Ms. Naomi Kelly called the meeting to order at 10:05 a.m.

Members Present:
Naomi Kelly
Miguel Gamino
Kate Howard
Juan Cerda (for London Breed)
Brent Lewis (for Micki Callahan)
Bill Kim (for Barbara Garcia)
Michael Liang (for Luis Herrera)
Nancy Hom (for Harlan Kelly)
Anne Kronenberg
John Martin
Hoppers (for Ed Reiskin)
Dan Kaplan (for Trent Rhorer)
Charles Belle

Guests Present:
Kathy Irish
Karla Macias
Gus Vallejo
Jo Elias-Jackson
Lisa Mckenna
Susan Gard
Grace Ybanez
Mitch Sutton
Bryant Bailess
Matt Reeves
Susan Kearney
Herman Brown
David Cabral
John Robson
Marisa Pereira Tully
Richard Isen
Michael Foote
Pete Benalos
James Diamond
Steve Brown

The minutes of December 12, 2014 were approved.

Ms. Kelly congratulated Supervisor London Breed on recently being elected President of the Board of Supervisors and welcome Mr. Juan Cerda to the Committee on her behalf.

Remarking on the recruitment process to fill COIT’s vacant public member seat, Ms. Kelly stated that she anticipates the nominating committee will bring forward a finalist for appointment in March or April.

Ms. Kelly also announced that pending development of a usage policy, she intends to issue a directive to cease the purchase of drones across the City.

Mr. Miguel Gamino remarked on recent internal and external outreach efforts. Notably, he discussed a recent townhall in which the Department of Technology (DT) shared its vision and progress made towards becoming a premier service provider to City departments.

Additionally, Mr. Gamino commented on his recent participation on the Intergovernmental Advisory Committee of the Federal Communications Commission and the Mayor’s position on net neutrality.

Finally, Mr. Gamino announced the successful migration of the Port’s data center to the Airport’s shared facility.

Ms. Chanda Ikeda provided an overview of data collection and outreach efforts that have been undertaken recently and over the last several months in anticipation of the ICT Plan’s development and release. Ms. Ikeda discussed key findings from the collection of forty six department IT plans, which included information on recent accomplishments, the current state of IT infrastructure, and new project requests. Additionally, she discussed key findings and outcomes of two strategic IT workshops and five thematic discussions.

Mr. Matthias Jaime then provided an overview of financial data and strategies that would be incorporated into the ICT Plan. This overview included budgeted and actual City-wide IT spending (inclusive of personnel costs, professional services, equipment, and more), as well as comparisons to industry standard benchmarks.

A general discussion followed in which members commented on the source, value, and methodology behind the benchmarking data provided.

Mr. Jaime then shared summaries of total General Fund, non-General Fund, and major IT requests as well as available funding over the next five fiscal years. Noting that the requested funding amounts were based on information gathered in late 2014 and that new project requests were submitted in recent weeks, he added that the figures presented were subject to change. Additionally, he stated that the Department of Public Health (DPH) currently assumes that funding for its Electronic medical Records project will be derived entirely from internal departmental sources. However, as the project’s budget becomes finalized, the need for General Fund support may arise and consequently, the requested and available funding amounts shown may shift.

In closing, Ms. Ikeda discussed upcoming agenda items culminating in the review and proposal of the ICT Plan, and informed Committee members that updated funding request summaries would be provided in the coming weeks.

Ms. Susan Gard discussed working group efforts to expedite IT hiring within the context of three areas: revisions to Civil Service rules, changes to exam processes, and marketing/recruitment.

Notably, Ms. Gard reported that the Civil Service Comission updated its canvassing policy in September 2014, which was revised to allow departments to select and move eligible candidates through the screening process more quickly. Ms. Gard stated that ongoing discussions are taking place between the Commission and Human Resources to revise other eligible list rules and timelines.

With respect to changes in exam processes, Ms. Gard announced the launch of a pilot program to fill vacancies in two job classifications (1053 and 1054). She noted that expedited hiring timelines were expected as a result of the placement of core exams online and special conditions exams via video submissions (both in unproctored environments).

Lastly, Ms. Gard discussed ongoing efforts and next steps around recruitment and rebranding, including the development of a comprehensive plan in conjunction with Local 21 to market City IT jobs as well as recreating job titles to be more functional.

Mr. Bill Kim presented on Department of Public Health’s (DPH) proposed Electronic Medical Records (EMR) replacement project, which is estimated to cost over $220 million over the next five years. Notably, Mr. Kim stated that the current system will no longer be supported in three to five years due to the impending acquisition of its vendor. As a result, he emphasized that DPH has a short timeline to begin hiring personnel to purchase and develop a new system while simultaneously transitioning off the current system.

Mr. Kim discussed the scope of the project, which affects DPH hospitals and clinics as well as external healthcare providers that interact with DPH’s patients. In addition to storing patient data, Mr. Kim cited the payments tracking and processing feature as a critical component of the EMR and DPH’s core business processes that need to be safeguarded.

In closing, Mr. Kim discussed efficiencies and cost savings that will eventually be realized through implementation of a new EMR system.

Mr. John Robson provided an overview of initiatives being undertaken by the Department of Technology (DT) with the aim of mitigating immediate and long-term security risks and threats. The efforts he discussed address internal processes within the City, outreach, as well as more technical solutions.

Remarking on  the importance of the City-wide Active Directory, Mr. Gamino added that DT’s Identity and Access Management project, which was approved by COIT last year, is scheduled to be delivered on-time and will be an instrumental piece in securing City applications.

Ms. Kate Howard commended DT on their efforts to ensure the City’s security, noting that she was particularly encouraged by the department’s increased outreach and City-wide communications in recent weeks.

Ms. Kelly noted the Committee’s next scheduled meeting, during which an initial draft of the ICT Plan would be reviewed.

On behalf of Local 21, Mr. Richard Isen remarked on Ms. Gard’s IT hiring update and the impact that changes to the City’s retirement system and employee benefits have had on staffing and recruitment.

The meeting adjourned at 11:30 a.m.