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’s Office
    Carrie Bishop –Chief Digital Services Officer, City Administrator’s Office
    Ian Law – CIO, Airport
    Rachel Cukierman – Deputy Director of Administration and Finance, Assessor-Recorder
    Heather Green – Director, Capital Planning
    Alaric Degrafinried – Director and Purchaser, Contract Administration
    Todd Rydstrom – Deputy Controller, Controller’s Office
    Ashley Groffenberger – Analyst, Mayor’s Office
    Michael Liang –CIO, Public Library
    Julia Dawson – Deputy Director, Public Works
    Crispin Hollings – Chief Financial Officer, Sheriff’s Department
    Tajel Shah – Chief Assistant Treasurer, Treasurer-Tax Collector
    Leo Levenson – Deputy Director, Finance and Administration, Department of Technology
    Matthias Jaime – Director, Committee on Information Technology

    Ken Bukowski
    Carrie Bishop
    Rachel Cukierman
    Heather Green
    Alaric Degrafinried
    Todd Rydstrom
    Ashley Groffenberger
    Julia Dawson
    Crispin Hollings
    Leo Levenson
    Matthias Jaime

    Nina D’Amato
    Michael Makstman
    Keith Kawas
    Payal Desai
    Lily Conover
    David Chasteen

  3. Approval of Minutes from April 13, 2018 (Action Item)

    The minutes of April 13, 2018 were approved without changes.

  4. Department Updates & Announcements

    Mr. Bukowski welcomed new members to the Subcommittee.

    Mr. Todd Rydstrom commented on available dashboards within the new financial system.

  5. Discussion: Objectives of the Subcommittee & Upcoming Changes

    Mr. Matthias Jaime led a general discussion regarding the Subcommittee’s objectives. In addition, Mr. Jaime reviewed activities and accomplishments from the previous fiscal year and proposed discussion topics for the current fiscal year.

  6. Portfolio Analysis: FY 2017-18 Overview

    Mr. Jaime reviewed the purpose of portfolio management and COIT’s governance and support role. In particular, he reviewed initiatives being spearheaded by COIT’s Budget and Performance Analyst, Ms. Jacalyn Mah, who is overhauling and rethinking IT project performance metrics, return on investment analysis, total cost of ownership, and quarterly reporting, among other processes for establishing accountability and oversight.

    The discussion then turned to COIT’s portfolio. Mr. Jaime shared a high level summary of ongoing projects, including their statuses, fund balances, and other relevant details. A general discussion followed regarding fund transfers, scope changes, periodic evaluation, check-ins, and the Subcommittee’s role.

  7. COIT Funded Project: Updates

    -   City Telecom Modernization (DT)
    -   Vulnerability Management (DT - Cybersecurity Office)
    -   Citywide Active Directory (DT - Cybersecurity Office)

    City Telecom Modernization (DT)
    Ms. Nina D’Amato provided a status update on this project. Notably, she shared the results of DT’s cost-benefit analysis on the project as well as updates on DT’s network upgrade project, which has a direct impact on Telecom Modernization.

    Vulnerability Management (DT — Cybersecurity Office)
    Mr. Michael Makstman presented a status update on this project, including the project’s scope, DT’s approach, and technical/operational details, and next steps.

    Citywide Active Directory (DT — Cybersecurity Office)
    Mr. Makstman presented an update on this project, which he noted is the underlying foundation for critical application such as e-mail, among others. He noted the most recent phase of the project has been a major modernization and will be complete at the end of the fiscal year.

  8. Public Comment

    There was no public comment.

  9. Adjournment

    The meeting adjourned at 11:54 am.

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