GEOGRAPHIC INFORMATION SYSTEMS FUND

$800,000

$700,000

$600,000

$500,000

$400,000

$300,000

$200,000

$100,000

$0

GEOGRAPHIC INFORMATION SYSTEMS FUND ADOPTED FY 2017-18

14-15 Actual

15-16 Actual

1:.3 Personnel services

EXPENDITURES

16-17 Budgeted

16-17 Estimated

• Materials and services

17-18 Adopted

DTransfers

By Expenditure Type

475

CITY OF BEA YERTON, OREGON FISCAL YEAR 2017-18 BUDGET

GEOGRAPHIC INFORMATION SYSTEMS FUND SUMMARY OF REVENUES AND EXPENDITURES

AND OTHER FINANCING SOURCES & USES

Revenues:

Interest on investments

Miscellaneous Sub Total Revenues

Expenditures:

Personnel services Materials & services

Capital outlay Sub Total Expenditures

Revenues Over/Under Expenditures

Other financing sources (uses): Transfers in

Transfers out

Total Other Financing Sources

(Uses):

Net Change in Fund Balance

Fund ~alance/Working Capital

Beginning of Year

Fund Balance (Contingency)/Working Capital End of Year

FY 2014-15

Actual

$1,078 445

$1,523

$463,471 29,584

0 $493,055

($491 ,532)

$647,438 (85,560)

$561,878

$70,346

115,668

$186,014

FY 2015-16 FY 2016-17

Actual Budgeted

$1,325 $900 8,538 0

$9,863 $900

$541,563 $600,644 30,648 35,630

0 0 $572,211 $636,274

($562,348) ($635,374)

$552,995 $675,965 (87,754) (86,730)

$465,241 $589,235

($97,107) ($46,139)

186,014 88,907

$88,907 $42,768

FY 2016-17

Estimated

$900 529

$1,429

$583,099 21,130

0 $604,229

($602,800)

$675,965 (86,730)

$589,235

($13,565)

88,907

$75,342

FY 2017-18

Adopted

$1,400

0 $1,400

$620,182 27,610

0 $647,792

($646,392)

$709,779 (94,498)

$615,281

($31,111)

75,342

$44,231

Contingency for FY 2017-18 adopted budget is available for appropriation upon the City Council's approval. Contingency consists of $24,231 for continuing operations and $20,000 designated for future equipment and geo-spacial photography of the City. This fund is an internal service fund and relies on charges for services provided to the City's various operating funds. Unlike operating funds, it is not necessary to maintain the 16% contingency balances from year to year.

476

FUND:

CITY OF BEAVERTON, OREGON FISCAL YEAR 2017-18 BUDGET

DEPARTMENT; 604 GEOGRAPHIC INFORMATION SYSTEM SERVICES INFORMATION SYSTEMS PROGRAM: PROGRAM MANAGER: 0678 MAPPING & SPECIAL PROJECTS TAYLOR HOLLANDSWORTH

Program Goal: To provide an integrated, geospatial data system and analysis services that can provide information in a variety of formats to enhance the effectiveness and efficiency of the City and its clients. (Council Priorities: In general as Internal Service Fund, ISDIGIS supports all other departments support of Council Priorities such as: Implement a Rental Housing Inspection program and inventory major assets (City-owned buildings).

FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 REQUIREMENTS ACTUAL ACTUAL BUDGETED PROPOSED ADOPTED POSITION 5.00 5.00 5.00 5.00 5.00

PERSONNEL SERVICES $463,471 $541,563 $600,644 $620,182 $620,182 MATERIALS & SERVICES 29,584 30,648 35,630 27,610 27,610 CAP IT AL OUTLAY TRANSFERS 85,560 87,754 86,730 94,498 94,498 CONTINGENCY 0 0 42,768 44,231 44,23 1

TOTAL $578,615 $659,965 $765,772 $786,521 $786,521

Funding Sources: FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 Beginning Working Capital $115,668 $186,014 $88,907 $75,342 $75,342

Miscellaneous 1,523 9,863 900 1,400 1,400 Transfer to GIS Fund:

General Fund 330,192 282,028 344,741 290,299 290,299 Street Fund 58,272 49,770 60,837 15,189 15,189 Water Fund 97,116 82,949 101,395 165,166 165,166 Sewer Fund 80,929 69,124 84,496 97,453 97,453

Storm Drain Fund 80,929 69,124 84,496 141,672 141 ,672

Program Objectives: • Provide and support the asset management tool for the City to manage public assets efficiently. • Provide the authoritative asset inventory for the City. • Provide geospatial data development, integration, and analysis services in support of all City functions. • Provide online access to view, analyze, and print geospatial data to support daily tasks. • Provide mobile access to accurate, current GIS data to assist field personnel and improve data collection efforts. • Coordinate development and integration of the City's geospatially referenced data with other data sets within the City

and with other jurisdictions. • Develop applications to meet identified City need for geospatially referenced and integrated information. • This program assists all departments in their activities but specifically supports these elements of the Community Vision

Action Plan with, branding, analytical, addressing and asset management tools including: o Community Visions Action # 12: Involve neighborhoods in improvement planning o Community Visions Action # 17: Enhance police and court faci lities o Community Visions Action # 18: Support proactive criminal justice initiatives

o Community Visions Action #30: Improve transportation for seniors, people with disabilities

o Community Visions Action #45: Continue Proactive street maintenance and repair o Community Visions Action #49: Create safe routes to schools o Community Visions Action #55: Produce updated bike route maps o Community Visions Action #65: Create pedestrian-friendly zones

o Community Visions Action #58: Bike-Pedestrian Network Map

477

FUND: 604


DEPARTMENT: GEOGRAPHIC INFORMATION SYSTEM SERVICES INFORMATION SYSTEMS

PROGRAM: PROGRAM MANAGER: 0678 MAPPING & SPECIAL PROJECTS TAYLOR HOLLANDSWORTH

Progress on FY 2016-17 Action Plan: • Continue to maintain authoritative asset inventory and overview asset management system. - on going

o Asset Management System support and administration o Granite XP support and administration o Develop business process and create reports that are mandatory by the state and federal agencies

• Develop Capital Improvement Program (CIP) analysis online app to support long-range CIP strategic plan, CIP pri-ority process and utility master plans

o PACP Score and observations location App (conditions ofutilities) - completed

o PCI score heat map (pavement ratings) - completed o Water condition heat map and observation locations App - completed

o Traffic asset condition heat map and observation locations App o Interactive Overlay locations App o Interactive asset character (age, material, and size) App - completed

o Interactive Storm Event App

• Develop and design data warehouse to support the needs for CDD development projects

o Develop economic, census, and environmental database from different agencies o Develop process and database for recurring analysis projects

• Migrate silo database and process in Engineer division into asset management system o Migrate traffic signal and sign database into Asset Management System (AMS) o Migrate CIP project database into AMS

• Build online mapping application using ArcGIS online template and Geocortex

o Business License Location App - completed o CDD Permit App o Water meters location and status App o Traffic Count

o Code Enforcement complaints location App

• Improve analytical capabilities with Water, Sewer, Storm and Street networks o Create topology - completed o Routable street centerlines - completed o Water capacity models

o Water main break notification

• Build 3D data model on special districts to provide overall analysis for new and redevelopment projects o Create 3D model using City Engine - completed o Possibility to use drone technology for creating 3D model

• Provide derivatives from LiDAR (oblique aerial photography) to assist the Stormwater fee analysis for the Finance

and vision plan for the sustainability division

o Impervious Surface o Tree Canopy Cover

FY 2017-18 Action Plan: • Perform Asset Conditions Assessment Analysis using CityWorks, GraniteXP and GIS data • Upgrade Granite XP to Granite NET and configure server architecture and update process. • Upgrade ArcGIS Desktop and Server 10.5 • Install ArcGIS Portal on the server and configure best practice to serve internal web services and web apps. • Redesign GIS Server Architecture on both internal and external servers • Host Beaverton Asset Management Conference to share best practice and build networks with other agencies. • Create an address and tax lot web services using the latest technology

478


FUND: DEPARTMENT: 604 GEOGRAPHIC INFORMATION SYSTEM SERVICES INFORMATION SYSTEMS PROGRAM: PROGRAM MANAGER: 0678 MAPPING & SPECIAL PROJECTS TAYLOR HOLLANDSWORTH

• Create 3 Dimensional layers on base map, zoning, and land use for planners to better understand spatial relationships • Assist to implement Fleet Inventory with Bar Code Scanner • Develop and design data collection process with Trimble GPS • Assist data collection process for ADA ramp with Collector App • Continue to develop dynamic reports and dashboards for CityWorks Users • Develop and design interactive and dynamic web applications

o Address Assigning web app o 5 Year Moratorium wei:i app (street openings) o Code Enforcement Complaint Route web app o Water Meter Status web app o HPRM Documents Hyperlink web app o Foreclosure web app o Water Main Breaks Notification web app o Road Closure web app o Storm Event web app o Traffic Count web app

Composite "Heat Map" of Sanitary Sewer Conditions

This is an example of combining asset information from visual inspections, maintenance information and construction records with geographic information software. This shows a concentration of potential problems areas within the core of Beaverton.

479

FUND:


DEPARTMENT: 604 GEOGRAPHIC INFORMATION SYSTEM SERVICES INFORMATION SYSTEMS PROGRAM: PROGRAM MANAGER: 0678 MAPPING & SPECIAL PROJECTS TAYLOR HOLLANDSWORTH

Performance Measures: FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18

Actual Actual Budgeted/Revised Adopted

Demand Measure: # of GIS service requests processed 434 420 320 I 328 350

# of AMS requests processed 1,002 548 400 I 488 500

Efficiency Measure: % of"up-time" based on a 10 hr. service 97% 99.3% 98% / 99.5% 99.5% day (7:30am-5:30pm) x 5days x 52 weeks Customer Satisfaction Survey (1 very poor - 5 excellent) 4 .88 4.89 4.9 I 4.96 4.95

Effectiveness Measure: Average Staff time for service requests (#days) 6.4 7.19 6.3 I 4.11 6.2 Percent ofrequests completed by due date 99% 99.9% 99% I 99.9% 9.99%

Performance Outcomes and Program Trends:

The number of complex GIS data analysis request is increasing and the average turnaround time will be 5 days or more. The program has provided various intuitive and user friendly online web application for customers to produce simple maps themselves without directly relying on GIS staff. This ease of map access has caused the number of simple map production requests to significantly decrease. As GIS becomes more integral part of daily life for departments, we have received an increase of online map web application development requests from internal customers to meet their needs. In the coming year, GIS plans to develop several online map applications such as 5 Year Moratorium (street cutting), Code Enforcement Route, HPRM Hyperlink, and so on. Various types of City information will be available to the city staff on the city's intranet and eventually a subset of these map applications will be made publically available to our citizens.

GIS will continue to maintain and manage authoritative layers as accurately as possible so customers who perform any data analysis will have confidence in the results. The engineering division has taken over the portion of the As-Built update process in the last year. However GIS will continue to monitor the process ofreceiving correct and up-to-date data so we can maintain the quality of GIS data.

GIS has developed an asset condition assessment using our CityWorks asset management system and specialized condition rating software, along with GIS data to provide a detailed composition of our underground utilities. The final results will assist master planning for storm, sewer and water utilities and other capital improvement projects. We will continue to define our methodology to delineate the strategic target area to improve our infrastructure through a series of meetings with engineers and OPS managers.

GIS will continue to play an administrative and leadership role and will design and develop integrations with other City applications like Time Sheet, Utility Billing, HR, activity dash board, etc. In addition, GIS will continue to provide any technical support including reports, training and configuration that is needed.

Funding ofGIS services comes through internal transfers from benefitting departments and programs. For FY 201 7-18, staff scrutinized work orders and adjusted the allocations considerably from prior years. The allocation process will be refined and could result in more changes in future years.

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