IT DSP Findings & Recommendations

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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