Note from the Editor

Welcome! In our second quarter newsletter, we proudly present some of the new features and functionality in Version 8, as well as highlighting some of the advantages of using CitiTech Management Software, regardless of which version you use! We bring you an update on the Users' Conference, showcase a Version 8 feature, show you what's new and what's coming soon, introduce you to another of our staff, and shine the spotlight on another one of YOU, our users!

Due for release in July 2009, Version 8 has the same friendly "look and feel" of Version 7, added features and functionality requested by YOU, our users, and new modules that can make your job easier! For a "sneak peek" of Version 8, give us a call; we can show it to you using the same program we use for Webinars!

Speaking of Webinars, here's a reminder: you can call us anytime to set up your own personal webinar to assist in learning the functions of the software.

Please continue to let us know what YOU think of our newsletter, and to suggest articles, give us feedback on YOUR favorite features of CMS, or volunteer for our User Spotlight section!

CMS Users' Conference Update

We are pleased to announce dates for our 2009 CMS Users' Conference; August 31 - September 1, 2009.

Version 8 will be the focus. The conference will provide our user group a chance to see Version 8 in action, share ideas, and hear in-depth presentations from experienced peers and CMS staff on topics that focus on innovative uses of your asset management system.

You should have received an invitation and a registration form via email. If you did not, or need another, please contact us.

Budget for it now, reserve your spot, and mark your calendar! Hope to see YOU there!

Version 8 Features & Functionality

Addressing/LRS/GPS – In addition to work orders or work reports against an asset (like a bridge or road), CMS has the capability to reference addresses directly, and find assets using an address, LRS (Linear Referencing System) information, or GPS coordinates!

Addresses typically contain one or more of these: number, direction, street name, modifier, additional address, city, state, and zip code; for example, 123 W. Main St. NW, Apt 4, Anytown, SD 12345.

LRS information includes such items as: county, route type, route, direction, a range of LRS (lowest and highest) reference and linear offset, location, lane, lateral offset (from centerline or road edge), and side.

Or find assets by entering GPS coordinates!

LOS Analysis – LOS (Level of Service) analysis allows the user to determine a “Level of Service” for assets by defining standards and a target grade for each. It uses a grading system, A through F, “A” being excellent and “F” being failing. This allows planners to determine how much of an activity will be required to bring assets up to standards.

What’s New (New Module Release)

PDAs (Hand-held devices) allow users to work disconnected.

Users can download information into the hand-held from CMS, then enter information into the hand-held “in the field”. Once back in the office, docking the hand-held will synchronize it with CMS, and records can be uploaded with the click of a button, instantly updating the CMS program.

Creating Work Orders, scheduling resources and viewing them in Work Scheduling, reporting Work, and creation of Assets can all be accomplished on the jobsite! With a GPS enabled hand-held, users are able to select Assets for Work Orders and Work Reports by physically being in the same location as their desired Asset, increasing productivity for those in the field.

In the future, users will also be able to conduct Inspections, receive Inventory, count and adjust Inventory quantities, and perform tight inventory control using Warehouse Requisitions.

Guru's Corner - Featuring Bimende Malik (programmer)

Bimende Malik has been with CitiTech Systems since January, 2008.

Originally from the country of Kazakhstan, he moved to the United States in 1995 after visiting in 1994.

He has a Master’s degree in Agricultural Engineering with emphasis in GIS Applications from South Dakota State University.

In the past, he has worked as a County employee and a City employee, doing mapping applications.

When he joined CitiTech, he was tasked with initial creation of the new Contract Management module. He is currently in charge of finishing up the hand-held application, and is our resident “GIS guru”.

User Spotlight/Case Study

Indio Water Authority, Indio, California   When Indio Water Authority, in Indio, California, needed a General Services Manager, they hired Gary Lewis. With years of experience under his belt, he thought he knew what to expect – but he was in for a shock! “When I arrived in Indio, the system that they were using was complicated and rigid, and the staff refused to work with it!”

Luckily, he knew what to do. Having previously spent 8 ½ years in same position in City of Arcadia, California, he drew upon his experience there. “When we were looking for software for City of Arcadia, we selected CitiTech Management software because it was the most flexible. We did not have to “reinvent the wheel” because CitiTech was adaptable to our work environment.” He recommended CMS, and City of Indio Water Authority purchased it, and got on-site training from CitiTech staff.

“With the introduction of CitiTech, staff found it much more user-friendly and adaptable to their work environment. Due to CitiTech’s modular design, as staff become more proficient, we were able to add to it. Our staff became adept utilizing the system.”

The City of Indio initially purchased the Basic System with multi-user licenses for Work Orders, Warehouse Requisitions, and the Vehicle Replacement Program. The following year, they bought Traffic Safety, Inspections, and Remote Processing, Pavement Management, Utility Management, and Work Scheduling. They recently added a module for Bi-directional GIS. “We did not have to buy all the modules at one time. We were able to pay for them as we entered data into each one, thus having less of an impact on the budget”, Gary said.

Toyasha Black, the Management Analyst for the City of Indio, oversees the City’s maintenance tracking program along with her other duties. She knows CMS, and is in fact the "go-to" person for questions regarding the software. She takes advantage of the free Webinars CitiTech offers to learn about the new modules as they purchase them. She states, “I really like the webinars! They allow for the flexibility to schedule a meeting quickly to go over one module or several. It provides really great customer service. And it doesn’t cost anything! I have used the webinars often when I use/purchase a new module.”

Dennis Wolbert, the Fleet Mechanic Supervisor, oversees day-to-day Shop and Fleet operations, and works with CMS’ Fleet Maintenance module. He was quoted as saying, “I am learning more about CMS every day. Coming from a fleet background, I only work in one small aspect of CMS. But in looking at all of the other aspects of CMS, its capabilities seem to be endless.” What about technical support? He states, “I have had to the opportunity to interact with quite a few of the staff at CitiTech and everyone has been very delightful to deal with. Whoever I speak to, if they do not have an answer, they will find it and call back or email me right away. I look forward to learning more about CMS and utilizing it more in my assignment with the City of Indio.”

John Ramos, a NAPA employee who works with Dennis and provides parts inventory, makes the connection between CMS and the NAPA invoice by entering the invoice number in the resource notes of the Warehouse Requisition form. When he needed notes to show up on the reports he ran daily, he called the support staff at CitiTech, and they added them. He can even query by the invoice number in the reports screen!

No one knows what the future will bring, but one thing is certain; Indio will continue to use CMS to meet their unique needs. According to Gary, “The reason we have stayed with CitiTech is that the staff is helpful, innovative, and creative in helping us adapt their system to our needs.” Toyasha adds, “I enjoy working with CitiTech software, mostly because if I or the staff thinks that it should work differently, CitiTech will work with us to change a module to better meet our needs. Other software systems are not as flexible and you have to work with what you’ve got. By the staff having the flexibility to make changes and the support of the General Services Manager and CitiTech to make those changes, staff is more supportive of the system. It’s great to have a maintenance tracking software system that everyone is excited to use!”

CitiTech Management Software Improves the Process

Business Process Improvement - BPI is rapidly becoming the de facto standard in how organizations plan, schedule, perform and evaluate work. With tight budgets and increased workloads, organizations are faced with a tough decision… either improve efficiency and effectiveness or cut services.

Business Process Improvement takes a new approach. Today, software shouldn’t just automate existing processes; it should improve how work is accomplished. Simplifying and improving workflow is a major objective.

Because key management systems (Work Management, Asset Management, Resource Management, Activity-based Costing, and GIS Mapping/Analysis) are integrated, they work together to "improve the process".

CMS improves how work is planned. Work Planning and Budgeting starts the process. It costs money and resources to perform work and work planning identifies the amount of work that needs to be done, the resources needed to do the work and performance-based outcomes. These plans produce cost and performance guidelines that set benchmarks to evaluate operations on a planned-versus-actual basis. Work plans also streamline the budgeting process, giving managers the tools they need to justify programs and work effort.

CMS improves how work is scheduled. If your organization uses Annual Work Plans, you can create work orders right from the plan and schedule resources in the resource classes you planned! Even if you don't use Annual Work Plans, work scheduling is easy and error-free (since resources are checked against existing schedules to prevent conflicts). A Work Schedule module provides calendar views of scheduled work orders, and allows modification of schedules, as well.

CMS improves how work is performed and evaluated. Work Reporting tracks the actual costs of doing work and can use existing Work Orders to automatically populate the work report with Work Order information, including type, management unit, program, activity, asset information, and resources; nothing needs entered twice! Work Reporting works in conjunction with Work Plans to analyze work costs and performance, spot trends and evaluate efficiency.

The ultimate objective of Business Process Improvement is to maximize efficiency and effectiveness by applying the latest technology tools and techniques to not only meet the functional requirements of doing work, but to improve how we do work!