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Page 3 of 5 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org <br />System Review: GFOA will work with the City to analyze the current state of the existing system. GFOA <br />will assess module configurations in the system to determine completeness of implementation and to <br />assess how well the system is supporting the City’s process. Under a well-designed system, there should <br />be little need for extra systems or manual calculations. As part of this analysis, GFOA will prepare a system <br />inventory to document any shadow systems. Included in the system inventory, GFOA includes all <br />commercial applications, home grown applications, shadow/silo systems, stand-alone spreadsheets or <br />databases, forms, records, notes, or other tools that either store information or are used for business <br />process transactions. While shadow systems are not always avoidable, they typically represent system <br />deficiencies or areas of improvement. <br />Policy Review: GFOA will review the City’s existing policies and compare each industry best practices or <br />GFOA’s collective knowledge from past engagements on what works well. GFOA will also seek to identify <br />any areas that may be missing in current policies. Going forward, policies can communicate overall vision <br />for the City’s function, help guide decision making, and ensure all stakeholders understand the processes. <br />Policies can also serve to set customer service or quality expectations so that each stakeholder <br />understand their role in the process. GFOA reviews policies because often the timing of a new ERP <br />implementation is an opportunity to modernize policy. If the City did not fully take advantage of the last <br />implementation to do this, there may be some opportunities with this assessment that not only lead to <br />better policy, but also can work to simplify the system configuration. <br />Process Analysis/Workshops: GFOA uses the three-part approach depicted in the graphic below to guide <br />business process improvement. For the first part, GFOA will facilitate business process discussions to <br />understand the City’s current process. Where appropriate, GFOA will create a high-level process map to <br />document current process and provide a starting point for any change opportunities. GFOA’s is a highly <br />collaborative one and will involve participation of a wide variety of stakeholders. This step is important <br />to allow various stakeholders to better understand existing processes (including limitations and <br />inefficiencies). <br />Once maps are developed, GFOA consultants will conduct part 2, consisting of an analysis to benchmark <br />the existing processes against recognized public sector best practices, other organizations, and the City’s <br />longer-term goals. We will facilitate sessions that are similar to Lean process improvement workshops to <br />discuss improvement strategies with the City staff. At this stage, we will also interview stakeholders and <br />6.A. - Page 3 of 20 <br />8