25B - AGMT WITH CHAZEY PARTNERS - Laserfiche WebLink

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Phase 2 Extension I City of Santa Ana Public Works Agency 1 PROPOSAL FOR EXTENSION 1.1 BACKGROUND In February 2018, The City of Ana Public Works Agency (PWA) engaged Chazey Partners to evaluate its financial and administrative business practices, recommend operational changes and support the implementation and operationalization of the future state operating model and processes for all Agency functions and operations, as well as the following business processes: cash; asset management; budget; procurement; billing; and timesheets. The scope of work/methodology was separated into 2 phases of work. Phase 1 was focused on the evaluation of the Agency's business practices and identifying and documenting the future state procedures and software requirements and completed on August 23, 2018. The key deliverables of this phase included: • Documentation of business processes, including As -Is processes and workarounds, and To -Be process flows in swim lane format to the desktop procedure level • Future State Recommendations with optimized, streamlined and standardized processes, including changes to current roles and responsibilities, evaluation/recommendations on policies and procedures, and recommendations for a leading practice financial, performance and compliance reporting framework • Compliance with OMB Uniform Guidance, including plans for training and maintenance • Technology assessment and specifications for any new recommended software to support the streamlining of processes and facilitate data collection, reporting and budgeting • If found necessary, the development of an RFP for the system selection and assistance in selecting the new system • Development of new operating model and organizational structure to deliver optimal future state, achieving operational and staffing improvements while incorporating technology solution(s) and enablers Phase 2 began in early September 2018. It's focus is on the implementation and operationalization of the new operating model, including processes and procedures as well as recommended / approved technology improvements. The key deliverables for this phase are: • Build of end -to -end future state processes and procedures to effectively align with technology improvements, including hand-offs and exception documentation and testing • Implementation of OMB Uniform guidance training and maintenance plans together with the new procedures and processes, ensuring these are operationalized and working compliantly • Operationalization of future state, including comprehensive implementation plans with a detailed deployment approach to support training, the rollout of technology and processes, go -live, stabilization and optimization 1.2 ADDITIONAL SUPPORT With the recent realignment of Fleet, Building Maintenance and Stores under the PWA, both the team and the administrative responsibilities have expanded. The inclusion of this work exceeded the ability to complete all Phase 2 activities within the currently approved budget. In addition, Chazey has identified up to 24 opportunities for process improvement that can be delivered as a proof of concept to PWA with training and support for implementation by PWA. Chazey Partners r - •