Recreation Advisory Board Agenda and Packet 2023 02 27

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fullest potential, as identified in our recommendations below, should meet the needs of Parks. Work order development can include preventative maintenance, corrective maintenance, capital improvements, and Parks own customized work types. As Parks implements the recommendations and moves toward consistency, service level agreements, and documented maintenance processes, the full value of the Lucity software will be recognized. With Lucity's existing use by the City, the implementation process will have resources available, and Parks staff will have a network of people to learn from. a. Incorporate the role of Lucity Administrator. At least one employee should be responsible for administration of the Lucity program that involves primary job duties of management of data, workflow processes, work order processes, KPI reports, and continuous improvement of the system. This position should also be given the full administration of the software application with the goal of the position to include improving Parks management communication between all customers and the department. However, the cybersecurity requirements should be kept in the IT department. Note, the City has a contract with a third party that is currently performing Lucity administrator functions. b. Develop and utilize a consistent work order process. This includes developing and utilizing consistent configuration codes, such as work type, priority, and status codes and definitions and how data is entered into and reported from Lucity. Attention should be paid to the priority and status codes from the customer standpoint. As an example, work is created (new), assigned, in progress, on hold (various potential reasons including waiting for parts, access, approval, customer, etc.), completed, and closed. Well defined codes can provide a means of communicating expectations and tracking the timely performance of work. i. Work Type Categories - The work type and category codes are important to organize the data in Lucity to enable consistent reporting of metrics. The recommended work type and category codes provide an organized accounting of work performed if it is recorded and entered in Lucity. ii. Priority Codes - Well defined priority codes can provide a means of communicating expectations and tracking the timely performance of work. Each priority code should have a description of the work, target response times, and relevant examples. iii. Work Order Status Codes - A variety of work order status codes should be implemented to allow for better tracking and communication with customers. City of Louisville Parks Department January 16, 2023 Summary of Findings Page 27