Supervisor yee and kim for a motion to excuse. Tang. I would like to make a motion to excuse yee and kim. Second. Seconded by second. Supervisor fewer. Without objection. Thank you to our talented clerk, mr. Victor young and to our friend adrian thank you for assisting us with todays broadcast. Could you call item is. Yes, prior starting, i would like to state that supervisor fewer has been appointed to todays meeting and supervisor yee. In announcements, [inaudible] complete speaker cards and any documents to be included as apart of the file to be submitted to the clerk. Item number 1, hearing on the proposed fiveyear information and Technology Plan for fiscal years 20172022. And requesting the committee on Information Technology to report. Im a sponsor of this legislation, and today we will be hearing an overview on the proposed information and communication Technology Plan or the ict. This plan, you should note, this plan is the guiding document for the City Investment and it provides an assessment of the City Investment recommendation for the next five years. So as you can imagine, this is important. This may be adopted by the board may 1st of 2017 which is why were hearing this item outside of our usual budget process. I would like to bring up kelly who will present this item. Thank you. Good afternoon, supervisors, naomi, kelly. I would like to present the communications Technology Plan for fiscal years 2017 and 2018. Oh, im sorry, fiscal years 201718 through fiscal year 20 we present an updated strategy on the future direction of the citys technology. In the last ict plan the city renewed over 121 projects and invested in key technologies across the city. The ict plan helped the city plan for investments towards the replacement of the Public Safety and have recommendations during the budget cycle. It led to development of two Technology Initiatives that are running. First is the implementation of the city wide Digital Service strategy. Im pleased to share that our new chief Digital Service officer kerry bishop is hired and actively working with departments to redesign their services to be more accessible and user friendly. Up first, shell work with the office of sifb immaterial Grant Affairs on their portal as a working with the office of short term rental on a faster and more efficient online application process. The Second Initiative to come from the ict plan was a focus on shared services. The department of technology has instituted a shared service form which acts as an advisory body where department bodies can active this is an important step to develop our city wide it students that have been decisions being made, department by department, but together, we will be working collaboratively. I think i would like to go through some of our quick accomplishments. The ict plan over the last few last two years, we have been invested millions towards new technology. It changes how we deliver services, although theres many different projects to share, i want to highlight few accomplishments today. With the technical existence from the department of technology and staff involvement from every City Department in this and i mean every City Department, the Controllers Office let the Financial System replacement project which will replace our city wide procurement system and this is on budget and on track to be completed this year. Were excited about that especially my city roll purchaser. We help the Police Department establish a new Smartphone App called east op which offers anyone stopped or detained for any reason. The police began using east op in response to the bill 9 the treasure Tax Collector has made the profit to register new businesses Available Online in the first seven months, 30,000 businesses registered and compare the department of Public Health and technology installed a new system at sucker bird hospital last yaek. This will provide more than 3 how voice over ip sets with 71 offering Video Conferencing features and these are a few the it plan discusses much more in detail and to share more with you, i would like to introduce the new director, jaime who will walk you through the remaining sections of the plan. Good afternoon, im director of coit. Ill go through the remaining section of the it plan with you all. And just to restate what the purpose of the ict plan is. Its a five year strategic document for the citys document and has two purposes of identifying areas of strategic importance and this is a financial document that guides our decisions during the budget cycle as we review budget request. Its put into five different sections where we review the vision in the city and reduce the accomplishments, looking at Different Technology leaders, including department technology, data, Mayors Offices innovation. Coit, 311 and the new Digital Office and how theyre contributing to the digital operations in the city and the next decisions is the goals of the city and strategies and recommendations for the next five years. Looking at the vision for City Technology, through our discussions with city leadership and our surveys and discussions of stakeholders, San FranciscoTechnology Supports egt as an Accessible Service for every visitor and business and employer. This is an important vision statement to say that technology its to improve Better Service delivery. Following up with the vision, theres three important goals, each with various sub strategies within them, and included in the ict plan document, theres several Performance Measures that well track each of these Going Forward to see how the city is Going Forward. Goal number one is to support Critical Infrastructure which is the highest priority goal for the city. And this is where weve identified Major Projects like Financial System replacement project and the future upcoming replacement to public replacement and public radio. Within the goal one, we have four separate Strategic Initiatives which is the Network Communications and data and our Disaster Recovery efforts and each are fundamental to supporting our goal of supporting and maintaining Critical Infrastructure city wide. Under goal number two, we seek to improve the efficiency and effectiveness of City Technology and operations. And underneath there, we have four separate initiatives ongoing as well including the strategic sourcing of procurement in the city led by Contract Administration and improved hiring technology as are increasing growth in the city. We need to have more and more professionals so thats led by the department of Human Resources and we have a Data Resource to improve data share and how were using data operations and improving our Customer Services and creating central portals so when residents come to the city, that they can get the services they need and that is led through 311. Our third goal is increased transparency to City Services and City Technology. This is led by two different efforts and the first is the Digital Services team led by kerry bishop who was recently hired and her purpose is to help reimagine how we interact with the city and look at the experience for resident and businesses and improve that process through digital means. The other Major Initiative is Digital Inclusion whereas we continue to create new technologies and have more of a digital society, making sure that all of the residents in San Francisco do have access to the internet and know how to use these services whenever they need to. Looking forward to the next two years, we have identified several different initiatives that guide and focus onto improve our technology. And the first is the City Employees experience. This is a direct result from our previous it team that led to the Digital Services strategy where we think how were delivering service and create more engagement with them. The City Employee experience flips that and how City Employees use technology and how we can better use technology to improve technologies on our end. Were looking at on boarding to see how we can train new employees and makes them adapt into City Services quickly. The next Stage Initiative is reviewing the strategic procurement in the city and this is a seen as a pain point when bringing on new technologies so over the next two years, we will be looking at the current legislative framework, administrative code and other ways we can potentially help the procurement process. The next initiative is improving data sharing architecture. We want to have 54 different departments or Technology Services and we want to reexam how we can improve data sharing and how we use operations in the city. Coit passed two different policies around private security and Disaster Preparedness and response recovery. These are two fundamental issues we need to be concerned about and incorporate more Risk Management and over the next two years well look how we improve our data systems. Moving onto the financial side of it plan. Coit reviews all Technology Projects that are over 100,000 and through our process of Public Meetings and review of all the projects, the goal is to encourage facilitation. Looking over the next five years, we recommend increasing the coit allocations, 10 for a total of 184 million over a five year timeframe. Coit allocation is put into two categories and its this allocation has been used to fund a Financial System replacement project, the Public Service safety and radio replacement project and will be used to fund the replacement Property Assessment and tax system. All these projects are defined as multi year and multimillion project that takes massive resources to change how were using technology on an enterprise scale. Over the next couple of years, well see this scale wrap up and looking at the Public Safety and Public Safety radio project continue to be implemented and beginning the project and the property tax assessment. The department of Public Health will be implementing the [inaudible] records project. Although no general fund money will be used from the coit allocation to support this project. Well maintain records and track this as it goes because it does have significant changes to the way the department and health will be doing business. Looking towards the future, there are several major it projects that well be investigating and scoping out for possible support. I will be reporting back on this on the next ict plan. The first major project were considering is revoicing voice over protocol. Our phone system needs continued support, were investigating whether voice is an effective solution or offers cost savings to improve our operations, and well be looking at Customer Relationship management systems, specific to 311. Many departments are using other crm systems to track how theyre engaging with residents and businesses and this is a way so we could potentially Work Together and have better data saving. Well scope out the Voting System replacement project where the department of elections Current System will be end of term in 2018. And so well be investigating replacing that with another system that uses open source or open Source Software as apart of that. Finally well be investigating the citys role in supporting broad ban Going Forward. Supervisor farrell has several motions to improve universal access to the internet, so well be investigating how much support coit will be on that. Moving onto the other allocation is the annual allocation where we review individual project request each fiscal year. Over the five year timeframe, were reviewing weve reviewed 152 projects and each budget cycle, we review each one to see prior [inaudible] funding and through the snap shot through the it program, the request for general fund support far exceeds any allocation available every year. And so well continue having to prioritize the annual cycle. Finally recommendations, we have six recommendations to the board and the mayor to consider. First is to grow the it allocation by 10 annually and the second is continue to support coit prioritizing projects that align with plan goaled and the third is making sure that each project that is funded through major it project is proceeded through a planning scoping phase. To better understand the life cycle and cost returns. The 4th is coit sequence risk project and readiness and cost effectiveness and this is required since it projects are in far the 5th recommendation is that coit should continue to support Technology Projects that enhance existing services, and really improve the way that the city is providing operations, and finally the city should set aside a separate Funding Source for the continued refreshment it hardware which is a separate and important ask, the departments continue to ask every year. If you have any questions, i would love to answer questions from the it plan. Well track performance of our progress toward the strategic goals Going Forward and sharing that information on the coit website which is at coit. Org. I didnt catch your name. Masias. Are you the new director of the department of dtis . No. Is that the vision infield . Whats your role . Im trying to figure out who is doing what . Jaime is the director of coit. Got it. Information technology. The director the new director of technology, we have received 155 applications. We are currently working with a recruiter to narrow it down and plan to interview in april, so hopefully by the time our budget process starts, well have a new director of department of technology and my city administrator and chief Financial Officer is the director at dp. You might want to answer the questions. Coit has been around. It has been a challenged Program Since i have been on the board. I remember former supervisor chiu ragging on coit. I dont want to throw my fellow departments under the bus. Hes had issues with technology. Technology, im thinking out of term. I thought it was coit. I was looking for a series of questions, but if i got my departments confused, i dont want to ask the questions so ill refrain and ill let supervisor tang. I think its all relevant in the context of coit. But you know, my when i was talking to the previous director, he wanted to get our citys kind of the basics down. Before you go and do flashy things and so i noticed that on the financial recommendation for item 4, it says that coit should think when funding certain it and you know, i guess looking at those criteria, i was wondering, i think it was really important, what the previous dt director said, which is we need to get the basics down before we can do anything major. Is that going to be one of the evaluation criteria rather than just the basic risk of cost effectiveness. Mathia will address that issue for you. Sure, i like to comment because the two major it projects were doing right now, the finance replacement project and the Public Safety radio projects, those are Large Infrastructure Projects and they were considered because they were about to fail or they need today have support. During that evaluation of risk, the city and coit decided these are