Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan
October 17, 2016 v5.1
Inability to effectively and efficiently track the recorded filing requirements. Limited IT staff support for CIS. A wide range of technological competence (commissioner specific). The use of both electronic and hardcopy documents. Inability to convey legal requirements to staff and public. According to City staff, this results in the following: Technical impacts of CIS: CIS is inefficient and requires considerable staff time. Requires keeping some documents in hardcopy. Limits the ability to implement efficiencies in technology. Cannot link documents to files. Is time consuming/ confusing and can lead to mistakes/errors. Creates more work to double/triple check. Application failures and loss of data, which has to be repopulated (5-15 min/day). If the application experiences a total failure, the loss of data would be catastrophic to all boards and commissions processes. Allows only one staff member to work on the application at a time. Staff are unable to track some pieces in the database. Creates more manual work in producing current reports on a weekly basis. Have to send letters to commissioners. If additions/changes are needed, the database is not easily adaptable. Concerns that required information may not be in CIS. The failure to follow legal requirements can lead to improper terminations. Access is not the most secure data base. There is a negative perception of the public/Council. Staff rework. Can't enforce properly or timely. Recommendations: Implement a new Commissioner Tracking System (CTS). Explore if this application can be provided by the new Enterprise Resource Planning application currently being procured, or purchase a departmental application.
Features/Functions: Reliable application Employ SQL as the database. E-forms E Signatures Automated workflow Accept electronic documents Web enabled
Tracking complexity Tracking activities Legal requirements (role base, alerts, rules) Relationship of a single commissioner with multiple appointments that have differing requirements
Digital Strategic Plan: Findings & Recommendations
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