DPW ClientPresentation

8/13/2019 DPW ClientPresentation

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Cambridge DPW:Technology &

Snow ClearingAlice Yang, Nathalie Bloch, &

Tyler Jaeckel


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DPW: SNOWCLEARINGTECH.

DPWs Job:Clear snow and ice frompublic streets and sidewalks

Our Task: Explore the use of technology

in the snow clearing process


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Receivescompletedsnow workslips from

supervisors

Enters datainto payroll

Receivesinvoices fromcontractors

Does invoicetime matchcompletedwork slip?

Yes

No

Does invoiceequipment

matchcompletedwork slip?

Speaks withsupervisor

and checksoriginal work

order to

reconcile

Requestspayment

NoSpeaks withsupervisor

andcontractor to

reconcile

Yes

Payroll Data Entry Clerk


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Obtains snowwork slips

from support

staff whocalled incontractors

Enters workorder info forcontractors

into snowdatabase

Receives actual sign-in/out of DPW staffand contractors

completed work slipswith clock-in/outtimes

DPWemployee or

contractortime record?

Entersemployeetime into

snowdatabase

Employee

Contractor

Do the work sliphours and

equipmentmatch theoriginal work

order?

Appliesemployeehourly ratesand obtains

total

Appliescontractor hourly

rates andequipment ratesand obtains total

No

Yes

Updates thedatabase

with newhours and

equipment

Obtains grandtotal and reports

to superintendent

Snow DatabaseData Entry Clerk


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Who/What of the Snow Clearing

Who Interests

Residents Snow cleared quickly and as often as needed

Streets and sidewalks are safe

Complaints addressed

DPW Superintendentof Streets

DPWs good reputation maintained

Verifiable measures of performance

DPW Admin andSupport Staff

Less paper work

Ease of entry of data

Minimize errors

DPW DistrictSupervisors

Workers show up on time

Quality work done in a timely manner

DPW Drivers

Ease of work Less micromanagement

Equipment in good working order

Correct hours paid

Contractors More work during the season

Paid accurately and on time

Easy scheduling and access to job orders

Efficiency

Administrative

Ease

Performance

Management


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Funneling Through

Technological Ideas

Applicability

Effectiveness

Ease ofImplementation

Cost

Sensor Spray

IntegratedData System

Service Management Systems GPS


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Products Explored:

Service Management Systems


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Potential Savings

5 Year Average1% Total Time

Savings

5% Total Time

Savings

15% Total Time

Savings

25% Total Time

Savings

50% Total Time

Savings

Total Cost Hours/Year Hours Savings Hours Savings Hours Savings Hours Savings Hours Savings

DPW Administrative Time $ 10,796 311 3 $ 108 16 $ 540 47 $ 1,619 78 $ 2,699 155 $ 5,398

DPW Overtime $ 355,442 10,534 105 $ 3,554 527 $ 17,772 1,580 $ 53,316 2,634 $ 88,860 5,267 $ 177,721

Snow Contractors $ 495,715 4,252 43 $ 4,957 213 $ 24,786 638 $ 74,357 1,063 $ 123,929 2,126 $ 247,857

$ 861,952 15,097 151 $ 8,620 755 $ 43,098 2,264 $ 129,293 3,774 $ 215,488 7,548 $ 430,976

Administrative Savings

Data Entry (Payroll, Contractor Slips, SnowDatabase)

Employee/Contractor Management Resource Distribution

Quality and Time Tracking

Range

Estimates


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Potential Savings EstimatesConservative Prediction

Hours Savings

DPW Administrative (25%) 78 $ 2,699

DPW Overtime (5%) 527 $ 17,772

Snow Contractors (5%) 213 $ 24,786

818 $ 45,257

Industry Prediction

Hours Savings

DPW Administrative Time (50%) 155 $ 5,398

DPW Overtime (25%) 2,634 $ 88,860

Snow Contractors (25%) 1,063 $ 123,929

3,852 $ 218,187


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Potential CostsUpfront

Hardware (Tablet, Cell Phone)

User Training (Staff)

Yearly

Software

User Fees (Mobile Service and Product Fee)

5 Field Users 20 Field Users 50 Field Users 100 Field Users

Upfront Yearly Year 1 Upfront Yearly Year 1 Upfront Yearly Year 1 Upfront Yearly Year 1

Operasoft

High $ 3,650 $ 6,900 $ 10,550 $ 10,400 $ 18,600 $ 29,000 $ 23,900 $ 42,000 $ 65,900 $ 46,400 $ 81,000 $ 127,400

Low $ 3,650 $ 3,450 $ 7,100 $ 10,400 $ 9,300 $ 19,700 $ 23,900 $ 21,000 $ 44,900 $ 46,400 $ 40,500 $ 86,900

Verizon

High $ 1,900 $ 5,400 $ 7,300 $ 3,400 $ 21,600 $ 25,000 $ 6,400 $ 54,000 $ 60,400 $ 6,400 $ 108,000 $ 114,400

Medium $ 1,650 $ 2,700 $ 4,350 $ 2,400 $ 10,800 $ 13,200 $ 3,900 $ 27,000 $ 30,900 $ 6,400 $ 54,000 $ 60,400

Low $ 1,400 $ 750 $ 2,150 $ 1,400 $ 3,000 $ 4,400 $ 1,400 $ 7,500 $ 8,900 $ 1,400 $ 15,000 $ 16,400

Xora

High $ 1,900 $ 5,700 $ 7,600 $ 3,400 $ 22,800 $ 26,200 $ 6,400 $ 57,000 $ 63,400 $ 6,400 $ 114,000 $ 120,400

Medium $ 1,650 $ 2,850 $ 4,500 $ 2,400 $ 11,400 $ 13,800 $ 3,900 $ 28,500 $ 32,400 $ 6,400 $ 57,000 $ 63,400

Low $ 1,400 $ 900 $ 2,300 $ 1,400 $ 3,600 $ 5,000 $ 1,400 $ 9,000 $ 10,400 $ 1,400 $ 18,000 $ 19,400

Range

Estimates


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Potential Cost Estimates

50 Field Users

Yearly Year 1

OperasoftHigh $ 42,000 $ 65,900

ow $ 21,000 $ 44,900

VerizonHigh $ 54,000 $ 60,400

edium $ 27,000 $ 30,900

ow $ 7,500 $ 8,900

Xora

High $ 57,000 $ 63,400

edium $ 28,500 $ 32,400

ow $ 9,000 $ 10,400

Reminder: Conservative Savings Estimate: $ 45,257 Industry Savings Estimate: $ 218,187


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Recommendations

Immediate:

Begin a pilot program in at least one district

or with existing DPW trucks

Medium-Term:

Conduct data analysis using new technology

Explore uses outside snow clearing

Long-Term: Evaluate uses within an integrated date

system

Documents

DPW ClientPresentation