Mr. Ken Bukowski called the meeting to order at 10:03 a.m.

Members Present:
Ken Bukowski (for Naomi Kelly)
Miguel Gamino
Kate Howard
Juan Cerda (for London Breed)
Todd Rydstrom (for Ben Rosenfield)
Brent Lewis (for Micki Callahan)
Bill Kim (for Barbara Garcia)
Michael Liang (for Luis Herrera)
Ken Salmon (for Harlan Kelly)
Anne Kronenberg
Ian Law (for John Martin)
Ed Reiskin
Dan Kaplan (for Trent Rhorer)
Charles Belle

COIT Staff:

Chanda Ikeda

Guests Present:

Charles Thompson
Jo Elias Jackson
Maria Vazquez
Elissa Koestenbaum
Mark Phibler
Samuel Valdez
Alan Nguyen
Kathy Lu
Mitch Sutton
Herman Brown
Kevin Conley
Mike Dearman
Keith DeMartini
Travis Fox
Ephrem Naizghi
Jim Maloney
David German
Pete Bonaros
Allegra Fortunati
Cindy Conway
Shwe Hnin
Lisa McKenna
Alex Polvi

The minutes of February 26, 2015 were approved.

Sharing an overview of COIT’s policies, Mr. Bukowski stated that a number of internal discussions had taken place regarding the need to update existing policies and address emerging technologies and issues through new policies. Over the next several months, he noted that COIT staff and the City CIO would form working groups to prioritize, develop and bring forward policy updates and proposals for COIT’s review.

Referencing Ms. Naomi Kelly’s recent announcement to prevent the purchasing of drones by City departments. Mr. Bukowski noted that this policy would remain in effect pending development and approval of a usage policy.

Mr. Bukowski then announced that after a thorough public member recruitment process, the nominating committee had selected a candidate for appointment to COIT. With the consent of Committee members, Mr. Bukowski moved this action item ahead of the CIO update on the agenda.

Mr. Miguel Gamino began with a brief overview of the CIO Forum’s recently convened meetings, upcoming meeting, and tentative discussion items.

He then went on to discuss the Department of Technology’s (DT) digitized CIO Review Process, which is being piloted by two departments with the goal of Citywide rollout in the near future.

In closing, Mr. Gamino discussed DT’s IT Asset Management project, which he reported is in progress and remains a high priority for the department.

On behalf of the nominating committee, Mr. Bukowski introduced Mr. Alex Polvi, an infrastructure specialist, entrepreneur, and current CEO of San Francisco startup CoreOS.

A motion to appoint Mr. Polvi as a non-voting public member on COIT was passed and approved.

A summary of Mr. Polvi’s professional experience and qualifications can be found at http://www.sfcoit.org.

As requested by members during the Committee’s review and approval of the proposed ICT Plan in February, Ms. Chanda Ikeda reviewed final revisions that were made in response to Committee feedback.

Notably, revisions included an increase in the Major IT Projects Allocation in FY 2015-16, changes within the Financial Systems Replacement project’s budget request, updates to the Public Safety Radio Replacement Project to include public service radios, and expansion of language within the “Values” section of the Plan.

Lastly, Ms. Ikeda informed members that the Plan was introduced to the Board of Supervisors two weeks earlier, referred to its Budget and Finance Subcommittee, and was scheduled with a tentative hearing date in early April.

To view Ms. Ikeda’s presentation or to obtain a copy of the revised Plan, please visit http://www.sfcoit.org.

Mr. Herman Brown reported that 25,893 accounts had been migrated to the O365 platform to date and that DT is engaging with remaining four departments to migrate all remaining accounts to complete the Citywide project.

Noting that further work was needed related to the PUC and MTA’s Active Directory and Exchange servers, Mr. Brown stated that the project would receive additional resources in April to meet these needs.

Emphasizing that some technical issues will take time to resolve and cannot happen until all users are on a single platform, Mr. Brown noted that the project’s projected June 2015 completion date is tentative and may be adjusted.

In closing, Mr. Bukowski stated that if needed the City Administrator’s Office would help participate in conversations with the remaining departments to discuss their migrations over to O365.

Citing the importance of asset management and various efforts to develop, implement, and consolidate asset management systems throughout the City, Mr. Bukowski noted that the following presentations seek to encourage further interdepartmental discussion and collaboration.

Mr. Ephrem Naizghi then presented on the Department of Public Works’ (DPW) Computerized Maintenance Management System (CMMS), an enterprise-level commercial off-the-shelf system capable of managing and tracking a variety of asset types as well as work events associated with particular assets (i.e., City facilities, streets, tunnels, scheduled repairs, and so on).

Notably, Mr. Naizghi stated that DPW’s existing license agreement can be leveraged by other City departments to deploy the system. He noted that the City’s Real Estate division and Public Library had already done so.

Mr. Naizghi then went on to discuss CMMS’ features, integration with external systems and applications, recent milestones, and accomplishments.

Mr. Travis Fox provided an overview of the approximately $20 million project, which seeks to establish a single Enterprise Asset Management system for the MTA.

Similar to DPW’s CMMS, Mr. Fox stated that MTA’s Enterprise Asset Management System (EAMS) manages and tracks assets (i.e., vehicles, transportation infrastructure components, facilities, and so on) as well as associated work (planned and historic).

Mr. Fox then went on to discuss the project’s goals and objectives, collaborations to improve interdepartmental integration, system capabilities, and the project’s schedule milestones, and budget.

In closing, there was general discussion regarding greatest risks and challenges, including cultural and business process changes needed to standardize data collection and asset management.

There was no public comment.

The meeting adjourned at 11:07 a.m.