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-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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