Annual IT Performance Report

1. IT Portfolio Annual
Performance Report
City & County of San Francisco
C o m m i t t e e o n I n f o r m a t i o n Te c h n o l o g y
Performance Subcommittee
Blair Adams CTO-April, 2009

2. Role of Subcommittee
• Project management best practices
• Performance status of COIT portfolio

3. Members
Members Department
Blair Adams (Chair) Department of Technology
Vakil Kuner Department of Human Services
Dale Riley City Attorney’s Office
Peg Stevenson Controller’s Office
Norm Goldwyn City Administrator's Office
Gina Tomlinson Municipal Transportation Authority
Pat Cox Parks and Recreation Department
Linda Yeung City Administrator's Office
Jon Walton Director of COIT
Brian Roberts COIT Coordinator

4. Milestones
First Quarter
Second Quarter
• Project management
methodology policy • Project management
communication strategy methodology guidelines
• Technology project • Project management artifacts
management policy • Project review checklist
• Transition of ‘chair’ role
Third Quarter
Fourth Quarter
• Project review presentation
• Self assessment questionnaire
template
• Annual performance report
• ‘Top 10’ project review
presentations

5. Participation Ratio
Participants
24%
Non Participants
76%

6. Approval Ratio
Declined
41%
Approved
59%

7. Project Deferrals
Deferred
10%
Budget
90%

8. ‘Top 10’ Funds Ratio
Non Top 10
42%
Top 10
58%

9. ‘Top 10’ Projects
Spent
19%
Funds
81%

10. Top 10 Projects
Project Manager Project
Shelley Thompson Project eMerge
1
Human Resources $13.3M
Dave Counter Behavioral Health Fiscal And Clinical System
2
Public Health $9M
Hans Lofeld New Scada System Implementation
3
Public Utilities Commission $2.5M
Gerry Schmidt Automated Biometrics Identification System
4
Police $1.7M
Jon Walton Data Center Relocation
5
Technology $1.2M
Ephrem Naizghi Asset Management System
6
Public Works $900k
Dave Counter Ed Clinical Documentation System
7
Public Health $892k
Michelle Geddes Automated Vehicle Location (AVL)
8
Emergency Management $832k
Hans Lofeld Advanced Metering Infrastructure
9
Public Utilities Commission $808k
Sam Kwong Automated Permit Tracking System
10
Building Inspection $400k

11. Funding Allocation
$0 $3,750,000 $7,500,000 $11,250,000 $15,000,000
Airport
Assessor
City Attorney
COIT
DBI
District Attorney
Emergency Management
GSA
Human Resources
Human Services
Juvenile Probation
Library
Parks and Recreation
Police
Public Health
Public Works
PUC
Technology

12. Portfolio Health
Overall
Scope Schedule Budget Overall
Economic down-turn resulted in more
stringent procurement approval process

13. Chaos Report
On Time / On Budget:
28%
Late / Over Budget:
54%
Failed Outright:
18%
Standish Group International Inc. 2004

14. Findings
Challenges in FY2008-2009
• Tracking of project budget burn rate
• Quality assurance of milestones
• Responsiveness of project managers to status requests
• Large portfolio to track with small team
• Status of projects within other subcommittees
Recommendations for FY 2009-2010
• Project portfolio financial reports via FAMIS (EIS)
• Spot audits of IT projects via Controllers audit team
• Quarterly status reports from project managers
• Higher level of coordination between subcommittees

15. Summary
Key Metrics at a Glance
Proposal approval ratio 61%
Approved portfolio value $43.8M
Deferred or on reserve $4.4M
Current portfolio value $39.1M
‘Top 10’ project value $28.7M
‘Top 10’ project spent 19%
Top 10’ project as percent of total 58%
Departmental participation rate 24%

16. Special Thanks to:
Brian Roberts
Monique Zmuda
Thomas DiSanto