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January 11, 2013

MINUTES
COMMITTEE ON INFORMATION TECHNOLOGY
PLANNING & BUDGETING SUB-COMMITTEE MEETING
CITY AND COUNTY OF SAN FRANCISCO
Friday, January 11, 2013
1 South Van Ness, 2nd Floor, Room 2215
10:00 am – 12:00 pm

Members
Greg Wagner - CFO, Department of Public Health
Monique Zmuda - Deputy Controller, Controller’s Office
Kenneth Bukowski - CFO, Department of Technology
Travis Fox - Deputy Director Technology & Performance/CIO, MTA
Michael Liang – CIO, SF Public Library
Bella Fudym - IT Manager, Adult Probation
Vakil Kuner - CIO, Department of Human Services
Theresa Lee - Deputy Airport Director, San Francisco Airport
Ken Salmon - CIO, Public Utilities Commission
Brian Strong - Director, Capital Planning
Kenneth Bukowski - Acting COIT Director
Chanda Ikeda - Mayor’s Office


1. Call the meeting to order

Chair Greg Wagner called the meeting to order at 10:11 a.m.

2. Roll call

Greg Wagner
Monique Zmuda
Kenneth Bukowski
Alicia Wong for Michael Liang
Bella Fudym
Crystal Chang for Vakil Kuner
Theresa Lee
Paul Karawanny for Ken Salmon
Brian Benson for Brian Strong
Chanda Ikeda

Guest

Carol Lu – Mayor’s Office
Marie Jobling – Public
Winston Blackwell – Gartner


Members Absent

Brian Bannon
Brian Strong
Vakil Kuner
Theresa Lee
Ken Salmon
Greg Wagner

DT Present

Charles Thompson
Joe Armenta
Jose Mejia
Doris Legaspi


3. Approval of Minutes

The minutes of December 14, 2012 were approved.

Announcement:

Chair Wagner announced that there is a ceremony in honor of Mr. Jon Walton who is getting a commendation from the Mayor in City Hall at 10:45 a.m. today. Mr. Wagner requested that the meeting recess so members can attend the ceremony, and then reconvene the meeting following the ceremony.

Chair Wagner stated that Ms. Ikeda will take the lead on the items on the agenda. This committee will start looking into the substance -- particularly the strategies and the numbers -- of the ICT Plan. Chair Wagner said that we are still in the preliminary stages of building the ICT Plan, and are only beginning to have a global view of the data that this committee will be working with over the next month.

4. Status of FY 13-14 COIT Plan Submissions (Deadline is January 18th)

Mr. Charles Thompson said that an email was sent out to all departments stating that the deadline for submissions is January 18. So far, only three (3) plans have been submitted i.e., Board of Appeals, War Memorial and Human Rights Commission. Mr. Bukowski asked if there is a reminder that will be sent out to the departments. Mr. Thompson responded that typically he does that but now any communications will come from the Mayor’s Budget Office. Ms. Ikeda said a reminder will be sent out to departments from the Mayor’s Budget Office. Ms. Ikeda stated that most departments should already start to think about their IT projects for the next 2 years as part of the ICT Plan. Ideally, departments should put the same information into the COIT system with a little bit more detail.

5. Status of ICT Planning

Ms. Ikeda stated that departments should have received a request for information on the 5-year projects and not all departments have responded back. Ms. Ikeda presented an update on some of the initial work that has been done and requested feedback from this committee.
- Gave an overview of plan, including a few proposed changes to the plan as well as current challenges related to the plan.
- Discussed key dates with budget proposals due January 18.
- Discussed proposed format of the plan.
- From the last COIT meeting in December, the members of the committee had suggested to compress the 9 or 10 projects that were proposed, and since then have come up with a list of six (6) major IT goals. The members gave their comments and suggestions on the goals and Ms. Ikeda will review.
- Mr. Wagner suggested leaning towards major initiatives that are citywide in scope.
- Ms. Zmuda said that in terms of the financial strategy, the general fund vs. non general fund separation is important to the Mayor‘s Budget Office, but beyond that there should be not much differentiation in terms of priority.
- Ms. Ikeda discussed the general fund requests by departments. Ms. Ikeda stated that the non-general fund requests would include projects that are grant funded, projects from enterprise departments, and reallocation funded. MTA is still working on updating their numbers.
- Ms. Ikeda said that the next steps are to look at the major initiatives and look at departments requesting for similar projects.
- Chair Wagner mentioned that for the Radios and FAMIS projects, any portion of the costs can be allocated to non-general fund.
- Ms. Ikeda discussed the draft project description for large project submissions. Mr. Karawanny clarified if this will be the basis for decision making in funding a project.
- Ms. Ikeda identified the challenges in updating the plan. Challenges include determining the accuracy of cost estimates for major projects, difficulty of projecting IT projects out, addressing projects not included in the Plan, including performance measures, developing an IT baseline, and how to fund the major general fund initiatives.
- Chair Wagner suggested having draft financial strategy on the next meeting and looking how the major projects fit together in terms of timing and financial resources.
- Ms. Zmuda mentioned about including the IT staff on the plan. She states that there is a separate committee working with DHR and the Local Unions to improve the IT recruitment.
- Ms. Lee added to include flexibility in using Contractors to expedite projects. Mr. Charles Thompson stated this committee had some successes looking for similarities or commonalities of projects and collaboration opportunities across departments.
- Chair Wagner stated that for the next meeting, this committee will look at the full list of initiatives submitted in the budget submissions, categorize the initiatives by strategy, etc., and address issues of financing. This committee would also look at the financial strategies from the last plan, and look at projects that are deferred or unfunded.

For more information on the presentation, please refer to http://www.sfcoit.org/index.aspx?page=982.

6. Schedule and Agendas for Upcoming Subcommittee Meetings

Chair Wagner discussed the upcoming meetings and plan to meet on the February 1 and 15. This will allow the subcommittee time to have input on the ICT Plan changes in advance of the COIT meetings, as well as allow for a little extra room for the March 1 submission. The committee agreed to meet on February 1 from 11:00 a.m. to 12:30 p.m. and on February 15 from 10:00 a.m. to 12:00 p.m.

7. Public Comment

There was no public comment.

8. Adjournment

The meeting was adjourned at 12:00 p.m.

Last updated: 2/5/2013 4:24:59 PM