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Shared Services / Collaboration Initiatives
Initiatives / Accomplishments in PlaceIn August 2014, a citywide Public Affairs & Communications Strategic Plan was completed following a 10-month effort involving staff from all departments as well as the community, business, and elected/appointed government leaders. You can view the latest version of the strategic plan: http://www.roseville.ca.us/civicax/filebank/blobdload.aspx?BlobID=36206
This plan is developed on the foundation of six communication operating principles that will guide the daily operations of Roseville’s communication services, complement the citywide communication goals outlined in Section VI, and support the City’s existing goals, mission, vision and values.
1. Be responsive and resourceful in daily operations and interactions. We will encourage engagement and provide prompt, high-value communication services that consistently meet or exceed expectations.
2. Nurture respectful partnerships within the organization and with the community. We will invest time and resources in building and maintaining mutually beneficial relationships to encourage collaboration and diplomatic advocacy.
3. Increase efficiency and avoid creating obstructive bureaucracy. We will pursue and implement innovative communication strategies and relevant technology to develop creative solutions that maximize the impact and reach of communication assets.
4. Be strategic and intentional when communicating with external and internal audiences. We will seek and seize opportunities to reinforce core organizational values.
5. Improve the value, quality and delivery of communication services. We will proactively anticipate and adapt services and resources to effectively meet current and future communication needs.
6. Communicate a clear “One City” voice through all communication channels. We will strive to ensure messages are carefully and collaboratively developed to support a consistent and transparent Roseville brand and identity.
Initiatives / Accomplishments in the Last YearWe are excited to have launched Microsoft‘s innovative cloud solution to the City to help us run, and improve our business. How we go about doing the work of the City is changing and with it a demand for tools to enhance collaboration and mobility.
4 key things Office 365 has brought to the City: Latest Office 2013 suite with secure mobility – Next generation of Word, Excel, PowerPoint, Excel, Publisher & Access products we know and use today – same best of breed office products and familiar user experience.Increased capacity for email and file storage – 50 GB mail boxes and 100 GB file storage per user.Integrated communication – staff is able to utilize Skype for instant message or video conferencing each other to enable short and quick communication. Staff can share their desktop with others to edit and discuss documents real time for a true collaboration experience.SharePoint – Currently SharePoint is being deployed throughout the city. SharePoint is a platform that provide services such as collaborative workspaces, portals, enterprise search, content management, business forms and workflows, and business intelligence. For the city, SharePoint is an opportunity to transform business processes.
Prior to SharePoint, staff experienced inefficiencies working with shared files. For example if a shared file lived on a network share, only one staff could access the file at a time. Other times staff would email a document amongst themselves. With this method multiple copies of a file could exist in varying states. Ultimately someone would be tasked with merging all the changes into a master file, time-consuming process.
SharePoint brings opportunity for improving how staff work. Once a file is placed in SharePoint, staff have various ways to collaborate. They can all edit the file simultaneously, a process called co-authoring. Staff also have the option of adding comments to a file instead of editing it directly. Another method to collaborate is to have a discussion on a document.
Status of City Initiatives (next 12 - 18 months)
|IV-3. Select the status for each city item/ area below: |
|No Plans to Use/ Deploy |
|No Plans, but Considering/ Under Discussion |
|Definite Plans to Procure/ Deploy/ Upgrade in next 12-18 mos. |
|In Use Now |
|IV-3.1 Shared or Collaborative Services || || || ||X |
|IV-3.2 Smart Transportation Corridors || || ||X || |
|IV-3.3 Public / Private Partnerships || || || ||X |
|IV-3.4 Multi-jurisdiction Initiatives (for example with schools, other cities, counties, or the state) || || || ||X |
|IV-3.5 Other (describe below) || || || || |
As mentioned, the City implemented the Microsoft SharePoint Online for the City staff. We implemented SharePoint for Department, Teams, committees and extranet sites. This collaboration opportunity has already proven to be beneficial to the City. Many teams and committees are using SharePoint to collaborate and share information easier and faster than ever before. The next year we will expand the capabilities of these sites and expand the administration of these sites. Users will have greater control and more flexibility with how they want to use their sites. Web-based Annunciation System Mobile Application for passengers On board WIFI Signs, Screens and Public Displays and ADA push ‘To Talk’ buttons for audible arrival announcements Real Time Passenger information Management Dashboards and Reports. Advanced route modeling and scheduling software. Ability to integrate with ESRI/GIS and show bus routes on the open data portal. Route Planning
The City is also expanding their Smart Transportation opportunities. The City is currently looking to modernize their Transit operations by implementing a Roseville Transit Passenger System (RTPS). The cloud-based system will automatically capture passenger and route metrics, and provide management reports to improve service. The system will also provide WiFi Internet access to passengers and allow them to view routes and monitor bus locations online. The objectives: