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• What �is project ma�nagement softw�are?
• Why does the City need it?
• Evaluation and selection
• Overview of recommended software
• Be nef it vs. Cost
• N�ex�t Ste:ps
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• Software progra1m that i�s speci�ficalily desig�ned
- for project ma�nagement:
— Manage project budgets and schedules
— Project controls, reporting, and documentation
— Support planning and programming o.f projects
• Current software being util�ized by City Staff for
other specific functions :
— Permi�t Processing = CRW
— Maintenance Management = Cartagraph
— Financial Accounting = Eden
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• A system of integrated tools packaged i�n a
single comprehensive platform that provides :
— Workflow process standardization and strearnii��ning
— . A variety of reports with information compiled from
differen�t data sources
— Storage and tracking of project documentation
electronically
— Planning tools with scenario management and
integrated Iinks to project schedules, budgets, and
foreca�sts �
— Tools �to en'hance public transparenc,y and custorner
service
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.� Tracks p.en�d�ing and fu��tu��re • �Tra�cks �e�ncumbra��nces �and
costs expenses
• Project cash fl:ow curves • Re�conciles trainsactions
• Facilitates �proj;ect and with the genera'I ledger
programmatic "What-if • Tracks overall fund ba�lance
scenarios" and budgeting
• Tracks and� summarizes � Used to approve and setup
grant reimbursements encum�brances
• Allows for ea rned
value/progress analysis
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Keep up with the increasing need for capita�l projects.
$60,000,000.00
22% Gap between
$so,000,000.00 historic CIP
production and
$40,000,000.0o future demand
$30,000;000.00 —
SZO,000,000.00
S1o,000,000.00
$0.00 A AL PR 1ECT EX ENDITU ES FO ECAS ED PR JECT PENDI URES
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• Need to strea�mline and sta�nd.a��rd�ize project
manageme.nt processes be�tween project
managers, dep.a�rtme:nts, a�nd d:'iff:ere�nt types and
si�zes o;f projects being implemen�ted .
— Transportation (roadway preservation, roadway
improvements, new roads, bridges)
— UtiJi�ties ( repair & replacements, utility lines, pump
stations, reservoirs, wells)
— Parks, Golf Course, Cemetery, Airport
— Municipal Buildings, Police, Comrnunity
brnprovements (parking lots, building renovations,
new buildings)
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► Step 1) Eval.uated 5 available softwa�re packages
► Step 2) Detaiil,ed compa�rison of top 2
► Step 3) Selected E-Builder for fu�rther evaluation
► Step 4) E-Builder detailed evaluation
— Who else is using E-builder?
— Meetings with current users (Port of Olympia)
— Webinar by current users (�City of Arlington, Texas:)
— Presentations by E-Builder
— Working review of system
— Attended Conference
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• Function� lity
— Fully integrated, cloud-based capital project and program
management software with an agency based focus.
— Offers graphical and tabular sumrnaries of projects and
programs.
— Can be integrated �wi;th the City's financial accounting
software
— Can be integrated with GIS and used as a powerful public
information tool.
— Provides mobile applications that allows in-the-field
reporting, documenting, and coordination
— Stores and integrates project information off-site, freeing up
City server space and providing redundant back-ups �
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• C u��sto m�e r �Se.rv�i�ce
— 80% of clients are agencies or organizations
— The president and CEO of the company is a civil engineer
who works with other engineers, architects, and project
managers to develop and constantly improve the software.
— User feedback forum where users interact with other users
to provide suggestions and input.
— Quarterly updates to address user issues/feedback and to
release upgra:des/enhancements.
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Ho�v woll �I�e City r�eet the �eed f� �
increased ca�p�i�al �o�oject production ?
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Increase in ca�p��ital project production
capacity �by 13% o�r $3 . 2'SM per ye:ar
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� Increases capital project � Initial Costs = $ 159, 200
production capacity by � Setup/Configuration
13% or $3 . 25M per year � Infegration
� Would need� to hire at ° E-BuilderTraining
least 3 FTE's to realize the ° Internal Training
same increase in � Annual Costs = $ 36,000
production .
� Increases efficiency by
estimated 6,500 hours or
$470k an:nually
$47�0,�00 �enefit vs. $36,�00 Cost
�Annuall��
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� Split costs between fun.ds that pay for capital p�roj�ects.
� Split percentages based generally on histo,ric staff salary
alI'o�cation :
� Transportation Funds ( 102, 103, 105) = 46%
� Utilities Funds (430, 431, 432) = 41%
� General Fund = 13%
� Results in even split between each fund ( 102, 103,
104,, 430,, 431, 432, an,d General) :
� On.e time setup/integration = $22,742
� Annual Cost = $5, 143
��1��� c� �C� �C�� ��C� o �
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► E-�uilder is a comprehensive p�oject rreanagerr�ent tool
that can significantly improve the effectiveness a�d
e#�ociency of project implementation.
► Consistent project controls, processes, documentation
► Standardized and strearnlined budget & schedule
management
► Planning & programming optimizations
► Staff is asking for the Committee's support to ic�cl�ade
this software on the City's 20�.3-2014 CVlid-�ier�nia0
Budget Amendment
► Launch Software in 2014