Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan
October 17, 2016 v5.1
Business Process Improvement.
D SW 8
Health, Housing & Community Services Grant Time Tracking Application  Findings: The Health, Housing & Community Services (HHCS) Rapid Workflow ® workshop revealed a number of challenges with grant time tracking: General Ledger (GL) does not match the time tracking tools. There is a heavy reliance on hard copy that has to be routed, reviewed, and signed. There are a number of parallel systems that are disconnected. Information is hidden, i.e., staff distribution. Supervisors may not know it, and it is not easy to find out. Filing hard copy timesheets, reviewing documents, i.e., Leave Slips and Functional Timesheets. Dependence on staff knowledge and staff turnover; a new person may not know the next steps. The existing process is staff dependent. According to City staff, this results in the following: Audit findings. Possible loss of revenue. Staff time; trying to get, communicate, and fix them. Huge use of staff time versus spending time on serving the community. Are paying staff to drive from remote satellite sites to the City. Inefficiencies of documents being lost or misrouted. Reporting/essential grant management is difficult and error prone. Gives staff permission to not be engaged. Staff frustration. All of this takes a lot of time; staff begin to predict time/activities, which results in more inaccurate timesheets and corrections. Space. Time to file. Pulling documents for audits. Have to physically make copies or scans. Disconnect of paper and data in systems, difficulty of keeping time data consistent. When a Subject Matter Experts leaves the City, new staff has to figure it all out again, which is difficult. Recommendations: Implement a Grant Time Tracking Application: Features/Functions: Tracks time by activity across all programs, as defined by each program. The GL would be informed by this application. Provide ability to extract data in order to be in compliance with grant requirements. User friendly for staff and supervisors; should be able to review and reconcile staff activities in the system. Provide workflow automation. Replace all existing time tracking tools. WIC, TCM, MCAH, CHDP, PHEP, NEOP, CLPP, MAA, Title V, Purple timesheet and the HHCS functional time card. E-Signature.
Digital Strategic Plan: Findings & Recommendations
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