Case Study
Case Study: County of Peterborough
Peterborough County Significantly Reduces Manual Data Entry with the Citywide API
Location:
Peterborough County, Ontario
Population:
~87,000
Modules:
Citywide API
Introduction
In October 2022, the County of Peterborough began a major modernization effort to update its asset management systems and boost operational efficiency across departments. They implemented PSD Citywide’s Enterprise Asset Management (EAM) platform, which includes Citywide Assets, Citywide Maintenance, GIS Viewer, and the Citywide Mobile app for field teams.
After implementing Citywide EAM, County staff took full ownership of integrating the software with their existing systems—without relying on external consultants or IT vendors. Using the built-in Citywide API (Application Programming Interface), they developed automated workflows that improved efficiency, reduced errors, and delivered long-term cost savings.
Challenge
During the Citywide EAM implementation and migration from their previous system, Peterborough County identified several manual processes that could be automated to deliver significant value, reduce errors, and save staff time:
Vehicle Maintenance Workflows
Vehicle maintenance workflows involved manual retrieval of travel distance readings from the existing fleet management system (FMS), which presented opportunities to improve maintenance scheduling and reduce the risk of missed service.
Payroll Processes and Job Costing
Payroll processes and job costing were completed in separate software, resulting in the duplication of efforts in multiple non-integrated applications.
GIS and Asset Data
GIS and asset data updates were handled through repetitive manual tasks, increasing the potential for errors and consuming valuable staff resources.
To fully modernize without increasing staff or depending on ongoing technical support, the County sought a secure, flexible integration solution they could manage internally.
Solution
Self-Managed Integrations using Citywide API
Referencing the available API documentation, Peterborough County used the Citywide API to integrate Citywide software with several of its third-party platforms —streamlining key workflows without relying on external support.
The API acts as a secure bridge between systems, enabling data exchange in and out of the Citywide platform. Using Safe Software’s FME—a tool that connects and transforms data between different systems—alongside the Citywide API, the County enabled automated, multi-directional data flows. This allows custom workflows to run smoothly without disrupting existing tools or processes.
1. Vehicle Data Automation with Geotab
With help from Safe Software’s FME, the County built an automated workflow that pulls odometer and vehicle information from its FMS, Geotab, and sends it to the Citywide platform via the API. These readings automatically trigger work orders in Citywide Maintenance when scheduled service is due—ensuring vehicles are maintained according to OEM (Original Equipment Manufacturer) specifications.
2. Payroll Timesheet Export to HRISMyWay
With over 40 staff submitting timecards, the County needed a simple, repeatable way to export data for payroll. With the Citywide API, the payroll department can now export timecards directly from the Citywide platform in the correct format for its payroll software, HRISMyWay. Recording employee hours in Citywide also enables accurate job costing—critical for clear, reliable project reporting to both council and the public.
3. Additional Self-Built Integrations
Peterborough County staff also use the Citywide API to support additional time-saving workflows:
GIS data is automatically updated using Citywide asset information
Property listings and asset records are refreshed on a regular schedule
Sign reflectometer readings are synced from work orders
Work order statuses are bulk edited in Citywide Maintenance
Employee timecards and entitlement data from the HR system are regularly reconciled to ensure payroll accuracy
Bulk data loads during implementation were accelerated with API-enabled workflows
OSIM Reports produced using work order and asset information retrieved though the API and integrated with PowerBI (tool for visualizing data and gaining insights through interactive dashboards and reports)
Results
By developing and managing their own API integrations, Peterborough County has achieved impressive outcomes:
Increased accuracy in payroll reporting
Automated processes that reduce countless hours of manual data manipulation and repetitive tasks
In-house tools empower staff to perform bulk edits directly from the back end, giving them flexibility and autonomy to manage their own work
Vehicles are meeting minimum maintenance standards and are serviced on time and regularly
What stands out most is that these integrations were built and maintained entirely in-house—showcasing the County’s leadership in municipal innovation, delivering major time savings, and maximizing the value of its investment. Read more about how your municipality can use the Citywide API to reduce costs, improve service, and become more self-sufficient.
“
The Citywide API gives us the more robust control we need to manage our data and easily connect different software across departments. It helps us keep our information accurate, work more independently, cut down on repetitive tasks, and get things done more efficiently. The API documentation is clear and easy to follow, so even people who are new to APIs can figure out how to use it.
Overall, using the API has helped Peterborough County get the most out of our asset management software, link it with other tools, and share data smoothly while saving time
and effort.
“
Courtney Dunn
GIS and Data Coordinator
Peterborough County
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Case Study: County of Peterborough
Peterborough County Significantly Reduces Manual Data Entry with the Citywide API
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As part of a major modernization effort, the County of Peterborough implemented Citywide’s Enterprise Asset Management platform—integrating Citywide Assets, Maintenance, GIS Viewer, and the Mobile app to improve efficiency across departments. By independently connecting the platform to existing systems using the Citywide API, staff built automated workflows that reduced errors and delivered long-term cost savings.
Self-Managed Integrations
Peterborough County used the Citywide API to build secure system integrations — all managed in-house without external consultants.
Automation That Cuts Manual Work
Automating processes like vehicle maintenance, payroll exports, and GIS updates reduced manual tasks, improved data accuracy, and saved staff time.
Scalable Solutions with Citywide API and FME
By combining the Citywide API with Safe Software’s FME, the County created flexible, automated workflows that fit seamlessly into existing systems and processes.
“Overall, using the API has helped Peterborough County get the most out of our asset management software, link it with other tools, and share data smoothly while saving time and effort.”
