Government Enterprise IT Systems (Bureau of Technology Services)

Dear Ni :

The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on February 14, 2020 and given the reference number C125010-021420 for tracking purposes.

Record Requested:  To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

a catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Ni Xu

At this time, the City is uncertain whether it is the custodian of the requested record.  The City will review your request to determine if it has responsive records.  The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure.  The City is permitted to charge its actual costs to provide records.  Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.

You can monitor the progress of your request at the link below.  Thank you for using the Portland Public Records Request Center.

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RE: City Public Records Request of February 14, 2020 Reference # C125010-021420

Dear Ni Xu ,
The City received a Public Records Request from you on February 14, 2020 for the following: "To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

a catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Ni Xu"
We would like to clarify with you what records you are seeking.  Please reply to this message or log in to the Portland Public Records Request Center to update this request.  Specifically, please clarify (and possibly narrow down) what you are looking for. The City of Portland has some two thousand applications -- most not supported by the Bureau of Technology Services. We also have hundreds of hosted solutions with external service providers that offer "cloud" services. Again, many are not managed by the Bureau of Technology Services.
If you can provide some clarity about what you're actually looking for, or are investigating, or are trying to prove, we'll do our best to find that information.
Alternatively, if you do want all of this information from every City bureau, you will need to submit a separate public records request to each individual bureau.

Please respond within 10 days of this email.  Thank you.
HEATHER HAFER
Senior Management Analyst 5038236965 If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov

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Dear Ni,
I am still awaiting a response from you from the email I sent on 2/18/2020.
This request, as it was submitted, is far too broad for me to fulfill. There are literally several thousand documents that could be responsive to this request as it was written. As I also mentioned, there are several different bureaus that would have some of this information. In order to proceed you would need to refine your request and identify specific documents and bureaus that are responsible for them. For example, I am unable to provide any documents on behalf of the Portland Police Bureau or the City Budget Office.
As it stands, fulfilling this request would require hundreds of hours of staff time to compile and at least 40 additional hours of review time. At a bare minimum, the cost to fulfill this request would be several hundreds of dollars and would take at least one month to fulfill. But again, I need you to further refine your search in order to proceed.
Heather Hafer

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RE: City Public Records Request of February 14, 2020 Reference #C125010-021420

Dear Ni , Due to the State of Emergency, Public Information Officers have been called to perform other essential tasks which prioritize the City’s actions to slow the spread of COVID-19.  Only employees critical for day-to-day operations are able to access City of Portland buildings.  Consequently, your public records request is in abatement for the duration of the declared emergency (ORS 192.329(6)).  Thank you for your understanding.
The City received a Public Records Request from you on February 14, 2020 for the following: "To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

a catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Ni Xu"
When normal operations resume, the City will review your request to determine if it has responsive records.  The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure.  The City is permitted to charge its actual costs to provide records.  Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.
You can monitor the progress of your request at the link below.  Thank you for using the Portland Public Records Request Center.

--- Please respond above this line ---
RE:  City Public Records Request of February 14, 2020 Reference #C125010-021420

Dear Ni ,

The City received a Public Records Request from you on February 14, 2020 for the following: "To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

a catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Ni Xu"

We previously asked you to clarify and narrow this request.  We have not heard from you.  Can we consider this matter closed?
Carrie Wilton, Senior Paralegal City Attorney's Office
If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov

To monitor the progress or update your request click here: Portland Public Records Request Center (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HXmoon8bUdJMgoBOcXKIVU-2Bg2lC8UTpQxh-2BOzN5ttvsIdxNkHKrfB9bXz3-2Bk1zEk-2Fw-3D-3DrXgE_m-2Blkogx-2F5Cgg96hcAKuUH-2BEe3-2B4w2Ye0Rs4iQgJ5cKBr0mLMalRfd2aZ8kwq0dhF-2FyJquZM9LzMIqZjbdFgultorw92kXm0TTNKgLOBBnZtcVS59-2BXU7XSa07YNHQiSWKZehX46-2B78J3FejPlUspubRFC0atCrX6ZS96yY-2FRCiErBk5bwkMBGZjzdqVOeL-2BKohXtxmCNjYVfBHnzhYehIIzkCbA35iZNXbE8r48cMF1fTFfFVsgcI6xEWfzhUyAsLmVlaFBEn8W0KMRvFPJ70VWN0SMOrdckkezh3rU7IKe2o8y1WPirO8UI4pGP0NA7lBA601D2NqS4FnDsir6hpihk1iH8ptqk2Hey9cQn1WF1FoGw0dg86M9l3D9igw5g8Tcm8S-2B-2Fdsc6D-2F1JXoWA6A-3D-3D)

--- Please respond above this line ---

RE: City Public Records Request of February 14, 2020 Reference # C125010-021420

Dear Ni ,
The City received a Public Records Request from you on February 14, 2020 for the following: "To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

a catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Ni Xu"
I am providing you with the records that we have readily available. You can view and download them online at the Portland Public Records Request Center by going to "My Public Records Request Center" - "View My Requests" - and clicking the button "View Files."
If we do not hear from you with respect to our previous requests for clarification, we will be closing your request.
Please note, if you have been provided with emails or text messages as a part of your request, they may have been converted to Greenwich Mean Time (GMT).  Additionally, please note that if your search is pulling emails from a global address list, only current employees in that global address list will be included.  Global address lists do not contain emails of departed employees.
Sincerely,
CARRIE WILTON
Senior Paralegal (503) 823-3091 If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov

To monitor the progress or update your request click here: Portland Public Records Request Center (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HXmoon8bUdJMgoBOcXKIVU-2Bg2lC8UTpQxh-2BOzN5ttvsIdxNkHKrfB9bXz3-2Bk1zEk-2Fw-3D-3Dk5G4_m-2Blkogx-2F5Cgg96hcAKuUH-2BEe3-2B4w2Ye0Rs4iQgJ5cKBr0mLMalRfd2aZ8kwq0dhF-2FyJquZM9LzMIqZjbdFguljGuEbWn1YpXLHgn8lALljfbOsrewH9tuRtkgP8KzO1yePdguq0nIsqrwZiY02JQiDMEKHTMtL0bZIOutFOCwUaveEVYxEoZDf-2FkJJweP-2FJfbn69J-2FEBmtlWQx3c-2B3Any74rFCg7RKIesm7RxBz45Y7VbRZJjgDlzKVqJKr30PrSaUnum5qkrNoRp-2FJWar36ZgdYmZwLrdyhAGOd9o90ZYDwD1IsF4kYNOIMhcFi8pVE2b2qIdVmCGXADbluPOd-2FWn-2BD92gQ3oi5X8ZKupV1dSgdbX79QArzVv5KYGY2iPER2jDrImClPFHZzcs6gahVs0w-2FHloYPmqMu-2BQt9NGpx24-3D)