RFP_2200_GTG3007_ATT_6_v3.xlsx
XLSX spreadsheet 165 KB Posted
- Attached to
- Enterprise Asset Management (EAM) Solutions
- Solicitation number
- RFP 2200 GTG3007
- Issued by
- Texas
About this file
This is a Functional Requirements Matrix (Appendix C) submitted as part of a Request for Proposal (RFP) by the City of Austin for an Enterprise Asset Management (EAM) and Computerized Maintenance Management System (CMMS) to serve the Austin Water Department. The RFP seeks a cloud-based solution to replace and consolidate existing asset management platforms for both horizontal infrastructure (water distribution) and vertical infrastructure (treatment plants and pump stations). Proposals are due August 18, 2026 at 2:00 PM CT, with a mandatory pre-offer conference scheduled for July 13, 2026 at 12:00 PM CT via Microsoft Teams. The system must support 500+ concurrent users and maintain 99.9% uptime SLA. Written questions must be submitted by August 4, 2026. The contract commences upon execution with no fixed initial term, and the City retains sole discretionary extension rights. Proposals remain valid for 180 calendar days following the RFP closing date unless a longer acceptance period is offered.
The functional requirements matrix contains 450+ mandatory requirements organized across nine business functions: AMI ID, Barcoding, Customer Service, Engineering, Meter Operations, Mobile Applications, Pipeline Operations, and Support & Lab Services. Requirements are prioritized as High (H), Medium (M), or Low (L) and must be addressed by offerors indicating whether each requirement is met through configuration (C), business rule automation (A), both (B), or none (N), along with any customization, future release, or third-party integration details. The procurement mandates compliance with 105 security requirements and 24 privacy overlay requirements, including NIST standards, FIPS 140 encryption, multi-factor authentication, and WCAG 2.1 accessibility standards. Required system integrations include GraniteNet, Maximo, Microsoft Active Directory, AclaraOne, AMANDA, Salesforce, Motorola CSR 311, CC&B, and ESRI GIS. Evaluation criteria are scored as Executive Summary and Vendor Experience (8 points), Functional Capabilities (29 points), Technical Architecture and Integration (15 points), Implementation Plan and Support (20 points), and Price (8 points). The City offers Local Business Preference (up to 10 points) and Small Business Preference (up to 10 points) as discretionary evaluation factors based on proposal value thresholds and is subject to Minority-Owned Business Enterprise/Women-Owned Business Enterprise (MBE/WBE) Program Compliance Plan requirements under Austin City Code.
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| File | Type | Posted |
|---|---|---|
| RFP_2200_GTG3007_ATT_6_v1.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_2_v2.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_2_v1.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_9_v1.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_4_v1.pdf | ||
| RFP_2200_GTG3007_ATT_7_v1.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_14_v1.pdf | ||
| RFP_2200_GTG3007_ATT_15_v1.pdf | ||
| IFB_6100_CLMC971_PLANS_1_v1.pdf | ||
| RFP_2200_GTG3007_ATT_3_v1.docx | DOCX document | |
| RFP_2200_GTG3007_ATT_13_v1.pdf | ||
| RFP_2200_GTG3007_ATT_5_v1.pdf | ||
| RFP_2200_GTG3007_ATT_10_v1.docx | DOCX document | |
| RFP_2200_GTG3007_ATT_16_v1.pdf | ||
| RFP_2200_GTG3007_ATT_17_v1.pdf | ||
| RFP_2200_GTG3007_ATT_7_v2.xlsx | XLSX spreadsheet | |
| RFP_2200_GTG3007_ATT_1_v1.pdf | ||
| RFP_2200_GTG3007_ATT_1_v9.pdf | ||
| RFP_2200_GTG3007_ATT_11_v1.pdf | ||
| RFP_2200_GTG3007_ATT_12_v1.pdf | ||
| IFB_6100_CLMC971_PLANS_2_v1.pdf | ||
| RFP_2200_GTG3007_ATT_8_v1.xlsx | XLSX spreadsheet |
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Text version
Instructions
Appendix C - Functional Requirements V2
City of Austin
Vendor Instructions
Instructions Offeror shall complete and submit this Functional Requirements Matrix with their proposal response.
For each requirement, Offeror shall complete the following columns:
1. Meets Requirement (Y/N) - Use this column to indicate whether the proposed solution satisfies the stated functional requirement.
2. Product Configuration, Business Rule Automation, Both, or None (C, A, B, N) - Use this column to indicate how the proposed solution satisfies the requirement:
C = The requirement is satisfied through the application's standard, native functionality and may require only standard application configuration using low-code or no-code administrative tools. This includes features that are available out of the box as well as those requiring only routine configuration by a trained application analyst or system administrator A = The requirement is satisfied using the application's native business rule or workflow automation capabilities without requiring custom programming.
B = The requirement is satisfied through a combination of both Configuration and Business Rule Automation.
N = The requirement is not satisfied through Configuration or Business Rule Automation. If N is selected, indicate whether the requirement is met through Customization, a Future Product Release, or Integration with a 3rd Party Product, as applicable.
3. Customization (Y/N) - Use this column to indicate that the requirement is satisfied through custom-developed functionality or scripting requiring software development knowledge. Examples include SQL, Python, Java, JavaScript, VB Script, C#, APIs, plugins, or other custom-developed components beyond standard application configuration. Provide additional details under the Explanation/Comments column.
4. Future Release (Y/N) - Use this column to indicate that the requirement will be satisfied in a future product release. Provide the anticipated product version and expected release date, if available, under the Explanation/Comments column.
5. Integration / 3rd Party Product (Y/N) - Use this column to indicate that the requirement is satisfied through integration with a third-party application, product, or service. Identify the proposed third-party product under the Explanation/Comments column.
6. Explanation / Comments - Use this column to provide any additional information necessary to explain the proposed solution, including configuration approach, customization details, future release information, third-party products, assumptions, limitations, or any other information that will assist Austin Water in evaluating the response.
7. Blanks in any column will be interpreted as No
Notes
- Offeror must address all requirements included in this Requirements Matrix, including those designated as High (H), Medium (M), and Low (L).
- A response of Yes (Y) in the Meets Requirement column does not require the requirement to be satisfied solely through Configuration or Business Rule Automation. A requirement may also be satisfied through Customization, a Future Product Release, or Integration with a 3rd Party Product, as indicated in the applicable columns.
- If Meets Requirement = No (N), the Offeror should explain why the requirement cannot be met in the Explanation/Comments column.
AMI
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | System Administration | Bulk Edit | The system shall allow bulk creation of serialized parts using Excel upload. | H | ||||||
| 2 | Integrations and Interoperability | Data Exchange | The system shall display meter reads from external sources (e.g., MyATX) in CMMS. | H | ||||||
| 3 | Data Management | Data Governance | The system shall carry over address-specific comment fields into all assets installed at that address (e.g., special instructions). | H | ||||||
| 4 | Integrations and Interoperability | Data Exchange | The system shall ensure asset data consistency between external systems (e.g., CC&B, CMMS). | H | ||||||
| 5 | Asset and Maintenance Management | Asset Registry & Hierarchy | The system shall track possession history of meters and associated parts per asset. | H | ||||||
| 6 | System Administration | Bulk Edit | The system shall allow bulk editing of meter asset attributes via CSV or UI. | H | ||||||
| 7 | Asset and Maintenance Management | Work Order Management | The system shall allow search of multiple Work Orders to review statuses and completions. | H | ||||||
| 8 | System Administration | Bulk Edit | The system shall allow bulk lookup of SRs by asset ID, meter details, or other custom fields. | H | ||||||
| 9 | Asset and Maintenance Management | Asset Registry & Hierarchy | The system shall support temporary grouping/flagging of assets for analysis or issue tracking. | H | ||||||
| 10 | Usability Workflow and Support | Notifications and Alerts | The system shall allow grouping of assets for alerts, with automated unflagging based on duration. | H | ||||||
| 11 | Inventory and Supply Chain | Inventory Management | The system shall allow creation and export of RMA forms with fields such as serial #, issue, and date for vendor upload. | H | ||||||
| 12 | Integrations and Interoperability | System Integration | The system shall auto generate Service Requests based on events (e.g., low battery, MTU failure) using Aclara business rules. | H | ||||||
| 13 | Customer and Service Management | Service Request Management | The system shall enforce required fields per Service Request type (e.g., Meter Number, Meter Reading, Billing Cycle). | H | ||||||
| 14 | Analytics and Reporting | Forecasting and Planning | The system shall generate asset/inventory demand forecasting reports based on installation trends. | H | ||||||
| 15 | Analytics and Reporting | KPI Dashboards | The system shall calculate water loss using parameters such as leak size, system pressure, and duration. | H | ||||||
| 16 | Asset and Maintenance Management | Condition Assessment & Inspection Management | The system shall support structured meter accuracy testing forms for large meters and capture flow test results. | H | ||||||
| 17 | Asset and Maintenance Management | Condition Assessment & Inspection Management | The system shall automatically determine Pass/Fail result for meter inspections based on meter size and flow results. | H | ||||||
| 18 | Asset and Maintenance Management | Asset Registry & Hierarchy | The system shall allow full visibility of historical work at a given address. | H | ||||||
| 19 | GIS and Visualization | Interactive Mapping | The system shall allow creation of districts (AW user defined map area) and display of asset/work status by district. | H | ||||||
| 20 | Data Management | Data Validation | The system shall enforce validation rules to prevent inaccurate water loss data entries. | H | ||||||
| 21 | GIS and Visualization | Spatial Analysis | The system shall visualize field progress via progress bars with color-coded stages. | H |
Barcoding
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | Inventory and Supply Chain | Barcoding/RFID | The system shall support both manual and automated printing of barcode labels, with options to configure the layout, data fields, and format of the barcode based on user-defined settings. Supported data fields shall include both standard system fields (e.g., part number, description, location) and user defined/custom fields (e.g., storage condition, project code, inspection status), ensuring flexibility for operational and regulatory labeling requirements. | H | ||||||
| 2 | Inventory and Supply Chain | Barcoding/RFID | The system shall allow customization of barcode label templates for parts, assets, and equipment based on record-specific attributes. This includes, but is not limited to, asset type, classification, equipment category, storage requirements, and other user-defined fields. | H | ||||||
| 3 | Inventory and Supply Chain | Barcoding/RFID | The system shall allow users to generate and print barcode labels manually using templates that include custom attributes such as part number, description, storage location, expiration date, or other configurable fields. | H | ||||||
| 4 | Inventory and Supply Chain | Barcoding/RFID | The system shall allow users to generate and print customized barcode labels for part bins and storage locations. Labels shall support user-defined attributes such as part number, location code, description, storage conditions, or expiration dates. | H | ||||||
| 5 | Inventory and Supply Chain | Barcoding/RFID | The system shall support automatic printing of barcode labels upon receipt of parts into inventory, based on predefined templates and quantities received. | H | ||||||
| 6 | Inventory and Supply Chain | Barcoding/RFID | The system shall allow users to preview barcode labels prior to printing and support approval workflows for label printing on regulated or critical assets. | H | ||||||
| 7 | Inventory and Supply Chain | Barcoding/RFID | The system shall support batch printing of barcode labels for multiple selected records, such as parts or assets, with options to filter and select by status, location, or classification. | H | ||||||
| 8 | Inventory and Supply Chain | Barcoding/RFID | The system shall support on-demand reprinting of barcode labels for existing records, maintaining a log of reprint activity for audit purposes. | H | ||||||
| 9 | Field Operations | Mobile Work Execution | The system shall allow barcode labels to be printed directly from the mobile or tablet application using Bluetooth or network-connected printers. | H | ||||||
| 10 | Data Management | Data Governance | The system shall maintain version control and audit history of barcode label templates and associated field mappings to allow rollback or auditing of template changes. | H | ||||||
| 11 | System Administration | Configuration Management | The system shall allow administrators to configure barcode printing rules and templates based on record type (e.g., part, asset, work order) to ensure consistent labeling across the organization. | H | ||||||
| 12 | Inventory and Supply Chain | Barcoding/RFID | The system shall support the generation and scanning of widely used barcode formats, including but not limited to: Code 39 (3 of 9), Code 128, QR Code, DataMatrix, EAN-13, UPC-A, Interleaved 2 of 5 (ITF), and PDF417. Users shall be able to select the appropriate format during barcode label creation. | H | ||||||
| 13 | Inventory and Supply Chain | Barcoding/RFID | The system shall support creation and recognition of composite barcodes that encode multiple data elements (e.g., part number + location or asset ID + inspection type), enabling multi-function scanning workflows. | H | ||||||
| 14 | Inventory and Supply Chain | Barcoding/RFID | The system shall support barcode scanning for the issuance, consumption, and return of parts to improve speed, accuracy, and ease of inventory transactions. | H | ||||||
| 15 | Inventory and Supply Chain | Inventory Management | The system shall support barcode scanning to perform rapid inventory counts by recognizing and incrementing quantities of items scanned in succession, supporting wall-to-wall and cycle count workflows. | H | ||||||
| 16 | Asset and Maintenance Management | Work Order Management | The system shall allow users to scan supported barcode types using a mobile or tablet application to quickly retrieve asset records, complete inspections, issue or view work orders, and conduct inventory transactions. | H | ||||||
| 17 | Inventory and Supply Chain | Barcoding/RFID | The system shall support the generation and scanning of barcodes for work orders, purchase orders, requisitions, service requests, and work requests. These barcodes shall be integrated into the system's search functionality to allow for fast, direct retrieval of the associated record. | H | ||||||
| 18 | Inventory and Supply Chain | Barcoding/RFID | The system shall support scanning of barcode labels to facilitate tracking of part bins, assets, storage locations, and equipment movement within and across facilities. | H | ||||||
| 19 | Data Management | Data Governance | The system shall detect and prevent duplication of barcode values across record types unless explicitly allowed by administrative configuration. | H | ||||||
| 20 | Data Management | Audit & Traceability | The system shall track the lifecycle of each barcode, including creation, printing, assignment, scanning activity, reprinting, and retirement, with a complete audit trail. | H | ||||||
| 21 | Integrations and Interoperability | System Integration | The system shall support integration with external barcode scanning devices, including rugged handheld scanners, with plug-and-play compatibility or through supported APIs. | H | ||||||
| 22 | Field Operations | Mobile Work Execution | The system shall support the creation and programming of NFC (Near Field Communication) tags for use with parts, assets, and locations. NFC tags shall store relevant record data and be readable via supported mobile or tablet devices. | H |
Customer Service
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | Customer and Service Management | Service Request Management | The system shall enable users to to create, update, and close Service Requests (SR) and Work Orders (WO) | H | ||||||
| 2 | Usability Workflow and Support | Workflow Configuration | The system shall support default field entries and dynamically display only relevant fields based on the selected Service Request (SR) or Work Order (WO) type. | H | ||||||
| 4 | Customer and Service Management | Service Request Management | The system shall support associating SRs/WOs with hydrants, valves, outage areas, and other assets | H | ||||||
| 6 | Usability Workflow and Support | Smart UI/UX | The system shall provide an Intuitive UI that dynamically displays only relevant fields based on SR/WO type | H | ||||||
| 8 | Usability Workflow and Support | Workflow Configuration | The system shall provide workflow guidance to highlight incomplete fields, redundant steps, or error during data entry | H | ||||||
| 9 | Usability Workflow and Support | Global Search & Filtering | The system shall provide global search capability across SRs and WOs, filterable by area, asset, priority, or issue type | H | ||||||
| 10 | GIS and Visualization | Interactive Mapping | The system shall allow users to highlight map areas and display active or closed SRs and WOs visually on the map | H | ||||||
| 11 | Data Management | Audit & Traceability | The system shall maintain a historical log/audit trail of user actions on each SR/WO record | H | ||||||
| 12 | Usability Workflow and Support | Notifications and Alerts | The system shall support configurable automated notifications for operational events, eliminating manual paging/SMS or emails. Severity-based workflows shall trigger alerts to designated response groups according to predefined escalation rules. | H | ||||||
| 13 | Integrations and Interoperability | System Integration | The system shall capture inbound and outbound phone calls and log them directly into the related SR and WO records | L | ||||||
| 14 | Analytics and Reporting | Predictive Analytics | The system shall provide predictive analytics to identify areas with repeat issues or frequent outages | M | ||||||
| 15 | Analytics and Reporting | KPI Dashboards | The system shall support historical trend analysis of SR/WO volume by asset type, time period, and geographic zone | H | ||||||
| 17 | Integrations and Interoperability | System Integration | System shall integrate with Salesforce. | H | ||||||
| 18 | Integrations and Interoperability | System Integration | System should integrate with CC&B. | H | ||||||
| 20 | GIS and Visualization | Interactive Mapping | System shall provide a map view to visualize and search for open issues, SRs, and WOs geographically. | H | ||||||
| 22 | Analytics and Reporting | ADHOC Reporting | System shall generate customer facing reports from SRs, WOs, and Inspections in a clean, readable format that can be mailed and printed. | H | ||||||
| 23 | Usability Workflow and Support | Smart UI/UX | System should minimize clicks for common tasks like meter exchanges and allow all meter life history to be viewed on a single screen. | M | ||||||
| 24 | Data Management | Data Validation | System should include field validation rules within workflows to prevent user errors. | H | ||||||
| 25 | Data Management | Data Governance | System should automatically populate fields such as pressure zone, usage, and customer data based on the record type and context. | M | ||||||
| 26 | Usability Workflow and Support | Smart UI/UX | System should reduce unneeded or redundant fields and simplify data entry screens. | M | ||||||
| 27 | Integrations and Interoperability | System Integration | The system should integrate with Austin 311 CSR to generate Service Requests. | H | ||||||
| 29 | Data Management | Data Governance | System shall provide a structured way to categorize notes attached to service records to improve clarity and consistency. | H | ||||||
| 30 | Integrations and Interoperability | System Integration | System shall integrate with the permitting system to allow viewing of associated permit records from within the CMMS application. | M | ||||||
| 31 | Usability Workflow and Support | Smart UI/UX | System should display permit record details as a widget or link within the SR screen, using the permit number as the linkage point for seamless navigation. | L | ||||||
| 32 | Customer and Service Management | Service Request Management | The system shall detect open Service Requests (SRs) within a configurable radius of a new SR’s address and display an on-screen alert. Users may link the new issue to an existing SR or create a new one based on business rules, with override and audit trail capabilities. | H | ||||||
| 33 | Data Management | Data Governance | System shall auto populate the WO address from the parent SR or linked asset when missing, with user confirmation/override and audit trail. | H | ||||||
| 34 | Asset and Maintenance Management | Work Order Management | When a meter (or similar asset) is replaced, system shall inform user with any other open work for the asset | H | ||||||
| 35 | Analytics and Reporting | KPI Dashboards | System shall provide a shift handover dashboard listing Priority 1 leaks, shutouts, SSOs, pending AM (Leak Detection, Meter Shop), permitting, etc., for the incoming primary Dispatcher. | H | ||||||
| 36 | Analytics and Reporting | KPI Dashboards | System shall provide a live dispatcher dashboard showing current outages, current overflow, pending permits, leaks, SSOs, and pending AM tickets with drill-through. | H | ||||||
| 37 | Integrations and Interoperability | Workflow Sync | System shall allow user to log fleet issues and notify the City Fleet Management via auto generated email. | M | ||||||
| 38 | Resource Management | Contractor Portal | System shall allow assignment of WOs to contractors with address, traffic control, pickup/cancellation, setup notes; contractors shall confirm/provide updates via portal, with statuses reflected in CMMS. | M | ||||||
| 39 | GIS and Visualization | Interactive Mapping | System shall integrate GIS with CMMS to display overlays for current outages, active work, leak reports, and reported low pressure directly in the dispatcher UI (supporting mapsco). | H | ||||||
| 40 | Integrations and Interoperability | System Integration | System shall pull the current AMI meter read on SR closure (or per configuration) and write it to the SR/WO record, with error handling/retry. | L | ||||||
| 41 | Usability Workflow and Support | Notifications and Alerts | The system shall automatically send notifications (email, SMS, popup) to designated workgroups based on configurable conditions such as outage duration, ticket volume, or other workflow rules. | H | ||||||
| 46 | Usability Workflow and Support | Global Search & Filtering | System shall provide advanced/modern search with multiple criteria (address, asset, mapsco, date, keywords in SR/WO comments, flags), fuzzy/partial matching, saved searches, and AI assisted suggestions. | H | ||||||
| 48 | Integrations and Interoperability | System Integration | The system shall support bi-directional or event-based AMI integration to enable AMI read pulls during SR/WO processing. | L | ||||||
| 49 | Integrations and Interoperability | System Integration | The system shall support GIS integration (including mapsco references) for bi-directional updates and display of critical layers (outages, leaks, low pressure) in CMMS. | H | ||||||
| 50 | Usability Workflow and Support | Global Search & Filtering | The system shall support a Smart Search feature that allows users to efficiently locate customer or contact records using partial or incomplete input. Specifically: Users shall be able to search by entering any combination of: Partial or full first name, Partial or full last name, Partial or full phone number (including area code, middle digits, or last 4 digits) | H | ||||||
| 52 | Data Management | Data Validation | The system shall automatically validate the entry against existing records using configurable matching rules, including but not limited to: Name (first/last), Phone number, Address, Email | H | ||||||
| 53 | Data Management | Data Governance | If a potential duplicate is detected, the system shall prompt the user with a list of potential matches and highlight matched fields, Allow the user to select an existing record if appropriate, or Proceed with creating a new record only if confirmed and justified by the user, with an auditable reason code or note if required | H | ||||||
| 55 | Customer and Service Management | Service Request Management | System shall present Field template by SR types and picklists during entry with validations, defaulting, and conditional required fields. | H | ||||||
| 56 | GIS and Visualization | Interactive Mapping | System shall display asset in/out of service status on the GIS map and allow user to toggle asset status in CMMS through the map interface. | H | ||||||
| 57 | Customer and Service Management | Service Request Management | System shall filter available asset types by SR type during intake, to reduce miscoding and rework. | H | ||||||
| 58 | Integrations and Interoperability | System Integration | System shall support PBX/VOIP integration for call metadata (caller ID, duration, queue position, etc.) to link calls directly to SRs and screen pop caller info | L | ||||||
| 61 | Customer and Service Management | Service Request Management | System shall provide a single property view showing all historical and open SRs/WO/Inspections by address (not only by asset), including ticket timeline and outcomes | H | ||||||
| 62 | Usability Workflow and Support | Notifications and Alerts | System shall support workflow based notifications from technicians when customer follow-up is required, automatically creating a task for Customer Solution Coordinators | H | ||||||
| 63 | Resource Management | Equipment & Tool Assignment/Tracking | System shall track vehicles and associate them with SRs/WOs for visibility in operations and reporting. | M | ||||||
| 65 | Usability Workflow and Support | Global Search & Filtering | System shall allow SR lookup even when the exact address/asset is not known, using asset ID, mapsco, or related data fields. | H | ||||||
| 66 | Data Management | Data Validation | System shall allow filtering of assets by the work record address to minimize mismatches in dense areas | H | ||||||
| 69 | Analytics and Reporting | ADHOC Reporting | System shall provide reporting capability to retrieve special billing history (e.g. contractor/entity damages to AW property), leak history, and other SR/WO history by asset/address | H | ||||||
| 70 | Analytics and Reporting | ADHOC Reporting | System shall support research of historical SR data by specific flags (e.g. SR type) to assist with audits and investigations | H | ||||||
| 71 | Usability Workflow and Support | Global Search & Filtering | System shall allow users to search by keywords within SRs, including all comment/note fields, to identify trends or patterns | M | ||||||
| 72 | Analytics and Reporting | KPI Dashboards | The system shall provide an interactive, supervisor-controlled dashboard with configurable visualizations (e.g., charts, gauges, tables) displaying real-time and historical KPIs. | M | ||||||
| 73 | Analytics and Reporting | ADHOC Reporting | The system shall provide standard and ad-hoc reports (e.g., outages, leak repairs, dispatch times) with filtering, scheduling, and export options (Excel/PDF) to support KPI tracking and operational planning. Dispatch reports shall include time to dispatch, technician response time, and SR/WO closure duration. | H | ||||||
| 74 | Customer and Service Management | Two-Way Messaging | The system shall automate customer notifications for events (e.g., outages, boil notices) using templated messages (email, SMS, IVR), targeted by location, with configurable send rules, language preferences, opt-out compliance, and delivery/audit tracking. Integration with My ATX Water shall be supported where applicable. | H | ||||||
| 75 | Integrations and Interoperability | System Integration | The system shall integrate with the outage map and alert when an address entered on an SR/WO is within an impacted area; the alert shall display outage metadata (area, start time, est. restore, affected customers) and provide quick actions (link to customer notifications, relevant SR/WO) | H |
Engineering
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | Integrations and Interoperability | System Integration | The system shall support the ability to visually draw and create positions/assets via AutoCAD and import into GIS and CMMS. | M | ||||||
| 2 | GIS and Visualization | Spatial Analysis | System shall enable users to identify and associate individual assets impacted by planned and active CIP projects using schematics, system tracing tools | H | ||||||
| 3 | Integrations and Interoperability | System Integration | System shall enable users to identify and associate individual assets impacted by planned and active CIP projects using integrated digital twin. | L | ||||||
| 4 | Integrations and Interoperability | System Integration | System shall enable users to identify and associate individual assets impacted by planned and active CIP projects using integrated BIM visualizations. | M | ||||||
| 5 | Integrations and Interoperability | Workflow Sync | System shall enable real time bi directional sync with GIS (for BIM integration) to reflect physical asset changes. (e.g. Switching out an asset) | H | ||||||
| 6 | System Administration | Bulk Edit | System shall allow bulk creation and modification of positions/assets via UI and import utilities. | H | ||||||
| 7 | Analytics and Reporting | Predictive Analytics | System shall provide visualizations of highest risk assets and the associated cost analysis and cost forecasting | H | ||||||
| 8 | Analytics and Reporting | KPI Dashboards | System shall provide asset visualization tools (graphs, histograms) to show condition, lifecycle status, and costs at the position, system and facility levels. | H | ||||||
| 9 | Analytics and Reporting | KPI Dashboards | System shall provide visual dashboards and condition histograms at the position, system, and facility levels to support asset lifecycle tracking and performance assessment. | H | ||||||
| 10 | Project Management and Capital Planning | Funding & Capital Forecasting | System shall include an asset renewal investment analysis tool to suggest optimal spending plans for Assets, Systems and Facilities | M | ||||||
| 11 | Analytics and Reporting | Predictive Analytics | System shall allow for condition and risk mitigation modeling with industry standard models. | M | ||||||
| 12 | Analytics and Reporting | Predictive Analytics | System shall allow for condition and risk mitigation modeling with custom models. | M | ||||||
| 13 | Data Management | Data Governance | System shall allow creation of custom tables that can be linked to core CMMS tables. | H | ||||||
| 14 | Integrations and Interoperability | System Integration | System shall allow integration with PowerBI | H | ||||||
| 15 | Integrations and Interoperability | Data Exchange | Technical Requirement – System shall provide access to application data through a data lake or equivalent structured data repository that supports SQL queries and analysis, enabling near real-time reporting and integration for custom reporting and analytics purposes. | H | ||||||
| 16 | Data Management | Data Governance | Vendor shall provide a data dictionary and schema/model to support custom report creation. | H | ||||||
| 17 | System Administration | Bulk Edit | System shall allow mass data changes with validation and Error handling capability | H | ||||||
| 18 | Analytics and Reporting | AI/ML | System shall utilize ML to provide asset failure predictions and recommend optimized preventative maintenance and replacement schedules. | M | ||||||
| 19 | Analytics and Reporting | Forecasting and Planning | System shall support and maintain effective water treatment capacity modeling. | H | ||||||
| 20 | Analytics and Reporting | Forecasting and Planning | The system shall support complex condition scoring and modeling calculations with configurable parameters that can be adjusted over time to reflect changing policies, asset performance data, and industry standards. | M | ||||||
| 21 | Project Management and Capital Planning | CIP | System shall provide reporting tools that integrate condition and risk scoring data with CIP planning and budget forecasts to support informed investment and prioritization decisions. | L | ||||||
| 22 | Inventory and Supply Chain | Order Management | System shall support PO creation and tracking with expected receipt dates for new assets/equipment. | M | ||||||
| 23 | Usability Workflow and Support | Smart UI/UX | System shall provide a user friendly interface for navigating assets with large attribute sets | L | ||||||
| 24 | Analytics and Reporting | ADHOC Reporting | The system shall allow users with limited technical background to easily generate ad hoc reports using a no-code/low-code interface. (Daily workhours report, Past due works, PM WOs, Open WO, WO breakdown, Reactive Maintenance by different parameters) | H | ||||||
| 25 | Analytics and Reporting | KPI Dashboards | The system shall provide an easy way to report on work order completion vs. creation, including the number completed per year/month/week and per person. | H | ||||||
| 26 | Analytics and Reporting | ADHOC Reporting | The system shall allow scheduling of reports to be automatically generated and emailed to designated recipients. | H | ||||||
| 27 | Analytics and Reporting | KPI Dashboards | The system shall provide configurable dashboards with visual charts (e.g. bar, pie, line) to display WO KPIs, PM stats, and completion metrics per person or per WO type. | H | ||||||
| 28 | Asset and Maintenance Management | Preventative Maintenance | The system shall allow user to create new PM and add to existing PM Position Routes for same asset type. | H | ||||||
| 29 | Asset and Maintenance Management | Preventative Maintenance | The system shall alert users if a new asset or position is created without an associated PM schedule within a defined timeframe | H | ||||||
| 30 | Asset and Maintenance Management | Asset Lifecycle Planning | The system should not allow a user to retire an asset or position if it's linked to an active in service PM Schedule. | H | ||||||
| 31 | Asset and Maintenance Management | Preventative Maintenance | The system shall provide interview style PM checklist templates by Equipment type with the ability to use conditional logic / branching for question flows and ability to justify each answer in open text if needed. | H | ||||||
| 32 | Asset and Maintenance Management | Work Order Management | The system shall allow for creation of a group of records when the same activity (i.e. WO or inspection/checklist) is completed for a group of assets and allow user to track resources/costs at the group level. | H | ||||||
| 33 | Usability Workflow and Support | Smart UI/UX | The system shall provide designated areas for detailed user comments during checklist and PM execution. | H | ||||||
| 34 | Asset and Maintenance Management | Preventative Maintenance | The system shall allow viewing and editing of all assets and tasks within a PM route from a single interface. | H | ||||||
| 35 | Field Operations | Mobile Work Execution | The mobile application shall offer the same functionality as the desktop version, allowing lookup and data entry for WOs, calibration (as found vs as left), and task updates. | H | ||||||
| 36 | Integrations and Interoperability | System Integration | The system shall support seamless access to historical asset and WO data from legacy systems during and after migration. | H | ||||||
| 37 | Integrations and Interoperability | System Integration | The system shall integrate with AIMS for PO creation and enable automated email communications with vendors and stakeholders. | L | ||||||
| 38 | Integrations and Interoperability | Workflow Sync | The system shall support PO and order creation directly from AIMS using Pro Card functionality and integrate approvals and tracking. | L | ||||||
| 39 | Asset and Maintenance Management | Work Order Management | The system shall support the capture and tracking of Lock Out Tag Out (LOTO) events by recording the responsible person, affected equipment, timestamp, and location. Each LOTO event shall be linked to the associated work order and asset record to ensure complete traceability across maintenance activities. | H | ||||||
| 40 | Usability Workflow and Support | Workflow Configuration | The system shall support configurable step-by-step workflows for executing LOTO procedures, including powering down equipment, applying physical locks or tags, and identifying the individual responsible for each action. The system shall allow digital confirmation of each step to ensure procedural compliance. | H | ||||||
| 41 | Usability Workflow and Support | Workflow Configuration | The system shall include configurable review and approval workflows for LOTO procedures, enabling supervisor authorization, operator verification, and multi-party signoff where required. These steps shall be logged in an immutable audit trail for regulatory compliance and internal policy adherence. | H | ||||||
| 42 | System Administration | Bulk Edit | System shall support bulk creation or update of assets. | H | ||||||
| 43 | Asset and Maintenance Management | Asset Lifecycle Planning | System shall maintain historical data for decommissioned assets. | H | ||||||
| 44 | Project Management and Capital Planning | CIP | The system shall enable grouping of assets and work orders into project portfolios, with capabilities to manage timelines, dependencies, and milestones for capital improvement initiatives. | M | ||||||
| 45 | Analytics and Reporting | Job Cost Analytics | System shall support cost tracking at Work Order, Service Request, and/or Project level (i.e. labor, materials, contracted labor/materials, tools, vehicle usage, etc.) | H | ||||||
| 46 | Usability Workflow and Support | Notifications and Alerts | System shall support SLA monitoring and trigger alerts or notifications to supervisors when timelines are not met based on business rules and priority. | H | ||||||
| 47 | Usability Workflow and Support | Notifications and Alerts | System shall implement SLA best practices including automated workflows and escalation procedures for overdue items. | L | ||||||
| 48 | Integrations and Interoperability | System Integration | System Shall bring all the inspection data for all types (MACP, PACP, Smoke Testing) of Inspections from Granite Net and create Inspection records in CMMS (Inspeciton ID, Conidition, Observation, Coordinates) | H | ||||||
| 49 | GIS and Visualization | Interactive Mapping | System shall allow users to view asset history from a map interface within 1–2 clicks. | H | ||||||
| 50 | GIS and Visualization | Spatial Analysis | System shall allow users to view assets in poor condition without pending work using map-based visualizations. | H | ||||||
| 51 | Integrations and Interoperability | Workflow Sync | System shall support accurate real-time GIS service status fields synchronized with asset records. | H | ||||||
| 52 | Integrations and Interoperability | Workflow Sync | System shall synchronize and validate data between CMMS, Granite.NET, and GIS to ensure consistency | H | ||||||
| 53 | Integrations and Interoperability | System Integration | System shall support integration with Granite.NET for wastewater inspections that includes an automated scheduler to reduce manual workflows. | H | ||||||
| 54 | Analytics and Reporting | KPI Dashboards | System shall have the ability to report Service Requests and Work Orders across the asset heirarchy. | H | ||||||
| 55 | Asset and Maintenance Management | Work Order Management | System shall allow users to define subtasks under a Work Order with independent statuses and workflows. | H | ||||||
| 56 | Resource Management | Contractor Portal | System shall provide a contractor portal to allow update of work records and submission of supporting documentation with strict access controls. | M | ||||||
| 57 | Analytics and Reporting | KPI Dashboards | System shall provide visibility into backlog status of inspections and associated Work Orders by asset. | H | ||||||
| 58 | Usability Workflow and Support | Smart UI/UX | System shall allow users to view all assigned items and statuses in a consolidated dashboard. | H | ||||||
| 59 | GIS and Visualization | Interactive Mapping | System shall display pending, completed, and planned work by asset on a map using color-coded visuals. | H | ||||||
| 60 | Analytics and Reporting | Forecasting and Planning | System shall support labor capacity reporting and alerting when work is low for operations. | L | ||||||
| 61 | Usability Workflow and Support | Approval Workflows | System shall support task routing and approval processes (i.e. purchase request approval routing). | H | ||||||
| 62 | Analytics and Reporting | Job Cost Analytics | System shall allow labor usage and material quantity tracking for inspections and Work Orders. | H | ||||||
| 63 | Analytics and Reporting | ADHOC Reporting | System shall support customizable roll-up reports with filtering options. | H | ||||||
| 64 | Integrations and Interoperability | Workflow Sync | The system shall support a two-way integration with Granite.NET and CMMS to ensure real-time synchronization of contractor activity and data (Support and Lab Services Requirements ) | M | ||||||
| 65 | Integrations and Interoperability | System Integration | The system shall support the creation of new assets initiated from AMANDA or a future EMS system, including geo-location and attribute setup in the new AMS | H | ||||||
| 66 | Integrations and Interoperability | Data Exchange | The system shall support the migration and centralized storage of Licenses to Operate and As-Built plans from AMANDA to the new CMMS. | H | ||||||
| 67 | Data Management | Data Governance | The system shall allow users to add attachments to system records. | H | ||||||
| 68 | Integrations and Interoperability | Data Exchange | The system shall provide address validation via external database sync (City of Austin GIS Address Database). | H | ||||||
| 69 | Usability Workflow and Support | Smart UI/UX | The system shall support capturing e-signatures and routing SRs for internal approvals. | M | ||||||
| 70 | Usability Workflow and Support | Smart UI/UX | The system shall generate documents based on record (i.e. Work Order, Service Request) data and save to the record as an attachement. | H | ||||||
| 71 | Data Management | Data Governance | The system shall store and manage email /report templates by record type. | H | ||||||
| 72 | System Administration | User & Role Management | The system shall restrict record visibility to certain roles prior to resolution. | H | ||||||
| 73 | Usability Workflow and Support | Smart UI/UX | The system shall allow users to customize their task list and homepage views. | H | ||||||
| 74 | Customer and Service Management | Two-Way Messaging | The system shall allow emailing of draft/final service plans to applicants/owners/developers directly from the system. | H | ||||||
| 75 | Customer and Service Management | Two-Way Messaging | The system should support two-way communication (email/sms) with applicants, and may include a self-service portal. | M | ||||||
| 76 | Integrations and Interoperability | System Integration | The system shall allow integration with external risk assessment models via API. | H | ||||||
| 77 | Data Management | Data Governance | The system shall allow tagging of records for thematic tracking (e.g., “high risk,” “regulatory”). | H | ||||||
| 78 | Data Management | Audit & Traceability | The system shall comply with applicable regulatory standards (e.g., EPA, OSHA) for asset and maintenance recordkeeping. | H | ||||||
| 79 | Project Management and Capital Planning | Funding & Capital Forecasting | The system shall enable scenario modeling for asset lifecycle replacement and CIP funding prioritization. | L | ||||||
| 80 | Data Management | Audit & Traceability | The system shall maintain an audit log of all GIS and AutoCAD imports, including date, user, and data source. | H | ||||||
| 81 | Data Management | Audit & Traceability | The system shall maintain an audit trail of all record changes for compliance reporting. | H | ||||||
| 82 | Data Management | Data Validation | The system shall provide automated conflict detection when imported GIS or AutoCAD asset data overlaps with or contradicts existing CMMS asset records. | H | ||||||
| 83 | Data Management | Audit & Traceability | The system shall support version-controlled GIS layers to track historical changes to spatial data. | H |
Meter Operations
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | Resource Management | Crew Assignment & Scheduling | The system shall provide a scheduling dashboard that enables supervisors to assign, monitor, and track completion status of work for their team members. | H | ||||||
| 2 | Resource Management | Routing Optimization | The system shall support systematic work assignment based on priority, capacity, and geographic location (GEO based status). | M | ||||||
| 3 | Usability Workflow and Support | Smart UI/UX | The system shall allow users to add comments, photos, videos, and attachments at the work order, service request, and inspection levels. | H | ||||||
| 4 | Analytics and Reporting | KPI Dashboards | The system shall provide dashboards that display resource capacity, team level backlog, and assignment metrics for supervisors. | H | ||||||
| 5 | GIS and Visualization | Interactive Mapping | The system shall support management of work backlog and allow supervisors to view and assign backlog tasks on a map interface. | H | ||||||
| 6 | Usability Workflow and Support | Global Search & Filtering | The system shall support record tagging or user-defined fields and allow user to search based on tags/fields. | |||||||
| 7 | Resource Management | Crew Assignment & Scheduling | The system shall enable grouping of meter technicians by geographic region for assignment and reporting purposes. | H | ||||||
| 8 | Usability Workflow and Support | Smart UI/UX | System shall prevent closure of parent work record if child work is incomplete. | H | ||||||
| 9 | Asset and Maintenance Management | Asset Registry & Hierarchy | The system shall display a Widget/section at the asset level that containts all the prior and future scheduled work records and completion status with hyperlinks for the respective records | H | ||||||
| 10 | Usability Workflow and Support | Notifications and Alerts | The system shall automatically generate notifications when assigned teams or individuals miss response or completion timelines. | H | ||||||
| 11 | GIS and Visualization | 3D Visualization & BIM Integration | The system shall provide the ability to upload and view 3D/BIM models of assets and components. | L | ||||||
| 12 | Resource Management | Routing Optimization | The system shall provide routing guidance to optimize the drivetime for the technicians | H | ||||||
| 13 | Asset and Maintenance Management | Work Order Management | The system shall provide interview style work checlkist with conditional logic / branching for question flows and ability to justify each answer in open text if needed. | H | ||||||
| 14 | Analytics and Reporting | AI/ML | The system shall leverage machine learning / predictive analytics data to support supervisors in understanding task types and technician workloads. | L | ||||||
| 15 | Customer and Service Management | Appointment Scheduling | The system shall automatically calculate and assign due dates for service requests based on custom defined rules. | H | ||||||
| 16 | Resource Management | Crew Assignment & Scheduling | System shall allow systematic assignment of SRs, WOs, and inspections based on geographic location and other custom defined rules (i.e. meter size, crew availability) | H | ||||||
| 17 | Resource Management | Workload & Capacity Balancing | System shall enable supervisors to manage and visualize group/individual crew capacity and balance workloads effectively. | H | ||||||
| 18 | Data Management | Data Governance | System shall allow tagging and categorization of records (e.g., critical meters, prime time meters) | H | ||||||
| 19 | Analytics and Reporting | AI/ML | System shall use AI/ML to identify scheduling conflicts and suggest resolutions for optimal resource planning. | L | ||||||
| 20 | Customer and Service Management | Two-Way Messaging | System shall allow one way text messaging with customer status updates such as Schedule date, Completion date and shoutouts | M | ||||||
| 21 | Customer and Service Management | Appointment Scheduling | System shall enable appointment based scheduling with customers based on custom defined rules and customer attributes (e.g., critical or prime time). | M | ||||||
| 22 | Customer and Service Management | Two-Way Messaging | System shall allow Two way text messaging with customers for schedule coordination | L | ||||||
| 23 | Customer and Service Management | Two-Way Messaging | System shall allow users to send emails and attach those communications directly to records. | H | ||||||
| 24 | Usability Workflow and Support | Smart UI/UX | System shall allow users to add comments to work records | H | ||||||
| 25 | GIS and Visualization | Geo Tagging & Routing | System shall identify upstream and downstream assets when selecting an asset on a map or schematic. | H | ||||||
| 26 | GIS and Visualization | Spatial Analysis | System shall allow simulation of shutoff/isolation events via GIS to identify affected customers, meters, and service areas. | M | ||||||
| 27 | GIS and Visualization | Interactive Mapping | System shall allow interactive GIS-based Multi asset selection by different asset types and review all the associated SR/WO/Inspection at the asset level | |||||||
| H | ||||||||||
| 28 | Resource Management | Crew Assignment & Scheduling | System shall support automated scheduling based on custom defined business rules. | H | ||||||
| 29 | Resource Management | Workload & Capacity Balancing | System shall provide visibility into technician, vehicle, and tool availability with alerts for overbooking or scheduling conflicts. | H | ||||||
| 30 | Resource Management | Crew Assignment & Scheduling | System shall assign SRs, WOs, and Inspections based on work type, either individually or group or in combination. | H | ||||||
| 31 | Asset and Maintenance Management | Inspection Management | System shall support scheduling of both reoccuring and ad-hoc inspection tasks for meter accuracy testing. | H | ||||||
| 32 | Resource Management | Crew Assignment & Scheduling | System shall allow admins/supervisors to assign assets to specific Person or Group | H | ||||||
| 33 | Analytics and Reporting | KPI Dashboards | Dashboard shall display job priority status, reschedules, completion metrics, routing from current to next job, and a summary for each work record. | H | ||||||
| 34 | Analytics and Reporting | KPI Dashboards | System shall display individual and team task completion rates for self-performance comparison. | H | ||||||
| 35 | Analytics and Reporting | KPI Dashboards | System shall enable target setting/completion goal and tracking of work types to be completed within defined timelines. | H | ||||||
| 36 | Analytics and Reporting | KPI Dashboards | System shall track hours per job, completion progress vs goals, and provide charts segmented by goal type and time. | H | ||||||
| 37 | Resource Management | Routing Optimization | System shall prioritize and route assignments based on pre-defined rules. | H | ||||||
| 38 | Asset and Maintenance Management | Asset Registry & Hierarchy | System shall display asset history on work records. | H | ||||||
| 39 | Field Operations | Mobile App | Mobile app shall provide feature parity with the desktop app. | H | ||||||
| 40 | Usability Workflow and Support | Workflow Configuration | System shall guide technicians based on the task they select (e.g., exchange meter/MTU), prompting for required attachments or data fields (i.e. meter reads and asset IDs) using an interview-style form. | H | ||||||
| 41 | Integrations and Interoperability | System Integration | Technical requiermnet for integraiton: System must integrate with CC&B to transmit meter reads and meter exchange information. | H | ||||||
| 42 | Usability Workflow and Support | Smart UI/UX | System shall allow outside HTML links to outside documents (SOPs, Drawings, etc) related to specific assets/tasks. | H | ||||||
| 43 | GIS and Visualization | Geo Tagging & Routing | Mobile app shall link to GIS maps for navigation and context. | H | ||||||
| 44 | Field Operations | Barcode/NFC Support | System shall support barcode or NFC scanning to retreive Asset/Parts information, review history, and link to relevant work records. | H | ||||||
| 45 | Field Operations | Mobile App | Technical requiermnet for integraiton: Application shall be optimized for tablet devices (e.g., iPad/iPad Mini) and support camera-based scanning for fast access to records. | H | ||||||
| 46 | Usability Workflow and Support | Notifications and Alerts | System shall notify users when new priority work is assigned. | H | ||||||
| 47 | Resource Management | Routing Optimization | System shall suggest an optimized route balancing work priority/due date and reduction of drive time. | M | ||||||
| 48 | Resource Management | Crew Assignment & Scheduling | When new work arises during the day, system shall reprioritize, reroute work, and auto-assign to available crews with supervisor notification. | M |
Mobile Applications
| ID | Business Functions | Sub Functions | Requirement | Priority (H, M, L) | Meets Requirement (Y/N) | (C)onfiguration, (A)Business rule Automation, (B)oth, or (N)one | Customization (Y/N) | Future Release (Y/N) | Integration/3rd Party (Y/N) | Explanation/Comments |
| 1 | Field Operations | Barcode/NFC Support | The system’s mobile or tablet application shall support scanning equipment barcodes to retrieve associated equipment records and display required checklist that needs be marked to complete the daily task. Users shall be able to flag issues encountered during checklist execution, and the system shall carry forward relevant data to the work request to streamline issue reporting and resolution. | H |
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