IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Reports 

Medical status

 Employee out and pending status by departments.  Salary continuation (for the Auditor, HR, Department Supervisors)  Lost time System Requirements  Develop and adopt a standard enterprise taxonomy.  Back file conversation. Interfaces  On Base Enterprise Content Management System.  Third Party Administrator systems (where appropriate). Benefits:  Time savings for staff, supervisors, and HR.  Save money addressing medical treatments.  Employees can return to work quicker.  HR would know if modified duty can be offered.  Department supervisors would know the impacts on work units.  Space and time filing savings.  Staff resources could do more high value work.  HR staff could go to unions for help with employee safety.  HR staff could provide meaningful information and additional training.  Departments could do better long range planning.  HR supervisors/managers would have direct access to the data base.  Added convenience if HR staff is on vacation.  Improved records management.  Cost savings.  Enhanced customer service.

E SW 8

Auditor Contract Administration [7] Findings: The Auditor’s Contract Administration Rapid Workflow ® workshop revealed a number of challenges:  There are no system controls to allow project management services to go beyond the Not to Exceed (NTE) amount.  The FUND$ CMS module creates extra work for IT staff/City Auditor. If the Project Manager creates another record by accident, the initial record is frozen and cannot be changed.  Much of the information cannot be seen City-wide.  The use of 4x6 index cards are used to document contract information: (The index has a preprinted contract number.)  Executed date  Contract term date  NTE amount  Council approved amount

Digital Strategic Plan: Findings & Recommendations

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