IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

E SW 15.1 General Services, Comprehensive Annual Financial Report (CAFR) [8] Findings:

The General Services CAFR Rapid Workflow ® workshop revealed a number of challenges in the process:  Systems challenges:  The process depends on a manual process.  There are many ongoing changes made to the GASB requirements.  FUND$ cannot handle the GASB requirement changes, which have to be done in Excel.  Document management is a manual process.  Excel has rounding errors.  Time preparers: information needs to be prepared in a certain amount of time. The CAFR process is carried out at the same time as the audit process.  Operational challenges:  The Accounting team does not fully understand the operation of the City, i.e., constructions cost, IT costs, etc.  Staff do not have answers to the questions related to the accrual basis.  Departments do not see the CAFR as a priority.  Decentralized accounting system and ledgers; some departments do not have subsidiary ledgers. According to City staff, this results in the following:  Inefficient use of staff time.  Prone to human errors, sometimes staff forget to make changes, delete or misname files.  The current process is inefficient.  Staff require more training, depending on the accounting staff.  Have to do extra work, generate reports out of FUND$ then put that data into Excel and prepare the statements out of Excel.  May not produce the high quality product they would like to produce. Recommendations:  Implement a CAFR Extended Reporting Application Features/Functions  Produce the CAFR.  Export reconciled data formatted per the CAFR requirements.  Automated data migration and population from FUND$ to different sections of CAFR.  Workflow automation.  Select a system/vendor who update their software on an ongoing basis as GASB requirements change.  Work in conjunction with the new ERP system.  Put information in department budgets and spending in OnBase ECMS. Reports  Single Audit  Grant  IDC  State Controller

Digital Strategic Plan: Findings & Recommendations

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