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Public Facing Projects
Current public facing projects from the ITD-PMO division.
Applicant Tracking Software
- Project objective and scope:
- A new applicant tracking system that is intended to: (1) modernize our hiring process to be attractive to the next generation of public service workforce, (2) improve the hiring process, and (3) make data informed strategic decisions.
- A new applicant tracking system that is intended to: (1) modernize our hiring process to be attractive to the next generation of public service workforce, (2) improve the hiring process, and (3) make data informed strategic decisions.
- Project impacts:
- Interested and potential City hired individuals will have a better hiring and onboarding experience.
- Interested and potential City hired individuals will have a better hiring and onboarding experience.
- Community Outreach:
- The City will adopt a new system; no community outreach needed.
- The City will adopt a new system; no community outreach needed.
- Project location areas: Citywide
- Cost estimate: $210,000
- Project status: Planning
- Estimated Schedule:
- Award a vendor by June 30, 2023.
- Project completion: to be determined based on vendor selection.
- Why this project is highlighted: Directly impacts the public; Project cost is over $500K
BeautifySJ Encampment Management System
- Project objective and scope:
- Build a cross-departmental business system to address urban blight & outreach workloads related to homeless encampments.
- The system will intake encampment service requests from residents, councilmembers and staff, route them to the correct department(s) to handle and connect to internal City databases to share data for reporting purposes. By consolidating all requests in one central system, this allows departments to deploy resources effectively.
- Project impacts: Staff anticipates 15,000-25,000 encampment service requests per year.
- Community Outreach:
- The system will be marketed to the public on release, likely via SJ311 as the intake channel, the City website, and targeted outreach to specific community groups.
- The system will be marketed to the public on release, likely via SJ311 as the intake channel, the City website, and targeted outreach to specific community groups.
- Project location areas: Citywide
- Cost estimate: $150,000
- Project status: Planning
- Estimated Schedule: Phase 1 of system go-live by June 2023
- Why this project is highlighted: High impact to the public (ending homelessness is one of the largest priorities in the City and residents), over 8 departments are involved.
Business Tax System
- Project objective and scope:
- The City is planning to replace the current Business Tax System, which has been end-of-life and end-of-support for over 8 years. This system supports ~$30 million annually in revenue.
- The City is planning to replace the current Business Tax System, which has been end-of-life and end-of-support for over 8 years. This system supports ~$30 million annually in revenue.
- Project impacts:
- Any individual who owns a business in the City will be impacted. The system is intended to ensure accuracy of information and improve processes for residents to pay their business tax and receive their business tax certificate.
- Any individual who owns a business in the City will be impacted. The system is intended to ensure accuracy of information and improve processes for residents to pay their business tax and receive their business tax certificate.
- Community Outreach:
- No community outreach is needed; the result of the project will not impact Municipal Code regulations for the business tax.
- No community outreach is needed; the result of the project will not impact Municipal Code regulations for the business tax.
- Project location areas:
- Citywide. Specifically, all individuals who own and operates a business in San José.
- Citywide. Specifically, all individuals who own and operates a business in San José.
- Cost estimate: $4.1 million for vendor costs (system development and implementation), hosting, licenses, and maintenance is available.
- Project status: Planning (update requirements for RFP)
- Estimated Schedule: December 2024
- Why this project is highlighted: Costs over $500k, has a multi-year time frame, and is addressing the risks associated with out-of-support hardware and software.
Business Process Automation
- Project objective and scope:
- Business Process Automation (BPA) converts paper forms and workflows into digital workflows using automation software.
- Business Process Automation (BPA) converts paper forms and workflows into digital workflows using automation software.
- Project impacts:
- As of August 2022, BPA has converted over 80 internal and external City forms into a digital format. As a result, City staff saves about 17,000 hours per month, which supports better investment of public tax money.
- As of August 2022, BPA has converted over 80 internal and external City forms into a digital format. As a result, City staff saves about 17,000 hours per month, which supports better investment of public tax money.
- Community Outreach:
- For workflows that are public facing, departments have workflow owners that interface with the community for outreach for workflows. These workflows are translated in Spanish and Vietnamese and has the ability to capture resident information in Spanish and Vietnamese, in addition to English.
- For workflows that are public facing, departments have workflow owners that interface with the community for outreach for workflows. These workflows are translated in Spanish and Vietnamese and has the ability to capture resident information in Spanish and Vietnamese, in addition to English.
- Project location areas: Citywide
- Cost estimate: $227,400 per year with the option to increase services and features for a total value of $1,079,125. City Council has approved SimpliGov, through the budget process, for up to five years.
- Project status: On-going implementation
- Estimated Schedule: As this is an ongoing implementation, there is no final completed date on the project, however, the BPA team has a workplan for FY 2022-23 (see below). Note: Each workflow varies in workload and coordination.
- 9 workflows – Completed FY 2022-23
- 16 workflows – Backlogged for FY 2022-23
- Why this project is highlighted:
- It involves multiple departments, direct impact to the public, and impacts staff productivity; costs over $500,000 (over the 5 year period).
Community Wi-Fi
- Project objective and scope:
- Provide free public Wi-Fi, in partnership with East Side Union High School District (ESUHSD), to provide digital access needs for communities in San José. Areas were determined by the Digital Inclusion Priority Index.
- Provide free public Wi-Fi, in partnership with East Side Union High School District (ESUHSD), to provide digital access needs for communities in San José. Areas were determined by the Digital Inclusion Priority Index.
- Project impacts:
- Access to digital connectivity has become an essential service for residents in San José. The negative impacts of lacking access has been exacerbated by the pandemic particularly amongst low-income and primarily communities of color. The Community Wi-Fi project intends to close this gap.
- Access to digital connectivity has become an essential service for residents in San José. The negative impacts of lacking access has been exacerbated by the pandemic particularly amongst low-income and primarily communities of color. The Community Wi-Fi project intends to close this gap.
- Community Outreach:
- A press release was held on October 6, 2022 at Independence High School to announce free Wi-Fi at Independence and Andrew Hill High School.
- Postcards were sent to over 26,000 residents notifying the release of free public Wi-Fi and a QR code to the 311 website for feedback.
- Project location areas: Total of eight (8) network areas.
- District 2 - Oak Grove High School
- District 5 - James Lick High School, Independence High School, Mt. Pleasant High School
- District 5 and 8 - Overfelt High School
- District 7 - Yerba Buena High School, Andrew P. Hill High School
- District 8 - Silver Creek High School
- Cost estimate: $6,297,669
- Project status: On-going implementation
- Schedule: Free public Wi-Fi has been deployed and completed for four (4) high schools (James Lick, Overfelt, Yerba Buena, Independence high schools).
- Andrew P. Hill – October 2022
- Oak Grove – Q1 2023
- Silver Creek – Q1 2023
- Mt. Pleasant – Q1 2023
- Why this project is highlighted: Direct impacts to the public; Project cost is over $500K; Involves multiple departments.
Doorway Affordable Housing Portal
- Project objective and scope:
- Build a regional web platform that lists all affordable housing vacancies in one site and automates the application process.
- Includes two portals: (1) an applicant portal for low-income prospective tenants to apply to affordable housing & be notified of openings, (2) a partner portal for affordable housing developers and property managers to post vacancies and collect data on applicants.
- Project impacts:
- The portal reduces application completion time by 90% by digitizing an in-person application. Additionally, the portal is available in Spanish, Vietnamese and Chinese in addition to English, to ensure accessibility.
- The portal reduces application completion time by 90% by digitizing an in-person application. Additionally, the portal is available in Spanish, Vietnamese and Chinese in addition to English, to ensure accessibility.
- Community Outreach:
- The portal is marketed on the affordable housing page of the San Jose City website, as well as on SJ311.
- The portal is marketed on the affordable housing page of the San Jose City website, as well as on SJ311.
- Project location areas: Citywide.
- The portal was built in partnership with San Mateo County, so their listings can be found as well as those in Alameda County and the City and County of San Francisco.
- The portal was built in partnership with San Mateo County, so their listings can be found as well as those in Alameda County and the City and County of San Francisco.
- Cost estimate: $2,100,000
- Project status: Implementation
- Estimated Schedule: December 2022
- Why this project is highlighted: High impact to the public (housing affordability is high concern for residents) and project is over $500,000.
Housing Loan Management System (HoLMS)
- Project objective and scope:
- Upgrade a Salesforce database used by the Residential Development Division to provide loans to developers more efficiently.
- Upgrade a Salesforce database used by the Residential Development Division to provide loans to developers more efficiently.
- Project impacts:
- The upgrades to the HoLMS database significantly streamline the data entry process for multiple Housing teams, increasing data integrity as well as reducing time take to enter data and therefore process loans.
- The upgrades to the HoLMS database significantly streamline the data entry process for multiple Housing teams, increasing data integrity as well as reducing time take to enter data and therefore process loans.
- Community Outreach:
- This is an internal database and therefore doesn’t need to be marketed to the community.
- This is an internal database and therefore doesn’t need to be marketed to the community.
- Project location areas: Citywide
- Cost estimate:
- The cost is negligible, most of the costs is attributed to City staff time allocated to work on the upgrades.
- The cost is negligible, most of the costs is attributed to City staff time allocated to work on the upgrades.
- Project status: Implementation
- Estimated Schedule: The upgrades are to be completed in October 2022.
- Why this project is highlighted: High impact to the public (housing affordability is a current priority to residents).
SJPermits
- Project objective and scope:
- To enhance the permitting processes by launching a public intake portal website (called “SJPermits”) for the most common Building, Public Works, Fire Prevention, and Planning permits on one central platform. This is a coordinated effort with multiple departments.
- To enhance the permitting processes by launching a public intake portal website (called “SJPermits”) for the most common Building, Public Works, Fire Prevention, and Planning permits on one central platform. This is a coordinated effort with multiple departments.
- Project impacts:
- This portal will increase efficiency and save time for customers. It will allow customers to apply online, upload documents, and check the status of their project. The public will have the ability to search for documents and statuses associated with in-progress and completed projects.
- This portal will increase efficiency and save time for customers. It will allow customers to apply online, upload documents, and check the status of their project. The public will have the ability to search for documents and statuses associated with in-progress and completed projects.
- Community Outreach:
- No community outreach needed; the project does not impact Municipal Code and regulations for permitting.
- No community outreach needed; the project does not impact Municipal Code and regulations for permitting.
- Project location areas: Citywide
- Cost estimate: $733,124 (for both implementation and 6 years of licenses)
- Project status: Implementation
Status Phase Phase Details Completed 2.0 Allows customers to self-administer approximately 50 “simple” Building permits (accounting for about 80% of permits that are applied for by customers) Completed 2.1a Allows customers to self-start Planning, Fire Prevention, and Public Works permits online*.
- Planning: About 9% of Planning permits**
- Fire Prevention: More than 80% permits**
- Public Works: More than 80% permits**
Implementation 2.1a Increase the number of self-started permits available to customers online for Planning and Building*.
- Planning: About 50% of Planning permits**
- Building: About 90% of Building Permits**
Implementation 2.1b Launch the “application wizard,” member management, and security reCAPTCHA features. * Each percentage accounts for the types permits that are typically applied for by customers
**Based upon Fiscal Year 2021 data of typical permits applied for by customers - Estimated Schedule: September 2023
- Why this project is highlighted: Direct impact to the public, significant time savings for customers and City staff, improved accuracy of data, and costs over $500,000.
Vehicle Blight Management System
- Project objective and scope:
- This system will enable residents to submit vehicle related service requests (e.g., abandoned vehicles) and be resolved by the City in a coordinated effort that is efficient and timely manner.
- To ensure the City is providing multiple services to a single service request, as needed, internal processes is coordinated with multiple departments.
- Project impacts:
- The removal of abandoned vehicles in an efficient and effective manner will improve quality of life and address blight issues that are predominately observed in communities of color.
- As a coordinated effort with Housing, those that are living in vehicles will receive access and referrals to services and housing options.
- Community Outreach:
- Project staff will use the City’s website and social media to inform residents of this new service. Media will be provided in multi-lingual languages.
- Project staff will coordinate with Community organizations to help outreach to their constituency base.
- Project location areas: Citywide
- Cost estimate: $400,000
- Estimated Schedule: June 30, 2023
- Why this project is highlighted: Direct impact to the public. Past City surveys have rated abandoned vehicles as a high area of concern.