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Designer-Integrated 
Work Management 
for Small Utilities
Smart Information for a Sustainable World 
Designer-Integrated 
Work Management for Small Utilities 
Skye Perry 
Principal Consultant 
SSP Innovations 
skye.perry@sspinnovations.com 
John Garrett 
Workforce Manager 
Garland Power & Light 
jgarrett@garlandpower-light.org 
Darren Payne 
Project Manager 
Telvent 
darren.payne@telvent.com
Smart Information for a Sustainable World 
Background 
Custom 
Retirement 
Tools 
Web 
Asset 
Mgt Ext 
Telvent’s Domestic GIS Partner Program 
Premier Tier-3 Implementation Partner! 
Telvent 
EFM
Smart Information for a Sustainable World 
Business Background 
GP&L is located in Garland, Texas approximately 25 mile 
northeast of Dallas Texas 
GP&L consists of approximately 56 square miles of service area 
with 70,000 electric meters 
GP&L was using a homegrown Work Management System 
(WMS) developed in 1985 using Microsoft Access & SQL server 
GP&L has been using ArcFM since 2004
Smart Information for a Sustainable World 
EAM Initiative 
In 2007 GP&L was tasked with finding an Enterprise Asset 
Management (EAM) System 
An EAM committee was formed 
A list of system requirements was created 
After bids were submitted the committee narrowed the list of 
qualified venders down to four (4) 
Vendors were notified and demos were conducted by each 
None of the EAM systems could meet all of the criteria 
“Work arounds” required to meet all requirements 
Total cost of solution ranged from 2.5 Mil. – 5 Mil.
Smart Information for a Sustainable World 
EAM Initiative 
Based on state of the economy GP&L could not 
commit to the cost of a new EAM 
BUT the business requirements still existed… 
Long term relationship with SSP Innovations 
Partnered to design and build a web-based 
Work Management System 
Goal: To meet key small utility requirements of 
work design & management 
Project APPROVED - work started in early 2010
Smart Information for a Sustainable World 
New WMS: Workforce Manager 
Initial Project Goals 
Meet Key Work Design/Management Requirements 
Small Project Budget 
Co-development 
Deployment within 2010 
Technical Goals 
Utilize SQL Server 
Web-based Application Access 
Utilize Windows Authentication 
Robust Role-based Authorization Model
Smart Information for a Sustainable World 
Start with the Workflow 
From Start to Finish 
Broken into Phases 
SR Initiation & Design 
SR Planning & Materials 
SR Field Work 
SR QAQC 
SR Entry into GIS 
SR Reconciliation & Closeout 
Legend Shows Systems
Smart Information for a Sustainable World 
Workforce Manager – Phased Architecture 
Phase 1 – October 2010 
WFM Data Validations 
Phase 2 – March 2011 
SQL 
Server 
Data Validations 
Designer 
Full Integration 
WFM 
SQL 
Server 
GIS DB 
GIS DB
Smart Information for a Sustainable World 
Workforce Manager – Key Functionality 
Creation of Work/Service Requests 
Tracking of Standard Work Request, Site, Facility, and Schedule Data 
Fully Configurable Work Request Lifecycle From Creation Through Closeout 
Wizard Driven Status and Event Updates 
Capital & Maintenance Project and Charge Code Management 
Easy to Use Compatible Unit (CU) Based Estimating Tools 
Material Order Generation 
Workflow Document Management System 
Interactive Comments to Facilitate Effective Project Communication 
Role-Based Authorization Powered By Microsoft Active Directory Authentication 
User and Group Work Assignment Queues with Designated Approval Chains 
As-Built Tracking Based Off of Estimate 
Reports: Cost Estimates, Field Work Packets, Estimates vs. Actuals, and Work Aging 
Basic and Advanced Work Request Search Tools 
Compatible Unit Library Management Tools for Materials, Labor, and Equipment 
Full Audit Tracking of User Edits and Lifecycle Events 
Pre-configured Interface to ESRI/ArcFM GIS For Data Synchronization & Validation 
Pre-configured Extension to Telvent Designer for Graphical Work Design
Smart Information for a Sustainable World 
Demo – Workforce Manager
Smart Information for a Sustainable World 
Demo – Dashboard View 
Each user is presented with a dashboard showing all work assigned to them. 
Queues of work are also available based on user permissions.
Smart Information for a Sustainable World 
Demo – Work Creation 
Creation of new work/service 
requests begins with a wizard 
driven process that ensures 
data validation across key fields 
in support of charge code / job 
costing. Additional plug-in 
creation wizards are available 
for more specific job types 
including line locates, call 
before you dig work orders 
(integrated to one call 
notifications), cyclical jobs, etc. 
Standard work request, site, 
facility, and schedule data are 
gathered and validated against 
GIS as applicable.
Smart Information for a Sustainable World 
Demo – Work Creation 
Based on the type of work being performed, additional (configurable) data fields are available. These 
additional fields are grouped into configurable data panels to allow them to be easily added to the work 
request page as needed based on the type of job. Some examples of these configurable panels are 
shown above. New panels can be added and configured to support specific utility data requirements.
Smart Information for a Sustainable World 
Demo – Non-graphical Estimating Tools 
Once the Work Request has been created, a compatible unit (CU) estimate can be created using 
the WFM estimate control. This control allows the engineer/designer to install or remove CU’s, 
materials, or fixed cost items using WFM’s type-ahead controls. The material, equipment, and 
labor totals are maintained as the estimate is updated. Labor/Equipment-only CU’s can be used 
for maintenance jobs.
Smart Information for a Sustainable World 
Demo – Estimating Tools – Material List 
The estimate can be viewed in the CU tree view as shown previously or viewed strictly at the material 
level. These views can be changed interactively by the user to provide maximum flexibility when editing 
the estimate.
Smart Information for a Sustainable World 
Demo – Document Management 
Project-related documents can be uploaded into WFM at any point during the work lifecycle via the 
attachments panel. The type of attachments can be configured for the specific utility. The documents are 
indexed and stored within the WFM server application. The documents are then available to all users with 
access to the specific work request. Common uses of this module include capturing graphic design 
maps/schematics, material order confirmations, as-built markups, and any other document that contains 
applicable work request information from a related system or process.
Smart Information for a Sustainable World 
Demo – Comments / Communication 
The comments section facilitates centralized, effective project communication with email notifications to 
one or more team members. Comments are tracked by the user who made the comment along with a 
timestamp. The comments are shown in chronological order and facilitate all types of conversation, notes, 
and commentary. In addition to posting a new comment, the tool allows the user to notify other users via 
email. The email will contain a link directly to the WFM work request along with the comment/response 
that was made. The list box of ALL users provides an easy way to email multiple users with the comment.
Smart Information for a Sustainable World 
Demo – Audit Tracking 
All edits and lifecycle events are captured with a timestamp and logged to the audit tracking module for 
the work request. This is an invaluable tool for reviewing “who” did “what” “when” to the work request. The 
audit tracking will track all changes against a WR including field edits, comments, attachments, and most 
importantly status changes. The following screenshot shows the detail captured by the audit tracking 
module.
Smart Information for a Sustainable World 
Demo – Reports 
WFM supports several reports that can be generated directly within the web application. These reports 
can be easily customized to support a specific utility’s requirements.
Smart Information for a Sustainable World 
Demo – Search Tools 
Effective search tools are an important function of any work management system. WFM provides two 
independent search tools to allow users to locate the data they are looking for quickly and efficiently. The 
first search tool is the ‘basic’ search which is available in the menu section of the WFM application and is 
accessible on all pages within the application. The basic search allows a user to search on a wide range 
of company parameters.
Smart Information for a Sustainable World 
Demo – Advanced Search Tools 
The advanced search tools take the searches a step farther by allowing the user to construct detailed query 
level searches. The user can build dynamic searches by double clicking the available fields, the comparison 
operators, and the available unique values to populate the query engine. Alternatively users can type directly 
into the query engine. Commonly used custom searches can be saved for repeated future use at either the 
user or system level.
Smart Information for a Sustainable World 
Demo – CU Library Management 
The WFM application provides tools to create and manage a compatible unit (CU) library. Most existing utility 
CU libraries can be imported into WFM with minimal translation and the tools can be used to maintain them 
going forward. This same tool is used to configure the materials, labor and equipment assigned to each 
compatible unit. This configuration is the foundation for all estimating and tracking of work within WFM.
Smart Information for a Sustainable World 
Demo – Telvent Designer Integration 
The WFM application can be implemented as a standard alone web-based system but the return on investment increases if the 
optional Telvent Designer integration is implemented. The Designer integration allows the WFM estimate to be loaded from a 
GIS Designer revision. The WFM / Designer integration augments the work request workflow by allowing it to be sent to Designer 
for graphical design. There is a tight integration allowing the WFM work request web functionality to be exposed directly within 
Designer.
Smart Information for a Sustainable World 
Demo – Telvent Designer Integration 
An extra compatible unit configuration module is added to WFM that allows for the WFM CU’s to be mapped to 
the Designer GIS features. These mappings are then automatically loaded back into the Designer system.
Smart Information for a Sustainable World 
Demo – Telvent Designer Integration 
The standard out of the box Designer functionality is then used to 
create one or more design revisions using GIS features mapped to 
the WFM CU Library. The design engineer can then choose an 
approved design revision to send back to WFM. The work locations, 
compatible units, extended data, etc is automatically loaded directly 
into the Workforce Management estimate just as if it was created 
directly within Workforce Management. 
The Workforce Management costing engine, validations, and status 
changes are made available in Designer via the integration. The 
workflow continues normally in WFM until the as-built stage at which 
time the graphical as-built redlines are applied via Designer.
Smart Information for a Sustainable World 
Business Benefits 
Workforce Management is Completely Configurable 
As Work Processes Change, WFM Can Accommodate 
Reduced Paper Usage 
90% Paperless by End of Summer 2011 
Work Documentation All Attached to the SR 
Includes Scanned Field Documents 
Faster & Easier to Research Old Jobs 
Configurable Security 
Allows Managers to Grant Access in Minutes 
Comments Function Heavily Used 
Great Search/Query Tools (address, facility ID, etc) 
Data Validation Eliminated Duplicate Data Entry 
Minimal Change Management = Easy User Acceptance 
Designer Rollout will Bring Many New Benefits
Thank You 
Skye Perry 
Principal Consultant 
SSP Innovations 
skye.perry@sspinnovations.com 
John Garrett 
Workforce Manager 
Garland Power & Light 
jgarrett@garlandpower-light.org

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Designer-integrated Work Management for Utilities

  • 2. Smart Information for a Sustainable World Designer-Integrated Work Management for Small Utilities Skye Perry Principal Consultant SSP Innovations skye.perry@sspinnovations.com John Garrett Workforce Manager Garland Power & Light jgarrett@garlandpower-light.org Darren Payne Project Manager Telvent darren.payne@telvent.com
  • 3. Smart Information for a Sustainable World Background Custom Retirement Tools Web Asset Mgt Ext Telvent’s Domestic GIS Partner Program Premier Tier-3 Implementation Partner! Telvent EFM
  • 4. Smart Information for a Sustainable World Business Background GP&L is located in Garland, Texas approximately 25 mile northeast of Dallas Texas GP&L consists of approximately 56 square miles of service area with 70,000 electric meters GP&L was using a homegrown Work Management System (WMS) developed in 1985 using Microsoft Access & SQL server GP&L has been using ArcFM since 2004
  • 5. Smart Information for a Sustainable World EAM Initiative In 2007 GP&L was tasked with finding an Enterprise Asset Management (EAM) System An EAM committee was formed A list of system requirements was created After bids were submitted the committee narrowed the list of qualified venders down to four (4) Vendors were notified and demos were conducted by each None of the EAM systems could meet all of the criteria “Work arounds” required to meet all requirements Total cost of solution ranged from 2.5 Mil. – 5 Mil.
  • 6. Smart Information for a Sustainable World EAM Initiative Based on state of the economy GP&L could not commit to the cost of a new EAM BUT the business requirements still existed… Long term relationship with SSP Innovations Partnered to design and build a web-based Work Management System Goal: To meet key small utility requirements of work design & management Project APPROVED - work started in early 2010
  • 7. Smart Information for a Sustainable World New WMS: Workforce Manager Initial Project Goals Meet Key Work Design/Management Requirements Small Project Budget Co-development Deployment within 2010 Technical Goals Utilize SQL Server Web-based Application Access Utilize Windows Authentication Robust Role-based Authorization Model
  • 8. Smart Information for a Sustainable World Start with the Workflow From Start to Finish Broken into Phases SR Initiation & Design SR Planning & Materials SR Field Work SR QAQC SR Entry into GIS SR Reconciliation & Closeout Legend Shows Systems
  • 9. Smart Information for a Sustainable World Workforce Manager – Phased Architecture Phase 1 – October 2010 WFM Data Validations Phase 2 – March 2011 SQL Server Data Validations Designer Full Integration WFM SQL Server GIS DB GIS DB
  • 10. Smart Information for a Sustainable World Workforce Manager – Key Functionality Creation of Work/Service Requests Tracking of Standard Work Request, Site, Facility, and Schedule Data Fully Configurable Work Request Lifecycle From Creation Through Closeout Wizard Driven Status and Event Updates Capital & Maintenance Project and Charge Code Management Easy to Use Compatible Unit (CU) Based Estimating Tools Material Order Generation Workflow Document Management System Interactive Comments to Facilitate Effective Project Communication Role-Based Authorization Powered By Microsoft Active Directory Authentication User and Group Work Assignment Queues with Designated Approval Chains As-Built Tracking Based Off of Estimate Reports: Cost Estimates, Field Work Packets, Estimates vs. Actuals, and Work Aging Basic and Advanced Work Request Search Tools Compatible Unit Library Management Tools for Materials, Labor, and Equipment Full Audit Tracking of User Edits and Lifecycle Events Pre-configured Interface to ESRI/ArcFM GIS For Data Synchronization & Validation Pre-configured Extension to Telvent Designer for Graphical Work Design
  • 11. Smart Information for a Sustainable World Demo – Workforce Manager
  • 12. Smart Information for a Sustainable World Demo – Dashboard View Each user is presented with a dashboard showing all work assigned to them. Queues of work are also available based on user permissions.
  • 13. Smart Information for a Sustainable World Demo – Work Creation Creation of new work/service requests begins with a wizard driven process that ensures data validation across key fields in support of charge code / job costing. Additional plug-in creation wizards are available for more specific job types including line locates, call before you dig work orders (integrated to one call notifications), cyclical jobs, etc. Standard work request, site, facility, and schedule data are gathered and validated against GIS as applicable.
  • 14. Smart Information for a Sustainable World Demo – Work Creation Based on the type of work being performed, additional (configurable) data fields are available. These additional fields are grouped into configurable data panels to allow them to be easily added to the work request page as needed based on the type of job. Some examples of these configurable panels are shown above. New panels can be added and configured to support specific utility data requirements.
  • 15. Smart Information for a Sustainable World Demo – Non-graphical Estimating Tools Once the Work Request has been created, a compatible unit (CU) estimate can be created using the WFM estimate control. This control allows the engineer/designer to install or remove CU’s, materials, or fixed cost items using WFM’s type-ahead controls. The material, equipment, and labor totals are maintained as the estimate is updated. Labor/Equipment-only CU’s can be used for maintenance jobs.
  • 16. Smart Information for a Sustainable World Demo – Estimating Tools – Material List The estimate can be viewed in the CU tree view as shown previously or viewed strictly at the material level. These views can be changed interactively by the user to provide maximum flexibility when editing the estimate.
  • 17. Smart Information for a Sustainable World Demo – Document Management Project-related documents can be uploaded into WFM at any point during the work lifecycle via the attachments panel. The type of attachments can be configured for the specific utility. The documents are indexed and stored within the WFM server application. The documents are then available to all users with access to the specific work request. Common uses of this module include capturing graphic design maps/schematics, material order confirmations, as-built markups, and any other document that contains applicable work request information from a related system or process.
  • 18. Smart Information for a Sustainable World Demo – Comments / Communication The comments section facilitates centralized, effective project communication with email notifications to one or more team members. Comments are tracked by the user who made the comment along with a timestamp. The comments are shown in chronological order and facilitate all types of conversation, notes, and commentary. In addition to posting a new comment, the tool allows the user to notify other users via email. The email will contain a link directly to the WFM work request along with the comment/response that was made. The list box of ALL users provides an easy way to email multiple users with the comment.
  • 19. Smart Information for a Sustainable World Demo – Audit Tracking All edits and lifecycle events are captured with a timestamp and logged to the audit tracking module for the work request. This is an invaluable tool for reviewing “who” did “what” “when” to the work request. The audit tracking will track all changes against a WR including field edits, comments, attachments, and most importantly status changes. The following screenshot shows the detail captured by the audit tracking module.
  • 20. Smart Information for a Sustainable World Demo – Reports WFM supports several reports that can be generated directly within the web application. These reports can be easily customized to support a specific utility’s requirements.
  • 21. Smart Information for a Sustainable World Demo – Search Tools Effective search tools are an important function of any work management system. WFM provides two independent search tools to allow users to locate the data they are looking for quickly and efficiently. The first search tool is the ‘basic’ search which is available in the menu section of the WFM application and is accessible on all pages within the application. The basic search allows a user to search on a wide range of company parameters.
  • 22. Smart Information for a Sustainable World Demo – Advanced Search Tools The advanced search tools take the searches a step farther by allowing the user to construct detailed query level searches. The user can build dynamic searches by double clicking the available fields, the comparison operators, and the available unique values to populate the query engine. Alternatively users can type directly into the query engine. Commonly used custom searches can be saved for repeated future use at either the user or system level.
  • 23. Smart Information for a Sustainable World Demo – CU Library Management The WFM application provides tools to create and manage a compatible unit (CU) library. Most existing utility CU libraries can be imported into WFM with minimal translation and the tools can be used to maintain them going forward. This same tool is used to configure the materials, labor and equipment assigned to each compatible unit. This configuration is the foundation for all estimating and tracking of work within WFM.
  • 24. Smart Information for a Sustainable World Demo – Telvent Designer Integration The WFM application can be implemented as a standard alone web-based system but the return on investment increases if the optional Telvent Designer integration is implemented. The Designer integration allows the WFM estimate to be loaded from a GIS Designer revision. The WFM / Designer integration augments the work request workflow by allowing it to be sent to Designer for graphical design. There is a tight integration allowing the WFM work request web functionality to be exposed directly within Designer.
  • 25. Smart Information for a Sustainable World Demo – Telvent Designer Integration An extra compatible unit configuration module is added to WFM that allows for the WFM CU’s to be mapped to the Designer GIS features. These mappings are then automatically loaded back into the Designer system.
  • 26. Smart Information for a Sustainable World Demo – Telvent Designer Integration The standard out of the box Designer functionality is then used to create one or more design revisions using GIS features mapped to the WFM CU Library. The design engineer can then choose an approved design revision to send back to WFM. The work locations, compatible units, extended data, etc is automatically loaded directly into the Workforce Management estimate just as if it was created directly within Workforce Management. The Workforce Management costing engine, validations, and status changes are made available in Designer via the integration. The workflow continues normally in WFM until the as-built stage at which time the graphical as-built redlines are applied via Designer.
  • 27. Smart Information for a Sustainable World Business Benefits Workforce Management is Completely Configurable As Work Processes Change, WFM Can Accommodate Reduced Paper Usage 90% Paperless by End of Summer 2011 Work Documentation All Attached to the SR Includes Scanned Field Documents Faster & Easier to Research Old Jobs Configurable Security Allows Managers to Grant Access in Minutes Comments Function Heavily Used Great Search/Query Tools (address, facility ID, etc) Data Validation Eliminated Duplicate Data Entry Minimal Change Management = Easy User Acceptance Designer Rollout will Bring Many New Benefits
  • 28. Thank You Skye Perry Principal Consultant SSP Innovations skye.perry@sspinnovations.com John Garrett Workforce Manager Garland Power & Light jgarrett@garlandpower-light.org

Notas del editor

  1. Work design & management is a common challenge at small utilities which face significant budget and project implementation constraints. The larger work management systems are often too expensive or too bulky to meet their immediate and future needs. In 2010 SSP Innovations partnered with Garland Power & Light to develop a new, highly functional and agile WMS specifically geared toward the small utility. This session will cover the highlights of the new WMS including job costing, CU management, work creation, work design, workflow management, and reporting with a full integration to Telvent Designer for graphical design and as-builting. All WMS functionality is made available via a configurable, secure, and scalable web application. Please join this session to review the system and to provide feedback on this new offering from SSP Innovations and Telvent.