Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan
October 17, 2016 v5.1
Provide role-based staff training on each department’s taxonomy and applications, i.e., imaging, content management, and automated work flows, as appropriate. Benefits: Cost savings: paper, toner, copier maintenance costs. Reduced staff and customer time. Allows staff to focus on other important projects simultaneously, e.g., the external audit. Provide the ability to share information with departments. Save time, money and duplicate storage. Enhanced business controls and business process efficiencies. Reduced paper waste, improved efficiencies, curtailing the use of hardcopy documents, and helps the City be environmentally green. Enhanced public convenience; meet the transparency expectations by the public. More efficient staff/contractors/community. Reduced errors, less duplication/version control. Better emergency preparedness/resiliency. Increased user acceptance . Automated Workflow Findings: Automated Workflow is currently being used in a limited way across the City in some existing applications. Automated Workflow was identified as a solution in 10 of the 25 Rapid Workflow ® workshops. Many of the requirements for workflow automation were identified as being a feature/function of other department/enterprise solutions. According to City staff, this results in the following: Many documents are routed manually in many of the mission critical business processes assessed in the project. Documents get lost. Wasted staff time to manually move documents. Cost of producing, processing and storing hardcopy documents. Recommendations: Implement an enterprise Automated Workflow solution that can be easily adopted and deployed in all business units where it is required. The automated workflow solution can be part of the OnBase system or a standalone workflow engine. Today there are numerous cost effective and user friendly workflow solutions that can be implemented. The Automated Workflow software will provide the following minimum features and functions: Tight integration with the ECMS functionality. Native, configurable workflow dashboard to monitor, in real time, the workload of end users. Workflow capabilities that allow both structure and ad-hoc workflows to be defined and tracked.
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Digital Strategic Plan: Findings & Recommendations
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