Goal F.2: Innovate city systems and operations to improve service delivery, customer experience, responsiveness and transparency.
Objective F.2.1: Leverage technology for admin process
Evaluate, identify, and implement technology solutions, including artificial intelligence, which streamline and improve internal and external processes (i.e., enterprise resource planning, virtual permitting systems, records and information management, website).
Staff lead: Lindsay Lara, Angela Robinson Pinon, John Stefanski
Supporting department: All
| Strategy (Milestone or Activity) | Strategy Description | Dept | Staff Lead | Supporting Department | Start Date | Target Completion |
|---|---|---|---|---|---|---|
| Execute Agreement for Records Management | Enter into an agreement for Records Management Module through the current software used (Laserfiche). | CC | Lindsay Lara | CAO | Complete | Q2 |
| Draft Records Management Policy | Draft policy to designate software as a Trusted System as required by the State of CA. | CC | Lindsay Lara | CAO | Q4 | Q4 |
| Present to City Council | Present proposed plan to the City Council for discussion and possible adoption. | CC | Lindsay Lara | CM | Q4 | Q4 |
| Adopt Artificial Intelligence Policy | Establish policy and governance around the City's use of artificial intelligence and emerging technologies. | DS | Vedika Ahuja | CM | Complete | Q2 |
| Begin Development of Artificial Intelligence Roadmap | Identify guidelines, projects, and programs to serve as a foundation for emerging technologies in the City including governance, data integrity and integrations, adaptive infrastructure, and product adoption. | DS | Vedika Ahuja | CM | Complete | Q2 |
| Conduct Artificial Intelligence Training & Education | Train staff on AI policy and best practices. | DS | Vedika Ahuja | CM | Q2 | Q4 |
| Evaluate Products and Procure System for Artificial Intelligence Road Map | Review products to determine best solution for San Rafael and execute agreement. | DS | Catherine Holmes | CM | Complete | Q3 |
| Train, Test and Validate Artificial Intelligence Model | Train Artificial Intelligence model to data sets and content. | DS | Catherine Holmes | CM | Q3 | Q3 |
| Conduct Pilot and Soft Launch Artificial Intelligence Search and Chat. | Pilot proof of concept Artificial Intelligence tool. | DS | Catherine Holmes | CM | Q3 | Q4 |
| Launch OpenGov Building, Planning, Inspections Module | Launch final modules for building permits, planning, and inspections. | CED | Sullina Smith | DS | Q2 | Q4 |
| Scope OpenGov New Permit Types | Scope additional permit types and rental registry. | CED | Sullina Smith | DS | Q2 | Q4 |
| Complete UKG Human Capital Management System Implementation | Configure Human Capital Management software solution to ensure adherence to best practice and reduce manual processes. | HR | Nick Biss | HR | Q3 | Q4 |
| Test and Pilot UKG Human Capital Management System | Validate and test Human Capital Management functionality as built; pilot with employee data. | HR | Nick Biss | HR | Q4 | Q4 |
| Launch UKG Human Capital Management System | Begin utilizing Human Capital Management solution with Human Reso | HR | Nick Biss | HR | Q4 | Q4 |
| Begin UKG Human Capital Management System Rollout to End Users | Start to introduce fully integrated Human Capital Management & Enterprise Resource Planning software functionality to Human Resources/Payroll contacts in various City departments, managers, and employees. | HR | Nick Biss | HR | Q4 | Q4 |
| Go Live with Tyler Core Financials | Go-Live with Core Financials modules and functionality. | FIN | Paul Navazio | DS | Complete | Q1 |
| Roll out of Tyler Expanded Financials: Automated Clearing House (ACH) / Billing / Budgeting | Roll-out of expanded module functionality post go-live. | FIN | Paul Navazio | DS | Q2 | Q3 |
| Conduct Readiness Assessment for Tyler Human Resource Management/Payroll | Assess organizational capacity and readiness to kick off Tyler HR system. | FIN | Marissa Sanchez / Paul Navazio | DS | Q3 | Q4 |
| Create Updated Cybersecurity Profile and Roadmap | Detail current adherence to best practice cybersecurity standards based on the National Institute of Standards and Technology (NIST) framework and develop action plan for any gaps identified. | DS | Tessa Rudnick | CM, CAO | Complete | Q2 |
| Draft Information Security Policies | Identify written policies that need to be updated and revise them. | DS | Tessa Rudnick | CM, CAO | Complete | Q3 |
| Draft Cybersecurity Business Continuity Plan | Document strategies and procedures to maintain essential business functions during and after a disruption. | DS | Tessa Rudnick | All | Q3 | Q4 |
| Draft Cybersecurity Disaster Recovery Plan | Document technical recovery strategies to restore critical systems, applications, and data. | DS | Tessa Rudnick | All | Q3 | Q4 |
| Draft Cybersecurity Incident Response Plan | Document formalized processes for detecting, responding to, and recovering from cybersecurity incidents. | DS | Tessa Rudnick | All | Q3 | Q4 |