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 October 11, 2012 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Fred Braun Public Services Bob Callero Mayor Steve Cusick MIS Dept. Mousa Nazzal Engineering Bob Pilat Public Services Andrew Przybylo Trustee Bill Shaw MIS Dept. Andrew Vitale MIS – Sr. GIS Coordinator Rich Wlodarski Community Development The meeting was called to order by A. Vitale at 8:08 a.m. Agenda Item #1 – Approval of Minutes The minutes of the September 13, 2012 meeting were approved. Agenda Item #2 – Old Business – Project Updates MMS Update (Maintenance Management System) A.Vitale asked Fred Braun, Public Works Superintendent, to give an update. F. Braun reported that between April 1, 2012 and October 8, 2012, 1,328 service requests (calls from other departments or residents) have been logged into VueWorks. The breakdown is as follows: 46% were for the Forestry Department; 20% for the Street Department, 8% for Sewer, 7% for Water, and 4% for meters/Water Plant. Currently, service requests for the Buildings and Grounds Department and some of the calls for the Water Plant are not being logged because many of those requests come through Village Hall. So the actual number is significantly higher. The top three requests are for problems relating to trees, dead animals, and sod restoration (due to the high number of water leaks between April and October this year.) A service request becomes a work order, which is a record of the job performed to address the service request. Not all work orders originate with service requests; sometimes Public Works crews see issues that need to be addressed and initiate a work order. As of October 10, 2012, there were 2,822 work orders entered into VueWorks. The number one department for work orders was Forestry, followed by Streets, Meter Department, Water, and Sewer. Top work orders in the system are for tree removal, lawn restoration, black topping, stump removal, and dead animal pickup - 155 since mid-May. F. Braun continued with additional statistics and information regarding the Forestry Department service requests. He noted that this is the first year our tree inventory will be in the system. Tree planting will begin in November, and we will be able to keep lifetime records of these new assets on work orders. It was clarified that trees are identified by a GIS location on a map, and specific locations can be identified on a work order. Each department/crew now has a laptop, allowing them to do more data entry in the field, attaching the actual assets to the work orders, increasing efficiency and accuracy. B.Shaw would like to bring VueWorks to the Water Plant operations where it interfaces with the Finance Department (water meter readings) and then do the same with Buildings and Grounds. He asked Bob Pilat to help him work with those departments. F. Braun reported that everything is going extremely well; training is ongoing and enthusiastic. His first goal was to get everyone to use MMS and to be comfortable with it. His second goal is to be using VueWorks fully for everything by January 1, 2013. F. Braun explained new procedures that are in place at Public Services that have improved efficiency and cost control. It was noted that MMS records the use of equipment and supplies, and reports the length of time a job takes by employee, and how much a work order costs. This information can be used to manage efficiencies and analyze data. Trustee Przybylo suggested that the main goals of MMS are to manage labor and control material costs. F. Braun stated that we are already on our way to accomplishing those goals. F. Braun added that MMS is increasing customer satisfaction. We are able to give residents quicker and better responses. B.Shaw reported that laptop testing is ongoing. The Verizon laptop is in and ready to test in the field. He will then get one from AT&T and test it. He discussed the problems associated with the technologies and the pros and cons of the various options. Capital Improvement Planning Tool A.Vitale reported that between Public Services and Finance, he found that most of the data that George Van Geem is looking for is available but not all in one place and in different conditions. Mousa Nazzal has kept solid records from all projects from approximately 1992, so we can get some good acquisition and appreciation costs for those projects. Looking at the older projects – prior to 1992 – he found that there is no common ID between what is labeled as one of their assets on one line and a record in the GIS system. Therefore, the older assets could be extremely labor-intensive to match up between what Finance has in their asset management tool and what is in GIS. Furthermore, of the older assets, not all of them have an acquisition cost and therefore, not all depreciation costs have been calculated for them. The reconciliation between older assets and GIS could be quite extensive. 2 A.Vitale continued that we can use other modules within VueWorks – Valuation, Condition Risk and Budget – to determine replacement and maintenance costs for these kinds of assets. B. Shaw has asked Thomas Tym of Ruekert-Mielke to set up a demo to see the capabilities of their system. If we are going to get these modules, we will have to make sure there is money in the budget in May of 2013. A.Vitale will meet with G. Van Geem to see how to proceed. Agenda Item #3 – New Business CRS (Community Rating System) Maps A.Vitale has received numerous requests for Community Rating System maps relating to our community rating for the National Flood Insurance program. Sewer Data Changes / Map Alterations A.Vitale has received a few requests for some changes to the map regarding features on our sewer system. There are a lot of sewer mains that do not conform to an easily identifiable diameter. He moved those sizes to a different field, and has labeled the odd-sized mains on our atlases. Every main should now have a size label on all atlases, except for those that are unknown to us. He also received a request to put in all features on the sewer system that perform any kind of backflow prevention (flap gates, restrictors) and he is further enabling those features to block flow under certain flood conditions. GIS Interns A.Vitale will attend the Illinois GIS Association conference in Naperville next week. He plans to contact various area college and university professors about internship programs. He has a series of tasks and projects that are fairly labor-intensive and would be appropriate for unpaid interns with the proper skill sets. Infrastructure Field Updates A.Vitale will work with Tom Polcyn (Sewer Department Supervisor) to get the sewer team to mark corrections on the map and get them back to him as soon as possible. He would also like to work with the person who takes the JULIE locates. F. Braun stated that, effective this week, the JULIE locators will use VueWorks and will make work orders for where they locate and immediately report any changes to either A.Vitale or T. Polcyn. A.Vitale would like to streamline the process; the best way to deliver these changes will be determined. They will ask VueWorks for suggestions. *** The tree inventory should be completed by the end of October. What has already been entered will be updated into VueWorks tomorrow. The sign database will be updated in VueWorks tomorrow as well. This information will also be available in Atlas. Agenda Item #4 – Schedule Next Meeting The next meeting is scheduled for Thursday, November 8, 2012 at 8:00 a.m. in the 2nd floor conference room 218. The meeting was adjourned at 9:17 a.m. 3 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 4