Work Management System

The Vendor is required to provide the supply and implementation of a work management system (WMS).
- WMS platforms that align with use in the municipal sector for diverse operational work management, asset management, time entry, cost analysis, and robust reporting features.
- WMS platforms that interface with existing enterprise software including, but not limited to: Esri ArcGIS, PeopleSoft, CRM platforms, and databases.
- The workforce is represented across five labour groups: management, staff association, cupe, waterloo professional fire fighters association, and casual part-time.
- The new WMS must address the following critical business needs:
• Efficient time entry: the new solution must provide user-friendly, efficient mechanisms for time tracking and entry that integrate seamlessly with work order processes.
• Geospatial integration of vertical assets: the city requires comprehensive GIS integration, including the ability to represent and manage both linear and vertical assets within a unified geospatial environment. 
• Current limitations prevent vertical assets from being visible or managed through the GIS interface.
• Mobile work order functionality: mobile support is essential. 
• The future system must offer a robust, responsive mobile application that enables field staff to perform all phases of work order management - from creation to completion - without relying on desktop access. 
• Seamless system integration: the new platform must support secure, scalable, and well documented integration capabilities with both on-premises and cloud-based systems, particularly with Esri ArcGIS, the city’s primary geospatial platform.
• Cloud-based deployment and IT efficiency: to reduce internal IT overhead and infrastructure costs, the city is strongly interested in a cloud-based solution that offers managed services, automated updates, and minimized dependency on in-house it resources.
- Additional challenges:
• Competency-based training, on-going training model and the development of a training team
• Lack of efficient time entry of staff labour against work orders
• Vertical assets are not represented in the geo-spatial representation of assets (GIS)
• The need for mobile application support for all work order processes and phases
• Robust integrations with essential on-premises and cloud-based systems such as ArcGIS
• The reduction of overhead costs in IT and licensing and development time.
- Questions/Inquires Deadline: July 22, 2025