11-18-11 BPU RPT 10 - Laserfiche WebLink

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W A T E R E N E R G Y I. 1 F f r l .� RIVERSIDE PUBLIC UTILITIES Board Memorandum PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES DATE: November 18, 2011 ITEM NO: 10 SUBJECT: AGREEMENT WITH ENVIRONMENTAL SYSTEM RESEARCH INSTITUTE'S TO PROVIDE END USER TRAINING FOR THE GEOGRAPHIC INFORMATION SYSTEMS/COMPUTER AUTOMATED DESIGN, MAPPING AND ENGINEERING REPLACEMENT PROJECT ISSUE: That the Board of Public Utilities consider approval of a Agreement with Environmental System Research Institute's(ESRI)to provide End-User Training Courses for ESRI's ArcGIS software application as a part of the Telvent USA Corporation (Telvent)Geographic Information Systems(GIS)IComputer Auto mated Design, Mapping and Engineering (CADME) Migration project. RECOMMENDATION; That the Board of Public Utilities Approve the Agreement with ESRI for ArcGIS End-User Training Courses in the amount of$69,690. BACKGROUND: The CADME system was implemented in the early 1990's to integrate GIS tools in the design and mapping of City infrastructure. Although a one-of-a-kind system, it was quickly recognized in the utility industry as one of the most efficient systems available. With today's technology and integration options, the system has become functionally obsolete with overly customized features, obsolete technology components and limited integration with other City systems. As part of the City's goal,a GIS migration project was launched in 2011 with Telvent's,formally Telvent Miner & Miner, ArcFM Solution, a utility-focused/Information Technology(1T)standards-based extension of ESRI's ArcGIS to replace the City's (CADME) system. ArcGIS has been in place and utilized sparingly prior to the launch of the migration project and only for special projects as CADME continued to support the City of Riverside's business needs. Included in the contract with Telvent are funds for end-user training on the utility focused Telvent extension application. However, project funds for end-user training of ESRI's ARcGIS,the base GIS software application, were not specifically identified and appropriated. With the migration from CADME to ESRI's ArcGIS and Telvent's ArcFM Solution, sufficient training for Utility, Pubic Works,and Information Technology staff is appropriate to ensure adequate levels of customer service can be maintained once the migration is complete. The approved project budget of$2,136,535 included salary savings of$239,616 to backfiII positions of team members assigned to the project. To date, the project has not required use of these funds and staff recommends redirecting a portion of this funding towards the ESRI's ArcGIS base application training budget. It is estimated that 150 training days are required to adequately familiarize staff across departments with ESRI's ArcGIS application in order to conduct business and provide appropriate customer service upon conversion. Staff has negotiated a discounted rate of$464.60 per training day at a savings of over$10,000 (8%) off the published rate to be utilized across Public Utilities, Public Works and Information Technology user groups. Training is anticipated to occur over the next several months in time to adequately support the transition from CADME to ESRI's ArcGIS and Telvent's ArcFM Solution.