Summer School

Assignment for lazy bones ....not. 

RE: Work and Asset Management System (WAMS) Update

Memo 05-12

This memo is provided as an update report on the above project to address some recent questions.

Schedule

The WAMS project is proceeding on budget. There has been a schedule delay primarily related to hardware delivery caused by production issues in Asia. This has only resulted in a minor overall project delay as other activities where advanced where possible. The following is a summary of key milestone end dates:

Task	Milestone	Status
Phase 1- Vendor Selection
Review current practice and asset requirements	Dec 2010	Complete
Vender RFP Process and selection	Oct 2011	Complete
Council Approval for Software Vendor	Nov 11, 2011	Complete
Phase 2- Work Flow Mapping
Practices and Process Design	April 2012	Complete
Data structure development	June 2012	Complete
Phase 3- Software Implementation
Maximo Software Purchase	Dec 2011	Complete
Order Hardware	Feb 2012	Complete
Hardware Install and configuration	May 2012	Complete
Maximo software Installation	May 2012	Complete
Core team overview training	June 2012	Complete
Software requirements review workshop	June 2012	Complete
Maximo configuration to design requirements	Sept 2012	In progress
Data load and testing	Oct 2012	Not Started
Development of interfaces with other software systems	Oct 2012	Not Started
Acceptance testing	Dec 2012	Not Started
End-user training	Dec 2012	Not Started
Go-Live	Jan 2012	Not Started
Go-Live support	Feb 2012	Not Started
Follow-up training, support and skills development	Jan 2014	Not Started

Financial Summary

The following table outlines the approved budget and confirmed commitments. There is $16,551 remaining uncommitted and is available should unforeseen issues arise as part of the contingency allowance.

Budget Item	Approval Date	Funding Commitment	Balance
Approved Budget (31047)	2009, 2010, 2011		$750,000
2012 budget increase for hardware	Feb 14, 2012		$38,000
Total Budget			$788,000
GHD- Requirements and Vendor Selection	Aug 17, 2010	$78,620	$709,380
GHD- Business mapping and data standards	Jan 18, 2011	$152,825	$556,555
Createch- Maximo software and implementation	Nov 1, 2011	$444,611	$111,944
City Wide- Sub-ledger and forecasting system	Dec, 2011	$49,585	$62,359
IT Department- Server Requirements	Mar 2012	$32,465	$29,894
Total Project Commitments		$758,106
Net taxes (1.76%)13,555		$13,343	$16,551

The following table provides an earned value summary. GHD has completed their assignment and we are waiting receipt of the final invoice. The server hardware has been installed and paid. The remaining work is related to Createch and City Wide, being the two primary software venders. Createch is responsible for the overall implementation and integration activities and will be completing the bulk of their work between June and December. City Wide is a minor component to the system but integral to the financial reporting requirements that will be supported by the asset databases developed through Maximo.

Vendor	Commitment	Approved Payments	Percent Complete
GHD	$231,445	$216,925	94%
Createch (Maximo)	$444,611	$149,034	34%
City Wide	$49,585	$43,622	88%
Server Hardware	$32,465	$32,465	100%

Council Approvals (Reports attached)

Staff Report IES10-037- Aug 17, 2010

Award of initial RFP to GHD for $78,620

Staff Report IES11-005- January 18, 2011

Increase GHD Assignment by $152,825

Staff Report IES11-058- November 1, 2011

Award Software Supply and Implementation to Createch for $444,611

Memo to Budget Committee Jan 11, 2012

IT Department Server Requirements $38,000

Please contact me if you have any questions on the activities to date.