IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 Reduced paper.  Business process improvement.  Reduced timelines to process documents, forms and contracts.  Improved ability to meet deadlines.

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E-Forms Findings:

 E-Form requirements were identified in the DSP project as a solution in 10 of the 25 Rapid Workflow workshops. Electronic forms can be used to build applications for many departments across the City including on-line/ E-Government applications for the public.  E-Forms were identified as a requirement in the following workshops:  City Clerk Commissioner Tracking  Auditor Contract Administration  Public Works Work Orders  Public Works Refuse Billing  Planning Code Enforcement  HHCS Contract Processing  Human Resources Worker's Compensation  General Services CAFR  Budget Unfunded Liabilities  Berkeley Police Dept. Public Records Request  Information Technology Project Management According to staff this results in the following:  Wasted staff time to walk forms around, particularly when getting signatures.  Forms that are not automated and cannot be incorporated into workflow automation.  Slow processing.  Makes work more time consuming.  Business process inefficiencies.  Additional costs; paper, toner, copier maintenance fee  Misplaced documents. Recommendations:  Implement web-enabled applications that provide E-Forms/E-Signatures as part of the solution, as appropriate.  Implement an E-Forms development application either as a stand-alone application or as a seamless component of the OnBase solution, allowing the use of electronic forms to meet various requirements (e.g., intelligent E-Forms to replace paper forms and for use with Automated Workflow application).  Implement an E-Forms solution that can interface to OnBase and other department/enterprise applications, providing the following minimum functionality:  Retain the look and feel of paper forms, if required.  Provide variable length fields for data entry, eliminating blank spaces when printed.  Enhance and simplify forms processing with automatic calculations and data validation.  Support electronic signatures.  Support database integration.  Expedite forms submission via a browser.

Digital Strategic Plan: Findings & Recommendations

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