303 2nd Street Suite 700 North San Francisco, CA 94117 (415) 243-4600

December 21, 2012

Sandra Lewis Williams (SLEWIS@actransit.org) Project Manager-State of Good Repair Alameda-Contra Costa Transit District 1600 Franklin Street Oakland, CA 94612 Subject: State of Good Repair: Prioritizing Repairs Final Report Dear Sandra, Presented in this document is the final version of the IT task’s high-level business requirements and gap analysis. If you should have any questions or comments my phone number is (206) 382-5223. Sincerely,

Parsons Brinckerhoff, Inc.

Keyur Shah IT Task Leader

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AC Transit State of Good Repair ProjectTask No. 3: Business Needs Assessment

Business Requirements Memorandum

December 21, 2012

TABLE OF CONTENTSIntroduction ............................................................................................................................................ 2

Approach................................................................................................................................................. 2

General Findings ...................................................................................................................................... 3

Systems and Process Overview ............................................................................................................ 3

Short-Term Improvement Opportunities ............................................................................................. 5

Long-Term Improvement Opportunities .............................................................................................. 6

Draft Business Requirements ................................................................................................................... 7

Overview ............................................................................................................................................. 7

Organization ........................................................................................................................................ 8

Summary ........................................................................................................................................... 11

Next Steps ............................................................................................................................................. 12

Appendix A ............................................................................................................................................ 14

1. Vehicle and Facilities Maintenance Requirements .......................................................................... 16

2. Inventory Requirements ................................................................................................................ 54

3. Interfaces ...................................................................................................................................... 80

4. General Requirements ............................................................................................................... 84

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IntroductionAC Transit hired Parsons Brinckerhoff to improve the system’s reliability, cost effectiveness, safety, and customer satisfaction through improved asset management. For this “State of Good Repair” project, the Team is evaluating the agency’s fleet and facility maintenance practices, conducting a condition assessment of a portion of the bus fleet, and a maintenance plan for the fleet and one of the facilities. A key component of good asset management practice is the ability to provide the “right” data in a timely and easy to understand manner. As such, one of the key activities for this project is to develop a list of all of the critical software business requirements necessary to support’s AC Transit’s asset management initiative. This document presents draft business requirements based on our interviews with AC Transit, findings from other tasks, and industry best practices. Once agreed-upon by AC Transit management and staff, these requirements are intended to be used to select a software package that most cost-effectively meets AC Transit’s needs.

ApproachThe Parsons Brinckerhoff project team, building upon knowledge gathered in other project tasks, conducted fact finding interviews with AC Transit staff members between October 15, 2012 and October 19, 2012 to gather information regarding the current business process and systems in use. The questions covered many areas including:

Current systems in use Most frequent uses of the system Current level of training Type of data entered in system along with data quality assurance measures Data reports availability Key issues with existing systems Planned and recent IT investments Capital prioritization decision process Systems that support agency’s accounting needs System flexibility to support new business processes and business needs

The team used the information collected through the interviews, documents identified during the interviews, as well as information collected in other work tasks to prepare a list of findings, including:

Systems and process overview Short-term improvement opportunities Long-term improvement opportunities Draft business requirements based on findings as well as general best practices

These findings are presented in this document.

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An Enterprise Resource Planning (ERP) system integrates management information across an organization, including human resources, time and attendance, procurement, accounts payable, accounts receivable, among other functions. Having all these functions in one central system allows for easy data flow and connectivity between these business functions. This data provides support to management staff for critical decision making.

General FindingsThis section presents the findings from our interviews related to current systems and process, as well as short-term and long-term improvement opportunities.

Systems and Process OverviewAC Transit currently uses Ellipse 5.2.3.7 as its asset management system for revenue vehicles. The original system (version 5.1.2.2) was implemented in October 2002 and upgraded to its current version in 2005. Ellipse interfaces with AC Transit’s Enterprise Resource Planning (ERP) system, PeopleSoft, through five semi-automatic and automatic interfaces.

The current installation of Ellipse provides AC Transit’s revenue vehicle maintenance operations with basic asset management functionality – the system allows AC Transit to track its asset inventory, plan preventive maintenance, track work orders, and order parts. PeopleSoft hosts AC Transit’s purchasing functions and allows AC Transit to track labor and material costs charged to various projects. Our interviews indicate that AC Transit has well trained and knowledgeable staff members that are very familiar with the current processes. The staff members, while sometimes frustrated with system issues and limitations, are adept at working around those limitations by using system work-arounds as well as manual notes and offline spreadsheet files. Furthermore, both facilities and non-revenue vehicle maintenance functions are conducted outside of Ellipse or any other maintenance management information system, and AC Transit is looking to integrate these functions into its enterprise asset management (EAM) system.

While AC Transit can currently conduct basic asset management activities, there are many business process and system improvements that AC Transit could undertake to improve both the efficiency and effectiveness of their asset management practices through the upgrade or replacement of the current EAM system, as well allowing them to conduct more data-driven and thorough asset management activities. For example, our interviews covered multiple issues with the data being transferred from Ellipse to PeopleSoft through interfaces, as well as the frequency with which data are updated in PeopleSoft from Ellipse and vice versa. Furthermore, as mentioned in the RFP, an updated/state of the art asset management system would allow AC Transit to schedule revenue vehicle and facility maintenance, maintain part-level information, including date of

Asset management systems provide agencies the ability to track asset inventory, asset conditions, asset deterioration trends, fleet conditions, parts, facilities as well as other elements of a transit system. This data is available in an easy to understand format in a well-developed asset management system and allows stakeholders to make management decisions and support engineering, capital programming, and risk management decisions.

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procurement and date of last maintenance for even the smallest components on its buses or facilities. An updated system would also assist AC Transit to better develop projects for the capital plan based on asset and component usage, condition, maintenance history, estimated replacement date and other factors.

Exhibit 1 presents an overview of AC Transit’s current systems.

Exhibit 1: Current Systems Overview

As shown above, besides Ellipse and PeopleSoft, AC Transit uses a few other tools and systems for asset management practices. These are:

Rocket CorVu: Reporting tool that works in conjunction with Ellipse o ACReports : Custom reports via SQL Reporting Services o Performance Reports: Performance reporting system

DJQBAT: Barcode reader and label printer that interfaces with Ellipse LinkOne: Electronic Parts Catalogs and Service Manuals for use with Ellipse (Vendor: Ventyx)

Other Systems

DJQBAT

LinkOne

FleetWatch

SATCOM/future CAD/AVL

Road Calls

Labor Batch Uploader

Enterprise Resource Planning System(PeopleSoft)

Parts

Requisition

Purchase Order

Receiving

Voucher

Asset Management System (Ellipse)

Materials

Maintenance

SQL Server CorVu (Reporting Server)

ACReportsPerformance Reports

LegendBi-Directional Interface

Uni-Directional Interface

Excel Tools (Offline)

Floor ReportRoad Call Tracking

Work Order Labor Hours

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Fleetwatch: Fuel & oil consumption and mileage tracking system for both revenue and non-revenue vehicles

SATCOM: Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system including both data & voice radio communications (Vendor: Orbital Sciences/ACS/Xerox)

Road calls: Road call tracking web application. Coordinates Maintenance and Transportation findings for each road call.

Labor Batch Uploader: Batch uploader to log mechanic labors hours for vehicle maintenance work orders in Ellipse

Short-Term Improvement OpportunitiesThe short-term improvement opportunities, for the purposes of this document, are defined as those that AC Transit may undertake within a period of one year. These opportunities, as identified from our interviews, are presented below. The improvement opportunities are divided into three sections (Systems; Maintenance; Materials/Purchasing):

Systems Opportunities Consider extending automatic log out time in Ellipse Identify reasons for occasional loss of system data Improve server application response time

o Review whether the client-server connections needs improvement (more bandwidth) o Review whether server hardware needs improvement.

Maintenance Opportunities Provide additional training to users on the capabilities and usability of Ellipse to ensure that all

current capabilities are adequately and efficiently used by staff members o Include training on the correct use of high priority codes for parts requests o Consider setting up user groups with different permission levels, where users with

training are allowed greater access within the system o Depending on the course of action taken for the EAM upgrade, consider setting up a

technical advisory committee to address emerging issues and ongoing improvements to Ellipse

Improve business process to track parts removed from the parts room by mechanics Improve the labor batch upload tool to improve the ability to upload labor information to Ellipse Remove the drop down menu that specifies the nature of the road call in the Operations Control

Center road call report and substitute it with written comments Prepare additional Ellipse reports required by maintenance supervisors to reduce reliance on

off-line spreadsheets Conduct switch over from using operations schedule for mileage to using actual mileage from

FleetWatch.

Materials/Purchasing Opportunities Review average costing of rebuilds in Ellipse

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Long-Term Improvement OpportunitiesThis section presents the key long-term improvement opportunities that were identified by our project team and AC Transit staff for both current business process and any system upgrades. These opportunities are not tied to a specific time frame.

Support compliance with MAP-21 requirements Ensure that the ERP and asset management systems are better integrated with each other. That

is, any interfaces correctly transfer data from one system to another in a timely manner Include improved reporting capabilities and planning tools to avoid reliance on spreadsheets,

manual data entry and attempting to manage work using Microsoft Outlook Ensure that the system can adequately manage facilities, linear/field assets, and non-revenue

vehicles, particularly in anticipation of expanded asset management needs associated with the completion of AC Transit’s first Bus Rapid Transit (BRT) line expected in 2015

Define facilities management business processes in the system, and configure to enable facilities management functions in the system. This may require user workshops to better understand configuration parameters and any other changes needed to ensure that facilities group can use the system effectively and efficiently

Provide data to support bottom-up capital and O&M budgeting Undergo a quality assurance process to review inventory data in the system, and identify and

correct any errors/omissions that current exist in the system Set up a technical advisory committee to address emerging issues related to the EAM and

prioritize and implement ongoing system improvements such as standard reports, updates to business processes, or integration with other systems

Undertake improvements to PeopleSoft for the following: o Allow ability to “retire” vendors from the system (not just make them inactive) so that

they do not crowd vendor lists for parts o Allow ability to return products in system to allow tracking of vendor performance and

improve requisitioning process o Add ability to support bulk quantities in purchase orders o Improve automated RFQ functionality o Add ability to support bulk quantities in purchase orders o Allow for units of measure other than “each”.

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Draft Business Requirements

OverviewThis section presents an overview of the draft business requirements for an enterprise asset management system for AC Transit1. The requirements are presented in Appendix A of this document. The project team followed the following principles in developing these requirements:

Develop requirements to reflect AC Transit’s business process needs Incorporate process improvement opportunities identified by AC Transit staff members and our

project team Incorporate industry best practices related to both system design and asset management

business processes (thus addressing AC Transit’s future process needs and any best practice improvements).

Defining functional requirements for a system is a precursor to either procuring a new system or undergoing a major upgrade and/or customizations to a current system. Such system upgrades/procurements require a significant investment from agencies in terms of both funding and staff time. The requirements definition phase provides agencies with a great opportunity to review the current business process and identify opportunities for improvement that can be incorporated in the new system. Such improvements will allow AC Transit to address current idiosyncrasies and challenges, as well as obtain tools that support their long-term vision of business process maturity – in this case asset management process maturity. The resulting system will allow AC Transit to easily align processes and systems – providing a system that does not become obsolete within a short time after implementation. An improved system allows the staff to be more effective and efficient, thus gaining buy-in to system change. System(s) developed following the principles presented above will inherently follow AC Transit’s agency’s business processes – and thus provide a well documented record of the processes and practices. This, in turn, reduces AC Transit’s risk of knowledge erosion from retirements or staff turnover.

A requirement is a condition that the software must meet for the customer to find the application satisfactory. A requirement has the following characteristics:

It provides a benefit to the organization It describes the capabilities the application must provide in business terms It does not describe how the application provides that capability It does not describe such design considerations as computer hardware, operating system, and

database design It is stated in unambiguous words. Its meaning is clear and understandable It is verifiable.

1 Note: This does not specify requirements for PeopleSoft or any related enterprise resource planning functions.

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OrganizationThe requirements are organized into four high-level sections – vehicles and facilities maintenance, inventory, interfaces, and general requirements. The vehicles/facilities maintenance, inventory and general requirements are broken down further and the breakdowns are described below.

The maintenance requirements are broken down into the following sections:

Asset Definition, Reference, and Configuration Work Activity Recording and Material Consumption

Maintenance Resource Definition Work Order Tracking and Monitoring Asset Assignment, Status, and Availability Work Order Closeout and Costing Asset Operating and Servicing Data and Cost Vehicle Component Tracking Reporting and Managing Problems, Defects, and

Work Requests Component Rebuild Management

Work Order Description and General Capabilities Operating and Maintenance History, Performance Analysis, and Costs

Maintenance Standard Job Definition Warranty Management Planned Maintenance Program Management Long Term Maintenance and Fleet/Asset

Planning Major Overhauls, Asset Rehabilitation and

Campaigns Maintenance Timekeeping

Management of Contractors’ Work Tool Tracking Work Order Creation Tire Tracking Work Order Scheduling and Release

The inventory requirements are broken down into the following sections:

Inventory Item/Catalog Management & Supporting Files

Cycle Counting/Physical Inventory

Material Request/Issue from Inventory Component Inventory and Serialization Return/Reclaim into Inventory Capital Material Tracking Material Receipt and Stocking Inventory

Accounting/Valuation/Adjustments Material Replenishment Inventory RF Bar Code Processing Material Transfer Between Stockrooms/

Warehouse

The general requirements are broken down into the following sections:

Security Usability Audit Trail Reporting Reliability Data retention Recoverability

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The requirements matrix contains the following information:

Requirement Section and Section Number Requirement Number Business (Functional) Requirement Priority Current System Capability Comments.

The priorities are assigned as high, medium or low, and are defined below:

A high priority indicates a requirement that is essential to support AC Transit’s core business processes and is a critical business need. The system must fulfill these needs.

A medium priority indicates requirements that are important but optional. A medium priority would mean "like to have".

A low priority indicates that a requirement is not an important need, but rather a “nice to have”. It could also indicate that the requirement would facilitate a process, but is not specifically a business requirement.

The current system capability refers to whether the current asset management software (Ellipse) installation at AC Transit meets the requirement. These are divided into three categories - “meets”, “partially meets”, or “does not meet”.

Any requirements that cannot be met right now are marked as “does not meet”. This includes requirements but could be met by modules that are not currently licensed by AC Transit. Beside the requirements that can only be partially performed by the current system, any requirements that can be met by the current system installation, but are not being performed due to staff or process constraints are marked as “partially meets”. Requirements that can be fully met are marked as “meets”, including the requirements that can be met for vehicle maintenance only. Facilities maintenance currently does not use the system, so for the purposes of this document, the current system does not meet any of the facilities maintenance requirements. It should be noted that all maintenance requirements apply to both vehicles and facilities unless explicitly stated otherwise.

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Exhibit 2 presents a snapshot of the requirements matrix. As seen below, the requirements are broken into two or three different levels..

Exhibit 2: Requirements Matrix Snapshot

Section Req. # Req. #

Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.1

Asset Definition, Reference, and Configuration

1.1.1

Maintain general asset information unique identifier, description, type, any links to financial information (including associated capital projects), asset status, asset attributes, asset owner/responsible manager, links to documentation, associated PM activities, PM schedule, PM/work order histories, and BOMs and to electronic parts catalogue, parent-child relationships, etc.

H Partially Meets

Financial and planning information is not necessarily tied back to the asset

1.1.2 Maintain vehicles/rolling stock information such as vehicle

ID, fuel types, groupings of fleets and sub-fleets, division assignment, major components, etc.

H Meets

…… …………. …….. ……… ……..

1.20

Maintenance Timekeeping

1.20.1 Provide support for long term planning for maintenance

resources H

Does not meet

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SummaryThis section presents a summary of the total number of requirements included in the document, further broken down by priorities. Exhibit 3 presents a summary of all requirements included in Appendix A.

Exhibit 3: Requirements Summary

Section Total # of

Requirements

Priority Current System

Capability (%) *

High Medium Low (2nd Level of Detail)

Vehicle and Facilities Maintenance 215 177 30 8 66% Asset Definition, Reference, and Configuration 8 7 0 1 13% Maintenance Resource Definition – Facilities, Workstations, Equipment, and Labor

4 3 1 0 25%

Asset Assignment, Status, and Availability 3 3 0 0 100% Asset Operating and Servicing Data and Cost 8 8 0 0 63% Reporting and Managing Problems, Defects, and Work Requests

17 17 0 0 53%

Work Order Description and General Capabilities 11 9 2 0 82% Maintenance Standard Job Definition 8 8 0 0 100% Planned/Preventive Maintenance Program Management

5 5 0 0 100%

Major Overhauls, Asset Rehabilitation and Campaigns

12 8 4 0 83%

Management of Contractors’ Work 2 2 0 0 0% Work Order Creation 18 16 1 1 89% Work Order Planning, Scheduling, and Release 13 7 4 2 62% Work Activity Recording and Material Consumption

13 12 0 1 77%

Work Order Tracking and Monitoring 9 6 2 1 78% Work Order Closeout and Costing 13 13 0 0 77% Vehicle Component Tracking/Serialization 6 6 0 0 100% Component Rebuild Management 7 7 0 0 100% Operating and Maintenance History, Performance Analysis, and Costs

11 11 0 0 64%

Warranty Management 14 14 0 0 50% Long Term Maintenance Resource and Fleet/Asset Planning

4 2 2 0 0%

Maintenance Timekeeping 11 11 0 0 9% Tool Tracking 12 2 8 2 50% Tire Tracking 6 0 6 0 0% Inventory 318 296 12 10 65% Inventory Item/Catalog Management and 53 51 0 2 49%

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Section Total # of

Requirements

Priority Current System

Capability (%) *

High Medium Low (2nd Level of Detail)

Supporting Files Material Request/Issue from Inventory 51 46 4 1 78% Return/Reclaim into Inventory 4 4 0 0 50% Material Receipt and Stocking 50 45 5 0 48% Material Replenishment 32 30 1 1 50% Material Transfer Between Stockrooms 40 33 1 6 63% Cycle Counting/Physical Inventory 33 32 1 0 61% Component Inventory and Serialization 28 28 0 0 96% Grant Material Tracking 5 5 0 0 80% Inventory Accounting/Valuation/Adjustments 17 17 0 0 76% Inventory RF Bar Code Processing 5 5 0 0 100% Interfaces 8 8 0 0 63% General 33 31 2 0 33% Security 11 9 2 0 55% Audit Trail 2 2 0 0 0% Reliability 4 4 0 0 25% Recoverability 4 4 0 0 25% Usability 6 6 0 0 17% Reporting 3 3 0 0 33% Data Retention 3 3 0 0 33% Total 574 512 44 18

* Indicates total requirements that are currently met (status=”meets”) for a total of high and medium priority requirements divided by total high and medium priority requirements. This does not include facilities maintenance capabilities, since those functional cannot be performed in the current system configuration.

Next StepsThis section presents the next steps in the requirements definition:

Conduct workshop with AC Transit staff to review draft requirements (December) o Provide overview of the current systems o Introduce draft business requirements o Agree upon priority rating for each requirement o Review which requirements are currently being met by the current system

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Conduct a discussion session with AC Transit to discuss capabilities of various systems, reviewing the requirements and priorities again to conduct an independent fit-gap analysis (January)

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AppendixThis document presents the high level asset management business requirements for AC Transit, including interface and general requirements.

The requirements are organized into four high-level sections – vehicle and facilities maintenance, inventory, interfaces and general. The vehicle and facilities maintenance requirements are broken down into the following sections:

Asset Definition, Reference, and Configuration Work Activity Recording and Material Consumption Maintenance Resource Definition Work Order Tracking and Monitoring Asset Assignment, Status, and Availability Work Order Closeout and Costing Asset Operating and Servicing Data and Cost Vehicle Component Tracking Reporting and Managing Problems, Defects, and Work Requests Component Rebuild Management Work Order Description and General Capabilities Operating and Maintenance History, Performance Analysis,

and Costs Maintenance Standard Job Definition Warranty Management Planned Maintenance Program Management Long Term Maintenance and Fleet/Asset Planning Major Overhauls, Asset Rehabilitation and Campaigns Maintenance Timekeeping Management of Contractors’ Work Tool Tracking Work Order Creation Tire Tracking Work Order Scheduling and Release

The inventory requirements are broken down into the following sections:

Inventory Item/Catalog Management & Supporting Files Cycle Counting/Physical Inventory Material Request/Issue from Inventory Component Inventory and Serialization Return/Reclaim into Inventory Capital Material Tracking Material Receipt and Stocking Inventory Accounting/Valuation/Adjustments Material Replenishment Inventory RF Bar Code Processing Material Transfer Between Stockrooms/ Warehouse

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The general requirements are broken down into the following sections:

Security Usability Audit Trail Reporting Reliability Data retention Recoverability

For each requirement, the Priority column is rated as H – High Priority; M – Medium Priority; and L – Low Priority.

A high priority indicates a requirement that is essential to support ACT’s core business processes and is a critical business need. The system must fulfill these needs.

A medium priority indicates requirements that are important but optional. A medium priority would mean "like to have". A low priority indicates that a requirement is not an important need, but rather a “nice to have”. It could also indicate that the

requirement would facilitate a process, but is not specifically a business requirement

The current system capability for each requirement refers to whether the current asset management software (Ellipse) installation at AC Transit meets the requirement. These are divided into three categories - “meets”, “partially meets”, or “does not meet”.

Any requirements that cannot be met right now are marked as “does not meet”. This includes requirements but could be met by modules that are not currently licensed by AC Transit. Besides the requirements that can only be partially performed by the current system, any requirements that can be met by the current system installation, but are not being performed due to staff or process constraints are marked as “partially meets”. Requirements that can be fully met are marked as “meets”, including the requirements that can be met for vehicle maintenance only. Facilities maintenance currently does not use the system, so for the purposes of this document, the current system does not meet any of the facilities maintenance requirements. It should be noted that all maintenance requirements apply to both vehicles and facilities unless explicitly stated otherwise.

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1. Vehicle and Facilities Maintenance Requirements

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.1 Asset Definition, Reference, and Configuration

1.1.1

Maintain general asset information: unique identifier, description, type, any links to financial information (including associated capital projects), asset status, asset attributes, asset owner/responsible manager, links to documentation, associated PM activities, PM schedule, PM/work order histories, and BOMs and to electronic parts catalogue, hierarchical parent-child asset relationships (up to 3 levels), asset criticality, etc.

H Partially Meets

Financial and planning information is not necessarily tied back to the asset

1.1.2

Maintain vehicles/rolling stock information such as vehicle ID, fuel types, groupings of fleets and sub-fleets, division assignment, major components, etc.

H Meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.1.3

Maintain facilities and equipment information including type/class, location, room/structure locations, major subsystems and sub-elements, etc.

Store descriptive information specifically relating to facility or equipment asset types, such as dimensions and measurements (e.g. square-feet, number of floors, etc.), asset use, and if applicable, manufacture name and model number; manufacturer serial number or equipment number; year of manufacture, etc.

Provide multiple options to designate the physical location of facilities and equipment, such as address, geocode (longitude/latitude), AC Transit-defined location code, etc.

H Does not meet

This information is not tracked through Ellipse

1.1.4

Provide capability to collect asset spatial reference information including lat/lon for use with GIS as part of asset location

H Does not meet

Useful feature for pole crew

1.1.5

Maintain linear/field asset information including method of categorizing, specific segments or point locations, higher level assets, cost, performance measures, replacements or rehabs, etc.

H Does not meet

Useful feature for pole crew, fiber, and future BRT assets

1.1.6

Maintain asset components information such as components ID, serial number, OEM, parent-child relationship, relation with non-material assets, where used information, etc.

H Partially Meets

Facilities do not use this part right now

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.1.7

Support Asset Configuration Management including the capability to track engineering and other changes in the design and configuration of assets, links to work orders, shop drawings, planning and procedures, documentation, etc.

H Partially meets

1.1.8

Ability to interface with a Building Information Modeling/Virtual Design and Construction program and transfer condition and repair information to and from the program

L Does not meet

1.2 Maintenance Resource Definition – Facilities, Workstations, Equipment, and Labor

1.2.1

Allow the ability to define specific maintenance locations, shops, and facilities where maintenance work is to be performed H Meets

Check if off-site locations is covered elsewhere, or add here

1.2.2

Provide the capability to define specific maintenance equipment, workstations (such as bays and pits), and machinery/equipment (resources) available at the maintenance location

H Does not meet

Check if off-site locations is covered elsewhere, or add here

1.2.3

Provide the capability to define and uniquely identify specific labor resources including individuals and classifications and assignments for maintenance and other work activity

H Does not meet

Check if off-site locations is covered elsewhere, or add here

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.2.4

Provide the capability to define hierarchical organizational relationships for labor resources (such as manager-direct report relationships) and support reporting for organizational groups

M Does not meet

Would likely need to be carried over from PeopleSoft

1.3 Asset Assignment, Status, and Availability

1.3.1

Support assignment of assets to maintenance and servicing locations

H Meets Capability to have 2 locations – home and current location

1.3.2

Update (manually) and track the current status and availability for service for all assets and, as appropriate, for their component systems or elements

H Meets Existing interface with CAD/AVL

1.3.3

Provide the capability for authorized users to assign and comment on vehicle and facility component status

H Meets This capability is not always used

1.4 Asset Operating and Servicing Data and Cost

1.4.1

Allow the ability to define and accumulate multiple measures for asset usage and condition by asset type.

H Meets

1.4.2

Allow the ability to define multiple operating and cost statistics for assets

H Partially meets

Requires import of more information from PeopleSoft

1.4.3

Provide multiple options for capturing usage/condition readings and statistics for all assets, whether parent or child

H Meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.4.4

Provide “flags” to notify users of usage/condition measurements or statistics outside an “expected” user-defined norm or minimum/maximum range to identify potential problems, trigger maintenance and other asset management activities (such as replacement), or indicate measurement errors (for example, daily fuel consumption that exceeds the vehicle’s daily usage capacity.)

H Does not meet

1.4.5

Provide the capability to ensure correct readings and accumulation in event of replacement of meters (such as a hubodometer for a vehicle) or in the event of a correction of an error identified by a validation flag or otherwise

H Meets

1.4.6

Provide the capability to record fuel and power consumption occurring at AC Transit locations

H Meets

1.4.7

Provide the capability to input multiple, user-defined operations cost and data fields for facilities such as passenger traffic, utilities use, etc.

H Meets AC Reports synthesizes operations data with maintenance data

1.4.8

Maintain a transaction file of all historical readings and measurements of operating, service, and cost data to provide data for trend and performance analysis

H Partially meets

Not a historical record for all data

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.5 Reporting and Managing Problems, Defects, and Work Requests

1.5.1

Allow the ability to enter and maintain specific work requests, problems, or defects for an asset

H Meets Not currently used by facilities

1.5.2

Provide the capability to automatically generate problem reports/defects and/or work orders if usage and condition measurements deviate from pre-defined tolerances for an asset or if a pre-defined event occurs

H Does not meet

1.5.3

Provide the capability to manually generate problem reports/defects/requests (for instance from a pre-trip inspection or a road call) for an asset to document potential service issues which may lead to a work order

H Partially meets

Currently, problems/issues are not distinct from a work order unless a road call

1.5.4

Provide the capability to automatically notify designated personnel when defects or problems of a pre-determined type are created

H Meets

1.5.5

Allow authorized users to edit, dismiss (no problem found), reclassify, prioritize, and change the status of problem reports, while maintaining the initial classification of the problem (as posted) and the final classification (maintenance decision)

H Does not meets

Issues are primarily tracked through road calls and work orders

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.5.6

Provide the ability to categorize the probable cause of problems into user-defined categories such as equipment related, passenger related, operator related, etc.

H Meets

1.5.7

Provide the capability to identify duplicate requests, problems or defect reports and to resolve the reports into a single problem (while maintaining a record of each reporting incidence)

H Does not meet

1.5.8

Provide for classification of incidents and problems as “chargeable” or “non-chargeable”. Non-chargeable incidents and problems are excluded from equipment failure or performance statistics (such as mean miles between failure)

H Meets

1.5.9

Support viewing and listing open requests and problems on-demand for all assets assigned to a specific location or all assets in the system including by asset/facility location/vehicle number, asset type, defect classification codes, severity or priority, age of defect (time since reported), etc.

H Meets

1.5.10

Allow a user to view the status of requests/defects posted by the user, and provide the option to automatically notify the user reporting the request/defect when a work order is created or the problem is closed

H Does not meet

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.5.11

Capability for authorized users to assign each defect/request to categories such as “mandatory” or “deferrable” to determine the necessary maintenance action, with specific limits on deference such as elapsed days, miles, etc.

H Does not meet

Important for prioritizing facilities maintenance resources

1.5.12

Capability to track non-compliance events such as spills of regulated materials and regulatory notices of violation or non-compliance together with corrective actions taken.

H Does not meet

1.5.13

Allow the capability to determine whether regular defect reports have been completed for all assets of a specified type that are in service each day (such as a pre-trip defect card for a rolling stock asset).

H Partially meets

1.5.14

Allow for entry of requests/defects found during the performance of a PM inspection or other maintenance job and to retain the reference to the originating job order under which the defect was found.

H Meets

1.5.15

Allow for designating a request/defect as either “serviceable/coach-down” (meaning that the asset can remain in service) or “unserviceable/hard down” (meaning that the asset must be removed from service until the problem is resolved).

H Meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.5.16

Allow AC Transit to define specific request/defect types as “safety-sensitive” or “high priority” that must be addressed before allowing the asset to return to service.

H Meets

1.5.17

Provide the capability to link one or more requests/defects/problems to one or more work orders

H Meets

1.6 Work Order Description and General Capabilities

1.6.1

Provide the capability to define a discrete piece of work using a work order. The work order is the basic instrument for scheduling, assigning, controlling, managing, completing, and costing maintenance and related work.

H Meets

1.6.2

Provide the capability to define standard servicing tasks or work for an asset without requiring separate work orders (for example, daily cleaning and fueling for a bus) or by providing express work orders

H Meets

1.6.3

Allow the ability to group multiple work orders (in a parent-child relationship) on a facility, vehicle, or serialized component together for parts estimating, charges or scheduling.

M Meets

1.6.4

Provide the capability to reference parent work order on all associated work orders

M Meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.6.5

Uniquely identify the asset or assets to which the work applies, such as facility, vehicle, asset number or component serial number, etc., along with the current usage and meter readings

H Meets

1.6.6

Allow the ability to identify the reason for the work order H Meets

1.6.7

Allow the ability to define the work that must be performed H

Partially meets

Work orders are not linked to instructions / documentation

1.6.8

Allow the ability to define the resources and costs associated with the work order and each work step, with the capability to store planned or estimated, standard, and actual resources consumed

H Meets

1.6.9

Allow the ability to access standard asset documentation from the work order

H Meets

1.6.10

Provide several agency defined multi-level code classifications for maintenance jobs and work steps

H Meets

1.6.11

Provide the flexibility to allow AC Transit to define a custom print or viewing format for its work orders

H Partially meets

Ellipse only allows partial control over layout

26 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.7 Maintenance Standard Job Definition

1.7.1

Provide the capability to define standard maintenance job templates (using work order capabilities) for specific assets and sub-assets, asset types, asset model, class or series.

H Meets

1.7.2

Edit, copy, and delete maintenance job templates and job definitions

H Meets

1.7.3

Provide the capability to create a job template from an existing work order

H Meets

1.7.4

For job templates, allow the ability to define sequential work steps/sub-tasks within the work-order with the capability to track labor and other resource use for each work step

H Meets

1.7.5

For job templates, allow the ability to specify standard Bill of Materials (BOMs)

H Meets

1.7.6

For job templates, allow the ability to link to specific documentation, such as procedures

H Meets

1.7.7

Provide the capability to utilize actual maintenance labor hours to determine new standards and update associated job standards and templates

H Meets Requires use of batch upload application

1.7.8

Provide the capability to create templates for servicing jobs without the need for a work order

H Meets

27 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.8 Planned/Preventive Maintenance Program Management

1.8.1

Capability to define and maintain a Planned/Preventive Maintenance (PM) program for specific assets and sub-assets, asset types, asset model, class or series.

H Meets

1.8.2

Capability to define acceptable limits above or below PM intervals for each job during which the job should be performed (window for performing PM job)

H Meets Not condition-based – predictive maintenance not supported

1.8.3

Capability to identify the source of PM and compliance jobs, such as regulatory, manufacturer recommended, AC Transit policy, etc.

H Meets Important for facilities and vehicles to meet regulatory requirements

1.8.4

Create and manage PM work orders H Meets

1.8.5

Provide support for forecasting and analyzing PM program activity, including expected resource use

H Meets

1.9 Major Overhauls, Asset Rehabilitation and Campaigns

1.9.1

Provide the capability to define and track major maintenance programs consisting of a series of maintenance jobs to be completed for a single asset, or specific asset groupings, models or series, or location

H Meets

28 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.9.2

Define and track campaigns and equipment modifications consisting of a single maintenance job template to be completed multiple times for a group of vehicles or other assets or facility location

H Meets

1.9.3

Provide the ability to estimate the cost of the campaign, including detail estimates of labor and material by vehicle/asset, location, and/or specific asset group

M Meets

1.9.4

Provide the capability to designate a budget for the campaign, including detailed budgets and milestones by vehicle/facility/other asset, location, and/or specific asset group and to support tracking against this budget and schedule

M Does not meet

1.9.5

Provide the capability to define specific labor craft/skill and training requirements for the major program/campaign and link the requirements to actual craft/skill level resources for available labor

M Does not meet

Will likely require interface with PeopleSoft

1.9.6

Create major program/campaign work orders on demand or automatically based on pre-determined release dates and link the work orders to the major program/campaign

H Meets

1.9.7

Provide the capability to project and analyze major program/campaign activity using the same capabilities identified for PM programs

H Meets

29 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.9.8

Ability for authorized users to open and/or close all work orders associated with a specific project, campaign or phase of work at the same time

H Meets

1.9.9

Ability to support the management and tracking of work performed by external vendors with the same degree of detail as that performed in-house

H Meets

1.9.10

Ability to tie the campaign or project to a specific asset configuration

H Meets

1.9.11

Provide project/campaign monitoring reports showing assets completed, rate of work (e.g. assets completed per week), assets remaining, actual costs versus standard costs versus budgets, percent complete, projected completion dates, projected completion cost based on actual to-date cost, etc.

H Meets

1.9.12

Provide the capability to view a time-line for the major program/campaign, including start and stop times for all associated work orders.

M Meets

1.10 Management of Contractors’ Work

1.10.1

Provide capability to link contracts to assets H

Does not meet

30 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.10.2

Provide capability to link contracts, including vendors and task costs, to schedule maintenance and work orders

H Does not meet

1.11 Work Order Creation

1.11.1

Create work orders on demand through entering work order information directly from the keyboard; by building upon one or more open problems and defects; by defining the maintenance task(s) to be performed by the work order; or by copying and editing maintenance job templates or prior work orders. Work orders based on templates or prior work orders would include labor, material, and equipment/tool requirements.

H Meets

1.11.2

Automatically create work orders based on planned maintenance programs, campaigns, and major programs based on pre-determined maintenance intervals and/or scheduled release dates

H Meets

1.11.3

Provide the option to automatically create work orders for defects designated as high priority safety related problems

H Meets

1.11.4

Provide the option to automatically create work orders based on conditions and measurements exceeding AC Transit defined limits for assets

H Meets

31 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.11.5

Record the date and time the work order was created, and the source of the work order, including the user ID if a user created the work order

H Meets

1.11.6

Designate all newly created work orders as “planned” status and prohibit recording actual work and costs prior to assigning and releasing the work order

H Meets

1.11.7

Allow the user to add multiple open problems to an existing work order, including work orders created for PM jobs or road calls

H Meets

1.11.8

Allow the option of defining work steps when the work order is created or recording work steps as the work is performed

H Meets

1.11.9

Allow the option to include electronically readable information (e.g., bar code) on each work step

H Meets

1.11.10

Allow authorized users to edit, add, or delete any work order information, including standard labor requirements by craft and skill, bill of material, equipment and tooling requirements, work steps, priority, attached documents and files, etc. and including automatically created work orders or work orders created from a template or standard job.

H Meets

1.11.11

Allow the user to combine multiple work orders into a single work order, or split a work order into multiple work orders

L Does not meet

32 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.11.12

Provide the option to assign the work order to a maintenance location, to route across multiple locations, or to leave the work order as unassigned

H Meets

1.11.13

Allow the user to provide directions with any assignment and to input a target or due date for completion/close out

H Meets

1.11.14

Automatically default to pre-defined AC Transit accounting codes for maintenance charges based on the maintenance location or facility, type of asset, type of work order or other criteria. Provide the option to override default accounting data.

M Meets

1.11.15

Provide the capability to work on multiple vehicles or other assets on a single work order and link specific work steps to a vehicle or asset

H Meets

1.11.16

Provide the capability to designate a work order for a service/road call, and to record travel time, service information (route, run, operator), road conditions, etc.

H Meets

1.11.17

Automatically calculate and retain total actual labor, material, external vendor, and other costs for the work order

H Partially Meets

Currently relies on batch upload tool

1.11.18

Provide supporting maintenance history and related information for the vehicle or asset being maintained

H Meets

33 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.12 Work Order Planning, Scheduling, and Release

1.12.1

Allow authorized users the flexibility to view and report planned and unassigned work orders on-demand for all assets assigned to a specific location or all assets in the system by combination of location, asset type, vehicle model/series, work order type, defect classification or vehicle/asset condition codes, severity or priority, age of defect (time since reported) or age of work order (time since created)

H Meets

1.12.2

Allow automatic prioritization of work orders based on pre-determined criteria defined by AC Transit such as work type, material and labor availability, severity of problems, vehicle/asset requirements, etc.

L Does not meet

1.12.3

Provide the user the capability to override or halt automatic prioritization or deferrals

L Does not meet

Relies on having 1.12.2 functionality

1.12.4

Allow users to assign work orders to specific maintenance locations and to specific AC Transit personnel including multiple employees on the same work order and employees at multiple locations and shifts

H Partially meets

1.12.5

Provide the capability to define work crews by assigning multiple personnel to a crew, and treat the crew as a single labor unit representing the combined labor hours, crafts and skill, and availability of crew members

M Meets

34 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.12.6

Allow users to assign work orders to equipment, workstations and other maintenance facility resources

H Meets

1.12.7

Allow users to review estimated resource availability when assigning work orders based on currently assigned/open work orders

H Meets

1.12.8

Allow users to define a specific release date for a work order and automatically release the work order on the scheduled date.

M Meets

1.12.9

Provide the capability to create a master schedule and calendar by a combination of location, department, and shift or for the entire system, based on a user specified time period, showing dates when work orders are to begin and end.

M Partially meets

1.12.10

Provide the capability to combine detailed schedules to produce consolidated schedules by departments or for the entire system based on a user specified time period, showing dates work orders are to begin and end.

M Partially meets

1.12.11

Provide the option to automatically release work orders for work based on scheduled release dates and notify assigned personnel and designated supervisors and other pre-determined personnel

H Meets

35 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.12.12

Provide the capability to immediately release a single work order to begin work, or release a group of work orders by time period, location, work order type, or asset type. This includes work orders with insufficient labor, parts or maintenance resources available.

H Meets

1.12.13

Provide the ability to reschedule work based on prior work performed on an asset (such as a recent overhaul or rehab job)

H Meets

1.13 Work Activity Recording and Material Consumption

1.13.1

Allow entry or revision of all work order information such as vehicle/asset number and description, current mileage/hours or other meter reading, date opened or work began, maintenance location or facility, personnel assigned and work to be performed (job, steps, etc.)

H Meets

1.13.2

Record detailed information on labor hours and work performed against a work order individually for each person performing work on a work order

H Partially meets

Currently relies on labor batch upload tool

1.13.3

Record detailed information regarding the material consumed in performing a work order by providing full integration between work order processing functions and material inventory functions, including on-line access to inventory information

H Meets

36 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.13.4

Allow authorized users to add or modify work order tasks and other data during the performance of a work order, including work steps, failure codes, work order codes, data entry validation rules, etc.

H Meets

1.13.5

Ability to add unlimited text comments for each major work order task (multiple comments or notes per work order)

H Partially meets

Not unlimited

1.13.6

Provide a method of reserving workstations, equipment, and tools for a work order, recording usage, and of releasing the resources for use on another work order or overriding the reservation

L Meets

1.13.7

Support the inclusion of overhead and indirect labor and material usage on a work order

H Meets Likely requires integration with PeopleSoft

1.13.8

Provide the capability to establish separate standing work orders general work and indirect labor for vehicles/assets and components

H Meets

1.13.9

Allow the user to create and link purchase requisitions to the work order to purchase external vendor services, and charge the expense to the work order

H Meets

1.13.10

Provide the option to include labor and material detail for work performed by an external contractor or vendor at the sub-task/work step level on a work order

H Meets

37 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.13.11

Allow the user to record other miscellaneous or non-PO expenses on the work order with full text descriptions and designated general ledger coding

H Meets

1.13.12

Allow the user to attach and/or link digital objects such as documents, photographs, and other files to a work order

H Meets

1.13.13

Allow the user to designate the work order or a work order sub-task/work step as “completed”

H Meets

1.14 Work Order Tracking and Monitoring

1.14.1

The system should support the real-time monitoring of work order status and provide information required to manage and adjust work as required

H Meets

1.14.2

Allow user-defined status codes (such as planned, scheduled, in process, completed, cancelled, on-hold, etc.) and flexible user configured rules to allow the system to automatically determine work order status

L Does not meet

38 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.14.3

View real-time status information on individual work orders on demand including full detail for all work order information, percent complete based on the projected time to complete remaining tasks, current task or step being performed and the employee(s) currently assigned, number of tasks completed and percentage, hours accumulated against each task, projected completion date/time, percent ahead or behind schedule based on actual labor versus standard for the job tasks or steps completed, accumulated cost detail, and current work order status

H Meets

1.14.4

Allow user-defined exception conditions that automatically alert designated persons, including work orders behind or ahead of schedule by a specified percent or number of hours, work orders delayed due to lack of material or labor, addition of tasks resulting in increases of work exceeding a defined percentage, work orders designated as completed, unscheduled/unassigned work orders involving vehicles out-of-service, and Capital program or campaign work orders that are within a pre-defined percentage of the projected cost.

H Meets

1.14.5

Project the availability of assets based on open work orders and estimated work order completion dates and times.

M Meets

39 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.14.6

Determine the status and projections regarding labor, equipment, workstation, and other resource utilization on the actual progress of work orders, and identify excess capacity, bottlenecks, and other issues.

M Does not meet

1.14.7

Automatically notify specified personnel when an asset being worked on is within or near the window for a scheduled PM job, has open requests/problems posted, has deferred maintenance, or is under warranty

H Meets

1.14.8

Allow authorized users to adjust work orders, including canceling some or all of the remaining work on a work order and automatically releasing all unfilled parts reservations and requisitions; revising time estimates for completion; reassigning work orders between personnel; deferring, rescheduling or placing a work order on-hold, etc.

H Meets

1.14.9

Update the master schedule as work orders progress and as new work orders are created.

H Meets

1.15 Work Order Closeout and Costing

1.15.1

The system should automatically calculate work order costs and update maintenance history

H Meets

1.15.2

Provide for a user-defined approval process to close a work order including recording work order approvals and close-out

H Meets

40 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.15.3

Automatically update vehicle/asset status real-time when work orders are closed

H Does not meet

1.15.4

Automatically update vehicle/asset maintenance history real-time

H Meets

1.15.5

Automatically release personnel assigned to the work order for reassignment when the work order is closed, release any equipment/tools or workstations, and cancel any unfilled material requisitions or reservations

H Does not meet

Labor assignment not supported

1.15.6

Calculate and make available for viewing, all detailed cost information for a work order including labor hours and cost, material cost, miscellaneous cost, external vendor cost, equipment/machine cost and total work order cost

H Meets

1.15.7

Allow the user to view work order hours and costs by account, facility or cost center; work task or work step; internal AC Transit versus external vendor; actual versus standard labor costs; material costs; and total work order costs versus projected or standard cost, etc.

H Meets

1.15.8

Provide the capability for different levels of closed work orders, including closing a work order for work activity, closing for costs accumulation, and final closing after any adjustments.

H Meets

41 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.15.9

Provide a capability to close outstanding work orders on a periodic basis (such as at the end of the week or month) and open a new work order for the next period

H Partially meets

1.15.10

Provide a method of manually closing all work orders of a specific type or location

H Meets

1.15.11

Provide the capability for authorized to edit certain non-financial fields for closed work orders

H Meets

1.15.12

Provide a method of correcting closed work orders (such as the option to re-open a work order or to void and reverse work order transactions, copy to a new work order, etc.)

H Meets

1.15.13

Provide the option to automatically update a standard job based on actual work order data.

H Meets

1.16 Vehicle Component Tracking/Serialization

1.16.1

Provide the capability to define major vehicle components, sub-components, assemblies and sub-assemblies that will be individually tracked by serial number

H Meets

1.16.2

Allow user-defined component status categories for tracking including newly purchased, in-service, unserviceable or "bad order", under repair, serviceable, or scrap

H Meets

42 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.16.3

Automatically accumulate usage (mileage/hours) for a component installed in a vehicle as the vehicle usage accumulates, and maintain both life-to-date and vehicle-to-date usage data for a component

H Meets

1.16.4

Provide support for managing the component pool size for specific serialized components by tracking and reporting on component spare ratios by vehicle series or fleet, providing average repair frequency and cost information and providing component age in time, other usage measures (e.g. transactions), miles and in repair cycles, and projected life remaining

H Meets

1.16.5

Provide the capability to forecast future component replacements based on repair cycles and projected remaining life

H Meets

1.16.6

Provide the capability to utilize bar code or RFID for component tracking, including bar coding tags with component serial numbers and other information

H Meets

43 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.17 Component Rebuild Management

1.17.1

The system should support both internal AC Transit and external vendor component rebuild operations. The system should allow rebuild work orders with all the capabilities described above for maintenance work orders. In addition, the system should have the capability for scheduling and managing rebuild functions.

H Meets

1.17.2

Allow AC Transit to designate standard rebuild jobs for both serialized and non-serialized components

H Meets

1.17.3

Interact with the materials management functionality to check out components to rebuild and to receive orders for rebuilt components to replenish inventory and identify production delivery dates

H Meets

1.17.4

Provide the capability to produce master rebuild schedules on-demand for both internal and external rebuilds based on production volume requirements, standard rebuild jobs, and user-defined time period (e.g. day, week, month)

H Meets

1.17.5

Work orders for serialized components should include functionality to capture labor and material usage by either specific serialized unit or by an average usage for a group of serialized units repaired under a work order

H Meets

44 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.17.6

Allow the option of utilizing multiple methods of applying rebuild costs to value components for inventory.

H Meets

1.17.7

Receive rebuilt components into inventory and closeout the shop order or internal purchase order for the rebuild job.

H Meets

1.18 Operating and Maintenance History, Performance Analysis, and Costs

1.18.1

Maintain operating and maintenance history detail for all assets including problems posted, fuel/power and fluids consumption and operating costs, maintenance/rebuild work order detail, warranty claims, etc.

H Meets

1.18.2

Maintain detail component history regarding the vehicles/assets on which the component was installed, the usage (mileage/hours) accumulated while on each parent asset, the time span that the component was installed, etc.

H Meets

1.18.3

Provide the capability to define specific real-time performance indicators to be automatically calculated and tracked

H Partially meets

Relies in part on AC Reports to include operating data

1.18.4

Provide the capability to compare costs or performance for a specific time period to another time period, i.e., monthly, quarterly, annually, etc.

H Meets

45 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.18.5

Provide the capability for comparisons of all performance and cost indicators between individual persons, groups of personnel, work shifts, specific vehicles/assets, vehicle series/asset models, vehicle/asset subsystems, maintenance jobs, etc.

H Partially meets

Requires custom queries

1.18.6

Provide tools to automatically identify and report trends in performance and history data

H Meets

1.18.7

Support failure analysis for vehicles/assets/components including identifying the subsystem, component or part that caused the failure; calculating the percentage of failures of each type over a user-defined time/mileage period; identifying repeat failures for a user-defined time period and providing detailed failure analysis information for any specific asset failure by date, mileage, time, etc.

H Partially meets

System is capable, but data is not being collected

1.18.8

Provide total maintenance costs by vehicle/asset, series/ model, type of component, maintenance location, etc. by time frame

H Meets Canned report, though not frequently used

1.18.9

Provide actual labor hours, labor cost and material cost breakdowns by type of work performed, task, employee, vehicle series/asset model, etc, to enable analysis of repair and production costs.

H Meets

1.18.10

Provide for the capability to compare planned/budgeted costs to actual costs and provide reporting for identification of cost anomalies and analysis of cost trends.

H Does not meet

Done using PeopleSoft

46 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.18.11

Capture costs for work contracted out to vendors and provide comparisons to standards or previous in-house costs for the same work.

H Meets

Vendor tracking and payments through PeopleSoft, historical data in Ellipse too (transferred from PeopleSoft)

1.19 Warranty Management

1.19.1

Track and maintain all vehicle, asset and serialized component warranty information and status (both new and repaired component warranties)

H Meets

1.19.2

Provide a method to track all warranties based on multiple categories, such as time, miles and performance, as defined by specific performance indicators

H Meets

1.19.3

Maintain warranty information for specific vehicles/assets/components on-line including vehicle/asset/component number, PO number and date, vendor, warranty provisions and coverage, subsystems with variation from basic coverage, date received, date placed in service, warranty effective date, warranty end date, mileage and/or operating hours and elapsed time that warranty begins and ends, etc.

H Meets

47 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.19.4

Ability to change or update warranty terms for a group of assets and apply the new terms to all assets in the group (such as a series of vehicles)

H Meets

1.19.5

Capability to automatically generate and track warranty claims from the work order system including claim number and date, vehicle/asset/component, original cost (if applicable), RMA, repair cost, claim amount, claim status (user-defined categories), claim disposition and date, actual recovery amount or value received by AC Transit, type of disposition (e.g. reimbursement, replacement part, credit toward future purchases, etc.), comments, etc.

H Does not meet

Tracked using an access database

1.19.6

Track and report on number and percent failure under warranty for vehicle/asset components or parts for a specific vehicle series or asset types to determine if the failure exceeds criteria for complete fleet failure, as defined by contract or user-defined warranty provisions

H Does not meet

Tracked outside Ellipse

1.19.7

Provide a method to automatically alert designated AC Transit personnel to the existence of all warranties when defects/problems or work orders are created prior to any repairs or replacements

H Meets

1.19.8

Track warranty work performed by AC Transit personnel and automatically create claims for reimbursement

H Partially meets

Part in access database

48 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.19.9

Track warranty work performed by external contractors and vendors and automatically create claims for reimbursement

H Does not meet

Access database

1.19.10

Provide the capability to re-enter or override warranty information when warranty adjustments occur

H Meets

1.19.11

Provide the capability to generate a detailed user-defined report indicating the dollar amount of warranties recovered for a user-defined time period by maintenance location or system-wide, vendor, vehicle/asset/component series or type or type of failure

H Does not meet

Access database

1.19.12

Provide a method to track warranty replacement parts and associated dollar amount returned to inventory

H Does not meet

Access database

1.19.13

Provide the ability to credit a vehicle/asset or work order based on a warranty claim

H Meets

1.19.14

Provide a method of printing electronically readable (e.g. bar code) warranty tags to physically identify parts and components removed under warranty, and include RMA information for parts and components to be returned to the vendor

H Partially meets

Use barcode scanners in the warehouse

1.20 Long Term Maintenance Resource and Fleet/Asset Planning

1.20.1

Provide support for long term planning for maintenance resources

H Does not meet

49 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.20.2

Provide support for long-term fleet planning by allowing AC Transit to define long term demand for vehicles based on projected service miles by fleet series; estimated vehicle life in miles and years, current vehicle age and mileage, and projected service miles; and report vehicle retirements by year for a user-defined time period (e.g. next 15 years)

M Does not meet

Vehicle renewal plan, outside Ellipse

1.20.3

Provide support for a projected bus retirement schedule M

Does not meet

1.20.4

Provide support for long term asset planning by projecting remaining life for major fixed assets, including linear assets, based on estimated life and current age; revising useful life estimates based on major repairs and rehabilitation projects; defining specific replacement costs for major assets; and producing projected replacement schedules and budgets for major assets by year for a user-defined time period

H Does not meet

1.21 Maintenance Timekeeping

1.21.1

Provide the capability to interface with human resources employee information (PeopleSoft) to serve as reference for maintenance, including employees, location assignment, craft/skill/classification, standard costs or actual personnel costs per hour (regular and overtime).

H Does not meet

50 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.21.2

Provide the capability to establish and maintain a work calendar showing the work schedule for all personnel to serve as the basis for determining labor availability for maintenance work, including work hours, work day per week, shift, planned absences, etc.

H Partially meets

1.21.3

Allow maintenance personnel to “clock-in” and “clock-out” at the beginning and end of their shift to confirm their availability for work

H Does not meet

1.21.4

Allow maintenance personnel to “job-on” and “job-off” specific maintenance work orders to record labor time to a work order.

H Does not meet

1.21.5

Provide the capability to interface with an automated time clock system for clocking and jobbing transactions

H Does not meet

AC Transit in the process of implementing TimeLink

1.21.6

Allow for AC Transit defined tolerances for shift beginning and ending clock times to identify early or late clock-ins/outs.

H Does not meet

1.21.7

Provide the capability to require that a work order or specific task be designated each time an employee jobs-on and off work

H Does not meet

1.21.8

Provide the capability to designate reasons for early clock-out based on AC Transit defined categories

H Does not meet

1.21.9

Provide on-line exception reporting for employees accounting for less than a full shift

H Does not meet

51 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.21.10

Allow employees to be grouped into “crews” with time transactions assigned to each employee in the crew. For example, if the crew jobs onto a work order, time is automatically recorded for each member of the crew until the crew jobs off the work order.

H Partially meets

System is capable, but not being used

1.21.11

Allow designated supervisors and employees to view, edit, and reconcile employee hours (including for absent employees) on-line to account for a full shift

H Meets

1.22 Tool Tracking

1.22.1

Provide the capability to define and maintain an inventory of shop tools and other maintenance equipment for each maintenance location, including but not limited to:

H Meets

1.22.2

Provide the capability to issue tools and equipment from inventory, including the capability to:

M Meets

1.22.3

Provide the option to treat any tool or equipment as maintainable and to apply the component maintenance and tracking capabilities to tools and equipment, including maintenance history and cost

M Meets

1.22.4

Provide the capability to permanently assign tools and equipment to mobile locations, such as road crews and maintenance trucks

M Meets

52 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.22.5

Provide the capability to loan or transfer tools and equipment from one maintenance location to another

M Meets

1.22.6

Allow AC Transit to track tools and equipment leased from external vendors and apply the cost to the work orders that use the tools

L Partially meets

System can do it, but not used

1.22.7

Display and/or report on the status of tools and equipment L

Partially meets

System can do it, but not used

1.22.8

Allow AC Transit to scrap, sell or replace tools and equipment M Meets

1.22.9

Provide the capability to treat tool and equipment inventory as a sub-ledger to designated G/L asset accounts and to pass tool and equipment receipt and disposal transactions to G/L

M Does not meet

1.22.10

Provide the capability to group selected tools and equipment into a “tool set” (similar to a kit for parts) and track the tool box separately

M Does not meet

1.22.11

Provide support for physical inventory of tools using the same capabilities as for inventorying parts, including the use of bar code/serial number

M Does not meet

1.22.12

Provide the capability to track tool and equipment warranties H

Does not meet

53 | P a g e

Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

1.23 Tire Tracking

1.23.1

Provide the capability to identify and track individual tires by serial number, including all the capabilities for component tracking, component rebuild, and component history

M N/A

This function is currently outsourced, and there are no plans to bring this function in-house. The tire vendor regularly provides reports and detailed tire activity

1.23.2

Maintain reference information specific to tires for each tire, including brand, model, type, dimensions, thread life, etc.

M N/A

1.23.3

Provide the capability to identify installation position for tires when installed on a vehicle to designate the actual position of the tire on the vehicle

M N/A

1.23.4

Provide the capability to capture and track thread depth statistics for each tire, report on thread wear, and highlight tires in need of rethread.

M N/A

1.23.5

Capture tire cost per mile and related performance statistics M N/A

1.23.6

Capture tire rethread cost and history in a similar manner to component rebuild

M N/A

54 | P a g e

2. Inventory Requirements

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.1 Inventory Item/Catalog Management and Supporting Files

2.1.1 2.1.1.1 Maintain inventory master file (catalog) data for each unique inventory item H Meets

2.1.1.2 Unique AC Transit stock number (10 digit minimum) H Meets

2.1.1.3 Part description, noun name, key words H Meets

2.1.1.4 Extended description, up to 99 lines H Meets

2.1.1.5 Commodity code/material class reference H Meets

2.1.1.6 Multiple use codes per item (e.g. vehicle series, unit model number, etc.) to indicate which assets use the item H Partially

meets

2.1.1.7 Separate units of measure for inventory, purchase, and/or transfer/issue from a AC Transit defined list H Does not

meet

2.1.1.8 Hazardous material designation based on AC Transit defined categories, with a link to an MSDS if appropriate H Meets

2.1.1.9

Designation to hold item for inspection upon receipt H Partially

meets

Comments indicating inspection request don’t always show

2.1.1.10 Item status (active, inactive, superseded, etc.) from AC Transit defined categories H Partially

meets

2.1.1.11 Unit value/cost (see Inventory Valuation requirements) H Meets

2.1.1.12 Multiple user-defined fields H Meets

2.1.1.13 Part type (e.g., standard part, component, sub-assembly, etc.) from user-defined categories H Does not

meet

55 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.1.1.14 Comments/extended text H Meets

2.1.1.15 Packaging requirement (text instructions for inclusion in purchase orders) H Does not

meet

2.1.1.16 Specification or drawing reference, including a link to attached files, photos, and other documents H Partially

meets Works in PeopleSoft,

not Ellipse

2.1.1.17

Shelf life designation (amount of time the item can remain on the shelf before it is unusable) H Does not

meet

Batch/lot management – can’t carry over from

PeopleSoft to Ellipse

2.1.1.18 Special control/storage designation (secured storage, special containers, etc.) H Does not

meet

2.1.1.19 Date last ordered H Meets

2.1.1.20 Date last received H Meets

2.1.1.21 Previous five vendors and PO numbers H Partially

meets

2.1.1.22 Previous five purchase prices and access to history (scrolling or click to another screen) H Partially

meets Doesn’t work for cores/unit room

2.1.1.23

Cross reference to multiple manufacturers’ or vendors’ names and part numbers with one designated as the primary

H Partially meets

OEM’s original part number is the primary

number

2.1.1.24 Approved substitution part numbers H Does not

meet

2.1.2 2.1.2.1

Allow multiple stocking locations, and maintain inventory item location file for each AC Transit stock number at an inventory location

H Meets

2.1.2.2 Quantity on-hand H Meets

2.1.2.3 Quantity reserved for open or scheduled work orders (or an open request exists for the item) H Partially

meets Relies on the

maintenance side

56 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.1.2.4 Quantity on order H Meets

2.1.2.5 Quantity available (On-hand less reserved) H Partially

meets

2.1.2.6 Next order due date H Does not

meet

2.1.2.7 Bin number (allow multiple bins per stock-room) H Meets

2.1.2.8

Lead time for replenishment

H Meets

Ellipse and PeopleSoft don’t talk to each other for lead time updates

(Ellipse doesn’t get updated from PeopleSoft)

2.1.2.9 Date item last issued H Meets

2.1.2.10 Date item last received H Meets

2.1.2.11 ABC classification of items H Meets

2.1.2.12 Multiple user-defined fields H Meets

2.1.2.13 Safety stock level H Does not

meet

2.1.2.14 Default G/L account to charge (if not issued to work order) L Does not

meet Revisit

2.1.2.15 Comments/extended text H Meets

2.1.2.16 Serial number (if a serialized component) H Partially

meets PeopleSoft does not do

this

2.1.2.17 Lot number (if lot tracking for the item) H Does not

meet

57 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.1.2.18

Back order indication to designate items back ordered from vendor

H Partially meets

Shows up on aging report (Ellipse) or

scorecard (PeopleSoft), but they don’t always

match

2.1.3 2.1.3.1

Maintain part warranty information by part number, vendor number and date last purchased H Does not

meet

Currently pursue warranty for high value

items only

2.1.4 2.1.4.1 Allow hierarchy of inventory items for sub-assemblies and relate to parent item H Meets

2.1.5 2.1.5.1 Allow kitting of inventory material into a separate inventory item and maintain link to individual items H Does not

meet

2.1.6 2.1.6.1 Perform maintenance transactions for inventory master/item location files H Meets

2.1.6.2 Add, edit/retire a new AC Transit stock number record H Meets

2.1.6.3 Supersede an old mfg. part number with a new mfg. part number H Partially

meets

2.1.6.4

Change a bin location for a AC Transit stock number and generate bin labels on demand (description, part number, OEM part number, bin location, hazardous material rating) H Meets

The changes to location made in Ellipse one day sometimes disappear

the next day

2.1.6.5

Print or view a list of slow turnover items by location on demand H Partially

meets

Through CorVu – CorVu doesn’t update

automatically (doesn’t have up-to-date data)

2.1.6.6

Provide the option to flag an item as obsolete when all assets that use the item (based on the “where used” data) are inactive or disposed of

H Meets

58 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.1.6.7

Combine two AC Transit stock numbers into a single AC Transit stock number. Bring over all transaction history and re-average the item cost.

L Does not meet

2.1.6.8

Allow changes in unit of measure; automatically adjust value & quantities (on-hand, on-order, etc.)

H Does not meet

Typically, the system has a unit of record and can support any use of any alternative unit for

which conversion information is supplied.

2.2 Material Request/Issue from Inventory

2.2.1 2.2.1.1 Interface with the maintenance work order module to provide material for maintenance and rebuild work orders H Meets

2.2.1.2 Automatically reserve inventory material when a work order is approved or released for work H Meets

2.2.1.3

Provide the option to specify material reservations as “hard” (prohibit use of reserved material by other work orders) or “soft” (record demand but don’t prohibit use of material)

H Meets

2.2.1.4

Create a material request for each line item specified in a work order bill of material based on the “needed by” date from the work order

M Meets

2.2.1.5 Automatically release all reserved material for a work order when the work order is closed H Does not

meet

2.2.1.6

Provide query as to the status of reserved material (e.g. the work order for which it is reserved, whether the material is available or backordered)

H Does not meet

2.2.1.7

Create a backorder when the quantity requested exceeds the quantity available and track backorders to specific work orders

H Meets Need an online

backorder and a “bus down” report

59 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.2.2 2.2.2.1

Allow authorized users to manually enter/edit/delete a material request for inventory material, including using one or a combination of the several methods of identifying items (as described below)

H Meets

2.2.2.2 Provide the option to automatically number material requests H Meets

2.2.2.3 Identify and request a part using AC Transit stock number or description H Meets

2.2.2.4

Look-up AC Transit stock number using “noun name” or “key word” search, including a string search of the description

H Meets

2.2.2.5 Identify and request a part using a manufacturer part number cross-reference H Partially

meets

2.2.2.6 Look-up and request parts by commodity code H Meets

2.2.2.7

Look-up and request parts by (manually populated) “where-used” (e.g. vehicle series or asset model) H Does not

meet

Need to populate the “where-used” list

manually

2.2.2.8 Look-up and request a part using an electronic parts catalog H Partially

meets

2.2.2.9 View stock status information for a part (quantity on-hand by location, quantity on order, etc.) H Meets

2.2.2.10

Record request header information (requestor, date, time, G/L account and cost center to charge with default based on requestor or location, vehicle, work order or asset number to charge, release date if request is for a future date, inventory location with default based on the location, requesting location with the default based on the requestor, status indicator such as created, approved, etc.)

H Meets

60 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.2.2.11

Include unlimited line items per request with stock number, quantity, unit of measure, and G/L account with default based on the AC Transit stock number or header account

H Meets

2.2.2.12 Provide the capability to request a new or rebuilt/used item H Meets

2.2.2.13 Print a hard copy of the material request upon demand H Meets

2.2.2.14 Allow look-up and viewing for a material request H Meets

2.2.2.15 Allow deletion (cancellation) for material request by authorized users H Meets

2.2.2.16 Option for text comments or "notes" for header/line items H Meets

2.2.2.17 Allow authorized users to save a material request as a template for future requests or as a standard BOM L Partially

meets

2.2.2.18 Provide an option to designate an entire request or a line item to issue only if the complete quantity is available M Meets

2.2.3 2.2.3.1 Submit both work order and non-work order material requests to stockroom electronically H Meets

2.2.3.2 Route to stock room (or print a pick ticket) upon final approval H Meets

2.2.3.3 Store item request history for all approved requests H Meets

2.2.3.4 Reserve the requested quantity for each line item, if available H Meets

2.2.3.5 Allow AC Transit to reserve items for a project or campaign H Meets

2.2.3.6 Flag "backordered" items (requested items not available) H Meets

2.2.4 2.2.4.1 Issue material from inventory

H Meets

61 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.2.4.2

Provide an option to print a pick ticket on demand for a material request in bin order, by warehouse area (zone picking) or by requesting location

H Meets

2.2.4.3 Option to automatically print pick tickets when backordered items are received H Does not

meet Does not work with PeopleSoft interface

2.2.4.4

Option to include Material Safety Data Sheet (MSDS) ratings information on all pick/move tickets for hazardous material

M Does not meet

2.2.4.5 Allow the user to record items issued against the material request (quantity issued for each item and date and time) H Meets

2.2.4.6 Automatically record material issues against the work order from which the request originated H Meets

2.2.4.7 Option for text comments for header/line items H Meets

2.2.4.8 Allow partial issues of requested material quantities H Meets

2.2.4.9 Allow the user to edit/reverse a previously entered issue H Partially

meets

2.2.4.10 Maintain current line item status (e.g., open, backordered, picked, issued, staged, in-transit) H Meets

2.2.4.11 Automatically update quantities on-hand and reserved when items are issued H Meets

2.2.4.12 Display highlighted warning for negative on-hand balances H Does not

meet

2.2.4.13 Ability to manually update item usage M Meets

2.2.4.14 Print an issue ticket/move ticket on demand for an issue H Meets

2.2.4.15 Hold material request lines open until filled or canceled H Meets

2.2.4.16 Automatically close request when all lines have been issued H Meets

62 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.2.4.17

Print or view a list of open material requests/picks pending by various criteria (e.g., work order, need date, AC Transit stock number, by requester, etc.)

H Meets

2.2.4.18 Allow consolidation of pick lists (bin order) for multiple transfer requests H Meets

2.2.5 2.2.5.1

Track and report material availability performance by percent of demand filled, aged backorders, average time to fill request and backorder, backorder trends, etc.

H Partially meets

2.2.6 2.2.6.1 View usage information for each item for the last 13 months H Meets

2.3 Return/Reclaim into Inventory

2.3.1 2.3.1.1 Return previously issued items to stock

H Meets

2.3.1.2

Allow users to return material to stock (G/L account number to credit, cost center, work order or asset number to credit, AC Transit stock number, quantity, unit of measure, returned by user or department, reason for return, comments or notes)

H Meets

2.3.1.3 Automatically update quantity on-hand at adjusted inventory value H Does not

meet

2.3.1.4 Generate move ticket on demand with bin number for restocking/put-away H Does not

meet

2.4 Material Receipt and Stocking

2.4.1 2.4.1.1 Receive material from a vendor or internal department (i.e., rebuild shop) H Meets

2.4.1.2 Ensure material receipt from vendor process mirrors and interfaces with PeopleSoft receipt process as necessary H Partially

meets

63 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.4.1.3

Print a receiving report on demand by line from a PO, BPO release, annual contract, transfer request, or internal rebuild order

H Meets

2.4.1.4

Provide capability to attach photos, scans, or other digital objects to the original request for documentation of packing slips, etc.

H Does not meet

2.4.1.5

Enter a receipt transaction for an open PO, BPO release, annual contract, or internal rebuild order (quantity received for each line and default date and time)

H Meets

2.4.1.6 Allow a "received complete" option for a complete receipt H Meets

2.4.1.7

Allow partial receipts for a line item

H Does not meet

Cannot receive partial lot, would prefer to receive by quantity

instead of by lot

2.4.1.8 Provide capability for use of bulk quantities and bulk pricing as necessary H Partially

meets PeopleSoft issue

2.4.1.9 Automatically update quantity on-hand and on-order upon receipt from vendor H Meets

2.4.1.10 Automatically recalculate item inventory value (new cost average) based on the PO price H Meets

2.4.1.11 Print a bin label/stock ticket on demand for received items, including hazardous material rating H Does not

meet

2.4.1.12 Automatically update the PO release line status H Meets

2.4.1.13 Automatically recalculate average item lead time H Meets

2.4.1.14

Automatically close the PO release when all lines have been received H Meets

For Blanket PO, automatically close when the $ amount

runs out

64 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.4.1.15 Provide an option to include a designation on all move/stock tickets for hazardous material H Does not

meet

2.4.1.16 Allow option for receipt “pending put-away" with separate "put-away" transaction M Meets

2.4.1.17 Permit force close of PO by authorized user and update material receipt automatically H Meets

2.4.1.18 Print or view pending receipts (open PO/BPO releases by due date) H Meets

2.4.1.19

Automatically notify the person processing a receipt and the original requestor when backordered items are received

M Does not meet

2.4.1.20

Print move ticket on demand for backordered items and update material request line item status

H Does not meet

The system current allows users to

backorder items multiple times for the

same asset

2.4.1.21 Support receipt of parts under warranty and other "no cost" replacement parts H Does not

meet

2.4.1.22

Provide the capability to reverse or back-out a receipt if entered incorrectly and adjust PO and/or payment voucher status accordingly

H Partially meets

Cannot adjust payment voucher

2.4.1.23

Provide the capability to create a new asset record when receiving assets, equipment, or serial numbered components

H Meets

2.4.2 2.4.2.1

Support inspection processing for received items "pending inspection" and hold receipts open until the item has passed inspection, the item has failed inspection and is returned to the vendor, or the inspection is cancelled

H Does not meet

2.4.2.2 Print or display inspection list on demand H Does not

meet

65 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.4.2.3 Record accept/reject code to describe reasons and action H Does not

meet

2.4.2.4 Enter/edit inspection data (priority, due date, performed and status) H Does not

meet

2.4.2.5 Ability to enter inspection data on a mobile device and then upload/sync the information with the system M Does not

meet

2.4.2.6 Print inspection labels H Does not

meet

2.4.2.7 Maintain inspection history by part and vendor H Does not

meet

2.4.3 2.4.3.1 Support the resolution of receiving exceptions

H Partially meets

2.4.3.2 Allow for user-defined receipt tolerances (e.g. % quantity variance, etc.) M Partially

meets

2.4.3.3

Record and highlight receipt exceptions by line item and quantity for user-defined categories such as failed inspection, over shipment, damage, etc. H Does not

meet

There is an exception report in PeopleSoft, but need to go in and change data in Ellipse

2.4.3.4

Record vendor performance data (i.e., late shipment, early shipment, wrong material, damaged material, over/under amount requested)

H Meets

2.4.3.5 Hold exception items in suspense pending resolution H Does not

meet

2.4.3.6 Allow for editing/deleting receipt data by authorized users (as controlled by security) H Meets

2.4.3.7 Allow for editing original PO or BPO release by authorized Buyers (as controlled by security) H Meets

2.4.3.8 Allow users to split line item quantities for exceptions (e.g. quantity damaged, over shipped quantity) H Meets

2.4.3.9 Record a resolution code to designate how exception was resolved H Does not

meet

66 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.4.3.10 Include option for text comments or "notes" for header/line items H Meets

2.4.4 2.4.4.1 Allow for returning items to the vendor (or internal department) H Meets

2.4.4.2 Ensure the return to vendor process mirrors and interfaces with the PeopleSoft process H Partially

meets

2.4.4.3 Designate return for credit, replacement, repair, etc. H Meets

2.4.4.4 Accept a vendor return authorization code or number H Meets

2.4.4.5

Update PO or BPO release line item status

H Partially meets

Strictly driven by receipt or not (no receipt if parts are

rejected)

2.4.4.6 Update payment voucher line item status (if already entered) H Meets

2.4.4.7 Allow the user to group line items by vendor for multiple returns M Meets

2.4.4.8 Print a return ticket/bill of lading for the return shipment on demand H Meets

2.4.4.9 Identify items returned under warranty H Does not

meet

2.4.4.10 Provide the capability to identify a carrier for the return shipment and to track the status of the shipment H Does not

meet

2.5 Material Replenishment

2.5.1 2.5.1.1

Designate a replenishment method (and parameters) for each item at each location using min/max, fixed interval, fixed schedule, on request only, EOQ/ROP or fixed ratio replenishment method

H Meets

67 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.5.1.2 Min/Max H Meets

2.5.1.3 Economic order quantity/reorder point (EOQ/ROP) H Meets

2.5.1.4 Fixed interval H Meets

2.5.1.5 Fixed schedule H Meets

2.5.1.6 Fixed ratio H Meets

2.5.1.7 On request only H Meets

2.5.2 2.5.2.1

Designate a default and alternate replenishment source for each item at each location (i.e., transfer, purchase requisition, internal repair)

L Meets

2.5.3 2.5.3.1 Replenish inventory based on a AC Transit defined schedule

H Meets

2.5.3.2 Assign responsibility for replenishment to employees by commodity code H Meets

2.5.3.3

Automatically display/print a list of items in need of replenishment listing AC Transit stock number, description, inventory location, quantity-on-hand, order quantity

H Meets

2.5.3.4 Automatically combine items with the same source (e.g. items on the same BPO release) H Meets

2.5.3.5 Allow authorized users to edit replenishment data (quantity, due date, etc.) H Meets

2.5.3.6 Allow users to select up to five preferred vendors for a purchase requisition H Partially

meets PeopleSoft issue

2.5.3.7 Allow the user to manually combine/split items by source H Meets

68 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.5.3.8

Allow the user to cancel replenishment for an item or add another item to the list, or reduce order amount

H Partially meets

Need to ensure that a reduction in one system

(Ellipse) leads to a reduction in another

(PeopleSoft)

2.5.3.9

Allow the user to electronically approve replenishment and automatically create the appropriate documents on-line (i.e., purchase requisition, purchase order, transfer request from another location, and internal PO or work order)

H Meets

2.5.3.10

Ensure purchase order process properly mirrors and interfaces with the purchase order process in AC Transit’s PeopleSoft system

H Partially meets

2.5.3.11 Ensure item and vendor data interface with AC Transit’s purchase order process in PeopleSoft H Partially

meets

2.5.3.12 Ensure real-time updates to purchase orders to and from AC Transit’s PeopleSoft system H Does not

meet

2.5.3.13 Automatically route documents as predetermined by the user H Meets

2.5.3.14

Automatically update the on-order quantity, order date, due date

H Partially meets

The system possesses the capability, but

interface issues have crippled the functionality

2.5.4 2.5.4.1 Maintain and/or calculate replenishment information

H Meets

2.5.4.2

Automatically update average lead time by item based on recent receipts with option to perform up-dates manually on individual selections

H Partially meets Manual updates only

2.5.4.3 Option to automatically or manually calculate safety stock levels based on usage patterns H Does not

meet Manual updates only

69 | P a g e

Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.5.4.4

Option to automatically or manually calculate min/max values based on standard formula

M Partially meets

Not used because of seasonal variations, etc. Would be helpful if the parts were tied to fleet

ID for review

2.5.4.5 Option to automatically or manually calculate ROP/EOQ parameters based on standard formula H Partially

meets

2.5.5 2.5.5.1 Generate material demand forecasts

H Does not meet Can’t forecast by group

2.5.5.2 Forecast demand by location for next "x" periods using historical usage H Does not

meet

2.5.5.3 Forecast demand by location based on planned maintenance programs and campaigns H Does not

meet

2.5.5.4 Adjust demand forecast for seasonal factors and allow adjustment H Does not

meet Use an offline list

2.5.5.5

Project inventory stocking levels and inventory value by location based on forecasts H Does not

meet

Requires forecast information from

maintenance

2.6 Material Transfer Between Stockrooms

2.6.1 2.6.1.1 Create a transfer request to replenish an item from another stockroom H Meets

2.6.1.2 Allow any location to transfer material to any other location H Meets

2.6.1.3 Designate default inventory location from which to transfer material (such as a central warehouse) H Meets

2.6.1.4

Automatically create a request when replenishment is triggered (requesting location; date and time; default G/L account number to charge; cost center default location to transfer from; status indicator such as approved, pending, etc.; priority code; and date required, etc.)

H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.6.1.5

Include unlimited line items per request (stock number, quantity, unit of measure, G/L account with default to header, cost center)

H Partially meets 99 line limit

2.6.1.6 Allow manual creation of a transfer request H Meets

2.6.1.7 Allow edit/cancellation of transfer requests H Partially

meets Too many steps – not

user friendly

2.6.1.8 Route transfer request to "transfer from" location upon approval H Meets

2.6.1.9 Reserve the requested quantity for each line item, if available L Meets Functionality is not

being used

2.6.1.10 Flag "back ordered" items (requested items not available) H Does not

meet

2.6.1.11 Update quantity on order for requesting location L Does not

meet AC Transit doesn’t have

set locations

2.6.1.12 Include option for text comments or "notes" for header/line items H Partially

meets Not enough space

2.6.2 2.6.2.1 Transfer material from an inventory location (transfer-out)

H Meets

2.6.2.2 Print pick lists (bin order) on demand H Meets

2.6.2.3 Allow entry of transfer-out for the transfer request (quantity transferred for each line and date and time) H Partially

meets Do not have date and

time per line item

2.6.2.4

Allow entry of transfer-out without transfer request (date and time, default G/L account to charge, cost center, default transfer from inventory location, default requesting location, option for text comments for header/line items)

L Partially meets

Does not properly record the process

2.6.2.5 Unlimited line items per transfer request with AC Transit stock number and quantity H Partially

meets Current limit is 99 items

2.6.2.6 Allow partial transfers of requested material quantities H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.6.2.7 Allow for editing/adjusting transfer-out information H Meets

2.6.2.8 Print a shipping ticket/move ticket on demand for a transfer-out H Meets

2.6.2.9 Maintain transfer request line item status (e.g., open, backordered, picked, in-transit, closed) H Meets Need to run the reports

2.6.2.10 Automatically update quantities on-hand and reserved H Meets

2.6.2.11 Hold transfer request lines open until filled or canceled H Partially

meets Need a back order

system for this to work

2.6.2.12 Permit user to consolidate transfer requests into pick lists (bin order) M Does not

meet

2.6.3 2.6.3.1 Receive material transferred from an inventory location (transfer-in) H Meets

2.6.3.2 Enter a transfer-in receipt on-line against a transfer-out with quantity received for each line and date and time H Meets

2.6.3.3 Allow for editing/adjusting transfer-in information H Meets

2.6.3.4 Allow for editing original transfer request information H Meets

2.6.3.5 Automatically update quantity on-hand and on-order H Meets

2.6.3.6 Automatically update transfer request line status H Meets

2.6.3.7 Automatically close request when all lines transferred-in H Meets

2.6.3.8 Print or view material transfers in-transit by sending or receiving location or by AC Transit stock number H Meets

2.6.3.9 Record and highlight transfer-in receipt exceptions H Meets

2.6.3.10 Allow for returning items to originating location H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.6.3.11 Record transfer exception and resolution history H Meets

2.6.3.12 Include option for text comments or "notes" for header/line items H Does not

meet

2.6.3.13 Display bin location for receiving storeroom put-away H Meets

2.6.4 2.6.4.1

Allow the option of performing an immediate transfer between locations without a separate request and transfer transaction

L Meets

2.6.4.2 Perform simultaneous transfer-out and transfer-in transactions L Meets

2.6.4.3 Information requirements and processing same as for above transactions L Meets

2.7 Cycle Counting/Physical Inventory

2.7.1 2.7.1.1

Maintain cycle count schedule

H Partially meets

DJQBAT used for this – Ellipse can’t establish full parameters – just random parts. Ellipse

does reserve the locations during the

cycle counts.

2.7.1.2 Maintain default cycle count frequency for each item H Partially

meets

2.7.1.3 Allow user to set count frequencies by ABC class H Partially

meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.7.1.4

Automatically create a cycle count schedule based on user options (rotate items for counts based on last cycle count date and count frequency, generate a random sample count schedule, schedule items for counts based on user specified range of bin locations, and schedule items for counts based on user specified stock number range)

H Partially meets

2.7.1.5 Allow user to add/edit/delete items from count schedule H Partially

meets

2.7.1.6 Print/display schedule on demand by count date, including multiple bin numbers on the list. H Meets

2.7.2 2.7.2.1 Support regular cycle counts and physical inventory counts

H Meets

2.7.2.2 Create count sheets/digital list on demand based on cycle count schedule/date H Meets

2.7.2.3 Create count sheets/digital list on demand for a user specified bin range H Does not

meet

2.7.2.4

Support "blind" counts (current on-hand quantity not on count sheet) by inventory location, AC Transit stock number, part description, bin number (listed in bin order), date/time the count sheet is generated)

H Meets

2.7.2.5

Option to "freeze" transactions for the selected items until count is complete H Meets

Difficult because locations are changing

throughout the day

2.7.2.6 Create count sheets/digital list on demand for a random sample H Does not

meet

2.7.2.7 Support real-time counts using bar code readers (see bar code section) M Meets

2.7.3 2.7.3.1 Support cycle/physical count reconciliation on-line

H Partially meets

Can’t do with the scanner

2.7.3.2 Allow entry of counted quantities and count date for scheduled items H Partially

meets Can’t do with the

scanner

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.7.3.3 Allow the user to designate count tolerances by ABC classification H Meets

2.7.3.4 Highlight items with cycle count discrepancies (hold in suspense) H Meets

2.7.3.5 Generate "re-count" sheets on demand for item count discrepancies H Partially

meets

2.7.3.6 Allow entry of re-counted quantities and count date H Meets

2.7.3.7 Allow the user to designate a resolution code for discrepancies H Meets

2.7.3.8 Allow the user to enter comments/notes H Does not

meet

2.7.3.9 Automatically unfreeze items when counts match or errors resolved H Meets

2.7.4 2.7.4.1 Generate cycle/physical count adjustments

H Meets

2.7.4.2 Maintain default G/L accounts for count adjustments H Meets

2.7.4.3 Allow adjustments to be routed for electronic approval H Meets Need to add electronic

codes for adjustments

2.7.4.4 Print/display detailed adjustment information H Meets

2.7.4.5 Generate adjustments to quantities on-hand and appropriate G/L accounts upon approval H Meets

2.7.5 2.7.5.1 Track and report cycle counting/physical inventory performance H Partially

meets

2.7.5.2 Count audit report -- all counts, entries and reconciliation actions H Meets

2.7.5.3 Inventory variance (dollars/items), before and after reconciliation H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.7.5.4 Inventory accuracy percentage, count variance trends, and averages by location H Meets

2.7.5.5 Count status (status of counts in progress) H Does not

meet

2.7.5.6 Counting activity summary (i.e., items counted, reconciled, etc.) H Meets

2.8 Component Inventory and Serialization

2.8.1 2.8.1.1 Identify specified items as repairable components

H Meets

2.8.1.2 Identify specific units in inventory by serial number for serialized components H Meets

2.8.1.3

Provide the capability to separately track components in inventory based on the component status (i.e. separate quantities, costs, bin numbers, etc.) for newly purchased, rebuilt or repaired items in good working order and items in bad working order and in need of repair

H Meets

2.8.1.4 Provide the ability to value components differently based on the component’s status (new, repaired, awaiting repair) H Meets

2.8.1.5 Allow the option of valuing bad components at standard cost (core value) H Meets

2.8.1.6 Allow for valuing good components at average or actual repair cost H Meets

2.8.1.7

Provide the ability to identify the quantity of units in each status for a specific component (i.e., quantity new, rebuilt, bad order)

H Meets

2.8.1.8 Receive repaired components at the designated work cost for the rebuild work order H Meets

2.8.2 2.8.2.1 Support exchange of bad components (requiring repair) or cores for good components from inventory H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.8.2.2 Designate items requiring an exchange of the bad part upon issue from inventory H Meets

2.8.2.3

Track and report exchanges pending by user and by location, based on components issued with no bad part exchange

H Meets

2.8.2.4 Allow reclaim of bad component into inventory at standard cost (credit the user account) H Meets

2.8.3 2.8.3.1 Support inventory transactions for component repair/rebuild H Meets

2.8.3.2 Issue bad components from inventory to a purchase order or internal rebuild order for repair H Meets

2.8.3.3

Track the number of bad components issued for repair by repair location (internal department number, vendor number, etc.)

H Meets

2.8.3.4 Receive internally repaired components at the value specified by the work order cost H Meets

2.8.3.5 Receive externally repaired components at actual vendor repair cost H Meets

2.8.3.6 Scrap unrepairable bad components from inventory; ability to generate inventory adjustments H Meets

2.8.3.7 Provide the capability to record changes in serial number when a vendor provides a replacement core or component H Meets

2.8.4 2.8.4.1 Track specified items by serial number

H Meets

2.8.4.2 Store serial number for individual components (units) H Meets

2.8.4.3 Record serial number on all inventory transactions H Partially

meets Not usable

2.8.4.4 Maintain current status (condition, location) of serialized components H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.8.4.5 Allow on-line query of status and transaction history by serial number H Meets

2.8.5 2.8.5.1 Support warranty related inventory transactions

H Meets

2.8.5.2 Track components reclaimed as warranty failures (at good component cost) pending warranty repair H Meets

2.8.5.3 Issue components for warranty repair H Meets

2.8.5.4

Receive warranty repairs at zero repair cost (no inventory value adjustment, e.g., move quantity pending warranty to good quantity on-hand)

H Meets

2.9 Grant Material Tracking

2.9.1 2.9.1.1 Allow for specifying material as purchased with public funds (capital material) H Meets

2.9.2 2.9.2.1 Allow allocation of capital material by funding source and capital project number H Meets

2.9.3 2.9.3.1 Allow for separate inventory value, quantity, and G/L account code/cost center for capital material H Meets

2.9.4 2.9.4.1 Track material on-hand, reserved, and issued by capital project/funding source H Meets

2.9.5 2.9.5.1

Provide the capability to track “capital spares” (spare material purchased with an asset and included in the overall cost of the asset) without double charging when the material is used.

H Partially meets

2.10 Inventory Accounting/Valuation/Adjustments

2.10.1 2.10.1.1 Record G/L account numbers and cost centers for all inventory transactions H Partially

meets

2.10.2 2.10.2.1 Allow inventory to be valued at a system average cost across all locations H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.10.3 2.10.3.1

Automatically update inventory item value based on price related inventory transactions (e.g. receipts, returns to vendor, etc.)

H Partially meets

2.10.4 2.10.4.1

Automatically adjust inventory item value based on invoice price changes and cascade changes for transactions occurring since receipt

H Meets

2.10.5 2.10.5.1 Allow manual adjustment transactions for authorized users

H Meets

2.10.5.2 Allow adjustments to physical quantity on-hand H Meets

2.10.5.3 Allow adjustments to inventory value H Meets

2.10.5.4 Allow inventory scrap/write-off transactions H Meets

2.10.5.5 Allow text comments/notes for each adjustment transaction H Does not

meet

2.10.5.6 Allow default G/L account numbers and cost centers for inventory adjustments H Meets

2.10.5.7 Generate G/L and cost center adjustment transactions for all value related inventory adjustments H Meets

2.10.5.8 Maintain audit trails for all inventory transactions H Partially

meets

2.10.6 2.10.6.1 Maintain balance between inventory value and user specified G/L inventory asset account and cost center H Meets

2.10.6.2 Charge expense account for material cost upon issue H Meets

2.10.6.3 Increase inventory asset upon material receipt H Meets

2.10.6.4 Increase inventory asset upon reclaim/return to stock H Meets

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Section Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

2.10.6.5 Charge expense account for write-offs and adjustments H Meets

2.11 Inventory RF Bar Code Processing

2.11.1 2.11.1.1

Allow use of RF bar code readers on-line for all inventory transactions (issues, receipts, returns to stock, picks, reclaims, transfers, cycle counts, etc.)

H Meets

2.11.2 2.11.2.1

Print bar code labels on demand by location, by item or bin sequence on system documents such as requests, receiving reports, etc.)

H Meets

2.11.3 2.11.3.1 Provide cycle count lists in bin order on hand held units

H Meets

2.11.4 2.11.4.1 Allow user to record counts on-line through hand-held units

H Meets

2.11.5 2.11.5.1 Ensure compatibility with AC Transit barcode system including software and hardware H Meets

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3. Interfaces

Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Comments

3.1 Interface

3.1.1 PeopleSoft ERP System

The PeopleSoft ERP system will need to interface with the asset management system to obtain and mirror purchase order information in real time, item information, vendor information, and voucher information (manage service and maintenance contracts). The asset management system will need to send parts and requisition information to PeopleSoft. Potential need for human resources information such as staff schedules, labor classifications, and burdened hourly costs to support tracking of labor in the asset management system. It is anticipated that TimeLink will interface

Bi-directional High Partially Meets

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Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Comments

3.1 Interface

with PeopleSoft and the labor information will then be transferred to the asset management system.

3.1.2 DJQBAT Barcode reader and label

printer software that will need to both receive and send information to the asset management system in real time

Bi-directional High Meets

3.1.3 Fleet Watch Need to receive in real time

fuel & fluid (oil, coolant, etc.) consumption and mileage tracking system for both revenue and non-revenue vehicles.

Send vehicle status and location to Fleet Watch.

Bi-directional (in to asset management system)

High Meets

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Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Comments

3.1 Interface

3.1.4 SATCOM/future CAD/AVL system

Need to receive in real time Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) information for road calls and operations/onboard system data as needed; may be used in future to support comparison of scheduled transportation by OCC with vehicle availability and to track the physical location of vehicles.

Uni-directional (in to asset management system)

Potential future data flow from asset management system to CAD/AVL to give vehicle availability for vehicle assignment

High Meets

3.1.5 Road Calls Need to receive in real time

information from road call tracking web application that coordinates Maintenance and Transportation findings for each road call.

Uni-directional (in to asset management system)

High Meets

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Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Comments

3.1 Interface

3.1.6 Labor Batch Uploader

Need to receive mechanic labor hours from labor batch uploader, unless labor hours tracking functionality is provided out of the box by the system

Uni-directional (in to asset management system)

High Meets Existing labor batch upload tool created by AC Transit does not reliably populate data correctly

3.1.7 SCADA systems (future)

SCADA systems may be in place at future BRT stops and could provide important real time information on asset condition and maintenance needs. SCADA systems may also monitor facilities systems in the future

Uni-directional (in to asset management system)

High Does not meet

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Section Req. # Existing/Future Systems

Purpose/Requirement Data Flow Priority Current System Capability

Comments

3.1 Interface

3.1.8 Spreadsheet data import

Support batch upload of data to the system from standard spreadsheet file formats to import various types of data from vendors (e.g. configurations, parts, work orders, etc.).

Uni-directional (in to asset management system)

High Does not meet

4. General Requirements This section presents the general requirements for the asset management system. These requirements present the non-business characteristics of the system and primarily apply when the server hardware is on-site. Many of these requirements may not apply in case of Software as a Service (SaaS) offering.

The general requirements are divided into the following functions:

Security: These requirements describe the need to control access, and include controlling who may view and alter application data. Audit trail: These requirements indicate the activities that will be recorded in the application’s audit trail. Reliability: These requirements list the acceptable level of reliability Recoverability: These requirements deal with the ability to restore function and data in the event of a failure. Usability: These requirements relate to the ease of use of the system, including responsiveness to user input Reporting: These requirements list general reporting capabilities that are expected from the system Data retention: These requirements list the requirements relating to retaining data that is entered in the system and being stored

within the system.

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.1 Security

4.1.1

Capability to protect Application Data from contamination and/or erasure by users.

H Meets

4.1.2

Capability to protect sensitive AC Transit and contractor data from casual access. For example a supplier’s specific cost information.

H Meets

4.1.3

Capability to provide a user logon interface that is designed to allow access to specific data by designated users within AC Transit. For example, users in the Maintenance Division may not need access to facilities data. Also, some users need an access for a specific purpose such as preparing reports, while another user may need full administrative access.

H Meets

4.1.4

Capability to restrict access to a limited number of individuals with permission to alter data tables, applications and other database configurations. For example, in order to protect the integrity of the data, only designated members of the IT section shall have these permissions.

H Meets

4.1.5

Capability to limit some users to "View Only" access in specified parts of the system.

H Partially meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.1.6

Capability to monitor and control access to interfacing systems, by restricting other systems’ access by an additional layer of password security or other means.

H Meets

4.1.7

Capability to provide a robust authentication procedure to be employed for all logins. For example, VPN remote access may be allowed with authentication.

H Does not meet

4.1.8

Capability to require passwords to be changed on a regular basis. For example, the system should prompt the user every three months to request a change in password.

H Does not meet

4.1.9

Allow users to request password reset requests from the web interface. Users should be assigned temporary passwords and required to change at first login.

M Does not meet

4.1.10

Allow users to choose from multiple roles if the user is assigned more than one role (e.g. Project Manager, administrator).

H Meets

4.1.11

Facilitate Single Sign-on to use enterprise login information for staff and allow use of VPN or request login credentials for web-based modules.

M Does not meet

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.2 Audit Trail

4.2.1

Capability to provide a report of the date & time, any changes, adds or deletes made and the logon ID of the user accessing monitored data files. For example, in the event of data corruption, erasure, or other contamination, a report shall be available to detail user recent activity.

H Partially meets

4.2.2

Capability to segment users by division and configure audit capabilities only to users with access to the defined databases.

H Does not meet

4.3 Reliability

4.3.1

Capability to meet a Monthly Mean Time to Repair (MTTR) performance of five minutes. MTTR is figured by dividing total system down time by the number of outage occurrences for the month.

H Does not meet

4.3.2

Ability to provide same-day replacement for failed hardware parts causing system outage (down-time) and twenty-four hour turn-around time for repair and/or replacement of defective parts.

H Meets

4.3.3

Capability to perform system backups that are transparent to the administrators, providing a clear status of backups and restores.

H Does not meet

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.3.4

Capability to preserve system configuration and preferences through any upgrades applied to the system.

H Partially meets

4.4 Recoverability

4.4.1

Capability to provide data redundancy to protect against loss of data due to system failure In the event of a total failure of the system, the database shall be recoverable and be restored to the image that existed at the time of failure.

H Meets

4.4.2

Capability to recover from or not be impacted by a commercial power failure. A given power failure may be just from a moment to many hours. It is expected that all functionality and data access would remain intact. An alternate source of power shall be available and the system should be wired to that source of power in emergencies.

H Partially meets

4.4.3

Capability to restore full functionality and data integrity within thirty minutes of detecting the failure. Critical hardware spares and recent system & data backups shall be available on site.

H Partially meets

4.4.4

Capability for provision of remote technical support for the system, including monitoring, diagnosis, and repair of issues.

H Partially meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.5 Usability

4.5.1

Capability to provide response to user queries in three seconds or less. For example when an icon or menu item is selected, the user should notice no delay in viewing the requested screen or data list.

H Does not meet

4.5.2

Capability to support a high transaction volume and provide users with real-time data.

H Partially meets

4.5.3

Capability to provide user multi-tasking with system screens. For example, a user may have multiple screens open and active while also using other application screens.

H Meets

4.5.4

Capability to provide system user documentation that is comprehensive, clear and easy to use. System user documentation shall provide quick answers to questions regarding the navigation of the system screens.

H Partially meets

4.5.5

Capability to configure the system, including user screens to change terms and process workflow to match AC Transit requirements, and to increase usability by different divisions (e.g. fleet maintenance, facilities maintenance, etc.)

H Partially meets

4.5.6

Capability to print various screens in a “print ready” format for review and other purposes

H Partially meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.6 Reporting

4.6.1

The system shall provide the ability to export data to an external reporting tool using an ODBC connection

H Meets

4.6.2

The system shall provide the capability to create both canned (built-in) reports as well as ad-hoc reports based on database fields

H Partially meets

4.6.3

The system shall support recurring, automated report runs at a user-scheduled interval

H Partially meets

4.7 Data Retention

4.7.1

Ability for the administrator to delete old records as required. It is anticipated that the records will be archived most of the time and not deleted, but a deletion may be required in case of duplicate entries or other unforeseen circumstances.

H Meets

4.7.2

Capability to store project related data for an indefinite period of time. For example, project related data may be retained for the life of the asset. There may be varying degrees of retention requirements throughout the system database, from "none" to indefinite.

H Partially meets

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Section

Req. # Req. # Business (Functional) Requirement Priority

(H/M/L)

Current System

Capability Comments

4.7.3

Ability to save data in a common or easily accessible format. This may include .pdf, MS Word, MS Excel, or other common format. This ability will enhance the function of emailing and/or printing.

H Partially meets