The URL can be used to link to this page

Home My WebLink About6.B. GIS Implementation January 2007 SHAKOPEE I I I Geographic Information System (GIS) and I Computerized Maintenance Management System I (CMMS) Needs and Requirements Analysis 'I CITY OF SHAKOPEE I I JANUARY 2007 I Prepared by: I John Z Mackiewicz, MGIS WSB & Associates, Inc. I 701 Xenia Avenue South, Suite 300 Minneapolis, MN 55416 (763) 541-4800 I (763) 541-1700 I I I I I I I I SECTION I I EXISTING GIS/CAD BASE DATA I INTRODUCTION City staff in numerous departments work with Geographic Information System (GIS) I data on a frequent basis. Currently, management of the individual data sets critical to the operation of individual departments is handled by staff on.a case by case basis. Data is shared over the network but is largely distributed between departmental databases. The I extent to which the most up to date data is being used is largely unknown outside the department that manages the database. This section is intended to discuss what are identified as the "Base GIS Data sets", the data sets that will be shared by all city I departments. The data migration plan, and the information products that will be based on the sources listed above are discussed in the applicable sections later in this report. I DATA RESOURCES Sanitary Sewer The City currently has a CAD-based sanitary sewer map that is referenced. to I Scott County Coordinates with varying levels of positional accuracy. Most importantly, the horizontal positional accuracy ofthe sanitary base map north of TH 169 is lower than the rest of the data set. The spatial reference of the data set I . is consistent with the parcel data set. There is no vertical positional information recorded in the digital base map. However, some structures are linked to the scanned as-built data in AutoCAD, but not all structures are linked to the most up I to date as-built information. Flow direction is indicated with CAD symbology on the map but no line level I directionality exists within the data set itself. Structures within the city are divided between seven sanitary sewer districts, each district is numbered with an abbreviation and unique ID. Manhole IDs are called out on the CAD map but are I not.linked to the structures at the database level. WSB staff reviewed numerous as-built plans when constructing the SewerCAD I model for the city and additional information regarding the sanitary sewer infrastructure is contained in a combination of paper maps and the SewerCAD model. I The sanitary sewer map is currently updated by Engineering Staff as as-built plans for individual developments are submitted. I Storm Sewer The City's CAD-based storm sewer map is also referenced to Scott County I Coordinates with the same level of positional accuracy as the sanitary sewer base map. However, no storm sewer structures are linked to as-built information at this time. I I City of Shako pee WSB Project No. 01381-07 Section I - Page 1 I November 2006 I SECTION I I No symbolic or line level directionalityexists for the storm sewer data. I Individual structures are not numbered and no districts have been identified. I The storm sewer map is currently updated by Engineering Staff as as-built plans for individual developments are submitted. I Streets/ROW Layer There are currently a number of street centerline and Right of Way (ROW) layers in use by various departments. The extent of the use of disparate data sources is I likely wide in that streets data is used in the creation of a large numberof mapping products. I The right of way layer has the same positional accuracy as the other base maps. It is updated by Ryan Halverson for the engineering department. I ParceVBase Layer The parcel layer is currently updated by Kyle Sobota as is needed. This data is then uploaded to LOGIS so it can be incorporated into the data used by I LOGISMap. Multiple versions of the parcellbase lines likely exist in various network locations in both GIS and CAD. Additional information regarding individual plats is linked to the parcel layer through LOGISMap. I Land Use/Zoning The land use and zoning layers are maintained by Kyle Sobota in the Planning I and Zoning Department. Parks I Two databases on city parks currently exist. Ryan Hughes currently maintains a GIS database of Parks, Open Space, Park Easements, and Natural Resource Corridors. Thisis the most accurate parks information that the City has. The I CAD based maps produced by engineering rely on older CAD data. These outdated maps should be archived. Once the base layers are established in GIS, AutoCAD users will be able to access them using the CAD connect client. I Trails As with parks, two GIS. databases of trails currently exist. Ryan Hughes I maintains a GIS database of existing and proposed trails. Ryan also coordinates the integration of regional trails into this database. This is the most accurate trails information that the City has. The CAD based maps produced by engineering rely I on older CAD data. These outdated maps should be archived. Once the base layers are established in GIS, AutoCAD users will be able to access them using the CAD connect client. I I City of Shakopee WSB Project No. 01381..07 Section I - Page 2 I November 2006 I SECTION I I Police I The data resources in use by the police department are largely unknown at this time. I SOFTWARE The City of Shako pee currently has: . 3 Single Seat ArcView Licenses I . 1 Concurrent Use (CU) ArcView License . 1 CU ArcInfo License I . 1 CU ArcGIS Publisher License The maintenance agreements for the single and CU Arc View licenses have lapsed but I will be updated early next year by the City's IT department. With the recent addition of a CU ArcInfo license and an ArcGIS Publisher license, the City's desktop GIS license pool should meet the city's requirements for the foreseeable future. I DISCUSSION The City of Shakopee has a functional GIS in place that has evolved to meet I departmental needs. Departments have assumed ownership of distributed data sources and are updating them as needed. Data sharing has evolved in a less than perfect nature due to concerns about data integrity. I The City's main goal should be the establishment of base data sets that will be shared across departments within the City. The establishment of a solid base will reduce data .1 redundancy and increase user confidence in the data. I I I I I I I City of Shako pee WSB Project No. 01381-07 Section I - Page 3 I November 2006 I SECTION II I GIS I CMMS IMPLEMENTATION PLAN ,I WSB strongly recommends the City of Shakopee take an enterprise approach to developing its GIS. Enterprise GIS in an integrated, multi-departmental system of components used to collect, organize, analyze, and visualize geographic information I using a distributed network architecture. The long term goal of the City should be to develop an Enterprise GIS that provides a long lasting architecture that meets business needs, utilizes Consumer Off The Shelf (COTS) technology when possible, shares costs I across departments, and scales with the City's GIS needs. While the scope of this report deals exclusively with the implementation of a Public I Works/Engineering GIS/ Computerized Maintenance Management System (CMMS) the overall goal of a city wide enterprise GIS will be considered when making many decisions regarding the overall GIS architecture. It should be noted that the term CMMS I is often used interchangeably with Asset Management System (AMS). However, in this document the term CMMS is used because the system is computer based. I As the. City of Shakopee transitions from a departmental GIS approach to an enterprise wide GIS system, a number of changes need to occur relating to how information, applications, and resources are managed within the City. The following sections will I detail the proposed implementation plan for GIS within the City of Shakopee concentrating on the steps that are essential to the deployment of the Public Works CMMS. I SYSTEM ARCHITECTURE Currently most data sets in use are managed in file level data sets on the departmental I level. In the future it is recommended that the city migrate to shared interdepartmental databases utilizing the following platforms: I Cartegraph Software At this time Public Works/Engineering has chosen Cartegraphs software products for its CMMS software platform for sanitary sewer, parks, and signs. It is I recommended that Cartegraph also be used for storm sewer and pavement in the future. I SQL Server It is recommended that the City adopt SQL Server as the Relational Database Management System (RDBMS) technology with which all enterprise level GIS I datasets are managed. This will provide the following: . Standard RDBMS for Cartegraph, ArcView, and other city databases . Ability to use ArcSDE/ArcServer I . The ability to manage access constraints at the database level . Better performance I . Scalability . IT Standard DBMS I City of Shako pee WSB Project No. 01381.07 Section II - Page 1 November 2006 I --- I SECTION II I . City already uses I Other options considered: The use of SQL Server Express was considered but I quickly eliminated because of City IT Staff preference. size constraints. I performance consequences. and the limited cost savings that would be realized. I I ArcSDE Enterprise In addition, it is recommended that ESRI's Advanced Spatial Data Server, I (ArcSDE) be installed to act as a gateway for accessing spatial information stored I on the server. The performance advantages provided by migrating to a database I environment specialized for GIS are illustrated in Figure 1. I I High, I\..rlimll;lll(.'~ Oi:."- r\rr:.IY lnlpm'oc" 1'0 Jx.'rfCtnt1<1lll'C ,'clwnn upg.rmk In 100 \1hp.. IInpnl\'c... dal:llr..tl1"ilcr I SliIIllblllTlC Wori.:..tUfUll1 SUE 1lltl\C'.. quef)" pWccs!'>lIlg In 'CrYl'r. n:dlll:e.. nl'l\\(lr~ lrunic, llplllllil'C:o. ~'r\cr CPU pfUCC'~:-'lI1g. ri Ie ~Cf'H'" and il11)l((I\C:. 1'0 fll:rfonnan~e If) t\'lhp..lH..ol\Ulrk \\.'(lr......l:llilll1 CI'U urgr~uk. lldJ.. d:lla lrJIl...rl."r I rc,lucl.... procc....ing lime Response Time E1Video Display .. Application CPU Processing D Network Communications I . Server CPU Processing 20 [J D_ata_ Access (110) 0 c " t .." '" ~ .." I .~ 'C; >. c...., 5 e c or> _ ~ ~ - 0 "" " L. ~ CIJ 0. ~ CIJ ~<C ~~ UJ ::J 0 2 + Cl ::J ?: i.: + Vl c.. + + U I Configuration I Figure 1 System Performance Profiled Source: Peters 2004 I The use of ArcSDE will also significantly reduce the network load of GIS data, provide a scalable system that the city can expand on in the future, and allow the I full benefits of SQL Server to be realized for spatial data. In the future the city will also have the ability to upgrade the ArcSDE server to ArcGIS Server which would be able to serve GIS data to users utilizing web browsers and wireless I devices without requiring additional licenses. I City of Shakopee WSB Projcct No. 01381-07 Scction II - Pagc 2 Novcmbcr 2006 I I SECTION II I Other Options Considered: The use of ArcS DE Workgroup ($5000) was considered but eliminated because it was not compatible with SQLServer, I had considerable size limitations, would be a temporary solution, and would require further data migration in the future. I Desktop GIS The City of Shakopee will utilize its existing ArcGIS licenses for data I management, editing, conversion, map creation, and analysis. ArcPublisher will be used to create maps that can be viewed using ArcReader. AutoCAD will still be utilized by engineering staffwhen applicable. I DATA The data resources identified in Section 2 should be migrated to enterprise level I geodatabases. This process will begin in January under the existing scope with WSB. Once a GIS technician is hired, he will continue to migrate data to the enterprise geodatabase under the supervision of the GIS Administrator. The existing owners of the I database will be given full edit privileges and, along with the GIS Administrator, will assign read/write privileges to other users. The departmental database should also be designed and implemented as enterprise resources. I When it is possible industry standard data models available from ESRI should be used. This will require further investigation related to spatial objects that will be shared I between Cartegraph and ESRI software. It should be possible to manage the majority of the attributes within the SDE data structure and edit them in Cartegraph software. I In the following sections of the report roles that individuals will play in the development of specific business functions of the GIS/CMMS will be defined. The goal of these individual roles is to have an individual with a vested interest in the success of that I . component of the GIS/CMMS share overall responsibility with the GIS Administrator. MOBILE I The City is in the process of purchasing a Trimble Pro~XH GPS unit with a Ranger controller. This unit will meet the City's needs for field data collection, maintenance, and mapping. In the future, the City will likely need to purchase one or more additional I units for field data collection and maintenance. At this time there are five options that should be considered. I . Option 1: Purchase a rugged laptop and checkout a Carte graph license for field use. Check data back in when field collection is complete. This option would also allow staff to access as-built drawings in the field I Cost.... $3500 I I City of Shakopee WSB Project No. 01381-07 Section II - Page 3 November 2006 I I SECTION II I . Option 2: Purchase another Ranger unit - This would give public works I employees two identical Ranger Controllers, either of which could be used with the Pro-XH unit. Cost - $3500 I . Option 3: Purchase a standard tablet style laptop for field data collection. This option would also allow staffto access as-built drawings in the field. Evaluate the I feasibility to check-out a Cartegraph license for field use or purchase a Cartegraph mobile license. Cost - $2500 I . Option 4: Purchase a commercial handheld unit and Cartegraph or ArcPad software for field use. I Cost $300 + $395 for ArcPad . In all cases the city will need to purchase Cartegraph mobile software for use with I the Ranger unit. Recommendation: Evaluate the usage of the handheld unit thatthe city has I purchased and the ability to customize ArcPad to collect and maintain the City's GIS/CMMS data. The City should anticipate that it will need to purchase a laptop and up to two copies of Carte graph's mobile software in 2007. Examine the I potential to use commercial handheld units in the future. MOBILE I The following section of this report will deal exclusively with the. business needs of the Public Works/Engineering Department. The overall architecture described above will support the development of these needs as well as any business needs defined by other I departments moving forward. COSTS I The cost ofthe City of Shakopee's GIS/CMMS can be broken down into costs that should be shared by all City departments and those specific to.the Engineering/Public Works Department. These costs can further be divided into hardware/software purchases I and software maintenance. I Hardware/Software Purchases As is common in most municipalities, as the early adopter of GIS software, the Engineering/ Public Works Department will be responsible for the purchase of the I majority of the required software and hardware. The projected software and hardware purchases for 2007 are shownjn Table 1. I I City of Shako pee WSB Project No. 01381-07 Section II - Page 4 I November 2006 1 ~CTIONn 1 1 ~QJ.,~erver.. HHHH'.H.. ....H....H$I,500 L.. 1 $1,?99 ...mL .. ArcSDE $10,650 I 1 $10,650 I 1 Laptop $2,000 I 1 $2,000 I GPS Beacon . $1,450! 1 $1,450 I ...._._..........__......................~.....M........_....._..._................._.....__._.......... ......................__........._...........................................:....~...._,....... ....................... ..............................................._........_..........._.........._,. ..............._......................................._............. ..............._................... 1i()unting brac~et for.9PS.....mm. ~.!?Qm...Lm... !._m.mmm~!?q...m.J.. ...m.mmmm. mmm ._... 1 Cartegraph Mobile Module $500 2 $1,000. Pricing not set $16,750 Table 1: Estimated 2007 SoftwarelHardware Purchase Costs 1 It should be noted that the software and hardware requirements for 2008 and 1 beyond are very difficult to forecast at this time. If there is a large increase in demand for licenses or wireless signals become widely available in the City of Shakopee, the City should evaluate purchasing an ArcServer license at a cost of 'I $10,000 and an annual maintenance increase of$2000. This cost couldbe shared city wide and the maintenance costs would be offset by a decrease in the number of required Arc View licenses. The estimated software and hardware purchase 1 costs for 2008 are shown in Table 2. 1 3 Pack - Storm Sewer, 2 x Call Director $1,167 1 $1,167 Adds $600 Maintenance 1~:~:~~PI1Mgl?~!~M()4~!~_. ____.:mm~:~~~~._.. ... .... ~_ . $:~~~O .p.rt~~g..~()t.~~!__...__ ....g~~@:~!~..~~i.!.................. ...................._............. -L..........~.~gg..-.... ___H. ..-..~....... ......i..._m.m...~~g9........."..;.......... ................................................. ..'m 1 ArcPad i $395 1 $395 For 1 Handheld Single Use ArcView mlm $1,200 1 $1,200 $5,862 I . Table 2: Estimated 2008 SoftwarelHardware Purchase Costs Software Maintenance 1 Software maintenance charges are used by ESRI to provide a mechanism for organizations to annually budget software costs and not have to justify large expenditures in any given year for software updates. It also provides the vendors 1 with a steady stream of revenue for Research and Development (R&D). The advantages a maintenance program offers to the City of Shakopee are shown below: I 1. Cost Savings __ Maintenance costs are normally structured so that there is a cost savings' associated with participating in the maintenance 1 program rather than upgrading software at each release. If you skip I City of Shakopee WSB Project No. 01381-07 Section II - Page 5 I November 2006 I SECTION II I releases, there may be a cost disadvantage to participating in a I maintenance program. 2. Software Updates - Software updates will automatically be shipped I at no additional cost for your existing products as a benefit of your maintenance subscription. You will benefit from having the most up to date software. I 3. Budgeting- Many organizations prefer to have software costs distributed annually in a uniform nature rather than having to justify I larger expenditures when an update is required. 4~ Uniformity - All software within an organization will be the same I release. This can avoid significant incompatibilities. 5. Technical Support - Technical support is available for one user per I current primary maintenance instance. 6. Complimentary User Conference (UC) Seat- Each Arclnfolicense I that carries primary maintenance entitles an organization to a complimentary seat at the annual DC. The DC offers GIS professionals the opportunity to: I a. Meet with other users to share experiences and knowledge. b. Attend many user presentations and technical sessions on how I to use ArcGIS and other ESRI so.ftware. c. Learn about the latest ESRI technology advances. d. Meet face-to-face with ESRI staff to ask questions and offer I suggestions on how ESRI can serve and improve its user community needs. I While the Engineering and Public Works departments are covering most of the initial software acquisition costsit is recommended that the maintenance costs of GIS software be distributed throughout applicable City departments. The I estimated maintenance costs for 2007-2009 are shown in Table 3. I ...~~~Q~.... .._...... .............................. ..........:.........J....~.~19.gg.......... I.. . ...................................~~?Q.9.Q......J........~~?29.9............ ArcPublisher i $500pL $500 $500.1 $500 I Arclnfo I $3,000 I $3,000 $3,000 I $3,000 CD ArcView ! $1,500 i $1,500 $1,500! $1,500 ..~~g!~J!.~~~~y:i.~~.~.~.~........._.... ...J...,.......~.19.9.".........I........._$.19Q........-..........J:!9.9.. .........1-........$..4.9.9............... Single Use ArcView Secondary $300 $600 $600 $900 I $6,000 $9,000 $9,300 Table 3: Estimated City-Wide Software Maintenance Costs I City of Shako pee WSB Project No. 01381-07 Section 11- Page 6 I November 2006 I SECTION II I Costs for Cartegraph software are specific to the Public Works/Engineering I Department. These costs are the responsibility of Engineering/Public Works with the possibility some cost sharing with the Parks department. The annual costs are shown in Table 4. I CarteFlex Maintenance I $6,250 i $6,250 $6,250. $6,250 I . . ........ ..........,... ........... ........ .................................... ........ .... ... ,.. ............. ..... Maintenance on 3-Pack . $600 $600 i $600 Maintenance on Mobile (est) $200 $400 ' $600 $6,250 $7,250 $7,450 I Table 4: Estimated Public Works Maintenance Costs I The total annual costs are summarized in Section IV of this report. I I I I I I I I I I I City of Shakopee WSB Project No. 01381-07 Section II - Page 7 I November 2006 I SECTION III I PARKS AND PUBLIC GROUNDS I EXISTING WORKFLOW Parks and Public Grounds staff are responsible for the routine maintenance of parks, park I buildings, athletic fields, trails, and the downtown area. Staff members are also responsible for completing maintenance requests that come by internal email, internal phone, observation, and citizen request. In addition to maintenance, staff members are I responsible for performing playground inspections once a week. . Parks and Grounds Staff currently utilize plowing route maps printed by engineering staff. I Currently, staff members submit paper timesheets containing general information about daily activities which are in turn summarized by the Parks Maintenance Supervisor for Parks and Public Grounds weekly to the Public Works Director and the Public Works I Supervisor. REQUIREMENTS I The Parks Maintenance Supervisor has identified five main requirements for the GIS/CMMS listed below in order of priority: . Must be able to generate reports summarizing the time spent by full time and I seasonal staff performing specific maintenance tasks at individual parks . Information gathered during playground inspections must be retrievable using the CMMS I . Time sheet information entered by staff must be compatible with the time keeping software that will be used by the finance department . A number of mapping products need to be developed I . Resident requests taken at a call center must be entered into the CMMS as work orders and information regarding the completion of these work orders must be tracked. I A detailed analysis of the general requirements is given in the Information Products I section. INFORMATION PRODUCTS I Maintenance Reports Generating reports detailing weekly, seasonal, and annual maintenance activities is the top priority of the Maintenance Supervisor for Parks and Public Grounds. The I maintenance activities currently identified to be included in the CMMS can be found in Appendix A-I. The Parks MaintenanceSupervisor will need to be able to review the information regarding the resources used performing routine maintenance I activities and maintenance activities triggered by work orders using a single interface which will provide the following: . Hours/Cost associated with performing specific maintenance task I 0 Drill down by park 0 Drill down by time period I City of Shakopee WSB Project No. 01381-07 Section III - Page 1 I November 2006 I SECTION III I . Hours/Cost associated with maintaining individual parks 0 Drill. down by task I o Drill down by time period . The ability to assign and monitor the status of work drders . WeeklylMonthly/Seasonal/ Annual summary of staff hours I The data required to generate these reports will be entered by staff members daily. I Playground Inspections The information collected during the weekly inspections performed by maintenance I staffwill be stored and retrieved using the CMMS. Field collection of this information will require the checkout of a Cartegraph license and the use of a laptop or handheld unit one day a week seasonally. A copy of the current inspection sheet I can be found in Appendix A-2. The Parks and Public Grounds Supervisor will be able to generate the following reports using the information collected: . History of inspections I . Summary of issues reported by park Time Sheet Coordination I The vast majority of the information collected in the Parks Maintenance CMMS will be entered by staff. Realizing that the quality of the data entered is critical to the success of the CMMS it is critical that the data entry system: I . Allows easy entry of complex activity information . Does not require staff to redundantly enter information in the CMMS and in their timesheets I . Conforms with the labor codes outlined in Appendix A-3 I Mapping Products . There are a number of mapping products that should be generated for Park Maintenance from the City's consolidated GIS base map. This includes the I following in order of priority: 1. Plow Routes 2. Trails I 3. Sidewalks 4. General Park Cover Type Map a. Athletic Fields I b. Public Buildings c. Public Grounds d. Public Parks I e. Mowing Areas 5. Trail Inspections 6. Locations of Irons in Ball Parks I 7. Handicapped Parking Map 8. Tree Inventory I City of Shakopee WSB Project No. 01381-07 Section III - Page 2 I November 2006 I SECTION III I a. Species b. Date Planted I c. Diameter d. Required Maintenance I FUTURE WORK FLOW The implementation of a GIS/CMMS will drastically alter the workflow within Parks and I Public Grounds. Many tasks will be consolidated within the CMMS. The proposed future workflow is shown in Figure 2. I Figure 1: Future Parks and Public Grounds Workflow I I I I Request Emered Routine I in Work Maintenance Director I Supervisor ~ Prioritizes and I Assigns Work I I I Staff Update database to reflect completed work orders and I routine maintenance 3Clivities I I I I City of Shakopee I I WSB Project No. 01381-07 Section III - Page 3 November 2006 I I I I I I - --------~---------------------------------------------- I SECTION III I ROLES I In accordance with the overall GIS/CMMS Implementation Strategy for the City of Shakopee, the following key individuals have been identified within Parks and Public Grounds. I Bill Egan Owner -Parks and Public Grounds CMMS I Bill will he taking ownership of the CMMS for Parks and Public Grounds. Bill will provide input during the final design of the CMMS and will be essential in generating the support of staffto adopt the challenges that will be associated with I the implementation of the CMMS. John Mackiewicz I GIS/CMMS Administrator John will be responsible for the continued development and maintenance of the information technology supporting the Parks and Public Grounds GIS/CMMS. I Once the GIS Technician is hired, he will gradually assume this role. CartegraphStaff I Programming Support Carte graph staff will assist WSB staff with the more complicated application development tasks. I GIS Technician Technical Support I The GIS technician will be tasked with performing complex analysis, complex editing, providing technical assistance, troubleshooting, information product development, and training. I Lisa Jeurissen Technical Support I Lisa will assist the GIS Technician in the development of maps and provide technical and data entry support for the CMMS. I . Dean Bisek Beta Tester It is recommended that Dean Bisek be enlisted early in the implementation I process to provide input on the design and performance of the Parks and Public Grounds CMMS interface. I ISSUES AND CHALLENGES There are a number of issues and challenges that are anticipated during the development of the Parks and Public GroundsCMMS. This includes: I . Coordinating laptop/handheld use.with sewer staff I City of Shako pee WSB Project No. 01381-07 Section III - Page 4 I November 2006 I SECTION III I . Availability of Carte graph licenses when staff are entering daily activities . Design of a usable interface for public works staff to enter their time I I SUMMARY /RECOMMENDATIONS The Parks and Public Grounds CMMS/GIS will track the routine and requested maintenance of parks, park buildings, athletic fields, trails, and the downtown area using I data entered from work orders and field staff. Additional information regarding park inspections will be gathered by field staff and checked back into the CMMS at the office. GIS and CMMS support will be provided cooperatively by both Lisa Jeurissen and the I GIS Technician. It is recommended that Parks and Public Grounds be granted access to a laptop computer for data collection. The next steps that should betaken are subdivided by information product and listed below: I WORK PLAN Coordination I . Task 1: It is in the best interest of the City to coordinate the development of the Parks and Public Grounds CMMS with the Parks and Recreation Department. The cost of Cartegraph customizing the Parks template to meet the City's needs is I included in the amount that has already been paid. If the City chooses to set up the Parks and Recreation CMMS at a later time there will be additional costs. I Maintenance Reports/Timesheets . Task 1: Configure Cartegraph Parks Module -The final configuration of the I Parks and Public Grounds CMMS will be completed byCartegraph staff. The cost of this is covered under the existing contract with Cartegraph. . Task 2: Develop a form for staff entry of activities - An interface should be I designed so. staff can enter their time into the CMMS. This information will be used to generate activity reports and timesheets. These costs will be covered by I the Cartegraph service pack and existing scope of services with WSB. In the future, there will be additional costs if the City desires to integrate the CMMS digitally with the any payroll software the City purchases. /' I . Task 3: Develop reporting tools - Queries to generate the maintenance reports described above in the Information Products section will be developed. The cost I of this development is included in the existing scope of services with WSB. Task 4: Acceptance testing for Park Maintenance CMMS - The forms that are . I developed will be tested to ensure they are functional before deployment. The cost of this is included in the existing scope of services with WSB. I Playground Inspection Form . Task 1: Evaluate field units for data acquisition I City of Sbakopee WSB Project No. 01381-07 Section III - Page 5 I November 2006 I SECTION III I . Task 2: Develop data checkout routine for playground checkout - Once a I decision has been made regarding the platform that will be used to collect playground inspection information a data check- in routine will need to be I developed. . Task 3: Acceptance testing for Playground inspection CMMS - The process for I data collection thatis developed will be tested to ensure it is fully functional before deployment. I Mapping Products . Task 1: Develop a map of trails, sidewalks and plow routes - This task is covered under the existing scope of services with WSB. I . Task 2: General Park Cover Type Map - This task is covered under the existing scope of services with WSB. I . Task 3:futegrate trail inspections with the City's Pavement Management System. I . Task 4: Locate irons in ball parks . Task 5: Handicapped Parking Map- This is covered under the existing scope of I services with WSB . Task 6: Set up a tree inventory form - Setup a customized GPS form for the I collection of tree data. . Task 8: Develop additional GIS/CMMS reporting tools as required by the Parks I and Public Grounds Supervisor. Call Center I The development of the call center must be coordinated with the sign, storm sewer, and sanitary sewer, CMMS modules. I I I I I City of Shako pee WSBProject No. 01381-07 Section III - Page 6 November 2006 I I SECTION III I SIGNS I EXISTING WORK FLOW Street, Storm and Sanitary Sewer staff are responsible for ordering, installing, designing, I and tracking the signs within the City of Shakopee. Staff members currently use SignCAD to design the signs used within the City of Shakopee. Signs are replaced both routinely and when they are destroyed, damaged, or stolen. The Sign Maintenance I Request form is inc1udedin Appendix A-4. Sign information is currently stored in ICON's sign software. The information stored in I this database originated from the sign inventory completed by WSB in 1999. However, it does not appear that Goodpointe staff completed extensive quality control to verify that the information that was. entered in ICON actually reflects actual conditions. Attempts to I field verify the data in ICON yielded very poor results. Because of problems with ICON Sign software the City has decided to use Cartegraph's I sign CMMS software module, SignView. REQUIREMENTS I Public Works staff have identified the following requirements for SignView: . The CMMS must be able to identify the savings realized by utilizing the CMMS to forecast sign inventory needs enabling the City to order signs in bulk I . Mustbe able to identify signs for routine replacement on an annual basis . Must be able to access the information shown below about individual signs . Must be able to update cost of signs easily I . Resident requests taken at a call center must be entered into the CMMS as work orders and information regarding the completion of these work orders must be tracked. I INFORMATION PRODUCTS I The generation ofreports/maps depicting annual. sign replacement requirements and locations and the retrieval of detailed information about individual signs are the primary information products required by City Staff. The following information products will be I the initial reports/maps utilized by City Staff. . Map showing locations of signs to be replaced in a year . Report detailing quantity of sign types to be replaced in a year I . Cost of annual sign replacement summarized by sign name . Easily retrieve the information shown in Table 1 using both a mapping interface and a tabular form I I I City of Shako pee WSB Project No. 01381-07 Section III - Page 7 I November 2006 I SECTION III I I Picture of Sign Name (Stop Sign, No Parking) Comments I Height Bracket Type (Street Sign Only) Si nCAD ima e I Table 1: Sign Attributes that must be tracked ROLES I In accordance with the overall GIS/CMMS hnplementation Strategy for the City of Shakopee, the following key individuals have been identified to play key roles in the I development of Sign View: John Mackiewicz I GIS/CMMS Administrator John will be responsible the early development of the information technology supporting the. Sign GIS/CMMS. This includes the configuration of Sign View and the I development of a customized template to utilize GPS to collect sign locations. Todd Schumacher I Owner - Sign CMMS Todd will be taking ownership of the CMMS for Signs. Todd will provide input during the final design of the CMMS and will be essential in generating the. support of I staff to adopt the challenges that will be associated with the implementation of the CMMS. I Dale Gade: Coordination Dale will be tasked with coordinating the signing needs between the engineering department and Todd. I GIS Technician The GIS. Technician will be responsible for the continued development of the Sign I CMMS. This will include data transfer between the enterprise CMMS and ArcPAD or mobile SignView, data development, map generation, and technical support. I ISSUES AND CHALLENGES There are two issues and challenges that are anticipated during the development of the Sign CMMS. This includes: I . Data Quality within ICON . Migration of ICON information to Cartegraph I These issues are discussed in the next section. I City of Shakopee WSB Project No. 01381-07 Section III - Page 8 I November 2006 I SECTION III I SUMMARY IRECOMMENDA TIONS I The Sign CMMS will track the installation, condition, and history of signs within the City of Shakopee. What would be a straight forward implementation is complicated by the fact that the information stored in ICON is outdated and of questionable accuracy. It is I recommended that the city follow the following steps to develop the Sign CMMS. WORK PLAN I Software Development . Task 1: Develop forms in Sign View for data entry I . Task 2: Develop reports in SignView that will generate the required information products I . Task 3: Validate SignView functionality Data Validation I . Task 1: Develop a template to collect all ofthe attributes defined in the information products section using ArcPad I . Task 2: Select portions ofthe City that should not have changed since the sign information was entered in ICON I . Task 3: Make a determination if all signs should be GPS' d or if data should be migrated from ICON. I . Task 4: GPS all necessary signs . Task 5: Develop conversion process - A process should be developed for I migrating the data that is GPS' d using ArcPad into Cartegraph. . Task 6: Migrate data from ICON to Cartegraph if applicable I Task 7: Validate data that has been transferred . I . Task 8: Implement system for data checkout using mobile SignView I Call Center The development of the call center must be coordinated with the storm sewer, sanitary sewer, and parks CMMS modules. I I I City of Shako pee WSB Project No. 01381-07 Section III - Page 9 I November 2006 I SECTIONJII I STORM AND SANITARY SEWER I EXISTING WORK FLOW Street, Storm and Sanitary Sewer staff are responsible for the routine inspection and I maintenance of sewer structures in the City of Shakopee. Staff members also respond to calls concerning sanitary sewer backups and storm sewer outfall issues. Joe Swentek is responsible for generating annual NPDES. reports regarding the inspection of storm sewer I outfalls for the Minnesota Pollution Control agency. Existing data sources include CAD-based sanitary and storm sewer base maps, CAD- I based street right-of-way (ROW) map, tape based televising data, excel based sanitary sewer backupdata, and scanned as-built information. Positional accuracy of the CAD- based data varies throughout the city and only some as-built information is hyperlinked to I the CAD base map. REQUIREMENTS I The Maintenance Supervisor for Streets, Storm, and Sanitary Sewer has identified five main requirements for the GIS/CMMS listed below in order of priority: . The CMMS must be able to generate reports summarizing annual storm sewer I maintenance/inspections. . Anupdated GIS base map of sanitary sewer structures that depicts hot areas that need to be frequently checked for grease buildup needs to be generated. I . The CMMS must be able to generate reports concerning sanitary sewer maintenance/inspections. . Lift station inspection data must be linked to the CMMS. I . Resident requests taken at a call center must be entered into the CMMS as work orders and information regarding the completion of these work orders must be tracked. I A full description of all the information products required is detailed in the following section. I INFORMATION PRODUCTS I Storm Sewer Maintenance/Inspection Reports The generation of reports detailing the annual maintenance and inspection of storm sewer outfalls is mandated under the NPDES reporting requirements. The following I products must be generated by the GIS: . List of structures cleaned by year . List of ponds inspected by year I . List of outfalls inspected by year . List of maintenance activities performed by structure . List of corrective actions recommended by structure I . Map showing structures inspected.by year . Summary of the percentage of structures inspected by year I City of Shako pee WSB Project No. 01381-07 Section III - Page 10 I November 2006 I SECTION III I . List of structures to be inspected the following year I Additional information that the City may want to track during inspections/inventories can be found in Appendix A-5. I Storm Sewer Base Mapping A number of storm sewer mapping products are required by public works and I engineering staff. . Hot spots map . Erosion control problem areas I . General storm sewer base map . Street sweeping map I Sanitary Sewer Maintenance/Inspection Reports The sanitary sewer CMMS will need to provide flexible reporting capability to public works staff. The following reports will need to be generated by the CMMS: I . Last televised date by structure . List of structures to be cleaned . List of structures due for root cutting I The information that will be collected regarding sanitary sewer is.found in Table 2. I .,~ ,~' :,,:' :,~/,< .m. _ m_~9..~tI~I~xi~i.f.lg.Q?!~ .--..1 .......~~~~.r..~if.liD9.. mm....... .ry1~.r,1hl?I~lf.I~P~9.t.i<:>.r,1_.__... I T ele\,i~iJ)g P\lPffmmm I Jet Power __._ m __ __ m m _ _. _ __. m _II1X~rtll1~p~cti<:>n Televising Tape# ! Grease 10 ._L.J~birl'1n~YJf.l~pl?2!i911 I ..m.......mm...B<:>l?!..g.~!!.ing.m.._ .___... .....L...._....!3.in_g...l.f.l~p~l:::.!i.<:>n_..__ m ._.........._,_ .._.............._.............__...._._..._........_.___...... Root Control Flame Inspection Table 2: Sewer Attributes that must be tracked I Sanitary Sewer Base Mapping The top priority for sanitary sewer is developing a base map that depicts the hot I areas, problem areas and areas that need to be checked every six months. This map also must contain the last date that each sanitary sewer line was televised. This piece of information will be critical in helping staff locate sewer tapes until all of the I televising tapes are linked to the CMMS. This map should be developed with the long term goals of the City's CMMS/GIS implementation plan in mind. I Sewer Map Books The engineering department currently generates. sanitary and storm sewer map books that are used by public works staff during the performance of daily duties. These I books are based on the sanitary.and storm sewer CAD-files and aversion of the base map. I City of Shakopee WSB Project No. 01381-07 Section III - Page 11 I November 2006 I SECTION III I Lift Station Inspections I One of the long term goals of public works staffisto gather and incorporate information regarding the inspection of lift stations in the CMMS. This is a longer I term goal that was not fully investigated in this report. ROLES I In accordance with the overall GIS/CMMS hnp1ementation Strategy for the City of Shakopee, the following key individuals have been identified within Public Works and Engineering Departments. I Dave Rutt Co-Owner - Sanitary and Storm Sewer GIS/CMMS I Dave will betaking partial ownership of the CMMS for both storm and sanitary sewer. Dave will provide input during the final design of the CMMS and will be essential in generating the support of staff to adopt the challenges that will be I associated with the implementation of the CMMS. Jeff Weyandt I Co-Owner - Sanitary Sewer GIS/CMMS Jeff will be taking partial ownership of the sanitary sewer CMMS. Jeffwill provide oversight during the final design oftheCMMS implemenation and will I be essential in assuring that the GIS/CMMS.meets the needs of the engineering department. I Joe Swentek Co-Owner - Storm Sewer GIS/CMMS Joe will be taking ownership of the GIS/CMMS for storm sewer. He will be I responsible for the oversight of the development of the CMMS. Joe will be solely responsible for assuring that the system is developed to meet the needs ofthe engineering department. I John Mackiewicz GIS/CMMS Administrator I John will be responsible for conversion of the CAD based data to GIS. He will be active in the early development of the storm and sanitary sewer CMMS. I GIS Technician Technical Support The GIS Technician will take over many of the duties associated with the I development of the CMMS when he or she is hired. The GIS technician will also be tasked with updating the base data, the. check in/check out offield data, map generation, report generation, technical support, and training. I I City of Shakopee WSB Project No. 01381-07 Section III - Page 12 November 2006 I I SECTION III I Lisa Jeurissen I Technical Support Lisa will assist the GIS Technician in the development of maps and provide I technical and data entry support for the Sewer CMMS. Public Works Staff I Data Collection Public works staff will be responsible for collecting the field data that will be integrated in the SewerCMMS I Beta Tester It is recommended that a beta tester be enlisted early in the implementation I process to provide input on the design and performance of the Sewer CMMS interface. I SUMMARY/RECOMMENDA TIONS The Sewer GIS/CMMS will generate reports summarizing maintenance and inspections, generate maps depicting the sewer system, provide a digital link to as-built data, and I track lift station inspections. It is recommended that the City plan to purchase STORMview in the future and follow the steps below to develop the Sewer GIS/CMMS: I WORK PLAN Base Mapping . Task 1: Convert the existing CAD base maps to GIS. All base maps will be I converted to GIS. The existing information regarding size, directionality, structure IDs, and hotlinks will be entered in the database. There will be a considerable time requirement for a city staff member in this process I . Task 2: Locate all storm sewer outfalls using GPS I . Task 3: Publish digital maps for distribution . Task 4: Generate sewer map books I . Task 5: Final database design ~ The will include examining available data models I to make a proper determination of what attributes will be managed by Cartegraph and which will be controlled by the GIS software. . Task 6: Integrate GIS data with Cartegraph I Maintenance/Inspection Reports I . Task 1: Develop an interface to enter data into Cartegraph for sanitary sewer I City of Sbakopee WSB Project No. 01381-07 Section III - Page 13 I November 2006 I SECTION III I . Task 2: Determine timeline for deploying the STORMview module I . Task 3: Develop the reporting tools in Cartegraph to meetthe reporting requirements identified in the requirements section I . Task 4: Acceptance testing for data entry I . Task 5: Acceptance testing for reporting tools Call Center I The development of the call center must be coordinated with the sign and parks CMMS modules. I I I I I I I I I I I I City of Shako pee I WSB Project No. 01381-07 Section III - Page 14 I November 2006 I SECTION III I STREET/PAVEMENT MANAGEMENT I EXISTING WORK FLOW Jeff Weyandt is managing the engineering departments' existing pavement management I program utilizing ICONs Pavement Management (PM) software. Information pertaining to new streets is being entered into the system by Bonnie Homer. Dale Gade is using ICON to generate budget scenarios and linking the Pavement Condition Index (PCI) I rating information back into the GIS mapping. PCI ratings are generated using pavement degradation curves that are based on street age. I REQUIREMENTS Pavement Management Engineering staff currently use the PM system to generate budgetscenarios and I develop maps showing PCI ratings. However, there are two issues with how this is currently being completed. . The effect a seal coat or overlay has on PCI rating is not being effectively I modeled in the software . ICONs software is generally not user-friendly I In the future, City staff would like to add PCI ratings for trails and for parking lots. In addition to this the public works department would like to collect information regarding the location of pot holes using GIS equipment mounted to I street sweeping equipment. Right-oj-Way Management I The creation of a Right-of-Way (ROW) management system that is able to provide detailed information regarding buried utility structures located within the City's ROW is a long term goal for the Engineering department. I INFORMATION PRODUCTS Engineering staff require the Pavement Management system to generate the following I information products: . Budget scenarios . Map. showing PCI ratings for streets I . Map showing PCI for parking lots . Map showing PCI for trails . Maintenance History I . Map showing pot hole locations . Map showing age of street I The fully functional ROW management system will be able to: . Display a plan view layout of all buried utility structures within a section of ROW I . Automatically print as-built records for specified sections of ROW I City of Shakopee WSB Project No. 01381-07 Section 11I- Page 15 November 2006 I I SECTION III I ROLES I In accordance with the overall GIS/CMMS Implementation Strategy for the City of Shakopee, the following key individuals have been identified to play key roles in the development of the City's PM system: I Jeff Weyandt: Owner Pavement Management System Jeffhas the overall responsibility for the development and maintenance of the PM I system. He will be tasked with delegating the tasks in the recommendation section to the appropriate staff members and ensuring they are completed, as well as directing technicians in the maintenance of PM system. I Dale Gade: Analysis Dale will continue to be tasked with analyzing budget scenarios and completing I any complex analysis using the PM system. Bonnie Horner: Data Input and GIS Analysis I Bonnie will be responsible for updating street information in the PM system and for linking the PM data back into the GIS. I GIS Technician The GIS Technician will develop ways to better integrate the PM data with GIS I SUMMARYIRECOMMENDATIONS It is recognized that there are serious shortcomings with the ICON pavement management software. · However, despite these shortcomings Engineering staff have I developed a successful pavement management programthat meets the City's current needs and is expandable to meet future needs. I Considering this and the City's overall goal of a phased CMMS implementation, it is recommended that City consider the migration of the Pavement Management System from ICON to Cartegraph an option that it may wishto exercise in the future and instead I focus on the underlying data deficiencies at this time. However it is strongly recommended that the City does not expend any additional resources on developing the ICON software to address any of these deficiencies, specifically the effect seal coating I has on PCI ratings. WORK PLAN I . Task 1: Establish the effect a seal coat has on PCI ratings. If the ability to easily correct this problem inside ofICON is not readily available the cityshould reconsider migrating to Cartegraph. It should also be determined if the city wants I to continue rating streets based on degradation curves or if a staff member will be designated to rate streets. I I City of Shako pee WSB Project No. 01381-07 Section III - Page ]6 I November 2006 I SECTION III I . Task2: Develop a system to collect pot-hole information using street sweeping I equipment. . Task 3: Re-Evaluate the PM software platform I . Task 4: Coordinate the integration of trail and parking lot information into the PM system. I . Task 5: Begin development of ROW management GIS - Preliminary research indicates that City of Eagan has begun development of a ROW management I system that is aimed at right of way permitting. At this time there are significant issues surrounding data sharing agreements with gas companies that will inhibit the development of this system. I I I I I I I I I I I I City of Shakopee WSB Project No. 01381.(J7 Section III - Page 17 I November 2006 I SECTION IV I The purpose of this section is to summarize the budget items from each section of the report and provide an overall estimation of cost. Table 5 shows the estimated cost of I implementing the GIS and CMMS system for Public Works/Engineering with a 10% contingency. The total additional projected cost for the four year period is $61,500 not I including funds that have already been allocated. I ~:r;=eP:~::s $$~~~oOI .uii:~~6 ::i2~:OOOOo Software Maintenance $6,250 i $7,250 $7,450 I Total Including Contingency $25,300 $14,423 $21,395 Table 5: Estimated Public Works Costs by Year I In addition to this, Engineering/Public Works would also be responsible for a portion of the annual maintenance costs shown in Table 6. The City of Shakopee should also be I aware that there will likely be an additionalex.penditure of$10,650 at some point in 2008 or 2009 to upgrade the GIS server so that it can serve web-based GIS applications. I ArcSDE i $3,000 I $3,000 $3,000 ArcPublisher I $500 $500 I $500 $500 I Arclnfo I $3,000 $3,000 I $3,000 . $3,000 .~gj!~~_y'~~~~..:...:.:-'.....:.,.:::.:__........._._~.-'.-'._.].:.J!t?g9._::.-'_..:.:...~.!;j-'gg_~=I-'-'-'.:_~.i.;~QQ___;__.-'.._.~i.?~.QQ..._ ...~i.J:lJ~l~_..y'.~~...~~y'i.~~_~~~_...__......___. ..J.m~~gg_m_...... ...._..$.i.9Qm_...__.lm~~.9.Qm.....j.._ ..._.~_~Q.O.....__....... I Single Use Arc View Secondary i $300 $600 $600 $900 $6,000 $9,000 $9,300 Table 6; Estimated City-Wide Software Maintenance Costs I I I I I I I City of Shakopee WSB Project No. 01381-07 Section IV - Page I I November 2006 I SECTION V I I I I TIMELINE AND APPENDIXES I I List of Appendixes Appendix A-1 Maintenance Activities I Appendix A-2 High Frequency Inspection Fonn Appendix A-3 Program Codes Appendix A-4 Sign Maintenance Request Fonn I Appendix A-5 Stonn Water Facilities Inspection Forms Appendix A-6 Timesheet I I I I I I I I I City of Shakopee WSB Project No. 01381-07 Section V - Page 1 ~I Novemher 2006 I I Schedule - Shakopee GIS/CMMS Implementation I I _10_ Task Name -L2t<lrL....J Nov19, '06 I Dec 31, '06 J Feb 11,'07 I Mar 2S, '07 IMay 6, '07 I Jun17, '07 I Jul 29,~Q7 ISep 9, '07 IOct21, '07 I Dec 2, '07 I 1 Pa-iks B.-Public Grounds CMMS Tue 11/14/06 ~- : Maintenance Reports/Timesheets Mon 12/4/06 ... ... 3- Task 1: Configure parks module Man 12/4/06 ,.- Task 2: Develop form for staff entry of activities I 4 Tue 1/2/07 11'"""""->,, ""I :~/: ::-:"":::;"':;';:.i\h ~?:. I~ Task 3: Develop reporting tools Man 1/1/07 h I I~ Task 4: Acceptance testing Tue 1/30/07 ri I -------y-- Playground Inspection Form Tue 1/30/07 - ... I I I~ Task 1: Evaluate field units for data acquisition Tue 1/30/07 I 9- Task 2: Develop data checkout routine Thu 2/8/07 I I----:w- Task 3: Acceptance testing Wed 2/28/07 [ ==:J I "11"" Mapping Products Tue 11/14/06 I 1~=1 Task 1: Trails Map Tue 11/14/06 I 13 Task 2: Park Cover Type Map Wed 3/14/07 -14- I I Task 3: Handicapped Parking Map Wed 3/14/07 I. I~ Task 4: Locate irons in ball parks Man 5/S/08 '~ Task S: Integrate trail inspections with CMMS Man 5/5108 -----:;T-- Task 6: Set up tree inventory form Man 4/2107 I I 18- Task 7: Develop additional reporting tools Wed 10/1/08 I -191 Street Sign CMMS Tue 11/28/06 ... ~ Software Development Wed 2/28/07 I "III I =~_1_~-i Task 1: Develop forms in SignView Wed 2/28/07 ti Task 2: Develop reports in SignView Thu 3/22/07 . 't/22 I _. 23 Task 3: Validate SlgnView Functionality Fri 3/23/07 I ' " 24, Data CollectionNalidation Tue 11/28/06 ... I I I 25-1 Data Validation: Determine how much ICON data will be used Tue 11/28/06 ... ...! ~-1 Task 1: Develop ArcPad template for GPS data collection Tue 11/28/06 I,,::: I --27-1 Task 2: Select portions of the City for data quality control Tue 12/19/06 ~~ : I ~~-~~~=~ Task 3: Validate data Wed 12/20/06 1 ~ I Data Collection Tue 1/9/07 .... -------j ~ : I 30 . Task 1: GPS all necessary signs Tue 1/9/07 I __31j Task 2: Convert GPS'd data from ArcView to SignView Tue 1/9/07 """'""""""" . ,""::""):"")i':",, :'"":,,,,,:' ",:,::,,:',,;:, ",::,), """C "''': ,:-"':" I 32 i Task 3: Migrate data from ICON Tue 4/17/07 .-:.-:h I ----;:-l Task 4: Validate Data Fri 5/25107 I ... Task 5: Develop system for data checkout Wed 7/18/07 I 35- Storm and Sanitary Sewer CMMS Mon 11/27/06 ... T I 36 Base Mapping Mon 11/27/06 -37 T ,. Task 1: Convert CAD maps to GIS Man 11/27/06 ---38'- Task 2: GPS Locate all storm outfalls Wed 12/27106 I " f .",. "::c, "'" '.','.'. " " I I i -~ Task 3: Generate sewer map books Man 2/19/07 ~ -;w-- Task 4: Publish digital maps for distribution Man 2/26/07 -~ Task 5: Final database design Man 3/12/07 I 1-42- Task 6: Integrate GIS data with Cartegraph Mon 4/2/07 I--~. Maintenance/Inspection reports Fri 3/23/07 I 1'.--;-:---.- "III ... Task 1: Develop interface to enter data into Cartegraph for sanitary sewer Fri 3/23/07 I 1--45- Task 2: Determine timeline for deploying STORMview Mon 4/2/07 n II I I---~c--- Task 3: Develop reporting tools Fri 4/20/071 14'7-- Task 4: Acceptance testing for data entry tools Fri 5/18/07 I ,,', h 1-48- Task 5: Acceptance testing for reporting tools Fri 6/1S/07 I , .~ I 149 Street/Pavement Management Mon 12/4/06 ... I~- Task 1: Establish effect of seal coat/overlay Man 12/4/06 c::=J 1-51- Task 2: Develop system to GPS pot-holes Man 3/S/07 I--=.- Task 3: Re-evaluate software platform Man 4/2/07 I L)j ~ l---:c;;-- Task 4: Coordinate traiVparking lot integration Fri 7/13/07 I " I 154 Task 5: Begin development of ROW management GIS Fri 7/13/07 I " ','" , , :' 1.--=..=- Develop a call center Mon 4/23/07 I I"", 'Li, ' "",..",) """ ',' '" :':. , .-: I I ", """ -- .. ... .. ",. -- - - - - Project: Revised Timeline I Cartegraph Staff Shakopee Staff I I WSB Staff J Milestone . Summary ... ... I Date: Wed 1/17/07 I Page 1 I I I I I 1. Mow I Trim Turf 2. Softball Field Maintenance I a. Grooming b; Pitching rubber, Bases, Home plate c. Hand work I d. Grading e. Lights f. Fencing I g. Bench I Bleachers h. Paint stripe 3.Baseball Field Maintenance a. Grooming I b. Pitching rubber, Bases, Home plate c. Hand work d.Grading I e. Lights f. Fencing g. Bench I Bleachers I h. Scoreboards I. Stadium seating j. Windscreens 4. Turf Maintenance I a. . Spraying Herbicide b.Fertilize c. Aerate I d. Top dress e. Sweep f. Soil samples I g. Over seeding h.Sod 5. Fence Repairs I 6. Irrigation Maintenance 7. Trail Maintenance a. Snow plowing b. Sweeping I c. Patching d. Prep for overlays e. Inspection I 8. Sidewalk Maintenance a. Snow plowing b. Sweeping I c. Replacement d. Inspection 9. Parking Lots I a. Sweeping b. Patching c. Paint striping d. Snowplowing I e. Crack sealing f. Seal coating g. Lights I 10. Building Maintenance I I I a. Open bathrooms for season b. Repair fixtures I Hardware I c. Drinking fountain repairs d. Stock supplies e. Cleaning I f. Repairs outside g. Window door repairs h. Winterize 11. Park Tree I Shrub I Landscaping I a. Planting b. Watering c. Pruning I d. Removal e. Weeding f. Mulching I g. Construction h. Flowers I. Pavers I concrete 12. Boulevard Tree Maintenance I a. Planting b. Watering c. Pruning I d. Removal 13. Park Development 14. Vandalism I 15. Signs 16. Playground Inspections, Repairs 17. Garbage Removal I 18. Football Field Maintenance a. Field layout b. Paint striping I c. Lights 19. Soccer Field Maintenance a. Field layout b. Paint striping I c. Goals e. Lights 20. Park Amenities I a. Picnic tables b. Grills c. Horseshoe pits I d. Volleyball courts e. Basketball courts f. Tennis courts g. Open ice rinks I h. Hockey rinks I. Lights I I I I I .-- I '. High Frequency Inspection Form Site NamellD Numbe" . l I Inspector Name: Date: Start/Finish Times: Repairer Name: Date: Start/Finish Times: I Use the following codes: 1 = Okay 2 = Needs Maintenance 3 ==Request for Repair 0== Supervisor notified and work order written X = Corrective Action Cotqllete I GENERAL INSPECTION ITEMS CODE INSPECTION COMMENTS REPAIR COMMENTS Vandalism: damage, graffiti, glass, , I trash.. needles. etc. .. Loose or missing hardware 1 Chains (kinked, twisted, broken) Guardrailslhandrails secure .. I Seats (cut, cracked, missing) . 'Wood (rotten, cracked, missing) I..... Remove foreign objects (ropes, chains, wood, etc.) ... Sweep walkways, platforms, steps I Footers (concrete) exposed Standing water. . I Objects in surfacing material . Rake level. surfacing material .. . I . Playground signage --:- Need surfacing material for: I I FOR OFFICE USE ONLY I Reviewed by Assistant Superintendent of Parks Reviewed by Superintendent of Park and Planning (date) (date) (signature) (signature) I USE BACK OF FORM FOR ADDITIONAL COMMENT REPORT ALL V ANDALlSM TO ASST. SUPERINTENDENT OF PARKS OR YOUR MAINTENANCE SUPERVISOR I -. This form has been prepared to assist the District Attorney in defending potential litigation. DO NOT release to any person except an agency official, designated claim representative, or an investigating officer. I I I STREET WASTEWATER I 0421 STREET MANAGEMENT 7711 SEWER MANAGEMENT 0422 BLVD TREEIWEED 7712 JETTING I 0423 SIGN MAINT. 7713 MANHOLE MAINT. 0424 SNOW/SAND 7714 EQUIP. MAINT. 0426 EQUIP. MAINT. 7715 LIFT STATION MAINT. I 0427 STREET MAINT. 7716 ROOT CONTROL 0428 SEAL ~OAT (REHAB) 0430 ALLEY MAl NT. STORMWATER 0431 STORM CLEANUP I 0432 SIDEWALKlTRAIL MAl NT. 7731 STORMWATER MANAGEMENT (NPDES) 0433 STRIPING 7732DITCH MOWING & SPRAYING 7733 SWEEPING I 7734 DITCH & POND MAINT. SHOP 7735 CATCH BASIN MAl NT 7736 STORM PIPE MAl NT. I 0441 SHOP MANAGEMENT 0442 P.W.BUILDINGIYARD MAINT 0443 STREET VEH. MAINT/REPAIR I 0444 PARK VEH. MAINT/REPAIR 0445 POLICE VEH.MAINT/REPAIR 0446 OTHERS VEH. MAINT/REPAIR 0447 SPUC VEH. MAINT/REPAIR I 0448 FIRE VEH. MAINT/REPAIR PARK OTHER ACTIVITIES I 0621 PARK MANAGEMENT 0321 FIRE MANAGEMENT 0622 PARK MAINT/GARBAGE PICKUP 0634 DERBY DAYS I 0623 MOWrrRIM 0624 ATHLETIC MAl NT. & FIELDS 0625 EQUIP. MAINTENANCE I 0626 RINKS 0627 SNOW REMOVAL 0628 BUILDING SHELTER MAINT. 0629 PARK TREE MAINT. I 0630 YOUTH BUILDING PARK TRAIL MAINT. 0633 SCHOOL FIELDS I 0635 PUBLIC BUILDING & GROUNDS MAl NT. 0636 PLAYGROUND MAl NT. 0637 VANDALISM I 0640 DOWNTOWN WORK 7752 POOL MAl NT. I I I I I I I I I I DATE: REQUESTED BY: I SIGN LEGEND: 1 SIGN LOCATION: I. Feet N E S W of I REQUIRED MAINTENANCE: I. I DOES SIGN NEED IMMEDIATE A TIENTION ? I RECEIVED ENGINEERING: BY: 1 RECEIVED MAINTENANCE: BY: I MAINTENANCE COMPLETED: BY: I TYPE OF MAINTENANCE COMPLETED: I I I Storm Water Facilities: Visual Inspection I Facility 10 Date -. .. .. I Primary Inspector Time Secondary Inspector Duration I Time Since Last Precipitation . hours days Quantity of Precipitation .- Inches I Inspection Type . Initial Return Site Visit Weather Conditions Fair Partly Cloudy Partly Sunny Overcast I Overall Excellent Good Fair Poor Not Applicable Flow Plugged Open Inhibited Not Applicable I Structural Corrosion Cracking Normal Not Applicable - I Hydrologic Fluctuation Normal Excessive Indeterminent Not Applicable Water ,Level System Dry low Normal High Very High Not Applicable I Debris Present? Yes No Method of Removal Hand Crew Vac Truck Other Not Applicable Debris Deptl1 I Inches De~l'!s Composition % Paper % Glass % Metal % Plastic % Sediments % Lawn I % Other Not Applicable Flow Color Clear Red Yellow Brown White Not Applicable I Green Gray Dark Tannin Other Floatables? None Oils Sheen Trash/Garbage Not Applicable I Sewage Other Odor? None Chlorine Fuel Fishy Musty Sewage Rotten Egg Oil Sewer/Sulfur Rotten Milk Not Applicable I Sedimentation? None Slight (1_3") Moderate (3-6") Excessive (>6") Sewage . Litter Oily Not Applicable I Stains (ifany) I Turbidity None Slightly Moderately Very Suspended Solids Flow Observed? Yes No I Depth of Flow Not Applicable Inches Inspecti<;m Result Pass Fail Not Applicable Reinspection Date I I I Storm Water Facilities: Inventory I Facility 10 Date Time I Inspector Inspect Next Dal9 Control Type Structural Nonstructural Unknown I ., Inspection Frequencv months I Description CBMH Ditch Dry Pond Extiltration French Drain MH Pipe Sump CB Swate Wet Pond Unknown Other I I Material Aluminum Asphalt Clay CMP Concrete Earthen pve RCP Steel Wood Unknown Other - I. Drainage Class Unknown LOR .' ". HDR .. LC HC LI HI I Priority Status Low Medium High, Not Applicable I I Sedimentation Threshold % I Receiving Water HWY ib1 uvO I Side of Road North South West East Center Not Applicable I Offset Distance Feet Not Applicable I Driving Directions I .....M Location Description ,...... Dimensions Dia Width Invert I Length Height I Footprint (ac) I 1 Outfalls: Visual Inspection 1 OutfalllD Date 1 Primary Inspector Time Secondary Inspector Duration I. Time Since.Last Precipitation . hours days Quantity of Precipitation Inches 1 Inspection Type . Initial Return Site Visit Weather Conditions Fair Partly Cloudy Partly Sunny Overcast 1 Overall Excellent Good Fair Poor Not Applicable Flow Plugged Open Inhibited Not Applicable 1 Structural Corrosion Cracking Normal Not Applicable - I Hydrologic Fluctuation Normal Excessive Indeterminent Not Applicable Water Level System Dry Low Normal High Very High Not Applicable I Debris Present? Yes No Estimated Volume Cubic Feet 1 Method of Removal Hand Crew Vac Truck Not Applicable Debris Depth Inches Debris Composition % Paper % Glass % Metal % Plastic % Sediments % Lawn I % Other Not Applicable Flow Color Clear Red Yellow Brown White Not Applicable 1 Green Gray Dark Tannin Other Floatables? None Oils Sheen Trash/Garbage Not Applicable I Sewage Other Odor? None Chlorine Fuel Fishy Musty Sewage ," Rotten Egg Oil Sewer/Sulfur Rotten Milk Not Applicable 1 Sedimentation? None Slight (1-3") Moderate (3-6") Excessive (>6") Sewage ' Utter Oily Not Applicable I Stains (if any) 1 Turbidity None Slightly Moderately Very Suspended Solids Flow Observed? Yes No I Depth of Flow Not Applicable Inches Inspection. Result Pass Fail Not Applicable Reinspection Date 1 I I Outfalls: Inventory I OutfalllD . Date Time I Inspector Inspect Next Dais Control Type Structural Nonstructural Unknown I 4 Inspection Frequency months -. I Description Arched Box Culvert Canal Circular Ditch Elliptical Weir Other I I Material Aluminum Asphalt Clay CMP Concrete Earthen PVC RCP Steel Wood Unknown Other - I Drainage Class Unknown LOR HOR LC He LI HI Priority Status Low. Medium High Not Applicable I Drainage Basin SWMP Map I I Sedimentation Threshold % Receiving Water HWY Jb1 -. I UVi) I Side of Road' North. South West East Center Not Applicable I Offset.Oistance Feet Not Applicable I Driving Directions I Location Description Dimensional Measurements Oia Width Invert I Length Height I I - CI'"=>F I81111\K~E - - - P~OL"IM~PcJll(lp - - ~~y~ En~ -- I -..,.- - I EmpIDyee Number I Name (Please Print) Home Business Unit WILLIAM EGAN 0621 102242 Date .. Pay TOTAL ~~~~~~~~;~~tj;~~~~~~~M~~;;~~~~~~~~}~;~~~f:~~]lW;I~~ :::;::' ::::;:. Description Type - ;.;.;. MON. TUES. WED. THU. FRI. SAT. SUN. MON. TUES. WED. THU. FRI. SAT. SUN. .;.:-: ;.;.:.: :::;::' Vacation 200 i~~~~t illi!IIIIIIII!II!ll!!illlllilllli 111111111!111illlllll :!:;:;. .:.:.:. Holidav 220 ~:~i:' :lllllllliillililjllllllllllill'llli ................................. :::;:;: Floating Holiday 225 illllllliiilii\~liiiiilli: ~~~~~; .. . 11:llllllliiill!l!il!!llillllll'II:I. lilll:IIIIIIIIII!1111111. :::::;: Sick 300 ....... Comp Used 140 il;III~I:!I:IIII!!I:!!II!II!III!I:I!! [111:!II!!I:IIII!!II:I!!l!!!! ... Funeral Leave 260 .:liill:illlllliilll:llliill!lilllji j ~~1~~ ~~~~~~~~~~ ~~~~~ ~~~~*1 ~. ~~:~:~:~:~:~:~:~:~:~~:~:;:~:r .... 1 100 450 ... Bus. Unit REG. OT COMP @1 PARK MANAGEMENT 0621 . . PARK MAINTlGARBAGE 0622 ::::::. . .... MOWfTRIM 0623 ATHLETIC MAINT & FIELm ....... 0624 .:-:-:. . .. EQUIP MAINT 0625 I RINKS 0626 ... SNOW REMOVAL 0627 .. BUILDING SHELTER MAIN 0628 ... PARK TREE MAINT 0629 . YOUTH BUILDING . 0630 ... . PARK TRAIL MAINT 0632 SCHOOL FIELDS 0633 ::;:::; PUBLIC BLDGS & GROUN[ 0635 PLAYGROUND MAINT 0636 :::;:~: . VANDALISM 0637 DOWNTOWN WORK 0640 ;:;::;; POOL 7752 !.. .... . ::::::: . ~. TOTAL HOURS ~ .Iil!: ~ I declare, under penalties of perjury. that to the best of my information and belief the items on this payroll are correct. Emolovee Signature Dept. Head Aoproval