiday Newsletter's "Letter from the General Manager", and the "Special Message" on our Bill, we will be announcing the change on the District's website and social media outlets. In addition, the Yorba Linda Star and the Register are expected to run articles. ITEM NO. 2.6 AGENDA REPORT Meeting Date: December 7, 2011 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: cv, i~a$icri: a ype: Strategic Plan Tracking- PACT.xlsx Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs- Communication - Technology Committee Completion Strategies Start Date I Lead Party Jul 2011 Progress Aug 2011 Progress Sep 2011 Progress Oct 2011 Progress Nov 2011 Progress Date OE 1: O timize Use of Existin R Technolo ies Dynamics GP: Finishing Dynamics GP: Finished with Dynamics GP: 2 hours Identify the Current PSA with NeuLogics for Inventory. of Smartlist Training Dynamics GP: Reconciling District's PSA and training and Dynamics GP: Functionality of NeuLogics MSA for training and configuration configuration changes to Network Fleet: was used for Year End Coordinating with OR 1 -A Existing Technology Jul- 1 Sep -11 IT Director /EPIC changes to Dynamics GP Software. Dynamics GP Software. Discussed at Managers Closing Training. NeuLogics on a start and Determine if it is Committee meeting: HR will NeuLogics analysis on Being Utilized to Full Network Fleet Discussion will be held at next Network Fleet discuss with bargaining the HR module of date for HR module Managers Meeting on 8/02 Discussion will be held at analysis. Capacity next Managers Meeting unit regarding adding more users. Will be Dynamics GP will begin in late October. on 8/02 assigned to EPIC Evaluate How Each Department Might EPIC Committee/ EPIC Discussed initially OR 1 -B Sep -11 Dec -11 On Agenda for 9/13 Ongoing Ongoing Make Further Use of Executive Staff at 7/28 Meeting Existing Technology CP 1: Increase Brand Reco ninon within the Community Townsend Public Enhance Resources for Intern Policy being Public Information & Public Information 2011/12 Budget Passed. Initial outreach to evaluated and creating Affairs Hired by Board Currently working on To be hired Winter CP 1 -A Jul -11 Dec -11 Chapman University for Interns has been on 8/25. Staff working Governmental Affairs Officer made. job descriptions for with Chapman for intern recruitment. Semester 2012 Division internships. intern recruitment. Draft Document is Draft Document Develop a Public nearing completion. submitted to PACT on Public Information Document is being Approved by PACT and CP 1 -B Relations Master Plan Jul -11 Jun -12 Officer Draft Document is underway. Drafted. Public Affairs 10/ 10. Public Affairs Presented at Workshop with Measurable Goals Workshop to be Workshop to be scheduled in Nov. /Dec. scheduled for Nov 14. Effectively Use Broad Website makeover underway, social media Website Committee Consultant to begin CP 1 -E Spectrum On -going On -going Public Information sites have been set up and will be utilized formed/ Compensation Ongoing. Ongoing. Website Makover for Communication Officer more. Transparency Tab Added. early 2012 release. Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues Ongoing collaboration Develop and Expand a Working with Discovery Science Center to 2011 Bottled Water with Discovery Science CP 2 -B Youth Education Jul -11 On -going Public Information enhance their School Education Program in 2011 Bottled Water Label Label Contest Center for expanded Ongoing Officer Contest Underway. Program YLWD. - Bottled Water Label Contest. Underway. curriculum in District Elementary Schools.