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 – Purchaser and Director, Contract Administration
    Todd Rydstrom – Deputy Controller, Controller’s Office
    Anna Duning – 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
    Nina D’Amato – Chief of Staff, Department of Technology
    Matthias Jaime – Director, Committee on Information Technology

    Ken Bukowski
    Carrie Bishop
    Rachel Cukierman
    Heather Green
    Alaric Degrafinried
    Dennis McCormick (for Todd Rydstrom)
    Anna Duning
    Michael Liang
    Julia Dawson
    Crispin Hollings
    Tajel Shah
    Nina D’Amato
    Matthias Jaime

    COIT Staff
    Lily Liang
    Jacalyn Mah

    Rod Castillo
    Sherman Luk
    Hao Xie
    Keith Miller
    Ashley Groffenberger
    Alicia Wong
    Georg Wolfl
    Rand Miyashiro

  3. Approval of Minutes from October 5, 2018 (Action Item)

    The minutes of October 5, 2018 were approved without changes.

  4. Department Updates & Announcements

    Ms. Rachel Cukierman announced that the Property Tax and Assessment System project would be kicking off in the next week.

    Mr. Matthias Jaime announced that Ms. Jacalyn Mah would be ending her service with COIT and the City at the end of the month, and that COIT staff will begin recruitment to fill her position in the coming weeks.

  5. FY 2019-20 COIT Budget Process Overview

    Mr. Matthias Jaime led a general discussion regarding the upcoming budget process and noted changes from regular budget cycles due to the development of the Five-Year Information and Communication Technology Plan. Mr. Jaime’s presentation covered project evaluation and scoring criteria, the process timeline, forms and requirements. In addition, he provided an overview of projected funding levels.

  6. Update: Quarter One Portfolio Performance

    Ms. Jacalyn Mah briefed Subcommittee members on the results and findings, including overall project health, budget, schedule, and scope status of projects in the Citywide portfolio for the first quarter of FY 2018-19. Additionally, Ms. Mah provided detailed information on remaining project balances, projected costs, and identified where Major IT projects have impacted overall spending and other areas of the portfolio.

    A general discussion followed in which members discussed self-reported information, project life cycle phases and characteristics, and other performance evaluation considerations.

  7. COIT Funded Project Updates

    • ADM – Sf.gov Redesign
    • POL – Website Redesign

    ADM – Sf.gov Redesign
    Ms. Carrie Bishop led a discussion on recent work undertaken on the Sf.gov Redesign project, including completed tasks, findings from user testing, interdepartmental outreach, staging for back-end improvements and future build-outs, continued branding efforts, and more. Notably, Ms. Bishop discussed her team’s design methodology and prioritization of universal design principles.

    Ms. Bishop discussed next steps, including website go-live and identification of a new hosting solution. A general discussion followed in which members considered improvements to existing and future services, as well as changes departments can make in the interim to enhance content accessibility and audience inclusiveness.

    POL – Website Redesign
    Mr. Rod Castillo briefed Subcommittee members on work undertaken to date on the redesign of the Police Department’s main website and district station websites, including external and internal outreach efforts, focus group and ideation sessions, content clean-up, and structuring of content governance and maintenance going forward.

    A general discussion followed regarding key performance measures, how successful implementation is tracked, and service redesign goals.

    In closing, Mr. Castillo discussed the project budget, current and future website features, and next steps.

  8. Public Comment

    There was no public comment.

  9. Adjournment

    The meeting adjourned at 11:37 am.

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