HomeMy WebLinkAboutResolutions - 2018.03.08 - 23345Commissioner Bob ProffrriranitAtrict #2
REPORT (MISC. #18060)
March 8, 2018
BY: Bob Hoffman, Chairperson, Human Resources Committee
IN RE: MR #18060 — SHERIFF'S OFFICE — CREATION OF TECHNICAL ASSISTANT POSITION FOR
HIPAA COMPLIANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Human Resources Committee, having reviewed the above-referenced resolution on February 28,
2018, reports with the recommendation that the resolution be adopted.
Chairperson, on behalf of the Human Resources Committee, I move the acceptance of the foregoing
report.
Chairperson, Human Resources Committee
HUMAN RESOURCES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
MISCELLANEOUS RESOLUTION #18060 February 21, 2018
BY: Commissioner Bill Dwyer, Chairperson, Public Services Committee
IN RE: SHERIFF'S OFFICE — CREATION OF TECHNICAL ASSISTANT POSITION FOR HIPAA
COMPLIANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS in 2016, Oakland County Information Technology performed a risk assessment of its
technology to determine compliance with the Health Insurance Portability and Accountability Act (HIPAA)
Security Rule Requirements; and
WHEREAS this assessment included review of the controls, procedures and processes that support
technology used within departments that handle protected health information (PHI) and personally
identifiable information (PII); and
WHEREAS this assessment identified enhancements that should be made to reduce the risk of security
incidents and information loss which could result in financial and reputational harm to Oakland County;
and
WHEREAS the Sheriffs Office was included in the HIPAA Compliance Program due to healthcare
services provided for the jail, benefits administration, and physical examinations for employees; and
WHEREAS the Sheriff's Office has multiple contracted services that are also within the scope of the
compliance program due to access to arrestee Pll and PHI; and
WHEREAS the Sheriffs Office has approximately 1,500 employees, interns, subcontractors and reserve
officers who have varying degrees of access to this PHI and PII; and
WHEREAS to comply with the Oakland County HIPAA Policy and Procedures, delegated department
system administrators must:
• Grant access to electronic and physical forms of PHI based on documented authorizations
• Determine level of access based on individual role and management requests
• Remove access when no longer needed or document exceptions
• Periodically audit system access; and
WHEREAS the risk assessment identified certain findings within the Sheriff's Office including the need to
address periodic access reviews and modifications, documentation of delegated department system
administrator procedures, and security enhancements for the Jail Management System (IMACS) and the
Sheriff's Office network drives; and
WHEREAS the Sheriff's Office currently utilizes one (1) Lieutenant and one (1) Technical Assistant to
maintain general access to systems as well as monitor and maintain specific access to PHI and PII, and
one (1) Lieutenant to monitor and maintain PHI and Pll access to !MACS; and
WHEREAS it has been determined that having one (1) position designated on a full-time basis to monitor
and maintain all PHI and Pll access within the Sheriff's Office would eliminate duplicating efforts as well
as ensuring consistent compliance with HIPAA Policy and Procedures; and
WHEREAS this position would be responsible for:
• Assisting in the development of new processes to comply with HIPAA and other statutes
related to the protection of PHI and PII.
• Implementing new or revised access process.
• Verify current individual access requirements based on work location and update as
necessary.
• Grant, change and remove access to systems containing PHI and Pll within the Sheriff's
Office
• Monitor and maintain system access to PHI and Pll for business associates and contracted
vendors.
• Periodic access review and physical PHI access review audits.
• Create and manage a ticketing system for requests for systems changes,
• Gather and provide control evidence, and develop reports and documentation as requested
by the Sheriff's Office; and
WHEREAS funding for this additional position will be covered by an adjustment to the Emergency
Salaries Reserve budget.
PUBLIC SERVICES COMMITTEE
Motion carried unanimously on a roll call vote.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves to
create one (1) GF/GP funded, full-time eligible Technical Assistant position within the Sheriffs Office
Emergency Response & Preparedness Division Administration Unit (#4030501).
Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution.
• Commissioner attILDAteri, District *14
Chairperson, Public Services Committee
Resolution #18060 February 21, 2018
The Vice Chairperson referred the resolution to the Human Resources Committee and the Finance
Committee, There were no objections.
FISCAL NOTE (MISC. #18060) March 8, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: SHERIFF'S OFFICE - CREATION OF TECHNICAL ASSISTANT POSITION FOR HIPAA
COMPLIANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. Resolution authorizes creation of a Technical Assistant position within the Sheriff's department to
be responsible for updating security access for programs that contain protected health
information and personally identifiable information (HIPAA) under the HIPAA guidelines.
2. One (1) new General Fund/General Purpose (GF/GP) Full-Time Eligible (FTE) Technical
Assistant position will be created within the Sheriff's Office Emergency Response and
Preparedness Division (4030501).
3. The creation of the Technical Assistant position results in salary and fringe benefits costs of
$38,984 (prorated) in FY 2018 and $72,399 annually in FY 2019 — FY 2020. Funding for this
position is available in the General Fund Non-Departmental Emergency Salaries Reserve line
item.
4. One (1) computer is required in support of this position, A one-time IT Operations equipment
purchase of $1,419 and operating costs (prorated) of $680 in FY 2018. Also, for FY 2019— FY
2020 an annual operating cost of $2,720; funding is available in General Fund Non-Departmental
Contingency line item.
5. The FY 2018 — FY 2020 budgets are amended as follows:
GENERAL FUND (#10100)
Expenditures FY2018 FY2019-FY2020
9090101-196030-730359 Non-Dept—Contingency ($ 2,779) ($ 2,720)
9090101-196030-740058 Non-Dept—Emergency Salary Reserve (38,984) (72,399)
4030501-112580-702010 Sheriff-Emer Resp & Prep Salaries Reg 22,006 40,869
4030501-112580-722900 Sheriff-Emer Resp & Prep FB Adj 16,978 31,530
4030501-116230-774636 Sheriff-Emer Resp & Prep IT Operations 2,779 2,720
Total Expenditures $ 0 $
dortimissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #18060 March 8, 2018
Moved by Fleming supported by McGillivray the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer,
KowaII, Long, McGillivray, Middleton, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Berman,
Bowman. (20)
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).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
HEREBY APPROVE THIS r. '
CHIEF DEPUTY COUT
ACTING PURSLIAO''' •
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 March 8, 2018,
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 8th day of March, 2018.
Lisa Brown, Oakland County