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Task 4-Workflow Development
<br /> Process maps are a vital first step in any implementation and will be completed regardless of the outcome
<br /> of Task 2. Organizations committed to operational excellence, regulatory compliance, and continual
<br /> improvement regularly evaluate their business processes to identify opportunities for improvements in
<br /> efficiency, delivery, and consistency. When business process deficiencies are identified or suspected, a
<br /> structured approach to business process mapping can help restore performance results to their expected
<br /> levels.
<br /> GHD's approach involves mapping existing workflows, identifying deficiencies in the current processes,
<br /> surfacing potential leading practices for consideration, reducing or eliminating low-value efforts,
<br /> recommending updated workflows based on leading practices, and defining roles, responsibilities,
<br /> technology requirements(including the identification of a potential lack of contemporary CMMS technology),
<br /> integration touch points and associated performance metrics. Our approach intends to focus on high pay-
<br /> off activities with the steps in the process providing value, involving the right people at each step, creating
<br /> the opportunity for retention and dissemination of institutional knowledge, and making effective use of
<br /> technology systems.
<br /> The foundation for process improvement in the maintenance and reliability industry is IPSECA,which stands
<br /> for"Identify, Plan, Schedule, Execute, Close-Out and Analyze." IPSECA is fundamental to any reliability-
<br /> focused maintenance program and overall enterprise asset management. Business process mapping is part
<br /> of an organization's focus on continuous improvement,enhancing workflows that result in the most efficient
<br /> ways to achieve the desired operational outcomes.
<br /> Subtask 4.1: As-Is Mapping
<br /> The GHD team will conduct a series of 20 remote, half-day(four-hour)team interviews via MS Teams over
<br /> four weeks. GHD historically did all process mapping onsite but has had great success and very positive
<br /> feedback performing mapping workshops remotely with our clients during this pandemic. During these
<br /> interviews, the GHD team will review existing workflows and gain an understanding of the City's business
<br /> needs in each of the six major divisions under the Operations Services Department identified in the RFP:
<br /> OSD Administration, Business Services, Environmental Services, Facilities, and Fleet, Parks, Streets and
<br /> Signs, and Utilities.
<br /> Interviews cover the following topics:
<br /> — Work practices and business processes(that do or do not utilize existing technology in the City)
<br /> — Technology/information systems usage, plans, practices, and integration
<br /> — Organizational structure, roles/responsibilities, and succession planning
<br /> — Staff levels and workload demands
<br /> — Financial management
<br /> — Performance measurement and management
<br /> — Functional area interrelationships
<br /> Current City workflows will be reviewed and mapped, particularly for relevancy and integration touchpoints
<br /> with existing technology. Through the facilitated team interviews, the sessions will also identify general
<br /> infrastructure information, maintenance management information,financial information,current utilization of
<br /> information technology solutions, and current workflows that do not utilize the City's existing technology.
<br /> These meetings help define how work is Identified, Planned, Scheduled, Executed, Closed Out, and
<br /> Analyzed(IPSECA)and how work is tracked and reported.
<br /> GHD will prepare Draft'As-Is' process maps in MS Visio and PDF format with accompanying annotation in
<br /> MSWord for review by City staff. The City will have two (2) weeks to perform any corrections/revisions to
<br /> the documents before GHD revises the documents with accompanying annotation. As these maps will be
<br /> modified for efficiency in the To-Be Mapping Subtask,as deliverable,GHD will post a revised/City-approved
<br /> DRAFT version of the As-Is maps to the Project site.
<br /> The Power of Commitment
<br /> 11227916 I Proposal for Workflow Development&Integration into MaintStar CMMS Scope Update and Fee 6
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