INNOVATION AND TECHNOLOGY PROJECT
MANAGEMENT STATUS REPORT
PUBLIC SAFETY, FINANCE, & STRATEGIC SUPPORT — MARCH 16, 2023 Presented by:
Khaled Tawfik, Chief Information Officer, Information Technology Department Jim Bersig, Assistant Chief Information Officer, Information Technology Department Shirley Duong, IT Products-Projects Manager, Information Technology Department Topics
• Background
• Project Status
• Dashboard
2 3
•The Portfolio-Products-Projects Office was
created to mature the project management
practices Citywide (exhibit 1).
•3PO team: eight (8) Products-Projects Managers
(PPMs) and a Division Manager.
•PPMs are assigned a portfolio to (1) work
with departments to roadmap technology
investments and (2) administer project execution.
•Projects are assigned to a PPM if it meets one of
the four criteria (exhibit 2).
• The 2019 Audit of Technology Deployment
helped define ITD’s role citywide
Exhibit 2:
Background
Exhibit 1:
Technology Project Success Rate
2013 - 2023
2016 FY 17-
18 FY 18-19 FY 19-20 FY 20-21 FY 21-22
<5% 78% 86% 86% 83% 74%
4 2019 Technology Deployment Audit
• Audit objective: review the management and timeliness of the City’s technology deployment process, along with the impact of the new portfolio, product, and project management practices.
• Outcomes:
• ITD has implemented all audit recommendations.
• City Policy Manual 1.7.2 created to expand ITD’s role Citywide and implement requirements for key project management practices • For transparency and accountability:
• Reporting on project status to Committee twice a year (previously reported to the Smart Cities and Service Improvements Committee) • Created and maintain a project dashboard with key metrics: status, budget, completion date, roles, and more.
• Conduct audits on internal projects
FY 2022-2023 City Initiatives Roadmap
Approved by Council on May 16, 2022 5
Programs and Projects
Cybersecurity
Work Plan
Business Tax
System
Property
Information
Management
Technology
Asset
Management
Budgeting
System
Upgrade
FMS Upgrade ERP
Assessment
Business
Process
Automation
OneCity
Workplace
Hybrid Work
Environment
(Conference
Room Tech)
Applicant
Tracking
Software
Citywide
Product
Projects
Dashboard
Enterprise Priority
COVID-19 Pandemic
Community and Economic
Recovery
Resilient and Sustainable City
Infrastructure and Emergency
Preparedness
Ending Homelessness
Safer San José
Clean, Vibrant, and Inclusive
Neighborhoods and Public Life
Building the San José of
Tomorrow with a Downtown for
Everyone
Innovation & Technology Major Projects | FY 2022-2023 City Initiatives Roadmap Programs and Projects
FirstNet
Deployment
Public Meeting
Technology
Procurement &
Implementation
EOC Next
Generation
Technology
Transportation
Events
Tracking/
Verizon Traffic
Data Services
Affordable
Housing Portal
(Project
Doorway)
Housing Loan
Management
System
Encampment
management
and homeless
data
integration
system
Parking
Citation Mgmt
& Permitting
Mgmt System
SJ311
Accessibility
City Building
Security
Cameras
Procurement
Transportation
Data Platform
(UrbanLogiq)
Community
Wi-Fi
Environmental
Enforcement
Data
Management
System
Laboratory
Information
Management
System
Vehicle
Blight Management System
SJPermits
Core Technology Projects
Core Technology Projects
IT Strategic Plan
City Open Data
Environment
Enterprise Priority
Foundational
Strategic Fiscal Positioning and
Resource Deployment
Powered by People
Mitigating
Action
Needed
On Track
Project
Initiation
As of March 2023
6 Completed
7 Key Technology Project Summary
16 46%
11 31%
4 12%
4 11%
On Track
Mitigating
Action Needed
Project Initiation
8 Applicant Tracking System Project started February 2023 and is currently in implementation phase. Projected completed date: FY 23-24 Q1 (July/August 2023).
Community Wi-Fi
Two attendance areas currently under construction: Mount Pleasant and Silver Creek high schools.
Projected open for public use: Mount Pleasant – April 2023; Silver Creek – June 2023.
Vehicle Blight
Management System
Design process to be completed March 2023, next steps are prototyping and testing. New timeline to be signed off with a projected deployment of FY 23-24 Q2 (October 2023).
SJ311 Accessibility Limited resources, Vehicle Blight Management System has been prioritized.
Completion date has been delayed to FY 22-23 Q4.
Enterprise Resource
Planning (ERP)
Assessment
Currently drafting scope requirements for RFP for a consultant to assess ERP systems.
Encampment management
and homeless data
integration system
Design process to be completed March 2023. Next steps are prototyping and final implementation plan by May 30, 2023.
SJPermits Design has been completed, currently in development phase. Projected completion date: FY 23-24 Q1.
Major IT Projects – Status
Project Name Status Updates
Project Initiation On Track Mitigating Action Needed
9 1
311 Performance
Dashboard
Public dashboard highlighting core 311 program metrics such as volume trends, Customer Satisfaction Scores, and service turn-around time targets. 2 ACFR Automation
Automation software to automate the Annual Comprehensive Financial Report (ACFR).
3 Budgeting System
Upgrade
Budget system upgrade to Oracle's Cloud Enterprise Performance Management (EPM) (previously on-premise).
4 Citywide Projects
Dashboard Interactive dashboard that reflects major IT projects with metrics including budget, project status, completion date, etc.
5 Affordable Housing Portal
(Project Doorway)
A platform that lists all affordable housing vacancies, simplifies the application process for prospective tenants, & automates the processing of applications for property managers of affordable listings.
6 FirstNet Deployment Deploying FirstNet devices Citywide to support critical government operations. 7 Hybrid Work Environment
(Conference Room Tech)
Updating the City's video conferencing hardware and software to support the new hybrid work environment.
8 Telcom Expense
Management
Implementing a Telecom Expense Management system that produces efficiency for the Telecom Billing Group at IT Department.
IT Projects – Completed Projects
Projects Description
10 11
https://www.sanjoseca.gov/your-government/departments-offices/information-technology/it-projects-c3po 12 13 Project Details
https://www.sanjoseca.gov/your-government/departments-offices/information-technology/it-projects-c3po C3PO STAFFING AND PORTFOLIOS
San José 311 Emergency
Management
Public Safety
Digital
Inclusion
IV&V Oversight
Business
Process
Automation
Enterprise
Resource
Planning
Housing
Technologies
Beautify SJ
Development
Services
Cybersecurity
German Ashish Shirley Paulina Katherine Dhruv Vacant Sudheer Promoting
exceptional
SJ311 services
thru fulfillment,
efficiency, and
empathy
Making the
City safer
through
emergency
management
solutions
Bridging the
Digital Divide
through
Community
Wi-Fi initiatives
Efficiencies
through
streamlining
and digitizing
City processes
Supporting the
City’s fiscal,
personnel,
administrative,
and strategic
systems
Achieving the
City’s housing
and blight
reduction
goals
Transforming
and improving
development
services for
San José
Ensuring City
systems are
secure and
resilient
C3PO Team and Portfolio Assignments
14 Thank you
Khaled Tawfik– [email protected]
Jim Bersig – [email protected]
Shirley Duong– [email protected]
15