Project Budgeting

Work activities can be tracked as to the resources and effort needed for each activity. Cityworks has the capability to report on these work activities, providing cost details and estimates. Each of the work activities can be linked to labor, materials, equipment, contract services, and specific assets, and tasks. Labor, materials, and equipment can be defined on a work order template as estimated cost and units/hours. The work order records actual costs while storing the estimated costs from the template.

Cityworks can provide estimates as to the amount of resources required for each activity type. Past performance and resources tracked in Cityworks can also be used as a guideline for determining resources needed for future workloads.

Using the search tools provided in Cityworks or third party report tools, administrators can easily determine resource costs and projected costs.  Labor, materials, and equipment are organized in user-defined hierarchies. Costs can be adjusted to the specific resources on a periodic basis, either manually or in batch mode. Cost adjustments can also be made to the work order template estimated resources, at any time, thereby matching the plan throughout the year.

Budget and Analysis Tools    
Annual performance work planning can be directly integrated into the planning components of Cityworks. Tools are included that were developed to further a user’s ability to plan and analyze budgets.

Each work activity in a plan is created as a template. Templates contain the estimated resources, asset types, accomplishment units/types, frequency and other key data elements required to carry out that activity.

When creating plan templates, all estimates are a function of the Accomplishment Units and Type.

Activity Units
Line Flushing 100 linear ft
Valve Exercising hours per valve
Valve Replacement hours per meter





The requirements for each activity are modeled in detail. These include all job classifications and estimated hours, specific material and equipment, sub tasks, instructions, activity frequency and so forth.

Each activity’s estimate for accomplishment is in the context of the accomplishment units. When an actual work activity is generated for an asset or group of assets, the template accomplishment units are factored by the corresponding number of units on the work activity. For example, if a line flushing activity requires 3 hours of labor, $25 of material, and $15 of equipment cost per 100 feet of line, an actual work activity containing 1000 feet of line would require 30 hours labor, $250 material, and $150 equipment.

Once all templates are generated, the proposed maintenance plan can be generated. The proposed plan is a function of several primary elements – budget, resource constraints, and asset condition. The typical process would include a number of scenarios such as assets below an acceptable condition are assigned proposed work activities, annual inspection programs, CIP schedules, and so forth to find the correct balance given the business constraints.

Cityworks supports a multi-level project manager in which the various proposed inspections, maintenance, CIP, and other activities are placed into any number of projects.

Graphically, the project manager is designed to function similar to Windows Explorer, projects are represented by folders and can contain folders themselves. The work activities are represented as documents within the project folders. The software supports a security model so that individual managers can alter their specific projects to meet their needs. Each project can be managed at the detail of individual activities as well as the project as a whole. This approach allows users to generate a variety of project reports. Projects “roll up” in the hierarchy, allowing a project that contains other projects to incorporate the sub-projects in all reports.

The project manager reports include the following:

  •     Overall Project/Sub-Project Summary
  •     Project Activity Summary
  •     Asset Summary
  •     Labor Summary
  •     Material Summary
  •     Equipment Summary

These reports support various groupings and sub-groupings by data fields. Data fields include individual, subtotal, and totals for costs, labor hours, labor days, material, equipment, monthly requirements, estimated vs. actual.

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