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need to be sent internally,externally,and to who,what tasks are required under'Perform Work',and if parts are required. If there are readings to record, they are entered on the work order, so they only need to be entered once and can be exported, if necessary,to other software that needs that information.Additionally, the data can be used for reporting within the CMMS, eliminating inefficient paper data collection with duplicate data entry (paper and then system(s). Paper record-keeping is inefficient when trying to gather historical trends on an asset. Once the To-Be maps are completed,the City's business processes are related to the MaintStar application via configuration planning documentation. GHD works very closely with the City's project team during this phase. GHD will begin this process by compiling all known information gathered from Task 4 into a series of configuration worksheets. GHD will then hold a series of two-hour remote Configuration Workshops to review the configurable elements in MaintStar relative to work request and work order processes and focus on refining the core software configuration to support the unique operational needs of City. Since the configuration planning workshops are divided into smaller focus areas within each division, work orders relevant to specific work tasks and actual division workflows are created. The configuration worksheets drive the Configuration Workshop agenda and the work performed by the GHD implementation team in between the workshops so that progress can be assessed on an ongoing basis. The final configuration worksheets are included as part of Task 5's deliverables. This will enable the City to have a strong understanding of how GHD configured MaintStar. Between the process mapping of Task 4 and the Configuration Workshops in Task 5,attendees will have a complete understanding of how to create and modify work requests and work orders. For Task 5, GHD will facilitate up to 20, two-hour remote Configuration Workshops divided appropriately among the six divisions within the OSD. These workshops will provide additional opportunities for the City to review and enhance the first draft configuration sheets compiled by GHD staff. Integrating the work order templates requires structural changes to nearly the entire MaintStar system. There will be modifications to MaintStar data fields, drop-down menus/lists, and template files to produce fully functional work request forms and work orders. Additionally, a review of failure codes, problem codes, and activity codes will need to be performed and configured into the CMMS. GHD anticipates workshops will cover many of MaintStar's features for proper overall workflow functionality: — Dashboard — Customized dashboards will enable users to have readily available information on work order statuses and any KPI information they need for their line of business from"My Open Work Orders" to"Mean Time Between Failures." — Budget—Review the Budget module to confirm fiscal periods and financial caps per period/per account are accurate. — Work Order Module-The bulk of work order template creation and functionality occurs here. PM setup and calendar templates, updating and setting work order priorities, and basing PMs on meter and odometer readings. — ERM—Incorporating OSD's emergency response work orders such as SSOs,floods, earthquakes, etc. — Email Interface—Turns incoming emails into work requests and sends outgoing singular or bulk email messages — Fleet Management—Track cost, chargeback, and other fleet management activities — Fleet and Tire—Where the bulk of the Fleet division will be recording work activities and tracking vehicle maintenance — Fuel Interface Module—As integrations may require updating with the MaintStar system upgrade, the code translations and other variables will be investigated, if needed — GIS—Review to check the assets are present for all required work order templates and can be easily found and attached to the work orders — Inventory—Configuring this module will provide an inventory system for vehicles,equipment, materials, and supplies to support work orders — Inventory Tool Lending—To track tool costs to work orders — Meter Work Order PM Scheduling — Multi-Asset Type Work Order—(if process mapping discovery warrants its use) The Power of Commitment 11227916 I Proposal for Workflow Development&Integration into MaintStar CMMS Scope Update and Fee 8