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May 9, 2013

 MINUTES
PERFORMANCE & RESOURCES SUB-COMMITTEE MEETING
CITY AND COUNTY OF SAN FRANCISCO
Thursday, May 9, 2013
City Hall, Room 288
2:00PM – 4:00PM

 


 

Members
Brent Lewis – Chair, Director of Finance and I.T., Dept. of Human Resources
Phil Arnold - Chief Financial Officer, Department of Human Services
Dale Riley - Chief Information Officer, City Attorney
Thomas DiSanto - Chief Administrative Officer, Planning Department
Linda Yeung - Deputy City Administrator, City Administrator's Office
Tajel Shah - Director, Budget & Operations, Treasurer-Tax Collector
Jeana Pieralde - Chief Security Officer, Department of Technology
Jaci Fong - Director, Purchasing Department
Michelle Geddes - Program Manager, Department of Emergency Management
Julia Dawson - Budget Manager, San Francisco International Airport
Mary Fitzpatrick - Director of Systems, Controller

1. Call the meeting to order
 
The meeting was called to order by Chair Brent Lewis at 2:06pm.

2. Roll call:
  
Brent Lewis
Dale Riley
Thomas DiSanto
Linda Yeung
Rebecca Mayer (for Tajel Shah)
Michelle Geddes
Julia Dawson
Mary Fitzpatrick

Absent
Phil Arnold
Jaci Fong
Tajel Shah
Jeana Pieralde

Mayor’s Office
Lily Liang

Guests
Dave Counter
Katie Petrucione
David German
Ron Vinson
Blair Adams

3. Approval of minutes
 
The minutes of April 11, 2013 were approved.

4. Discussion: Update on On-going Projects
 
Department of Public Health (DPH)

Dave Counter gave updates on two of the department’s projects – Surgical Information Systems (SIS) and Utilization Management (UM).
Mr. Counter stated that these projects are related to healthcare applications and primarily affect San Francisco General Hospital (SFGH), in particular its acute care service areas. Mr. Counter also added that as SFGH is being rebuilt the hospital is dramatically expanding its Level ITrauma Center surgical capabilities and tripling the total number of operating rooms.

Operating rooms are using a system that was installed almost 30 years ago. This system assists with the scheduling and deployment of staff and devices for surgeries. Additionally, the system is used for electronic clinical documentation and anesthesiology administration.

This new system is being implemented to ensure that SFGH complies with new regulations, certification requirements, and new documentation standards, as well as automate various tasks.

DPH has a master agreement with Siemens and they have been able to bring SIS under that agreement, eliminating the need to issue a RFP. Funds became available for this project in October and the department began contract negotiations earlier this year.

Pending approval from the Board of Supervisors and Budget and Finance Subcommittee, Mr. Counter stated that DPH’s roll-out and implementation of SIS could begin as early as July of this year. The new SFGH will go live and accept additional patients in its expanded facilities in December 2015.

A question was asked about whether there was any danger of a rise in the initial approved project cost.

Mr. Counter said no, because it is part of the master agreement that includes software, equipment, and implementation costs. The department and vendor have already agreed on a defined scope and costs.

A question was asked about how this would be affected by healthcare reform.

Mr. Counter replied that the reform to some degree influenced DPH’s expansion and technology upgrades. He cited the anticipated addition of 30,000 new Medicaid patients as driving the need to expand trauma care and surgical units, which comprise 60% of patients admitted to SFGH.

Mr. Counter then presented on DPH’s Utilization Management (UM) project. He noted that UM’s purpose is to comply with new mandates from healthcare reform. Under the new law, medical providers would be required to provide extensive documentation of patients as they go from different levels and gradations of care, which, among other factors, are associated with higher or lower costs. In particular, Mr. Counter explained that time spent in more costly units would need to be justified.

Being that UM is relatively new, Mr. Counter stated that he has not found many suitable vendors. Instead a UM team has been formed at SFGH in the last 6 months and will work with their current vendor, Siemens, to customize interactions between the existing clinical and financial documentation systems. This was funded through Healthy San Francisco.

Mr. Counter remarked that since UM requirements will not go into effect until January 2014, the details will likely change between now and then, as will its interpretation bynaccreditation agencies.

Mr. Lewis asked if this project would then be implemented next year.

Mr. Counter said it depends on the UM team. They can get this started in the summer and might have something in a few months.

A question was asked about whether DPH needs the $150,000 in fudning it has been approved for, considering the goals of this project can be achieved with business intelligence rather than a new vendor.

Mr. Counter replied that staff would still need to tweak the data system to make the clinical and financial components work together, they would have to learn new code, undergo training. He emphasized that healthcare reform laws are in flux and dynamic. Some of the law is well defined, others are not, and in this case resources can’t all be allocated at once.

Recreation and Parks Department (REC)

Katie Petrucione gave updates on the department’s Fiber and CRM Systems projects.

Ms. Petrucione began with the Fiber project, stating that the purpose is to connect REC’s facilities to the City’s fiber band, thereby increasing access to high-speed internet and reducing the department’s costs. Currently the department is paying for a large number of DSL and T1 lines.

She stated that in the current year budget COIT funded $480,000 for a two year project. The funds, she added, are not in Rec Park’s budget but in the Department of Technology’s (DT) budget and therefore out of her department’s control.

Ms. Petrucione explained that making progress on this project has been challenging because REC has not been able to establish communication with DT.

Ms. Petrucione stated that REC held meetings with DT’s Fiber team at the beginning of the fiscal year. She went on to say however that she has not received an implementation plan, budget or timeline from DT.

Chanda Ikeda asked whether Ms. Petrucione had seen DT’s Fiber project proposal, in which a number of REC centers and fire stations were scheduled to be connected in FY13-14 and FY14-15.

Ms. Petrucione did not see this proposal. She also expressed concern that the REC center sites on DT’s proposal might not be the same as the sites her department consider to be priorities.

Mr. German and Ms. Ikeda stated that they would provide Ms. Petrucione with the information they have and also help her reach the appropriate contacts at DT. Ms. Ikeda explained that setting a schedule has been challenging, in part due to the America’s Cup, which has become a priority for fiber connectivity.

Ms. Petrucione then gave an overview on CRM Systems. She explained that REC has various divisions which do a significant amount of public and client outreach. Currently the department has silos of outreach information and would like to unify them into one department-wide system that will collate contacts and eliminate duplicates.

Ms. Petrucione stated that the project was funded for the current fiscal year but the department hasn’t had the bandwidth to roll It out his year. For instance, REC launched its first mobile application, which ultimately took precedence over this project.

She went on to say that her goal is to have different divisions sit down at the beginning of the new fiscal year and that this has become a FY14-15 project. She added that the department is also interested in the possibility of a City-wide SharePoint solution.

Ms. Ikeda informed Ms. Petrucione that SharePoint and enterprise file sharing solutions had been discussed at the Architecture and Standards Subcommittee’s most recent meeting and that Gina Tomlinson was interested in identifying opportunities for departments to collaborate and had proposed surveying City departments on this topic. She suggested that Ms. Petrucione might consult Ms. Tomlinson for further guidance.

Department of Technology

Ron Vinson gave an update on DT’s Drupal project. Mr. Vinson informed the Subcommittee that the project had received $680,000 in funding and currently stood at 10% complete.

Mr. Vinson gave an overview of the project, explaining that the migration of web content and management from Vision to Drupal was brought about by COIT policy. He noted that whereas Vision is proprietary, Drupal is an open-source platform that integrates well with social media and other modules. Mr. Vinson stated that for quite some time various City departments have been requesting this service and that DT is looking forward to completing implementation around this time next year.

Mr. Vinson stated that the RFP process began in July of 2012 but that the process was derailed and began again in January this year. He confirmed however that the department now has a vendor and that DT is consulting with departments to identify specific needs and required customization. Mr. Vinson added that the hope is to migrate departments with larger and more complex websites and content by September.

Ms. Ikeda asked whether DT would hold townhalls or individual meetings on this project.

Mr. Vinson responded that DT intended to do both.

A question was asked regarding the risk of lost content during migration and whether action was being taken to ensure that this doesn’t happen.

Mr. Vinson noted that scans for broken links are performed throughout the process, thereby mitigating that risk.

Ms. Fitzpatrick asked whether DT plans to migrate all department and whether DT has a schedule.

Mr. Vinson answered in the affirmative, noting that COIT policy requires all departments to convert unless they seek a waiver. He cited May 2013 as DT’s projected completion date.

Ms. Ikeda asked what the ongoing costs would be and how the department will cover them.

Mr. Vinson gave an estimate of $400,000 in FTE hours which would be incorporated into DT’s rates.

5. Discussion: Citywide Document Management

Mr. German began by informing the Subcommittee of a recent gathering with approximately 50 City staff and PUC’s records manager who is very interested in coordinating a City-wide effort around records management. Following this meeting Ms. Ikeda suggested that Mr. German give a presentation to COIT regarding document and records management, which as Mr. German emphasized, are fundamentally different.

Mr. German gave an overview of document management (as defined by collaboration, live collaboration, and/or versioning) and records management (which concerns storage).

To view the presentation go to: http://www.sfcoit.org.

The Subcommittee discussed various aspects of both document and records management, spanning the various needs of different departments, logistics, tools, legal requirements, and the possibility of a central records repository. Additionally several members expressed interest in brown bag lunches and demonstrations to drive collaboration between departments.

6. Discussion: Calendar Review
 
Ms. Ikeda shared information on departments which had not yet given updates to the Subcommittee, noting that the Police Department and Human Services Agency have projects that have not started but are approved for or already received funding. She suggested that these departments be asked to present at next month’s meeting and the Subcommittee concurred.

Ms. Ikeda went on to suggest that departments to follow should include those with newly approved projects as well as projects that should have been completed in FY2012. The Subcommittee concurred.

7. Public Comment

There was no public comment.

8. Adjournment

The meeting was adjourned at 2:54pm.

 

Last updated: 1/7/2014 10:51:38 AM