ARCHITECTURE & STANDARDS SUB-COMMITTEE MEETING
CITY AND COUNTY OF SAN FRANCISCO
Thursday, May 9, 2013
One South Van Ness, 2nd Floor
CONFERENCE ROOM 2215
10:00 am – 12:00 pm
Gina Tomlinson, Chair, Chief Technology Officer, Department of Technology
David Counter, Chief Information Officer, Department of Public Health
Daniel Gonzales, IT Manager, Airport
Susan Kearney, Chief Information Officer, Port of San Francisco
Mitch Sutton, IT Manager, Department of Emergency Management
Ephrem Naizghi, Interim Chief Information Officer, Department of Public Works
Art Wong, Technology Program Manager, Metropolitan Transportation Agency
Emma Woo, IT Manager, Public Utilities Commission
Susan Giffin, Chief Information Officer, Police
Chanda Ikeda, COIT Analyst, Mayor’s Office
1. The meeting was called to order by Ms. Gina Tomlinson at 10:09 a.m.
2. Roll Call:
Wilson Lo for Daniel Gonzales
Tedman Eng for Susan Kearney
Gary Price for Susan Giffin
3. Approval of meeting minutes
The minutes of February 14, 2013 were approved.
4. Discussion Items:
· Requirements for Enterprise File Sharing Storage application.
There was general discussion about various City agencies’ use and interest in external file sharing services. Members commented on the need to share information not only within their respective agencies but also externally across multiple agencies and business partners (i.e. contractors and clients). Questions and concerns raised by the committee and members of the public touched on security, temporary versus permanent storage, specific vendors, and other product features/capabilities (i.e. live collaboration and auditing). Ms. Tomlinson plans to conduct a survey of IT managers to assess their needs and preferences, and will bring the results to the next meeting with the goal of establishing standards, parameters, and/or specific solutions.
· Candidates to replace vacant ASC members.
Ms. Tomlinson addressed the need to fill 3 vacant member seats, emphasizing the need for diversity in technical, financial, and architectural expertise. She asked the members if they know anybody who will be available and to either send the names to herself and Ms. Ikeda or suggest potential candidates during or after the meeting. Ms. Ikeda mentioned that the members of the subcommittees are appointed by the COIT Chair. Another point raised by Ms. Ikeda was the possibility of delegates replacing the members they regularly represent, assuming the former would like the responsibility and the latter are no longer interested in serving. No names were proposed; however, Ms Tomlinson requested that if committee members wanted to recommend someone they could email her or Ms. Ikeda.
· Review of IT Project Recommendations FY2013-14 & FY 2014-15.
Ms. Ikeda led a discussion on best practices on how to guide and engage departments as they continue to develop enterprise IT projects, noting document management and asset management as two examples. As departments have conversations outside of COIT, Ms. Ikeda asked whether the committee would find it of interest to establish a deeper line of communication with departments discussing new infrastructure-related projects. Ms. Tomlinson proposed extending invitations to interested parties to present on projects during future subcommittee meetings. Several members agreed with Ms. Ikeda and Ms. Tomlinson’s course of action and are hopeful that opportunities for collaboration will be identified in the process.
For more information on specific projects, go to:
5. Public Comment
A question was raised regarding clarity around the City’s Acceptable Use Policy. Ms. Ikeda noted that the policy was not on the meeting agenda and so she could not comment extensively on it, however, COIT is in the process of working with DHR to revise the language. Ms. Tomlinson proposed that the subcommittee review all COIT policies before they are reviewed by COIT in the future.
The meeting was adjourned at 11:12 a.m.