Implement fully paperless internal services by 2024  

See below to learn more.

Target: Implement fully paperless internal services by 2024  

Current Performance: See below for more information.

To deliver faster and more convenient services to fellow employees and residents, and to remain faithful to the City’s goal of being environmentally friendly, the City will continue updating internal processes to ensure all transactions are paperless by 2024.  The implementation of digital platforms across departments has allowed the City to retire old paper-based processes, protect the environment, save time and money, and improve transactional accuracy.

The City staff continues to develop business process solutions that leverage technology in the implementation of fully paperless internal services. Significant progress has been made towards this goal and the ERP team, in concert with system owners, has many initiatives in flight that will improve the efficiency of operational processes across the government. Major completed improvements over the past year include the following:  

  • Automated grantee payments through an on-line portal structure, that streamlines and automates the payment process. The City used this new feature to process CARES Rental Assistance Grantee payments to 195 recipients, providing $558,666 of rent relief, supporting 223 individuals facing housing insecurity during the pandemic.
  • Implementation of a self-service supplier portal in April 2021, which allows for the City’s 7,900 suppliers to register and update their own information through a web portal.
  • Automated approvals of accounting journals entries in April 2021. These were previously prepared on paper and routed for approvals manually but are now a completely paperless process. This reduced accounting staff processing time by approximately 50%, a cost savings of approximately $26,000 annually.
  • Implemented an Invoice Importer solution that automates and streamlines the intake of approximately 3,600 invoices per month for approval, processing, and making payments to vendors.
  • An online pay request form, completed in Fall 2021. 
  • An enhanced purchasing card (P-card) system, implemented in Fall 2021.

Additional improvements slated for completion in the next year include the following: 

  • eTravel Forms for travel authorization and expense reporting are in development and expect to roll out in Spring 2022.
  • eProfile management in PSHCM expected to be completed in Spring 2022 which will automate the position reclassification process.
  • ePerformance management in PSHCM will completely modernize employee performance management is anticipated to be complete by Summer 2022.
  • The timekeeping system will be upgraded to a new platform that will allow for more mobile time entry, automated approvals and improved reporting completion expected Spring 2022.

Financial Services. Last Updated: November 2021.