IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

Recommendations:  Implement a new Contract Management Application Features/Functions  E-Contract Documents  E-Signatures and delegate signature/approval, and an internal electronic approval feature (similar to the functionality of NeoGov).  E-Forms with data validation.  Automated Workflow: Out-of-office, signature validation, reject/resubmit  Provide check boxes to select the required documents for the contract packet, i.e. depending on the expenditure/revenue, different dollar amounts would get different documents.  Ability to assemble an electronic Contract Package.  Automatic e-notification when a contract is completed.  E-Form with insurance amounts.  Web enabled  Support s mobile devices Interfaces  OnBase ECMS Benefits:  Ability to negotiate a higher level of responsiveness (Service Level Agreement).  Staff time and money savings, protecting the revenue stream.  Improved quality/timeliness of the process.  Contracts will be executed faster.  City staff would be less afraid to work on contracts.  Capacity to administer more community agency grants (i.e. SSB Mini Grant contract).  Increased likelihood that vendors will meet the City’s insurance requirements.  Start work on time.  Staff would have time to do high value work.  Status  Metrics  Deadlines  Version Control Customer relationship management requirements were identified throughout the project in the following:  Rapid Workflow ® workshops, including:  Public Works Private Sewer Lateral, which revealed that since information is not shared, it is difficult to manage customer contact information, making it difficult to obtain correct contact information.  IT Focus Groups:  Software Initiatives  311 Call Center (See D SW 16 above.)  Management Interviews:

E SW 11 Customer Relationship Management Findings:

Digital Strategic Plan: Findings & Recommendations

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