IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 Develop department taxonomy templates referencing the City’s retention schedule, documents shown in the Rapid Workflow ® process maps, and the physical inventory.  Review the existing OnBase meta data structure.  Hold stakeholder classification/indexing workshops.  Design the new standard enterprise taxonomy.  Stakeholder review and finalize the recommended taxonomy. Benefits:  Allows whatever ECMS is deployed at the City to be friendly, intuitive and fast for staff and the public to find and retrieve content.  Foster end user acceptance, use and a return on investment.  Staff time savings.  Compliance with the law. OnBase ECMS Findings:  The OnBase system was implemented by the City Clerk and is currently used by a few select City departments.  ECMS was identified in the following:  As a solution in 10 of the 25 Rapid Workflow ® workshops.  As a software in two (2) IT Focus Groups  As a specific solution in two (2) out of 11 management interviews  When asked of the most significant Information Technology challenges, staff noted the following in the online survey: o “One of my biggest concerns is IT support for our department specific software, and software that we use in conjunction with agenda and election deadlines, specifically OnBase, Records Online, Granicus, and Ektron.” o “Electronic content management”  The City lacks an overall ECMS implementation strategy, i.e., a deployment plan for all City departments and the ECMS technologies required by each. Consequently, many departments' ECMS needs have not been addressed and the investment in ECMS is not being fully leveraged.  The Rapid Workflow ® workshops revealed a broad need for enterprise content management across most City departments: ECMS was specifically cited as a requirement in the following workshops/business processes:  City Clerk Commissioner Tracking  City Attorney Public Records Act Requests  Public Works Work Orders  Planning Entitlement  Planning Permitting  Human Resources Worker's Compensation  General Services CAFR  Budget Unfunded Liabilities  Reduces legal risk of the City.  Improved records management.  Cost savings.  Enhanced service delivery.

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Digital Strategic Plan: Findings & Recommendations

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