12-13-2023 Workshop Packet - Laserfiche WebLink

Home Browse Search

Strategic Direction Strategic Direction Result Action Items Status of Action Item Key Outcome Indicator Status of Action Item Notes On Track Some Disruption Major Disruption Upcoming Complete Staff capacity gap analysis l • Develop scope of gap analysis (Complete) • Select firm to conduct analysis (Complete) • Work with internal staff to provide feedback to firm (Complete) • Draft report developed (Complete) • Final report presented to council (Complete) • Implement findings as appropriate (Q1 2024 pending additional analysis) • Gap analysis completed • Community Relations Manager position (FTE) hired • 0.5 added to existing position to become a FTE for Parks Maintenance • Customer Service Specialist proposed by analysis, and budgeted in 2024, however, position description and work responsibilities not yet developed 20 80 Process improvement initiative  • Conduct an analysis of opportunities for work order software and accounts payable software • Research potential software opportunities • Select software solution • Implement software • Asset Essentials work order software is implemented - complete • Laserfiche accounts payable software is implemented - complete 100 Technology acquisition implementation l • Complete needs assessment (Complete) • Analysis of potential software solutions to address organizational challenges (Complete) • Select software (Complete) • Implement software (Q2 2024) • MS4 ID stormwater software (PW) (100%) • Implemented Capital Assets software (100%) • Electronic PTO/timekeeping system in process of being implemented (10%) • OpenGov electronic permitting, code enforcement tracking, planning, and rental license registration software (70%) 40 10 50 Develop alternative policing model l • Budget funds for potential use (Complete) • Explore alternative solutions (Q4 2024) • Funds budgeted in 2023 and carried forward to 2024 • Alternative solutions are in process of being explored • Outreach meetings with potential partners in process 15 40 10 35 Space needs analysis  • Consultant/Contractor hired to conduct analysis • Analysis completed • Analysis presented with discussion and needs assessment • Design completed based on analysis and needs • Construction project bid • Construction of front office and bathrooms completed • Complete 100 Complete E-Records conversion l • Internal analysis on existing paper files (Complete) • Prioritized existing paper files, Address files selected as main priority (Complete) • Budgeted funds and selected firm for outsourced scanning (complete) • Addressed files sorted (Q1 2024) • Addressed files/Plats sent for scanning (Q1 2024) • Files organized into Laserfiche (Complete) • Plan for other paper files to be converted developed and implemented (Q1 2024) • Only six address file boxes remain for processing • Various paper file processes are being converted or have been converted to electronic methods • Conversion of e-records is on-going as additional paper files are generated 20 10 70 Implement revised organizational structure  • Restructure Community Development by combining roles of Community Development and Planner - eliminating the need for contract planning firm • Restructure Public Works to add a second supervisor role • Restructure City Clerk position - contract elections with Ramsey County and streamline human resources process by adding HR Manager to City Clerk position • Restructure Parks by formally assigning Maintenance Workers to Parks to align with department operations • Complete 100 Address zoning codes and update as needed  • Adopt 2040 Comprehensive Plan • Update Zoning Code to align with Comprehensive Plan • Update Zoning Map to align with Zoning Code changes • Make amendments as needed • Complete 100 l In-process items  Complete items 2019 Action Items Some Disruption: 1 - 3 year delay Major Disruption: 3 year+ delay Creating Operational Efficiency Percentage Tracking Creating Operational Efficiency 1) Convenient online service that creates efficiencies and frees up staff time 2) Increased staff capacity & resiliency 3) Timely, comprehensive reporting, in forming decision making 4) Stakeholder satisfaction is high with City Hall interactions 5) Employees feel appreciated (Little Canada is employer of choice) 6) Identify core zoning codes to be revised 7) Complete area survey to assist in zoning code revisions 8) Plan and funding identified to complete records conversion 9) Conduct staff assessment and identify areas of need and concern