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Agreement with Chazey Partners to Assess and Implement <br />Cost-saving Measures and Operational Efficiencies for PWA <br />February 20, 2018 <br />Page 3 <br />both hard and soft, from the study recommendations. This Opportunity Matrix and Business Case <br />will be presented after 13 weeks of effort, allowing PWA to both understand the expected benefits <br />and approve subsequent work to achieve those benefits. If new software is indicated, Phase 1 will <br />also include development of software specifications and an RFP for software procurement and <br />integration. Phase 2 (not to exceed $141,500, with expenses) provides for implementation and <br />deployment of the recommended procedures, processes, and software (if needed). <br />The following is a summary of the benefits and expected outcomes of this Business Processes <br />Assessment Project: <br />Significant savings expected: <br />o Hard and soft savings, to be detailed no later than week 13 of the study in the <br />Opportunity Matrix and associated Business Case <br />o Operational efficiency <br />■ Critical to achieve, given reduced budgets <br />• Includes the potential to use existing staff more efficiently. <br />o Cost avoidance <br />• Study aims to make optimal use of existing technology investments <br />wherever possible. <br />o Reduced overtime, driven by inefficient and outdated procedures and ways of <br />working <br />Improved operational efficiency will "free time" for value added activities: <br />o Grant applications and justifications <br />o Addressing neglected obligations <br />o Providing better support to those that serve the citizens of Santa Ana <br />Study findings can be leveraged across City agencies <br />o Case study for similar efficiency gains <br />o Enhanced technology usage and training <br />o Both streamline and modernize service delivery Citywide <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #5 <br />(create a culture of innovation and efficiency within the organization), Strategy E (identify best <br />practices and opportunities for process improvement and automation across City departments in <br />order to provide effective and efficient delivery of City services to the community). <br />20A-3 <br />