COIT Budget & Performance Subcommittee Regular Meeting December 7, 2018 1 Dr. Carlton B. Goodlett Place, City Hall, Room 305 San Francisco, CA 94102 1
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 2
Action Item 3. Approval of Minutes 3
4. Department Updates & Announcements 4
5. FY 2019-20 Budget Process 5
Overview • ICT Plan • Steps in the COIT Budget Process • Evaluation Details & Scoring Criteria 6
FY 2020-24 ICT Survey 7
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! 8
COIT Allocation Projections FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 Major IT 22.5 24.7 27.2 29.9 32.9 Allocation Annual 14.1 15.5 17.1 18.8 20.6 Allocation Total 36.6 40.2 44.2 48.6 53.5 9
Upcoming Budget Picture 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 10
Upcoming Budget Picture Annual Allocation FY 19-20 FY 20-21 Allocation 14.1 15.5 Previous Recommendations 6.7 - Remaining Balance 7.3 15.5 11
COIT Budget Process 1 2 3 4 5 Budget Project Budget Final Dept Hearings Sourcing Intake Approval Interviews December January February May March/April 12
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) 13
COIT Budget Forms Form 2: Projects Requesting Form 1: All Projects General Fund Support - Project Overview - Business Justification - Strategic Alignment - Project Planning & Development Methods - Cost Projections - Quantifying Project Benefits - Technical Specifications - Risk Management - Detail Cost & Budget Breakdown 14
Next Steps • Technology project submissions are due Friday, January 11 • CFO/CIO Presentation – December 12 15
6. Quarter One Performance 16
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 17
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 18
Technology Portfolio by Theme 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 3 Major IT All Active Projects 111 19
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 20
ADM – sf.gov redesign POL – website redesign 7. COIT Project Updates 21
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 2
Project Update • Alpha site is live https://sf.gov Basic home page Services Representatives Basic department home page 3
• Department pages in production 4
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/ 5
Schedule 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 January - Look and feel of the site completely changes to reflect the the site March new branding. Site made public (web March / Make the new site with look and feel available to the public search enabled) April through search engines Drupal hosting and January Write an RFP to procure citywide web hosting and a separate support RFPs one for ongoing support Hosting migration April Move all 80 sfgov sites to new hosting provider 6
Citywide web hosting 80 Drupal websites hosted on the citywide solution. Contract Expires June 2019
One single website for the whole city
Other Spend* Pantheon $17,907 $13,050 $86,652 Contegix $271,370 *based on available data Acquia
Spend on support
Priorities • Reliability, access, tools security • Cost and service efficiency • Meeting department needs • Addressing ‘rogue’ sites 11
Now • Define technical needs • Define number of sites and traffic • Write an RFP through Tech Marketplace 12
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 14
Rodrigo Castillo, S.F.P.D. SFPD Website Update 22
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. 23
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. 24
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. › 25
Project Update • Overall Project Health: Good • The new website is now being tested on its permanent hosting environment. 26
Schedule Initiating Planning Implementing Closing FY17-18 FY18-19 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 Began review and testing of Content Production, ported website to new Acquia present hosting environment. 27
Project Update Total COIT Remaining Total Project Total Other Total NGF Total NGF + Funding To Total Spent Balance Cost GF Funding Funding GF Funding Date $1.1M $600,000 - - - $402,575 $197,425 Status Comment Begin Date 02 2018 This refers only to the part of the project that was funded (by COIT) – the Schedule End Date 01 2019 main SFPD website (not the Academy or Police Commission sites) % Complete 90% Scope Budget Not having the funding to complete the project. Risks 28
Discussion • S.F.P.D is seeking the additional $500,000 required to complete this project. 29
8. Public Comment 30
Recommend
More recommend
