COIT Budget & Performance Subcommittee Regular Meeting - - PowerPoint PPT Presentation

COIT Budget & Performance Subcommittee

Regular Meeting December 7, 2018

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1 Dr. Carlton B. Goodlett Place, City Hall, Room 305 San Francisco, CA 94102

Agenda

• Call to Order by Chair
• Roll Call
• Approval of Meeting Minutes from October 5, 2018
• Department Updates and Announcements
• FY 2019-20 COIT Budget Process Overview
• Update: Quarter One Portfolio Performance
• COIT Funded Project Updates

› ADM – sf.gov redesign › POL – website redesign

• Public Comment
• Adjournment

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• 3. Approval of Minutes

Action Item

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• 4. Department Updates &

Announcements

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• 5. FY 2019-20 Budget Process

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Overview

• ICT Plan
• Steps in the COIT Budget Process
• Evaluation Details & Scoring Criteria

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FY 2020-24 ICT Survey

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Submission Requirements

• Any projects over $100,000 must be

reviewed and approved by COIT

• ICT Plan: Submit all project proposals for

the next five years!

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COIT Allocation Projections

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FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 Major IT Allocation 22.5 24.7 27.2 29.9 32.9 Annual Allocation 14.1 15.5 17.1 18.8 20.6 Total 36.6 40.2 44.2 48.6 53.5

Upcoming Budget Picture

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Major IT Allocation FY 19-20 FY 20-21 Allocation 22.5 24.7

Previous Recommendations » Radio Replacement Project 7.5

• » Property Assessment & Tax System

11.7

• » City Telecom Modernization

2.4

• » Computer Aided Dispatch Replacement

0.8

• Remaining Balance
• 24.7

Upcoming Budget Picture

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Annual Allocation FY 19-20 FY 20-21 Allocation 14.1 15.5

Previous Recommendations 6.7

• Remaining Balance

7.3 15.5

COIT Budget Process

1 Project Sourcing December

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2 Budget Intake January 3 Dept Interviews February

4 Budget Hearings March/April

5 Final Approval May

Scoring Criteria

• Strategic Value (Goals, Impact)
• Project Benefits (User Research, Outcome Measures)
• Financial Benefits (Savings, Fund Match)
• Regulatory Compliance & Risk (Policy, Security)
• Architecture & Development Plan (Data Sharing)
• Department Capacity (Planning, Staffing)

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COIT Budget Forms

Form 1: All Projects

• Project Overview
• Strategic Alignment
• Cost Projections

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Form 2: Projects Requesting General Fund Support

• Business Justification
• Project Planning & Development

Methods

• Quantifying Project Benefits
• Technical Specifications
• Risk Management
• Detail Cost & Budget Breakdown

Next Steps

• Technology project submissions are due

Friday, January 11

• CFO/CIO Presentation – December 12

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• 6. Quarter One Performance

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Project Status: COIT-Funded

• 41 COIT-Funded projects are active,

with $104.4M General Fund support and $82.7M remaining balance

• 70% (28) of projects has Good Overall

Project Health

• 28% (11) of projects are delayed

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Project Status: All Projects

• 111 remaining active projects with

$770.3M projected cost and $395.0M remaining balance

• 72% (78) of projects has Good Overall

Project Health

• 28% (30) of projects are delayed

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Technology Portfolio by Theme

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THEME # OF ACTIVE PROJECTS

Business Specific 9 Customer & Case Management 9 Digitization & Document/Records Management 10 Infrastructure: Network & Data Centers 25 Residential Digital Services 11 Resource Management 20 Risk Management: Cybersecurity & Business Continuity 18 Staff Collaborative Tools - Data Analysis / Data Sharing 6 Major IT 3 All Active Projects 111

12 Completed Projects

Dept Project Dept Project

AIR Managed Security Upgrade GSA GSA - New Medex Buildout CFC Cityspan Contract Management System HSA Data Warehouse and Business Intelligence Platform FIR CAD Dispatch Improvements LIB Data Center Consolidation FIR GPS Upgrades for Department apparatus PDR Gideon FIR SFFD Training Tablet Rollout SHF Automated Staffing & Shift Mgmt System FIR Mobile Network Consultant Services SHF Public Safety Mobile/Portable Radio Replacement

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• 7. COIT Project Updates

ADM – sf.gov redesign POL – website redesign

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Citywide web redesign

Project Objective

• Let residents get things done with the city digitally
• Make it easy for staff to make digital services

Primary Users & Major Stakeholders

• Residents, businesses and visitors to the city
• Departments and city staff

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Project Update

• Alpha site is live https://sf.gov

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Basic home page Services Representatives Basic department home page

• Department

pages in production

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Project Update

• Technical Director and Project Coordinator

posts are now filled

• Research complete on the look and feel,

and design agency engaged

• Content / writing guide published

https://sfdigitalservices.gitbook.io/style- guide/

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Schedule

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MILESTONE DATES DESCRIPTION Department pages live January Each department will have a ‘home page’ within the site to post news and resources New branding applied to the site January - March Look and feel of the site completely changes to reflect the new branding. Site made public (web search enabled) March / April Make the new site with look and feel available to the public through search engines Drupal hosting and support RFPs January Write an RFP to procure citywide web hosting and a separate

• ne for ongoing support

Hosting migration April Move all 80 sfgov sites to new hosting provider

80 Drupal websites hosted

• n the citywide

solution. Contract Expires June 2019

Citywide web hosting

One single website for the whole city

$271,370 $86,652 $13,050

$17,907 Other Pantheon Acquia Contegix

Spend*

*based on available data

Spend on support

Priorities

• Reliability, access, tools security
• Cost and service efficiency
• Meeting department needs
• Addressing ‘rogue’ sites

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Now

• Define technical needs
• Define number of sites and traffic
• Write an RFP through Tech Marketplace

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Soon

• Move all 80+ sites to new provider by

April / May

• Plan moves for other sites due to expire

13

Next

• Plan approach for ‘rogue’ sites
• Code review process for sites that want to

move

• Consider bundling all Drupal support

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SFPD Website Update

Rodrigo Castillo, S.F.P.D.

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Project Overview

• Problem Statement

› Current website is badly organized, outdated and not very user friendly › Finding pertinent information, presenting a true picture of the SFPD, keeping the website up to date.

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Project Overview

• Project Objective

› Create a new state of the art website that will allow the S.F.P.D. to interact more efficiently with the General Public.

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Project Overview

• Primary Key Performance Indicators:

› Increased usage by the General Public › Positive feedback from users of the site › SFPD referrals to the site for information gathering

• Other KPIs

› Users will visit our new website features such as "Find Your Station" and the "Data and Maps" pages. › The Community will show up at more of our events due to the new Calendar of Events on the website. › The Community will sign up for our programs due to the website. › 911 will receive less calls regarding homelessness or other non-emergency circumstances. › 311 calls will increase due to non-emergency issues. › Increase in the number of anonymous tips. › The Community will visit our website first for news. › Increase in number of sworn and civilian applicants. › Increase in number of Officer Compliments. › Crime will decrease per our Stay Safe section and safety tips. › Decrease in Public Records Requests due to organized information on our new website.

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Project Update

• Overall Project Health: Good
• The new website is now being tested on

its permanent hosting environment.

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Schedule

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Initiating Planning Implementing Closing

FY18-19 FY17-18

MILESTONE DATES DESCRIPTION

• 1. User Experience Design

August-September 2018

Completed Wireframes, created Technical Specifications Plan, created Visual Design mockups, completed Pattern Library, began Content Production

• 2. Drupal Development

October-November 2018

Set up Drupal CMS Architecture and Environment, built Responsive Front End site, reviewed Accessibility Compliance, continued Content Production

• 3. Testing & Deployment

December 2018 to present

Began review and testing of Content Production, ported website to new Acquia hosting environment.

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Status Comment Schedule Begin Date 02 2018 This refers only to the part of the project that was funded (by COIT) – the main SFPD website (not the Academy or Police Commission sites) End Date 01 2019 % Complete 90% Scope Budget Total Project Cost Total COIT Funding To Date Total Other GF Funding Total NGF Funding Total NGF + GF Funding Total Spent Remaining Balance

$1.1M $600,000

• $402,575

$197,425

Risks Not having the funding to complete the project.

Project Update

Discussion

• S.F.P.D is seeking the additional $500,000

required to complete this project.

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• 8. Public Comment

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