IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 Staff time to research in other departments. i.e., Jail has records; so need to send them the blue form.  Duplication of work.  Can’t account for, or justify, staffing.  Can’t accurately report to community how much time is spent.  Staff time redacting document (4 hrs./day) by Records Staff, which is done manually. Recommendations:  Implement a Police Department Public Records Request Application. (Note: The City Attorney currently uses the Lagan system to meet these requirements. An option is to explore if the existing Lagan System can meet the Police Department’s technical and functional requirements listed below, with the recommendations identified in that workshop.)

Features / Functions  Adopt one system

 Provide access to all Police Department work groups  Provide single portal for all request (internal and external)  Web based solutions.  Supports mobile devices.  Automates the Blue Form.  Provides E-distribution, notification, and delegation.  Provides E-redaction capabilities.  Provides a dashboard.  De-confliction: identify if a request been submitted before. Reports: Provide the following minimum reporting capabilities:  Due Reports  Overdue Reports  Reports due by persons / Division  Time Spent  Reports Requestor Interfaces: The proposed system should interface with the following:  New World  Outlook  RMS – Tiburon  THE Crimes Benefits:  Staff time saving.  Improved accuracy.

 More efficient process.  More timely response.  Better department performance.  Improved public access.  Increase situational awareness and reporting capabilities.  Could point to inefficiencies in the process, providing performance improvement.  Cost savings.  Decrease repetitive movement required by manually redacting numerous documents.

Digital Strategic Plan: Findings & Recommendations

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