July 14, 2011

MEMBERS
Gina Tomlinson, Chair, Chief Technology Officer, DT
David Counter, CIO, Department of Public Health
Daniel Gonzales, IT Manager, Airport
Susan Kearney, CIO, Port of San Francisco
Mitch Sutton, IT Manager, Department of Emergency Services
Brian Smith, IT Manager, Planning Department
Ephrem Naizghi, Acting Chief, Department of Public Works – Representative Harold Matet
Shelley Thompson, Project E-merge Manager, Office of the Controller
Art Wong, Municipal Transportation Agency
Emma Woo, Public Utilities Commission
Susan Giffin, Police Department
Ron Vinson, Acting COIT Director

1. Call to Order
The meeting called to order by Chairperson, Gina Tomlinson at 10:03 a.m.

2. Roll Call
Gina Tomlinson, Chair, Chief Technology Officer, DT
David Counter, CIO, Department of Public Health – representative – Almir Guimaraes
Daniel Gonzales, IT Manager, Airport
Susan Kearney, CIO, Port of San Francisco
Mitch Sutton, IT Manager, Department of Emergency Services
Brian Smith, IT Manager, Planning Department
Ephrem Naizghi, Acting Chief, Department of Public Works
Shelley Thompson, Project E-merge Manager, Office of the Controller
Art Wong, Municipal Transportation Agency
Emma Woo, Public Utilities Commission
Susan Giffin, Police Department – Representative Anita Sevilla
Ron Vinson, Acting COIT Director – Representative Brian Roberts

Members Absent
Susan Giffin
Ron Vinson
Dave Counter
Shelley Thompson
Ephrem Naizghi

Guests
Derek Lawson, Cornerstone
Steven Massey, Ethnics Commission
Andy Maimoni, 311
Dale Riley, City Attorney Office

DT Staff
Matt Reeves
Brian Roberts

3. Approval of meeting minutes
The minutes for March 9, 2011 and May 26, 2011 approved.

4. Approved Proposed Cloud Policy – Gina Tomlinson
Chair Tomlinson presented to Subcommittee the updated Cloud Policy for review and approval. The Subcommittee discussed policy. Brian Smith asked if there is CCSF management requirements. Chair Tomlinson stated would be in various COIT mandates and requirements within various IT policies. Chair Tomlinson commented for external cloud computing requires users to agree to terms of service agreements and must be approved by DT and City Attorney’s Office. Additionally, all cloud computing have agreements not retroactive and only relates to agreements moving forward. Chair Tomlinson stated will continue to receive edits and suggestions from Subcommittee and will present updated Cloud Computing Policy for approval at next meeting. Susan Kearney requested the suggestions/comments submitted by Subcommittee distributed to all members.

5. Review/Approved proposed Email Policy – Chair Tomlinson
Chair Tomlinson presented the updated Email Policy currently on COIT website for review. Susan Kearney suggested standardize dates by the original policy, revise policy noted. Chair Tomlinson requested Mr. Roberts to relay this request to Chairs of other COIT Subcommittees. Susan Kearney stated also make the effective date part of policy template.

Brian Smith asked what departments granted exceptions to Email Policy and what happens to the departments. Chair Tomlinson responded there would be a meeting to discuss hybrid approach and the next steps. Chair Tomlinson stated Jon Walton sent out a request to complete exception request for full documentation. Chair Tomlinson stated public safety departments currently have exception. Chair Tomlinson is requesting Subcommittee to approve this policy with noted departments that have exceptions. Subcommittee requested to know what the hybrid solutions would be before approval of policy. Chair Tomlinson stated Subcommittee to review and submit comments for review/approval at next meeting.

6. Review Status of 200 Paul Virtualization

Chair Tomlinson reported Felix Labunsky is currently on personal leave and Matt Reeves will present update on 200 Paul Virtualization. Mr. Reeves reported the following:

• Phase 1 - 200 Paul DT Server Virtualization
  Completed Phase I migration on June 30; and schedule to move more department servers’ to 200 Paul. Currently 130 plus virtual machines is hosted across three UCS Chassis.
• Phase 2 - DT and Department Servicer Virtualization
  Expanding storage infrastructure to accommodate phase 2 servers, 120 Terabits purchased for phase and future growth.

Phase 2 Scope - Currently have 30 DMZ servers at 200 Paul that have not converted. Those are outward base devices creating the DMZ environment separate from the current production environment. 311 (10 servers), Tax Collector (5 servers), and Controller’s (15 servers), are the next departments scheduled to move to 200 Paul. After that process is completed, the next department will be Recreation and Park.

The storage needs of 20-30 usable Terabits increase by 120 therapies to position ourselves for more incoming load. Chair Tomlinson stated cost allocation module, cost for virtualization process were supposed to be complete last month but there were issues with that process. Chair Tomlinson stated a table with detailed cost proposal that we will be reviewing with Jon Walton on Monday to finalize would be release after that meeting. Chair Tomlinson expressed apologies for the delay in releasing information but were dealing with some unknown issues in June and did not want to release until all information was complete. Chair Tomlinson stated going on what is in place at 200 Paul and when the Airport Data Center is up and running will have to review cost model.

Subcommittee discussed the cost associated with building servers. Chair Tomlinson stated an email communication from Jon Walton on costs breakdown out to departments.

7. Review Status of Wi-Fi Proposal
Chair Tomlinson discussed the Wi-Fi Proposal. COIT developed a committee chaired by Jon Walton to discuss Wi-Fi strategies and locations. DT has developed template solution and will be live and in production starting this week. The Wi-Fi committee will be reviewing that configuration for structure and strategy and make some final decisions on the process. We are looking at various ways to implement Wi-Fi in the City and vendors and business partners want to avail themselves to provide that service. City leaders want this project completed as soon as possible.

Chair Tomlinson stated the America’s Cup Committee has participation across the City and within that committee and in discussions on America Cup Wi-Fi for this event. Chair Tomlinson stated no decisions made on Wi-Fi construct within the America’s Cup project team. Chair Tomlinson stated this Wi-Fi project is a wholly DT owned, operated and managed project. Chair Tomlinson stated our hope is for guest access across the City. Brian Smith asked about bandwidth issues and the security of Wi-Fi. Matt Reeves responded initially would use at own risk There are backups in case something happens to primary and will implement a splash page explaining the caveats and disclaimers Mr. Reeves stated the City network is completely separate from this system.

8. Review Status of DT VoIP project
Chair Tomlinson reported on piloting Cisco VoIP initiative and have just procured hardware, and is on site. Plan to begin installation of hardware the second week of August. The infrastructure will reside at 200 Paul. The pilot will start with 110 DT users located at One South Van Ness and DT users at external sites.

9. Discussion: New infrastructure Policy to review/propose
Chair Tomlinson asked if there are any new policies or issues the Subcommittee members would like to review in these sessions. Brian Smith commented the DT issues currently discussed are more long term. Mr. Smith suggested smaller projects Subcommittee can participate and show cost savings plans we can find or Subcommittee members can submit five issues we do now as individual departments that we could either purchase products together and save money or pull resources that can help departments IT infrastructure and strategic consolidation.

Susan Kearney stated with many of citywide initiatives and projects her attention is focused dealing with them. Ms. Kearney stated there are large projects coming online such as the Emerge scheduled for October, Chair Tomlinson stated Emerge will cause drastic changes and scheduled for September-October rollout of 500 users. Chair Tomlinson stated there would be a town hall before user pilot kickoff. Chair Tomlinson stated it is a challenge for Subcommittee to address small projects, in addition to projects with General Hospital, 525 Golden Gate, America’s Cup, Airport Data Center and DT projects.

Ron Vinson suggested the Subcommittee could discuss the EA agreements. Brian Smith suggested subcommittee could do an analysis on City anti-virus licenses.

Chair Tomlinson requested Subcommittee continue to think about items subcommittee can address.

10. Discussion: Agenda for Next Meeting
Approve Cloud Policy
Approve Email Policy.
Provide updates on Wi-Fi
Provide updates on Virtualization
Update on Airport Data Center

11. Public comment:
None

12. Adjournment:
Meeting adjourned at 11:35 am