City of Englewood Work Order Software Project TECH Project Champion/Define Phase Date: 10/2/2013 Michael Hogan

Location Summary City of Englewood Colorado City of Englewood Colorado Population 30,000 Population 30,000 Land Area Land Area Facilities and Operations Department Facilities and Operations Department Managed Assets Managed Assets

Project Team Michael Hogan Michael Hogan Facilities and Operations Manager Facilities and Operations Manager Building Services Supervisor Building Services Supervisor Custodial Supervisor Custodial Supervisor Department Administration Support Department Administration Support

Affinity Process Project Headings Project Headings Technology Technology Roofing Roofing Building Upgrades Building Upgrades Operations Operations

Project Prioritization Matrix Work Order Management System Work Order Management System PM System PM System Web Based System Web Based System Criteria Work Order Management System Preventative Management System Civic Center Carpet Replacement Computer Hardware Upgrades Recreation Center Roofing Upgrades Likelihood of Success Dollar Impact (Cost or Revenue)97353 Customer Satisfaction Employee Satisfaction Completion in 14 weeks Impact on Quality98537 Total Ranking Points

Stakeholder Analysis Relationship to Project Communication Strategy Stake Holder Is Affected by outcome Can influence outcome Has useful expertise Provides Resources Has Decision Authority Meet with Regularly Invite to team Meetings Send Copy of Meeting Minutes Speak with Informally as Needed Other Facility TeamXXXX XXXX Parks & Rec Director XX XXXFacility Director Public Works DirectorXXXXXXXXX Upper Manager - Primary Decision Maker Human Resources Director X XX Work Order System Changes Job Duties First Level Admin Divisional SupportX XX XX Primary Source of Work Orders Police Chief XX XXFacility Director Fire Chief XX XXFacility Director City ManagerXXXXX XXXFinal Decision Maker

Business Case Work Order Process Work Order Process Definition Definition Work Order Process Work Order Process Internal Service Fund Internal Service Fund

Problem Statement No Documented Work Order System Lost / Mismanaged Work Requests No Control No Tracking Public Detriment

Goal Statement The Goal The Goal Reduce Lost – Mismanaged Work Orders by 100% Reduce Lost – Mismanaged Work Orders by 100% All Work Orders on the Same System All Work Orders on the Same System Completed By December, 4th Completed By December, 4th

Project Scope Constraints Constraints Assumptions Assumptions Scope Scope Placed Placed Processed Processed Assigned Assigned Completed Completed Closed Closed

Project Deliverables Accessibility Tracking 100% Work Orders Tracked

Return on Investment City Of Englewood Work Order Project ROI Costs/Expenses Project Costs Implementati on Costs Costs/Expenses Yr 1 $ 5,436 $ 4,003 Costs/Expenses Yr 2+ $ 5,436 $ - Potential Soft Savings from COPQ $ 5, $ 3, Potential Hard Savings from COPQ $ - Potential Net $$ Impact First Year $ (5,872) $ (1,003) ROI (years)

SIPOC / SWOT SuppliersInputsProcessesOutputCustomer Facilities DepartmentWork Orders Completed Work Orders Building / Department Managers Software CompanyRepairsPlaced Facilities Department ITProject RequestsProcessed Building / Department Managers Assigned Completed Closed StrengthsWeaknessesOpportunitiesThreats Tracking Lost Work OrdersExpandableDifficult Conformation Missed MaintenanceCoordinationResistance All in one placeLow Teamwork Change Down Time

Project Schedule 30-Sep WEEK Plan 23-Sep30-Sep7-Oct14-Oct21-Oct28-Oct4-Nov11-Nov18-Nov25-Nov2-Dec STARTEND CHAMPION/DEFINE 23-Sep2-Oct MEASURE 2-Oct23-Oct ANALYZE 23-Oct13-Nov IMPROVE/CONTROL 13-Nov4-Dec

Next Steps Software Implementation Software Implementation Data Gathering Data Gathering Current Data on Failures and Lost Work Orders Current Data on Failures and Lost Work Orders Data on Efficiency of New System Data on Efficiency of New System Measurements Measurements Michael Hogan