IT DSP Findings & Recommendations

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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