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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