Customer Overview
“The City of Jurupa Valley is a municipality in California’s Inland Empire region. Its Public Works Team, led by Deputy Director David French, is responsible for managing capital improvement projects, budgeting, and infrastructure development for the city. With a lean staff, the team oversees millions in capital project budgets each year, managing feasibility, design, and construction phases, as well as compliance with multiple funding sources.”
Customer Use Case Details
- Customer Department Using Smartsheet → Administrative, IT & Operations, Project Management
- Competing Products → Microsoft Project
- Customer Challenges → “Fragmented project and budget tracking:
- Multiple systems were being used for budget management, invoice tracking, and project timelines, making it difficult to maintain a consolidated view.
- Complex funding sources: Projects were funded by multiple funds that needed precise tracking across project phases.
- Limited real-time visibility: Leadership lacked the ability to see overall budget health across all projects quickly.
- Manual processes: Tracking invoices, budgets, and documents involved significant administrative effort.”
Solution
- Solution implemented → PPM – General
- Implementation → “Developed a Control Center solution in Smartsheet to centralize budgeting, invoice tracking, and project timelines. Customized budget reporting into distinct phases (Feasibility, Design, Construction) and funding sources, enabling seamless portfolio-level reporting. Built automated 5-year Capital Improvement Plan (CIP) reports by phase and by fund. Implemented an Invoice Tracker capable of categorizing invoices to up to two funds per project phase. Integrated the Invoice form attachment feature for easy access to supporting documentation.
- Customer benefits working with Prime → “Gained a Smartsheet solution tailored specifically to their project funding and reporting requirements. Leveraged expert knowledge to build scalable solutions that met city-specific needs, saving internal resources and time. Developed strong collaboration with a partner that could understand Public Works’ operational and compliance needs.”
- Future Plans → “Expand the Smartsheet solution to manage additional Public Works processes, such as contractor performance tracking and asset management. Continue refining dashboards and reporting as the city’s capital projects grow in scale and complexity. Explore automation opportunities to further reduce manual administrative tasks.”
Benefits & Success Metrics
Real-time financial visibility: The team can now monitor overall budget health daily, across all projects.
Streamlined reporting: CIP and fund reports that once required hours of manual consolidation are now generated automatically.
Improved document management: Invoice documentation is consistently accessible and linked directly to each project.
Scalable solution: Smartsheet provides flexibility to meet the city’s evolving needs without significant redevelopment.
Operational efficiency: Significant reduction in administrative overhead, freeing staff to focus on strategic tasks.