Every now and then someone will ask me if Elements is a “GIS-Based” or “GIS-Centric” application.  My answer?  I’m not sure (and does it matter?) -  I haven’t found either term defined in a real dictionary anywhere and to be completely honest, when building the application we weren’t too concerned with terminology – we were more concerned with solving the problems at hand.

With that in mind, here are a few questions we’ve received about the GIS integration methods in Elements:

Question:  Is the ESRI ArcGIS geodatabase the asset and feature data repository in Elements?

Yes.  Or No.  Elements clients can select whether they want to use the ESRI ArcGIS geodatabase as the asset / feature repository or if they want to use a different GIS integration method.  For those who choose to do so, whatever they’ve got in their ArcGIS setup is what comes across in Elements.  Elements users read directly from (and write directly to) the ArcGIS geodatabase.  Using this method GIS is not duplicated or synchronized and all GIS asset data is created and maintained using ArcGIS software.  For clients who don’t use ESRI products or who have limited access to GIS resources there are other GIS integration methods available that do not use the ArcGIS geodatabase as the asset and feature data repository.

Question:  Does Elements synchronize my GIS data?

That depends; clients using the ESRI ArcGIS integration method described above will not be synchronizing data.  Period.  Clients using other GIS integration methods usually won’t synchronize data either – but depending on how Elements has been configured, it is possible to synchronize GIS.

Question: Is there any data duplication with Elements?

There is no data duplication using the ESRI ArcGIS integration method in Elements; all users are reading directly from (and writing directly to) the ESRI geodatabase.  Other GIS integration methods in Elements allow users to “Link” GIS files, which also does not duplicate data.

Question: Is the asset management data stored in the same database as the GIS data?

Nope.  The asset management data including work orders and other documents are stored in a separate database.  In the early years of Elements all of the data was contained in the same database, but that has since changed.  Why?  Because Elements has evolved as a complete asset and work management application designed to manage both GIS and non-GIS assets as well as Heavy Equipment, Fleet, Facilities, Customers, Meters, Locations, Permits, Licenses, Inspections, and several other things that are better maintained outside of the geodatabase.

Managing data is tough.  Every business operates differently and no matter which application you select to manage your assets and infrastructure, it’s likely that right out of the box the application will not be configured to suit your specific needs.

In this example, let’s say you want to track the General Contractor on a Work Order.  Easy enough, right?  Well, sort of.  The problem here is that your software application does not have a “General Contractor” field on the Work Order input form.  Now you’re thinking “…Rats.  Now what.  I spent all this money on this dang thing and I can’t even track the General Contractor on my Work Order – I swear they said we could do that when I sat through their demo…”

Don’t worry; you’re not out of luck just yet.  Chances are, you just need to spend some time configuring the application.

A common practice among software developers involves pre-filling the application database with “extra” fields and allowing users to use these fields as necessary (in this example, using one of the extra fields as the “General Contractor” field).

Another common practice involves pre-filling the database with common fields that the software publisher thinks you may need.  Hopefully they thought you would need a “General Contractor” field, in this example.

The key fault with these methods is that the application database will never truly line up with your needs.

Using the above methods to manage data, you’re likely to end up in one of these situations:

1. You’ll have a bunch of unused (and unnecessary) “extra” fields in your database, or
2. You’ll have to make do with pre-determined data fields that may or may not be what you’re looking for, or
3. You simply won’t have enough fields to track the necessary data.

The solution?  We use what we refer to as “Dynamic Data”.  We call it dynamic because it’s not pre-determined, and there are no extra, unnecessary, or unused fields in the application database.

Here’s how it works.

Again, let’s say that you want to track the “General Contractor” on your work order.  In the Elements application settings, you use the dynamic data feature to simply create a new “General Contractor” field, determine the type of field that you prefer (drop down list, for example), and define where you want the newly created field to be tracked.  Voila.  You now have your “General Contractor” field, it’s in the right place, it works according to your needs, and you’re not stuck with a bunch of unnecessary fields in your database.

Now, let’s take that one step further.  Maybe you’ve got an entire data form that you’d like to track, a specific “Flow Test” for example. Well, how in the world are you supposed to track your flow tests if the application doesn’t have a “Flow Test” data input form? Unfortunately using pre-built “extra” database fields provided by the vendor won’t work in this situation.

The answer?  Dynamic data.  In this case we can create an unlimited number of custom fields (specific to our “Flow Test”) and we can assign those fields to a Flow Test data input form.  Voila (love that word), we’ve done it again.

The dynamic data engine in Elements also allows users to define dynamic page layouts, grid layouts, and much more.  Check back to learn more about the dynamic data in functionality in Elements.

The other day I saw a guy wearing one of these and I thought “Really?  I thought they stopped making those things in the 80’s.”

Did you ever have a calculator watch?  I did.  Ask me how many times I used the calculator function – probably about 3 or 4 times – each of which was to show off the watch to my buddies.  Not once did I actually find myself wishing that I had a calculator on my wrist – much less a calculator that was hard to read and required microscopic finger tips to push the correct buttons.  However, there were plenty of times when I wished that the numbers displaying the time of day were larger.

Then it hit me – a lot of cities and utilities looking for GIS based asset and work management software are shopping for calculator watches.   No, they’re not shopping for real calculator watches – but when I look at the extensive lists of features and requirements some of these organizations are looking for I wonder if they realize that they’re trying to cram a calculator into a watch – and although it might seem like a great idea at first, when it comes right down to it the solution is just not practical.

What happens when you cram a calculator into a watch? Both devices are crippled.  So when you’re out looking for new GIS-based asset and work order management software try to find the right software for the right job – and remember that mixing too many things together may result in a calculator watch.

As you work to implement a new GIS-based asset and work management system (or improve your current system), a key component that often gets overlooked is the current value of all inventory on hand.

With such a strong focus on GIS assets, sometimes this critical component gets left behind. However, every time a Work Order is completed, inventory items are used.  Big or small, expensive or not, it’s important to manage the parts that are being used on your Work Orders.

Determining the Value of Your Inventory On Hand

At any given time it’s important to know the value of inventory on hand at any given location.  Your inventory locations might consist of one or more parts warehouses, service vehicles, inventory storerooms, or a combination the three.

When parts are used on a work order, it’s important to track where that part came from.  If we use a widget on a Work Order – did it come from Jon’s truck, Mike’s truck, did it come from the Warehouse, or somewhere else?  How detailed you want to be is up to you, but however you decide to manage your inventory, make sure you can pull the reports you’re going to need at the end of your fiscal year.

To property manage the value of your inventory you’ll need to decide which accounting method you’re going to use (if you don’t already have one in place).  You’ll get different results for each accounting method, so make sure you use the one that will give you the result you’re looking for!  (As a side note, we’ve found that almost all government and utility companies use the FIFO method).

As illustrated in the following examples, we can see that using the same dollar amounts and the same parts, the value of your inventory on hand will differ with each accounting method:

1. FIFO – Inventory on hand will be valued at $10
2. LIFO – Inventory on hand will be valued at $5
3. Weighted Average – Inventory on hand will be valued at $7.50

Here are how the values are determined for each method:

1. FIFO (First In First Out)

When using a part on a Work Order the oldest price you paid for that particular part will be used against the Work Order.

For example, lets say you have 2 widgets in your warehouse: you paid $5 for one widget on January 1, and $10 for the second widget on January 2.  You now have a total value in your warehouse of $15 ($5 + $10).  Now, after using one of these widgets on a Work Order, the oldest price paid gets used first, so the total value in your warehouse is now $10 using the FIFO method ($15 – your total warehouse valuation, minus $5 – the oldest price you paid for the widget).

2. LIFO (Last In First Out)

When using a part on a Work Order the most recent price you paid for that particular part will be used against the Work Order.

Again, lets say you have 2 widgets in your warehouse: you paid $5 for one widget on January 1, and $10 for the second widget on January 2.  You now have a total value in your warehouse of $15 ($5 + $10).  Now, after using one of these widgets on a Work Order, the newest price paid gets used first, so the total value in your warehouse is now $5 using the LIFO method ($15 – your total warehouse valuation, minus $10 – the most recent price you paid for the widget).

3. Weighted Average

This method uses the weighted average of all prices paid for a particular part to determine the value that will be used against the Work Order.

Again, you have 2 widgets in your warehouse: you paid $5 for one widget on January 1, and $10 for the second widget on January 2.  You now have a total value in your warehouse of $15 ($5 + $10).  Now, after using one of these widgets on a Work Order, the weighted average of these parts is calculated and used against the Work Order: $15 (total price paid) divided by 2 (number of units) yields a $7.50 average meaning the total value in your warehouse is now $7.50 using the LIFO method ($15 – your total warehouse valuation, minus $7.50 – the average price paid for the widget).

Did we forget something? Anything else to add?  Leave us know in the comments!

After declaring that Android would be the winner in the smartphone race, he spoke with Engadget and – referring to Android – stated that a product “…can get greater market share and still be crappy.”

There is a lot of wisdom in that statement.   A great example would be Windows Vista; anyone who ever used the thing would put it at the very top of the “Crappy Products with High Market Share” list.

Luckily, Microsoft redeemed itself with Windows 7 and luckily not all products with high market share are crappy.

When evaluating GIS-based asset and work management software be sure to look beyond the number of customers a vendor has; it’s surprising how many people actually will jump off a cliff just because their friends are doing it.

1. Easier to use, and
2. More affordable.

Usually they explain that they purchased a nice GIS-based asset and work order management system 5-10 years ago and it just never really got adopted.

Unfortunately, of all the cruise ships on the ocean, it’s not very fun to find yourself in this particular boat.  Someone probably spent a lot of time and money up front on the software, and let’s face it: breaking up can be hard.

However, if you find yourself in this boat, you ultimately have two decisions – you can either:

1. Get back up to speed on the application and force everyone to start using it, or
2. Dump your current GIS based asset management system and get something that your people will actually use.

Before jumping ship to a newer, flashier ocean liner, here are a few quick questions to help you evaluate the situation:

1. Why is your software not being used?
2. How much money and time will it take to get back up to speed and use the application to its full potential?
3. Even if you had all the time and money in the world, could your field operators use the thing? Or is it just too complicated?

Many times we’ve found it to be quicker and less expensive to get a new application than to resurrect the old one.   At any rate, make sure to examine your current situation carefully before jumping ship – spending a bunch of money on one lousy cruise is bad enough, no one wants to go on two.

1. The most common types of work that take place within your organization, and
2. The important information that you need to track for each type of work

Here are a few quick examples:

These examples are maybe a bit oversimplified – but it should be enough information to get you headed in the right direction.  Be sure to write down the information – and remember, the more detailed you get the better off you’ll be when it comes time to implement your software!

Before your first project meeting, here’s a quick tip that will speed up the implementation process and ultimately lead to a quicker ‘Go Live’ date:

Design your workflow (in detail and on paper, not just in your head).

(And do it before the project kick-off meeting)

New software can mean new workflow.  Not always, but most of the time your current workflow will change for the better with new GIS-based asset and work management software.   With that in mind, take a close look at your current workflow processes.  Then look at them again.  And again.  Take time to really think through your current processes from start to finish, then yourself these 5 questions:

1. Current workflow aside – if I started from scratch, what would be the ‘Perfect Workflow’ for our organization?
2. What do I absolutely love about our current workflow?
3. What are the first 3 things I would change to make it better?
4. What are some additional things I would change?
5. Of all the changes I would make, which ones are critical and which ones are ‘nice-to-haves’?

Write it down.

Make lists and type it out if possible – the more you can do electronically, the less you’ll have to pay someone else to do it for you.

Draw a diagram.

If you’re not familiar with workflow diagrams, then give it your best shot, you can find plenty of examples online. Something on paper is better than nothing at all.  If you can, it’s best to diagram the process electronically in an application like Visio (or Omnigraffle for the Mac crowd).  If it’s too much work to diagram your processes electronically, then use a paper napkin – or whatever you can find.  The more you can physically diagram and lay out ahead of time, the better off you’ll be.

Other suggestions or thoughts?  Leave them in the comments!

When selecting asset and work management software for government and utilities, here are a few things to keep in mind:

Usability

There’s a fine line between powerful software and an application that’s too complicated for people to use.

The nature of powerful software often entails processes that can be difficult and/or confusing to the end user.  My recommendation would be to have some end users sit in on a demo – by this I mean end users like the guys in the field who will be filling out work orders, and end users like the office admins who will be logging the phone calls – not necessarily end users like the IT staff.  If the office and field personnel are confused in the demos, you can count on them being confused when it comes time to actually use the thing.

GIS Integration

Do you need to purchase additional GIS licenses?

Depending on your GIS setup, this may or may not be an issue.  For smaller systems with limited resources, this is definitely an area where you can save some money, depending on which work order / asset management package you select.

Do you need to ‘synchronize’ your GIS data between your main GIS application and the asset management software?

This can save money, but be careful – when pushing data back and forth wires can get crossed and you can quickly run into data integrity issues with your GIS if you’re not careful.

Is the application built exclusively on top of a single GIS vendor?

Let’s face it – most people in the United States use ESRI for their GIS.  However, you may want to incorporate GIS data from multiple vendors into your asset / work management application – so keep that in mind.  We’ve seen some of our clients use their asset management software with MapInfo and other vendors as well.

Scalability

Can the application grow with your organization?

Remember, today you may only be interested in work orders, but next year you may want to integrate things like business licenses, permits, and inspections.

Is the application modular?

By this we mean do you have to buy each piece of the software separately or is it an all-in-one type application?  For example, do you need to buy a Work Orders ‘module’ and a separate Storm Water ‘module’?  The good news is, you only pay for what you need – the bad news is, you usually need more modules than you initially expect – and the dollars can add up fast.

Implementation and Maintenance Fees

How much is the annual maintenance?

Nobody likes maintenance fees, but unfortunately these fees are what make the world turn (in the software world at least).   20% of the software purchase price is pretty much industry standard, although software vendors vary on this and you may end up paying more or less depending on a) the vendor you select and b) your negotiating skills.

How much will you be paying for technical support?

Some companies offer an introductory period where you won’t pay for technical support.  Other companies are not so excited about giving away free support hours.  This is definitely an area that will vary with each vendor – but remember that support for niche products in niche markets typically doesn’t come cheap ($150-$250 per hour is industry standard).

How long will the implementation take?

For smaller cities and utilities (populations less than 10,000 or so) this can be fairly quick – sometimes as quick as 30-60 days or less.  For larger systems you can expect up to a year or more, depending on how complicated the workflow processes are and how much data needs to be converted.

What did I miss here?  I’d love to hear your comments and/or experiences.

With a population touting 1,500 (1,501 if you count “Jake the Alligator Man” – Google that if you want to learn more), the small town of Long Beach began procuring GIS-based asset management and work order software in early 2009 to help organize workflow and improve maintenance records in the public works department.

The town implemented Elements Management Software by novotX in September of 2009 after being guided through the selection process by David Glasson, Finance Director and Assistant City Administrator.

Since the initial implementation of Elements Management Software, the city has been able to create work orders, log phone calls, keep track of job costing, and manage maintenance schedules in a GIS environment with Elements Management Software.  The staff at Long Beach is also associating pictures and other important documents to their GIS assets – including building permits, licenses, fire reports, and more.

Extending beyond public works, additional departments have also taken advantage of the software and the City of Long Beach is currently using Elements Management Software in the following areas:

• Work Orders
• Sign Inventory
• Sign Applications
• Sign Maintenance
• Fire Hydrants
• Fire Reports
• Fire Pre-plans
• Design Reviews
• Boundary Line Adjustments
• Customer Action Requests
• Conditional Use Permits
• Short Plat Applications
• Special Use Permits
• Variance Applications
• Small Works Roster Applications
• Water and Sewer Applications
• Template Letters & Forms Including Property Information

Plans to expand Elements Management Software into additional departments are currently in the works.

About Long Beach (www.longbeachwa.gov)

Named one of ‘America’s Favorite Beach Towns’ by ForbesTraveler.com and voted ‘Best Beach’ by the viewers of Seattle’s KING-5 TV, the Peninsula offers visitors blocks of colorful shops, great seafood, comfortable lodging, small museums, horseback riding, and an expansive beach. Southwest Washington’s Long Beach Peninsula: home to a new national park, two historic lighthouses, renowned restaurants, cranberry bogs, and oyster farms.  Visit www.funbeach.com to learn more.

About novotX

Located near Salt Lake City, UT, novotX publishes GIS-centric asset and work management software for governments and utilities.   Elements Management Software, the flagship product of novotX, allows integration with any industry-standard GIS platform to provide a simplified, cost-effective approach to gis-based asset and work management.

For more information contact:

Justin Gough
novotX, L.L.C.
801.682.1400
justin@novotx.com
www.novotx.com