RULES COMMITTEE: 08/03/2022
ITEM: B.9
TO: RULES AND OPEN GOVERNMENT FROM: Mayor Sam Liccardo
COMMITTEE Chair Matt Mahan
SUBJECT: SMART CITIES AND SERVICE DATE: June 10, 2022
IMPROVEMENTS COMMITTEE
WORK PLAN
Approved Date 7/27/22
Approved Date 7/27/22
RECOMMENDATION
a) Approve the Smart Cities and Service Improvements Committee Work Plan for the period of August through December 2022 and setting its meeting schedule on the first Thursday of each month at 1:30 p.m. in the City Council Chambers.
b) Accept the draft Smart Cities and Service Improvements Committee Work Plan for the period of January through June 2023.
COMMITTEE MEMBERS: STAFF:
MATT MAHAN, CHAIR ROB LLOYD, CITY MANAGER’S OFFICE
DAVID COHEN, VICE CHAIR CLAY GARNER, MAYOR’S OFFICE
SAM LICCARDO, MEMBER NEELAM NAIDU, CITY ATTORNEY’S OFFICE CHARLES “CHAPPIE” JONES, MEMBER TONI TABER, CITY CLERK’S OFFICE
PAM FOLEY, MEMBER
MISSION STATEMENT:
Achieve the strategic goals of the San José Smart City Vision by advancing innovation projects at scale, demonstration/pilot projects, and strategy and policy initiatives that deliver community benefits, optimize resources, improve service delivery, and build capacity for future success.
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 2
WORKPLAN CONTENTS
SMART CITIES AND SERVICE IMPROVEMENTS
COMMITTEE WORK PLAN
August - December 2022
AUGUST THROUGH DECEMBER 2022 WORK PLAN ITEMS
AUGUST 4, 2022
1. Innovation and Technology Project Management Status Report.
Purpose: Provide a status report on innovation and technology project management, highlighting impacts on City project success, resolution of audit recommendations, status reporting, and effectiveness of verification and validation processes. (Information Technology)
2. San José 311 and Service Delivery Status Report.
Purpose: Provide a status report on San José 311 and service delivery improvements, including service additions, performance to goals, and the impacts of accessibility and equity upgrades. (Information Technology/Parks, Recreation and Neighborhood Services/Transportation/City Manager)
SEPTEMBER 1, 2022
1. Digital Public Meeting Improvements Status Report.
Purpose: Provide a status report on digital public meeting improvements, including projects to modernize meeting spaces, audio-visual systems, and broadcasting to enhance public meetings and hybrid participation by in-person and remote attendees. (Public Works/City Clerk/Information Technology)
2. City Initiatives Roadmap: BeautifySJ Encampment Services Status Report.
Purpose: Provide a status report on BeautifySJ Encampment Services and a joint management system approach to encampments and homelessness response, including cross-department coordination of services, performance data and analysis, and reporting as part of the approved City Initiatives Roadmap for 2022-2023.
(Housing/Parks, Recreation and Neighborhood Services/Transportation/Planning, Building and Code Enforcement/Police/Information Technology)
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 3
3. City Initiatives Roadmap: Digital Workforce Status Report.
Purpose: Provide a status report on Digital Workforce, including Business Process Automation and impacts of efforts to improve the ease of City business processes for staff and the public as part of the approved City Initiatives Roadmap for 2022-2023. (Information Technology/Human Resources/Finance/Public Works)
4. Utilities Assistance Programs Status Report.
Purpose: Provide a status report on the work of City utilities to assist residents with water, wastewater, and energy payment needs, including special programs, use of grant resources, and customer service improvements.
(Environmental Services/Community Energy/Finance/Information Technology) OCTOBER 6, 2022
1. Innovation and Technology Projects Bi-Monthly Status Report.
Purpose: Provide a verbal bi-monthly status report on innovation and technology projects, highlighting the condition of efforts, verification and validation, initiatives at risk along with mitigation steps, and completed projects.
(Information Technology)
2. City Initiatives Roadmap: Customer Service Vision and Standards Status Report.
Purpose: Provide a status report on the Customer Service Vision and Standards initiative aimed at refreshing City values and standards, increasing public and internal satisfaction with services as part of the approved City Initiatives Roadmap for 2022-2023. (City Manager)
3. Digital Privacy Community Engagement Status Report.
Purpose: Provide a status report on the Digital Privacy community engagement program efforts to augment public participation, partnership with the Digital Privacy Advisory Task Force, and effective public outreach and signage.
(Information Technology/City Manager – Communications)
NOVEMBER 3, 2022
1. Public Emergency Notification Status Report.
Purpose: Provide a status report on public emergency notification capabilities for disaster response and recovery, lessons from disaster events, and improvements. (City Manager – Emergency Management/City Manager – Communications)
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 4
2. Innovation and Technology Strategic Plan Annual Report.
Purpose: Provide a status report on the City’s progress towards the strategies and goals of the 2021-2023 Innovation and Technology Strategic Plan, including equity solutions, security, digital services, optimization, and partnerships.
(Information Technology)
3. City Initiatives Roadmap: BeautifySJ Vehicle Blight Status Report.
Purpose: Provide a status report on BeautifySJ Vehicle Blight improvements to vehicle abatement case handling that better coordinates cross-department response and improves outcomes as part of the approved City Initiatives Roadmap for 2022-2023. (Transportation/Information Technology/Police/Parks, Recreation and Neighborhood Services/ Planning, Building and Code Enforcement)
DECEMBER 1, 2022
1. Innovation and Technology Projects Bi-Monthly Status Report.
Purpose: Provide a verbal bi-monthly status report on innovation and technology projects, highlighting the condition of efforts, verification and validation, initiatives at risk along with mitigation steps, and completed projects.
(Information Technology)
2. Digital Inclusion and Broadband Strategy Status Report.
Purpose: Provide a status report on the Digital Inclusion and Broadband strategy refresh, covering the state of area connectivity, partnership approaches, technologies, permitting, and overall program direction.
(Information Technology/Public Works/Planning, Building and Code Enforcement)
3. Equity through Data Initiatives Status Report.
Purpose: Provide a status report on Equity through Data efforts and impacts, including support for COVID-19 Recovery Task Force committees, projects, and equity-based service improvements.
(Information Technology/City Manager – Racial Equity/Mayor’s Office of Technology and Innovation)
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 5
DRAFT
SMART CITIES AND SERVICE IMPROVEMENTS
COMMITTEE WORK PLAN
January - June 2023
DRAFT JANUARY THROUGH JUNE 2023 WORK PLAN ITEMS
JANUARY 5, 2023 – MEETING CANCELLED
FEBRUARY 2, 2023
1. Lease and Asset Management System Status Report.
Purpose: Provide a status report on the Lease and Asset Management System project for effective management of leases, property ownership, maintenance, and comprehensive tracking of real estate assets.
(Economic Development and Cultural Affairs/Information Technology)
2. City Initiatives Roadmap: City Services and Initiatives Roadmap Performance Management Status Report.
Purpose: Provide a status report on City Services and Initiatives Roadmap efforts, including management of consolidated goals and performance measures, prioritization, and status reporting in support of the approved City Initiatives Roadmap for 2022-2023. (City Manager)
3. Capital Project Management System Status Report.
Purpose: Provide a status report on the Capital Project Management System (CPMS) NextGen modernization project for the platform used to monitor and report on Capital Improvement Program projects.
(Public Works)
4. San José 311 and Service Delivery Status Report.
Purpose: Provide a status report on San José 311 and service delivery improvements, including service additions, performance to goals, and the impacts of accessibility and equity upgrades. (Information Technology/Parks, Recreation and Neighborhood Services/Transportation/City Manager)
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 6
MARCH 2, 2023
1. Innovation and Technology Projects Bi-Monthly Status Report.
Purpose: Provide a verbal bi-monthly status report on innovation and technology projects, highlighting the condition of efforts, verification and validation, initiatives at risk along with mitigation steps, and completed projects.
(Information Technology)
2. FirstNet Program Status Report.
Purpose: Provide a status report on the FirstNet Program, including implementation, milestones, project closure, and program direction.
(City Manager – Emergency Management/Information Technology/Police/Fire)
3. Enterprise Resource Planning Status Report.
Purpose: Provide a status report on enterprise resource planning systems direction and refreshing the City’s financial, human resources, budget, and talent management systems, including readiness, process improvements, and funding approaches. (Information Technology/City Manager – Budget/Finance/Human Resources/City Manager – Employee Relations)
APRIL 6, 2023
1. New Emergency Operations Center Status Report.
Purpose: Provide a status report on the construction and opening of the new Emergency Operations Center, including communications, work and data technologies, operational improvements, and impacts on the City’s disaster readiness. (City Manager – Emergency Management/Public Works/Information Technology)
2. City Initiatives Roadmap: Advancing Equity through Culture and Practice Status Report.
Purpose: Provide a status report on Advancing Equity through Culture and Practice as part of the approved City Initiatives Roadmap for 2022-2023.
(City Manager – Racial Equity)
3. Certified Payroll and Labor Compliance Software Project Status Report.
Purpose: Provide a status report on the certified payroll and labor compliance software project to procure and implement a system to monitor and manage labor compliance. (Public Works)
RULES AND OPEN GOVERNMENT COMMITTEE
Re: Smart Cities and Service Improvements Committee Work Plan Page: 7
MAY 4, 2023
1. Innovation and Technology Projects Bi-Monthly Status Report.
Purpose: Provide a verbal bi-monthly status report on innovation and technology projects, highlighting the condition of efforts, verification and validation, initiatives at risk along with mitigation steps, and completed projects.
(Information Technology)
2. Safe City Strategy Status Report.
Purpose: Provide a status report on coordinated Safe City Strategy efforts applying technology and data to improve public safety effectiveness and outcomes across departments. (Police/Fire/City Manager – Emergency Management/Information Technology)
3. Geospatial Information Systems Strategic Plan Status Report.
Purpose: Provide a verbal status report on the City’s progress towards the six core outcomes and related priorities in the Geospatial Information Systems Strategic Plan. (Public Works)
JUNE 1, 2023
1. Machine Learning-Based Transportation Safety, Planning, and Coordination Status Report.
Purpose: Provide a status report on machine learning-based transportation safety, planning, and coordinated adoption to improve traffic safety, anomaly detection, privacy protections, and planning.
(Transportation)
2. City Initiatives Roadmap: Digital Workforce – OneCity Workplace Status Report.
Purpose: Provide a status report on Digital Workforce – OneCity Workplace, including efforts to create a digital platform for employee connection, coordination, and developing City culture online as part of the approved City Initiatives Roadmap for 2022-2023. (Human Resources/Information Technology)
3. Equity through Data and Privacy Status Report.
Purpose: Provide a status report on Equity through Data and Privacy program efforts and impacts, including updates on support for Digital Privacy, Community and Economic Recovery, as well as departmental equity-based service initiatives. (Information Technology/City Manager – Racial Equity)