Incorporate legacy PWD inventory into the data tracker system

[atdservicebot]

What application are you using?

Data Tracker

Describe the problem.

Incorporate legacy PWD inventory into the data tracker system

Describe the outcome you'd like to see when this feature is implemented.

I would like to see full implementation of PWD inventory into the data tracker and the elimination of inventory management in AIMS.

Describe any workarounds you currently have in place or alternative solutions you've considered.

Legacy PWD inventory is being managed in AIMS.

Is there anything else we should know?

October would be a reasonable timeline, earlier is better though.

Requested By Dan V.

Request ID: DTS23-107940

[ChristinaTremel]

Notes from 7/6/23

• Financial side and inventory management
• Planning for this to fall under Cesar. One central area of responsibility
• Immediate goal: get inventory out of AIMS system
  • PWD is the last department still in AIMS
  • Big deal for the Controllers Office
  • AIMS was supposed to be sunset a year ago.
• Ideally, we would want them in the same system as AMD
  • Cesar is working on getting Signs & Markings to track inventory more detailed
  • The control will eventually be put into inventory
• Priority is going to be higher for SBO
• How much is PWD tracking in AIMS currently?
• Reach out to Grace!
• Asked Dan if we could get an export of data from AIMS to see how PWD is tracking.
• Impacts:
  • Finance
  • Inventory
  • Central Accounting
  • Legacy PWD

For inventory meetings moving forward

• For inventory conversations - start including Dan and Cesar on all of those meetings.

Next Steps

• Schedule meeting with Cesar
• Sync with Grace B (SBO inventory in Maximo)
• Schedule meeting with Tyler and any other SBO staff (about current state)
• Project Scoping for #12553
• Project Mapping and Scoping for centralized inventory for legacy PWD
• Complete Project Evaluation

[dianamartin]

Diana's Notes

• (legacy PW) is one of the last group in AIMs
• AIMS should have sunset a year ago
• Austin Transportation and Austin Water recently got off of it

Dan has assigned Cesar to work on getting Signs and Markings in an inventory (but no inventory) Financial Component He wants to make sure SMD doesn't over buy Heard these scenarios:

• heard paint has gone bad
• Need to track expiration of materials better
• Buying signs because there is budget without reason (not fiscally responsible decisions)

SBO asset in AIMS

• We don't know what their assets are
• we asked for a copy of the assets from AIMS

Assumptions

• Mostly large guard rails
• Rock
• Concrete mix
• Have to figure out unit of measure? (similar complexity to SMD materials)

Next Steps

Planning Team Sync

• include Cesar and Dan in all future inventory meetings
• do a sync debrief with Cesar
• sync with Grace B. (SBO Inventory)
  • Meeting with Dipa (Maximo Inventory)

Scoping Meetings with stakeholders

• sync with Tyler, Superintendents (about current state)
• sync with OCE - Saroj

DTS Steps

• Find all inventory materials from the past (AMD, SMD) - Diana
• Project Scoping - Christina/Diana
• Project Evaluation - Christina/Diana
• Project Approach/Outline - Centralized Inventory for legacy PWD - Christina/Diana/Cesar/Grace
  • determining cadence/meetings/research topics/assigning tasks