1. Committee on Information Technology Regular Meeting February 24, 2011

2. Agenda Subcommittee Updates Data Center Update Email Update 2

3. COIT Subcommittee Update Reformation of Subcommittees to improve performance and expand membership Planning & Budget – Monique Zmuda Architecture – Gina Tomlinson Performance & Resources – Brent Lewis 12 Members per Subcommittee distributed across MSA’s and mix of technology and business leaders. 3

4. COIT Subcommittee Membership 4 Architecture and StandardsPerformance & Resources Planning & Budget Gina TomlinsonDTBrent LewisDHR Monique ZmudaController David CounterDPHPhil ArnoldHSA Teresa LeeAirport Daniel GonzalezAirportDale RileyCity Attorney Brian StrongGSA Susan KearnyPortLinda YeungGSA Ken BukowskiDT Mitch SuttonDEMTajel ShahTreasurer Gregg SassDPH Brian SmithPlanningJeana PieraldeDT Meghan WallaceMayor Ephrem NaizghiDPWPat CoxRec & Park Brian BannonLibrary Shelley ThompsonControllerJaci FongOCA Ken SalmonPUC Art WongMTAMichelle GeddesDEM Bella FudymAPD Emma WooPUCJulia DawsonAirport Vakil KunerHSA Susan GiffinPoliceMary FitzpatrickController Travis FoxMTA Jon WaltonCOITJon WaltonCOIT Jon WaltonCOIT

5. Questions 5

6. Data Center Consolidation Progress 6 Airport data center project underway. Two years of staff support provided by DT, DPH, Controller, HSA, DPW, PUC, and Police. Recruitment of vacant positions underway Initiated virtualization portion of the project. Finalized second site discussion.

7. Second Site Recommendation 7 200 Paul is recommended based on; Cost Flexibility Availability Years

8. Estimated Project Costs 8

9. Projected ROI Detail over 15 years 9

10. Summary of Project Cost and Benefits Operational – Shared facilities creates opportunities for more efficient shared service delivery. Better data centers reduces disaster risk and improves readiness. Creates a roadmap for optimizing other common citywide IT services. Improved Green IT operations. Fiscal – $15M capital investment yields estimated $42M savings over 15 years. Virtualization reduces equipment replacement costs over time. Cost avoidance of new “department” centric data center construction. 10

11. Questions 11

12. Citywide Email Consolidation Update DT pilot completed. Meeting with departments regarding unique requirements. Continuing security testing with Microsoft. Working with City Attorney’s Office on Amendment to standard Microsoft Agreement. Final bids received for citywide licenses. Established Email Executive Steering Committee. DT, Controller’s Office, Public Health, City Attorney, City Administrator 12

13. Email 30 Day Action Plan Finalize unique department email requirements. Finalize Citywide Active Directory structure. Finalize contract amendment with Microsoft to address city security requirements. Updated project plan to assume 3,000 user conversion rate per month from Notes to Exchange infrastructure beginning in March to reduce pending Notes Maintenance costs. Prepare “Plan B” – Joint Airport / DT hosted Exchange. Will likely delay launch of Citywide email and potentially exceed current budget allocation. 13

14. Questions 14

15. Public Comment 15