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!

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.

If you’re looking to integrate your GIS with an asset management package there are several options to consider.  Elements Management Software offers the following features in a single, standalone application.

• Manage work orders, permits, licenses, inspections and other important data in a GIS-based environment using GIS data from any industry standard application including ESRI, MapInfo, Manifold, Autodesk, and others
• Maintain assets and critical infrastructure in a GIS-based environment without requiring third-party GIS licenses
• Tie work history and asset management data to any GIS asset
• Associate asset and work management data to non-customer related assets and accounts
• Take advantage of GIS-based asset and work management without incurring additional GIS expenses
• Visualize work history and asset locations on GIS maps
• Visualize geographic areas containing high concentrations of work orders and other data
• Effectively distribute capital improvement funds by quickly finding problem areas and assets with high failure rates
• Maximize existing GIS investments
• Use GIS data from any source or application to manage assets and infrastructure in a visual, geographical environment
• Powerful GIS Tools In a Standalone Application

Elements harnesses the power of HTML in several areas – configuring record layouts, designing data input forms, setting up web submission forms, and rendering GIS maps.

Yes, that’s right – you can use HTML with your GIS map renderings in Elements.  What I love about HTML is you can pretty much do whatever you want with it; it’s simple to learn, and adds an incredible amount of flexibility to any application.

So here’s a quick map I threw together using basic HTML to render labels on a GIS map showing Work Order locations.  This map is nothing incredibly fancy or over-the-top… but it’s clean, simple, it displays the information I’m looking for, and it took about 2 minutes to put it together.

Basic GIS map showing Work Order locations; using HTML to render labels. (click to enlarge)

The neat thing about Elements is you can do the same thing I did here with Service Requests, Business Licenses, Permits, Inspections, and just about anything else you can think of.

Part of the reason Super Mario Bros. was so successful is because Mario was able to eat those gigantic Mushrooms and double his size – giving him the ability to take an extra hit from most enemies and break those red bricks with ease (he could also shoot fire balls if he ate the Fire Flower, which was pretty cool).

In Super Mario Bros. 2 he gained a different power – you’ll remember that Mario was able to pull up weeds out of the ground (which would turn into bottles of magic potion), and throw those bottles of potion on the ground to create magic doors – leading to an alternate world where he could make himself rich by collecting lots of coins.

Then, in 1990, came Super Mario Bros. 3 – a billion-dollar-plus gross revenue producer that gave Mario his best powers yet:

1. He learned to fly (always wished I could do that), and
2. He got a GIS-based work management system.

Apparently sometime between 1985 and 1990 Mario realized he could do his job better if he could see his work on a map.

Mario's GIS-based work management system

Ironically, it was about that same period that companies began using GIS together with their asset and work management software.  Originally these systems were crude and extremely difficult to implement and maintain – however they’ve come a long way and today’s GIS-based work management systems are much more manageable.

A modern version of Mario's GIS-based work management system

My favorite thing about Mario’s GIS-based work management system is the dancing cacti and cheerful background music.  My favorite thing about modern GIS-based work management systems is the ability for organizations to see where their Work Orders are taking place, use the maps to manage maintenance activities, and visualize work history patterns.

Here’s a quick video demonstrating GIS integration with asset management software:

And just for fun, here’s a video that shows you how to beat Super Mario Bros. 3 in record time (note the dancing cacti and great music that accompany the maps):

…who knows, maybe someday we’ll see dancing cacti and cheerful background music as added features in GIS-based asset and work management software.