IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Recommendations:  Provide automated summaries to OED by permit types from each system issuing the permits.  Provide an ability to contact businesses and welcome them to Berkeley.  Provide an ability to provide virtual customer service counter with information on various

permits and fees required to open a business in Berkeley  Alternative solution to “Locate in Berkeley” Application Benefits:  Save time of OED staff.  Improve customer service, which allows being proactive.

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General Services Department CAFR Applications [8] Findings: The General Services Department Comprehensive Annual Financial Report (CAFR) Rapid Workflow ® workshop revealed numerous challenges with the process:  The process is a manual process.  Financial software, FUND$, cannot handle the Governmental Accounting Standards Board (GASB) requirement changes, which have to be done in Excel.  Document management is a manual process.  For time preparers, information needs to be prepared in a certain amount of time. The According to City staff, this results in the following:  Staff time, the current process is inefficient.  Prone to human errors, sometimes staff forget to make changes.  Have to do extra work, generate reports out of FUND$ then put that data in Excel and prepare the statements out of Excel.  Potential for human error, deleting or misnaming files.  May not produce the high quality product staff would like to produce. Recommendations:  Implement a CAFR Extended Reporting Application. (This capability might be available in the Enterprise Resource Planning system the City is currently in the process of procuring.) Features/Functions: Provide the following minimum functionality:  Automated data migration and population from FUND$ (or new ERP) to different sections of CAFR.  Produce the CAFR.  Provide workflow automation.  Export reconciled data formatted per the CAFR requirements.  Update the software on an ongoing basis as GASB requirements change.  Work in conjunction with (or is part of) the new ERP system. CAFR process is carried out at the same time as the audit process.  Having to produce data in FUND$ and export and format it in Excel.

Digital Strategic Plan: Findings & Recommendations

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