IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Recommendations: Explore the following options:  Software upgrade to the current version, possible a cloud version.  Software replacement.  Upgrade to the enterprise version of Kronos.  Vendor demonstrations when AIAA’s are on board.  Trouble shoot the phone lines. Benefits:  Staff happiness.  Staff time savings.  Accurate data.  Accurate payroll records.  No wasted time hiring.  Improved/ actual vendor support.  Would have resources to maintain the system and troubleshoot the system.  The City Attorney Management Interview revealed the following challenges with responding to Public Records Requests. These are a few sample quotes.  “They have to find and review a great deal of documents, redact them in some cases – have to rely on other staff, which are not trained in PRA requests.  Need a way to find documents, put in a format for others to review and redact as required, without doing it manually. This applies to documents in the City and stored in Livermore.”  Lagan, which is “used for public records requests is very clunky.”  The City Attorney Public Records Request Rapid Workflow ® workshop revealed the following:  Staff do not consistently enter the steps in Lagan to close cases.  Shared drives are a challenge as it is easy to lose folders/documents, they can be moved or deleted.  There are no standard naming conventions, or there are inconsistent conventions.  Email/general backups are out of sight and out of mind, and inaccessible to everyday staff.  Staff do not respond in time to requests.  It is very difficult to find responsive documents.  Finding responsive documents relies on an individual's' memories.  Staff do not review documents for privileged information before sending them to the City Attorney.  Staff do not understand exemptions from PRA.  Not sure if staff know or think about all the public records stored in Livermore.

 Greater efficiency.  More efficient hiring.  Reduced loss of income for employees. D SW 12 City Attorney Public Records Act Request [4] Findings:

Digital Strategic Plan: Findings & Recommendations

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