Budget and Performance Subcommittee January 8, 2016 1 Dr. Carlton B. Goodlett Place, City Hall, Room 305 San Francisco, CA 94102 1
Agenda 1. Call to Order by Chair 2. Roll Call 3. Approval of Minutes 4. Project Update: Financial Systems Replacement Project 5. Discussion: Enterprise License Agreements 6. Public Comment 7. Adjournment 2
3. Approval of Minutes Action Item 3
4. Project Update: F$P Project Jack Wood, Office of the Controller Alan Pavkovic, Office of the Controller 4
Agenda TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A 5
Financial System Project (F$P) - Timeline 2015 2016 2017 F$P J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D Analysis (BPA) Business Process Plan BPA Go Live! Development & Configuration. Process, Post Go Testing Analyze/Design Build Test Deploy Live Support Management Change BPW Agency Readiness & Support End User End User Training Develop, Test, Design Training Train the Trainer 6
Analyze / Design Phase ANALYZE DESIGN 2015 2016 F$P Nov Dec Jan Feb Mar Apr May Prepare CRP ( System demos ) Deliver Define Inventory Interfaces Analyze Design Integrations Between Systems Legacy Conversion Define Inventory Systems s Define Data Extraction/Mapping Process Extensions / Workflows Define Inventory ( Online custom Design Extensions/Workflows functions ) Define Inventory Design Reports Reports (PeopleSoft) Review AESG Roles Security Update Roles ( Roles & Pages ) Approach Configuration Begin Collecting Values ( System data values ) 7
Agenda TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A 8
Conference Room Pilots (CRPs) Intended to paint a picture of the system and processes that will be delivered in July 2017 Focused on demonstrating the Demonstrated to an City’s requirements in Structured to focus on audience of key PeopleSoft & specific, individual stakeholders and Subject identifying how they business areas Matter Experts (SMEs) are satisfied by from across the City delivered functionality 9
Conference Room Pilots (CRP) Schedule Week Of Mon Tues Wed Thur Fri Billing / Grants Project Costing Receivables 12/7 Purchasing / Payables Strategic Sourcing eProcurement General Ledger/ Expenses Asset Management Budget Control 12/14 Contracts Inventory Treasury 10
Conference Room Pilots (CRP) Recap • Over 380 City staff attended 12 sessions over a 6 day period − Attendee list uploaded onto F$P website Steering Committee page • Survey responses were due on December 24, 2015 • CRP Questions were posted to our website on December 31, 2015 • Parking Lot Items will be addressed during our analyze/design phase from January – May 2016 − Please enable SME’s to attend meetings as needed 11
Agenda TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A 12
Confirming In or Out of Scope November December January February F$P 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 Road Show Overview Sessions Process & Timeline CRP CRP Conference Room Pilot Sessions Analysis Phase CRP Follow-Up Sessions (As Needed) • Clarify PeopleSoft functionality • Identify & address gaps • Confirm showstopper gaps In In Vs. Out Decision Out PSC PSC F$P Project (1/21) Decision Escalation Steering Committee (If Needed) RICEW Opt-In = Sub-systems replaced (absorbed) by F$P (may require conversion and/or extensions) In or Out Decisions RICEW Inventories In Reports, Interfaces, Deliverables Due 2/8/16 Due 1/28/16 Conversions, Extensions, Opt-Out = Sub-systems kept (not absorbed) by F$P (may require interface) Workflows Out 13
Interface & Conversion Schedule Schedule for F$P as well as departments with interface and/or conversion needs Month Activity January-February 2016 Finalize list of conversions (systems being replaced) and interfaces (systems continuing to operate) March-May 2016 Conduct meetings on detailed design of interfaces/conversions: • Approach for loading data • Define data mappings • Confirm data fields & file formats Build interface/conversion programs June-October 2016 Nov 2016 – Mar 2017 End to end testing of interface/conversions programs 14
Sub-System Inventory Process Update Timing Activity Nov 30 F$P team review and cleanup of initial sub-system list created during the RFP stage of work in 2014 Dec 9 F$P Director email to CFO’s/CIO’s confirming their department has sub-systems on the list, as well as the high-level approach and timeline to get to replace versus keep decisions Dec 14 CSA Performance team emails list of sub-systems (to each department with items on the list) Dec 21 Due date for departments to confirm list and replace/keep decisions back to CSA Performance Dec 21 CSA Performance team email to departments not on the sub-systems list (to confirm they have no related sub-system that needs evaluation) Dec 21 – Jan 1 CSA Performance and F$P aggregate and review department replies Jan 4 – Jan 20 CSA Performance and F$P setup as-needed discussions to finalize decisions Jan 21 Report to F$P Steering Committee on status, including incomplete decisions that need escalation Jan 28 Due date for all final replace/keep decisions Feb 8 F$P RICEW Inventories deliverable due (Reports, Interfaces, Conversions, Extensions, Workflows) 15
Agenda TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A 16
Next Steps: Analyze / Design Phase ANALYZE DESIGN 2015 2016 F$P Nov Dec Jan Feb Mar Apr May Prepare CRP ( System demos ) Deliver Define Inventory Interfaces Analyze Design Integrations Between Systems Legacy Conversion Define Inventory Systems s Define Data Extraction/Mapping Process Extensions / Workflows Define Inventory ( Online custom Design Extensions/Workflows functions ) Define Inventory Design Reports Reports (PeopleSoft) Review AESG Roles Security Update Roles ( Roles & Pages ) Approach Configuration Begin Collecting Values ( System data values ) 17
Questions? fsp@sfgov.org http://fsp.sfgov.org
5. Discussion: Enterprise License Agreements Leo Levenson, Department of Technology 19
Key Points • New DT Strategic Sourcing Manager : Isis Bastet, Isis.Bastet@sfgov.org 415-518-4066 • DT's Enterprise Agreement Information Sharepoint Site : https://sfgov1.sharepoint.com/sites/TIS/Collaborations/CityEAs/ • Volunteers welcome! Join EA negotiation work groups to ensure best structure and pricing for the City 20 City and County of San Francisco Department of Technology
Microsoft O365, SQL & Server Licenses • Reseller : En Point • Term : June 1, 2014 – May 31, 2017 (2 additional years at CCSF option) • Annual Spend : ~1.8M/year for O365. • Cost Allocation : Basic account (G1) funding based on e-mail count (~$70/account in FY 14-15) • Dept-specific step-up charge for G3 (~$76/account) based on Department • request (includes enterprise version SharePoint and downloadable Office Suite) A-la-carte Microsoft items budgeted and paid by Departments directly off of • Citywide blanket Anniversary date is June 1-- pro-rated year for net new accounts plus the following • year subscription payments are due E-mail account growth (and costs) in FY 2015-16 significantly higher than expected • 21 City and County of San Francisco Department of Technology
Microsoft O365, SQL & Server Licenses • Next Steps: • Review in 2016 whether to exercise extension or open up to RFP • Seek to improve speed of decommissioning accounts when employees transfer Departments or leave City, or when legal holds are obsolete • Encourage Departments to maximize use of included applications • Skype for business • SharePoint online • OneDrive for business 22 City and County of San Francisco Department of Technology
AT&T Telephone/Data Services • Term : • 4-year extension through December 31, 2019 • Introduced to Board & to be heard January 2016 • Annual Spending : $15.5M in FY14-15. Piggybacks on CalNet rates negotiated by State of California (previously CalNet2, now CalNet 3). • Cost Allocation: Billed to Departments based on actuals plus an administrative factor. (in current year, bills are volatile due to CalNet rate transition. • Next steps: • DT exploring alternative telephony options with plans to upgrade voice-over-internet-protocol (VOIP) infrastructure with aim to substantially reduce telephony operating costs. 23 City and County of San Francisco Department of Technology
Cellular Phone – Verizon, AT&T, Sprint, T-Mobile • Term : Existing contracts expiring June 2016 • Annual Spend: $3M+ Citywide in FY 2014-15 • Cost Allocation: Billed to Departments based on actual usage • Next Steps : Stay tuned for developments 24 City and County of San Francisco Department of Technology
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