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Subtask 4-2: To-Be Mapping GHD will lead 10 half-day (four hour), remote workshops via MS Teams to review the `To-Be' workflows. The goals for these workshops are twofold: 1. Extract necessary information for configuration such as work order templates, tasks, roles, statuses, and custom fields 2. Review the updated process workflow maps drafted by GHD that reflect the new To-Be process utilizing MaintStar CMMS. Provide feedback on these changes. GHD will identify points of ineffectiveness, non-compliance, deficiency, inefficiency (paper-based processes), or frustration (e.g., delay, insufficient information, negative result impact, bottlenecks, and communication challenges) and conduct a performance gap analysis against the initial As-Is maps. This analysis is based on a comparison of current City productivity to generally accepted industry-leading practices. Gaps, inefficiencies, and overlaps between how a process is currently performed and what is needed to execute the task successfully are identified, and recommendations are developed to improve the business process.Any additional recommendations beyond the scope of this workflow development will also be noted for instances where there is a need for tasks such as CMMS/EAM integration,data migration and scrubbing, and asset tagging. We will identify which activities would be most appropriately executed by City staff, a consultant, or a combination thereof, Possible improvements may be identified by streamlining or eliminating activities, improving coordination, or reinforcement/shifts in organizational responsibility, as appropriate. These improvement recommendations will serve to focus discussion on the critical elements of improvement. Additionally, the entire process will improve CMMS acceptance and usage through a dedicated integration process that includes staff during workflow and work order development. GHD will work with the City and the software vendor, if necessary, to optimize the workflows within the existing MaintStar CMMS for the City. GHD anticipates streamlining the 'As Is' process maps and creating standardized work templates that are efficient and effective for the City's Operations Department. The workshops and mapping activities will improve the management of City assets maintained by the Operations Department and improve the inventory management of all identified assets. Final To-Be maps will be provided to the City in both MS Visio,MSWord,and PDF format.The finalized To-Be workflows are also used to develop test scripts and training materials in subsequent project tasks. Task 4:City Roles and Responsibilities — The City will provide the reviewed As-Is maps and annotation documents information within 10 business days of the request submittal — The City Project Manager will assist with the scheduling of the workflow sessions — City staff will be available for process mapping workshops.GHD understands the variability of shifts and staff has work to perform and,therefore,will accommodate and be available as early or late as the staff is available to schedule the meetings Task 4:Deliverables — Facilitate up to five 20 half-day, remote As-Is process sessions over four(4)weeks — Facilitate up to 10 half-day, remote To-Be process sessions over three(3)weeks — Draft As-Is Process Maps and annotation provided in MSWord, MS Visio, and PDF format — Final To-Be Process Maps and annotation provided in MSWord, MS Visio, and PDF format Task 5—Work Request and Work Order Development GHD uses swim lanes on our workflows to designate the roles in the workflow, who is assigned the task, and the status of the work order or work request is depicted on the arrows as the process evolves. There also is identification in the annotation documentation of who is receiving the work,via what method, if emails The Power of Commitment 11227916 I Proposal for Workflow Development&Integration into MaintStar CMMS Scope Update and Fee 7