HomeMy WebLinkAbout04.a. Follow-up to question regarding a specific expenditure at the September 22, 2020 meeting Page 1 of 2
Item 4.a.
,orVIOIN SAN
October 20, 2020
TO: FINANCE COMMITTEE
FROM: KEVIN MIZUNO, FINANCE MANAGER
REVIEWED BY: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINSTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: FOLLOW-UP TO QUESTIONS ASKED AT THE SEPTEMBER 22, 2020
FINANCE COMMITTEE MEETING REGARDING ASPECIFIC
EXPENDITURE
At the September 22, 2020 Finance Committee meeting, a question regarding a payment on the
Expenditure List required additional research by staff to be followed-up at a later Committee meeting.
Following additional review of supporting documents and follow-up with personnel from Divisions involved,
information regarding this issue is summarized below:
Expenditures List Page 18, Dig Smart. $10.000.00 for"Annual license fee": Committee question:
How does this operational service cost differ from Central San's costs attributable to "USA North
811 - Call Before You Dig"?
Staff Response:
Upon inquiry with Collection System Operations Division Manager, additional information was
obtained to distinguish the services provided by USA North 811 from that of Dig Smart. I n short,
while Central San's subscription with USA North 811 (USA) provides staff access to excavation data
within District boundaries, Dig Smart provides a useful tool to quickly analyze the USA data for
decision making purposes, interfacing with Central San's computerized maintenance management
system (CMMS).
USA is an entity that utility owners, including Central San, subscribe with on an annual basis.
California law states that if you are a contractor or homeowner you must call 811 48-hours in advance
of excavating. USA informs the utility owners there will be an excavation in a specific area allowing
utilities the opportunity to mark/locate their utility lines to prevent damage during the excavation. The
information is entered into their database allowing those with a subscription access to review
excavation details.
I n contrast, Dig Smart software is a helpful tool providing an interface between the USA database
and Central San's CMMS program, CityWorks. Dig Smart takes the information from the USA
database displaying it in an logical and summarized manner. Collection System Operations
implemented Dig Smart as part of a prior optimization effort helping to achieve the following benefits
for Central San:
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• Dig Smart improves Central San's ability to review and respond to tickets and requests
reported by USA. If Central San does not have any utility lines or facilities in the area, an email
is automatically generated and sent to the requestor confirming this fact. Prior to Dig Smart,
staff did not have that automated capacity to email requestors back confirming Central San
does not have any pipes or facilities in the area that would be impacted. These automated
responses improve customer service.
• The data tracked and collected by USA is graphically displayed in Dig Smart, compared to
only receiving an excel spreadsheet with raw data from USA North 811 requiring additional
staff time for data analysis.
• If a USA request necessitates marking/locating in the field, Dig Smart provides a useful tool to
generate service requests that are automatically interfaced into Central San's CMMS program
helping to improve response times and administrative efficiencies.
Strategic Plan Tie-In
GOAL THREE:Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
October 20, 2020 Regular FINANCE Committee Meeting Agenda Packet- Page 5 of 111