January 8, 2016 1 Dr. Carlton B. Goodlett Place, City Hall, Room 305 - - PowerPoint PPT Presentation

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January 8, 2016 1 Dr. Carlton B. Goodlett Place, City Hall, Room 305 - - PowerPoint PPT Presentation

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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

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Budget and Performance Subcommittee January 8, 2016

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

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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

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  • 3. Approval of Minutes

Action Item

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  • 4. Project Update: F$P Project

Jack Wood, Office of the Controller Alan Pavkovic, Office of the Controller

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Agenda

TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A

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Financial System Project (F$P) - Timeline

F$P

2015 2016 2017

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 Business Process Analysis (BPA)

Plan BPA

Process, Configuration. Development & Testing

Analyze/Design Build Test Deploy Post Go Live Support

Change Management

BPW Agency Readiness & Support

End User Training

Design Develop, Test, Train the Trainer End User Training Go Live!

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Analyze / Design Phase

F$P

2015 2016

Nov Dec Jan Feb Mar Apr May

CRP (System demos) Analyze Legacy Systems Interfaces Conversion s Extensions / Workflows (Online custom functions) Reports (PeopleSoft) Security (Roles & Pages) Configuration (System data values) Prepare Deliver Define Inventory Design Integrations Between Systems Define Inventory Define Data Extraction/Mapping Process Define Inventory Design Extensions/Workflows Define Inventory Design Reports

Review AESG Roles Update Roles

ANALYZE DESIGN

Begin Collecting Values Approach

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Agenda

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TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A

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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 City’s requirements in PeopleSoft & identifying how they are satisfied by delivered functionality Structured to focus on specific, individual business areas Demonstrated to an audience of key stakeholders and Subject Matter Experts (SMEs) from across the City

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Conference Room Pilots (CRP) Schedule

Week Of Mon Tues Wed Thur Fri 12/7 Grants Project Costing Billing / Receivables Purchasing / eProcurement Payables Strategic Sourcing 12/14 Expenses General Ledger/ Budget Control Asset Management Contracts Inventory Treasury

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  • 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

Conference Room Pilots (CRP) Recap

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Agenda

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TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A

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Confirming In or Out of Scope

F$P

November December

January February

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Analysis Phase Process & Timeline

PSC (1/21) Road Show Overview Sessions CRP Sessions CRP Follow-Up Sessions (As Needed)

  • Clarify PeopleSoft functionality
  • Identify & address gaps
  • Confirm showstopper gaps

In Vs. Out Decision In Out

RICEW Inventories Deliverables Due 2/8/16 Opt-In = Sub-systems replaced (absorbed) by F$P (may require conversion and/or extensions)

In Out

Opt-Out = Sub-systems kept (not absorbed) by F$P (may require interface) Decision Escalation (If Needed)

PSC F$P Project Steering Committee CRP Conference Room Pilot RICEW Reports, Interfaces, Conversions, Extensions, Workflows

In or Out Decisions Due 1/28/16

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Interface & Conversion Schedule

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

June-October 2016

Build interface/conversion programs

Nov 2016 – Mar 2017

End to end testing of interface/conversions programs

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Schedule for F$P as well as departments with interface and/or conversion needs

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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)

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Agenda

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TOPIC Project Status Update Conference Room Pilots (CRP) Update Sub-System Inventory Process Next Steps / Q&A

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Next Steps: Analyze / Design Phase

F$P

2015 2016

Nov Dec Jan Feb Mar Apr May

CRP (System demos) Analyze Legacy Systems Interfaces Conversion s Extensions / Workflows (Online custom functions) Reports (PeopleSoft) Security (Roles & Pages) Configuration (System data values) Prepare Deliver Define Inventory Design Integrations Between Systems Define Inventory Define Data Extraction/Mapping Process Define Inventory Design Extensions/Workflows Define Inventory Design Reports

Review AESG Roles Update Roles

ANALYZE DESIGN

Begin Collecting Values Approach

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Questions?

fsp@sfgov.org http://fsp.sfgov.org

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  • 5. Discussion: Enterprise License

Agreements

Leo Levenson, Department of Technology

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City and County of San Francisco Department of Technology

Key Points

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  • 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

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City and County of San Francisco Department of Technology

Microsoft O365, SQL & Server Licenses

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  • 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
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City and County of San Francisco Department of Technology

Microsoft O365, SQL & Server Licenses

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  • 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
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City and County of San Francisco Department of Technology

AT&T Telephone/Data Services

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  • 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.

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City and County of San Francisco Department of Technology

Cellular Phone – Verizon, AT&T, Sprint, T-Mobile

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  • 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
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City and County of San Francisco Department of Technology

Adobe Document Cloud and Creative Cloud

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  • Reseller: En Pointe
  • Term: 3-year EA expiring August 27, 2018
  • Annual Spend: Document Cloud (successor to Acrobat Professional) –

unlimited enterprise license $205K/year Citywide. Creative Cloud Suite – volume pricing ~40% off retail ($360/user/year, lower prices for individual Creative Suite software titles)– partial years billed at 50% of full year pricing.

  • Cost Allocation:
  • Document Cloud funded for current year by large user departments. For

budget years, working with MBO to include in DT's base infrastructure

  • allocation. At $205K/~29,000 FTE = ~$7/FTE, or using metric of ~5,400 prior

Acrobat Professional licenses, = ~$38/Acrobat Professional user.

  • Creative Cloud costs budgeted to department based on actual demand
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City and County of San Francisco Department of Technology

Drupal Platform Web Hosting

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  • Reseller: Chapter 3
  • Term: 4-year EA expires August 31, 2019
  • Annual Spend: $360K/year for migration from Vision platform and
  • ngoing hosting
  • Cost Allocation:
  • First year funded by DT
  • Budget years proposed to be funded in DT infrastructure work
  • rder budget, allocation methodology TBD
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City and County of San Francisco Department of Technology

VMWare

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  • Reseller: Eaton & Associates
  • Term: December 1, 2015 – November 11, 2018 with 12/1/2015 with 2

1-year extension options

  • Annual Spend: ~$3M/year
  • Cost Allocation: Built into DT infrastructure budget with custom

allocation already discussed with each Department based on actual and projected usage

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City and County of San Francisco Department of Technology

CommVault

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  • Reseller: Presidio Networked Solutions
  • Term: June 20, 2014 – May 31, 2018
  • Annual Spend: ~$420K/year and will rise with increased usage
  • Cost allocation: Based on Departments usage
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City and County of San Francisco Department of Technology

ESRI ArcGIS Software

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  • Term: January 12, 2015 – June 30, 2018
  • Annual Spend: ~$525K/year
  • Cost allocation: only to Departments using ESRI and based on tiered

levels of usage

  • 3-Tier Cost Model:
  • Tier 1 – Basic: Includes access to ArcGIS Online, SFGIS Team

manages licenses

  • Tier 2 – Advanced: Department manages own licenses
  • Tier 3 – Server: Department has own ArcGIS Server
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City and County of San Francisco Department of Technology

Infor

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  • Reseller: 21Tech
  • Annual Spend: ~$700K+ (excluding MTA-only items)
  • Term:
  • 3 years ending November 30, 2015, with optional extensions

through 2022

  • Pricing guarantee of no more than 3% annual increase through

term unless SF population rises by more than 10% above 2010 census population of 805,000

  • Cost allocation:
  • Current: $146K included in DT infrastructure budget spread to all

City departments by FTE, $285K paid by DPW and ~$300K by MTA

  • Future: To be determined pending discussions with Mayor’s

Office, DPW, etc.

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City and County of San Francisco Department of Technology

Motorola Public Safety Radio

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  • Term:
  • Through June 30, 2017
  • New contract negotiations underway
  • Annual Spend:
  • ~$2M/year currently
  • Costs likely to rise in FY 18-19 when new radio technology is

implemented under new contract

  • Cost Allocation:
  • Replacement equipment costs budgeted within Department

budgets, work ordered to DT on as-needed basis

  • Maintenance component (~$125K/year) allocated to

Departments by DT based on radio count

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City and County of San Francisco Department of Technology

Other

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  • DocuSign
  • 3-year term
  • OCA & DT assisting
  • Enterprise-wide with 2M documents
  • Cost allocation TBD
  • Cisco Smartnet
  • Scoped requirements with City Departments
  • RFP coming soon

Open to exploring many other opportunities!

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City and County of San Francisco Department of Technology

Take-Aways

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  • DT EA Contact:
  • DT Strategic Sourcing Manager: Isis Bastet, Isis.Bastet@sfgov.org

415-518-4066

  • Find Current EAs:
  • DT's Enterprise Agreement Information Sharepoint Site:

https://sfgov1.sharepoint.com/sites/TIS/Collaborations/CityEAs/

  • Join EA Negotiations:
  • Contact Isis to join EA negotiation work groups to ensure best

structure and pricing for the City

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  • 6. Public Comment

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