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 46 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F many printing devices and vendors to provide timely and cost effective logistics, support and maintenance. Recommendations:  Replace old end of life devices in a planned refresh program.  Classify devices narrowing down the types as much as possible.  Evaluate the different functions and services of the City to determine if and where a standard device will work.  Narrow down the number of vendors providing printing devices to the City.  Strive for the highest possible ratio of employees to printers, including the use of networked printers.  Create a catalog for departments to order from. Benefits: Software: Departmental Departmental software are applications meeting specific or unique internal department functionality. For instance, a Library would be the only department in a city requiring a Library Information Management System (LIMS). In general, municipalities tend to have a decentralized approach to the procurement and deployment of departmental application software, which is often predicated by the municipal budget process. The lack of an enterprise approach typically results in disparate departmental information systems, and various home grown, stand-alone “shadow” systems that are usually unsupported, one-off applications. The following departmental applications were identified in the course of the project; their selection and implementation should all go through detailed business, technical and functional specifications development and benchmarking to evaluate and procure the most responsive and cost effective solutions. City Clerk Commissioner Tracking System [1] Findings: The City Clerk Commissioner Tracking Rapid Workflow ® workshop revealed a number of challenges:  The Commissioner Tracking process has a level of complexity with specific legal requirements. This process employs a homegrown Access database application referred to as CIS. A number of challenges were identified by stakeholders involved in this process:  CIS shortcomings:  CIS is unreliable (as is Ektron, the current Web Content Management application used at the City).  Limited ability to run and create reports in CIS.  Inability to effectively track the complexity of an individual's requirements and the relationships of multiple appointments and history such as: Form 700, Affidavit of Residency, ethics training, officer training, number of terminations and reasons for termination.  Increase savings in operations, support, and maintenance costs.  City wide standards, which will optimize City IT staff resources. D SW D SW 1

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