IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Benefits:  Allow the City to procure standard and strategic Information Technologies.  Minimizing the risk of buying the wrong technologies.  Take advantage of economies of scale when purchasing Information Technologies.  Improves the IT Department’s ability to effectively support the City’s systems, end user

operational needs and service delivery to the public.  Aligns technology with the City’s Business Strategy.

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Project Management Findings:

The DSP project revealed a substantial lack of IT Project Management knowledge, skills and abilities, policies and best practices at the City of Berkeley. This may be the most serious challenge facing the IT organization, and its ability to provide effective services and deliver existing and future projects in a cost effective manner.  The management interviews revealed that:  IT has numerous, long lists of active projects, many which have been ongoing for years.  The definition of what constitutes a project does not follow industry best practices, i.e., the development of a Work Breakdown with phases, tasks and subtasks. And lastly, many project shown as active were never funded, therefore not qualifying as active projects.  The IT Focus Groups revealed the following challenges:  Do not carry out formal project analysis and planning,  Project completion dates are not estimated.  Lack of an enterprise project management practices.  Lack Enterprise IT project governance.  No standard methodology to manage programs.  There is overpromising on projects.  Lack of transparency and visibility of project reporting.  Lack of project ownerships, there are so many people involved.  Lack of project status dashboard rerouting.  The IT Rapid Workflow workshops revealed the following:  These is no enterprise project management solution.  The lack of project status dashboard rerouting.  Do not know availability of IT staff resources, there is no demand management.  Each person manages their projects differently.  The lack of consistency on how each group of projects are prioritized.  There is a lack of project management skill sets.  There is a lack of visibility into all active prospects.  There is a lack of management of existing/future funding.  The online staff survey identified the following challenges:  “Project Management is consistently poor -- even with mission-critical initiatives, our staff have repeatedly needed to drive projects and assume responsibilities that simply weren't being managed by the I.T. Project Manager.”

Digital Strategic Plan: Findings & Recommendations

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