From the Tech Frontier to Aspirin: Relieving Organizational Headaches | |
|
In the last newsletter, we focused on innovation, AI, and all the tremendous potential they hold for public entities. But wait! Before you boldly lead your organization or department into this final frontier, it’s important to review the essential (slightly more mundane) aspects of your technology use like software implementation and usage, website analytics, ADA website standards, etc. Many public entities can see enormous benefits with minor changes to how they implement and use basic software systems, and how they use and collect data from existing technology. Keep reading for several articles on how we (and the Compact program) can help in FY25.
Speaking of FY25, what are your goals for the new fiscal year? Over the last few years, we have seen an increase in chief executives – and in particular, town select boards – engaging in formal goal-setting processes at the beginning of the new fiscal year. Last year we assisted two select boards with their annual goal-setting. Does your board take this important step? If not, we can help you think through how to make it efficient and effective. See below for more.
Finally, as you wind down these final weeks of FY24 and you look back at the wins and headaches from the year, don’t forget that we’re here to help with you with those headaches and can help turn them into wins. Give us a call!
Onward to FY25…
Mike Ward, Director
| |
|
IT to the Rescue?
Software Implementation Services
| |
|
Technology provides opportunities to improve productivity and services to municipalities. But getting from idea to implementation can be tricky. Software implementation projects are notorious for taking up significant time and resources, especially when the new system impacts a wide range of processes, staff, and departments. The Collins Center has worked with many communities to provide the expertise needed to implement such initiatives. We have worked directly with vendors to ensure that the software is customized to meet specific department needs. Our approach employs constant communication, testing, and training to give municipalities a product that will help departments manage more effectively.
If you are interested in discussing a software implementation project with the Center, please reach out to Shawn Fenn at shawn.fenn@umb.edu.
| |
|
Community Compact Grants
Open Doors to Success
| |
|
As the State budget debate wages on, now is the time to start preparing for FY25 Community Compact Best Practices and IT Grant Programs. Collins Center clients have used Best Practices Grants for a wide variety of important projects, including innovations in:
- Financial Management: policy review & development, financial forecasting, capital planning
- Human Resources: classification & compensation planning, policy review & development, succession planning
- Regionalization / Shared Services: feasibility studies, sustainability reviews of existing regional services, municipal/school collaboration
- Workforce Development: design and implementation of strategies to build municipal workforce pipeline
The Best Practices Grant application typically opens in late summer, and are made on a first-come, first-serve basis. The Collins Center team is available to help you scope out projects so that your applications are ready to go.
Compact IT Grants provide awards of up to $200,000 to support “the implementation of innovative and transformative IT projects by funding one-time capital needs such as technology infrastructure, upgrades and/or purchases of equipment or software.” Municipalities have used funds from this competitive grant program for e-permitting, 311, mapping with GIS, website enhancements, and other projects. Applications are typically due by mid-October and take time to prepare, so don’t hesitate to reach out now for assistance.
Not sure if you're eligible? Want to talk about potential projects? Looking for new ideas? Reach out to Sarah Concannon, Director of Municipal Services, at sarah.concannon@umb.edu.
| |
Case Study: Sandwich DPW Service Management System | |
|
The Town of Sandwich wanted to find a way to digitize paper-driven processes and develop online and mobile systems for service requests and tracking for their Department of Public Works (DPW). After receiving a Community Compact grant, they reached out to the Collins Center to lead an interdisciplinary town team to select and implement new processes.
It was essential for Sandwich to find the tools that would allow for the importing of years of manual work order requests into a cohesive service request system. After a thorough needs assessment and evaluation of five software programs, a vendor was selected. To ensure a successful implementation, the Collins Center team managed the project and the vendor relationship to meet project milestones, and provide process documentation, system configuration, testing and quality assurance, and ensure effective and clear communication between all stakeholders during the project.
Within months (not years!) the selected software was configured, historical data was imported, and user training was completed. This enabled DPW to rapidly launch the new solution internally and become the exclusive system for all work order processing. Three months later, the project team launched a public mobile application and deployed iPads to field staff for work progress documentation. The result was reduced staff time needed to process and communicate work orders. Less than a year from project initiation, the final step of configuring and launching the public facing Sandwich 311 application in the App Store was complete.
Project Highlights:
- Implementation was completed on-time and within budget.
- Sandwich converted over 20,000 records to the new software solution.
- The new system has eliminated duplication of requests and offers many functional enhancements like allowing for management escalation, improved internal communication and more timely external responses.
- Provides the management team, DPW staff and the public with clear expectations and a high degree of confidence in follow-through on requests for service.
- On track to process over 1,200 work orders in the first year and will continue to expand service areas for Sandwich 311 to departments that previously had no system for tracking service requests.
| |
|
“We could never have achieved buy-in from our staff to accomplish this important project without the expertise and support offered by the Collins Center. The Collins Center team kept the project on track, ensured the vendor was delivering as promised, and provided training to our staff.”
– Heather Harper, Assistant Town Manager, Town of Sandwich
| |
|
The Art of Gathering: How We Meet and Why It Matters, by Priya Parker
Meetings, meetings, meetings! We all spend so much time in meetings, many of which are inefficient or ineffective. Collins Center Director Mike Ward notes that, while some of this book is more relevant to social gatherings, it contains good advice on how to think about and run professional meetings differently.
| |
|
What Works in Community News, by Ellen Clegg and Dan Kennedy
Local Municipalities are losing hyper local newspapers every day. According to Brianna Sunryd, co-lead of the Collins Communications practice area, this book gives insight into the challenges facing local government and community engagement. She adds,"This is a great reflection on the communication crossroads municipalities are now facing and what can be done to ensure connection."
| |
The Power of Municipal Website Data & Analytics for Local Government Leaders | |
|
Most municipalities use websites as the primary tool for providing the community with information about town services and programs. Yet understanding the data from the website – traffic, search queries, etc. - and how it can help better inform the community, is widely underutilized.
Setting up and monitoring an analytics dashboard for your municipal website is an important way to better understand the type of information your community members want and helps find potential barriers that might be in their way when trying to access it.
Who knew that the transfer station was in your top 3 site searches? Or that most visitors to your site are using a mobile device? What story does it tell about community needs, preferences, or how your information might be structured on the website?
An analytics dashboard doesn’t have to be intimidating. Luckily, a lot of the information is already being captured and simply needs a process put in place for understanding website performance over time. If you’re interested in learning more about the power of website analytics and how data can guide your communication and civic engagement strategies, or would like access to our Municipal Website Analytics guide, contact Brianna Sunryd, Public Innovation Design Studio Lead, at brianna.sunryd@umb.edu
| |
Closing the Digital Divide: New ADA Standards for Accessible Website Content | |
|
What Happened? The Department of Justice (DOJ) recently published new standards for website accessibility. These standards will apply to all state and local government organizations, ensuring their websites and online documents are accessible to everyone, including individuals with disabilities. Depending on population size, compliance will be required by 2026 or 2027.
What’s New? Previously, there weren't specific legal requirements for website accessibility. However, the DOJ has now clarified its position, emphasizing that websites are considered places of public accommodation and must be accessible just like physical locations. The new standards incorporate the widely recognized Web Content Accessibility Guidelines as a benchmark for accessibility.
Why Does This Matter? Accessible websites and content are not simply a new legal requirement; they're essential for inclusive communication and engagement with residents. By ensuring government website content is accessible, cities and towns are guaranteeing equal access to information and services for all, regardless of ability.
What Should We Do Now? Here are some steps municipalities can take leading up to the compliance date to ensure website and document accessibility:
- Conduct an accessibility audit
- Develop a digital accessibility plan
- Invest in training for staff
- Provide alternative formats
- Utilize accessibility tools
- Identify funding opportunities or resources
More information can be found on this helpful Fact Sheet from U.S. Department of Justice Civil Rights Division. Have questions or want to discuss a digital accessibility project or training? Contact Brianna Sunryd at brianna.sunryd@umb.edu
| |
Does Your Select Board Have a Plan? | |
|
Goal-setting is critical for Select Board success, especially when new members are elected. Get started on the right foot by following these guidelines:
- Set aside a dedicated working meeting early in the new term
- Have board members submit 2-3 priorities to the Chair
- Include the Town Administrator/Town Manager and Finance Director
- Consider hiring a facilitator (like the Collins Center)
- Compare with current Master Plan and/or other key documents
- Get a consensus on the top priorities and goals for the coming year
For more information, email Sarah Concannon at sarah.concannon@umb.edu.
| |
Collins Center in the News | | |
|
|
With Hadley HR Chief Leaving, Select Board Weighs New Combined Post, Daily Hampshire Gazette, May 25, 2024
Mayor Ballentyne announces guaranteed basic income pilot , Somerville Times, March 20, 2024
Debunking AI Myths: A Guide for Local Governments, ELGL News, May 3, 2024
| |
Working with the Collins Center is Easy | |
|
Chapter 30B, the Uniform Procurement Act, does not apply to working with a state agency per MGL Ch. 30B Sec. 1(4). Because the Collins Center is a state agency, municipalities, school districts, and other public entities may contract directly with the Center without following a 30B-compliant process. Similarly, Massachusetts state agencies may enter into Interagency Service Agreements with the Center.
If you have questions or want to discuss potential projects, please contact Sarah Concannon, Director of Municipal Services, sarah.concannon@umb.edu.
| | | | |
