Committee on Information Technology Regular Meeting October 18, - PowerPoint PPT Presentation

Committee on Information Technology Regular Meeting October 18, 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 September 20, 2018 • Chair Update • CIO Update • FY 2020-24 ICT Plan: Technology Trends • Update: FY 2018-22 ICT Plan Initiatives • Public Comment • Adjournment 2

3. Approval of Minutes Action Item 3

4. Chair Update 4

CIO Updates For SFDT CIO: Linda Gerull 10/18/2018

October is Cybersecurity Awareness Month! New internal l web ebsite - cybersafeSF.org – contents include resources, news and events. Rolled out Oct 4 and over 500 City employees visited during Oct 1-5. Leadership vid Lea video mes essages an and lea earning sess sessio ion throughout the months to to pr promote cy cyber sa safe pr practic ices – 450 views of the first video Oct 1-5. 120+ attendees expected for the learning sessions. Weeklong cy cybersecurity boo boot cam amp for or de departmental sec securit ity of officers to to en enhance their kno knowledge – 25 security officers attended during Oct 1-5. COIT 10/18/2018 6

6. FY 2020-24 ICT Plan: Technology Trends 7

5-Year Technology Plan To organize operations & investments towards shared goals › Strategic Initiatives › Financial Planning 8

Research Methods • Department Survey • Employee Survey • Public Survey • Budget Analysis 9

Department Survey Overview • 45 Department responses • Measure technology trends: - Department Practices - Emerging Technology & Innovation - IT Hiring - Strategic Sourcing & Procurement - Shared Services - Data Management Practices - Risk Management 10

Department Practices What are the top 3 major initiatives your department will be focusing on in the next five years? Risk management projects – cybersecurity, disaster preparedness › (12 departments) Network & telecommunication infrastructure projects › (11 departments) Development of a customer/case management System › (10 departments) Data integration project (8 departments) › Digital services & websites (8 departments) › Document management system (7 departments) › 11

Department Practices How well does this describe your department: IT is a separate function from the business, and are primarily focused on maintaining equipment. 13 11 10 4 2 2 1 Not at All Neutral Strongly Agree To what extent does your department use technology to pursue new opportunities and achieve strategic goals? 14 12 11 2 2 0 0 Not at All Neutral Strongly Agree 12

Hiring What are your other IT hiring needs that are not currently being addressed? › Attracting talent & compensation › Hiring takes too long › Classifications don’t match modern skill sets › Need more skilled staff to support enterprise systems (like SharePoint) 13

Strategic Sourcing & Procurement In your opinion, has procurement of technology products and services gotten easier in the last 2 years? 16 7 6 5 4 2 1 More Difficult Neutral Much Easier In general, how satisfied are you with the terms of the existing enterprise agreements? 16 13 6 3 2 2 Very Unsatisfied Neutral Very Satisfied 14

Shared Services How satisfied are you with the City’s network services? 14 9 8 5 3 2 Very Unsatisfied Neutral Very Satisfied How satisfied are you with the City’s data center services? 18 9 6 5 2 Very Unsatisfied Neutral Very Satisfied 15

Data Management Practices • 18 departments are using a data warehouse. • Is there an integration project you wish your department had time to get to? › Email marketing with CRM › Integration with F$P › PowerBI integrations › 311 integration 16

Risk Management How helpful was the COOP working group? 10 8 6 5 4 2 Not Helpful Neutral Very Helpful Please rate the value of the DT template to refresh your department’s Continuity of Operations Plan. 12 10 9 2 2 1 1 Not Helpful Neutral Very Helpful 17

Calendar MONTH ICT DISCUSSION ITEM October FY 2018-22 Initiatives Update November Budget Analysis, Proposed Goals December January Financial Projections February Final Review & Approvals 18

Invitation: Public Survey Share your thoughts on City Technology! FY 2020-24 ICT Plan Survey https://www.surveymonkey.com/r/63MWBKD 19

7. FY 2018-22 ICT Plan Initiatives 20

Procurement System Update for COIT October 18, 2018 CITY & COUNTY OF SAN FRANCISCO Office of the Controller Systems Division 10/19/2018

Procurement System Goals for FY19: Improve Year Two Supplier Experience Remove INCREASE Barriers to Push Best Practices Existing ADOPTION Functionality Enable Analytics 22

Procurement System Goals for FY19: Year Two • Moderniz rnize e Supplier plier Improve Experience erience Supplier Experience Remove INCREASE ASE • Document ument and d Barriers to Push Best • Incr crease ease Use of Practices Existing ADOPTI TION Educate ucate Functionality Sourci cing Modul ule Departmen tments ts on • Implemen lement t Best Procur cureme ment t Docus usign gn Practices ctices • Deli liver er Pun unch ch Enable Out t Catal alog Analytics • Creat ate e Well-Us Used ed Procur curement ement • Incr crease ease Use of Dashbo hboar ards ds Contr tract act Librar brary • Enable able CMD Monitori itoring g 23

OCA Top Priorities Identify and Push Best Practices • Understand Reporting Power • Modernization of Supplier Experience • Remove Barriers for Bidders • Sunset OCA Website • Buyer’s Workbench Functionality • Punch Out Catalog • 24

SF Procurement Projects Strategic Inventory Purchasing Sourcing and and Catalog Suppliers Charter CMD 12B DPH Epic Authority PO Changes Integration Workflow Enhancement CMD 14 LBE Pilot eCatalog Docusign Certification Punchout Pilot Project Changes DPH / GHX Best Supplier Portal EDI Modernization Practices Interface 25

PO Roll Statistics 96.6%  Work to decrease user error in the PO, Receipt, and Success Rate Voucher processes  Create PO Receipts for Purchase Orders proposed by  quantities or amounts that are Departments to roll (28,247) actually received Purchase Orders approved to   Copy Voucher from PO roll (15,248) Receipt Chang nge e  Ask Departments to evaluate Purchase Orders approved and  Open POs on a quarterly eligible to roll on 8/25 (14,933) basis Purchase Orders that rolled   Implement PO Close Batch successfully (14,872) Process Purchase Orders that rolled  and budget checked in 2019 successfully (14,335) 26

Sup uppli lier Por ortal Mod oderniz ization • Development begins mid- November • Departments and Suppliers will be involved in design • Portal will be updated before PUM Upgrade — tentative deploy date of February 28 27

Supplier Metrics Bidder der Registr istrati tion on by Month th 250 Suppl plier ier Statu tus Regist ister ered ed Suppl pliers iers 30000 26,255 23,689 25000 196 200 190 188 187 25000 178 20000 173 170 163 159 159 157 158 15000 153 20000 150 141 141 138 10000 7,217 15000 5000 0 100 10000 Not ot Regis giste tered Regis giste tered 4,264 5000 Suppliers 23% 50 377 10 10 of Suppliers 0 have active 0 accounts Registered 28

CAL Procure 29

CIO Review: New Process as of July 2018 Purposes: Prevent security and performance risks and promote tech collaboration New Process accessed at bit.ly/SFCIOReview allows for: • Improved accountability using ServiceNow ticketing system • DT continues its commitment to respond within 5 working days. • Policy pre-approves items unlikely to pose a security or performance risk: Includes most desktop computers, monitors, and peripherals. Please use CIO Review to consult DT early early on on regarding your major technology initiatives COIT 10/18/2018 30

DT Tech Procurement Resources Ne Next xt Meet eting! ! Technology Procurement Information Sharing Group Wed 10/31, 1:00pm-3:00pm DT Offices @ 1South Van Ness Tech ch Contra tracts cts Info: DTPortal.sfgov.org, click on “Technology Procurement Information.” Contact: DT Procurement Manager, Hao.Xi Xie@sfgov e@sfgov.or org COIT 10/18/2018 31

City Employee Experience 32