IT DSP Findings & Recommendations

Digital Strategic Plan & Roadmap Volume 1: Findings & Recommendations October 17, 2016

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Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 17, 2016 v5.1

Table of Contents Digital Strategic Plan Roadmap: Volume 1 - Findings & Recommendations

Acknowledgements Preface ............................................................................................................................P.1 Executive Summary: Findings & Recommendations.................................................... 1 E 1 Digital Strategic Plan Vision................................................................................... 1 E 2 Project Goals & Objectives .................................................................................... 2 E 3 Project Approach & Methodology .......................................................................... 2 E 4 Digital Strategic Plan (DSP) Findings .................................................................... 2 E 4.1 Organizational Context .......................................................................................... 2 E 4.2 Summary of Findings ............................................................................................. 3 E 4.3 Summary Recommendations................................................................................. 4 E 4.4 Management Input ................................................................................................. 6 Figure E 4.4.1: IT Staffing, Training and Budget Level Ratings ........................... 6 E 4.5 Online Survey Leading IT Requirements............................................................... 7 Figure E 4.5.1: Technologies Requiring the Most Improvement .......................... 7 Figure E 4.5.2: Online Staff Survey Service Delivery Apps to Improve Customer Service ........................................................................ 8 E 4.6 Business Process / Operational IT Initiatives ........................................................ 9 Figure E 4.6.1: DSP Technology Initiatives (Not Prioritized)................................ 9 Figure E 4.6.2: Existing Department of IT Initiatives .......................................... 11 E 4.7 DSP Benefits ...................................................................................................... 13 Figure 4.7.1: DSP Potential Benefits .............................................................. 14 Introduction ..................................................................................................................... 15 1.1 Project Background, Goal & Objectives............................................................... 15 1.2 Digital Strategic Plan Roadmap Project Approach .............................................. 16 Figure 1.2.1: Comprehensive Project Methodology........................................ 17 Figure 1.2.2: Comprehensive Project Framework .......................................... 18 Requirements Definition Findings ................................................................................ 19 2.1 Management Requirements Findings ................................................................. 19 Figure 2.1.1: Management Team Business Challenges ................................. 20 Figure 2.1.2: Management Team Technology Challenges............................. 21 Figure 2.1.3: IT Staffing, Knowledge and Resources Allocation..................... 22 2.2.1 Summary of Management Interviews .................................................................. 22 2.2 Information Technology Focus Group Findings................................................... 23 1: Infrastructure................................................................................................... 23 2: Hardware......................................................................................................... 24 3: Software .......................................................................................................... 24 4. 311 Call Center ............................................................................................... 24

Section 1

Section 2

Table of Contents

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5. Operations & Sustainability............................................................................. 25 2.2.1 Summary of IT Focus Groups.............................................................................. 26 Figure 2.2.1.1: IT Focus Group Problem Statement Dashboard ....................... 26 Figure 2.2.1.2: Overall Summary of IS Department Challenges........................ 27 2.3 City Staff Online Survey....................................................................................... 27 Figure 2.3.1: City Staff Participation................................................................ 28 Figure 2.3.2: Overall Condition of Information Systems Rating...................... 28 Figure 2.3.3: Technologies Requiring the Most Improvement ....................... 29 Figure 2.3.4: Web Technologies for Enhancing Customer Service ................ 29 2.4 Leading Technology Initiatives............................................................................. 30 Figure 2.4.1: Technology Initiatives Identified (Not Prioritized)..................... 31 Figure 2.4.2: Enterprise Initiative Matrix........................................................ 32 Figure 2.4.3: Management Policies & Process Improvements ..................... 33 Figure 2.4.4: Infrastructure & Hardware Requirements ................................ 34 Figure 2.4.5: Departmental & Enterprise Software........................................ 35 Figure 2.4.6: Enterprise Software Requirements .......................................... 36 Figure 2.4.7: E-Government & System Integration Requirements................ 37 Digital Strategic Plan Roadmap Recommendations ................................................... 38 3.1 Introduction to the DSP Roadmap Recommendations........................................ 38 3.2 Digital Strategic Plan Roadmap Initiatives........................................................... 39 3.2.1 Technology Recommendations ........................................................................... 39 I Infrastructure........................................................................................... 39 I 1 Networks/Communications.................................................. 39 I 1.1 Infrastructure Master Plan ................................................... 39 I 1.2 Wi-Fi Master Plan................................................................ 40 I 1.3 Citywide Fax........................................................................ 40 I 1.4 Uninterruptable Power Supply............................................. 41 I 1.5 AC Public Safety Room....................................................... 41 I 1.6 Upgrade Virtual Servers ...................................................... 42 HW Hardware: Servers, Desktops, Mobile Devices, Peripherals .................. 42 HW 1 Web Server Redundancy .................................................... 42 HW 2 Print Server Replacement ................................................... 43 HW 3 Office 2013 Apps / Office 360 ............................................. 43 HW 4 PCs / Hand Held Devices.................................................... 44 HW 5 Printers / Plotters................................................................. 45 D SW Software: Departmental .......................................................................... 46 D SW 1 City Clerk Commissioner Tracking System [1].................... 46 D SW 2 Office of Economic Development Permit Summary Application [25].................................................................... 48 D SW 3 General Services Department CAFR Applications [8] ........ 49 D SW 4 Public Works RealQuest Enhancements [18] ..................... 50 D SW 5 Public Works Refuse Billing Application [12]....................... 50 D SW 6 Public Works Route Smart Application [12] ........................ 53 D SW 7 Planning Department Code Enforcement Application [21].. 53 D SW 8 Health, Housing & Community Services Grant Time Tracking Application [6] ....................................................... 55

Section 3

Table of Contents

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D SW 9 Human Resources Learning Management Application [20].................................................................... 56 D SW 10 Animal Services Dog License Application [11].................... 58 D SW 11 Fire & Police Departments Telestaff Application Upgrade/Replace [15]....................................... 59 D SW 12 City Attorney Public Records Act Request [4]..................... 60 D SW 13 Police Department Public Records Act Request [12].......... 61 D SW 14 Parks, Recreation & Waterfront Irrigation Management System [19] ................................................... 63 D SW 15 Rent Board Case Management Application [24] ................. 64 D SW 16 311 Call Center ................................................................... 67 D SW 17 Help Desk Software............................................................. 71 E SW Software: Enterprise ............................................................................... 72 E SW 1 Enterprise Taxonomy .......................................................... 73 E SW 2 OnBase ECMS .................................................................... 74 E SW 3 Automated Workflow ........................................................... 76 E SW 4 E-Forms .............................................................................. 78 E SW 5 E-Signatures ....................................................................... 79 E SW 6 Project Management ........................................................... 80 E SW 7 Worker's Comp Application [16] .......................................... 81 E SW 8 Auditor Contract Administration [7] ..................................... 83 E SW 9 Public Works Asset Management [3] .................................. 85 E SW 10 Contract Management [13] ................................................ 89 E SW 11 Customer Relationship Management.................................. 90 E SW 12 Accela.................................................................................. 91 E SW 13 E-Fax System...................................................................... 92 E SW 14 Office 365 .......................................................................... 93 E SW 15 Enterprise Resource Planning (ERP).................................. 93 E SW 15.1 General Services, CAFR [8] ................................................ 94 E SW 15.2 Finance, Revenue Accounting [9] ....................................... 95 E SW 15.3 Budget, Unfunded Liabilities [22] ........................................ 98 E-GOV E-Government Software ....................................................................... 100 E-GOV 1 Web Content Management Software ................................ 100 E GOV 2 City Website Design .......................................................... 100 E GOV 3 E-Government Applications............................................... 103 E TECH Enterprise Architecture ........................................................................ 106 E TECH 1 Cloud Solutions / Cloud Services Broker Policies............. 106 3.2.2 Operational Recommendations ......................................................................... 107 O IT Operational Improvement ................................................................. 107 O 1 Business Process Analysis/Improvement............................................. 107 O 2 Cyber Security ...................................................................................... 108 O 3 Business Continuity Plan ...................................................................... 108 O 4 Disaster Recovery Plan ........................................................................ 109 O 5 Adding/Removing User Accounts ......................................................... 110 O 6 Laptop Administration Plan ................................................................... 110 O 7 Mobile Device Management ................................................................. 111 O 8 Windows Tablets Provisioning.............................................................. 111 O 9 City Council Live Webcam.................................................................... 112

Table of Contents

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3.2.3 Management Recommendations ....................................................................... 113 M Management ........................................................................................ 113 M 1 IT Organization and Operational Model................................................ 113 MI 1.1 Existing IT Organization........................................................... 115 MI 1.2 Proposed IT Organization........................................................ 116 IT Governance ...................................................................................... 119 Figure M 2.1: IT Governance Process................................................. 123 Project Management............................................................................. 124 Resource Planning: Cost/Budget Allocation ......................................... 126 Physical Security................................................................................... 127 IT Staff Skills Assessment .................................................................... 128 Change Management ........................................................................... 128 Figure M 7.1: Proposed IT Change Management Model .................... 129 Appendix ........................................................................................................................ 130 4.1 Glossary ............................................................................................................. 131 M 2 M 3 M 4 M 5 M 6 M 7

Section 4

Table of Contents

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Preface

Digital Strategic Plan: Findings & Recommendations

Preface The City of Berkeley (City) Digital Strategic Plan & Roadmap (DSP Roadmap) is the result of a comprehensive and thorough assessment of the City’s existing technologies, operational requirements and service delivery needs. This document reflects a business and technology strategy that is technologically strategic, operationally responsive, and fiscally responsible. It addresses the unique requirements of the mission critical business needs of the City and its constituents, visitors and business community as a whole.

The DSP Roadmap is the product of a collaborative effort with City management and staff who made valuable contributions throughout the project. A considerable focus was placed on addressing management, operational and technology challenges identified during the project; which are referred to as “Problem Statements” throughout this document. However, this report should not leave the impression that all ThirdWave assessed was problematic. Nothing could be further from the truth. ThirdWave observed numerous strengths at the City including the following:  The City has made significant investments in departmental and enterprise systems in the last several years. Most recently, the City implemented an OnBase Enterprise Document Management System and is currently going through the process to procure an Enterprise Resource Planning System, which will address a number of city-wide technology and business process needs.

Digital Strategic Plan: Findings & Recommendations

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 The City has a number of new members on its leadership team, which has infused the City with a fresh set of progressive perspectives. Many City department heads are exceedingly capable and share a common vision to enhance the City’s Information Technologies.  City staff have a strong level of professionalism, with a conscientious commitment to delivering exemplary services to the residents, businesses and visitors that visit the City of Berkeley.  The City is the recent recipient of a Rockefeller Foundation grant, which aligns most to goal #5 of the City’s Cyber and Infrastructure Resilience Strategy, related to improving major City Information Technology systems.  The City’s relatively new IT Director has brought a new level of energy and rigor to reshaping the IT organization, and the City’s Information technologies, into a highly responsive and innovative resource to City Departments and the Berkeley community. The DSP Roadmap focuses on improving the status quo and articulating a path for becoming an exceptional city, and is comprised of two complementary volumes: Volume 1: DSP Roadmap Finding & Recommendations, identifying a comprehensive set of possible management, business process improvement, and Information Technology initiatives (this document); and, Volume 2: DSP 5 Year Implementation Roadmap , providing the final proposed and prioritized initiatives, budget estimate, 5-year timeline, and Cost Allocation Plan for implementing the Roadmap (a separate document). The challenge of adopting, funding and implementing a DSP Roadmap is a formidable one. However, given its 5-year timeline, there is plenty of latitude to execute the technology initiatives identified in the DSP. The DSP Roadmap is a living document that can be (and should be) reviewed and adjusted on a yearly basis. It provides an opportunity for new, more efficient ways of providing services - coupled with strategic investments in technology . The cornerstone of the DSP Roadmap is to ensure that investments in strategic business technologies are sound and deliver the highest possible value to the City and its constituents. Additionally, the DSP Roadmap aligns with, and supports, the City of Berkeley’s Strategic Plan. Moreover, this document provides a wealth of data that can be leveraged over the next five years to facilitate excellence in municipal services, civic participation, and community wellbeing. We’d like to extend our appreciation to the City Council for supporting this important initiative, the City Manager, Department heads and staff at the City of Berkeley for their engagement and valuable input.

Roy R. Hernández Founder, President & CEO

Digital Strategic Plan: Findings & Recommendations

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Executive Summary Findings & Recommendations

E.1 Digital Strategic Plan Vision This document reflects a Digital Strategic Plan Roadmap (DSP Roadmap) custom tailored to the City of Berkeley. It is technologically sound with a focus on Strategic Business Technologies in response to the business and service delivery needs of the City of Berkeley and its community. The vision of the DSP Roadmap is to : Provide a comprehensive roadmap fostering the use of proven state-of-the-practice Information Technologies in the most strategic, innovative, cost effective and efficient ways possible to support internal City operations, extraordinary customer service delivery, civic participation and community wellbeing.

The adoption and implementation of the DSP Roadmap will leverage the effective investment in Information Technologies while at the same time supporting the City of Berkeley’s Strategic Plan and Resilience Strategy

Digital Strategic Plan: Findings & Recommendations

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E.2 Project Goal & Objectives The goal of the DSP Roadmap and Cost Allocation Plan project is to create a five (5) year Digital Strategic Plan (DSP) employing a highly participatory process directly engaging City departments, staff, management, and the IT department. The objectives are to:  Connect technology resources, innovation, and initiatives to the City’s Strategic Planning Goals.

 Serve as the framework for how IT services are delivered throughout the City and ensure business technologies are sound and deliver the highest possible value to the City and its constituents  Define a clear set of goals, guiding principles, and strategic priorities for accomplishing the City’s objectives of Digital strategy, principles and implementation roadmap. The DSP Roadmap contains measurable objectives and will be the guiding document that shapes how the City delivers innovative and effective technology services throughout the organization and to the Berkeley community. E.3 Project Approach & Methodology The City of Berkeley DSP Roadmap project employed a comprehensive and structured “waterfall” best practice methodology. The project collected and synthesized various types of information, including:  Data on existing and planned Information Systems;  Focus Groups with IT staff and management;  Management Interviews with the City’s leadership team;  Online Staff Survey, to allow all City staff and management the opportunity to provide input into the project; and,  Twenty-six (26) Rapid Workflow ® business process analysis workshops addressing mission critical business functions for all City Departments. E.4 Digital Strategic Plan (DSP) Findings E 4.1 Organizational Context The City of Berkeley is a Charter City with a Council-Manager form of government. The Department of Information Technology (DoIT) provides services such as technology planning, technology procurement, network infrastructure/support services, helpdesk, data, telephone, GIS, application deployment and support, project management, database, security, administration, and a 311 Customer Service Center hotline available to over 1,400 employees including public safety, health services, as well as the general Berkeley community. DoIT is

Digital Strategic Plan: Findings & Recommendations

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staffed by 40.5 City employees. DoIT also provides Active Directory, Exchange, and telephone services to the Berkeley Public Library. The primary service facility is the Civic Center, in addition to approximately 42 remote sites. The previous Information Technology Master Plan was

developed in-house in 2009. E 4.2 Summary of Findings

Digital Strategic Plan: Findings & Recommendations © 2016 3 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F The current IT Director has invested a considerable amount of effort to rationalize and control the City’s project portfolio, but prior to her tenure the absence of a formal IT Governance structure had led to more than 100 projects in various degrees of progress, with/without funding, or unrealistic project schedules. This has adversely impacted the The following provides a summary of key findings of the DSP Roadmap project: (Technical terms are defined in a glossary in Section 4 of this document.) The DSP Roadmap project identified hundreds of specific challenges; the items below list the top eight challenges facing the City of Berkeley. 1. The existing IT funding model, which is predicated by some positions funded by various City departments, is not working well. The current funding policy creates challenges for both department and the IT organization. Some departments feel as their needs are not sufficiently addressed, and resource allocation is problematic for the IT Director. The current mode is unsustainable. 2. The City lacks a contemporary networking/communications infrastructure. The City’s City-owned Fiber between downtown buildings was placed in 2000 and needs replacing and the City lacks reliable city-wide Wi-Fi capabilities. 3. The City IT has an acute lack of Project Management expertise. Poor project planning and a low percentage of projects delivered on schedule and/or budget is common. This has delayed the roll out of critical systems, in some cases, for years. 4. The City has a number of aging enterprise applications, which need upgrading or replacing. The City is in the process of procuring a new Enterprise Resource Planning system, which will provide significant functionality to a number of mission critical processes. However, there is still a significant need for enterprise systems across several City departments. 5. The City lacks numerous departmental application software. City staff identified a number of needed departmental applications to provide Berkeley residents the services they require. (Some of these applications were identified in the IT Master Plan developed by the City in 2009.) 6. The City IT organization lacks the expertise and capacity to support the implementation of current and new DSP Roadmap initiatives. The existing IT organization and operational model is not positioned to support existing projects, as well as those identified in the DSP; it lacks key knowledge, skills and abilities not required 10 or 20 years ago when many of the existing systems were deployed. There is strong need to invest in Technology training for IT and City staff. 7. The City does not have IT Governance policy or process.

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ability to deliver badly needed technologies to City departments and has affected the IT organization’s credibility. 8. The City’s website design is dated, reflecting city websites from 2000 to 2005. The City’s website is dated and its maturity level is not comparable to other leading cities. The website navigation is inconsistent, the layout visually cluttered, and the Graphical User Interface is unfriendly. Moreover, and perhaps most significant, the City’s website is not focused on online service delivery. The existing IT business model, inherited by the recently hired IT Director, has resulted in a variety of systems and end user support challenges; and as noted by some staff and management, it is unsustainable. Given the tactical and strategic role Information Technology plays in effective and efficient municipal service delivery, the status quo acts as a barrier to making the best, most effective use of technology and limited City human resources. E 4.3 Summary Recommendations The DSP Roadmap project identified hundreds of specific actionable recommendations. The items below provide a summary of the top eight organizational and technical recommendations for the DSP Roadmap. 1. Adopt a redefined IT Cost/Budget Allocation Model: The optimization of City human and financial resources requires a redefinition of the existing IT cost/budget allocation model. New policies should include the following:  Adopt a cost allocation plan for IT staff and infrastructure costs.  Establish an Internal Service Fund to support existing and new infrastructure.  Implement an IT Service Management tool for help desk service request tracking, software and hardware asset management.  Communicate the plan to end users. 2. Update the City Fiber Network and implement City-wide Wi-Fi:  Carry out a Fiber Infrastructure and Wi-Fi Master Planning efforts.  Upgrade the City-owned fiber infrastructure.  Explore public/private partnerships for the implementation of public Wi-Fi and Fiber. 3. Adopt rigorous IT Project Management best practices for City IT efforts: Provide formal and rigorous Project Management best practice training to IT staff to ensure successful project delivery and effective support of City departments:  Adopt the Project Management Institute’s PMBOK™ (Project Management Body of Knowledge) project management methodology.  Implement project management software to support all Project Managers.  Resource sufficient Project Managers in DoIT to support the current and projected IT project portfolio over the next 5 years; create a Project Manager class specification if required to meet this need. 4. Replace aging enterprise applications: Build on the current Enterprise Resource Planning (ERP) procurement with the evaluation and replacement of applications not in the initial ERP implementation phase: Focus on:

Digital Strategic Plan: Findings & Recommendations

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 Applications highly tailored and responsive to the specific business, functional and technical requirements identified in the Rapid Workflow ® workshops. Example applications include: Enterprise Document/Records Management, Workflow Automation/E-Forms/E-Signatures, Worker's Comp, Asset Management, Contract Management, Customer Relationship Management, and Office 365.  Enterprise Architecture, Interoperability, Service Oriented Architecture and Web- enabled capabilities to foster application integration.  Cloud-based applications, with proper vetting that hosted applications can be integrated with related systems. 5. Implement state-of-the-practice departmental applications: Evaluate, prioritize, and replace departmental applications identified in this document, focusing on:  Applications highly tailored and responsive to the specific business, functional and technical requirements of City departments as identified in the Rapid Workflow ® workshops. Applications include: Commissioner Tracking, Permit Summary, CAFR, Real Quest Enhancement, Refuse Billing Application, Route Code Enforcement, Grant Time Tracking, Learning Management, Dog Licenses, Telestaff Upgrade/Replacement, Public Records Act Request, Irrigation Management, and Case Management.  Enterprise Architecture, Interoperability, Service Oriented Architecture and Web- enabled capabilities to foster application integration.  Cloud-based applications, with proper vetting that hosted applications can be integrated with related City applications, where applicable. 6. Align the IT Organization’s skillsets and capacity to effectively support the City: Reconfigure the IT organization with the knowledge, skills and abilities to deliver exemplary IT services and support including:  Place a new and refocused commitment to providing technical expertise, extraordinary customer service, and a high caliber of project management:  Augment the IT organization’s knowledge gaps with the following: Information Security Officer, Digital Communications Specialist, Database Administrator, GIS Applications Specialist, Project Managers, and Information Systems Specialist. 7. Adopt IT Governance best practice: Implement an IT Governance structure, process, policies and practices to ensure the appropriate selection and implementation of IT solutions enabling the City to achieve its goals and objectives. IT governance should:  Determine business, functional and technical requirements in response to City needs and aligned with the City’s Enterprise Architecture  Ensure effective evaluation, selection, prioritization, and funding of IT investments  Allow IT (or its IT partners) to manage successful DSP implementations and monitor measurable business benefits and performance measurement. 8. Redesign the City website and focus on online customer service delivery: Issue a Request for Proposal to redesign the City website.  The redesigned website should reflect contemporary web visual design principles.

Digital Strategic Plan: Findings & Recommendations

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 The website will use E-Government applications to deliver various convenient on-line services to the residents, tourists and business community employing various technologies.  Adopt a “24-hour City Hall” to provide extraordinary public services. E 4.4 Management Input The following figure provides management responses to question related to their perspective

regard the IT organization’s ability to provide support and funding. Figure E 4.4.1: IT Staffing, Training and Budget Level Ratings

The responses above indicate a general consensus that the IT organization has inadequate staffing capacity, average technical knowledge, and insufficient funding to maintain the City’s existing Information Technologies.

Digital Strategic Plan: Findings & Recommendations

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E 4.5 Online Survey Leading IT Requirements The DSP online survey was posted from June 1 to June 15, 2016. The number of responses was outstanding; two-hundred and thirty-three (233) City staff and management responded. The online survey addressed the following:  Existing information systems: infrastructure, hardware, and software  Information and data sharing needs  IT support levels  Business and service delivery applications The following figures provide a summary of the leading technology challenges and requirements

identified by City management and staff in the DSP Online Staff Survey. Figure E 4.5.1: Technologies Requiring the Most Improvement

It is important to note that Project Management is at the top of the list of non-technical areas that require the most improvement, followed by IT Support. The figure on the following page reflects responses to a question asking what online services City staff would most like to provide the residents of Berkeley. Forty (40) different online apps were provided for staff to pick from. Key findings from this include the following:  As consistently indicated in other project tasks, the City Website redesign was rated number 1 and website functionality was 4 out of 40.

 311 Services was at the top of the list at number 3.  3 out of the top 10 apps relate to online payments.

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Figure E 4.5.2: Online Staff Survey Service Delivery Apps to Improve Customer Service

Digital Strategic Plan: Findings & Recommendations

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E 4.6 Business Process / Operational IT Initiatives The figure below provides a list of technology initiatives identified in the DSP project. The initiatives below represent a list compiled from all of the data sources on the DSP project including: management interviews, IT Focus Groups, Online Staff Survey, and Rapid Workflow ® workshops with business process owners. The initiatives below are grouped by type of technology, then sorted in descending order in terms of how many times they were identified in the course of the project (for general information purposes). However, the initiatives below are not prioritized; initiatives are prioritized in the companion document to this report, the DSP Volume 2: the DSP Roadmap. Figure E 4.6.1: DSP Technology Initiatives (Not Prioritized) INF Infrastructure 1. I 2 Wi-Fi Master Plan .........................................................................................................2 2. I 1 Infrastructure Fiber Master Plan ...................................................................................1 3. I 3 Uninterruptable Power Supply ......................................................................................1 4. I 4 AC Public Safety Room.................................................................................................1 5. I 5 Upgrade Virtual Servers................................................................................................1 6. I 6 Web Server Redundancy ..............................................................................................1 7. I 7 Print Server Replacement .............................................................................................1 HW Hardware: Servers, Workstations, Peripherals 8. HW 1 Video Conferencing.......................................................................................................2 9. HW 2 PCs / Hand Held Devices..............................................................................................2 10. HW 3 Printers / Plotters .........................................................................................................2 11. HW 4 Replace Building & Permits Server...............................................................................1 12. HW 5 Internal Network Security Monitor Appliance ................................................................1 D SW Software: Departmental 13. D SW 1 Case Management Application .....................................................................................3 14. D SW 2 311 Call Center .........................................................................................................2 15. D SW 3 Grant Time Tracking Application...................................................................................2 16. D SW 4 Public Records Act Request .........................................................................................2 17. D SW 5 Telestaff Application Upgrade/Replace.........................................................................2 18. D SW 6 Commissioner Tracking System ...................................................................................1 19. D SW 7 Permit Summary Application.........................................................................................1 20. D SW 8 CAFR Application .........................................................................................................1 21. D SW 9 Real Quest Enhancement .............................................................................................1 22. D SW 10 Refuse Billing Application..............................................................................................1 23. D SW 11 Route Smart Application ...............................................................................................1 24. D SW 12 Code Enforcement Application .....................................................................................1 25. D SW 13 Learning Management Application ...............................................................................1 26. D SW 14 Dog License Application................................................................................................1 27. D SW 15 Irrigation Management System .....................................................................................1 28. D SW 16 OPAC Computer Skills Testing Application ..................................................................1 29. D SW 17 Help Desk Software ......................................................................................................1

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Figure E 4.6.1: DSP Technology Initiatives (Not Prioritized): continued E SW Software: Enterprise 30. E SW 3

Automated Workflow...................................................................................................10 E-Forms.......................................................................................................................10 E-Signatures .................................................................................................................8 OnBase ECMS (Imaging, Content Management, Records Management) ................14 Customer Relationship Management............................................................................5 Accela Enhancements ..................................................................................................4 Contract Management...................................................................................................4 Enterprise Taxonomy ....................................................................................................3 ERP...............................................................................................................................3 Project Management .....................................................................................................3 Asset Management .......................................................................................................2 E-Fax System................................................................................................................1 Office 365......................................................................................................................1 Website Redesign .........................................................................................................9 Web Content Management Software............................................................................4 .........................................................................................................4 Intranet Enhancement...................................................................................................1 OED Online Loan Application .......................................................................................1 Accela Online Applications............................................................................................1 Social Media Application Integration (Not specific initiatives, for information purposes) Muni Services to GIS ....................................................................................................1 Loan Application to GIS ................................................................................................1 Worker's Comp to OnBase ...........................................................................................1 ERP Budget to OnBase ................................................................................................1 ERP Budget to Open Portal ..........................................................................................1 ERP Budget to OnBase ................................................................................................1 E-Government

31. E SW 4 32. E SW 5 33. E SW 2 34. E SW 9 35. E SW 11 36. E SW 8 37. E SW 1 38. E SW 21 39. E SW 6 40. E SW 7 41. E SW 19 42. E SW 20

EGOV

43. EG 1 44. EG 2 45. EG 3 46. EG 4 47. EG 5 48. EG 5

AI

AI 1 AI 2 AI 3 AI 4 AI 5 AI 6

One of the requirements of the DSP project is to get an overarching view of planned IT initiatives. The figure on the following page provides a list of previously identified IT projects including infrastructure, department and enterprise application software projects. Some of the projects identified by the City during the current fiscal year and those identified in the course of the DSP project are duplicated. These two lists are reconciled and prioritized in Vol. II, DSP Roadmap. Moreover, the reconciled lists of IT initiatives are laid out over a 5-year timeline with corresponding budget estimates.

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Figure E 4.6.2: Existing List of IT Initiatives Legend of Acronyms: SOW Scope of Work Developed IP In-progress WS Workshop Requirement

Infrastructure Projects

Dept.

IT Div. SOW

1. Office 2013 Deployment and Training Citywide 2. PSB SAN/VM Upgrades Citywide 3. Network Bandwidth Upgrades (ASE) Citywide 4. Print Server Upgrade Citywide 5. Confluence Wiki - Pilot 7. Microsoft Enterprise Upgrades 8. City Council Chambers Infrastructure 6. 1947 Center St Mental Health Clinic Emergency Relocation 9. OnBase Deployment - Stellent Replacement Citywide 10. PSB Server Room HVAC Upgrade (Aug 2016) Citywide 11. Mobile Data Computer HW Replacement Police & Fire 12. Windows Server 2003 OS Upgrade/Migration 13. SQL Server 2005 Upgrade/Migration Citywide 14. Internet Bandwidth increase / Internet Backup 17. Upgrade Marina Public Wi-Fi for Berthers 18. Department Operations Center (DOC) 19. MS Enterprise Upgrades O365 Migration Exchange SharePoint Portal 20. IT Asset Inventory Replacement, Enterprise PM Tool 21. Conference Room Upgrades Citywide 15. SCCM Upgrade Citywide 16. Solarwinds Monitoring

Citywide Citywide Citywide Citywide

NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps NetOps

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Pilot

Citywide Citywide City Clerk Citywide Citywide Police / Fire Citywide Citywide Citywide Citywide Citywide

PRW

Public Works NetOps

Citywide Citywide Citywide HHCS HHCS Citywide Citywide Citywide Citywide Citywide

22. Mental Health Clinic Remodel

23. Mobile Crisis Team Incident Log SW Replacement 24. Mobile Devices, Clinicians & Inspectors HHCS (Move NetOps) HHHCS 26. Security Information & Event Management (SIEM) Reporting 27. SharePoint Online Deployment 28. Develop/Implement City Wide Plan - KIOSKS 29. Develop/Implement City Wide Plan - Computer Labs 30. Develop/Implement City Wide Plan - Security System Cameras Citywide 31. MS Enterprise Upgrades: O365 Migration/One Drive Migration Citywide 25. VOIP Phase II Citywide

Bus Apps Yes

Yes

IP No IP IP No IP

Department Software Projects

Dept.

IT Div. SOW Bus Apps No Bus Apps No Bus Apps Yes Bus Apps Yes Bus Apps Yes 311 Yes

32. Real Property Leasing Software Assessment Citywide 33. Replace Custom Access DB for Commissioner Tracking (CIS) 34. Lagan Upgrade & Integration IT: 311 Performance Dashboard IT 35. Targeted Case Management (TCM) System Implementation

Attorney City Clerk

HHCS HHCS HHCS

36. NextGen EPM-EHR System Projects

37. Decade Development

Digital Strategic Plan: Findings & Recommendations

© 2016 11 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F

Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 17, 2016 v5.1

38. RLSS Loan Tracking Software Replacement 39. Elite System Replacement (Housing and HHCS) 40. Youthworks / Temp employees - Online Application 41. Online Mapping Solution for Planning Permits 42. New World Upgrade & Migration V 9 - 10.2 43. New World, Aegis Mobile Upgrade V10.2 to Enter/Fire RMS 44. Online False Alarm Management & Interface Police 45. Data Warehouse Migration, Legacy Police RMS/Fire FMIS Data PD/FD HHCS HHCS Planning Police/Fire Police/Fire Police/Fire

Bus Apps No Bus Apps No Bus Apps IP Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps No Bus Apps IP Bus Apps IP Bus Apps IP Bus Apps Yes Bus Apps IP Bus Apps IP Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps IP Bus Apps IP Bus Apps IP Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps IP Bus Apps Yes Bus Apps No Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps Yes Bus Apps No Bus Apps Yes Bus Apps No

Various Depts. Bus Apps No

46. ARIES Regional Data Sharing Police 47. CJIS Advanced Authentication Police 48. Telestaff Upgrade 49. Mobile Staff Directory 50. ePCR Tablet Replacement 51. FireRMS/Red Alert Alternatives 52. CAD Run Card Maintenance

Police Police

Fire Fire Fire Fire Fire Fire Fire Fire Fire

53. Knox Maintenance 54. BENS Replacement

55. New Suppression Inspection System 56. EOC Management Software 57. LPR Program - Citations, GoBerkeley

Police Police Police Police Police Police PR&W PR&W PR&W PR&W PR&W PR&W PR&W PR&W PR&W

58. LEAP Network 59. Vesta Upgrade 60. Body Worn Cameras 61. Conversion of Microfiche

62. Mobile ID

63. New Irrigation Management System 64. New Recreation Registration System 65. CRM Landscape Maintenance

66. CRM Facilities Phase II - Custom Reports & Marina

67. Park Locator App

68. Story Map for Major / Minor Maintenances

69. Staff Scheduling Software 70. Mobile App for PacSoft

71. Capital Project Management Software 72. Demand-Based Parking (goBerkeley) 73. Center St. Garage software systems 75. Zero Waste Route Optimization 76. Public Notification System (Recollect) 74. GasBoy Upgrade

Public Works Bus Apps Yes Public Works Bus Apps No Public Works Bus Apps No Public Works Bus Apps No Public Works Bus Apps No Public Works Bus Apps Yes Public Works Bus Apps Yes Public Works Bus Apps No

77. AMAG (secured entry systems) Consolidation/Replacement

78. Commercial Hauling

79. Zero Waste Mobile Communication System 80. Rent Stabilization Management System

Rent Board Rent Board

Bus Apps No Bus Apps No

81. Rental Registration Portal 82. Nemo Q Replacement

Fin/Planning Bus Apps No

Digital Strategic Plan: Findings & Recommendations

© 2016 12 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F

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