IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Digital Strategic Plan: Findings & Recommendations © 2016 120 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F Activities: This step will entail the definition of technology requirements and business case for the procurement of new IT in “lay-person” terms, with assistance of IT Analyst. Departments will identify business drivers and functional requirements. The following will be identified:  Hold internal business need discussions prior to meeting with IT  Business drivers, technical/functional requirements  Alignment with City’s Strategic Goals  Identify timeline  Department staff/time commitment  Opportunity for innovation/business case benefits  General Scope of Work and acceptance criteria  Funding source Adopt a formal IT Governance Framework providing business controls on the identification, selection, procurement and implementation of Information Technologies.  The framework will include a new process with appropriate policies and practices in support of IT Governance, aligned with existing City purchasing policies and practices. The proposed steps in the IT Governance process will include the following:  Participants and Activities Step 1: Definition of Technology Requirements Participants: Participants in the Definition of Technology Requirements will include: Department Subject Matter Experts, Client Department Head, and IT Analyst. (Requirements definition might also include assistance from technology consultants, where appropriate.)  Adversely affects customer service, because of a lack of knowledge on non-standard systems, the customer perception of the IT organization is poor.  IT operational inefficiencies are impacted as IT staff are required to research and support systems that do not adhere to system standards. Findings: The lack of IT Governance at the City came up in the management interviews and the IT Focus Groups and two management interviews. According to City staff and management, the current lack of IT Governance results in the following challenges:  Inefficient use of staff time.  Do not carry out formal project analysis and planning, there is a lack of coordination between project coordinators, programmers and end users.  Departments are purchasing their own systems, which may be the wrong or incompatible Information Technologies.  The IT Department is out of the loop on the purchase on technology.  Incompatible technologies.  A lack of coordination across departments.  IT Department is not functioning as an IT Department should be functioning.  Fosters a “silo culture” without proper representation of the IT organization’s participation, which results in missed opportunities for investing in the best IT solutions.  Fosters a lack of understanding of IT the executive level.  IT staff are surprised with disparate systems when they arrive.  IT staff have to support numerous incompatible systems. Recommendations: 

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