(D)2. INNOVATION AND TECHNOLOGY PROJECTS BI-ANNUAL STATUS REPORT P u b l i c S a f e t y, F i n a n c e , & S t r a t e g i c S u p p o r t C o m m i t t e e | O c t o b e r 1 9 , 2 0 2 3 Khaled Tawfik, Chief Information Officer, Information Technology Department Jesse Juarros, Division Manager, Information Technology Department Shirley Duong, IT Products-Projects Manager, Information Technology Department 1 2023-2024 Priorities | City of San José
•Strong Economic Base
•Safe, Healthy, Attractive,
and Vital Community
•Diverse Range of Housing
Options
•Range of Quality Events,
Cultural Offerings, and
Public Artworks
•Reliable Utility Infrastructure
•Healthy Streams, Rivers,
Marsh, and Bay
•Clean and Sustainable Air,
Land, and Energy
•Safe, Reliable, and
Sufficient Water Supply
•Safe and Clean
Neighborhoods and Public
Spaces
•Welcoming and Vibrant
Neighborhoods and Public
Life
•Equitable Access to
Community Opportunities to
Flourish
•The Public Feels Safe
Anywhere, Anytime in San
José
•Residents Share the
Responsibility for Public
Safety
City Council Focus Areas
Neighborhood Services Public Safety Community and Economic Development
Environment and Utility
Services*
Transportation and
Aviation Services*
City Service Areas and Outcomes (within the Adopted Budget) • Sound Fiscal Management that Facilitates Meeting the Needs of the Community • A High Performing Workforce Committed to Exceeding Internal and External Customer Expectations • Technology and Data Tools that Enable a Collaborative, Responsive, and Productive City • Safe and Functional Public Infrastructure, Facilities, and Equipment Core Services (98) and Programs (264)
Increasing Community
Safety
Cleaning Up Our
Neighborhoods
Attracting Investment in
Jobs and Housing
Reducing Unsheltered
Homelessness
Strategic Support
• Provide Safe and Secure
Transportation Systems
• Provide Viable Transportation
Choices that Promote a Strong
Economy
• Travelers Have a Positive, Reliable,
and Efficient Experience
• Preserve and Improve
Transportation Assets and Facilities
• Provide a Transportation System
that Enhances Community Livability
Foundational Strategic Support
• Delivering Excellent Customer Service
• Closing Racial Inequities
• Structurally Balancing the General Fund Budget
• Driving Organizational Performance
• Making San José a Great Place to Work
*The Environment and Utility Services and Transportation and Aviation Services CSAs collectively share a City Infrastructure Strategy with the following outcomes: disaster ready and climate smart, transportation and aviation, clean energy resilience, water resilience, and natural environment restoration.
C3PO STAFFING AND PORTFOLIOS
San José 311 Emergency
Management
Public Safety
Digital
Inclusion
Human
Resources
Business
Process
Automation
Systems &
Operations
Enterprise
Resource
Planning
Finance
Housing
Technologies
Development
Services
City
Infrastructure
Asset
Management
Customer
Relationship
Management
Namrata Ashish Shirley Paulina Claudia Dhruv Aleisha Sudheer Vacant Promoting
exceptional
SJ311 services
thru fulfillment,
efficiency, and
empathy
Making the City
safer through
emergency
management
solutions
Transforming
and improving
personnel,
administrative,
and strategic
systems and
digital
connectivity
Efficiencies
through streamli
ning and
digitizing City
processes
Advancing the
City’s fiscal
systems
Achieving the
City’s housing
and blight
reduction goals
Transforming
and improving
development
services for
San José
Optimizing San
José facilities
and
implementing
system
improvements
Building resident
data to optimize
City services
and customer
service.
C3PO Team and Portfolio Assignments
3 4
Objective: The C3PO works on high profile City projects in collaboration with multiple departments.
Process: Project Managers (PM) are assigned a portfolio to:
1. Collaborate with City departments to plan implementation for technology investments
2. Manage and implement City projects
Assignment: Projects are assigned to a PM if they meet two of the four criteria.
The City's Portfolio-Products-Projects Office (C3PO)
5 1 Applicant Tracking System An intake and applicant tracking system that will modernize the hiring process. 2 Community Wi-Fi Provide free digital access (Wi-Fi) for communities with the most need in San José. 3 Housing Loan
Management System
A Salesforce database created for the Residential Development Division to provide loans to developers more efficiently.
4 Rent Registry
Improve user experience of the Rent Registry for owners & tenants of rent stabilized properties by improving the registration process, database reporting capabilities & streamlined operations for functional team.
IT Projects – Completed Projects
Projects Description
City Council Focus Areas
Increasing Community
Safety
Cleaning Up Our
Neighborhoods
Attracting Investment in
Jobs and Housing
Reducing Unsheltered
Homelessness
6 Housing Loan
Management
System
Projects
Rent Registry
SJ311
Encampment
Mgmt
System
Vehicle Blight
Management
System
Development
Services Process
Improvements
Applicant
Tracking
System
Community Wi-Fi
Mitigating
Action
Needed
On Track
Project
Initiation
Completed
Automated
Water
Meters
EOC
Next
Generation
Critical Internal
Initiatives
Business
Tax
System
Business
Process
Automation
Video
Camera
Management
Environmental
Enforcement Data
Mgmt System
ERP
Assessment
FMS
Upgrade
OneCity
Workplace
Police
Timekeeping
System
Public
Meeting
Technology
Property
Management
System
Service Now
Pilot
Community Wi-Fi
Data System
Windows 11
Upgrade
CRM
System
Laboratory
Information Mgmt
System
2023-2024 Priorities | City of San José
7 Business Tax System
First Request for Proposal (RFP) was not successful (not enough proposals) due to a very narrow scope.
Updates have been made to scope and the second RFP is estimated to be released end of October 2023.
FMS Upgrade
The project was delayed due to city resource availability. As of September 2024, city resources have been provisioned for this purpose.
The project is set to go live in February 2024.
EOC Next Generation
Delays have occurred due to building infrastructure completion such as electrical connectivity to the buildings (PG&E).
City teams plan to work on temporary occupation in November 2023 and complete occupation in January 2024. The temporary occupation will allow partial use of the buildings until complete occupation.
Vehicle Blight Management
System
Project is delayed from December 2023 to January 2024 due to a delay in the contract execution.
The complex multi-departmental nature of the Vehicle Blight Project, including multiple sub-projects, delayed finalizing the contract. Additionally international holiday schedules (the development team is primarily based in India) are also impacting the final delivery dates, thus pushing the go-live date by 4 weeks.
Project is set to go live in January 2024.
Environmental Enforcement
Data Mgmt System Project is in queue for the Request for Proposal process.
Public Meeting Technology
Delay is due to an original workflow did not meet the needs of City staff during testing for agenda package creation. New workflow has been created and currently in testing phase. New go-live date in November 2023.
Project Status Updates
Project Name Status Updates
Mitigating
Action
Needed
8 C3PO Current Technology Projects
9 New/Enhanced Project Management Standards
What Previous Practices New Standards
Initiating - Charter template - Project scope statement and priority matrix - Standard folder structure with pre-loaded
templates and instructions
Planning - Charter template - Project Kick-Off instructions, agenda, and email template
- Project charter template
- Steering Committee agenda and email
templates
Executing - Various methods such as
excel, Microsoft Project,
Scrum board.
- Steering Committee
meetings
- Project Management Excel template with
instructions
- Change request template
- Change management template
Monitoring - Various templates - Risk Planning Template - E-mail template for monitoring
Closing - Project closure rating - After Action Review meeting (instructions, agenda and email templates)
Jesse Juarros, Division Manager, Information Technology Department Shirley Duong, IT Products-Projects Manager, Information Technology Department 10 Questions and Feedback