Citywide Legislative Management System (CLMS) Project Update

COUNCIL BRIEFING OCTOBER 27, 2014

Monica Martinez Simmons, City Clerk Ben Noble, City Budget Director

Darby DuComb, Chief of Staff, Law Julie Tobin, System Administrator, FAS

Bryon Tokunaga, Director Business Technology Division, FAS

Project Scope

• Identify and select an automated workflow management system for administration of the citywide legislative process

Objective

• Citywide processes

• Tracking of legislation

• Publication of agendas and proposed legislation

Streamline

• Expand agenda management resources

• Enhance public access to legislation, supporting documents, and history

Accessibility

Project Overview

Q3-Q4 2013

Business Process Mapped

RFP Vendor selected

Contract negotiated

Council kick-off Presentation

Q1 2014

Project Kick-off

Citywide Stakeholder Project Team established

Needs analysis work begins

Q2 2014

Needs analysis continues

Workflow documented

Boards & Commission work starts

Q3 2014

Boards & Commission testing begins

CLMS testing begins

Go Live date pushed back to post budget

Q4 2014

Complete integrated testing

Communication & Training begins

Implementation begins

Q1 2015

Stakeholder Engagement

Oversight Committee

Citywide Departmental Team

CLMS Transition Team

City Clerk

Mayor’s Office/ CBO

Law

FAS

City Clerk

Central Staff

Mayor’s Office/ CBO

Law

FAS

DPD

Parks

SDOT

City Clerk

FAS

Leg Boards & Commissions

Leg Ops

Leg IT

Citywide Legislative Management Process

Reliant on system that does not adequately support legislative process

Inability to track legislation real-time

Complex process and system

Limited technical support

Inefficient process for publication of agendas and legislation - BRS

The Challenge:

Manual Legislative Workflow

Assemble Blue

Jacket

CD and forms Hand Deliver Hand Deliver

Hand Deliver + Copies

Mayor Review& Approval

Prepare/ Preliminary Assignment

(City Clerk)

Ready Bill for Council process

(City Clerk)

Distribute Billto Committee Chair

(City Clerk)

Full Council Review, Amend or Adopt Bill

Sign BillCBO Review(Amendments

not shown)

Mayor Sign Clerk Records ResultNotifies Code PublisherPost and File Document

Hand Deliver

Clerk Close-outOrdinance Jacket

Department DraftsLegislation

FORMAL TRANSMITTAL TO COUNCIL

Full Council Amendor Adopt

Referral Calendar

Hand Deliver

1. Draft Full Council Agenda2. Council President Review

3. Publish Agenda and Bill Book(City Clerk)

1. Create and DistributeReferral Calendar

2. Publish(City Clerk)

Server

BRIS

CHALLENGES AND INEFFICIENCES to LEGISLATIVE WORKFLOW

Leg Aide Create Committee Agenda

Clerk ProvideQuality Assurance

Server

Leg Liaison ReviewsDirector Approves

Hand Deliver

Law Review CBO Review

Server

Multiple /

reviewer e-mails

Server Server

Council PresidentValidates

Committee Assignment

Council CommitteeAgenda Amendment Process

Vote & Recommendation

Update Legislative Record

(City Clerk)

Central StaffPrepare Bill

Bill AmendmentCentral Staff/Law/Other Reviewers

Existing Full Council Agenda Conversion

Citywide Legislative Management Process

Citywide system solution

Expanded agenda management control

Real-time access to electronic documents - Reduce paper/eliminate discs, folders, human error

Enhanced accessibility to legislation, supporting documents and history

Serves as a platform for future process improvement by all branches

The Result: Legistar

Agenda Management Drafting, Review & Submittal

Director / CBO / Law Electronic approval process

via website or desktop

City Clerk Create & distribute Introduction &

Referral Calendar Publish to website

Department Draft and upload legislation

Allows early review Ability to track status

Mayor Transmit legislation

to Council electronically

City Clerk/Full Council Auto generate full council agenda

based on Committee recommendations

Record final actions

Committee Legislative Aide Auto generate agenda with links to

associated files Record recommendations/actions

City Clerk Council President/Central Staff

Committee Chair Review legislation

Council / Legislative Staff / Law / Municipal Court

Upload generated legislation

Citywide Electronic Workflow

Next Steps: Communications

OCT 10/8

Clerk Staff Overview

10/16

Leg. Asst. Overview

10/27

Council Briefing

NOV 11/3 - 7

Leg. Process Stakeholders

11/3 - 7

Directors / Leg. Liaisons

11/10 - 14

Law Dept.

11/17 - 28

Public Ext. Stakeholders

DEC 12/1-12/5

Council Central Staff

TBD > budget

Next Steps: Training

OCT Train-the-Trainer iLegislate/Admin

Overview

Leg IT Staff

Train-the-Trainer InSite/

File/Approvals

Dep. Clerks, CBO, Leg Ops

Train-the-Trainer Agendas/Minutes

Dep. Clerks, Leg Ops

NOV Group Training

Council Staff

Group Training

Council Staff

DEC 1:1 Training

Individual Council Offices

JAN Refresher Sessions

Legislative Department

Training

Law Department

Preparing for Implementation

• Finalizing: ‒ Integrated testing ‒ Implementation plan ‒ User group protocols

• Implementation: ‒ Go Live! Q1

• Partnership agreement: ‒ Mayor’s Office and City Budget Office ‒ City Attorney’s Office ‒ Finance and Administrative Services