IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 Interact with other applications, including initiating an OnBase workflow process, updating other systems, or authenticating signatures.  Provide ability to attach associated documents to the form (e.g., documents, photographs, plans or drawings).  Be accessible from within the City as well as externally via the Internet.  Architected in a way to interact with other OnBase modules or applications including: o Document import capture o Web (Online form submission) o Web Portal Form creation/submission through portal or a kiosk o Index value design and structure o Cross referencing o Notes and annotations o Workflow (form auto-triggers a workflow process) o E-mail (form viewed as attachment)  Maintain revision control on electronic forms to offer flexibility to display forms in their submitted state or with a new layout.  E-Forms may be used by themselves, with or without the use of E-Signatures.  Meet State of California’s requirements for authenticated signatures, e.g., Government Code Section 16.5 supporting Digital Signatures. Benefits:  Facilitates staff access to information and services.  Facilitates dynamic relationship with the public, enhanced service delivery.  Reduced traffic and driving.  Enhanced efficiency.  Improved public convenience and meet the expectations. E-Signatures E-Signatures are commonly used to support the use of E-Forms; electronic forms can be used to build applications for many departments across the City including on-line/ E-Government applications for the public. Findings:  E-Signature requirements were identified in the DSP project as a solution in eight (8) of the 25 Rapid Workflow ® workshops.  E-Signatures 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 Time Study & Tracking  HHCS Contract Processing  Human Resources Worker's Compensation  The Agency requires an E-Signature capability for E-Forms used with or without automated workflow processes.

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Digital Strategic Plan: Findings & Recommendations

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