| Recommendation 37. Create an Asset Management Division in the Department of Public WorksEfficiency Study Implementation Plan |
Description |
Asset management is the knowledge of what assets (such as infrastructure, buildings, and vehicles) are under the City’s control, where they are located, what condition they are in, and what regular maintenance is needed on each asset in order to extend its operational life. This knowledge directly informs both the work planning and capital improvement processes. Asset management guides work planning as it involves assigning regular asset maintenance tasks to crews as efficiently as possible to maximize asset life. Asset management also informs the capital improvement process when data about assets is used to prioritize capital improvement projects.
The Asset Manager position will first be charged with supervising the creation of a comprehensive inventory and condition assessment of all City infrastructure assets (not just those in the Public Works Department). This process of identifying and assessing existing assets will create an accurate inventory, condition assessment, and valuation of the City’s infrastructure. As the inventory and condition assessment are being created, the Asset Manager will also be responsible for 1) putting systems in place that will keep the inventory and condition assessment up-to-date so that infrastructure condition will be monitored and accurately inform investment decisions with live data and 2) developing and managing the City’s infrastructure repair and replacement plan from this information. Fundamentally, the Asset Manager will be responsible for turning inventory and condition assessment data into information that will inform the City’s CIP priorities.
Status | |
*Note: Recommendation 36 & 37 were combined to reduce additional FTE’s. With Public Utilities and Transit removed from Public Works, the Public Works Director will be able to provide the role of Operations Director without the need for additional staff. The business of Public Works, (e.g., asset management, CIP development, budgeting) would benefit from a Business Manager that reports to the Public Works Director. This position will improve the coordination and overall direction of resources to address the Strategic Goals. The division managers in Fleet, Facilities Maintenance, and Public Service will be assigned to create an asset management programs with oversight by Public Works Administration.
Completed
Reclassify Administrative Assistant, Workflow Specialist, and Program Coordinator into two Management Analysts and one System Performance Analyst. The funding for the reclassification will come from the vacant Refuse Supervisor position that will remain vacant in FY19. Instead of additional management, the Public Works Administration (PWA) team will provide consulting for the division managers on People, Process, and Technology (PPT). To have continuity across the divisions, the PWA team will use PPT methodology and Lean strategies to build systems across the department. The reorganization did not require any new FTE requests in FY19 and allowed the Public Works Director to have a more defined role across divisions increasing coordination, communication, and efficiency.
Because the Business Manager was not funded in FY19, the Public Works Director will assume the function of Business Manager and guide the Public Works Administration staff. The Public Works Administration staff will function as an internal consultant that utilizes the People, Process, Technology methodology to optimize business processes and employee engagement.
- Public Service Manager position filled May 2018 with Professional Engineer to serve as roadway asset manager
- Fleet Manager position filled March 2018 with Certified Fleet Manager as fleet asset manager
- Energy Manager was moved to Environmental Sustainability Division to align with sustainability initiatives. Energy Management Coordinator position was filled January 2018. The requested Business Manager position was not funded in FY19.
- PWD to coordinate FD & FM Division functions to align with building asset management and Comprehensive Plan
- Vacated Facility Maintenance Manager position filled May 2018 with a Certified Facility Manager (IFMA) Public Service Program and will function as building asset manager
- Coordinator was reclassified to Management Analyst in June 2018. The position will track performance and budget in Public Works across all divisions, as well as develop performance analytics and reporting.
- The Account Clerk III was reclassified to Administrative Assistant with the position filled in December 2017.
- The vacant Administrative Assistant FTE was reclassified to Management Analyst in June 2018. The position will support all of Public Works human resources activities, employee development, risk management, and safety.
- Implementation of QuickBase® as a unified communication and tracking tool to manage APWA Accreditation, meeting agendas, and department files for easy access and revision control.
- Use of Microsoft Teams® to communicate on projects reduces the need for extra meetings and a platform for collaboration.
- Single point of contact for Human Resources, Risk, and Safety in public Works increases efficiency and provides compliance oversight.
- Unification of technology and systems across divisions, including hardware, software, and MDM for interoperability, efficiency, and security.
- Asset
- Implementation of Business Process Mapping, review and redesign with contract consultant.
- APWA Accreditation to validate Public Works best practices, and as a change management tool.
- Procurement of a GIS-Centric Asset Management and Work Order System.
In Progress
- Implementation of Business Process Mapping, review and redesign with contract consultant.
- APWA Accreditation to validate Public Works best practices, and as a change management tool.
- Procurement of a GIS-Centric Asset Management and Work Order System.
Owner(s) |
Department of Public Works
Gantt Chart |