New Policy Document Management System

IT Governance Business Case New Policy Management System for The City of Durham Human Resources

Background on the City’s Current Policy Management System • •

The City of Durham currently uses an in-house SharePoint solution for its policy management system This platform manages over 120 policies for 2800 employees

Current Pain Points from HR Current system implemented for policy review and approval is not meeting the needs of the City's users.

Challenges include: • Cannot verify and collate all comments that were received • Cannot fully track the changes made by contributors • Version control limitations • Sometimes unable to determine with whom the policy is pending within the approval workflow and routing • Sometimes the City Manager's signature disappears • Issues with attachments disappearing • Editing is not user friendly

Current Pain Points from HR (cont.)

•

No notification to employees on updated or new policies

•

No notification to policy contributors within the workflow

•

Limited ability to collaborate amongst contributors during the update process

•

Current Policy Management site will be unsupported by Microsoft in 2023

•

There are errors that occur daily that require constant support from TS staff

•

The existing system is not compatible.

Desired Business Value from HR Implement a solution that: • Allows the user to easily create, review, approve, revise and renew policies • Supports editing, version management and retirement of documents • Supports the creation of workflows for review and approval of different types of documents • Provides a reliable one-source-of-truth for the location of the current version of documents • Supports multiple documents types, including compliance documents, training guides, as well as city and departmental policies and procedures

Future State With a new policy management system the city would be able to: • Integrate with the city's existing SharePoint 365 platform • Push policy notifications out to all employees electronically where they can review and acknowledge new policies • The ability to have full visibility of the comments along with the ability to consolidate, group and disposition comments • Integrated SharePoint 365 platform solution will provide ease of accessibility and crossplatform access (phone, tablet, PC or laptop) from any location • Allow for testing to be provided to ensure employees learn the specifics of the policy

Future State (cont.)

• Data retention of older documents and policies that are easily accessible if requested for litigation • Allows for control over the policy content lifecycle from creation to archive • Ability to track metrics on the review process (i.e. how many people reviewed, commented, duration in lifecycle steps, etc.)

• Consistent version management of the policies and documents as well as the ability to easily customize workflows • Increased metrics and reporting capabilities • Dynamic search capabilities

Recommended Solution and Analysis

Option #1: Purchase and install ConvergePoint application on existing SharePoint 365 platform Description

•

Policy Management System hosted on SharePoint 365

Pros

• • • •

Integration with existing enterprise-wide SharePoint 365 platform Single sign on capable Microsoft Office Word and Outlook integration Leverages the existing powerful security features and functionality of Office 365 platform TS will regain resource capacity to support other applications

•

Cons

•

Does not presently have the capabilities to allow all City employees to provide comments (There is a work around)

COST ESTIMATES Description

FUNDING Annual Run Costs (Hours)/ KTLO

Year 1 Costs (Hours)

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS: Business Analysis

302 hours

152 hours

10 hours

0 hours

284 hours

152 hours

80 hours

Funding Requested:

Project One Time Costs

$38,000

0 hours

Project Run Cost (External)

$38,000

0 hours

0 hours

*Total Project Funding Requested for Year 1

$38,000

$0

$0

*Recurring Costs (OP X) Licensed based model

$38,000

Professional Services (Training and Support included in annual license)

$0

$0

Professional Services

$0

$0

$0

$0

$38,000

$38,000

$0

$0

TS Services TS PMO Internal Department: CMO and HR External:

Non-Labor $ Hardware: Software: Other:

Y

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

Risk Identification Description of Risk

Risk Impact

Mitigated (Y/N)

Contingency(Y/N)

Poor execution

High

No

Yes

Project team turnover

High

No

No

Vendor performance

Low

No

Yes

Nonalignment to existing processes and business rules

High

No

Yes

14-day comment period to all employees may not work.

The vendor has stated they will look into a solution but there are no promises

High

Yes

Yes

Can no longer use DocuSign

High

Yes

Yes

Cyber Security

Low

No

No

Mitigation Risk (Costs) •

No Cost

Contingency Risk (Costs) •

No Cost

Our Ask

We are asking to approve the New Policy Document Management System business Case with the understanding that it will not comply with existing business rules for submission to the City Manager for approval and funding through the BMS department.