Budget and Performance Sub-Committee - January 6, 2017 - Minutes

Meeting Date: 
January 6, 2017 - 10:00am
Location: 
United States

MINUTES
BUDGET & PERFORMANCE SUB-COMMITTEE MEETING
CITY AND COUNTY OF SAN FRANCISCO

Friday, January 6, 2017
10:00 am – 12:00 pm
City Hall, Room 305


Members
Ken Bukowski – Chair, Acting CIO, DT
Bella Fudym – IT Project Director, Adult Probation
Ian Law – CIO, Airport
Brian Strong – Director, Capital Planning
Jaci Fong – Director and Purchaser, Contract Administration
Todd Rydstrom – Deputy Controller, Controller’s Office
William Lee – CFO, Emergency Management
Chanda Ikeda – CFO, Human Resources
Ashley Groffenberger – Analyst, Mayor’s Office
Lisa Walton – CTO, MTA
Bill Kim – CIO, Public Health
Michael Liang – CIO, Public Library
Julia Dawson – Deputy Director, Public Works
Tajel Shah –Deputy Director, Treasurer-Tax Collector
Leo Levenson – Deputy Director, Finance and Administration, DT
Matthias Jaime – Acting COIT Director, City Administrator’s Office

1. Call to Order by Chair

Mr. Ken Bukowski called the meeting to order at 10:05 am.

2. Roll call 
Ken Bukowski
Ian Law
Jaci Fong
Todd Rydstrom
Chanda Ikeda
Ashley Groffenberger
Kate Wingerson (for Michael Liang)
Tajel Shah
Leo Levenson
Matthias Jaime

COIT Staff
Lily Liang

Guests
Joe Voje
Rand Miyashiro
Hao Xie
Megan Owens
Brent Turner
Ana Contreras
Gigi Whitley
Andy Maimoni
Jane Gong
Marco Bruno
Michael Burdick
Michael Bahler

3.   Approval of Minutes
 
The minutes of December 9, 2016 were approved.

4. Department Updates & Announcements

Mr. Matthias Jaime commented on the deadline for budget submissions as well as the upcoming budget cycle meeting schedule and ICT Plan proposal timelines.

Mr. Todd Rydstrom announced that the Financial Systems Replacement project is on schedule and that the new system will go live at the beginning of the fiscal year. On behalf of the Controller’s Office, he thanked the Subcommittee and City staff for their support of the project.

5. Update: FY 2018-22 information & Communication Technology (ICT) Plan

Mr. Jaime led a general discussion regarding the ICT Plan’s proposed vision statement, goals, and financial recommendations. Notably, the discussion focused on financial recommendations related to COIT’s Major IT Projects Allocation and Annual Projects Allocation.

Following the discussion, several revisions were proposed or requested.

6. Discussion: City Enterprise License Agreements (Dept. of Technology)

Mr. Leo Levenson and Mr. Hao Xie provided an overview of the purpose of enterprise license agreements, available offerings, volume discounts, and potential benefits. Notably, Mr. Xie cited the City’s agreement with Salesforce as an example of how department have been able to achieve cost savings and reductions in staff time spent in procurement.

Building on Mr. Xie’s presentation, Ms. Jane Gong and Mr. Marco Bruno discussed DT’s new Digital Accelerator team, which provides assistance to departments seeking to develop solutions based on the Salesforce platform.

To view the full presentation, please visit: http://www.sfcoit.org.

7. Discussion: 311 Customer Relationship Management Solution

Mr. Andy Maimoni provided an overview of 311’s mission, core services, and contact mechanisms, including traditional processing through call centers as well as newer mobile and web self-service applications. Notably, he discussed 311’s movement toward more advanced customer relationship management and briefed the Subcommittee on next steps and features 311 hopes to implement in the near future.

To view the full presentation, please visit: http://www.sfcoit.org.

8. Project Update: Human Management Information System (Dept. of Homelessness & Supportive Housing)

Ms. Megan Owens discussed the current state of various systems used by several agencies to serve individuals experiencing homelessness and provided an overview of the single coordinate care system being proposed to merge and replace those legacy systems. In addition, she discussed the procurement process, community engagement process, stakeholders and partners, implementation timeline, and funding details.

To view the full presentation, please visit: http://www.sfcoit.org.

9. Public Comment

Mr. Brent Turner offered public comment.

10. Adjournment

The meeting adjourned at 11:52 am.