IT Governance Business Case CDD Workflow Solution (OnBase) to assist with Project Management Community Development
Background In the past three years, the amount of funding flowing through Community Development (CDD) has dramatically increased. More funding translates directly into more requests for proposals and more contracts to be prepared and executed and implemented. RFP preparation and contract development are multistep processes that involves multiple teams within and outside of CDD. Funded projects must be monitored both during and in many cases for years after project completion.
Current Business Problem •
CDD has received approval from the IT Governance Steering Committee to purchase Neighborly Software to assist with grants and financial management.
•
With the increase in work volume and project type, particularly in the past year, CDD has recognized that the department’s need for workflow management tools that can integrate with and support grants/financial management.
•
Neighborly is a grants and financial management tool. It does not solve the department’s workflow management needs.
Current Pain Points • Growth in RFP and contract volume, variety and complexity – in calendar year 2020, 44 contracts and amendments prepared,15 RFPs and 268 invoices processed. • Project managers have no way to see where their contracts and amendments are in the review process • Reviewers don’t know what work is headed their way in order to manage their time so they can turn contracts around in a timely manner • Senior managers do not have a global view of departmental workflow which is necessary to identify, address process and performance issues • Document management; multiple copies of RFPs and contracts floating around, in E-mail, Sharepoint and OneDrive; project files not found in a central location • Internal invoice review (prior to submission into MUNIS) is a manual process, via email, that does not automatically connect back to project files • No centralized database of project information for performance reporting or longterm monitoring
Desired Business Value City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization
Initiative: Develop and implement a continuous improvement model that includes evaluation and process improvement to analyze and improve City services
Community Development Strategic Plan Goal Ability to enhance the transparency of a program’s operations which can yield favorable outcomes for all stakeholders •
Post implementation allows for better tracking, reporting, that is results based and directly ties to measurable achievements
•
Generates potential savings by increasing effectiveness, efficiencies, that directly generate a higher value
Future State Benefits Benefits of a Workflow and Project Management solution for Community Development to consolidate business process through automation and an improved administrative oversight should include: • One centralized workflow system for Community Development’s staff to use • Improved program oversight and reduced challenges as it relates to compliance reporting
Recommended Solution and Analysis
Recommend Solution: Build a Workflow on the OnBase Platform Description
Implement an automated workflow and project management solution for Community Development to consolidate systems and improve administrative oversight and to assist with project management •
Pros
Cons
• •
•
Leverage existing workflow code used for City Council agenda automation process and contract workflow automation Allows integration of RFP and contract preparation processes Effectively solves workflow management problem
Time needed to develop the solution will delay receiving the business value.
Recommended Solution – OnBase COST ESTIMATES Description
FUNDING
Year 1 Costs (Hours)
Annual Run Costs (Hours)/ KTLO
Departmental Funding Amount:
$14,112
Labor $ (Hours) Internal TS:
142 hours
Business Analysis
10 hours
TS Services
92 hours
TS PMO
40 hours
Internal Department: Community Development External:
Professional Services
52 hours
50 hours Funding Requested (Y/N): 0 hours 50 hours Project One Time Costs 0 hours Project Run Cost (External) 24 hours *Total Project Funding
Software: Other:
$14,112 $14,112
$0
Requested for Year 1 $0
$0
$0
$0
$0
$0
$14,112.00
$14,112.00
$0
$0
*Recurring Costs
Non-Labor $ Hardware:
N
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
$14,112
Risk Identification Description of Risk
Risk Impact
Mitigated (Y/N)
Contingency(Y/N)
Poor execution
Low
Yes
No
Project team turnover
High
No
Yes
Vendor performance
Medium
No
Yes
Cyber Security
Low
Yes
No
Mitigation Risk (Costs) •
No cost
Contingency Risk (Costs) •
No cost
Our Ask
We are asking to approve the business case for the CDD Workflow Solution (OnBase) to assist with Project Management for Community Development solution with the recommendation that the BMS department approves the funding for the recurring cost for FY23.