town of marana, az - a look inside one of america's top digital cities

An Inside Look at One of America’s Top Digital Cities

Technology Manager - Applications

Town of Marana

Lacey Bowden

Business Systems Analyst

Town of Marana

Brian Stein Lisa Miyake

Government Specialist

Laserfiche

Joe King

Presales Engineer

Laserfiche

Agenda

‣ Introduction to Town of Marana, AZ‣ Department’s Restructuring ‣ 5 Tips for Creating a Project Framework‣ Project Framework in Action‣ Future Projects

Introduction to Town of Marana, AZ • Population: 34,000• Employees: 324 FTE• Technology Services: 12 FTE• Awarded 2012 Top Digital City in the 30K-74,999 population category• Fun Fact: Marana is home to the World Golf Championships’ Accenture Match

Play tournament

Town of Marana’s Technology Services

• Business Process Analysis• Networking• Mapping• Systems Analysis• Database Administration• Help Desk• Systems Reporting• Administrative Support• Website Administration• System Selection and Procurement

Department’s Restructuring

• Infrastructure• Manages hardware, network, and helpdesk support

related tasks and projects• Applications

• Manages business systems selection, implementation, design and GIS related tasks and projects

• Each division had strong roles in the town’s Digital Cities application

Technology Services Org. Chart

Digital Cities Application Highlights

• How we leverage technology to help our organization navigate the tough economic climate

• Top qualities of the Town of Marana:• System selection and design• Business process analysis

Applications Division

• Created upon the hiring of our current director • Expanded the GIS team 

5 Tips for Creating a Project Framework

• Established project and business process management frameworks that included thorough documentation including, but not limited to:1. Requirements gathering2. Process mapping3. Work breakdown4. Database design5. End-user testing

Creating a Project Framework

Project Framework in Action

Two projects highlighted in the town’s Digital Cities application:

• Maintenance Management System (MMS)• Town’s Mobile Reporting Application

Maintenance Management System

• Defined “System” as a program with supporting projectsCreate inventory control systemCreate work management systemCreate equipment management systemCreate asset ID and inspection system

• All projects had defined manager, stakeholder, and team• Reporting capabilities and business analysis functions run on

databases • Allowed all levels of management to make quantifiable

decisions • As a newer enterprise information system, its viability was

increased by integrating with business analysis, both functionally (by staff) and technically (by reporting)

Water Inventory DFD

Town’s Mobile Reporting Application

• Managed with same project framework as MMS program’s projects

• Business processes integrated in a wider manner throughout the organizationo Documentation of department alignment was critical

• Once integrated with our MMS and business reporting components, identifying and taking action on various elements of existing processes allowed the organization to increase efficiencies when handling citizen’s requests

Process for Requests Submitted

Initial Request Submitted and sent to Lead Adminsitrator via e-mail

Lead Adminsitrator sends request to

Internal Contact and then changes status of request to “Referred To

Dept”

Internal Contact processes request and updates Lead

Adminstrator. Lead Adminstrator changes status to

“Closed” once completed

Lead Adminsitrator sends request to

Internal Contact and then changes status of request to “Referred To

Dept”

Internal Contact works on issue.

Lead Administrator

changes status to "In Process"

Internal Contact

processes request and

updates Lead Adminstrator.

Lead Adminstrator

changes status to “Closed”

once completed

Lead Administrator Changes Status to

“Cancelled”

Upcoming…

• Leverage Laserfiche to grow IT-Business trend• Laserfiche has strong potential to provide the best business

value• Vision is that Laserfiche will be used as a shared service

across the enterprise• Upgrade our existing web mapping service

• Integrate with other enterprise systems• Document and redesign current business processes supporting

Laserfiche• Upgrade permitting system

… and Always

• Continue evolving our business process centered approach to projectso Maintain the mindset that we are systems supporters,

not the system’s subject matter expertso Grow our ability to gather requirements; there is

always room for improvement for such a critical tasko Maintain focus on the organization’s needs, as much

as the business unit we are working witho Integrate when possible; however, know when to take

a step back and verify that a supporting business process is sustainable

o As always, make sure the end of the project or task is completed with the best interest of our citizens in mind

Questions?usergroups@laserfiche.com