IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Accela issues:  It is difficult to reconcile between Accela and FUND$. No one is assigned to do this.  Bank reconciliation is not using the FUND$ system in the process: lack of automated bank reconciliation.  Reports are not easily generated: Accela, FUND$, ETIMs.  Accela/ETIMs: the payment processes are not able to work in multiple batches.  Search tools are not available in Accela/ETIMs.  Breakdown of cash receipts are not accurate in Accela/ETIMs.  Parking receivables from Xerox changes every time it is run. According to City staff, this results in the following:  Mispostings require staff time and rework; reversing the payment, printing the report, writing notes, approving and sending to the Treasury. Reconciliation is hard.  Information is in the wrong year/month.  Inability of CIS/MR to identify a batch number is a major obstacle for bank reconciliation, which delays work.  Lock box creation is prone to errors, publication of posting.  Payments not posted to the account create penalties to the customer.  Inability to generate a TROD report slows down production in treasury.  Delinquency Notices require a lot of staff time and customer complaints.  The difficulty of searching for customers results in a tendency to generate multiple/duplicate accounts.  It takes longer to research.  The lack of accrual basis accounting requires staff time to make adjustments so the CAFR can be prepared.  There is no confidence in FUND$ data.  Requests get delayed and are costly.  Reconcile problems between Accela and FUND$ could result in fraud without knowing it.  The lack of automated bank reconciliation causes inefficiencies. Accela issues result in:  Inaccurate information.  Have to call IT for reports, making it inefficient.  GL/Subsidiaries have inaccurate balances.  Presents an equity issue to Auditor/user.

 User cannot run their own reports  Cannot do audits, loss of revenue.  Production slows down.  Makes reconciling difficult and cannot verify accuracy.  Staff time and the inability to find information.  Hard to find payments because it is difficult to use Accela.

Digital Strategic Plan: Findings & Recommendations

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