3500 hours of interpretation, serving over 1000 immigrants, monolingual lep persons at events. they have translated hundreds of documents and websites and assisted over 100 victory -- 150 victims due to fire or crime. the language line interpretation -- does interpretations for 170 + languages. supervisor kim? supervisor kim: i had some miscellaneous questions asked. you brought this up earlier. this was a question i asked for the budget legislative analyst report on our fleet her your

looking at a study of how to make our fleet -- to reduce our fleet size based on right sizing analysis and i was curious as to how that work is going. i'm interested in knowing if we have the cars we need or if we have too many. we can do more sharing. i haven't -- a hard time believing that every employee needs their own car. it cannot imagine they're always out on the field. as we have older vehicles were moving off line, there are ways to look at that. how is your office looking at that? >> i have a few initiatives going on. we're going to send out the yearly letter writers to look at the take-home vehicles and reduce their fleets and remind them about the health the air clean transportation ordinance. we have a city car sharing agreement with city car share where we're trying to encourage

departments to use city car share. we have a very good vehicle pool where we're reducing vehicles, we have a city hall and vehicle pulled. we're trying to get those in different corridors where we have groupings of offices and working with those departments. we have new technology that is helpful to us in identifying where we should put up vehicle pulls within the city and virtual pools where there -- you have these different cars in different locations that we could maybe not use that often the work with different departments where they can share those vehicles. we're working with departments through the city fleet manager and through jackie fong to work with those departments in coming up with solutions to reduce the department's fleet where they can keep their business operations moving.

>> thank you. i appreciate the work. i also notice that you have one new position dedicated for purchasing for hsa. a pretty high volume of purchase requests. i was wondering if this is new demand or something existing. what is generating this volume of requests? >> i will point that question to the city purchaser. >> the position for hsa is due to the fact that they have to respond sometimes very quickly to their clients' needs. whether it is providing shelter, in some cases, they may go to the assistance of a child and

have to relocate them very quickly. and so they have asked for assistance in having someone on site with them. supervisor campos: thank you. -- supervisor kim: thank you. as much as possible, i am excited about potential new funding for support. i do find it challenging to work with multiple departments and i am glad that you're sitting down to coordinate this work but i didn't -- i do want to be thoughtful about where we place positions. i am sure that we're able to pick up that kind of work as we move forward. i am appreciative of the budget you put forward in the sense that there was not a general fund request for budget. i think it makes sense to move forward with a lot of the new requests you have in place. i am not sure -- we can

continue that dialogue offline as we continue the budget discussion for the next week and a half. thank you. thank you for the presentation. let's go to the budget analyst report. i am guessing that department is not yet in agreement. >> we're still working with the budget analyst. supervisor chu: thank you. >> the -- i agree with the city administrator with respect to the fact that there are -- much

of this increase is due to transfers in the redevelopment agency. we're using these increases based on the controller's numbers. she is correct in pointing that out to you. i would reemphasize that. it does not change our recommendations. it is a fact. our recommended reductions to the proposed budget for 13-14, is ongoing savings and 1,500,000 is savings. we're still working with the department and we will report back next week. supervisor chu: thank you and thank you to the city address trader. we will see you back next week. perhaps you'll be staying for some of the other gsa departments. next apartment is the department of technology. i am going to plead for your concise presentation and answers.

>> the afternoon, supervisors. acting chief information officer. i will try to be concise. you have the handout before you. i will touch on a few of the high points. hopefully that will give you time to ask questions if you would like. i want to highlight the two-year budget outlook. we're seeing a slight increase although we are achieving our savings goals. the increases are due to the fact that we have some adjustments to salaries that will take effect, that will increase our overall budget. on the next slide which i think there is the more relevant one that i have asked you to look at, we're still seeing the

downward trend overall in the last five years of our budget. this year, what we hope to achieve is achieving our savings goals and see a leveling out of the staffing levels. we're seeing a slight increase in staffing as we start to transfer in some functions from other important projects as we support the airport project and other projects we plan on bringing some additional staff back into the department. i asked a lot in a previous hearings how the city i.t. budget compares to the rest of the world, to our peers out there and we have done a study over the last year. it is a complex question because we are a highly decentralized organization. 25% or 35% of the spending is recognized. the overall budget for the city

if you add up all the departments'budget is fairly consistent for we see in the u.s. our uniqueness is the fact that we are highly decentralized in the fact that only 20% of the staff i.t. work force works in our department. the restaurant in supporting the departments directly -- the rest are out in supporting the departments directly. we split our budget into five major areas, divisions, if you will in our department. we have our basic operations which is a very large part of our budget. this is all the behind-the- scenes spending to keep the datacenter running and support the mainframes and things like that. we have another part that we

call the public safety area which is focused on the technologies related to public safety and wireless communications for radios and data transfer and the public safety agencies and out in the field. we have another area focus on database services, innovation, applications, that is one of the areas that we're starting to rebuild overtime. it is where we are transferring, some of the staff back into that area that had been allowed to in the departments. we have a government and our reach budget -- outrage budgout. we facility those meetings and stuff was meetings to ensure departments and getting the funding and support they need and we support the strategic plan and the policies around them. we do important work toward the connecting you and other commissions to the public

through sfgtv and the website where we support over 60,000 web pages. our final area is the administration area which to some can look to be a rather large percentage but that is where we pay all the phone bills for the city out of that so we are -- the caretakers for large amounts of funding on behalf of other city departments for some of those essential services. i have been asked before, what do we get for our money? what is the result of that investment? i will not read these achievements in details -- in detail. this is the day-to-day operational things we do to keep the systems running. we manage the fiber systems and manager agreements with vendors, a key vendors to do strategic projects like phones and voice- over ip and public life i -- wi-

fi. we are maintaining the uptime and we have a large federal a funded program. we are establishing computer centers to get under privilege and underserved people connected to the internet and to broadband services and training and technology so they can utilize the skills. we continue to work with departments to redesign their websites, develop applications for them, and give them the support they need as they implement new technologies. a lot of these new projects you hear about out there that are essential like online forms for the treasurer and tax collector and assessor. there would not be successful if we did not manage the systems behind-the-scenes said that the data center was available at the network was available and things like that. i am happy to report because we

have got some great leaders and brake hard workers, a lot of the funds your allocated went to developing and supporting these new technologies. that resulted in a number of awards and recognition at a national level especially around the things we're doing with social media and interacting with the public through facebook and the mobile applications we have launched on the iphone and android phone citizens -- systems. they can watch these board meetings and listen to audio recording -- recordings in a mobile way. which i think is for us and new and exciting era that we are providing. when we surveyed the public and talked to the public, one of the key things is to better connect city government to the public and to restore the public trust.

just to remind you of some of the current and ongoing projects that we have talked about in the past and we continue to support in the department. we have the data center consolidation project. we're now entering into the second year of that two-year project. we have the e-mail conversion project. we're continuing to work on that. we continue to expand fiber and to leverage that as revenue opportunities to. we continue the refresh program which is focused on helping departments to -- should not have the funding for new pc's and equipment they need to combine their buying power to get some of the new equipment they need to use these technologies. they're very old computers in the departments which is limiting their ability to take advantage of these new technologies. the good news -- supervisor chu: i know that

supervisor chiu has joined us. i think he is here with us. president chiu: a quick question is to the comptroller's office or the mayor's office. every year, we get an accounting of what all the various i.t. budgets are across other city departments and we have a lot of detail from mr. walton about his department. do you have an analysis of i.t. spending in other departments? >> good afternoon. we did do an analysis this year to look at the budget, both this past budget and the proposed budget for i.t..

the amount is $100.90000000 -- $190 million. president tchi: have begun an 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