Accept the Quarterly Technology Oversight Committee Report from the Chief Administrative Officer

Technology Oversight Committee Quarterly Report, July — September 2021 Part I - Committee Purpose On February 2, 2011, City Council approved Resolution #36844 creating an independent five-member citizen committee for City of Portland technology projects. On April 20, 2011, City Council adopted changes to City Code Chapter 3.15.010 and Chapter 3.15.070 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 (A.R.) 4.01 – Technology Project Intake as well as a new rule (BTS A.R. 1.07) on Technology Project Oversight. As stated in BTS A.R.1.07, technology project oversight for the City of Portland includes the following components: Citizen Oversight Quality Assurance Project Management Technology Oversight Committee members Wilfred Pinfold , Representing Mayor Wheeler Jimmy Godard , Representing Commissioner Mapps Leland Knell , Representing Commissioner Ryan Dyanna Garcia , Representing Commissioner Rubio Victoria Trapp , Representing Commissioner Hardesty Quality Assurance Quality Assurance (QA), which is provided by external contractors, is a required component of the City’s technology project oversight. The role of QA consultants on a project overseen by the TOC is to provide guidance and oversight to City staff on said technology project and to report their unbiased findings to the TOC. Project Management Staff from Office of Management & Finance (OMF) Business Operations and OMF Bureau of Technology Services provide committee support and technical expertise to the TOC. There were no major developments this quarter. All the templates and tools are working well. PART II - Currently Overseeing Integrated Tax System (OMF) The project has implemented an integrated tax system solution that provides portal self-service and eFiling for users and stores Federal Taxpayer Information (FTI). In subsequent phases, the ITS program is now implementing additional new taxes onto the existing platform that was successfully deployed in September 2020.. Deliverables include a customer-centric interface and a system that integrates data from multiple data sources and satisfies requirements for tax administration of all current and future tax types. Major accomplishments July - September 2021 The Integrated Tax System project is in the third Release (referred to as R3) of development, implementing Metro Supportive Housing Services taxes as well as the Multnomah County Universal Preschool for All tax. This phase is rated green, and testing and training content development is going on concurrently. This testing is proceeding ahead of schedule and project staff is focusing on increasing tax form adoption by tax preparation software partners. Business testing to ensure the system meets requirements is ahead of schedule, and the base configuration demos are complete. The project continues to operate at slightly below its budget. The City’s plan for reopening is delayed past October, and thus operations reorganization will occur right before the project’s go-live date by the end of 2022. Upcoming milestones next quarter The primary milestones for next quarter are in preparation for the January Go Live of R3: End to End system testing for R3 will be October 25, 2021 – December 24, 2021 Staff training will be December 1, 2021 R3 Go Live will be January 10, 2022 Planning is also underway for Release 4 (R4), which includes auditing and reporting, and is scheduled for Go Live in July of 2022. Risks, concerns, comments from TOC No new risks, concerns, or comments from the TOC. R2 — R4 Rollouts: October 15, 2021 Initial Estimate at TOC Intake 10/2020 Planned at Baseline Current Revision QA Assessment (red, yellow, green) TOC Assessment (red, yellow, green) July Aug. Sept. July Aug. Sept. Expected Completion through R4 9/30/2022 9/30/2022 9/30/2022 Green Green Green Green Green Green Confidence High High High Budget $27,380,000 $27,380,000 $27,380,000 Green Green Green Green Green Green Confidence TBD High High Scope Stability High High High Green Green Green Green Green Green Confidence High High High Portland Oregon Website Replacement (BTS) While this project is not officially under the oversite of the TOC, staff provide periodic updates to the Committee. The Portland Oregon Website Replacement project is focused on replacing the aging PortlandOregon.gov with a fresh and modern feeling web presence, Portland.gov. The primary goal is to focus on building a website for our community where services and information are easy to find, access, and understand. As of this August 2021, there have been 349 bureau, program, and project sites created. The new website is much smaller and has a much more efficient search capability compared to the old site. Over the next quarter, the POWR project will be focusing on electronic webforms, the employee intranet, translation, and the support of pages being migrated from the old site to the new site. As the new site continues to grow and becomes the primary web presence for the City of Portland, the quality control of what is placed on the new site will be the biggest challenge. PART III - Projects Under TOC Review Police Office 365 Migration, Based in Portland Police Bureau Approved for TOC oversite. Quality Assurance contracting is in progress. Reporting will commence next quarter.