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IT DSP Implementation Roadmap

Digital Strategic Plan & Roadmap Volume 2: DSP Implementation Roadmap October 21, 2016

Thought Leadership, Exceptional Performance & Results since 1987 ThirdWave

29 YEARS

ThirdWave Corporation Information Systems Intelligently Applied 11400 W. Olympic Blvd. Suite 200

Los Angeles, CA 90064 www.ThirdWaveCorp.com 310.914.0186

DSP Implementation Roadmap City of Berkeley

October 21, 2016 v3

Table of Contents Digital Strategic Plan Roadmap: Volume 2 Implementation Roadmap Introduction ....................................................................................................................... 1 1.1 Introduction to the DSP Implementation Roadmap ............................................... 1 1.2 City’s DSP Vision, Mission and Values.................................................................. 2 1.3 DSP Roadmap Framework .................................................................................... 3 1.4 DSP Implementation Roadmap Objectives ........................................................... 3 1.5 DSP Implementation Roadmap Guiding Principles ............................................... 4 Digital Strategic Plan Initiatives ...................................................................................... 6 2.1 Technology Initiatives ............................................................................................ 6 2.2 Prioritization Criteria & Process ............................................................................. 7 Figure 2.2.1: DSP Roadmap Initiative Prioritization Criteria................................. 7 Figure 2.2.2: Prioritized DSP Roadmap Technology Initiatives............................ 8 Figure 2.2.3: Annual DoIT Replacement Programs............................................ 11 Figure 2.2.4: Annual DoIT Reporting/Compliance Requirements ...................... 11 Budget Estimate.............................................................................................................. 12 3.1 Budget Overview ................................................................................................. 12 3.2 Digital Strategic Plan Technology Innovation Fund............................................. 13 Figure 3.2.1: Strategic Enterprise Investment .................................................... 13 Figure 3.2.2: 5 Year Investment Summary: DSP & ERP Implementation.......... 14 Figure 3.2.3: 5 Year Base Investment Summary (Excludes ongoing ................ 14 yearly costs).............................................................................. 14 Figure 3.2.4: Year 1 FY 17 Budget Estimate ....................................................... 14 Figure 3.2.5: Year 2 FY 18 Budget Estimate ....................................................... 17 Figure 3.2.6. Year 3 FY 19 Budget Estimate ...................................................... 19 Figure 3.2.7: Year 4 FY 20 & Year 5 FY 21 Budget Estimate ............................. 21 5 Year Digital Strategic Plan Roadmap......................................................................... 23 4.1 DSP Roadmap Implementation Principles........................................................... 23 4.1.1 Technology Implementation Principles ................................................................ 23 4.2 5 Year Implementation Timeline .......................................................................... 24 Figure 4.2.1: Year 1 – FY 17................................................................................ 26 Figure 4.2.2: Year 2 – FY 18................................................................................ 27 Figure 4.2.3: Year 3 & 4: FY 19 – FY 20 ............................................................. 28 Figure 4.2.4: Year 5 - FY 21 ................................................................................ 29 Figure 4.2.5: Annual Replacement Activities ....................................................... 29 Figure 4.2.6: Annual Reporting Compliance Requirements ................................ 29 City & Community Benefits............................................................................................ 30 5.1 Sorted DSP Roadmap Benefits ......................................................................... 30 Figure 5.1.1: Summary of Potential Benefits Across All City Departments ....... 31 Section 2 Section 3 Section 4 Section 5 Section 1

Volume 2: DSP Implementation Roadmap

DSP Implementation Roadmap City of Berkeley

October 21, 2016 v3

Section 6

Closing Recommendation.............................................................................................. 34 6.1 Adoption & Funding ............................................................................................. 34

Volume 2: DSP Implementation Roadmap

Implementation Roadmap City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 21, 2016 v3

Section 1 Introduction

1.1 Introduction to the DSP Implementation Roadmap This document provides the City of Berkeley a five-year Digital Strategic Plan Roadmap (DSP Roadmap), including phased and prioritized Information Technology initiatives. The Roadmap addresses the acquisition and implementation of Strategic Business Technologies, in addition to addressing the sustainability of the DSP Roadmap with IT human resources.

Volume 1 of Digital Strategic Plan Findings and Recommendations document articulates “what” should be undertaken. This document is a management tool that defines “when” DSP Roadmap initiatives should be carried out and what investment will be needed. As with any planning document, the DSP Roadmap should be revisited and refreshed on a yearly basis. Updates should consider changing circumstances in a variety of areas: e.g., the City’s economic position, community demographics, emerging Information Technologies, and fluctuations in the state of the economy. Moreover, yearly performance evaluations should be carried out to measure completed initiatives and make adjustments. The following pages lay out a pragmatic implementation roadmap that will ensure the successful deployment of the DSP. It reflects sound investments in technologies specific to the City of Berkeley, addressing the following:

 The criteria used to prioritize DSP Roadmap Initiatives;  Implementation Roadmap over a 5-year timeline; and,  Resources required to sustain the DSP implementation.

Volume 2: DSP Implementation Roadmap

Implementation Roadmap City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 21, 2016 v3

1.2 DSP Vision, Mission and Values The following outlines the City of Berkeley’s DSP Roadmap vision, mission and values: Vision

Provide a comprehensive Information Technology Roadmap fostering the use of proven state-of-the-practice Information Technologies in the most strategic, innovative, cost-effective and efficient ways possible to support internal City operations, encourage business development, and provide extraordinary customer service delivery to the Berkeley community. Mission Ensure IT investments and strategic business technologies are customer focused, sound, and deliver the highest possible value to the City and its constituents. Values Information Technology actions are guided by values integral to everything the City’s IT organization does: Excellence: Lead with a clear vision, communicate, form partnerships, and take full ownership and responsibility in fulfilling our mission. Our Information technology work is relevant, timely, and delivered with superior customer service that reflects our commitment to collaboration and the highest standards of quality.

Transparency:

Uphold a standard of municipal transparency, accountability, and reliability. We conscientiously run our IT operations to promote a City workforce that is worthy of the public trust. Constantly seek new ways to accomplish our work through efficiencies and collaboration to generate extraordinary transformative results. We are dedicated to delivering creative, innovative and forward ‐ looking solutions.

Innovation:

Volume 2: DSP Implementation Roadmap

Implementation Roadmap City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 21, 2016 v3

1.3 DSP Roadmap Framework The DSP Roadmap will foster a transformative framework for how the City leverages its Information Technologies. The City will embrace Information Technology as a strategic enabler, embedding it as a critical and fundamental component in all the City does. The City will continue to ensure the use and application of Information Technologies stays aligned with, and supportive of, an efficient and responsive delivery of services to all of the City’s constituents – residents, businesses, UC Berkeley students/staff (a third of the City’s community) and visitors.

By aligning Information Technology in support of the City’s business and service delivery processes, the City of Berkeley will become a more agile organization that is better able to support the City’s vision and strategic plan. Moreover, the Roadmap will allow the City to leverage emerging trends and evolving technologies. Through investment in Information Technology, the City will develop and implement innovative and cost effective approaches for improving the quality and delivery of needed services to its community. 1.4 DSP Implementation Roadmap Objectives The objectives of the DSP Roadmap are to:  Develop a high performance and reliable Citywide IT infrastructure to support the dynamic requirements of the City;  Align the City’s IT initiatives with the City’s Strategic Plan while ensuring the City’s responsibilities and priorities are recognized and taken into account;  Invest in IT systems based on a rational and impartial assessment of both tangible and intangible benefits, and a realistic assessment of project costs, benefits and risks;  Reduce the cost of operations and service delivery, while improving the quality of services delivered to customers through responsible IT investment; and,  Deliver IT services, internally to the City and externally to the residents of Berkeley in a cost- effective manner.

Volume 2: DSP Implementation Roadmap

Implementation Roadmap City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 21, 2016 v3

1.5 DSP Implementation Roadmap Guiding Principles ThirdWave recommends that the City of Berkeley adopt a new set of guiding principles related to the implementation of Information Technologies. Many of the following have not historically been in place and have been recently taken up by the City’s relatively new Information Technology Director. ThirdWave recommends the following principles be adopted for implementing the DSP Roadmap: 1. Leadership

Embrace technology as a strategic enabler and utilize IT to improve the way City staff perform their jobs and deliver services to residents and businesses. Foster effective communications between the City and constituents to keep all parties involved and informed on the progress of IT initiatives. Berkeley will keep the public informed on the use of technology in the City via its website, Open >Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 26 Page 27 Page 28 Page 29 Page 30-31 Page 32-33 Page 34-35 Page 36-37 Page 38 Page 39 Page 40 Page 41 Page 42

www.ci.berkeley.ca.us

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