IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 HR has to call Third Party Administrators (TPA) to obtain current medical records because HR cannot find their copies.  HR sends an inordinate amount of time filing documents in file folders.  HR spend time following up on receiving documents.  Supervisors and managers have no access to the employee claim status. According to City staff, this results in the following for the participants:  Human Resources staff and Third Party Administrator (TPA):  HR staff time to follow up.  HR staff spend significant time to file, track, and retrieve documents.  There is a need to obtain the authority to extend the time for temporary hire.  Temporary positions cannot be filled permanently.  The TPA cannot investigate the claim like they should. Impacts the TPA by resending documents to HR; inefficient use of TPA resources.  Departments and Staff:  May affect employee pay.  Delays in medical treatment affects employee morale.  Affects employee to return to work.  Not knowing how many employees are off on Worker's Comp affects the workload of the business unit. Other employees absorb the workload.  Work cannot be planned without knowing how long the employee will be out.  City:  Increased costs to the City.  City costs in maintaining salary, benefits and temporary replacement.  Potential violation of state laws.  Employee relations fines, if the union gets involved.  The cost of paper, toner, copier maintenance, space, folders, filing cabinets; and the cost of retrieving documents/records from archive storage. Recommendations:  Implement a new Workers Compensation Filing Application Features/Functions  Make all forms E-forms.  Data validation n forms/DB.  Supports E-signatures.  Web enabled application.  Supports mobile devices.  Forms would replicate state forms.  Provide varying levels of access and confidentiality.  Support E-folders for employee records.  Automated workflow.  Auto-notifications o From TPA to HR to supervisors. o Auditor to employees/HR.  Provide/transmit E-letters and standard templates.  Application is accessible to employees, supervisors, department, HR/TPA, and auditor.  Manage active employees, open claims, retired and terminated.

Digital Strategic Plan: Findings & Recommendations

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