GIS Steering Committee

“Where People Count ” MANAGEMENT INFORMATION SYSTEMS 1000 Civic Center Drive, Niles, Illinois 60714 Telephone (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting April 12, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Fred Braun Public Works Robert Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Andrew Przybylo Trustee Bill Shaw MIS Dept. George Van Geem Village Manager Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by G. Van Geem at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the February 16, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates MMS Update (Maintenance Management System) A.Vitale reported that MMS is in place and went into official production on Friday, March 30. Public Works personnel have been trained and are enthusiastic. We expect the system to be successful. Special thanks to Fred Braun and Bob Pilat for their leadership and support. B.Shaw distributed a report showing how many and what kind of service requests and work orders have been created since going live. He continued that now that Phase I is in place (automating the placing of work orders and service requests, getting personnel accustomed to entering and sharing information digitally, attaching service requests to addresses), we can move to the next step, which is to attach the work order to the actual, physical assets in the GIS database. We are on schedule, and plan to issue a press release to outline what we are doing. B.Shaw reported that he, Fred Braun and Bob Pilat are currently reviewing different mobile devices for use in the field/trucks to further facilitate this process. There is money in the budget for eight devices, depending on their cost. Fred and Bob will determine which employees get them. Fred Braun reviewed the steps involved in processing and handling a request from a resident: 1) The receptionist takes the resident complaint and enters it into the computer, classifying it as an emergency, routine, scheduled, etc. 2) Then she selects the type of request: tree, water, etc. 3) If it is an emergency, there is an option on the software to notify the manager/personnel who are responsible to respond to those emergencies. These employees will get a text on their phones alerting them to the emergency. 4) A situation classified as routine would be sent to the manager’s office PC where the problem will be handled in due process. F.Braun continued no service ticket is closed until the manager reviews it for accuracy. There are further security measures in place to protect the data: Once it is closed, only he and Bob Pilat can reopen it to make adjustments. S. Cusick added that the system has an inventory module that will deduct materials used (as recorded on the work order) from the inventory. We have not yet gone live with this function. The MMS has the capability to produce reports that will improve overall efficiency by assisting with inventory control; trend-spotting; and tracking labor, equipment, inventory and FEMA rates. Agenda Item #3 – New Business MMS Review B.Shaw reported that the first review meeting is scheduled for April 25 at Public Works. MIS/GIS and Public Works personnel will meet with representatives from VUEWorks to discuss software issues and evaluate when to proceed with the next steps. B.Shaw has written a press release to announce the implementation of MMS at Public Services. Trustee Przybylo suggested that the press release will have more impact if we invite the area newspapers to a press conference and conduct a demo of the system. We should serve coffee and sweets and can field questions. Mayor Callero agreed. The press conference will take place on Thursday, April 19 in the afternoon. A one/half hour (including questions) pre-Board presentation will be made to the Board of Trustees at the Board meeting on Tuesday, April 24. Sewer Infrastructure Updates A.Vitale reported that there were some sewer infrastructure updates for various purposes – some Storm Water Committee-related, some ad hoc as he and M. Nazzal have gone through the systems and as other people have found errors and improvements they wanted to put in. M. Nazzal and Dennis O’Donovan from Community Development have gone out along Milwaukee and Greenwood and input structures. A.Vitale has now been able to capture how the area from the Golden Forties flows out from Glenview, back down to Golf and out Niles. 2 We also put in Gemini Elementary School and the Neva relief storm sewer. Work is ongoing as he continues to receive data. Cook County Data Sharing A.Vitale reported that we are up-to-date on the most recent Cook County information with the exception of parcels. Parcels will be going in this week. He also got a request from Chuck Ostman to solicit the county for information regarding Greenwood Avenue improvements over the last five to eight years. He was able to get that information from a contact at the Cook County Highway Department. ***** * Mayor Callero stated that Public Works will have some part-time employees this summer. A.Vitale will coordinate with their supervisors to utilize them in stormwater and data gathering projects, and other projects as needed. * B.Pilat reported that the tree inventory project is moving along, with a few thousands trees done. The contractor has a deadline of May 31, but expects to be done in mid-May with 70% to 75% completed. B.Shaw offered unallocated money in his service budget to complete the project. Agenda Item #4 – Schedule Next Meeting (recommended date: May 10, 2012) The next meeting will be Thursday, May 10, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 8:43 a.m. Steering Committee Members Andrew Przybylo Trustee atp@vniles.com 847-588-8003 George Van Geem Village Manager gvg@vniles.com 847-588-8002 Bill Shaw MIS Director wfs@vniles.com 847-588-8015 Andrew Vitale MIS – Sr. GIS Coordinator ajv@vniles.com 847-588-8022 Steve Cusick MIS src@vniles.com 847-588-8018 Moses Nazzal Engineering Superintendent mhn@vniles.com 847-588-7924 Scott Jochim Public Services Director snj@vniles.com 847-588-7901 Bob Pilat Public Services rmp@vniles.com 847-588-7926 Rich Wlordarski Community Development rjw@vniles.com 847-588-8085 3