Accept the Technology Oversight Committee Quarterly Report
Technology Oversight Committee
Quarterly Report to Council
Quarter 1, 2023
PART I – Technology Project Oversight
Background
On February 2, 2011, City Council approved Resolution #36844 creating an independent five-member citizen committee for City of Portland technology projects. On July 12, 2019, City Council adopted changes to City Code Chapter 3.15.090 to establish the duties and authorities of the Chief Administrative Officer and Chief Technology Officer respectively as they relate to Technology Project Oversight. On June 29, 2011, Council adopted an update to BTS Administrative Rule (AR) 4.01 – Technology Project Intake as well as a new rule (BTS AR 1.07) on Technology Project Oversight.
As stated in BTS AR 1.07, technology project oversight for the City of Portland may include citizen oversight and quality assurance.
Citizen Oversight
The citizen members of the Technology Oversight Committee (TOC) are:
| Representing | Member |
|---|---|
| Mayor Wheeler | Dr. Wilfred Pinfold - CEO Urban.Systems Inc. |
| Commissioner Gonzalez | David Tunley |
| Commissioner Mapps | Dr. Jimmy Godard |
| Commissioner Ryan | Leland Knell |
| Commissioner Rubio | Dyanna Garcia |
Quality Assurance
Quality Assurance (QA) – provided by external contractors – is a required component of projects under the purview of the TOC. The role of the QA consultants on a project overseen by the TOC is to provide guidance and oversight to the City staff on the technology project, but ultimately to report the QA’s unbiased findings to the TOC.
Responsibilities
The TOC is staffed by the Office of Management & Finance (OMF) Business Operations Division. The Bureau of Technology Services (BTS) provides expertise to support the TOC through the duration of projects overseen by the TOC. Customer bureaus whose projects are under the purview of the TOC are responsible to provide accurate and timely project information to OMF and the TOC from the time of project intake through TOC monitoring to project completion.
PART II – Technology Projects under TOC Oversight
Office 365 Implementation Project
Portland Police Bureau
Project Description
The goal of this project is to provide the Police Bureau with the ability to collaborate with the rest of the City using the Microsoft Office 365 product. Police email accounts will be migrated to Office 365 and eliminate the need to replace their on-premises Exchange email servers that have reached end of life.
The project will be completed in phases:
Phase I – Discovery
Phase II – Pilot, Testing, and Migration
SharePoint Online
Major accomplishments January – March 2023
The project is still in Phase II. It is slightly ahead of schedule, below budget, and there are no changes to the scope. It continues its green rating across all QA measures.
This project deployed Office 365 earlier this year, and all deployments are now complete. The project team is projecting a completion date of July 2023 with high confidence. Service tickets continue a downward trend. There are no changes to staffing.
Upcoming milestones
Resolve misc. inter-organization communications issues.
Provide technology for the Office of the Inspector General (OIG) SharePoint site development.
Set up a test environment.
Risks and concerns
A list of OIG SharePoint technical requirements depends on administrator testing, which wasn’t available until early March.
The project team is unable to provide the Police SharePoint administrator with all technology requirements within the time required.
Six post-migration service tickets open. Page Break
Color rating
Record Management System (RMS) Project
Portland Police Bureau
Project Description
This project will upgrade the Police Bureau’s Record Management System (RMS), Versadex, such that files are pushed to the vCloud (vendors cloud solution) for storage. The intent of this project is to streamline processes and reduce support costs. A prior RMS project was suspended due to a loss of funds in 2020, so the Police bureau is behind by multiple software versions of this key platform. Both the Multnomah County Sheriff’s Office and Gresham Police Department have made the switch to the vCloud solution.
Major accomplishments January – March 2023
This project is beginning the design phase and has not been given a color rating by the TOC yet.
Upcoming milestones
Develop specification requirements from design scope
Deliver a documented architecture based on design specification requirements
Deliver an updated implementation schedule, project plan, and budget from design deliverables for the Implementation Phase
Deliver a change management plan
Risks and concerns
Risk to Implementation Schedule from design estimation impacts on scope, schedule, and budget.
Risk to project on the VPN connection to the vCloud.
Risk to Implementation Schedule exists due to Charter Reform activities with BTS Team members including PM.
Risk to Implementation Schedule exists due to resource needs, which are consistent amongst the vRMS Cloud, vCAD Upgrade to version 7.6, Police Office 365, and the upcoming Body Worn Camera projects.
Infor Project
Portland Water Bureau (PWB), Bureau of Environmental Services (BES)
Project Description
Currently there are multiple Asset Management Systems used across BES and PWB. Both BES and PWB have been using Oracle Utilities Work and Asset Management (OWAM) for managing assets. In BES this system is named Synergen and is in use for the treatment plant.
Oracle discontinued its OWAM support in August. BES has also used the Infor’s Infor Public Sector product for over 15 years to manage collection systems assets and is named Hansen.
Rather than update the multiple asset management systems of BES and PWB, both bureaus decided to form a combined team and solicit new vendors, ultimately selecting Infor and their application, Infor Public Sector (IPS). This project will migrate both BES (OWAM and IPS) and PWB (OWAM) assets onto a new cloud version of IPS.
Major accomplishments January - March 2023
This project has been introduced only informally to the TOC and has only had a partial rating done by QA, with no TOC rating yet. As such, a rating table has not yet been created. The project team’s formal introduction of the project to the TOC will occur in May, and over this past quarter they have setup an implementation schedule and project timeline. Currently this project is in the execution phase. It is also in the process of negotiating a statement of work with Infor Public Sector for implementation.
Body-Worn Cameras Project
Portland Police Bureau
Project Description
The City will adopt body-worn cameras to improve public trust, police accountability, risk management, and training opportunities. Council appropriated one-time funding of $2.6M for the body-worn cameras program and Council approved the release of a Request for Proposals (RFP) on February 9, 2022.
Major accomplishments October – December 2022
The project team has chosen Axon as its vendor and has signed a contract with them.
Official Record (Efiles)
Impact Statement
Purpose of Proposed Legislation and Background Information
This report covers the activity from January through April 2023. The report summarizes the status of the technology projects under the Technology Oversight Committee’s (TOC) purview.
Financial and Budgetary Impacts
- This action does not have any costs to the City.
- This action does not affect current or future staffing levels.
- This action does not create or modify any financial obligation.
Community Impacts and Community Involvement
The report will inform Council on the progress of the TOC. The community will benefit from the increased accountability and transparency of City technology projects.
The committee is made up of five members of the public who were each selected by a City Council member. These community members have been involved in creating the committee operating principles and procedures. They reviewed the draft of this report and provided feedback.
The continued involvement of public members is expected for the duration of this committee. Members of the TOC may testify at Council when the reports are presented.
100% Renewable Goal
Not applicable.