HomeMy WebLinkAboutResolutions - 2018.03.21 - 23361MISCELLANEOUS RESOLUTION #18 081 March 21, 2018
BY: Commissioner, Thomas Middleton, Chairperson Finance Committee
IN RE: CORPORATION COUNSEL/RISK MANAGEMENT - MATTER MANAGEMENT SYSTEM AND
ACCESS DATABASE REPLACEMENT PROJECT
To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen:
WHEREAS Corporation Counsel and Risk Management are requesting to implement a Matter
Management System that will replace the Access database it has used since 1995 and provide a
more efficient document management system; and
WHEREAS the current Access database, which has functionality issues, is used by both Corporation
Counsel and Risk Management; and
WHEREAS the proposed system will automate the process of requesting assistance from
Corporation Counsel and/or Risk Management by establishing folders for each assignment,
generating assignment numbers and notifying departments who has been assigned to handle a
matter as well as automate the process of closing an assignment when it is completed; and
WHEREAS the proposed system will make it easier to search for information about assignments and
provide more options to generate reports; and
WHEREAS the proposed system will improve the efficiency and collaboration between Corporation
Counsel and Risk Management; and
WHEREAS this Project is in the 2017/2018 Information Technology Master Plan and has IT
Development hours assigned for its implementation; and
WHEREAS Information Technology recommended the use of Laserfiche for this project and worked
with Corporation Counsel and Risk Management to ensure the project will meet their needs; and
WHEREAS because Laserfiche is the same vendor for the County's Imaging Project this will
minimize the cost of licenses needed for the Matter Management System; and
WHEREAS the estimated cost for the one-time professional services associated with the Matter
Management System project is $100,000 with funding available in the General Fund Assigned Fund
Balance for Technology Replacement/Hardware (GL Account #383448).
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes
the implementation of the Matter Management System project for Corporation Counsel and Risk
Management.
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the appropriation of
$100,000 from the General Fund Assigned Fund Balance for Technology Replacement/Hardware
(GL Account #383448) for the Matter Management System project.
BE IT FURTHER RESOLVED that the FY 2018 budget is amended as follows:
Information Technology Fund (#63600)
Revenue FY 2018
1080101-152000-695500-10100 Transfer In-General Fund $100,000
Total Revenues $100,000
Expenses
1080201-152010-731458 Professional Services
Total Expenses
$100,000
$100,000
General Fund (#10100)
Revenue
9010101-196030-665882 Planned Use of Balance
Total Revenues
$100,000
$100,000
Expenditures
9010101-152010-788001-63600 Transfer Out-IT Fund $100,000
Total Expenditures $100,000
Chairperson, on behalf of the Finance Committeej_rflove the,d-optio of Vie foregoing resolution. i,e _:.1..4..,,-..z.-01/( ----°F-'-1-1;w17.,"wffitillTh
ofnmissioner Thomas Midd e on, District #4
Chairperson, Finance Committee FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
OAKLAND COUNTY MEMO
PRIVILEGED AND CONFIDENTIAL
CORPORATION COUNSEL
ATTORNEY CLIENT COMMUNICATION
To: BUDGET TASK FORCE
From: Keith Lenniniaux, Director, Corporation Counsel
Date: March 5,2018
Re: Proposed Implementation of Corporation Counsel and Risk Management
Matter Management System
CC: Lynn Sonkiss, Fiscal Services Officer
Corporation Counsel would like to implement a new Matter Management System to
replace the Access Database that we have been using, along with Risk Management,
since 1995. The Database has functionality issues and is challenging for I.T. to continue
to support. We are not able to change or update some of the fields in the database to
produce needed reports and require an additional form/fields to track Intellectual Property
matters. In addition to replacing the Database, we would like to implement a more efficient
document management system. We are proposing a system designed by Laserfiche, the
same company that is providing the County's Imaging solution.
We chose Laserfiche after disappointing results from the RFP sent out by the Purchasing
Division. Only one vendor responded to the RFP and did not offer a viable solution. The
proof of concept presented by Laserfiche meets our needs and was highly recommended
by our 1.T. Department. Using Laserfiche will make it easier for our clients to use because
many of them are or will be part of the Laserfiche Imaging project. This minimizes
licensing costs and training requirements.
The 2017/18 Information Technology Master Plan includes the Matter Management
project. The initial rough estimated cost of the project was $79,856. The project was
modified slightly to include Risk Management in the document management part of
project. The inclusion in the project of the workflow process for Risk Management
occurred after Risk Management was realigned to report to Corporation Counsel.
Mailer Management System
March 2, 2018
Page 2 of 3
The advantages of the Matter Management system/Database upgrade are:
• Departments will be able to send requests for assistance to Corporation
Counsel, Risk Management or both departments simultaneously, through
an online form within the system.
• Departments will be required to provide needed information and
documentation with their requests. Providing necessary information with the
requests will minimize the time Corporation Counsel and Risk Management
staff spend trying to track down information to complete the assignment.
• Users from departments will be able to generate reports concerning the
assignments for their department.
• The system will generate assignment numbers, establish folders for each
assignment and notify staff and the requesting department who is handling
the matter. Currently, this process is handled through multiple steps which
are not automated and are time intensive.
• It will be easier to conducting searches of the database and there will be
more options to generate reports on the numbers and types of assignments.
• Using a cloud based system will likely decrease the amount of storage
space needed by our department on the County server as well as time and
support costs for the 1.1. Department.
• The system will improve the efficiency and collaboration of both
departments as well as enable the Director of Corporation Counsel to
readily review information from both departments.
• Staff will receive their new assignments sooner and will be able to respond
to requesting departments earlier.
Laserfiche Matter Management System hosted in the Cloud on an AWS Server
Year 1 Year 2 Year 3 Total 3 Year
Cost
Total Cost $100,000 $0 $0 $100,000
Purchasing has recommended a $100,000 not to exceed amount for the Matter
Management System project contract (G2G contract). The total for the project is $94,282
for additional professional services to implement the Matter Management System plus
reasonable travel costs to be approved by County, to cover two trips for Laserfiche to the
County for implementation and training. The IT Development hours are 589 and are
already included in the 2017/2018 IT Master Plan.
Funding: $100,000 for the Matter Management System Project is designated in the FY
2018 Technology Replacement/Hardware General Fund Assigned Fund Balance
(GL#383448) for year 1 of this project. The licenses needed for this project are part of the
PRIVILEGED AND CONFIDENTIAL
ATTORNEY CLIENT COMMUNICATION
Matter Management System
March 2, 2018
Page 3 of 3
licenses the County has for the Imaging project and will not increase as a result of the
Matter Management System project. The on-going support and maintenance for the
Laserfiche licenses are part of the Imaging rate billed back to the departments through the
IT Operations line item. Corporation Counsel will be billed for the departments that would
not otherwise need a Laserfiche license.
PRIVILEGED AND CONFIDENTIAL
ATTORNEY CLIENT COMMUNICATION
Resolution #18081 March 21, 2018
Moved by Fleming supported by Gershenson the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman, Kochenderfer, Kowall, Long,
McGillivray, Middleton, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
, (C /
I HOMY APPReNt THIS RESOLLMON
CHEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
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 21,
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 21 st day of March, 2018.
Lisa Brown, Oakland County