[Technology and Innovation Committee on June 18, 2026. ]
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IT'S 2:01 PM AND I AM CALLING TO ORDER THE FIRST MEETING OF THE TECHNOLOGY AND INNOVATION COMMITTEE HERE AT HOUSTON CITY COUNCIL.I'M PROUD TO SERVE AS THE CHAIR OF THIS NEWLY ESTABLISHED COMMITTEE, AND TODAY I AM JOINED BY COLLEAGUES VICE MAYOR PRO TEM AMY PECK, COUNCIL MEMBER SALLY ALCORN, COUNCIL MEMBER JOE PANZA AND STAFF FROM COUNCIL MEMBER M ANN HUFFMAN'S, OFFICE COUNCIL MEMBER JULIAN RAMIREZ'S, OFFICE VICE CHAIR MARTINEZ'S OFFICE MAYOR PRO TEM CASTEX TATUM, COUNCIL MEMBER TWILA CARTER, AND COUNCIL MEMBER ALEJANDRA SALINAS.
TODAY I DO WANT TO START, UH, WITH SOME OPENING REMARKS AND THANK THE ADMINISTRATION AND THE MAYOR FOR CREATING THIS COMMITTEE AND THE PARTNERSHIPS THAT, UH, WERE FORGED TO, TO GET TO THIS POINT, TECHNOLOGY TOUCHES NEARLY EVERY ASPECT OF HOW THE CITY OPERATES, AND I BELIEVE THIS COMMITTEE CREATES AN IMPORTANT OPPORTUNITY FOR CITY COUNCIL TO TAKE A MORE PROACTIVE ROLE IN SHAPING HOW TECHNOLOGY IS USED ACROSS OUR ORGANIZATION.
AND AT ITS CORE, THIS COMMITTEE IS ABOUT IMPROVING OUTCOMES FOR THE PEOPLE WE SERVE.
AND I WANNA MAKE SURE THAT THAT IS, UH, OUT FRONT, FIRST AND FOREMOST, UM, THIS IS GONNA BE AN OPPORTUNITY TO IDENTIFY WAYS TO IMPROVE SERVICE DELIVERY MORE EFFICIENTLY, MODERNIZE HOW OUR RESIDENTS INTERACT WITH CITY GOVERNMENT, AND STRENGTHEN TRANSPARENCY TO ENSURE OUR TAXPAYER RESOURCES ARE BEING USED EFFECTIVELY.
AND IT'S ALSO ABOUT PREPARING HOUSTON FOR THE FUTURE.
UM, TECHNOLOGY IS EVOLVING RAPIDLY, AND LOCAL GOVERNMENTS HAVE A RESPONSIBILITY TO THOUGHTFULLY EVALUATE NEW TOOLS WHILE ENSURING THEY'RE IMPLEMENTED RESPONSIBLY SAFELY IN A WAY THAT BUILDS PUBLIC TRUST.
AND ONE OF THE FIRST AREAS OF FOCUS FOR THIS COMMITTEE AND, AND ON THE AGENDA TODAY WILL BE A DISCUSSION AROUND OUR AI POLICY.
AND AI PRESENTS A TREMENDOUS OPPORTUNITY TO IMPROVE OPERATIONS, INCREASE EFFICIENCY AND SOME, AND SUPPORT OUR EMPLOYEES IN THEIR WORK.
AND IT ALSO AT THE SAME TIME, RAISES QUESTIONS AND CONCERNS.
AND THOSE CAN BE FROM GOVERNANCE, TO PRIVACY, TO ACCOUNTABILITY, AND TO SAFEGUARDS, UH, THAT WE'LL ALSO WANT TO ADDRESS.
AND AS WE BEGIN THE COMMITTEE'S WORK, ONE OF MY PRIORITIES IS ENSURING THAT HOUSTON DEVELOPS A THOUGHTFUL APPROACH TO ARTIFICIAL INTELLIGENCE THAT REFLECTS OUR COMMITMENT TO THOSE IMPROVEMENTS, BUT ALSO TO SAFETY, PRIVACY, AND RESPONSIBLE GOVERNANCE, UH, WITH INNOVATION BEYOND AI.
UH, THIS COMMITTEE WILL ALSO HELP ALL OF US BETTER SERVE CONSTITUENTS.
AND WHETHER THAT'S IMPROVING COMMUNICATION, STREAMLINING PROCESSES, OR PROVIDING STAFF WITH BETTER TOOLS, TECHNOLOGY SHOULD ULTIMATELY DRIVE US TO IMPROVE THOSE RESULTS FOR OUR RESIDENTS.
SO, WITH THAT, I WOULD LIKE TO, UH, RECOGNIZE THE VICE CHAIR OF THIS COMMITTEE, COUNCIL MEMBER MARTINEZ, WHO ISN'T PRESENT, BUT, UH, DO WANT TO OFFER HIS CHIEF OF STAFF, UH, AN OPPORTUNITY TO PROVIDE OPENING REMARKS AS WELL.
THANK YOU, CHAIR COUNCIL MEMBER MARTINEZ, REGRETS NOT BEING HERE FOR THE INAUGURAL TECH AND INNOVATION COMMITTEE.
HE VERY, HE'S VERY GRATEFUL TO SERVE IN THIS CAPACITY AS VICE-CHAIR, THIS IS A VERY IMPORTANT TOPIC FOR HIM, AND HE LOOKS FORWARD TO SERVING ALONGSIDE YOU CHAIR TO LEAD THIS CONVERSATION.
THESE, THESE IMPORTANT DISCUSSIONS, NOT ONLY TO IMPROVE INTERNAL GOVERNMENT OPERATIONS, BUT ALSO TO IDENTIFY STRATEGIC PARTNERSHIPS WITH OUR GROWING TECH COMMUNITY HERE IN HOUSTON, UM, THAT WILL ALLOW US TO REMAIN COMPETITIVE WITH OTHER LARGE CITIES.
WE ARE GONNA MOVE ON TO OUR AGENDA.
WE HAVE BEEN, UH, JOINED HERE IN THE CHAMBER BY STAFF FROM COUNCIL MEMBER FRED FLICKINGER, OFFICE AND STAFF FRED, COUNCIL MEMBER TIFFANY THOMAS'S OFFICE.
OUR FIRST ITEM ON THE AGENDA IS GOING TO BE THE REVIEW OF THE CITY OF HOUSTON'S AI USER GUIDANCE POLICY.
FEEL FREE TO, TO COME ON UP TODAY.
UH, WE HAVE WITH US DEPUTY CIO OVER PERFORMANCE, ARCHITECTURE AND INNOVATION, RAFAEL LURE.
AND ALSO, ARE YOU, UH, ARE YOU PRESENTING WITH HIM, BERT, OR JUST WE'LL DO THE SECOND ONE.
AND THEN, UM, OUR DEPUTY CHIEF INFORMATION OFFICER,
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BERT QUA FORT, WILL JOIN FOR THE SECOND HALF OF THIS PRESENTATION.UM, WITH THAT, RAFAEL, I WILL TURN IT OVER TO YOU.
GOOD AFTERNOON, UH, COMMITTEE MEMBER AND COUNCIL MEMBER.
I'M DEPUTY PCIO, UH, FOR HITS.
AND I HAVE A, A SECTION UNDER, UM, WORKING WITH ME ON PERFORMANCE, INNOVATION AND ARCHITECTURE.
THIS, UH, PRESENTATION IS FOCUSED ON OUR AI USAGE STANDARD.
THE PURPOSE OF THE IT STANDARD FOR AI USAGE IS TO GIVE CD EMPLOYEE SIMPLE WAY TO USE AI TOOLS SECURELY IN THEIR DAILY WORK AND TO ALIGN HOW WE USE AI, UH, WITH CD VALUE LAW AND EXISTING IT GOVERNANCE.
AND I CAN GIVE YOU A FEW EXAMPLE HERE.
WHAT'S REALLY IMPORTANT IS THAT EMPLOYEE DO NOT, UH, OVERSHARE SENSITIVE INFORMATION OR PROPRIETARY INFORMATION.
SO WE GIVE GUIDANCE AROUND COPY, PASTE, OR, UM, PROTECT THOSE SPECIFICALLY, UH, PROTECTED INFORMATION.
IN TERMS OF SCOPE, THE STANDARD APPLIES TO ANY CITY EMPLOYEE, CONTRACTORS OR VENDORS, UH, WHEN USING AI FOR CITY BUSINESS.
AND IT COVERS GENERATIVE AI AS WELL AS ANY OTHER AI FEATURE.
ALRIGHT, SO WHAT WE'RE TRYING TO PROTECT AGAINST OUR, UM, A SET OF RISK REALLY INHERENT IRRITANT TO THE USE OF AI.
UH, ONE, THE FIRST ONE I WANT TO ADDRESS IS THE INACCURATE OR BIASED OUTPUT.
UM, AI, UH, MAY HAVE HALLUCINATION.
THEY MAY BE VERY CONFIDENT ABOUT THEIR RESULT AND ANSWER, BUT THEY MAY NOT BE ACCURATE.
AND SO THAT'S A RISK THAT WE WANT TO ADDRESS BY, UH, RECOMMENDING, UH, HUMAN REVIEW OF THE OUTPUT.
ANOTHER ONE IS THE ACCIDENTAL EXPOSURE OF INFORMATION.
THIS CAN HAPPEN WHEN, UM, COPY, PASTE, OR FILE ARE SHARED WITH AI TOOLS, ESPECIALLY, UM, CONSUMER, UH, TYPE OF, UH, AI PRODUCT THAT ARE NOT PART OF OUR, UH, ENTERPRISE SERVICES.
AND SO THAT CAN LEAD TO EXPOSURE OF INTERNAL DOCUMENT, PROPRIETARY INFORMATION, REGULATED DATA, UM, YEAH, LIKE, UH, PERSONAL INFORMATION, UH, OR OTHERS.
THE USE OF PERSONAL ACCOUNT, UH, WITH THE CONSUMER PRODUCT MAY ALSO LEAD TO, UH, VOLUNTARY OR INVOLUNTARY EXFILTRATION OF INFORMATION.
THAT'S ANOTHER ELEMENT THAT WE'RE TRYING TO PREVENT WITH THIS POLICY.
AND USING THIRD PARTY OR VENDOR TOOL THAT ARE NOT, UH, UNDER OUR UMBRELLA CAN LEAD TO, I MEAN, ACCEPTANCE OF, UH, END USER AGREEMENT.
END USER LICENSE AGREEMENT THAT MAY BE, UH, OVERLY FAVORABLE TO THE VENDOR, UH, REGARDING THAT OWNERSHIP, THAT, UH, USAGE TRAINING OF THEIR MODEL AND NOT BOUND TO THE CD IT SECURITY, UH, LANGUAGE.
SO WE OFFER A FEW SIMPLE RULES, SUCH AS DO NOT COPY, PASTE OR UPLOAD SENSITIVE INFORMATION INTO AI TOOL, ESPECIALLY IF THEY'RE CONSUMER TOOL.
VERIFY THE OUTPUT BEFORE USING IT.
UH, GET CONSENT BEFORE USING AI AS, UH, FOR TRANSCRIBING MEETINGS AND ONLY USE CT APPROVED TOOL.
AND CURRENTLY WE'RE ALLOWING, UH, MICROSOFT COPILOT CHAT.
SO THIS IT STANDARD IS CURRENTLY BASED ON THE EXECUTIVE ORDER, UH, 1 44 FOR IT TECHNOLOGY AND GOVERNANCE.
AND, UH, WE'RE WORKING, UH, IN COLLABORATION WITH A RA TO DEVELOP A NEW IT STANDARD POLICY, UH, TO INCLUDE THIS IT STANDARD FOR AI USAGE.
SO THIS, THIS IS A WORK IN PROGRESS.
THE WHOLE GOAL OF THIS POLICY REALLY IS NOT TO BLOCK PEOPLE AND PREVENT THEM FROM USING AI.
IT'S TO MAKE THAT USAGE SECURE AND COMPLIANT WITH OUR, UH, OBLIGATION.
SO A FEW WORD ABOUT, UH, A NEW SECTION INSIDE OF IT.
IT'S CALLED PERFORMANCE ARCHITECTURE INNOVATION.
UH, IT WAS CREATED PART OF THE HITS REORGANIZATION THAT HAS BEEN APPROVED IN MAY OF 2026.
ONE OF THE MISSION OF THIS NEW GROUP IS TO ACCELERATE THE ADOPTION OF RESPONSIBLE AI.
AND SO WE'RE CURRENTLY RECRUITING A ROLE TO BUILD UP, UH, THIS, UH, AI PRACTICE.
WHAT WE'VE ALREADY DONE SO FAR, WE'VE HAVE THAT, UH, WE HAVE OPEN EMPLOYEE ACCESS TO COPILOT CHAT, SO ALL THE CD EMPLOYEE WITH AN EMAIL ACCOUNT HAVE ACCESS TO COPILOT CHAT AND CAN USE IT.
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RAILS, UH, AS SHOWN IN THE PREVIOUS, UH, IT STANDARD, AND WE'VE ALSO SET UP A FRAMEWORK TO EVALUATE USE CASE.THE GOAL FOR THIS EVALUATION IS TO UNDERSTAND, UM, THE BENEFIT OF THE AI USE CASE THAT IS PROPOSED, DISCOVER THE RISKS THAT ARE ASSOCIATED WITH IT, AND ENSURE THAT THOSE RISKS ARE APPROPRIATELY MITIGATED.
AND WE RUN THIS PROCESS PART OF OUR CLOUD GOVERNANCE COMMITTEE AT THE MOMENT.
SO IN, IN THE COMING MONTHS, UH, PAI WILL BRING SUPPORT FOR A NETWORK OF AI CHAMPION IN PARTNERSHIP WITH OUR, UM, VENDORS AND SUPPLIERS.
AND WE'RE TARGETING AUGUST, SEPTEMBER OF THIS YEAR, WE WILL, UH, ENGAGE WITH, UH, CT DEPARTMENT, AND THIS WILL BE PERFORMED WITH OUR NEW, UH, RESOURCE FOR, UH, AI, PROVIDE TECHNICAL EXPERTISE ON AI INITIATIVE, UH, SIMILARLY PENDING HIRING.
AND WE PLAN TO DEPL, UH, TO WE PLAN TO PRESENT AN AI STRATEGY Q1 OF 2027.
THE FOLLOWING, WE'RE, WE'RE CURRENTLY WORKING ON A MICROSOFT, UH, 365 COPILOT PILOT.
SO THE, THE IDEA IS TO LAUNCH A PILOT WHILE KEEPING THE CD DATA SAFE.
WE HAVE ALREADY PROCURE, UH, LICENSE FOR THIS PRODUCT, AND WE'RE PRE, WE ARE SORRY.
WE'RE, UH, PREPARING TO ROLL THOSE OUT TO REPRESENTATIVE OF, UH, BALLOT OF THE PILOT GROUP.
WE HAVE, UH, WE'RE FINISHING OUR SECURITY, OUR SECURITIZATION OF, UH, SHAREPOINT, BUT WE RE WE REVIEW THE SHAREPOINT THAT HAVE BROAD ACCESS AND, UH, REDUCE OVERSHARING.
AND THAT'S A NICE, UM, IMPROVEMENT THAT, UH, WAS TRIGGERED BY THIS, UH, PILOT.
HERE WE ARE ADVANCING OUR DATA PROTECTION BY, UH, IMPROVING SENSITIVITY LABEL FOR CRITICAL INFORMATION.
AND THOSE ARE THE LITTLE SHIELD YOU MAY HAVE SEEN, UH, ABOVE YOUR EMAIL OR, UH, OFFICE DOCUMENT, UH, SUCH AS SENSITIVE OR CONFIDENTIAL.
SO WE'LL, WE'LL IMPROVE THOSE AND ADD A FEW MORE, UH, CATEGORIES OUT THERE.
AND WE ARE ENABLING ADDITIONAL AI RELATED SECURITY SETTINGS ON OUR ENVIRONMENT TO, UH, BETTER CONTROL AND UNDERSTAND WHAT AI ARE USED FOR AND BE SURE THAT IT'S, UH, RUNNING PROPERLY.
UH, WE WILL BE WORKING ON VARIOUS, UH, TYPE OF ENGAGEMENT WITH THE USER COMMUNITY.
WE WILL RUN WORKSHOP AND EVENTS WITH OUR PARTNERS TAILORED FOR LEADERS AND AI CHAMPION.
WE WILL, UH, DISCOVER THE ART OF THE POSSIBLE WITH THOSE TOOLS AND ALSO, UH, IDENTIFY PERSONAL PRODUCTIVITY USE CASES.
THEN, UH, IDENTIFY A HIGH VALUE USE CASE AND DEVELOP AN INITIAL PROTOTYPE OF THAT USE CASE IN TERM OF OUTCOME.
WHAT WILL GET OUT OF THIS PILOT WILL CAPTURE EARLY WINS, AND THOSE CAN BE TIME SAVED, PAIN POINT RESOLVED, OR, UH, OTHER OF THAT NATURE.
WE WILL VALIDATE THE GUARDRAILS THAT WE HAVE SET IN PLACE AND REFINE THE SETTINGS BASED ON OUR, THE OUTCOME OF THAT PILOT.
AND THEN WE WILL BUILD A BUSINESS CASE FOR RESPONSIBLE AI USAGE ACROSS THE CITY.
AND THAT CONCLUDES MY, UH, PRESENTATION OF THE AI USAGE STANDARD.
BEFORE WE GO TO QUESTIONS, THE COLLABORATION WITH A RA SLIDE, A COUPLE SLIDES BACK, UM, CAN YOU ELABORATE MORE ON THIS WORK WITH A RA, THE NEW STANDARDS POLICY THAT Y'ALL ARE DEVELOPING, WHAT WILL THAT ENCOMPASS? IS THAT GONNA BE SUBSTANTIALLY DIFFERENT FROM THE, THE USAGE POLICY WE CURRENTLY HAVE? SO THE, THE IT STANDARD POLICY IS, IS A SORT OF UMBRELLA THAT, UH, WILL JOIN THE, THE POLICY FRAMEWORK AT THE CITY.
AND THERE'S LOTS OF STEP IN THAT PROCESS.
AND WE'RE AT THE, I WOULD SAY MORE INITIATION, UH, PART OF IT.
THIS, UH, IT STANDARD WOULD THEN BE PLACED UNDER THAT POLICY.
THE IDEA IS THAT THE DIFFERENT IT STANDARD WOULD BE MORE FLEXIBLE OR MORE REACTIVE IN US, UH, UPDATING THOSE ELEMENTS AS TECHNOLOGY EVOLVE OVER, UH, POLICY, WHICH ARE, WHICH TAKE A LONGER TIME TO SET IN PLACE.
SO THIS POLICY, THIS IT STANDARD WILL BE, I WOULD SAY LITTLE CHANGE, BUT PLACED UNDERNEATH THAT, UH, IT STANDARD POLICY UMBRELLA.
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SO WILL IT GO INTO MORE DETAIL RELATED TO SPECIFIC USES BY DEPARTMENT OR, UM, HOW WILL THAT BE BROKEN DOWN? SO THE, IT, IT'S MORE A GENERAL USAGE INFORMATION AND THEN THE DIFFERENT USE CASE PER DEPARTMENT ARE ADDRESSED THROUGH THE CLOUD GOVERNANCE COMMITTEE WHEN WE REVIEW THOSE ELEMENTS.THANK YOU FOR THE ADDITIONAL INFORMATION THERE.
UM, FIRST IN THE QUEUE IS VICE MAYOR PROTON PECK.
AND THAT WAS ROUGHLY MY QUESTION TOO.
UM, SO JUST TO CLARIFY, SO THIS WILL BE, UM, PART OF THAT EXECUTIVE ORDER.
WE'RE NOT TALKING ABOUT A NEW ORDINANCE THAT WOULD GOVERN ANY OF THIS? NO, THE, THE, THE, THE IT STANDARD POLICY IS A NEW POLICY, I THINK
BUT WOULD, BUT WOULD THAT BE UNDER THE EXECUTIVE ORDER OR AS A NEW IT? SO IT IS PART OF THE EXECUTIVE ORDER, NOT A WHOLE NEW ORDINANCE THAT WE'RE TALKING ABOUT.
I SEE SOME, SOME NODS IN THE, OKAY.
UM, IF WE COULD GO TO THE SLIDE AHEAD.
I THINK IT'S CO-PILOT, MAYBE TWO.
COULD YOU JUST TALK A LITTLE BIT ABOUT WHAT THE CAPABILITIES ARE OF THIS TOOL? I'M UNFAMILIAR WITH IT AND JUST NOT SURE KIND OF THE BEST USE OF IT, SO, OKAY.
UM, SO THIS IS A MORE ADVANCED VERSION OF, UH, MICROSOFT COPILOT PRODUCT.
I'M NOT SURE IF YOU ARE, HAVE YOU, HAVE YOU, IF YOU'RE FAMILIAR WITH THE COPILOT CHAT, IT'S A SORT OF A WEBPAGE AND YOU CAN, UM, DISCUSS, I WOULD SAY
YOU CAN SHARE INFORMATION, YOU CAN SHARE DOCUMENT THAT OUR PROPRIETARY TO THE CITY AND, AND THIS IS INSIDE OF OUR CONTAINED MICROSOFT ENVIRONMENT.
SO THERE'S NO VERY LIMITED RISK OF LEAKAGE OR, UM, WE'RE NOT WORRIED ABOUT THAT
THE M 365 COPILOT IS A MORE ADVANCED VERSION OF THAT PRODUCT.
IT IS ALSO PRESENT IN ALL OF YOUR MICROSOFT OFFICE TOOLS.
SO THERE'S A, UM, AN OPTION TO HAVE IT IN YOUR OUTLOOK, IN YOUR WORD DOCUMENT IN YOUR EXCEL.
I MEAN, THE OTHER DAY I WAS USING IT IN EXCEL ON MY PERSONAL
IT CAN CREATE AUTOMATION THAT'S, THAT'S REALLY, REALLY CONVENIENT.
THERE'S ANOTHER PART OF THAT PRODUCT THAT, UH, IS CALLED, UM, COPILOT STUDIO THAT ALLOW FOR THE CREATION OF, UH, I WOULD SAY SMALL APPLICATION IN A VERY CONVENIENT AND VERY EASY WAY.
SO YOU CAN DESCRIBE AN APPLICATION YOU'RE TRYING TO, YOU WANT TO BUILD AS YOU WOULD TALK TO SOMEONE AND VOILA,
SO, AND, AND, AND THIS IS LIKE TOTALLY HYPOTHETICAL, BUT I GUESS LIKE, WOULD I BE ABLE TO THEN PUT IN 3 1 1 DATA IF I WAS TO COLLECT THAT FROM MY DISTRICT, THROW AN M 365 COPILOT AND ASK FOR INSIGHTS ON, YOU KNOW, WHAT FOLKS SHOULD ASKING FOR? IT'S A GOOD QUESTION.
I, I KNOW YOU CAN LEVERAGE IT ON, ON LARGER DATA SET.
UM, I'M NOT, I DON'T KNOW WHAT KIND OF ANSWER YOU WOULD GET THROUGH THAT.
WANTED TO ASK YOU ABOUT, UM, YOU TALKED ABOUT THE POLICY, IT'S GONNA BE IN THE, ONE OF THE EARLIER SLIDES WHEN WE LOOKED AT ONE MORE BACK HERE.
UM, THE, THE VENDOR COMPONENT AND VENDOR THIRD PARTY TOOLS AS A RISK.
UH, AND THAT THIS POLICY, THE CURRENT AI USAGE POLICY APPLIES TO VENDORS AND CONTRACTORS.
HOW ARE WE, UM, LOOKING AT COMPLIANCE WHEN IT COMES TO THAT AND IF THERE ARE ANY, UH, VIOLATIONS OF THE POLICY? ARE THERE THINGS THAT WE'RE DOING TO HOLD VENDORS, CONTRACTORS TO THE STANDARD? I WOULD SAY ONE, ONE OF THE DIFFICULTIES IS BECOMING AWARE OF THE VIOLATION.
UH, IF, IF WE'RE MADE AWARE OF VIOLATION, WE'LL TAKE ACTION.
UM, IT'S, YEAH, I MEAN, I'M, I'M, I I I I'M HEARING WHAT YOU'RE SAYING.
I, AND I'M, YEAH, I DON'T HAVE MUCH MORE ON THAT.
SOMETHING THAT I WAS WONDERING AND, AND ARE THERE WAYS TO FURTHER DEVELOP HOW WE ARE ABLE TO TRACK, UM, AS WE GO INTO OUR WORK WITH A RA AND, AND COME OUT WITH A NEW STANDARD WHERE WE CAN LOOK AT DIFFERENT THINGS TO INCORPORATE? RIGHT.
SO THERE, THERE, THERE'S, THERE'S METHOD TO UNDERSTAND WHAT'S GOING ON.
AND IT'S MORE, IT'S TOUCHING MORE ON THE, ON THE CYBERSECURITY SIDE.
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WORKING ON, UM, I WOULD SAY NOTIFICATION OF AN ACKNOWLEDGEMENT BOX WHEN INDIVIDUAL GO TO, UH, OPEN MARKET OR CONSUMER PRODUCT TO WARN THEM AND MAKE THEM ACKNOWLEDGE THEIR RESPONSIBILITY.UH, BUT I MEAN, STILL ONCE YOU CLICK, YOU'RE THERE, UM, A, A MORE AGGRESSIVE, UH, WAY TO ENFORCE THAT WOULD BE TO BLOCK THOSE WEBSITE AND KEEP, UH, EMPLOYEES STRICTLY UNDER THE UMBRELLA OF OUR, UH, ENTERPRISE PRODUCT.
THAT'S NOT THE CHOICE THAT WE HAVE MADE SO FAR, BUT THAT, THAT'S SOMETHING THAT COULD BE RECONSIDERED FOR SURE.
UH, WE HAVE A QUESTION FROM STAFF COUNCIL MEMBER SALINAS'S OFFICE.
UM, MY QUESTION CONCERNS, MY UNDERSTANDING IS THAT CITY COUNCIL USE OF AI TOOLS LIKE MICROSOFT COPILOT ARE SUBJECT TO TPIA RECORDS REQUESTS, UH, IS HITS INCORPORATING ANY SORT OF REQUIREMENTS AS PER CITY ACCOUNT USE VERSUS PERSONAL ACCOUNT USE IN ORDER TO MAKE SURE THAT WE'RE IN COMPLIANCE WITH TPIA REQUIREMENTS.
ALRIGHT, SO HITS DO NOT CONTROL ANY PERSONAL ACCOUNT.
SO I MEAN, IF YOU'RE USING A PERSONAL ACCOUNT, OKAY, WE CAN DO NOTHING ABOUT IT.
WE, I REMEMBER WE, WE DISCUSS ABOUT IT.
AND IF YOU NEED TO GET BACK TO US WITH THAT, YEAH.
I'LL PROBABLY GET BACK TO YOU.
I'M SORRY, I, YEAH, I REMEMBER WE, WE, WE'VE DONE WORK ON THIS SUBJECT.
WE CAN, UH, COLLECT THE, THE RESPONSE AND MAKE SURE TO DISSEMINATE IT TO THE FOLKS AROUND THE HORSESHOE.
UH, STAFF FROM COUNCIL MEMBER RAMIREZ'S OFFICE.
THANK YOU FOR THE PRESENTATION.
UM, DO WE HAVE ANY, UH, DATA, EITHER USAGE DATA OR SURVEY DATA THAT WOULD SUGGEST HOW AWARE CITY OF HOUSTON EMPLOYEES ARE ABOUT THE TOOL AND THEN ABOUT THE GUARDRAILS, HOW THEY ARE OR ARE NOT SUPPOSED TO BE USING THE TOOL? ALRIGHT, SO I, I DO NOT HAVE INFORMATION ABOUT THE AWARENESS REGARDING THAT.
UH, IT STANDARD, UH, IT'S BEEN COMMUNICATED WHEN WE LAUNCHED THE MICROSOFT CO-PILOT CHAT PRODUCT.
UM, OUR COLLEAGUE, UH, IN HR HAVE DONE SOME ORGANIZED, UH, SEVERAL TRAINING SESSION ON THE MICROSOFT CO-PILOT CHAT, AND WE ASKED THEM TO SHARE INFORMATION ABOUT THE EXISTENCE OF THAT DOCUMENT.
UH, WE HAVE ABOUT 12 TO 15% OF EMPLOYEE THAT ENGAGE, UH, MONTHLY ON, UH, WITH THAT TOOL.
AND KIND OF WHAT, WHAT LEAH AL WAS SAYING.
I, I THINK A LOT OF PEOPLE DON'T KNOW
AND, AND I THINK, YOU KNOW, MAYBE THE WAY WE HAVE TO TAKE, LIKE, THE TRAINING ON CYBERSECURITY AND TRAINING, YOU KNOW, I THINK IT'S GONNA TAKE SOMETHING LIKE THAT, THAT PEOPLE REALLY HAVE TO SIT AT THEIR COMPUTER AND PROMISE IT'S THEM AND GO THROUGH THE STUFF.
'CAUSE I, I JUST FEEL LIKE PEOPLE DON'T KNOW.
WE, WE, WE'LL KEEP WORKING ON THIS AWARENESS AND, AND THAT'S ONE OF THE ELEMENT THAT, UH, WILL BE PUSHED MORE FORWARD WITH THE NEW PAI GROUP AND THE MICROSOFT 365 CO-PILOT.
YEAH, REALLY EXCITED ABOUT THE PAI GROUP AND, AND THE TASKS AND DELIVERABLES THAT YOU HAVE LAID OUT THERE.
I THINK THAT'S EXACTLY WHAT WE NEED AND, AND DEDICATED RESOURCES TO FOCUS ON THOSE THINGS WITH RESPECT TO AI AND HOW THE DEPARTMENTS ARE USING THEM.
UH, LAST QUESTION FROM ME ON THE COPILOT PILOT, IS THERE A TIMELINE? I KNOW YOU MENTIONED AT THE END, UM, BUILDING CA RESPONSIBLE USE CASES AND, AND WHATNOT.
DO Y'ALL HAVE A, A TIMEFRAME ON THAT? DEFINITELY THIS SUMMER.
SEEING NO OTHER QUESTIONS, UH, THANK YOU SO MUCH FOR THE PRESENTATION AND YOUR TIME THIS AFTERNOON.
WE WILL NOW MOVE ON TO AGENDA ITEM THREE, WHICH WILL BE AN OVERVIEW OF CITY OF HOUSTON, MICROSOFT PRODUCTS.
SO WE HAVE YALE HALAK, AND THEN WE HAVE, UM, AS WELL, BUR, OH, THERE YOU ARE, RIGHT THERE, UM, TO OUR DEPUTY, CIO, UH, TO COME AND GIVE A PRESENTATION.
HELLO EVERYBODY AND COUNCIL MEMBERS, UM, UH, WE'RE FROM HITS ARE THANKFUL TO BEING INCLUDED IN THE, IN, IN THE INAUGURAL KICKOFF OF THIS NEW COMMITTEE.
LOOKING FORWARD TO TECHNOLOGY AND INNOVATION AND ALL THE THINGS THAT THIS COMMITTEE WILL HELP US, UH, PROVIDE TO THE CITY TO THEN PROVIDE TO THE END CITIZENS TO OPTIMIZE SERVICES.
I ALSO RECOGNIZE SOME FRIENDLY FACES BACK FROM THE TTI DAYS, UH, MANY A FEW YEARS AGO.
AND, UH, GLAD TO BE BACK, BACK HERE IN FRONT OF YOU.
SO WE'LL GET INTO THE, THE DETAILS.
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THESE TWO PRESENTATIONS, UH, BLEND WELL TOGETHER.AND YOU'LL SEE AS WE GO THROUGH IT, UH, THIS IS A, A, A JOINT PRESENTATION BETWEEN, UH, THE SEAT OF HOUSTON HITS AND, UH, AND MICROSOFT AND PARTNERSHIP.
UM, SO, UH, WE WILL, WE'LL GO AHEAD AND JUMP IN.
SO IF YOU DON'T MIND, LET'S MOVE TO THE NEXT SLIDE.
UM, SO I'M GONNA COVER WHAT DO WE HAVE FROM A MICROSOFT PERSPECTIVE AT A HIGH LEVEL, FROM WHAT'S IN OUR CONTRACT? WHAT DO WE HAVE THAT WE IN OUR HANDS FOR, FOR, UH, WHAT WE OWN ALREADY, WHAT WOULD NEED TO BE PURCHASED AND, AND OTHER THINGS.
AND THEN YOU'LL TAKE US THROUGH MORE DETAILS ABOUT WHAT THE PRODUCTS DO, THE CAPABILITIES, AND THEN TALK ABOUT, UH, THE, UH, THE, THE OPPORTUNITIES WITH COPILOT, UH, PILOT THAT, UH, RAFAEL JUST TALKED ABOUT, PLUS GIVE SOME EXAMPLES OF CUST OF OTHER USE CASES IN, IN, IN THE PRI IN THE PUBLIC SECTOR AROUND THIS.
SO LOTS OF STUFF FOR HIM TO COVER.
NOW, FROM OUR PERSPECTIVE, UH, WE, UH, USE, UH, MICROSOFT HEAVILY ACROSS THE BOARD.
WE HAVE, UH, AN ENTERPRISE AGREEMENT WITH THEM, WHICH IS A THREE YEAR CONTRACT.
AND I'LL GO INTO THE DETAILS OF WHAT'S INCLUDED WITH THAT.
AND THEN WE'LL, I'LL, I'LL HAND IT OVER.
SO WHAT, WHAT YOU SEE HERE IS THE, SOME OF THE MATERIAL THAT WAS PRESENTED TO CITY COUNCIL IN THE SUMMER OF LAST YEAR AT THE, AS AS OUR PREVIOUS MICROSOFT CONTRACT WAS EXPIRING, AND THE NEW ONE WAS GETTING PREPARED TO TAKE EFFECT.
AND WE ASKED FOR SPENDING AUTHORITY ON MULTIPLE CONTRACTS.
UH, THAT WAS, THAT WAS APPROVED BY, UM, CITY COUNCIL BACK THEN.
SO WE ARE NOW IN THE MIDDLE, OR OF OUR FIRST YEAR OF THE THREE YEAR CONTRACT WITH MICROSOFT FROM AN ENTERPRISE AGREEMENT SERVER, CLOUD ENROLLMENT PERSPECTIVE AND SUPPORT.
UH, WE, WE WENT THROUGH DIFFERENT RESELLERS TO BE ABLE TO SET THIS UP, AND WE USE A DIFFERENT COMPANY FOR SUPPORT AS WELL.
SO, AND, AND ENTER THE ENTERPRISE AGREEMENT, UH, IS BASICALLY THE, UH, THE END USER ASPECTS OF IT.
IT'S A MICROSOFT 365 LICENSE, WHICH NOW WE'RE PRIMARILY ON THE G FIVE LEVEL, WHICH IS ALL THE STANDARD OFFICE SUITE TOOLS, OUTLOOK, WORD, POWERPOINT, EXCEL.
IT INCLUDES TEAMS AND THEN INCLUDES TEAMS VOICE, WHICH WE'RE USING IN SOME CASES AND BEGINNING TO DEPLOY AROUND THE CITY.
UH, WHERE YOU, WHERE YOU HAVE YOUR, YOUR LAPTOP IS YOUR PHONE, BASICALLY.
UH, AND AS WELL AS THE ADVANCED, UM, CYBER TOOLS TO COME IN, IN THAT, THAT LEVEL LICENSE.
UH, AND WE'LL TALK SOME MORE ABOUT ANOTHER, UH, LICENSE THAT WE'VE BEEN LOOKING AT AND PURCHASED.
SO THE, THE THREE, THE AGREEMENT WITH MICROSOFT IS THEY HAVE AN ANNUAL TRUE UP.
SO AT THE END OF EVERY YEAR, UH, WE, WE HAVE THE ABILITY TO LOOK AT WHAT ADDITIONAL LICENSE HAVE WE DEPLOYED IN A DATA CENTER OR, UH, FOR SERVERS, AND THEN WE CAN TRUE UP AT THAT POINT IN TIME.
SO WE THEN ADD IT TO THE CONTRACT FOR THE NEXT YEAR.
UH, SO AGAIN, THE ENTERPRISE AG, THE ENTERPRISE AGREEMENT IS SUPPOSED TO FOCUS AT THE END USER SPACE.
THE SERVER CLOUD ENROLLMENT ONE IS DATA CENTER BACKEND.
IT'S THINGS INSIDE OF THE FOUR WALLS OF A DATA CENTER, WHETHER IT'S CLOUD, WHICH ARE STANDARD AS MICROSOFT AZURE, UH, OR WITHIN THE FOUR WALLS OF OUR OWN DATA CENTERS.
IT, IT'S WINDOWS SERVER LICENSES, SQL SERVER, UM, SHAREPOINT SERVER, AND OTHERS.
SO THAT'S THE DIFFERENCE BETWEEN THOSE TWO.
UM, ONE OF THE, THE KEY THINGS AROUND THIS, THIS CONTRACT AND THE CLOUD IS WE HAVE A HIT STRATEGIC PLAN THAT HAS GOALS THAT DRIVE TOWARDS THAT PLAN THAT THEN ARE ALIGNED WITH THE MAYOR'S GOALS.
UH, AND IN THIS CASE IT'S CHOOSE CLOUD FIRST WHERE IT MAKES BUSINESS SENSE.
WE'RE NOT JUST GONNA THROW EVERYTHING IN THE CLOUD.
WE HAVE TO MANAGE IT CAREFULLY AND, AND TRACK THE SPEND, UM, TO MAKE SURE WE'RE OPTIMIZING AND MAXIMIZING THE INVESTMENT, UH, AND IS ALSO ACCELERATE THE CLOUD MIGRATION WHERE IT MAKES SENSE.
UH, WE ALSO HAVE AN OPPORTUNITY THAT WE, WE'VE ALREADY COMPLETED THAT IS A RESULT THAT CAME IN THIS CONTRACT THAT WAS A RESULT OF THE ERNST AND YOUNG STUDY LAST YEAR, WHERE AROUND CONSOLIDATION OF SHARED SERVICES.
SO THE HPD IT DEPARTMENT HAS, HAS BEEN CONSOLIDATED INTO HITS.
AND THIS WAS AN ITEM IN THE CONTRACT THAT ALLOWED US TO SIMPLIFY THE CONTRACT THAT WE WOULD NOT NO LONGER, WE WOULD NO LONGER REQUIRE TO HAVE A SPECIAL HPD, ONLY ONE.
AND, UH, UH, WE, UH, WERE ABLE TO SUCCESSFULLY CONSOLIDATE HPDS TENANT THEIR MICROSOFT 365 TENANT, WHICH WAS COMPLETELY SEPARATE.
ALL THE END USER DATA, EMAIL, UH, SHAREPOINT DATA TEAMS, DATA ONEDRIVE, ALL THAT WAS IN THAT TENANT.
AND THEN OUR CITY TENANT WAS SEPARATE.
AND, UH, ONE OF THE COOL THINGS ABOUT THE EFFICIENCIES IS ITS IMPROVEMENTS IS COLLABORATION.
WHEREAS IN THE PAST, YOU COULDN'T SEE EACH OTHER'S, UH, FREE, BUSY AND CALENDAR AVAILABILITY.
UH, SO WE COMPLETED THAT IN, IN SIX MONTHS, WHICH EVEN MICROSOFT SAID WAS, UH, UH, A SIGNIFICANT ACCOMPLISHMENT TO DO IT THAT FAST.
SO NOW WE'RE ONE TENANT, ONE CITY, AND EVERYONE CAN WORK TOGETHER.
UH, AND, AND A COUPLE MORE THINGS BEFORE I HAND IT OFF TO THE MAN I REALLY WANT TO HEAR, UM, IS, IS WE RIGHTSIZE SOME LICENSES, WHICH MEANS A COST SAVING INITIATIVE.
IN FY 26 WE IDENTIFIED WAS TO LOOK AT, UH, FRONTLINE WORKER LICENSES, WHICH ARE PROVIDE THE SAME CAPABILITY AS THE G FIVE LEVEL.
UH, HOWEVER THEY'RE DESIGNED FOR, UH, FOR EMPLOYEES THAT MAY NOT HAVE A DEVICE, SO A, A, A SOLID WASTE WORKER OR FIELD WORKERS OUT THERE THAT, THAT WOULD ONLY HAVE A CELL PHONE OR IN SOME CASES, SO IT'S A, IT'S A LOWER PRICE LICENSE THAT WE'VE, WE'VE PURCHASED
[00:30:01]
6,000 OF THOSE AND ARE IN THE PROCESS OF CONVERTING USERS OVER, OVER TO THOSE, WHICH WILL FURTHER, UH, PROVIDE OUR ABILITY TO DRIVE POTENTIAL FURTHER COST SAVINGS IN THE FUTURE AS WE LOOK FOR THOSE USE CASES.AND THEN LAST BUT NOT LEAST ON THIS PIECE, I DO WANNA COVER THAT THE CONTRACT COVERS CO-PILOT CHAT, WHICH WE TALKED, WHICH RAFAEL TALKED ABOUT, AND THE ABILITY THAT WE ALL HAVE TO USE TODAY.
WE HAVE PURCHASED A SUBSET OF CO-PILOT CO-PILOT LICENSES THAT WE WANT TO TEST WITH THAT RAFAEL'S GONNA USE FOR THE PILOT.
UH, BUT BEYOND THAT, ANYTHING ELSE WE'RE TALKING ABOUT IS, IS AN ADDITIONAL INCREMENTAL FINANCIAL INVESTMENT THAT WE'LL HAVE TO MAKE TO GO THERE.
SO JUST, WE'RE ON, SO WE'RE ON THE SAME PAGE FOR THAT.
UM, AND THIS IS A THREE YEAR CONTRACT THAT RUNS FROM STARTED OCTOBER ONE OF LAST YEAR, AND RUNS THROUGH SEPTEMBER 30TH, 2028.
AND AT THIS POINT IN TIME, I'LL HAND IT OVER TO, TO MR. Y HAACK AND HE'LL TAKE YOU THROUGH THE DETAILS OF ALL, ALL THESE COOL PRODUCTS.
UH, CASTILLO AND C AND STAFF MEMBERS, THANK YOU FOR THE OPPORTUNITY TO BE HERE THIS AFTERNOON AS PART OF MICROSOFT, UH, CORE ACCOUNT TEAM MEMBER.
I'M THE DIRECTOR OF TECHNOLOGY STRATEGIST.
BASICALLY, I PARTNER WITH, UH, MAJOR, UH, TEXAS LOCAL ACCOUNTS, UH, TO HELP THEM INNOVATE AND HELP THEM THROUGH THEIR DIGITAL TRANSFORMATION JOURNEY.
UM, TODAY WE ARE GONNA TALK ABOUT SOME OF THESE FUNCTIONALITIES AND APPLICATION THAT IT'S BEEN DEPLOYED TO CITI, UH, AND HOW THEY ARE USING IT, WHAT'S THE VALUE THAT THEY ARE GAINING FROM THE PRODUCT THAT IT'S BEING DEPLOYED.
UH, BUT FOR, BEFORE WE GO THERE, I JUST WANNA SET THE EXPECTATION TO MAKE SURE THAT, UM, UH, EVERYTHING IS CLEAR AS FAR AS OUR PRESENTATION.
MY PRESENTATION IS NOT GONNA FOCUS ON NEITHER SALES NOR, UH, NEW TECHNOLOGIES.
SO WE ARE GONNA BE TALKING ABOUT SOME OF THE BASIC FUNCTIONALITIES, SOME OF THE BASIC SOLUTIONS THAT IS BEING DEPLOYED THROUGHOUT THE CITY.
AT THE END, IF YOU HAVE ANY QUESTION, I WILL BE DIRECT, TRY TO ANSWER THEM.
IF I DON'T HAVE ANSWER, WE WILL COMPILE CAPTURE THOSE QUESTIONS AND WE'LL GET BACK TO YOU WITH THE PROPER ANSWER.
THE MOST IMPORTANT BASELINE IS THAT, UH, CITI RUNS ON MICROSOFT, UM, ALL DAY EVERY DAY.
UH, WHEN I SAY CITI, I'M NOT TALKING ABOUT ONE OR TWO OFF AGENCIES, I'M TALKING ABOUT THE ENTIRE CITY.
UM, SOME OF THESE APPLICATIONS ARE BEING USED THOUSANDS OF EMPLOYEES EVERY DAY TO DO THEIR JOB BETTER.
SO, UM, AS YOU KNOW, AS YOU CAN IMAGINE, A CITY OF HOUSTON IS UTILIZING PLETHORA OF MICROSOFT LICENSES.
SO AGAIN, AND NOT TO DEFEAT THE PURPOSE OF OUR PRESENTATION, I'M NOT GONNA GO IN DETAIL AND EXPLAIN WHAT THESE, UH, LICENSES ARE DUE AND, UH, WHAT THE FUNCTIONS THAT THEY PROVIDE.
WHAT I WILL DO IS I WILL CREATE A, A BUCKET OR LAYERS, AND THEN I HIGHLIGHT THESE FUNCTIONALITIES, AND THEN I WILL CALL OUT ONE OR TWO AND GIVE A SIMPLE EXAMPLES FOR US TO DIGEST THIS, UH, UH, TECHNOLOGIES EASILY.
AND I WILL TRY TO GIVE SIMPLE CITY RELATED EXAMPLES SO THAT HOPEFULLY IT WILL MAKE SENSE.
FIRST OFF IS THE MICROSOFT 365.
THIS IS YOUR PRODUCTIVITY LAYER.
WHEN I SAY PRODUCTIVITY, I'M TALKING ABOUT WORD, EXCEL, POWERPOINT, EMAIL, UM, CALENDARS, UH, EMPLOYEES, THEY USE THESE SOLUTIONS TO DO THEIR JOB EFFECTIVELY AND EFFICIENTLY.
THEY WRITE, COMMUNICATE, AND COLLABORATE EACH DAY AND ORGANIZE THEIR DAILY WORK.
YOU CAN THINK OF M 365 COPILOT AS A DIGITAL TOOLBOX TO, UH, TOOL, UH, TO DO THE RIGHT THING AND RIGHT JOB FOR, FOR EACH EMPLOYEES.
NEXT ONE IS THE MICROSOFT TEAMS, WHICH IS YOUR COORDINATION, UH, LAYER.
AS YOU ALL KNOW, LARGE AND COMPLEXITIES LIKE CITY OF HOUSTON WORK DOESN'T REMAIN IN ONE DEPARTMENT, UH, CITIZEN REQUEST, UH, HR, FINANCE, UH, POLICY RELATED QUESTIONS.
IT USUALLY REQUIRES OTHER DEPARTMENTS AND AGENCIES TO PROVIDE THEIR EXPERTISE.
CITY EMPLOYEES USE MICROSOFT TEAMS TO MEET, CHAT, COMMUNICATE, AND COLLABORATE SO THAT THEY DON'T HAVE TO WAIT FOR AN EMAIL OR IN-PERSON, UH, MEETINGS TO START ENGAGING AND ADDRESSING THESE QUESTIONS AND ISSUES.
YOU CAN THINK OF MICROSOFT TEAMS AS A, UM, MEETING ROOM AND HALLWAY CONVERSATION ALL IN ONE.
UM, NEXT ONE IS THE SHAREPOINT N ONE DRIVE, WHICH IS YOUR INFORMATION SHARING LAYER EVERY DAY.
CITY EMPLOYEES, THEY, UH, CREATE DOCUMENTS, STORE DOCUMENTS, SHARE FILES, UH, CONTROL, ACCESS AND CONTROL THE VERSIONING OF DOCUMENTS.
SO WHEN YOU ARE COMMUNICATING WITH OTHER AGENCIES, YOU WANNA MAKE SURE THAT YOU HAVE THE LATEST VERSION OF THE DOCUMENT THAT YOU ARE WORKING ON.
SO YOU DON'T HAVE TO WORRY ABOUT IF, IF THIS IS THE MOST ACCURATE INFORMATION
[00:35:01]
THAT YOU HAVE AVAILABLE.YOU CAN THINK OF SHAREPOINT ONE.
ONEDRIVE IS YOUR DIGITAL SECURED FILE CABINETS THAT IT'S AVAILABLE TO ALL CITY EMPLOYEES, DEPENDS ON THEIR ACCESS LEVELS.
MICROSOFT AZURE IS THE FOUNDATION OF ALL MICROSOFT CLOUD SOLUTIONS.
CITI IS USING MICROSOFT AZURE FOR MODERNIZATION LAYER WHERE THEY CAN NOT ONLY MIGRATE THEIR ANTIQUATED OLD, UH, RETIRED NON-SUPPORTED INFRASTRUCTURE, BUT ALSO APPLICATION FOR AVAILABILITY PURPOSES, COST SAVING PURPOSES, AND CONTINUITY OF OPERATION PURPOSES.
WHEN WE TALK ABOUT MICROSOFT, A LOT OF PEOPLE THINK THAT CITI ONLY USES, UH, THOSE COLLABORATION AND COMMUNICATION TOOLS THAT WE TALKED ABOUT, WORD, EXCEL, POWERPOINT, AND, UH, SOME OF THESE, UH, TOOLS THAT IT'S AVAILABLE.
ACTUALLY, CITI AND MICROSOFT RELATIONSHIP IS DEEP DEEPER THAN THAT.
CITI U UH, MICROSOFT PROVIDES, UM, UH, BUSINESS CRITICAL APPLICATIONS, UH, EVERY DAY IN AND OUT WITH THE MULTIPLE DEPARTMENT, MULTIPLE AGENCIES, INCLUDING 3 1 1 THAT WE TALKED ABOUT EARLIER.
SO D 365 TRACKS THE WORK ORDER FROM INITIATION TO EXECUTION AND EVERYTHING BETWEEN SO THAT WE MAKE SURE THAT NOTHING FALLS THROUGH THE CRACK.
CI CITIZEN MIGHT, UH, FILE A, A POTHOLE, UH, SERVICE REQUEST, EITHER BY CALLING 3 1 1 OR THEY CAN USE CITY PORTAL TO FILE THE REQUEST.
ONCE INFORMATION IS CAPTURED THROUGH THE THREE, UH, D 365, D 365 ASSIGNS THAT INFORMATION TO PROPER AGENCIES TRACKS WHO IS WORKING ON IT, CHECKS THE STATUS OPEN, NEW IN PROGRESS, CLOSED.
AND THEN ONCE INFORMATION AND ONCE WORKLOAD IS COMPLETED, IT, CLOSE IT FOR FUTURE REFERENCES.
AND THEN WE HAVE POWER BI AND POWER PLATFORM.
THEY SUPPORT YOUR REPORTING DASHBOARD FORMS AND, UH, BUSINESS PROCESS IMPROVEMENT.
YOU CAN THINK OF POWER BI, TEXT, THOSE BORING NUMBERS, ONE DIMENSIONAL NUMBERS THAT IT DOESN'T REALLY MAKE, MAKE SENSE TO US.
CONVERT THEM IN A DASHBOARD AND IT ALLOWS USER TO INTERROGATE THEIR OWN DATA.
YOU CAN ASK HOW MANY, UH, POTHOLE WAS REQUIRED, UH, UH, HOW MANY POTHOLE SERVICE REQUESTS WAS INITIATED LAST MONTH, WHICH DISTRICT IS GENERATING MORE POTHOLES THAN OTHERS? AND THEN YOU MIGHT WANT TO INVESTIGATE WHAT MIGHT BE THE REASON.
IS THERE A CONSTRUCTION GOING ON OR THE SERVICES NOT PROPERLY SEALED? IT ALLOWS YOU TO, UH, EXTRACT INTELLIGENT ACTIONABLE INTELLIGENCE FROM YOUR OWN DATA.
AND THEN WE HAVE SQL SERVERS AND WINDOWS SERVERS PLATFORM.
THIS IS BASICALLY THE CITY'S DIGITAL ENGINE.
SQL SERVER KEEPS TRACK OF ALL THE DATA AS A REPOSITORY, CITIZEN SERVICES, UH, HR INFORMATION, ANY DATA THAT IT, IT'S TANGIBLE FOR US TO USE.
AND SQL SERVER IS THE, UM, TRAFFIC CONTROLLER WHO HAS ACCESS TO WHAT APPLICATION AND HOW, HOW THEY CAN USE THESE APPLICATION.
AND NOT EVERYBODY AT THE CITY, THEY SIT BEHIND THE DESK.
SOME OF THEM THEY SPEND MOST, IF NOT ALL OF THEIR TIME ON THE FIELD FOR THOSE USERS.
UH, CITI ASSIGNED, UH, FRONTLINE WORKER LICENSES, THEY ARE GOOD ENOUGH FOR THEM TO DO THEIR JOB.
AND THEN FINALLY, MICROSOFT SECURE TO SUITE.
THESE ARE BUNCH OF TOOLS THAT IT MONITORS NOT ONLY CITI'S INTERNAL ACTIVITIES, BUT ALSO CYBER ACTIVITIES.
IF ANY ANOMALIES HAPPENS, THEY SEND NOTIFICATION TO SOC CITY, UH, OP SECURITY OPERATION CENTER AND ANALYST SITTING ON THE DESK.
THEY CAN TRIAGE AND TAKE PROPER ACTION TO STOP THESE, UH, ACTIVITIES.
YOU CAN THINK OF THIS AS YOUR 24 7 HOME SECURITY, UH, UH, CENTER.
UH, SO LET'S TALK ABOUT AI AND CHATBOT.
UM, WHEN WE TALK TO END USER NON-TECHNICAL PEOPLE, THEY WANNA KNOW TWO THINGS.
ONE, WHAT HAPPENS WHEN I CLICK COPILOT, AND TWO, HOW CAN IT HELP ME TO DO MY JOB BETTER? INSTEAD OF GETTING INTO MORE DETAIL, LET ME GIVE YOU SOME PRACTICAL EXAMPLES.
SO COPILOT CAN HELP YOU DRAFT A REPORT AND DOCUMENT EITHER FOR EXECUTIVE, UH, READOUT PURPOSES OR A DETAILED REPORT.
YOU CAN ASK A QUESTION ABOUT WHAT HAPPENED WITH THE WATER MAIN BREAK LAST WEEK, AND YOU MIGHT WANNA KNOW HOW LONG DID IT TAKE FOR CITY TO RESPOND, HOW MANY AGENCIES WERE INVOLVED, AND WHAT WAS THE CAUSE AND EFFECT FOR THE BUSINESSES AND THE CITIZENS? WITHIN MINUTES, WITHIN SECONDS, ACTUALLY IT WILL SPIT OUT A DOCUMENT AS A DRAFT FOR YOU TO LOOK AND BRING YOURSELF UP TO SPEED.
NEXT ONE IS GONNA BE, UH, SUMMARIZING LONG EMAILS.
[00:40:01]
SURE YOU ALL HAVE BEEN PULLED INTO AN EMAIL, WHICH IS 15, 20 EMAIL THREADS.AND THEN THEY ARE ASKING YOUR RECOMMENDATION OR YOUR INPUTS AND HOW THEY CAN RESOLVE THIS ISSUE.
INSTEAD OF READING THIS 15, 20 STRING EMAILS, ALL YOU CAN DO IS YOU CAN ASK MICROSOFT COPILOT AND SAY, SUMMARIZE THE EMAIL FOR ME.
WHO HAS BEEN INVOLVED? WHAT ARE THE BOTTLENECKS? AND MOST IMPORTANT, IMPORTANTLY, WHAT'S BEING ASKED FROM ME OR MY STAFF TO DO IN ORDER FOR US TO, UH, ADDRESS THIS ISSUE? WITHIN SECONDS, YOU WILL HAVE THAT INFORMATION.
UH, IT CAN PREPARE A PRESENTATION FOR YOU.
UH, YOUR FINANCE TEAM MIGHT BE ASKED TO PRESENT ABOUT THE, UH, FISCAL, UM, BUDGET VARIANCES WITHIN SECONDS.
IT CAN PUT TOGETHER FIVE SLIDE PRESENTATION WITH THE READOUT WITH CHARTS.
AND THEN THIS DRAFT IS GONNA BE READY FOR THE REVIEW AND PRESENTATION.
IT CAN ANALYZE YOUR DATA, NOT ONLY 3 1 1, BUT YOU MIGHT WANNA KNOW, UM, LAST SIX MONTHS, WHAT ARE THE, UH, CRASHES HAPPENING AT THE CITY AND WHAT ARE THE HOTSPOTS MIGHT BE? AND THEN AGAIN, GOING BACK EARLIER, YOU CAN INTERROGATE YOUR DATA AND THEN IT'LL GIVE YOU WHERE THE HOTSPOTS MIGHT BE.
AND THEN YOU MIGHT WANNA TAKE A PROACTIVE ENGAGEMENT TO RESOLVE THESE ISSUES.
AND YOU, WHEN YOU'RE, WHEN YOU'RE GOING THROUGH THIS LIST, YES SIR.
IS THIS CHAT OR COPILOT PILOT? I WILL EXPLAIN.
THESE ARE ACTUALLY THE COPILOT, UH, M 365 COPILOT FOUR VERSION.
AND I WAS JUST ABOUT THERE, SIR, SIR.
SO WE HAVE TWO FLAVORS OF COPILOT.
ONE IS COPILOT CHAT, WHICH IS AVAILABLE TO CITI, AND THEY ARE BEING USING HEAVILY.
AND OTHER ONE IS THE M 365 COPILOT.
THE DIFFERENCES ARE CHAT IS, YOU CAN THINK OF AS YOUR PERSONAL ASSISTANT.
IT CAN DRAFT IDEAS, IT CAN HELP YOU ORGANIZE YOUR WORK.
AND IT WILL BE JUST WEB GROUNDED, WHICH MEANS IT DOESN'T HAVE ACCESS TO YOUR PERSONAL INFORMATION ON THE CITY SIDE.
IT'LL BE JUST LIKE A BING SEARCH IN A SMART WAY.
AND THAT M 365 COPILOT IS YOUR SUBJECT MATTER EXPERT THAT IT WORKS ALONGSIDE YOU.
IF YOU ASK QUESTIONS ABOUT THE FINANCE, IF YOU ASK QUESTIONS ABOUT THE GENERAL ORDER, IF YOU ASK QUESTIONS ABOUT, UM, THE PERMITTING, IT WILL ACT AS A SME FOR THAT SPECIFIC SUBJECT.
AND IT WILL ONLY USE INFORMATION FROM ONEDRIVE, SHAREPOINT, EMAIL, CHAT, AND THOSE COMMUNICATION COLLABORATION CONTENT THAT WE TALKED ABOUT.
SO THOSE ARE THE DIFFERENCE BETWEEN TWO.
AND WHEN WE TALK TO CITA LEADERS, UH, THEY HAVE COUPLE QUESTIONS ABOUT SAFETY AND TRUST.
LET ME EXPLAIN THEM IN THREE PRINCIPLES.
WHEN YOU INTRODUCE M 365 COPILOT TO YOUR ENVIRONMENT, IT WILL NOT SURFACE ANY INFORMATION THAT YOU DON'T HAVE ACCESS RIGHT NOW.
IT WILL ONLY FUNCTION WHATEVER YOU HAVE ACCESS TO.
IT'S GONNA BE BASICALLY A OPEN DOORS WITHIN THAT DOMAIN.
SPEAKING OF DOORS, IF I MAY GIVE AN EXAMPLE, YOU JUST MOVED INTO A RESIDENTIAL, UH, HOUSE AND THEN, UH, MANAGEMENT OFFICE.
THEY GAVE YOU A ACCESS CARD, WHICH IS YOUR COPILOT.
THAT ACCESS CARD WOULD LET YOU INTO YOUR OWN APARTMENT.
IT WILL GIVE YOU ACCESS TO GARAGE HEALTH CLUB BUSINESS CENTER AND SOME OF THE, UH, COMMON AREAS THAT IT WILL LET YOU ACCESS.
BUT IT WILL NOT GIVE YOU ACCESS TO YOUR NEIGHBOR'S APARTMENT.
IT WILL NOT GIVE YOU ACCESS TO, UM, THE, THE FACILITY, UH, ELECTRONIC OR THE, UH, THE MAIN, UH, TECH TECHNICAL AREAS.
AND IT WILL NOT GIVE YOU ACCESS TO THE MAIN OFFICE WHERE THEY KEEP RESIDENTS INFORMATION.
SO THAT, THOSE ARE THE DIFFERENCES.
AND THEN ROLE-BASED PERMISSION IS BASICALLY CITY IS HEAVILY USING WHO HAS ACCESS TO WHAT INFORMATION, WHICH WILL MIMIC THAT FUNCTIONALITY.
AND THEN FINALLY, SECUR AND COMPLIANCE WITH MICROSOFT.
ALL THE SECURITIES ARE BUILT IN NOT BOLT ON.
SO IN OTHER WORDS, IT IS NOT SOMETHING THAT AFTERTHOUGHT.
AND I KNOW WE TALKED ABOUT AND UH, WE DISCUSS A LOT OF POINT, BUT LET ME GIVE YOU A COUPLE EXAMPLES.
THESE ARE THE, UH, COUPLE AGENCIES WITHIN THE TEXAS AREA.
THEY HAVE DONE SOME PILOTS AND THEN THE, THEY HAVE SOME TANGIBLE INFORMATION THAT WE CAN REFER TO.
THEY USE M 365 COPILOT FOR SIX WEEKS.
AT THE END, 97 PEOPLE OF THESE 300 PEOPLE PARTICIPATED ON COPILOT PILOT AT THE END, 68% OF THE PEOPLE, THEY USE THESE SOLUTIONS AND THEY SAVE 12 HOURS.
SO I'M NOT GONNA HEAR, SIT HERE AND TELL YOU THAT IF YOU DO COPILOT
[00:45:01]
PILOT, THIS IS THE NUMBER, THIS IS THE EXPECTATION THAT YOU WILL GAIN.HOWEVER, WHAT IT WILL BE TRUE IS DEPENDS ON THE DEPLOYMENT STRATEGY.
YOU HAVE TO MAKE SURE THAT YOU HAVE A CLEAR AGENDA, YOU HAVE A USE CASES, YOU HAVE, UH, TRAINING HANDHOLDING, OFFICE HOURS TO EDUCATE USERS TO MAKE SURE THAT THEY UNDERSTAND THE VALUE OF M 365 COPILOT.
AND NEXT ONE IS THE U2 AUSTIN.
THIS IS A LITTLE MORE SAMPLE SIZE, WHICH IS, UH, 22, ALMOST 2300 USERS, UH, COPILOT LICENSE, UH, USERS.
THESE ARE THE ADMINISTRATIVE OFFICES.
BASICALLY, THEY ARE SUMMARIZING THEIR EMAILS AND THEY ARE CREATING POWERPOINT PRESENTATION.
AND IF THEY HAVE TEAMS, AND IF THE MEETING IS RECORDED, THEY ARE ASKING FOR ACTIONABLE QUESTIONS ON WHAT ARE THE NEXT.
SO THAT TYPE OF ENGAGEMENT, THEY SAVE 12 TWO HOURS WEEKLY AND WHICH EQUATES TO 8.5 MILLION ANNUAL, UM, UH, UH, VALUE.
IF THEY INCREASE THAT TO FOUR HOURS, IT'S $17 MILLION.
NOW, I WANT TO BE CLEAR, THIS IS NOT AN ROI, THIS IS TIME SAVED OR TIME CLAIMED FROM EMPLOYEES BUSY HOURS.
SO, UM, THESE TWO ARE REFERENCEABLE.
UM, AND YOU CAN, UH, CLICK AND YOU CAN GET MORE INFORMATION ABOUT THESE TWO CONCEPT.
OTHER THAN THAT, I THINK THE MAIN QUESTION IS THE, UH, NOT HOW MANY HOURS WE, UH, RECLAIM, BUT THE QUESTION IS HOW CAN WE REUSE THESE TWO, THE HOURS THAT WE SAVE TO SERVE THE CITIZENS OF HOUSTON BETTER? THANK YOU SO MUCH.
AND, UH, THAT'S ALL MY PRESENTATION.
IF YOU HAVE ANY QUESTION, I'LL BE MORE THAN HAPPY TO ANSWER THEM.
UH, I DO THINK IT IS IMPORTANT FOR US TO GET AN UNDERSTANDING OF WHAT IS AVAILABLE TO US THROUGH OUR AGREEMENT WITH MICROSOFT, WHAT TOOLS ARE OUT THERE THAT WE HAVE ACCESS TO.
SO I APPRECIATE YOU BEING HERE TO, TO GIVE THAT OVERVIEW.
YOU TALKED ABOUT, UH, CRM WORKFLOW MANAGEMENT AND HOW SOMEONE CAN USE THAT AS A 3 1 1 TICKETING SYSTEM.
ARE WE CURRENTLY USING THAT AS PART OF OUR 3 1 1 SYSTEM? YES.
THAT IS THE BACKEND FOR OUR 3 1 1 SYSTEM.
UH, IS IS USING DYNAMICS 365? THAT'S CORRECT.
'CAUSE I, YOU KNOW, YOU HEAR ABOUT, UM, WELL, ONE DEPARTMENT USES, UH, THIS WORKFLOW MANAGEMENT, ANOTHER USES A DIFFERENT ONE.
BUT HOW, HOW DOES DYNAMICS FIT INTO, INTO THAT EQUATION? DYNAMICS IS THE CENTRAL DATABASE AND APP APPLICATION THAT'S USED BY THE 3 1 1 TEAM.
AND THEN TICKETS COME IN AND THEY ARE THEN ASSIGNED, AS YOU'RE SAYING, TO THE SYSTEMS FOR PUBLIC WORKS OR SOLID WASTE OR WHOEVER.
IT GOES TO THAT AND IT'S THEN ROUTED THAT WAY.
AND COULD DYNAMICS JUST BE THE ONE SYSTEM, UM, THAT EVERYTHING IS ROUTED THROUGH? DO WE NEED AN N FOUR AND ARIS AND ALL THE OTHERS THAT ARE OUT THERE? THAT WOULD BE A WORK WE'D HAVE TO EVALUATE TO SEE WHAT, WHAT WOULD BE THE BEST PATH FORWARD.
'CAUSE NOW THEY'RE VERY, THEY'RE SEPARATE SYSTEMS. GOTCHA.
UM, THAT WILL WRAP UP, UH, THE PRESENTATION.
AND I DO WANT TO GIVE A, A SHOUT OUT TO IT ON THE HPD UH, CONSOLIDATION.
I KNOW THAT WAS A HEAVY LIFT FOR Y'ALL, UH, FOR THE ENTIRE TEAM OUT THERE.
AND SO CONGRATULATIONS ON THAT.
AND THANK Y'ALL FOR BEING AVAILABLE TODAY.
I KNOW IT'S A BIG DAY FOR Y'ALL.
UM, WE DO HAVE A TIME FOR PUBLIC COMMENT.
IS WOULD ANYBODY HERE LIKE TO ADDRESS THE COMMITTEE? NO.
UM, THE NEXT MEETING FOR THE TECHNOLOGY AND INNOVATION COMMITTEE WILL BE THURSDAY, JULY 23RD, 2:00 PM THIS MEETING WAS NOT HYBRID, UH, BECAUSE OF A SWITCH FROM TEAMS TO TOWN HALL.
UH, SO WE'RE GONNA BE HYBRID MOVING FORWARD, UM, STARTING IN JULY.
AND YOU WILL FIND OUR SCHEDULE FOR THE REST OF THE COMMITTEE MEETINGS ON THE WEBSITE FOR THE TECHNOLOGY AND INNOVATION COMMITTEE, UM, ON THE HOUSTON TX.GOV COM COUNCIL COMMITTEES PAGE.
I DO WANT TO THANK EVERYONE FOR BEING HERE TODAY, UH, AND PARTICIPATING AND LOOK FORWARD TO CONTINUING THE WORK, UH, OF THIS COMMITTEE MOVING FORWARD.
WE STAND ADJOURNED AT 2:50 PM.