HomeMy WebLinkAboutResolutions - 2016.09.22 - 22588MISCELLANEOUS RESOLUTION #16249 September 22, 2016
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - IMAGING SYSTEM REPLACEMENT
PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Circuit Court, County Clerk, Friend of the Court, Health and Human Services, Human
Resources, Probate Court, Prosecutor's Office, and the Treasurer Departments process electronic
documents as part of their daily business using the County's existing Oakdocs Imaging System; and
WHEREAS the Oakdocs Imaging System was developed in-house back in 2007 in a programming
language that is now considered outdated; and
WHEREAS a considerable investment would be required to rewrite the current system into a more recent,
supportable programming language and to develop enhancements as well as provide functionality
requested by the various user departments; and
WHEREAS the best and most efficient way to achieve this is through enterprise-wide software programs
to allow for document management, document retention, document and case security, and integration
with other systems and information sharing with internal departments and the public; and
WHEREAS the Circuit Court, County Clerk, Friend of the Court, Health and Human Services, Human
Resources, Medical Examiner, Probate Court, Prosecutor's Office, and the Treasurer Departments, in
partnership with Information Technology and Purchasing, conducted an extensive RFP process to identify
the most cost effective and appropriate imaging system replacement; and
WHEREAS the Imaging System Replacement Project will provide the benefits of additional key
functionality such as full text searching, document editing and parsing, enhanced case note security,
department controlled form creation, queue administration, and a web and mobile ready solution that will
be available to all current and future County department's utilizing the enterprise-wide Imaging System;
and
WHEREAS, the replacement system will additionally provide imaging to the Prosecutor's Office, the
Medical Examiner, and Fiscal Services; and
WHEREAS the Imaging System will further the stated mission of the Oakland County Information
Technology Department to be a leader in providing government services through innovative, reliable, and
responsive information technology solutions; and
WHEREAS Laserfiche, Inc., a private sector software company servicing over 35,000 organizations
worldwide, responded to the RFP at the lowest cost and with a comprehensive "off-the-shelf' system that
met the RFP requirements and was selected by the RFP Team; and
WHEREAS the total estimated cost for the purchase and implementation of the Oakland County Imaging
System Replacement Project is $3,500,000 which includes IT and professional services labor, hardware,
software, and one year vendor software maintenance; and
WHEREAS the project is anticipated to take approximately two years to implement with an estimated
return on investment expected in five years; and
WHEREAS the costs of the project will be tracked under the Major Departmental Support Projects Funds
as a separate fund and project number; and
WHEREAS the use of the Major Departmental Support Projects Funds is typically used to account for
projects with an estimated aggregated expenditures over $5.0 million and funded by current available
resources rather than bonds issues; and
WHEREAS an exception is requested to use the Major Departmental Support Project Funds to track the
Imaging System Replacement Project given the project size and multi-year implementation timefrarne;
and
WHEREAS funding for the Imaging System Replacement Project is included in the General Fund
Assigned Fund Balance (GL# 383448 Technology Replacement/Hardware); and
WHEREAS on-going IT support and maintenance labor after implementation will be covered
by the IT Development quarterly billing; and
WHEREAS on-going estimated costs for the vendor software support and maintenance of $178,000 will
be incorporated into future operating budgets and this amount is expected to be partially offset by the
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long absent.
elimination of $84,000 in other software costs.
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners authorizes the Information
Technology Imaging System Replacement Project (#100000002442) in the amount of $3,500,000.
BE IT FURTHER RESOLVED the cost for the Imaging System Replacement Project will be funded by the
General Fund Technology Replacement/Hardware Assigned Fund Balance (GL # 383448).
BE IT FURTHER RESOVLED that the Imaging System Replacement Project will be tracked under the
Major Departmental Support Project Fund 42080 Project #100000002442.
BE IT FURTHER RESOLVED that the FY 2016 Budget is amended as follows:
GENERAL FUND (#10100)
Revenue
9010101-196030-665882
Total Revenue
FY 2016
Planned Use of Balance $3,500,000
$3,500,000
Expenditure
9010101-152130-788001-42080 Transfer Out Imaging System Project
Total Expenditures
IMAGING SYSTEM PROJECT (#42080)
Proj Business Unit MAJOR, Project #100000002442, Activity A
Revenue
9016001-152130-695500-10100 Transfer In -General Fund
Total Revenue
$3,500,000
$3,500,000
$3,500,000
$3,500,000
Expenditures
9016001-152130-731773
9016001-152130-750170
9016001-152130-773630
9016001-152130-731458
Total Expenditures
Software Purchase
Expendable Equipment
IT Development
Professional Services
$ 818,686
97,071
1,478,411
1,105,833
$3,500,000
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
FINANCE COMMITTEE
Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 2,923,669 3,553,541 305,3071 803,9621 309,8041 808,595. 314,576 6,095,785 326,6701 1,189,748 427,800 988,393 445,974 6,302,253 81.81% 72.42%: 70.54% 67.57%1 Annual Costs/Savings Ratio Project Cumulative Statistics: Oakland County -- Imaging Program Return on Investment Analysis As Of: 916/2016 Project Summary Description I Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total 0 0 0 0 0 Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: Costs: . Development Services Subtotal: 2,923,669 326,670 2,584,2271 73,854 1,189,748 427,800 572,509 78,351 988,393 445,974 6,302,253 577,142 83,123 3,969,206 Hardware Subtotal: 135,871 0 0 0 0 0 135,871 Software Subtotal: 779,885' 177,895 177,895 177,895 177,895 177,895 1,669,360 Infrastructure Subtotal 53,558 53,558 53,558 53,558 53,5581 53,558 321.348 Training Subtotal: 0 0 0 0 0 Annual Return on investment (629,872) 21,363 385,786 117,996 179,798 131,398 206,469 Cumulative Total Savings 2,923,669 3,250,339 1 4,440,087 4,867,887 5,856,280 ! 6,302,253 6,302,253 Cumulative Total Costs Cumulative Return on Investment Cumulative Cost/Savings Ratio 3,553,541 ! 3,858,848 1 4,662,810 1 4,972,614 5,781,209 ! 6,095,785 6,095,785 (629,872) (608,509) (222,723) (104,727) 75,071 206,469 206,469 121.54%! 118.72%1 105.02%1 102.15%! 98.72%1 96.72% 96.72% Year Positive Payback Achieved Year 5 Year 5 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date:! ImagMgProgram_ROlvaxisx/Project Summary Date Printed: 91612016 Page 1 REV: February 24, 2012
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Savings Detail Benefit/Savings Description Project Savings Unit Units Rate per Unit Total Savings Annual Customer support for current imaging environment Cost Avoidance ANN 1 101,268 101,268 1.030 System maintenance for current imaging environment Cost Avoidance ANN 1 37,620 37,620 1.030 Oakland County development cost to enhance Oakdocs to include new imaging system features Cost Avoidance ANN 1 1,477,786 1,477,786 1.030 Upgrade current environment to the latest .NET version Cost Avoidance ANN 1 320,738 320,738 1.030 New County department savings (Medical Examiner, Prosecutor, Fiscal/Payroll and Health) Cost Avoidance ANN 1 37,605 37,605 1.030 Continued maintainability of Kofax capture software Cost Avoidance ANN 1 56,500 56,500 1.000 FOC public finable forms .NET development Cost Avoidance ANN 1,221 138 168,498 1.000 Medical Examiner Oakdocs Implementation Cost Avoidance ANN 1,100 138 151,800 1.000 Payroll Oakdocs implementation Cost Avoidance ANN 795 138 109,710 1.000 Health documents Oakdocs implementation Cost Avoidance ANN 200 138 27,600 1.000 Prosecutor Workflow implementation Oakdocs Cost Avoidance ANN 1,120 138 154,560 1.000 CSTAR Oakdocs implementation Cost Avoidance ANN 350 138 48,300 1.000 Implement Full-text Searching in Current Imaging Solution Cost Avoidance ANN 650 138 89,700 1.030 Planned Maintenance Cost Avoidance ANN 1 219,000 219,000 1.000 Retire Oakdocs servers Cost Avoidance ANN 6 7,564 45,384 1.000 Retire Adobe LifeCycle Cost Avoidance ANN 1 84,000 84,000 1.000 Imaging Product Enhancements Cost Avoidance ANN 350 138 48,300 1.030 Oakdocs future departments implementation Cost Avoidance ANN 1 551,640 551,640 1.000 ImagingPrograrn_R01v2.xlsx/Savinge Detail Date Printed: 9/612016 Page 2 REV: February 24, 2012 4
Oakland County -- Imaging Program As Of: 916/2016 Return on Investment Analysis Savings Detail Total-Savings Annual Ere-niffeSavings Description -----P7olevings Unit Units Rate per Unit Implement Case Note, Document Note and Route Note Intangible Benefit Implement custom searching per department and user Intangible Benefit With the addition of full-text indexing, department can search on all fields within a document Intangible Benefit County Departments will be able to take advantage of document discussions and collaborate on cases more easily Intangible Benefit Within the same imaging system, departments can edit documents in place (switching pages, redacting text and annotating) Intangible Benefit Administration can be handled within County Departments, not through IT processes intangible Benefit Workflow rules and creation can be controlled via the department Intangible Benefit ImagingPrograrn RO1v2.xisx/Savings Detal Date Printed: 9/6/2016 Page 3 REV: February 24, 2012 5
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Savings Detail Project Savings Yi Y2 Potential Savings Y3 Extensions Y4 Y5 Y6 B--fle il/Savings Description Customer support for current imaging environment Cost Avoidance 101,268.00 104,306.04 107,435.22 110,658.28 113,978.03 117,39737 System maintenance for current imaging environment Cost Avoidance 37,620.00 38,748.60 39,911.06 41 108.39 42,341.64 43,611.89 Oakland County development cost to enhance Oakdocs to include new imaging system features Cost Avoidance 1,477,786.00 Upgrade current environment to the latest NET version Cost Avoidance 320,738.00 New County department savings (Medical Examiner, Prosecutor, Fiscal/Payroll and Health) Cost Avoidance 37,605.00 38,733.15 39,895.14 41,092.00 42,324 76 43,594.50 Continued maintainability of Kofax capture software Cost Avoidance 56,500.00 FOC public fillable forms NET development Cost Avoidance 168,498.00 Medical Examiner Oakdocs Implementation Cost Avoidance 151,800.00 Payroll Oakdocs implementation Cost Avoidance 109,710.00 Health documents Oakdocs implementation Cost Avoidance 27,600.00 Prosecutor Workflow implementation Oakdocs Cost Avoidance 154,560.00 CSTAR Oakdocs implementation Cost Avoidance 48 300.00 Implement Full-text Searching in Current Imaging Solution Cost Avoidance 89 700.00 Planned Maintenance Cost Avoidance 219,000 00 Retire Oakdocs servers Cost Avoidance 45,384.00 45,384.00 45,384.00 45,384.00 45,384.00 45,384.00 Retire Adobe LifeCycle Cost Avoidance 84,000.00 84,000.00 84,000.00 84,000.00 Imaging Product Enhancements Cost Avoidance 48,300.00 49,749.00 51,241.47 52,778.71 54,362.08 55,992.94 Oakdocs future departments implementation Cost Avoidance 551,640.00 551,640.00 ImagingPrograrn_R0lv2.xisx/Savings Detail Date Printed: 9/6/2016 Page 4 REV: February 24, 2012 6
Oakland County -- imaging Program As Of: 9/6/2016 Return on Investment Analysis Savings Detail Potential Savings Extensions Benefit/Savings Description Project Savings Y1 Y2 Y3 Y4 Y5 Y6 Implement Case Note, Document Note and Route Note Intangible Benefit Implement custom searching per department and user Intangible Benefit With the addition of full-text indexing, department can search on all fields within a document Intangible Benefit County Departments will be able to take advantage of document discussions and collaborate on cases more easily Intangible Benefit Within the same imaging system, departments can edit documents in place (switching pages, redacting text and annotating) Intangible Benefit Administration can be handled within County Departments, not through IT processes Intangible Benefit Workflow rules and creation can be controlled via the department Intangible Benefit ImagingProgram_R01v2.xlsx/Savings Detail Date Printed: 9/6/2016 Page 5 REV: February 24, 2012 7
Oakland County -- Imaging Program As Of: 916/2016 Return on Investment Analysis Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 I Total Tangible Benefit: . Tangible Benefits Subtotal: Cost Avoidance: Customer support for current imaging environment 101,268 104,306 107,435 110,6581 113,978 117,397 655,043 System maintenance for current imaging environment 37,620, 38,749 39,911 41,108 42,342 43,612 243,342 Oakland County development cost to enhance Oakdocs to include new imaging system features 1,477,786 320,738 1,477,786 Upgrade current environment to the latest NET version 320,738 New County department savings (Medical Examiner, Prosecutor, Fiscal/Payroll and Health) 37,605 38,733: 41,092 42,325 43,595 243,245 Continued maintainability of Kofax capture software 56,500 56,500 FOG public finable forms .NET development 168,498 168,498 Medical Examiner Oakdocs Implementation 151,800 151,800 Payroll Oakdocs implementation 109,710 1 109,710 Health documents Oakdocs implementation 27,600 27,600 Prosecutor Workflow implementation Oakdocs 154,560 154,560 CSTAR Oakdocs implementation 48,300 48,300 Implement Full-text Searching in Current Imaging Solution 89,700 89,700 Imaging Product Enhancements 48,300 49,749 51,241 52,779 54,362 55,993 312,424 imagingPrograrn_R0lv2.xlsx/Savings Summary Date Printed: 9/6/2016 Page 6 REV: February 24, 2012 8
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Savings Summary Benefit/Savings Description 1 Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 1 Total I Retire Oakdocs servers 45,384 45,384 45,384 45,384 45,384! 45,384 272,304 Retire Adobe LifeCycle 84,000 84,000 84,0001 84,000 336,000 i Planned Maintenance 219,000 219,000 I Imaging Product Enhancements 48,300.00 49,749.00 51,241.47 52,778.71 54,362.08, 55,992.94 312,424 Oakdocs future departments implementation 1 551,640.00 551,640.00 0.00 1,103,280 Cost Avoidance Subtotal: 2,923,669 326,670 1,189,748 427,800 988,393 445,974 6,302,253 Intangible Benefit: Implement Case Note, Document Note and Route Note Implement custom searching per department and user With the addition of full-text indexing, department can search on all fields within a document County Departments will be able to take advantage of document discussions and collaborate on cases more easily Within the same imaging system, departments can edit documents in place (switching pages, redacting text and annotating) Administration can be handled within County Departments, not through IT processes 'Workflow rules and creation can be controlled via the department Data form creation for internal users can be created by departments as needed. ImagingProgram_R01v2,xlsx/Savings Summary Date Printed: 9/612016 Page 7 REV: February 24, 2012 9
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Savings Summary Benefit/Savings Description I Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 I Total Ability to intergrade into more outside systems using the Vendor Product (People Soft, TCS and MiCES) Advanced reporting and logging to track access and routing of case documents 1 Savings Total: 2,923,669 326,670 1,189,748 427,800 988,393 445,974 6,30Z253 ImagingProgram_ROlvixisx/Savings Summary Date Printed: 9/6/2016 Page 8 REV: February 24, 2012 10
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Cost Detail 1 Cost Description Category Desc Units Rate per Unit Total Cost Multiplier I Y1 IT Hours - New Development Development Svcs EA 10,713 138 1,478,394 1.030 1,478,394.00 IT Hours - System Maintenance Development Svcs EA 136 138 18,810 1.030 IT Hours - Customer Support Development Svcs EA 367 138 50,634 1.030 IT Hours - Planned Maintenance Development Svcs EA 16 138 2,259 1.030 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs ANN 1 1,105,833 1,105,833 1.030 1,105,833.10_ 135,871.00 Imaging Program Hardware/Software Hardware ANN 1 135,871 135,871 Implement New Departments into the Imaging Program Development Svcs ANN 1 496,440 496,440 1.000 Package Software - Acquisition Software ANN 1 779,885 779,885 1.030 779,885.00 Package Software - Maintenance Software ANN 1 177,895 177,895 1.000 DBA MS SQL Installation and Instance Creation (10hrs) Infrastructure ANN 1 1,220 1,220 1.000 1,220.00 Server Admin Install Physical Server! Install OS (12hrs) Infrastructure ANN 1 1,464 1,464 1.000 1,464.00 Server Admin Virtual Machine Creation (5hrs) Infrastructure ANN 1 610 610 1.000 610.00 Server Virtual Machine Infrastructure _ANN 7 7,564 52,948 1.000 52,948 IrnagingProgram_R01v2.xlsx/Cost Detail Date Printed: 9/6/2016 Page 9 REV: February 24, 2012 11
Oakland County -- Imaging Program As Of: 9/612016 Return on Investment Analysis Cost Detail Potential Cost Extensions Cost Description Category Y2 Y3 Y4 Y5 Y6 IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs 19,374.30 19,955.53 20,554.19 21,170.82 21,805.95 IT Hours - Customer Support Development Svcs 52,153.02 53,717.61 55,329.14 56,989.01 58,698.68 IT Hours - Planned Maintenance Development Svcs 2,326.26 2,396.04 2,467.92 2,541.96 2,618.22 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs Imaging Program Hardware/Software Hardware Implement New Departments into the Imaging Program Development Svcs 496,440.00 496,440.00 Package Software - Acquisition Software Package Software - Maintenance Software 177,895.00 177,895.00 177,895.00 177,895.00 177,895.00 DBA MS SQL Installation and Instance Creation (10hrs) Infrastructure 1,220.00 1,220.00 1,220.00 1,220.00 1,464.00 1,220.00 1,464.00 Server Admin Install Physical Server / Install OS (12hrs) Infrastructure 1,464.00 1,464.00 1,464.00 Server Admin Virtual Machine Creation (5hrs) Infrastructure 610.00 610.00 610.00 610.00 610.00 Server Virtual Machine Infrastructure 52,948 52,948 52,948 52,948 52,948 ImagingProgram RO1v2.xlsx/Cost Detail Date Printed: 9/6/2016 Page 10 REV: February 24, 2012 12
Oakland County -- Imaging Program As Of: 916/2016 Return on Investment Analysis Cost Summary Cost Description I Year 1 Year 2 Year 3 Year 4 1 Year 5 I Year 6 I Total Development Services: IT Hours - New Development 1,478,394 1,478,394 IT Hours - System Maintenance 19,374 19,956 20,554 21,171 21,806 102,861 IT Hours - Customer Support 52,153 53,718 55,329 56,989 58,699 276,887 IT Hours - Planned Maintenance 2,326 2,396 2,468 2,542 2,618 12,350 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services 1,105,833 1,105,833 Implement New Departments into the Imaging Program 496,440 496,440 992,880 Development Services Subtotal: 2,584,227 73,854 572,509 78,351 577,142 83,123 3,969,206 Hardware: Imaging Program Hardware/Software 135,871 135,871 Hardware Subtotal: 135,871 135,871 Software: Package Software - Acquisition 779,885 779,885 Package Software - Maintenance 177,895 177,895 177,895 177,895 177,895 889,475 Software Subtotal: 779,885 177,895 177,895 177,895 177,895 177,895 1,669,360 Infrastructure: DBA MS SQL Installation and Instance Creation (10hrs) 1,220 1,220 1,220 1,220 1,220 1,220 Server Admin Install Physical Server/Install OS (12hrs) 1,464 1,464 1,464 1,464 1,464 1,464_, ImagingProgram_ROlv2.xlsx/Cost Summary Date Printed: 9/6/2016 Page 11 REV: February 24, 2012 13
Oakland County -- Imaging Program As Of: 9/6/2016 Return on Investment Analysis Cost Summary I Cost Description 1 Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 1 Total Server Admin Virtual Machine Creation (5hrs) 610 610 610 610 610 610 3,660 Server Virtual Machine 52,948 52,948 52,948 52,948 52,948 52,948 317,688 Infrastructure Subtotal 53,558 53,558 53,558 53,558 53,558 53,558 321,348 Training: Training Subtotal: _I Other: Other Subtotal: Costs Total: 3,553,541 305,307 803,962 1 309,804 808,595 1 314,576 6,095,785 ImagingProgram_R01v2.xisx/Cost Summary Date Printed: 9/6/2016 Page 12 REV: February 24, 2012 14
Oakland County -- Imaging Program Return on Investment Analysis Assumptions Date Assumption Description 02-Sep-16 Cost for 4 new departments were based on the 3260 hours and hardware costs from the Program plan As Of: 9/6/2016 Savings for 4 new department were based upon moving them into the existing System based on previous hours and hardware costs 3660 02-Sep-16 hours and hardware costs from the Program Plan 02-Sep-16 ME, FS, Pros and Cstar project savings came from ROI on imaging program projects ImagingProgram_R01v2.xlsx/Assumptions Date Printed: 9/6/2016 Page 13 REV: February 24, 2012 15
1992 2011 2003
Imaging System Replacement
Program Summary
The History
Prior to 1990, Oakland County departments were laden with paper and voluminous filing cabinets many
of which were large multi-tier mechanically operated devices storing thousands of files. The effort to
receive, file, and process these documents was labor intensive and prone to document loss and
misfiling. The loss of these critical assets used for County business was also at risk of fire or water
damage.
Since that time however, Oakland County has had a long history of using electronic document imaging
for storage and processing. The Friend of the Court was the first department to utilize imaging back in
1990. The Circuit Court in cooperation with the Clerk's Legal Unit began using imaging in 1992 followed
by the Probate Court in 2002. In 2003, the Clerk's Office expanded their use by including their Vital
Records Unit with further expansion across the County in the Treasurer's Office in 2008, the Health
Division and the Human Resources Department in 2011, and finally the Circuit Court Juvenile and
Adoption Units being the latest to join the County's imaging family in 2016.
Circuit Court & Clerk Clerk Vital Records
Health Division &
Human Resources
1990
2002 )008 2016
Friend of the Court Probate Court Treasurer's Office Circuit
Court Juvenile &
Adoption Units
As a result of the commitment and increased use by these departments, document imaging has matured
to become part of some very critical business functions such as the Circuit Court's motion call, electronic
submission of forms by the public for processing at the Friend of the Court, electronic submission of vital
records copy requests for fulfillment by the Clerk's Office, electronic filing of documents with the Circuit
Court such as complaints, summons, witness lists, and motions by the legal community, as well as
various inter-department courts work-flow processes. This level of sophistication by these Oakland
County departments and divisions has achieved a great deal of productivity and efficient
communications.
9/5/16 Page 1
16
—Buy
—Build
--7 1
Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9
Imaging System Replacement
Program Summary
The Crossroad
Oakdocs, the latest document imaging system used today by these departments, was developed in-
house back in 2007. Today, nine years later, we are working with a key production system that is
written in an outdated programming language. A considerable investment is required to rewrite it into a
more recent, supportable language. More investment is also required to develop enhancements and
provide functionality requested by the County Departments.
Due to the maturity and availability of today's software industry to provide commercial off-the-shelf
systems (COTS) packages of this nature, it was in the County's best interest to perform a financial
analysis in order to make the best business decision. We need to provide continued imaging services
and functions to existing departments while positioning the County for further expansion of use by
additional business units both now and in the future.
This analysis clearly identifies the appropriate direction to proceed is through the implementation of a
COTS package. Through an initial investment of $3,500,000., an estimated return is expected in year S.
Description Year 1 Year 2 Year 3 Year I Year 5 Year 6 Total
Project tArnulative 5Lit1stics:
Cumulative Total Savings
Cumulative Total Costs
,Cumulative Return on Investment
,Cumulative Cost/Savings Ratio . ,
Year Positive Payback Achieved
2,923,669 3,250,339 4,440,087 4,967,887 5,856,280 6,302,253
3,653,541 3,858,848 4,662,810 4,972,614 5,781,209 5,095,785
(629,872) {608,509) {222,723) .004..7271 75,071 206,469
121.54% 118.72% 105.02% 102.15% 98.72Tol 96.72%
5,302,253
5,095,785
206,469
96.72%
Year 5: Year 6
Also, a COTS package is more cost-effective on an on-going basis when considering the costs to support,
maintain, and enhance an imaging system. Over a nine year period, the ongoing cost for an in-house
custom system is far greater than implementing a COTS package.
$4,000,000
$3,500,000
$3,000,000
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
9/5/16 Page 2
17
M New Departments
m Current Departments
M Current Users
z: New Users
Imaging System Replacement
Program Summary
The Future
As more County departments require the benefits and functionality of document imaging and workflow
in order to address their demand to serve the public more efficiently, this investment is needed. More
County departments that are requesting to use the imaging system includes the Prosecutor's Office, the
Medical Examiner, Fiscal Services, and expanded use by the Health Division.
Currently, 42% of County departments are using the current imaging system. Within the next 5 years, a
21% increase is anticipated which will result in over 60% of County departments benefiting and taking
advantage of document imaging.
County Departments Using Imaging
Currently there are 948 individual users who are processing County business in the imaging system.
Again over the same 5 year period, a 29% increase in users is anticipated..
County Imaging Users
9/5/16 Page 3
18
Estimated Page Count Estimate Year 6
112,732,606
Pages
Imaging System Replacement
Program Summary
Document imaging and management has become a part of the culture at Oakland County. Currently,
there are over 23 million documents stored today encompassing an estimated 81 million pages. Over
the next 6 years, it is estimated that a 40% increase will occur in the page count as a result in the
continued and expanded use of imaging in County business.
1 2 3 4 5 6
Over the 25 year history of various County departments and divisions using document imaging, the
dependence on this technology has become absolutely necessary to the efficient delivery of critical
business functions while improving services. The continued investment in document imaging and
management is a must. Moving to a fully functional commercial off-the-shelf system is the most cost-
effective way to do this. As a result of this investment, current and future Departments and users of
document imaging will be able to provide services through the use of this innovative, reliable, and
responsive technology.
The Recommendation
The Circuit Court, County Clerk, Friend of the Court, Health and Human Services, Human Resources,
Medical Examiner, Probate Court, Prosecutor's Office, and the Treasurer Department, in partnership
with Information Technology and Purchasing, conducted an extensive REP process to identify the most
cost effective and appropriate imaging system replacement. Laserfiche, Inc., a private sector software
company servicing over 35,000 organizations worldwide, responded to the RFP at the lowest cost and
with a comprehensive off-the-shelf system that met the REP requirements and was selected by the REP
Team.
The total estimated cost for the purchase and implementation of the Oakland County Imaging System is
$3,500,000 which includes IT and professional services labor, hardware, software, and one year vendor
software maintenance. This investment will also initially provide imaging to the Prosecutor's Office, the
Medical Examiner, and Fiscal Services, as well as providing the foundation for other Departments in the
future. Funding for the imaging System Replacement has been planned for and is included in the
General Fund Assigned Fund Balance (GL# 383448 Technology Replacement/Hardware).
9/5/16 Page 4
19
Imaging System Replacement
Program Summary
The Department of Information Technology and the supporting operating departments participating in
the RFP process and vendor selection recommend the purchase and replacement of the existing imaging
system.
9/5/16 Page 5
20
Resolution #16249 September 22, 2016
Moved by Kochenderfer supported by McGillivray the resolutions (with fiscal notes attached) on the
amended Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer,
KowaII, Long, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack,
Bowman, Crawford. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
7 (I
•
GERALD D. POISSON
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MC6 45166947)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on September 22,
2016, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 22nd day of September, 2016.
7,-kkizet_
Lisa Brown, Oakland County