Not all government software for public works can handle the needs of multiple departments. Yet, having a single Public Works Software system in use by all departments can be very beneficial. Why settle for less when you can find a municipal software solution with the flexibility to handle the needs of multiple departments?
As an example of some of these unique needs, let us consider just a few departments: Fleet Maintenance, Facilities Maintenance, and Street Maintenance. Each of these needs Asset Management Software and Work Order Software, but each has its own set of unique needs. Fleet needs to track each vehicle’s make, model, and year and set up mileage and date based preventative maintenance. Ideally, they would also have odometer readings automatically logged from their fuel management system. On the other hand, facilities needs to track buildings, HVAC systems, and other assets like Custodial and Maintenance work. Streets needs to see Work Orders on a map of their linear street segments. In many cases, a municipality ends up purchasing several different government software systems to best meet these needs. But let’s consider some of the issues with this.
Issues with Each Department Having Their Own Software:
- Lack of consistent, centralized reporting
- Difficulties managing multiple software applications and vendor agreements
- Information Silos (islands of information that cannot be analyzed together)
- Staff having to learn multiple systems
- Increased costs from multiple government software for Public Works
Benefits of a Single, Multi-department Public Works Software system:
- Shared learning curve – staff can learn from each other with everyone using the same platform.
- Single point of entry for work requests – staff can submit a work request for their vehicle or an office light repair from a single portal. Workflows auto-route these requests to the appropriate departments.
- Department level and multi-department reporting – Interactive dashboards allow Public Works Directors to quickly see summary calculations from different departments. An example would be clicking on a Facilities pie slice on a Pie Chart to display the total maintenance costs for that department). See Municipal Dashboard Analytics Demo for some examples.
- Common reporting/job costing – each department has similar reporting formats, and aggregate costs across all departments can be reported and analyzed.
- Cost Reduction – the cost of the software spreads across multiple departments, and quantity discounts or unlimited user licenses are achievable
- Simplicity – provides a single contract and single source for support
See a Municipal Operations Management Demo.
It can be a challenge looking for Public Works Software to work across multiple departments. The local government needs to ensure each department’s unique needs can be adequately met. Below are some of these specific needs municipalities should keep in mind.
Needs in the Public Works Department:
- Linear assets of street segments to display on a map
- Map of street related Work Orders to identify patterns of recurring street repairs
- Map/GIS layers of Right of Ways
- Work Orders
- Mowing schedules
- Signage fields (sign type, post type, etc.)
- Keeping track of details including the location for FEMA (in case signs blow away in a storm)
- Reflectivity tracking and sign replacement plan
- Parks & Rec
- Park Assets such as ball fields, shelters, benches, etc.
- Facility use and payment tracking forms
- Mowing schedules
- Solid Waste/Sanitation
- Trash Cart Inventory and Repair
- Poly Cart Warranty tracking
- Geo Location of carts as assigned to residents
- Work orders for bulk item pickup
- Vehicle types with make, model, year, etc.
- PM Schedules
- Logging Fleet Odometer readings from a fuel management system
- Job cost reporting by department for maintenance performed on vehicles (i.e. Police Department)
- Job cost reporting by building. For instance, reporting on all maintenance costs for the City Hall building.
- Building inventory
- HVAC inventory and scheduled maintenance/custodial work
- Bar code scanning of equipment to lookup maintenance history
Needs in the Utilities Department:
- Pipes on a map
- Water Treatment assets
- Scheduled Pump, Valve, and other maintenance
- Fire Hydrant flushing schedules and history
- Logging & Reporting of readings – pressure, gallons, chlorine level, etc.
- Waste Water
- Lift Stations on a map
- Pumps and other assets in a Lift Station
- Gravity and Pressurized pipes on a map
- Maintenance history on a map to identify patterns
- Storm Water
- Pipes, ditches, and structures on a map
- Storm structure inspections
- Inspection/Maintenance schedules
- Street Sweeping schedules and tracking tons collected
- MS4 Reporting
The above are some of the reasons our local government customers have used our ShareNet Public Works Software solution. If you have similar needs and would like to learn how we may assist you, please click the Request Information button below.