Agenda - 10-24-2006-3 - Laserfiche WebLink

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0 The IT organization has already used this methodology in the following applications: • Defined the Land Information System Program (LISP) to manage related projects including the Property Information Management System, Addressing and Enterprise GIS as a coordinated program of work. • Defined Master Orange Address Database (MOAD) application requirements by interviewing all municipal, university, and County users to model their current work processes and to recommend changes for the future processes. • Interviewed Planning, Environmental Health, Tax Assessor, Revenue Collector, Register of Deeds, Land Records/GIS, and IT staff to collect and document current work processes for the Properly Information Management System application; identified and documented requirements for the future application; currently in the process of modeling the data requirements. • Identified the need for automated data transfer from a variety of applications to Munis (the County's business-system software) to replace double-entry of financial entries, thus improving reconciliation processes and reducing the chances of human error. Applications interfaced thus far include Permits Plus for Inspections and Environmental Health receipts, Elite for Housing checks, RecTrac for Recreation & Parks receipts, and Mainframe Health application for clinic receipts. Interviewed County departments to define requirements for significant upgrades to the County's web site. Interviews were documented, and the information gathered has been used to define the requirements for Smart Search, an internally developed, citizen focused navigation tool, and to work with individual departments to redesign their own sites using a products/services focus (rather than adepartment/division focus). • In 2004, documented the then-current elections process and implemented improvements to enhance the efficiency and stability of the process. Worked with the Recreation and Parks Department to determine requirements for an event scheduling and course registration application. Identified similar requirements in the Department on Aging and coordinated the evaluation and acquisition of a commercial "off the shelf' solution (RecTrac) that met the needs of both departments. This was an early example of cross-departmental needs identification resulting in the acquisition of one County-wide solution. Currently, the IT organization is working with the Planning and Inspections Department to establish baseline measures of customer service and efficiency. We will compare this data to the operations with the new equipment implemented, to establish efficiency gains of the field technology implementation, as well as to collect customer feedback on qualitative gains in customer service. Based on the findings of this implementation, we will further refine our methodology for determining best uses of field technology. The IT organization welcomes this focus on objectively assessing the optimal technology investments to ensure greater levels of citizen satisfaction as well as to introduce greater efficiencies into departmental operations. Toward this end, the IT organization will continue to use this business analysis methodology to collaborate with other departments to ensure technology investments demonstrably yield maximum benefits.