1. Call to Order by Chair

    Mr. Ken Bukowski called the meeting to order at 10:02 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 Bill Kim 
    Gigi Whitley 
    Brian Strong 
    Jaci Fong 
    Todd Rydstrom 
    William Lee 
    Brent Lewis 
    Carol Lu (for Marisa Pereira Tully) 
    Art Wong (for Travis Fox) 
    Alicia Wong (for Michael Liang) 
    Bryant Bailess 
    Chanda Ikeda 

    Members Absent
    Marisa Pereira Tully
    Travis Fox
    Michael Liang 
    Julia Dawson

    COIT Staff
    Lily Liang 
    Matthias Jaime 

    Guests
    Kathy Lu 
    Fan-Wa Wong

  3. Approval of Minutes

    The minutes of January 23, 2015 were approved.

  4. Discussion: Q2 Quarterly Performance

    Mr. Matthias Jaime shared performance analytics pertaining to spending, schedule and scope status of ongoing COIT-approved projects in Q2 of the current fiscal year. 

    A general discussion followed in which members discussed spending variances, funds encumbered, staffing/contracting timelines, differing project life cycles, and how these impact one another, as well as actual versus perceived project performance. 

    Notably, Subcommittee members requested access to Gantt charts and high level schedules in future quarters, as well as more detailed analysis contingent on the development of COIT’s new database.

  5. Discussion: FY 2015-16 through FY 2019-20 ICT Plan

    Ms. Chanda Ikeda briefed the Subcommittee on recent activities related to the development of the ICT Plan. Noting that a draft would be provided soon for members to review, she discussed key updates and improvements made since the previous ICT Plan was adopted in 2013. 

    Ms. Ikeda then shared proposed objectives and performance metrics as well as project highlights and accomplishments under each of the draft Plan’s three strategic goals. 

    General discussions followed in which members suggested alternative measures, specific revisions, and additional project highlights and accomplishments that were not included. 

    Additionally, there was a broader discussion around performance metrics and targets. This included how often both are updated, the frequency with which reporting occurs, and whether collaborative structures and timelines can be set up that align with existing City processes. 

    Ms. Ikeda then discussed financial strategies and forecasts that would be included in the Plan. This led to further discussion regarding assumed funding levels, major IT projects, overlaps between IT and capital, and City-wide IT asset management. 

    In closing, Ms. Ikeda reviewed upcoming meeting dates and events leading up to the proposal of the ICT Plan.

  6. Public Comment

    There was no public comment.

  7. Adjournment

    The meeting adjourned at 11:26 am.

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