IT DSP Findings & Recommendations

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

October 17, 2016 v5.1

 There is a misallocation of IT resources.  IT staff have to use the configuration tool to make the business process work.  The DEV, TEST, and PROD environments get out of sync, fixing it might break something else – or overstep someone else’s work.  Accela requires a lot of scripting.  Poor customer satisfaction. Recommendations:  Adopt change control policies, procedures and methodology  Implement change control software tool to manage system changes  Implement Configuration management and Script migration tools  Evaluate other solutions by business need/module. (Which could be difficult given the City’s investment in Accela.)  Hire or contract dedicated staff to do Accela scripting.  Provide end-user training.  Review existing business processes prior to requesting a configuration/scripting change.  Consider a better scripting interface with a better debugging capability, i.e. Visual Studio.  Given the challenges of the Accela implementation over the last several years, carry out a detailed baselining of all current Accela initiatives, including the following:  Baseline the status of each department implementation.  Map planned versus completed scope against a formal project management framework.  Develop a formal set of requirements, or update existing specifications.  Produce a structured Work Breakdown Structure of remaining tasks for each department, including a resource allocation plan.  Develop a formal narrative Scope of Work for each department.  Produce a formal and detailed proposed MS Project Schedule encompassing all departments, as the proposed work will be treated as one project.  Provide the City’s consultant a formal, Fixed Fee request for proposal, to complete each department’s Accela implementation. Benefits:  A completed Accela implementation,  A return on the significant investment in the Accela implementation.  Departments will receive the technology they need to provide the required services to the residents and business community of Berkeley.  More effective use of IT Staff, which can be assigned to other initiatives.

E SW 13 E-Fax System Findings:

The IT Focus Groups revealed that the existing E-Fax system is not performing adequately. According to City staff, this results in the following:  Intermittent issues sending and receiving faxes in multiple locations  Interruption of daily operations for certain business groups  Difficult to integrate legacy fax machine hardware with VoIP phone system

Digital Strategic Plan: Findings & Recommendations

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