analysis of what the actual saar for this past fiscal year compared to what we budgeted. last year? >> we could do that. i do know that in some instances, the funds are spent in a different fiscal year of then in which there were appropriate. we have a large project that may be funded but it takes two years to expand the money. the budget and the expenditure are not necessarily a match but we can provide the total spending to the committee as well. presdienident chiu: the puc's actual was higher than was budgeted and i wanted to get a sense of whether that is the case for other departments. >> it is very likely, the puc and most of the enterprise departments, they do budget in one year even though it might

take two or three years to spend the money. it would not necessarily be uncommon for those not to match perfectly but we can provide the information on an actual basis. president chiu: we all agree with the goal of centralizing our technology we can but it does seem as if the department of technology's budget, we have been forcing them to engage in cost-cutting but the i.t. budget still remain very substantial. that is something i think all of you know i've been focused on. i have a number of other questions but our colleagues have been here for a long time. i will ask them in private. thank you for being here. >> thank you. supervisor chu: i appreciate the presentation and i am glad we're moving forward with the [unintelligible]

this is something i asked about last year as well. converting to a look from lotus which is something i was surprised -- i did not know it existed so i cannot call a old. i'm curious as to how that conversion is going. i heard that, the types of microsoft outlook that we purchase was causing e-mails problems. people were losing their e-mail and a number of things were happening. which prevented the rest of the system from getting converted. i was wondering if you could talk about that. >> i will talk for about that. i do not have the specifics but i can share with you my observations. i will -- i apologize that no one knows that lotus exists anymore. we're happy to convert to a new

consolidated the mayland platform, a cloud based e-mail system similar to gmail. the system that we were license was the first generation of the microsoft on-line e-mail system that, clegg's referred to as -- commonly referred to as bpus. when we followed up with department, kohler this thing's k.r.g. user training. a lot of people that not realize where to look for their e-mails are messages. we did a lot of investigations and we could not find any cases were anything have been deleted or lost. the good news is there has been -- the comptroller's office, we converted them.

the department of human resources and others, that has been one of the more satisfying projects because everyone who goes all the new system is excited and the fact it has more functionality and is using -- easy to use and what they're used to using. we're about to embark on a microsoft is changing the first generation of e-mail. they have been doing that for the last six months and we're in line to get the city system that is upgraded. that has even additional capabilities that the first generation did not have an ally of the departments that expressed concerns about the functionality of the first generation have told us that there excited about getting on the new version. supervisor chu: what generation of all look are they on right now?

>> they are transitioning all of their users that are on the initial system to the new season -- system. >> now they're moving to it through 65. there is nothing in between? >> it is a rare branding of their product. is it behind the scenes of great. there is nothing we have to do. it is what they call back office upgrades that will get to realize the benefits of. supervisor kim: in all the years that outlook has been around, they're still on the first generation and their expanding? >> they upgrade exhaust -- microsoft exchange. the first online a-list and -- system was cold -- called

bpaus. this is a significant upgrade. supervisor kim: will there be a transition without any additional work? >> vehrs about 100 pc's that we have to upgrade which we're in the press' of a journalist jeffrey it does require yuima -- we are converting. supervisor kim: i was promised that the board of supervisors would be on outlook last year and the whole fiscal -- i have a hard time accessing e-mail. when i am here i am in chambers or meetings and i am curious as

to when that will happen. >> we continue to work with the clerk of the board. supervisor kim: do you have a deadline? an entire fiscal year has passed and i was promised this would happen. >> i will check with the clerk and see if we have established a firm debris we want to make sure we do it in partnership with the clerk and all the board members are comfortable with that date for the conversion. based on our conversation, they are very excited about the new office 365 coming out in august for us. soon after august as possible, we will get you on the new system. supervisor kim: why did we not pick a gmail or cloud-based system? why is it we did not move to a system like that? >> the subcommittees' went through a least a year of discussion and analysis with

various e-mail systems. willits that the newer version of lotus and it was the recommendation of the city that we go with exchange. we have 70 e-mail systems that we support. wanted -- wanted to implement something that would get accepted widely by the city and jameel was discussed but we looked at the project and we thought we could overcome the challenges by going with the exchange. supervisor campos: thank you. -- supervisor kim: thank you. >> i will go back to my last few slides really quickly. on the major project update, supervisor jim pointed out we

continue to roll out e-mail. we are hoping to speed that up now that the new version is coming out in august. the data center consolidation project is going well. we're pleased with how that is going. we had some great successes on the city wide broadband program, ruling out free wi-fi sites and the btop program, connecting homework and community centers to the internet to get connected. we continue our voice-over ip project. dark fiber leasing, we continue to expand that. we finished a couple of projects and we have one under way to release them some fiber and we're working on america's cup project and things like that for dark fiber as well.

we feel that we can assist the city -- we have analyzed the phone bills to look for unused lines and different rate plans to save the city on phone costs. we have a program where we are reviewing all technology purchases, we look for areas where department are buying things we think there is a cheaper way to do it and we work with them to realize some cost for the city and we continue to work on the program or we get people to buy software products together through software agreements. we renewed our buy -- via program and we save almost a million dollars a year. we implemented a few other city- wide software agreements for

geographic informations systems and for pdf software so people could utilize those without having to buy their own software. we are working with the other big vendors. contracting has always been a decentralized function in the city between departments. sometimes getting everyone to come to room -- a room and agree can be a logistical challenge. >> i am wondering if you can follow us on an estimate of what we think we have helped the city to save with these efforts. i am not sure what we have been able to save in terms of eliminating the land lines. as we get rid of those landlines we are exponentially increasing our salary -- cellular plan. we have our old previous fines and now we have data plans on the phones so the growth and

expense in our technology and how much we are spending seems to be going up. i would love some -- like some backup information and if we are going down acellular path, what can we do to reduce expenses? i wonder how we plan to rule that out over time. we had put in the budget this past year money to invest in pursuing those contract projects. i do not have any sense of where those are and where the big ones that are left to be negotiated. can you provide that information for us? >> we will do that. we do have an active intern program where we have brought in insurance to work on various programs. on our website, maybe

translation services are not perfect. we do maintain 60,000 web pages. we would get very literal direct translations of all those web pages after they were -- if departments cannot afford those specialized excellent translation services. we do work with departments to allow users to translate the basics of this pages into their chosen language. all the technology we're putting in place, with six different languages. the equipment we put into the site support english, chinese, russian, spanish, of the vietnamese. that is the end of my presentation. supervisor kim: thank you. do you have agreement on any of those areas? >> we have not had time to reach agreement on all the areas. we did have agreement on one

item for $8,000. sales tax. supervisor kim: we will not be taking action on them. just a question. there is a number for -- of project closeouts explained at page 91. i am imagining that some of the unexpended balances, there might be -- never mind on that. >> it is interesting to note that the department agrees with $8,000 of our total recommended reduction, close to $3 million. we have an agreement of $8,000. if i sound sarcastic, i am. our recommended reductions -- of

that amount, over 1 million is ongoing savings and 239,202 is savings. we recommend closing out to the general fund. these are prior year and expended general fund incumbrances, resulting in a 12- 13 of 1,200,000. on 13-14, the recommended is -- these would result in over 1 million into the general fund. the supervisor campos: thank you -- supervisor chu: thank you. supervisor kim: i have concerns

about the surplus that the report has brought forward. we need to do eckerd budgeting and there are a number of priorities so i hope we can get some sort of resolution there. i -- i believe it was being allocated for $169,000. last year we spent 1000 -- part of it. we're allocating the appropriate amount of funding. there is challenges around the acquisitions. we should try to be more aggressive about budgeting for what we think we can accomplish in the following year.

supervisor chu: thank you. our next department is the human rights commission. >> i have reduced my presentation by tasered so we will go through quickly. primarily this presentation will concentrate on what impact that has overall. to the human rights commission. as you recall, the human rights commission chartered functions to study discrimination and deal with and media -- and mediate

[unintelligible] prepare and disseminate educational materials about prejudice and discrimination, provide guidance, a technical assistance to public agencies and public private institutions. we enforce the sanctuary city ordinance, he'd crime coalition, we facilitate the human trafficking collaborative and also, the anti-policing programs. the divisions as it is right now in 2000 we have the 12 benefits division. this will be the three final

contracting leaving of the policy group and discrimination complaint investigation mediation division at the hrc. >> we received a handout. dew point as to what page. >> i am on page 4. >> going to page 5, you will see budget outlook for 12-13. what it shows is a reduction of aso positions from 41 positions in 11-12 to a reduction of 29 positions which would transition to the city administrator's

office. leading 12 positions at the agency -- hrc. we will be reducing from $5.80 million worth of total budget for 11-12 to $1.80 million for 12-13. which is a reduction of $3.90 million. go to slide #6. you can see a compared of total production for the sources of $5.841 million worth of sources of income, revenue for 11-12, down to 1.63412 -- for 12-13. about over 90% of our funding

came from reporters through various departments in -- departments in -- reporters through various departments in 11 and 12. most of the function will be transferred to the city administrator's office. if you look on slide #9, pager #9, you can see uses of funds from 2011-2012. 186,000 -- 886,000 are on service of other departments. 33.5 funded fte's for last year and 4 rudder 67,000 in general fund support. -- $467,000 in general fund support. this year, we have 1250 -- 12

ftes' and a small reduction in services from other departments. again, going through positions, authorized positions from 41 to 12 at the hrc. 70% reduction. funded positions from 33.5 through 12 positions in 12-13. up here -- you can see -- and you can read this but a graphic -- the green is the positions that are staying at hrc. current projects now that we have remaining staff. this is the african-american initiatives which is the african-american leadership council which is headed up by

commissioner davis and the african-american empowerment initiative which is done within hrc staff and some other committees. some other initiatives will be going forward with that are underway now is the lgbt initiatives and faith and community initiatives. lgbt housing clinic beyond castro which is servicing and talking to in having community meetings in communities of color with the lgbt populations and the bisexual initiative. other initiatives going forward are the sanctuary cities. the profiling of african- american -- arab, african, middle eastern people at the airport. also our anti-building programs of which we will generate the first anti-bullying video

produce with the department of public health. as a training video for all city departments. job creation for summer use. this year we have one person -- one per semester of d.c. if -- dcyf. this is between eight and 12 entrance. people in interns from law school and also from public policy university. -- university. we have between six and eight insurance. our premier policy we're proud of is we created a lot clinic. -- a law clinic.

they provided us to full time and turns out of one of their law classes. the professor coordinated the class and it culminated in a public hearing which will have a report generated. if you have questions about the of transition which is the primary thing we're talking about, i would be happy to answer. we think it is good. we is -- a think is good as an agency. it is about time. we have been talking about this for many years and it goes back 10 years. finally will have a contract monitoring division that will be able to cross train the employees and we will be able to be more efficient. it will provide better customer service to the business community. i think we will free up the human rights commission to focus on its issue of human rights. what -- we think overall, it

will be an excellent transition. we do hope as we go forward dobie's some cost savings as we look at consolidating other human-rights activities into one agency or to cohabitate and share at city administrative services. there are other agencies that provide human rights types of programs. we have been in discussion with some of them thus far. we think over the next two years can provide a cost savings to the city which would more than overshadow the cost increase of this transfer. the cost increase will come from a transition of people, transitional facilities, and coordinating that activity between the two. in addition, i think the city administrator has plans on filling all the on filled requisitions -- unfilled

requisitions. it is an excellent strategic move for the city and ultimately a cost savings. >> thank you for your presentation. supervisor kim: i want to note that supervisor campos did call for a hearing on the transition. we will have a lot more time to discuss that the rules committee hopefully next month as the transition plan solidifies. i know that some of our colleagues might have questions about that transition. it is good to get a sense because in many ways the -- thus has overshadowed the work. i am appreciative of the time is spent talking about other projects but the anti-bullying initiative is becoming one of the primary issues that parents and families talked about in our schools. i am happy to see some of your other work on barriers for people with prior addictions and the profiling of our community,

and sanctuary cities. i am interested in the long term of about how we can have our offices consolidate services. we have the department of women's status and the mayor -- as much as possible, not decrease or diminish the resources. i do not think it needs to be a disruptive acts to share administrative services. even sharing administrative services and staffing would also

save the city money. there is also more synergy that could be taken if we were working closer together. one of the things we plan on doing, speaking to the general fund issue, one of our staff will be able to spend 50% of first-time looking for public grant funding. we intend to start seeking outside sources of money immediately to offset any general fund impact. >> it looks like you do not have recommendations. is there anything you would add? >> that is correct. pro i would suggest that the agency does not need to come back next week for presentations. thank you for your presentation.