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City rolls out Public Works asset-management system and plans citizen portal for map-based requests
Summary
Public Works staff described implementation of a centralized GIS-based asset-management and work-order system (live since November) and previewed a linked citizen portal that will let residents submit map-based service requests and receive status updates; staff emphasized a transition period before retiring the current report-of-concern form.
Stephanie Boyce presented the city's new Public Works asset-management and work-order system, which the city implemented following 2025 budget approval for the work-order platform. Staff consolidated GIS and as-built asset data into one centralized database and built dashboards for supervisors and maintenance workers to assign and track work orders, attach photos, and run reports.
"So the need came from this to have one central location for all of our infrastructure data... It also takes us from being more reactive to proactive and scheduled maintenance," Boyce said. The system went through user testing and staff training and went live in November. Operational benefits staff listed include better communication, preventive-maintenance scheduling, historical maintenance records for vehicles and assets, and ability to track labor and materials.
Boyce also previewed a citizen portal that integrates with the work-order system and will be linked from the city's website. The portal is a map-based request tool that allows residents to create accounts, submit reports with photos, and receive email updates as requests move from "received" to "completed." Staff said they will retain the existing report-of-concern form during a transition period but will encourage residents to use the portal for Public Works matters because it provides status-tracking and historical records.
Committee members asked whether photos and pre-construction documentation will be stored in the system for large utility or contractor work on city streets; staff said maintenance photos will be stored in the system and CIP-project photographs will remain in project folders on shared drives. The rollout plan includes training and periodic reporting exports to keep council and staff informed.
