The City of Orlando is the economic hub of Central Florida. The nearly 4,000 employees of the municipal government provide police and fire protection, the infrastructure for transportation, water supply and sanitation, and a range of community and cultural services. It is easy to imagine all the equipment and supplies that are needed for these employees to serve the citizens of Orlando.
Accountability is the primary driver for many of the decisions made by the administration at the City of Orlando. Nowhere can this be seen more clearly than in management of City assets and consumables. IntelliTrack Inc. is pleased to be able to provide a full service solution for the City’s materials management and asset tracking.
In 2013, a City project team was tasked with finding replacement technology for tracking inventory and reporting the financial transactions. Key players were subject matter experts from City Stores and Asset Management, people who thoroughly understood the operations, what would work and what would not. It was recognized that any solution was only as good as the capacity of the front line workers to implement it.
An essential feature for a new system would be the capacity to integrate with Workday, the enterprise application used by the City for HR and financial management. This meant data exported from the new technology would have to meet the file format requirements of Workday. It was also critical that the data be protected in an SFTP environment. Meanwhile, of course, staff had to be able to continue operations while a solution was sourced and implemented.
Sourcing the Solution
The project team realized they did not have the resources to design an application themselves. After they developed a shopping list of functionalities, they began the search for an off-the-shelf product.
As they looked at packages that would meet their basic functional requirements, the project team narrowed the possibilities to a short list of half a dozen providers. IntelliTrack Inc. quickly emerged as a leader. Their website was accessible and informative and the City’s first contact with a sales rep focused on the City’s functional needs, not just the IntelliTrack products.
The City entered into a series of discussions with the IntelliTrack project manager. His quick grasp of the situation and willingness to adapt the IntelliTrack product won the day. Every aspect of the operation was then reviewed in order to develop the Scope of Work and Programming Documents as a practical framework for moving forward.
The IntelliTrack Solution
The City of Orlando decided to subscribe to IntelliTrack Stratus ISRP and Stratus Assets packages. There are three interface points between IntelliTrack Stratus and Workday:
- Asset details from Workday to Stratus
Detailed information about all assets is based in Workday. The user who is ready to perform the physical inventory can export the information by location to a CSV file on an SFTP site to ensure a secure transfer. Stratus will then import from the SFTP file and add or update data, as necessary.
- Asset validation from Stratus to Workday
Once the inventory is complete, the updated data is exported in a CSV file back to an SFTP site where it can be accessed by the Workday user. The data capture includes asset number, manufacturer, fund, cost center, business unit, assignee, asset name and description, location, date and user performing inventory.
- Material consumption from Stratus to Workday
The end of day data exported from Stratus to Workday tracks transactions on all consumables from printer cartridges to shovels, including date, cost centers, ledger accounts, spend categories and amount.
It was important for the City to capture as much financial detail as possible. To this end, IntelliTrack also modified the item label and the packing list to include information such as cost center, ledger account and unit cost.
Roderick Scott, an experienced technology business analyst, was the project manager for the City of Orlando. He was impressed by the way IntelliTrack focused on a standard functionality but also recognized that every business has its own unique way of operating. Scott notes, “We had a small custom piece for our reporting but IntelliTrack was able to incorporate it in a way that accommodated us while maintaining the integrity of the product.”
Implementation of Stratus ISRP/Assets
Once there was signoff on the Scope of Work and Programming Documents, the IntelliTrack specialists worked with City of Orlando staff to:
- Install application – 5 weeks
- Alpha testing – 2 weeks
- Beta testing – 2 weeks
- Training – 2 weeks
In order to control the flow of information, an efficient system was developed for IntelliTrack to respond to questions from City staff. All queries or comments and their responses were filtered through the City project manager and the application administrator. This process allowed all stakeholder employees to be involved in the process, but still maintained a clear, focused communication.
The training went well with the two City of Orlando subject matter experts handling the staff training in City Stores and Asset Management. Also, two employees in each business unit were trained on how to order consumable inventory so there is consistent end-to-end reporting of the financial impact of inventory transactions. The application is praised as being user friendly and intuitive.
The project milestones were all met in a timely manner, allowing the system to go live on March 19, 2014. There have been the usual minor glitches to work out, but IntelliTrack was immediately responsive and able to resolve the problems.
Although there are no substantive metrics available yet, there is an overall satisfaction with the IntelliTrack Stratus ISRP/Asset solution. There is an increased accountability for tracking inventory and its cost to the City. The reports are invaluable for ordering and deploying inventory which allows for better financial management overall. There is a robust audit trail.
City managers were comfortable in managing employee expectations about the change and overall satisfaction is high. IntelliTrack was seen as being responsive and paying attention to the details that are important in the daily routine at the City. There was an important bonus for the supervisor of City Stores when the IntelliTrack project manager took the time to train him how to design his own reports.
IntelliTrack will be adding an average costing functionality to its Stratus applications to increase the usefulness of the financial reports for management. Although there are no commitments at this time to installing more IntelliTrack applications, there is interest in the functionalities of the public safety packages.
City of Orlando technology professionals are expected to provide efficient, reliable and innovative solutions to City departments. IntelliTrack is proud of being able to support City staff in fulfilling that mission in the area of asset tracking and materials management.
To find out how IntelliTrack Inc. can help your company manage its inventory more efficiently, call 888-583-3008, or visit the website at www.IntelliTrack.net.