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City of Orlando – Public Works Department

Software Platform Needs Assessment and Simplify i3® Solution Implementation
The City of Orlando Public Works department engaged EPIC to evaluate the feasibility to implement a unified infrastructure data management platform. This needs assessment task included workflow documentation, pain point and gap analysis and current asset management business process mapping for the selected Public Works business units which included: Streets and Stormwater, Solid Waste, Capital Projects, Wastewater, and Engineering. Their processes included division-wide efforts to operate and maintain stormwater facilities in order to achieve maximum design life and preserve water quality in the city’s lake system through careful integration of operations, maintenance and capital investments in the most cost effective manner.
During process discovery, EPIC met with 28 focus groups, identified 102 processes, documented 68 workflows and collected over 375 pain points. EPIC analyzed and grouped the pain points in seven categories as summarized below.

Data Capture/Traceability

  • Too many spreadsheets
  • Duplicate and manual data entry

Process Issues

  • Lack of standard processes
  • Inconsistent process adoption

Asset Inventory

  • Master inventory data unavailable or incomplete
  • Inconsistent data update processes

Information Sharing

  • Incomplete and/or ineffective information sharing across departments

Maps

  • Map information is not easily available

Reporting Issues

  • Insufficient reporting capabilities

Remote Data Access

  • Limitations with offline data collection and data access

Collaboratively, EPIC and the City determined the following core business processes to map:

  • Citizen Request
  • Corrective Maintenance
  • Preventive Maintenance
  • Asset Management
  • Project Management

Requirements gathering included identifying and grouping the city’s assets in a meaningful way. EPIC analyzed the current processes and requirements documentation to developed the proposed “TO-BE” processes. The “TO-BE” processes were presented to the City’s staff and their feedback was incorporated into the final report. Project deliverables included:

  • Current “AS-IS” and future “TO-BE” business processes workflow diagrams using BPML/BPMN standards
  • Summary of findings presentation to City staff
  • Business rules documentation
  • Requirements documentation
    • Functional and non-functional
    • Resource requirements
    • Reporting requirements
    • Training requirements

Subsequent to the delivery of the requirements, the City evaluated and selected EPIC’s Simplify i3® solution as their Public Works Platform to support the core business activities. EPIC configured and delivered the following modules:

  • Asset Management
  • Project Management
  • Service Request Management
  • Work Order Management
  • Inspection Management
  • Document Repository
  • Contact Management
  • Fund Management
  • Ad-Hoc Reporting
  • GIS and GIS API
  • Mobile Applications for Field Staff

Subsequent to the delivery of the requirements, the City evaluated and selected EPIC’s Simplify i3® solution as their Public Works Platform to support the core business activities. EPIC configured and delivered the following modules:

  • Asset Management
  • Project Management
  • Service Request Management
  • Work Order Management
  • Inspection Management
  • Document Repository
  • Contact Management
  • Fund Management
  • Ad-Hoc Reporting
  • GIS and GIS API
  • Mobile Applications for Field Staff
Subsequent to the configuration and initial setup activities, EPIC provided training to end users of the Simplify i3® application. This included one Administrator training and two end user trainings. The training was planned using the Train the Trainer approach and included a Power Point overview training, hands-on training exercise instructions, and quick reference guides in PDF format, which could be printed for desk use.
Client
City of Orlando – Public Works Department
Location
Orlando, FL
Domain
Public Works
Services Provided
Digital Transformation
Needs Assessments
Workflow/Business Process Optimization
Geographic Information Systems (GIS)
Systems Integration
Data Visualization and Dashboarding
Technologies:
Simplify I3

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