IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Interfaces:  GIS.  CIMIS (California Information Management System)  FUND$ (or its ERP replacement)  Work Order System.  Website: post (push) data to the City website.

Benefits:  Cost savings.  Improved community relations.  Improved dark quality.  Improved service and user experience.  Reduced environmental impacts.

 Improved productivity.  Reduced staff stress.  Ability to reject problems quickly.  Improved public safety.  Shorter response, helps with credibility with the community.  Identified failures more efficiently and effectively.  Reduce long-term maintenance cost.

D SW 15 Rent Board Case Management Application [24] Findings:

The Rent Board Case Management Rapid Workflow ® workshop revealed a number of challenges with the RTS2 custom programmed application:  Emails and follow-up emails are untracked.  Redundancy is an issue with work that has been previously done but has to be re-done because it is documented in different systems/repositions.  Prioritizing cases: counseling, registration, and time sensitive/high impact cases.  No auto population of data, RTS2. RTS2 does pull data from RTS main.  Inability to print easily from RTS2.  Unable to produce/auto generate emails.  Public spends time talking/educating multiple counselors.  Inability to link case manager with prosperity finder.  Inability to generate custom reports from RTS2.  Inconsistency of entering cases into RTS2.  Cases are forgotten because of inability to generate tasks in RTS2.  The lack of compatibility with RTS2 to Excel and Word.  The lack of central repository for internally generate documents.  Shared drives – inconsistent naming conventions, version control, and organizational structure.

 Inability to access RTS2/RTS main data when outside the City.  It is difficult to track properties for special conditions. RTS main.

According to City staff, this results in the following:  Possible inconsistency of advice and closure.  Poor reporting and not getting credit for work.  The lack of accountability of staff time.

Digital Strategic Plan: Findings & Recommendations

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