HomeMy WebLinkAboutResolutions - 1999.12.16 - 25686MISCELLANEOUS RESOLUTION # 99340 December 16, 1999
BY: PUBLIC SERVICES COMMITTEE, FRANK H. MILLARD, CHAIRPERSON
IN RE: CIRCUIT/DISTRICT/PROBATE COURTS JUDICIAL INFORMATION MANAGEMENT SYSTEM
(JIMS) - PHASE I
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners, by Misc. Resolution #99298, authorized
Information Technology and Court personnel to conduct site visits associated with the selection of a vendor to
implement the proposed Judicial Information Management System (JIMS); and
WHEREAS the aforementioned resolution also required that the JIMS Advisory Committee report back the
results of the vendor selection process to the Public Services Committee before requesting additional funding for
implementation; and
WHEREAS the site visits to Cobb County, Georgia and Lexington. Kentucky proved successful in confirming
the selection of Systems & Computer Technology Corporation (SCT) for implementation ofJIMS - Phase I, in Oakland
County; and
WHEREAS the JIMS Advisory Committee recommends a phased approach to implementation of JIMS,
beginning with a Professional Services Agreement with SCT to perform a Business Process Review, a GAP Analysis
and Pre-Project Planning, at a cost of $500,000; and
WHEREAS the JIMS Advisory Committee will evaluate the results of Phase I before formulating a
recommendation for proceeding with subsequent implementations.
WHEREAS the County Executive recommends approval of this resolution.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes
implementation of Phase I of the Judicial Management Information System (JIMS) by approving a Professional Services
Agreement with Systems & Computer Technology Corporation (SCT) to perform a Business Process Review, a GAP
Analysis and Pre-Project Planning, at a cost of $500,000.
BE IT FURTHER RESOLVED that the JIMS Advisory Committee report back to the Public Services
Committee the results of Phase I by March, 2000.
Chairperson, on behalf of the Public Services Committee, I move adoption of the foregain ir—es-519tion.
PUBLIC SERVICES CO
PUBLIC SERVICES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Galloway absent.
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EXHIBIT A
Statement of Work
for
Oakland County, Michigan
Courts Gap Analysis
Prepared For:
Oakland County, Michigan ("Client')
1200 North Telegraph Road
Building 34 East
Pontiac, MI 48341
(248) 858-0511 phone
"Client"
Prepared By:
SCT Government Systems, Inc.
1733 Harrodsburg Road
Lexington, Kentucky 40504
(606) 277-1500 phone
(606) 277-2300 fax
("SCT")
Date Revised: December 1, 1999
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PSA Courts Gap Analysis
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Scope of Services
SCT will conduct, with the assistance and cooperation of the County, an evaluation and analysis of
the processes and procedures of the Oakland County Circuit, District and Probate Courts in
accordance with the descriptions below. This evaluation and analysis, which will include a review of
the Courts' current software system, will be aimed at determining which modifications to the
baseline SCT Banner Courts system are desired by the County in order to meet their business
requirements.
The SCT Project Team will be comprised of a Project Manager, Technical Lead, Functional
Consultants, and Technical Consultants.
The following elements have been developed to provide the structure for this analysis;
I Tasks scr Personnel
Business Process Review Functional Consultants
(District, Juvenile, and Prosecutor)'
Business Process Review Functional Consultants
(Circuit, Family, and Probate)'
Application and Court Workflow Functional Consultants
Modifications Requirements Review Functional Consultants
System Capabilities Analysis Technical Consultants
Conversion Strategy Analysis Technical Consultants
Interface Strategy Analysis Technical Consultants
Project Management Project Manager
• Business process reviews will be conducted by a team of 2 functional consultants over a two week
period.
Length of Project
SCT will begin the project on January 10, 2000 and complete the project by approximately February
14, 1999. SCT will make the final report available to the client by the date of completion of the
project, or as soon as reasonably practicable thereafter. The high-level Project Plan set forth below
identifies the estimated schedule of tasks to be completed during the project and requires the
cooperation and assistance of the County to meet the targeted timeframes.
Tasks
Orientation Meeting
The SCT Project Manager, a Functional Consultant and a Technical Consultant will meet with key
Court personnel. SCT will provide an overview of the project, explain the expectations of the
project, and review the intended outcomes. The Project Manager will review and finalize the Project
Plan, review the schedule of activities and communicate client responsibilities.
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PSA Courts Gap Analysis
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Business Process Review
SCT will provide four, one-week, on-site business process reviews to analyze current Court
processes and procedures over a two week period. The first week will focus on District Court,
Juvenile and Prosecutor procedures. The second week will focus on Circuit Court, Family and
Probate procedures. A Functional Consultant will document existing processes and procedures
employed by the Court, with an emphasis on how tasks are actually completed. This is accomplished
through interviews, guided court tours, and review of court policies and procedures.
Application and Court Workflow
An SCT Functional Consultant will conduct two weeks of Application and Court Workflow to
examine current court processes and procedures by documenting workflow procedures as outlined
during the Business Process Review. Differences regarding interpretation of policies and procedures
will be addressed and documented. Designed to provide a review of the current application/software
functionality, the Application and Court Workflow session encourages participants to examine gaps
between the current software, software expectations, and court processes while providing a forum for
discussion regarding potential solutions.
Modifications Requirements Review
An SCT Functional Consultant and Technical Lead will be on site two (2) weeks to discuss with the
court staff the various application modifications which may be required to accommodate the client.
The intent of the modifications requirement review is not to rewrite the client's existing system, but
to explore alternatives and potential methods of operation using the SCT application. Where a gap
exists between the needs of the client and the SCT application, the SCT Functional Consultant and
Technical Lead will document the needs of the client in a manner that identifies the need, how the
SCT application could handle the requirement, a potential work around method, and finally, a
suggested modification.
System Capabilities Analysis
An SCT Technical Consultant will meet one (1) week on-site with the Court's technical staff to
review and assess the Client's existing computing platforms and information systems. The SCT
Technical Consultant will document current manual and automated processes/systems. In addition,
SCT will document the Court's automation expectations/capabilities identified by the Court end
users. In order to determine any performance gaps, the generated lists for the Court's existing
automated systems and the Court's desired capabilities will be compared.
Data Conversion Strategy Analysis
An SCT Technical Consultant, in conjunction with the Client IT staff will review the preliminary
information gathered during the proposal stage to seek to obtain adequate knowledge of the client's
requirements for data conversion to a new courts application. Data Conversion methodology will be
discussed with the Client IT Staff to ensure appropriate resources are in place for any actual
conversion that may occur. Alternatives to conversion will be discussed.
In order to facilitate the Data Conversion Analysis, the Client will provide SCT with file layouts,
record counts, and a prioritized list of desired data to be converted.
Interface Strategy Analysis
An SCT Technical Consultant, in conjunction with the Client IT staff will review the preliminary
information gathered during the proposal stage to seek to obtain adequate knowledge of the client's
requirements for interfacing the proposed application with other agencies' existing applications.
During the Interface Strategy Analysis, the Client will
• Demonstrate to SCT how current interfaces function
• Provide file layouts for the systems that are being interfaced
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PSA Courts Gap Analysis
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• Explain the purpose and what is accomplished with each interface
Proiect Management
SCT will provide a full time project manager of the Courts Gap Analysis study. The project manager
will coordinate the activities of the SCT personnel with the Client
Final Report
SCT will deliver a final report that outlines the findings relative to the Application and Court
Workflow, Modifications Requirements Review, Systems Capabilities Analysis, and Data
Conversion Analysis. SCT will provide a fixed price cost estimate for all services proposed in the
areas of modifications, interfaces, and data conversion.
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PSA Courts Gap Analysis
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Project Plan
Oakland County Gap Analysis
Project Management
Initial Planning Meeting
Business Process Review
(District Courts: 52-1; 52-2; 52-3; 52-4)
Business Process Review
(Juvenile, Prosecutor)
Business Process Review
(Circuit includes Clerk of Courts)
Business Process Review
(Family, Probation)
Application and Court Workflow
(District and Prosecutor)
Application and Court Workflow
(Circuit and Probate)
Application and Court Workflow
(Juvenile and Family)
Modifications Requirements Review
Modifications Requirements Review
Report Compilations
System Capabilities Analysis
Data Conversion Strategy
Interface Strategy Analysis
Modification Estimating
Reporting Development
Finalize Reports
Report Delivered
Mon 1/10/00 Mon 2/14/00
Mon 1/10/00 Mon 2/14/00
Mon 1/10/00 Mon 1/10/00
Mon 1/10/00 Fri 1/14/00
Mon 1/10/00 Fri 1/14/00
Mon 1/17/00 Fri 1/21/00
Mon 1/17/00 Fri 1/21/00
Mon 1/17/00 Fri 1/21/00
Mon 1/24/00 Fri 1/28/00
Mon 1/24/00 Fri 1/28/00
Mon 1/24/00 Fri 1/28/00
Mon 1/31100 Fri 2/4/00
Mon 1/10/00 Fri 2/11/00
Mon 1/10/00 Fri 1/14/00
Mon 1/17/00 Fri 1/21/00
Mon 1/24/00 Fri 1/28/00
Mon 2/7/00 Fri 2/11/00
Mon 1/31100 Fri 2/4/00
Mon 2/7/00 Fri 2/11/00
Mon 2/14/00 Mon 2/14/00
Project Manager
Proj Mgr, Tech Lead,
Func & Tech Consultants
Functional Consultants
Functional Consultants
Functional Consultants
Functional Consultants
Functional Consultants
Functional Consultants
Functional Consultants
Functional Consultants, Tech Lead
Functional Consultants, Tech Lead
Functional Consultants, Tech Lead
Technical Consultants
Technical Consultants
Technical Consultants
Technical Consultants
Func and Tech Consultants, Tech Lead
Functional Consultants
Project Manager
Responsibilities
The SCT Project Manager will be responsible for managing the SCT contractual obligations and will
be the focal point for all SCT project-related issues. The Client Project Manager will be responsible
for managing Client's contractual obligations and will be the focal point for all Client issues related
to the Agreement.
a) General SCT Responsibilities
1. The SCT Project Manager will manage all SCT responsibilities for the agreement and work in
close coordination with the Client Project Manager.
2. The Project Plan will specify SCT'S responsibilities and tasks related to Gap Analysis Study.
3. This Statement of Work sets forth the in-scope requirements to be provided by SCT towards the
Gap Analysis. Any changes to the Statement of Work are subject to a Issue/Change Control
Management process, and must be mutually agreed to by SCT and Client.
b) General Client Responsibilities
1. Client will provide a single Client Project Manager to manage all Client responsibilities for the
Agreement and to work in close coordination with the SCT Project Manager.
2. Client will ensure availability of qualified personnel from Client to provide input during the
Courts Gap Analysis as deemed necessary by SCI,
3. Client will ensure availability of supporting materials required during the Courts Gap Analysis
(i.e. statues, file layouts, court rules, documented courts processes).
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PSA Courts Gap Analysis
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4. Client will ensure that the necessary Client Project Team members will be available for the
detail meetings scheduled for planned activities as set forth in the Project Plan.
5. Client will provide adequate facilities as described in the Facility Requirements Section. Any
delay in availability of those facilities will necessitate a delay in the Project Plan.
6. Client will provide access to all facilities and equipment for all hardware and software activities,
as may be planned or additionally requested by SCT to fulfill its obligations under this Statement of
Work. SCT may have staff working before and after regular business hours, and may have the need
to access equipment during such hours. Appropriate parking facilities and office facilities are
expected.
7. In the event that a trip defined in the Project Plan needs to be rescheduled, Client will notify
SCT within 10 days of the originally scheduled trip date. If notification is not made at least 10 days
prior to the originally scheduled trip, Client will be charged a Cancellation Fee of $5,000 per
cancelled consultant plus any direct costs associated with the reschedule of the trip (i.e. airplane
ticket, reschedule costs, or hotel cancellation fees).
Client Facility Requirements
Client will provide all necessary facilities for the Courts Gap Analysis including facilities required by
SCT and the Client Project Team. It is expected that the facilities will be secured and properly
accommodated prior to the arrival of the SCT personnel.
SCT will have a staff on-site at Client to provide professional services during the Courts Gap
Analysis. As such, SCT will require office space and meeting rooms to facilitate its services.
Accordingly, the following needs are anticipated:
1. Two (2) conference rooms capable of comfortably holding 20 people. Each conference
room should be equipped with an LCD projector to be connected to the SCT Functional
Consultant's computer.
2. One office for every two (2) SCT on-site personnel to conduct preparatory work for each
task. The offices should be equipped with at a minimum, two dial up telephone lines, two
desks, and two chairs. It is expected that between two (2) and seven (7) SCT employees
will be on-site at Oakland County during the duration of the Courts Gap Analysis.
3. During the Application and Court Workflow Sessions, two (2) Facilities that will
comfortably handle twenty persons in classroom style setting — a table and a chair for each
participant, as well as one for the SCT Consultants. In addition, a White board, flip chart,
markers, erasers and LCD Projector for each facility will be required.
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EXHIBIT B
PAYMENT SCHEDULE
SCT will provide the fixed services as described in this Statement of Work, Exhibit A, for a fixed fee of $500,000 and
is inclusive of travel and living expenses (the "Fixed Price Fee"). If Client cancels Services, on less than ten (10) days
advance notice, that SCT is to render on dates certain that are set forth in the Project Plan, then Client will be subject to
and agrees to pay SCT, in addition to any other remedies available to SCT, $5,000 per week per cancelled SC1
consultant (the "Cancellation Charge"). The Cancellation Charge will be in effect for all Services, including, but not
limited to, functional consulting, technical consulting, technical lead, and project management.
Any changes which result in an increase of SCT's obligations under this Statement of Work, Exhibit A, will result in
an upward adjustment of the Fixed Price Services Fee.
FIXED PRICE SERVICES FEE: $500,000
Payment for Fixed Price Services Fee: Client will pay SCT the Fixed Price Services Fee as follows:
Due Date Amount
January 17, 2000 $166,666.00
January 31, 2000 $166,666.00
February 14, 2000 $166,668.00
FISCAL NOTE (Misc . #99340) December 16, 1999
IN RE: CIRCUIT/DISTRICT/PROBATE COURTS - JUDICIAL INFORMATION MANAGEMENT SYSTEM
(JIMS) - PHASE I
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. Misc. Resolution #97062 authorized the acquisition of a professional services contract to perform all
necessary activities related to preparation of a Request for Proposal and vendor selection for
implementation of the proposed Judicial Information Management System (JIMS).
2. The consulting firm Plante & Moran, LLP was hired to perform these duties and recommends the
selection of the Banner Court Software & Computer Technology Corporation (SCT) for
implementation in Oakland County.
3. Final selection was dependent upon site visits by representatives of user departments, as well as
Information Technology, to ensure that the proposed system meets requirements.
4. Site visits to Cobb County, Georgia and Lexington. Kentucky proved successful in confirming the
recommended selection.
5. The JIMS Advisory Committee recommends a phased approach to implementation of JIMS,
beginning with a Professional Services Agreement with SCT to perform a Business Process Review,
a GAP Analysis and Pre-Project Planning, at a cost of $500,000.
6. The JIMS Advisory Committee will evaluate the results of Phase I before formulating a
recommendation for proceeding with subssequent implementations.
7. Sufficient funds are available in the General Fund Designated Fund Balance for Court System
Replacement.
8. The following budget amendments are necessary to appropriate funds for implementation of JIMS -
Phase I:
General Fund Revenue FY 2000
90-190000-14000-1582 Prior Year Balance $500,000
General Fund Expenditures
2-31-101200-10001-3348 Circuit Court Professional Services S500.000
Total -0-
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
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AltegO,
I HER EB Y
Resolution #99340 December 16, 1999
Moved by Millard supported by Coleman the resolution be adopted.
AYES: Patterson, Schmid, Sever, Suarez, Taub, Amos, Appel,
Causey-Mitchell, Colasanti, Coleman, Dingeldey, Douglas, Galloway, Garfield,
Gregory, Jensen, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht,
Palmer. (24)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
L Brooke pa
,FOREGOING RESOLU
(22z
Date on. County Executive
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 December 16, 1999 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 16teday,6f December,r, 1999.
G. William Caddell, County Clerk