1. Call to Order by Chair

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

  2. Roll Call

    Ken Bukowski – Chair, Deputy City Administrator/CFO, City Administrator 
    Bella Fudym – IT Project Director, Adult Probation 
    Ian Law – CIO, Airport 
    Gigi Whitley – Deputy Director, Administration and Finance, Assessor-Recorder 
    Brian Strong – Director, Capital Planning 
    Jaci Fong – Director and Purchaser, Contract Administration 
    Todd Rydstrom – Deputy Controller, Controller’s Office 
    William Lee – CFO, Emergency Management 
    Brent Lewis – CFO, Human Resources 
    Marisa Pereira Tully – Analyst, Mayor’s Office 
    Travis Fox – Deputy Director Technology & Performance/CIO, MTA 
    Bill Kim – CIO, Public Health 
    Michael Liang –CIO, Public Library 
    Julia Dawson – Deputy Director, Public Works 
    Bryant Bailess –Director, Project Management Office, Technology 
    Chanda Ikeda – Director, COIT 

    Members Present 
    Ken Bukowski 
    Bella Fudym 
    Ian Law 
    Gigi Whitley 
    Brian Strong 
    Todd Rydstrom 
    William Lee 
    Brent Lewis 
    Marisa Pereira Tully 
    Art Wong (for Travis Fox) 
    Bill Kim 
    Michael Liang 
    Julia Dawson 
    Bryant Bailess 
    Chanda Ikeda 

    Members Absent
    Jaci Fong 
    Travis Fox 

    COIT Staff
    Lily Liang 
    Matthias Jaime 

    Guests
    Jack Wood 
    Keith DeMartini 
    Marina Coleridge 
    Daniel Quach 
    Brian Rodriguez 
    Pamela Levin 
    Daniela Dell'Aera 
    Mitch Sutton 
    Robert Eickwort 
    Kathy Lu 
    Kyle Torgrimson 
    Fan-Wa Wong 
    Brian Benson 

  3. Approval of Minutes

    The minutes of April 3, 2015 were approved.

  4. Discussion and Action: FY 2015-16 and FY 2016-17 Non-General Fund Project Recommendations

    Ms. Chanda Ikeda shared with the Subcommittee an overview of proposed recommendations for non-General Fund projects developed by COIT Staff. There was general discussion about the overall process and specific projects. 

    A motion to submit the proposed recommendations to COIT for review was passed and approved.

  5. Discussion: FY 2015-16 and FY 2016-17 Project Presentations

    • ASR 
    • CON 
    • DPH 
    • DSS 
    • DEM
    • ECN 
    • HSS 

    Assessor-Recorder’s Office 
    Ms. Gigi Whitley presented the following proposed projects on behalf of the Assessor-Recorder’s Office: 
        • Property Tax System Replacement 
        • Digitization of Real Property Files 

    There was general discussion regarding the Property Tax System Replacement project’s proposed budget for FY 2015-16 and FY 2016-17 specifically around the staffing request from the department. Ms. Whitley suggested that the department, in anticipation of starting implementation of the project in FY 2016-17, would begin hiring project staff in FY 2015-16. 

    Controller’s Office 
    Mr. Jack Wood presented the following proposed projects on behalf of the Controller’s Office: 
        • Expansion of PeopleSoft Enterprise Learning Management 
        • Implement PeopleSoft Performance Management 
        • Increase Exadata/Exalogic Infrastructure Capacity 

    Committee members requested clarification of the General Fund requests of the eLearning and ePerformance projects. Mr. Wood clarified that the General Fund costs would be allocated between General Fund and Enterprise departments, thus reducing the total General Fund request. 

    Department of Emergency Management 
    Mr. Mitch Sutton presented the Department of Emergency Management’s proposed Logging Recorder Replacement project. This project was funded $374,000 in FY16. Mr. Sutton explained that the department’s request for FY16 and FY17 spread the implementation costs over two years which is not optimal for the project; however, it was done to decrease the General Fund requests in both years. 

    Following Mr. Sutton’s presentation, the Subcommittee requested that the department provide a one-year timeline and revised budget for consideration. 

    Department of Public Health 
    Mr. Bill Kim presented the following proposed projects on behalf of the Department of Public Health: 
        • Unified Electronic Medical Records project 
        • IT Service Management and Automation Improvement 
        • Web Presence 

    Humans Services Agency 
    Mr. Robert Eickwort presented the Human Services Agency’s proposed Database Activity Monitoring project. 

    Economic and Workforce Development 
    Review of the department project request was tabled until the next Subcommittee meeting. 

    Human Services Agency 
    Ms. Marina Coleridge presented The Health Services System’s proposed Records Management project. Ms. Coleridge described the department’s exploration of similar efforts across the City and stated that HSS is currently considering a records management solution similar to that used by Retirement. 

    General discussion followed in which members emphasized the need for further interdepartmental dialogue regarding digitization, as well as greater transparency into DT’s proposed projects. Additionally, there was a request from Subcommittee members to be provided project requests and recommendations by category with a specific focus on projects that support Citywide resilience. 

  6. Public Comment

    There was no public comment.

  7. Adjournment

    The meeting adjourned at 11:59 am.

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