IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

CMS number

   

Vendor information Requisition number

Original requisition amount  There are too many individuals involved in the process.  Process is manual and paper driven.  FUND$ Purchasing and FUND$ CMS do not talk to each other.  The use of wet signatures.  Purchase Order increases can delay how soon a vendor can gets paid.  This process takes long too. According to City staff, this results in the following:  Going beyond the NTE amount creates more work and wasted staff time, runs the risk of not moving enough money and erodes the confidence of the Council.  The longer elapsed time causes frustration and extra work.  Lack of transparency, due to the inability to see information across City departments.  Staff spend time searching.  Work could start prior to the contact execution.  The work is delayed and results in calls and questions.  Potential loss of information; wasted staff time to write data down manually, duplicate information.  Potential for human error.  Storage space.  Cost: paper, toner, copier maintenance, and a carbon footprint due to driving.  Delayed work makes vendors not want to do business with the City.  Higher vendor costs. Recommendations:  Implement a new Contract Administration System: Features/Functions  System prevents over spending beyond the NTE amount.  Automated Workflow: Enforce business rules, auto notifications, and reminders.  E-signatures, and an adoption of an E-Signature policy.  Enterprise system accessible by all City departments who need it.  Provide configurable database for CMS data, including the following minimum data: o Executed date o Contract term date o NTE amount o Council approved amount o CMS number

o Vendor information o Requisition number o Original requisition amount o Contract number

 Provide ability to do calculations to enforce Council spending authority for POs and requisitions.

Digital Strategic Plan: Findings & Recommendations

© 2016 84 ThirdWave Corp 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F

Made with FlippingBook HTML5