25B - AGMT WITH CHAZEY PARTNERS - Laserfiche WebLink

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Amend Agreement with Chazey Partners, Inc. February 4, 2020 Page 2 Chazey proceeded with the project in two phases, incorporating the expanded PWA operations. In Phase 1, Chazey's assessment identified and prioritized stakeholder needs, quantified full-time equivalent (FTE) effort and associated costs for PWA business processes, and benchmarked current activities against peer organizations. Chazey conducted roundtables to gather current -state process steps and to design future -state processes with PWA and other City agencies' input. A key Phase 1 output was a prioritized Opportunity Matrix highlighting expected efficiencies from business process improvement (Exhibit 2). The Opportunity Matrix included 62 potential opportunities for process improvement across Public Works. Each opportunity was ranked for its Benefit, Cost, Time, and Difficulty to implement and then were reviewed and prioritized with PWA staff. This prioritized Opportunity Matrix was also reviewed with the project governance committee that included the Executive Directors of the Public Works Agency, Finance & Management Services Agency, as well as the Chief Technology Innovations Officer. Phase 2 comprised the design, build, and implementation of identified process improvement opportunities. The following four projects were selected for immediate implementation: Consolidated Customer Invoice Statement: Provides a customer -friendly accounts receivable statement for Public Works customers. Statements will be available "on -demand" for PWA customers and include itemized invoice charges, applied payments and credits, and aging buckets for amounts due. Prior to this, providing a consolidated statement required a manual review of all customer invoices, researching and reconciling both payments and credits assigned to each invoice, and then manually developing a statement for the customer. Chazey staff has designed the statement document, completed the report formatting, and will coordinate the upload into Lawson (the City's Enterprise Resource Management system). 2. Automated Vendor Notifications: Using data and existing functionality in Lawson, Chazey created an automated notification process for PWA vendors and the supporting engineering administrative staff. These notifications will identify when vendor insurance coverage expires, allowing the engineering department to be proactive in gathering the required documentation without disrupting the vendor's planned engagement with the City. Prior to this, a member of the PWA administrative staff was responsible for manually identifying the expiration of coverage and contacting both the vendor and supporting City engineering staff to update the documentation to reflect active insurance coverage. The streamlined process will allow the engineering department staff members to work directly with the identified vendor to keep them current. 3. Implementation of a Cycle Count Process: As part of the expanded Phase 1 scope, Chazey identified a need for a regular cycle count process in the City's Central Stores warehouse. Implementing a cycle count process is a best practice in which different portions of inventory are physically checked on a continuous schedule. This process will help control inventory shrinkage and manage accounting activity related to the inventory current. Chazey developed the documentation, identified specific Lawson system requirements, and prepared execution instructions for the warehouse staff. Prior to this, no regular cycle count was performed and there was little documentation or support from Lawson for this process. 25B-2