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BACKGROUND The Operations Services Department operates, maintains, and manages infrastructure, public facilities, vehicles, and equipment. Managing these assets throughout their life cycles includes capital growth planning, budgeting and costing, asset creation and acquisition, operations and maintenance, and asset rehabilitation and replacement. Currently, the OSD utilizes MaintStar CMMS and other supporting systems to monitor, measure and manage City assets. However, many of these systems, including MaintStar, are outdated and not well integrated with each other resulting in inefficient workflows and limited reporting and analysis capabilities. The MaintStar CMMS is central to OSD recordkeeping. The OSD has been using the MaintStar CMMS package for approximately 20 years. The department uses it for creating and assigning workorders, tracking work progress, recording costs, and its documentation tool is used when claims are made. The OSD is currently using version 14.0.4 and staff has been experiencing significant challenges including: • Limited ability to search work orders and work history • Lack of automated status reporting back to citizens and staff • Lack of GIS and mapping functions • Lack of mobile capability so crews must have access to a computer to complete work orders • The software uses disparate modules that don't communicate between each other. In response to the challenges noted above the OSD has identified the need to update its current CMMS consistent with Goal C of the OSD Strategic Plan: Technology — Invest in technology and resources to support quick responses to service requests, efficient operations, and expanded public access to vital information. OSD developed a systematic approach to evaluate the current MaintStar system and its latest version (MaintStar Version 15) as well as an analysis of OSD workflows. The CMMS evaluation and workflow analysis was performed by GHD Consultants, which specializes in CMMS deployments. Implementing, maintaining, and using a CMMS requires substantial investments in time and money and, therefore, it is important to review why OSD is committed to using a CMMS. The following summarizes the major benefits a CMMS provides: Budget and cost control: Data collected and stored can be used to plan for and track expenditures. Knowing true costs of services helps determine where resources need to be allocated. A CMMS is a key tool for capturing and recovering costs associated with infrastructure damaged by third parties. Record keeping and knowledge transfer: Design documents, site plans, repair manuals, maintenance procedures can be stored in CMMS and linked with corresponding assets. Capturing and maintaining this knowledge creates consistent procedures and workmanship. It also preserves that knowledge to be transferred to new employees. Page 2 of 5