IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Benefits:  More efficient tracking to ensure employees are compliant.  Allow departments to function better.  Supervisors could notify employees if they are not in compliance.  More employees would be trained.  Compliancy limits financial/illegal exposure.  Ensure that all staff that are required to be trained are trained.  Staff time saving for Human Resources, and departments in general.  This will benefit all departments that have training/certification requirements, including:  Public works

 Legal  HHCS  Police  Library  Fire

 Parks  PRW  Planning  Public D SW 10 Animal Services Dog License Application [11] Findings:

The Animal Services dog license Rapid Workflow ® workshop revealed a number of challenges with the dog licensing process:  Duplicate data entry in two systems: Chameleon and FUND$.  FUND$ has outdated animal information.  Renewal letters are sent out on deceased animals.  There is a lack of integration between FUND$ and Chameleon.  For Animal Services, customers have to come in person. (Dog tags issued by Finance do not require that the customer come in, they are mailed to them.) According to City staff, this results in the following:  It takes too much time for staff, which equates to staff costs.  Takes staff away from high value work.  If staff forget to update FUND$, it impacts customers’ dissatisfaction, creates erroneous penalties on a bill, and takes time to resolve.  Bill to a deceased animal.  Can result in duplication of accounts.  It waste customer’s time, or creates an inconvenience. Recommendations:  Integrate FUND$/new ERP with Chameleon.  Consider a policy change: provide dog licenses exclusively at Animal Services.  Implement Dog License Application. Features/ Functions:  Online access.

 E-form to collect customer/department information.  Ability to submit attachment (PDF, JPEG, GIFs)

Digital Strategic Plan: Findings & Recommendations

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