COIT Planning & Budgeting FY2012 - 2013 January 9, 2012

Technology Plan SECTIONS 1-3; 5-11 DUE: January 13, 2012 All departments with technology expenditures and/or technology staff must complete Sections 1-3 and 5-11 to provide an overview of their current capacity and future planning for ICT. If your department has an existing planning document that includes the elements outlined in the Technology Plan, you may attach it to the website and cite the relevant Technology Plan sections. Source: Mayor’s Office Instructions Page 43

Technology Plan SECTION 4 – PROJECT PROPOSALS DUE: February 21, 2012 Departments that are proposing new or ongoing technology projects for FY 2012-13 should complete Section Four of the Technology Plan for review and approval by COIT. New Enterprise Dept projects should be loaded into the Budget System. New General Fund supported projects should not be loaded in the Budget System by Departments; project details will be loaded centrally upon final approval by COIT. Source: Mayor’s Office Instructions Page 43

Definition of a Project Technology Project: 1. A new ICT initiative that would increase the one-time or annual ongoing personnel (or contractual staff) costs to the city by more than $100,000; or 2. A project with a total project cost (personnel and non-personnel) of more than $100,000. Technology Equipment: Expenditures related to basic maintenance of ICT systems or replacement of existing ICT equipment. Unless these expenditures are included as part of a larger ICT project, they should be requested on Form 4 of the Budget Instructions and clearly labeled as “ICT” in the category section. Technology Materials & Supplies: Expenses related to routine maintenance and materials and supplies of existing ICT systems. Unless these expenditures are included as part of a larger ICT project, they should be requested as part of a Department‘s operating budget and outlined on Form 3A of the Budget Instructions. Please use the appropriate subobjects for technology expenditures. Source: Mayor’s Office Instructions Page 43

Project Categories 1. Departmental City Business Strategy (in lieu of Major Service Areas) 2. Project ICT Goal 3. Project Category 4. Project Type 5. Funding Source – Type or method of paying for project. See the Categories and Ratings Document for details

Project Rating Criteria Security………………………………….…. 15% Disaster Recovery…………………..…. 10% Core Business Support………………. 10% Compliance………………………….…… 10% Efficiency – ROI, Cost Reduction/Avoidance………………... 15% Department and City Infrastructure……………….……. 10% Scope………………………………………… 10% Department’s Highest Priority…... 10% Innovation/Transformation…….… 10% See the Categories and Ratings Document for details

Project Review Process January Review Process and Current Year Projects. Determine Rating & scoring method. February Review, Categorize, and Score FY12-13 Plans and Projects March Subcommittee considers Proposals from Enterprise Depts April 19 COIT Review & Approval for Enterprise Dept Proposals April Subcommittee considers Proposals from Health & Human Services, from Public Safety Depts, and remaining GF Depts May 17 COIT Review & Approval for Remaining Dept Proposals May Subcommittee finalizes Approval Recommendations

Each COIT Plan Has 11 Sections 1. Department Mission & Services 2. Staffing & Organizational Structure 3. Technology Financial Information 4. Project Initiatives, Proposed Projects, Approved Projects Including Summary Level and Funding Components. 5. Technology Architecture, Standards & Policies 6. Technology, Services and Processes 7. Technology Applications Portfolio 8. Technology Infrastructure & Telecommunication 9. Technology Information & Data Management 10. Technology Security & Business Continuity Supporting Documents 11. Technology Risks, Legal Mandates & Business Opportunities.

Steps for Advancing Projects for Funding Open New Initiative(s) Promote to Proposal(s) P&B Subcommittee Evaluates and Recommends COIT Reviews Recommendations Approved Projects Designated

http://crmproxy3.sfgov.org/ User Guide is available online. Or contact Charles Thompson for walkthrough.