PSOMAS 7 - 2016 - Laserfiche WebLink

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workflow sessions. It is expected that the existing asset inventory will be in a variety of formats including GIS, CAD, Excel, database, Word and in some cases, it will be incomplete. Related condition assessment, financial records, maintenance information, and capital plans will be reviewed. 2.2. Conduct pre - interview survey - The needs assessment will begin with a request to each Division /Department to participate in a pre - interview survey to document their core business areas, current operational activities, assets under their control, standards used, defined procedures, data ownership, technologies used, and unmet needs in performing their responsibilities. This easy -to -use survey provides an efficient means of gathering City /PWA information prior to the interviews, and preparing participants so that the interviews will be effective and focused. Survey participants may attach reference documents that elaborate on their services. The City /PWA will assist in identification of survey participants. 2.3. Interview City /PWA personnel -After survey responses have been completed, the Psomas Team will conduct interviews with representatives from each Department/ Division. Interviews should include business managers and service specialists (field and office). Participants are requested to bring appropriate samples, documents, and other operational products. These interviews will review information gathered from the survey forms and information gathered from Psomas' review of asset inventory data; discuss additional details about current business needs and operations; and examine information sources, technologies used, and user perceived unmet needs in asset management activities. Through coordination with the PWA, Psomas will perform interviews during blocks of days for interviewing efficiency. Throughout the project, we will follow up with project participants via phone and e -mail to clarify and elaborate on the information provided. These interview sessions are scheduled to be two (2) hours in duration. 2.4. Conduct asset management workflow mapping and engineering sessions - Based on the findings from the needs assessment interviews, Psomas will develop "to be" asset management workflows based on the City /PWA needs and preferences and guided by industry best practices. The workflows will be discussed with each work group and modified to reflect feedback from the participants. Workflows model the inputs, actions or processes, outputs, and actors. We envision that a dozen or so primary workflows will be developed that are applicable to the full range of asset types, thus providing standard processes across asset types to improve organizational efficiency, and simplify systems, training, and performance monitoring. 2.5. Develop aggregate needs assessment report - Psomas will prepare an aggregate asset management needs assessment report and distribute to the interview groups for review, comment, and approval. Psomas will update, modify, and finalize the report with comments received from each interview group. The report will include the following information: • Executive summary of findings • Synthesis of the existing environment and high level needs for an asset management program addressing core components of the asset management lifecycle, including: Asset management strategies, plan, and policy Asset inventory Condition assessment Level of service standards - KPI (Key Performance Indicators) Benchmark of current performance Prioritization of backlog CIP planning - - — P S 0 M A 3 _. t,. of