A GUIDE TO

ENTERPRISE ASSET
MANAGEMENT
For Local Governments, Public Works, and Utilities
ARE YOU MANAGING YOUR
ASSETS OR ARE YOUR ASSETS
MANAGING YOU?
A Process of Ongoing Improvement

Make Your Create a

Document
Organization System of
Your Process
GIS-Centric Engagement
Improving community infrastructure involves more than just repairing and replacing assets. It requires a forward-
looking asset management strategy focused on levels of service and customer care. Local government, public works,
and utility agencies often find themselves in reactive maintenance backlogs due to strained budgets, legacy systems,
and workforce challenges.

A good asset management strategy starts with good data, and GIS offers the most robust and accurate
representation of infrastructure assets. Cityworks® is the original and leading GIS-centric asset management system
built exclusively on Esri’s ArcGIS®. Our platform is designed to help organizations manage public assets and their
associated data, work activities, and business processes.

Together, Cityworks and ArcGIS help organizations work smarter to implement effective asset management
strategies—building more resilient, sustainable, and safe communities.

Refine Identify and Support Your

Your Data Prioritize Risk Business Process
MAKE YOUR ORGANIZATION
GIS-CENTRIC
Establish an authoritative system of record
Understand where assets are located
Geocode your assets, features, and work activities
Enable the Power of Where™
To effectively manage public assets, you need to know what they are and where
they are located. Asset management can only be performed with an accurate
asset inventory. That’s why Cityworks is built exclusively on Esri’s innovative ArcGIS “Knowing where
technology. By using ArcGIS as the authoritative system of record, you can: things are, and
• Understand exactly where assets are located why, is essential
• Track historical work to rational
• Monitor associated costs decision-making.”
• Establish and streamline workflows
–Jack Dangermond,
• Schedule preventative maintenance
President, Esri
• Create powerful data visualizations and map dashboards

Maps make your public asset data come alive. Cityworks and ArcGIS together form
the authoritative system of record for public asset management. A GIS-centric system
Enables the Power of Where™ for improved operations and insights.

WEB GIS-CENTRIC CHARACTERISTICS

No Redundancy Updates
The ArcGIS geodatabase is the authoritative asset database. Relies solely on ArcGIS feature services to update the authoritative asset
data to ensure data integrity.
Configurable
Allows for maximum flexibility in designing the asset database for any Web Map
asset, dispersed or condensed. Any application can access an ArcGIS web map without constraints. The
apps are configurable to use the web map as is.
Non-Proprietary
Builds on the geodatabase as an “open” asset database, inherently Single Sign-on
spatial, with understood data structure elements. The organization fully The software supports a single sign-on identity. All associated apps will
owns their data and controls it. support the preferred identity storehouse—AGOL or Portal for ArcGIS.
DOCUMENT YOUR PROCESS
Identify and define desired outcomes
Review and refine workflows
Establish a regular schedule for ongoing process review
From ‘Where’ to ‘Why’
Every organization has a process. Not every
organization asks why these processes are in place
or what they accomplish.

The biggest hurdle to implementing an effective

asset management strategy is resistance to Arlington Heights, IL
change. Thankfully, there’s a solution. By including
management and staff at all levels of your
organization, you can help inspire employee buy-in.
It Takes a Village
1. Be Inclusive.
When the Village of Arlington Heights decided to overhaul their asset
Create stakeholder groups that include staff at
management system, they took an enterprise-wide approach. Arlington
all levels of your organization: field technicians, Heights wanted a platform that could expand beyond the public works
administrators, supervisors, and directors. Some department while still being cost effective.
employees will immediately see the benefits of
In January 2017, the village partnered with Ritter GIS, Inc. to implement
change and offer new ideas.
Cityworks AMS. They created a project leadership team that worked
closely with Ritter GIS throughout the implementation.
2. Train Early and Often.
When you empower employees to make new The team met biweekly to conduct interviews, compile existing records,
technology their own, they’ll become eager and talk through process changes. They documented several hundred
contributors to your asset managment strategy. existing practices, developed new workflows, and solidified desired
outcomes. Ultimately, this commitment allowed Arlington Heights to
3. Review and Revisit. realize the full potential of their new system.
Once your asset management strategy is in
“Employees were excited to enter their information into Cityworks from
place, create a schedule for revisiting and multiple platforms,” said Steve Mullany, public works services coordinator.
refining workflows as needed. “It was evident right from the start. Since then, we’ve expanded beyond
the eight public works divisions to all other village departments.”

Get the full story online at cityworks.com/arlingtonheights

CREATE A SYSTEM OF ENGAGEMENT
Implement technologies that promote ease of use

Improve access for field crews and supervisors

Empower residents to contribute and stay informed

 The Phases of Public Asset Management
More than ever, residents want to help improve their When you provide effective GIS-centric tools to your employees
communities. Public service employees also have access to and residents, they become valuable participants in the care of
better technology tools that support their work in the field and your community.
office. However, many communities still rely on legacy systems
that create service backlogs and reporting headaches.

INTELLIGENCE
GIS - GEODATA LOCATION: Work, labor, and cost are
tied to assets in the geodatabase
SPREADSHEET LOCATION: GIS enables asset
geolocation
BUSINESS PROCESS: Historical and
LOCATION: Migration from physical service analyses enable predictive
PAPER file folders to electronic file folders
BUSINESS PROCESS: Organizations
establish asset hierarchy
maintenance

BUSINESS PROCESS: Requires DATA ACCESS: Field crews,

LOCATION: Requires physical storage DATA ACCESS: Asset stewards
separate tools to view customer call supervisors, directors, and the public
BUSINESS PROCESS: Data entry can search by asset class, system, can engage with the data
backlogs, duplication of work history, inventory, etc.
or service DATA CONFIDENCE: Data collection
DATA ACCESS: Limited by lost DATA ACCESS: Difficult to navigate
DATA CONFIDENCE: Data collection is consistent and reliable
paperwork, institutional knowledge large spreadsheets
and spatial awareness improves DECISION SUPPORT: Organizations
DATA CONFIDENCE: Data structures
DATA CONFIDENCE: Data often DECISION SUPPORT: Organizations use data to optimize strategic
lack consistency
incomplete can easily understand their data approaches
DECISION SUPPORT: Reports are visually on a map
DECISION SUPPORT: Reports are CIVIC ENGAGEMENT: Residents
time-consuming, difficult
time-consuming, difficult to produce CIVIC ENGAGEMENT: Residents can engage in the communication
to produce
CIVIC ENGAGEMENT: Low customer access information visually on a map process
CIVIC ENGAGEMENT: Low customer
satisfaction satisfaction
REFINE YOUR DATA
Transform your data into a useful format
Establish metrics and calculations for data modeling
Develop data visualizations to support decision-making
You’ve started collecting data.
Now what?
Your asset management system helps you collect and visualize
GIS data for improved decision making. Legacy data, human
error, and inconsistent processes could still create gaps in the
information you rely on. From the beginning, your gauge for West Jordan, UT
data validity should combine reliability and accuracy.

Ask yourself:
• How was my data collected? Not All Data is Good Data
In West Jordan, Utah, unreliable asset data led to expensive
• Is my data consistent?
problems. The city used to rely on institutional knowledge
• Is my data relevant? and as-builts to mark the location of water, sewer, and storm
systems. Then, a water line broke and crews couldn’t find the
• Why am I collecting this data? What’s the purpose?
shut-off valve to stop the water. It was clear that having a
• Of the current data I possess, what’s missing? general idea where assets are buried was not enough.

Create a data improvement plan: The city decided to implement a system with GIS-centric
asset management capabilities. GIS specialist Spencer
• What existing tools can I use to review and improve
Munson set to work creating spatially accurate data. Using
my data? a combination of as-builts, drawings, GPS points, CCTV
• How will missing data be collected? records, and institutional knowledge, Munson combed
through the data and marked places to be verified. He then
• When will it be collected? worked with each department to survey assets in the field.
• Who will be responsible for maintaining this data? “The new platform gave our staff a better appreciation for
what GIS can do,” Munson said. “Our data became more
Cityworks and ArcGIS together provide useful tools for
accurate because our users had a stake in making sure their
collecting, refining, and updating public asset data.
field observations matched what was in the GIS.”

To find out more, watch the video at

cityworks.com/westjordan
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oring attribute
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Consequence of Failure (COF)
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TOTAL 10% of an asset failure. Be sure to periodically review your analysis and
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The consequences of asset failure include financial, social, and make adjustments to account for changes in the POF and COF.
environmental costs, as well as impacts on major users and critical
crossings. Each of these consequences can also be assigned a RISK = PoF x CoF
scoring scale of 1 to 5. 65

RISK CLASS EXAMPLE OF ACTION AND NEXT STEP

EXTREME High Priority In CIP/ Annual Operational Frequency

PROBABILITY OF FAILURE
HIGH Standard Priority In CIP/ Bi-Annual Operational Frequency
Beaverto Portland
MEDIUM n CIP/ 1 InM5eYears
Low Priority In tro Operational Frequency

LOW 1 In 10 Years Operational Frequency

Oregon
NEGLIGIBLE Wait for a problem to arise

Using a 25-point matrix, an organization can set its own priority levels and risk tolerance. CONSEQUENCE OF FAILURE
SUPPORT AND REFINE
YOUR BUSINESS PROCESS
Inform decision-making
Enhance organizational efficiency
Build a business case for personnel and resources
Your Work Doesn’t Stop Here.
Enterprise asset management is a process of ongoing Four Questions to Regularly Consider
improvement. Each new work activity and lifecycle plan
1. What workflows still need refinement?
offers a new opportunity to enhance your operations.
2. Can your budget be fine-tuned?
Now that you have a GIS-centric asset management 3. Should the size of your work crews increase,
system, you have the numbers to make a strong business decrease, or stay the same?
case. You have the data to create and share meaningful
4. Should your levels of service be maintained,
reports, and the tools to engage and inform your residents. enhanced or reduced?
Together, Cityworks and ArcGIS help you build a more
resilient, sustainable, and safe community.
 [email protected]
801-523-2751
cityworks.com

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