IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

According to City staff, this results in the following:  Walking documents around for signatures  Delays in processing documents that require approval and/or signatures. Recommendations:  Implement an E-signature solution providing the following minimum functionality:  Work seamlessly with the proposed E-Forms application and/or the City’s ECMS solution.  Be a seamless component of the ECMS solution.  Ensure the authenticity, integrity, and non-repudiation of its electronic documents.  Meet State of Colorado’s requirements for authenticated signatures.  Support the State of California’s requirements for authenticated signatures, e.g., Government Code Section 16.5 supporting Digital Signatures and California’s Uniform Electronic Signature Act. (Civil Code Section 1633.1-1633.17).  Support the Uniform Electronic Transactions Act (UETA) which is a federal statute that has been adopted by 47 states.  Support E-Signature approvals, either from a Web browser or from within the ECMS. Benefits:  Enhanced online transaction.  Eliminate walking around to collect signatures.  Reduced traffic and driving.  Provide easy access to services.  Facilitate dynamic relationships with the public and enhanced service delivery.  The Department of Information Technology Project Management Rapid Workflow ® workshop revealed a lack of expertise with formal project management methodologies.  The Planning Entitlement Rapid Workflow ® workshop identified that the City is using Accela as a project management tool, instead of a permitting tool.  The Finance Department management interview revealed the following:  There is lack of project planning.  Project Management has been getting worse in the past few years, there were a lot of projects that they were very ambitious about but they did not complete the task on time. Project Managers were pressured to complete the project on schedule.  Lack of quality control in project delivery.  Acceptance testing: there has been insufficient time for acceptance testing.  Lack of project delivery best practices.  Generally speaking, this sentiment was expressed throughout all tasks of the project. According to City staff, this results in the following:  Projects are not being delivered in a timely manner.  The current process is inefficient.  Lost revenue, staff can’t track the actual time for time-based billing on a project. Project Management Findings:

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Digital Strategic Plan: Findings & Recommendations

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