IT Governance Business Case - Neighborly Software For Community Development

IT Governance Business Case Neighborly Software Business Case Community Development

Current Pain Points from Community Development • Multiple manual systems are being used to manage the Community Development programs • The annual cost for the current solution is inefficient due to the licensing model being partially based on the number of RFPs/RFQs submitted annually.

• The current system does not allow vendors/contractors to enter in their information directly which increases the level of support required from Community Development staff • In the current virtual work environment the manual paper based processes required are much more difficult to manage which requires staff to go into the office to complete the work • Currently comprehensive real-time reporting is not available on some task due to manual processes that occur outside the system

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 Desired Business Value Implement a solution that: • Generates potential savings by increasing effectiveness, efficiencies, that directly generate a higher value • 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

Goal: Connected, Engaged, & Diverse Communities Strategic Plan Initiative: Implement the five year Affordable Housing Plan Desired Business Value Implement a solution that: • Increases the operational capabilities used to manage the affordable rental housing system • Strengthen processes supporting the homeless housing system • Increases the effectiveness in managing the affordable housing program

Future State Benefits Benefits of a cloud based software for Community Development to consolidate systems and an improved administrative oversight should include: •

One centralized cloud based system for Community Development’s staff, vendors, and contractors to use

•

Improved program oversight and reduced challenges as it relates to compliance reporting

•

This is a Service as a Solution (SaaS) that will require a limited amount of support from Technology Solutions post-implementation

Recommended Solutions and Analysis

Neighborly Solution: Implement the Neighborly Solution for Community Development (25 FTEs to be licensed) • Implement a cloud based software for Community Development to consolidate systems and Description improve administrative oversight

Pros

• Cloud based with efficiencies that improve compliance reporting capabilities • Fixed annual system operating cost based on licenses and not system usage

Cons

• N/A

COST ESTIMATES Description

FUNDING Annual Run Costs (Hours)/ KTLO

Year 1 Costs (Hours)

Departmental Funding Amount:

$24,000

Labor $ (Hours) Internal TS:

36 hours

5 hours

10 hours

0 hours

6 hours

5 hours

Project One Time Costs:

20 hours

0 hours

Project Run Costs:

12 hours

0 hours

*Total Project Funding Requested for Year 1

$30,000

External (Implementation Cost):

$6,000

$0

*Recurring Costs Requested After Year 1

$24,000

Software Implementation Per Program

$6,000

$0

$0

$0

$0

$0

$48,000

$48,000

$0

$0

Business Analysis TS Services TS PMO Internal Department: Community Development

Travel Fee

Funding Requested (Y/N):

Non-Labor $ Hardware: Software: Other:

*Total Project Funding Requested, Includes Year 1 Implementation & Run Costs

Y

$6,000 $48,000

Risk Identification Description of Risk

Risk Impact

Mitigated (Y/N)

Contingency(Y/N)

Poor execution

Low

Y

N

Project team turnover

Low

N

Y

Vendor performance

Low

N

Y

Cyber Security

Low

Y

N

Mitigation Risk (Costs) •

No Cost

Contingency Risk (Costs) •

No Cost

Our Ask

We are asking to approve the Neighborly Software Business Case for submission to the City Manager for approval and funding through the BMS department.

Background on the Community Development Department Administrative Program Systems • Community Development is required to maintain records for multiple programs such as Public Service Grants, Affordable Housing Development, Down Payment Assistance programs, and more.

• Currently the Zoom Grants solution serves the purpose of supporting the procurement process for RFPs/RFQs. • Additionally the Rehab Pro solution allows for automated inspection & bid processes.