Special Function: Maintenance and Alternate Zones

Lucity allows agencies to establish two types of work zones:

• Maintenance Zones divide assets and work among supervisors;
• Alternate Zones divide assets and work for a secondary purpose—perhaps based on billing, land use, etc.

These zones come into play when users define Assets or when they create Work Orders or PM/Templates. Since zones are typically based on location this process is tied in with the GIS system.

Setting Up Zones

Maintenance or Alternate Zones must be added into Lucity. Administrators can either create Maintenance and Alternate Zones manually in Lucity, but more often import them from existing GIS feature classes into Lucity.

Creating Zones in Lucity

• Zones are created and stored in the Work > Administration > Maintenance Zones and Alternate Zones modules.

Creating Zones from GIS Data

1. Identify the polygon feature classes that store the maintenance zone and/or alternate zone information. Each zone polygon should store the zone code and name.
2. Use the Lucity Import and Update tool to connect to the geodatabase and import the zone data into either the Maintenance or Alternate Zone module.

   Note: If zones change regularly, consider scheduling a regular import using the Lucity Import and Update tool.

Determining an Asset's Zone

Once zones are set up the assets must be associated to the zones. This can be done in three ways:

1. Manually in Lucity - Requires that a user update each asset record using the asset's Maintenance and Alternate Zone fields.
   • This is the slowest and most labor intensive option but is the only option available when not using GIS.
2. Using GIS Data to Populate Assets' Zone Fields - Links the asset's Maintenance and Alternate Zone fields to matching fields in GIS. These are updated automatically in GIS based on the asset's location.
   • This is typically the best solution for most types of assets.
   • GIS Tasks should be setup to make sure this information is updated on a regular basis.
3. Dynamically determining the Zone on demand - Does not store asset's Maintenance and Alternate Zone information in Lucity at all. The information is determined in the GIS system using the asset's location when the work system requests it.
   • This supports finding the zone for work that has an address or set of xy coordinates but does not have an asset.
   • This requires the least amount of prep work but causes a significant slowdown to the work system while the asset's location is determined.

Manually In Lucity

• Users can manually update an Asset's Zone fields.

Using GIS Data to Populate Assets' Zone Fields

1. In the asset feature classes, add a Zone field to store the Maintenance or Alternate Zone Code.
2. Open the Lucity Geodatabase Configuration Tool.
   • Link the Zone fields from the asset feature classes to the related Zone field in Lucity.
   • Set up a spatial relationship for each feature class to update the feature classes' Zone fields with the code from the Maintenance or Alternate Zone feature class.
3. Perform a spatial update on all asset records with the related Zone Code to automatically sync that data with the related Lucity record.

Determining a Zone by its Location

Note: Using this strategy significantly slows the process of saving a Work Order or Request.

1. Add the Maintenance Zone and/or Alternate Zone feature classes to a map.
2. Publish the map to ArcServer as a map service.
3. Open the Lucity Administration Tool and select GIS > Map Services.
4. Add the service that contains the zones to the list of map services.
5. Make sure the URLs are accessible from the Lucity Web server, Luctity Mobile server, Lucity Citizen Portal server, Lucity REST API server, and the Lucity Citizen Portal REST API server.
6. In Lucity Web, go to Admin Portal > Settings > System Settings > GIS Web and verify that the URL for Geocoding Service field is filled out.
7. In the Lucity Admin Tool, go to GIS > GIS Services > Work Zone Services tab and complete the fields using the information from the map service.
   • When users add a Work Request or Work Order with an Asset, Lucity will try to look up the Zone on the fly using the XY coordinates stored on asset inventory record.
   • When users add a Work Request or Work Order without an Asset, Lucity will try to look up the Zone on the fly using the XY coordinates or address.

Configuring Default Supervisors for Zones

The final step involves considering each Problem that necessitates Work Orders or PM/Templates and assigning a default Supervisor for addressing that Problem in each Zone.

1. Open up the Work > Administration > Work Flow Setup > Work Problem Setup module.
2. Locate the Problem to which you would like to add a Zone Supervisor.
3. Expand the record and select the Zone Supervisors grid.
4. Add a new Zone Supervisor record.
5. Select a Maintenance Zone.
6. Select a Supervisor.
7. Save and close the record.
8. Continue to create Zone Supervisor records for each Maintenance Zone.

How Zone Information is used

How Lucity Determines Maintenance Zones

Requests

1. A user creates a Request and, in the process, identifies the Problem and selects an Asset.
2. The system immediately determines whether that Asset has a Zone(s) assigned to it.  If it does, the system updates the Zone field(s) on the Request.
3. When the user saves the Request, the system checks whether any Zones are assigned. If none have been assigned, the system attempts to determine the zone based on:
   • the Asset's XY coordinates,
   • the XY Coordinates entered on the Request, or
   • the Address entered on the Request.
4. Once the Zone(s) is identified, Lucity checks whether the selected Problem has a corresponding Maintenance Zone Supervisor(s) associated with it.
5. If the Problem has a corresponding Maintenance Zone Supervisor, the system updates the Supervisor field on the Request with the appropriate name.

Work Orders

1. A user creates a Work Order and, in the process, identifies the Problem and adds an Asset and/or Location record.
2. The system immediately determines whether the first Asset on the Work Order has a Zone(s) assigned to it. .  If it does, the system updates the Zone field(s) on the Work Order.
3. When the user saves the Work Order, the system checks whether any Zones are assigned. If none have been assigned, the system attempts to determine the zone based on:
   • the first Asset's XY coordinates,
   • the XY Coordinates of the first Location entered on the Work Order, or
   • the Address entered on the Work Order.
4. Once the Zone(s) is identified, Lucity checks whether the selected Problem has a corresponding Maintenance Zone Supervisor(s) associated with it.

If the Problem has a corresponding Maintenance Zone Supervisor, the system updates the Supervisor field on the Work Order with the appropriate name.

Special Behaviors

• If the Maintenance Zone isn't filled out on the Asset record and Lucity has to ask the GIS server for the Zone information, it will wait only 10 seconds before timing out.
• If the GIS server times out 15 times in one day, Lucity will: 1) stop asking the server for zone information; and 2) send a "System Health and GIS Update Failure" email to the Lucity Administrator. This feature prevents the Work Order and Request modules from slowing down while waiting on the GIS server.
• Reseting the web cache resets the time-out counter.