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HomeMy WebLinkAboutResolutions - 2000.05.18 - 26130REPORT (Misc. #00099) May 18, 2000 BY: FINANCE COMMITTEE - SUE ANN DOUGLAS, CHAIR IN RE: MR #00099 - PROBATE COURT/ESTATES AND MENTAL HEALTH UNIT - AUTHORIZATION TO IMPLEMENT PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL SYSTEM TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: The Finance Committee, having reviewed the above referenced resolution on May 11, 2000, reports with the recommendation that the resolution be adopted with the fifth WHEREAS deleted and the following paragraph inserted to replace it. WHEREAS the cost of the proposed system, excluding previously budgeted IT staff time, amounts to $401,033, composed of hardware- $53,459, Software-$45,606, $221,600 is allocated to professional services, $42,968 is contingency and $37,400 is first year operating. Chairperson, on behalf of the Finance Committee, I move the acceptance of the foregoing Report. FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. PUBLIC SERVICES COMMITTEE MISCELLANEOUS RESOLUTION #00099 May 4, 2000 BY: Public Services Committee, Frank H. Millard, Jr., Chairperson IN RE: PROBATE COURT/ESTATES AND MENTAL HEALTH UNIT — AUTHORIZATION TO IMPLEMENT PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL SYSTEM To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS, as required by the Michigan Constitution of 1963, the Probate Court has jurisdiction over trusts and all matters relating to the settlement of the estates of deceased persons, proceedings for change of name, determination of gross estate fees and inheritance taxes, adoption and condemnation proceedings, issuance of protective orders, appointments of guardians and conservators for minors and legally incapacitated persons, as well as processing of petitions for the admission of mentally ill persons to appropriate institutions and for alternative treatment; and WHEREAS the foregoing involves the interviewing of petitioners, scheduling of hearings and processing of all documents and orders pursuant to these functions; and WHEREAS, based on an the results of an Image System Analysis performed by a multi- disciplinary team consisting of representatives of Probate Court, Information Technology and Pyramid Solutions, Inc., a technical consultant, a determination has been made that a document image storage/retrieval system, similar to those implemented in the Friend of the Court and Clerk/Registers Office, would greatly benefit the Estates and Mental Health Unit of Probate Court; and WHEREAS the proposed system will replace the current need to perform daily microfilming and may eventually replace the current need to microfilm files for archival purposes and improve customer service by allowing easy, immediate, and simultaneous electronic access to documents by judges, court staff and the public; and WHEREAS the cost of the proposed system, excluding previously budgeted IT staff time, amounts to $397,209, composed of hardware-$53,459, Software-$45,606 and professional services-$298,144; and WHEREAS sufficient funds are available in the General Fund Reserve for Operational Improvements provided the project payback period is within the required six-year timeframe; and WHEREAS, based on the projected savings as outlined in the attached Project Scope and Approach document, the Common Services Leadership Group and the County Executive recommend approval of the subject imaging project for Probate Court. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes an appropriation in the amount of $397,209 from the General Fund Reserve for Operational Improvements to fund the Probate Document Image Storage/Retrieval System for the Estate and Mental Health Unit of Probate Court. BE IT FURTHER RESOLVED that the future savings derived from the implenae4ation of this project, which has an estimated payback period of less than six-years, be r,ettlined /to the General Fund Reserve for Operational Improvements. z Mr. Chairperson, on behalf of the Public Services Committee, I mT‘adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE VOTE: Motion carried unanimously on a roll call vote. One-Time Ongoing Costs Annual Costs ••• $ 53,459 $ 9,324 $ 45,606 $ 8,078 $ 221,600 $ 20,000 $ 42,968 $ 363,633 $ 37,400 470,636 Project Costs Estimated Hardware Estimated Software Estimated Professional Services Contingency © 12% of 1st year costs Estimated Total Project Costs Estimated Cost of Project Through Project Life of Sbr Years Including Hard Cost Avoidance Savings Year 1 $ (333,834) $ (390,823) Year 2 $ (194,180) $ (309,268) Year 3 $ (51,588) $ (225,919) Year 4 $ 94,029 $ (140,720) Year 5 $ 242,783 $ (53,618) Year 6 $ 394,708 $ 35,446 Year 7 $ 550,559 $ 126,530 Year 8 $ 710,433 $ 219,694 Positive Return in: 3 years 4 months 5 years 7 months Line Item Intangible MicrographIc.s/Reproduct Internal Service Equipment Rental Convenience Copier Year 1 Year 2 20,000 1,128 36,916 800 3,000 18,168 20,000 1,128 38,024 600 3,090 18,713 s ' 20,000 1,128 39,165 600 3,183 19,274 83,350 $ 20,000 1,128 40,340 600 3,278 19,853 85,198 39,242 $ 20,000 $ 59,242 $ 142,592 40,419 $ 20,000 $ 60,419 $ 145,618 $ 87,102 $ 41,632 20,000 $ 61,632 $ 148,734 $ 506,082 239,262 120,000 359,262 865,343 Year 6 20,000 1,128 42,796 600 3,478 21,062 89,064 42,881 20,000 62,881 151,944 $ 79,812 $ 81,555 $ 36,989 $ 20,000 $ $ 56,989 $ 38,099 $ 20,000 $ 58,099 $ 136,802 139,654 $ PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL PROJECT PROPOSAL SUMMARY Return on Investment Summary Cumulative Return on Investment NOTE: Return will likely be even further leveraged as capacity will likely remain on the Infrastructure to add additional Departments/Divisions. **Assumes OCIT will take on support of custom code after first year of vendor support. Year 3 Benefits Greatly Improve Customer Service Efficiencies Eliminate need to microfilm daily Eliminate need for one microfilm reader/printer Eliminate one full-time Clerk I position through attrition' Reduce demands for copier use by10% Reduce overtime needed to reduce work backlog by 50%* Phase out two student positions devoted to pulling files ESTIMATED SAVINGS Year 4 Year 5 20,000 1,128 41,550 600 3,377 20,448 Total After 6 Years 5 120,000 5 6,768 238,790 3,600 19,405 117,518 Estimated Benefits Sub-total Cost Avoidance Eliminate need to add Deputy Probate Register position' Eliminate need to scan second microfilm copy, pending state decision Estimated Cost-Avoidance Sub-total ESTIMATED TOTAL SAVINGS 'assumes 3% annual Board-approved salary increase Oakland County 4/7/00 Page 1 - Oakland County Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: D19344P1 Leadership Group: Courts/Law Enforcement & Common Services Department: Probate Court Division: Probate Estates & Mental Health Project Sponsor: Chief Probate Date Requested: 1/21/00 PM Customer No. 344 Judge Eugene Arthur Moore Request Type: X New Development Enhancement Maintenance Customer Support IT Team Name: Special Projects IT Team No: Team I Project Manager/Leader: Lori Jansen Grant Funded? Yes No Mandate? Yes No _ Mandate Source: Work Order No.: Account No: 48200 Project Goal To design and implement a document imaging system within Probate Court so that cases are serviced more efficiently by December, 2001. NOTE: The County Clerk is responsible for document and file management for the Circuit Court and have used imaging functionality for many years. Since it appears the need was clearly identified for this organization, it appears this functionality would similarly be justified and needed for the Estates/Mental Health offices, since they are responsible for document and file management for Probate Court. In essence, Estates/Mental Health offices are Probate Court's direct equivalent to the Circuit Court Clerk's Office. Business Objectives To improve customer service by allowing easy, immediate, and simultaneous access to documents by judges, court staff, and public. Page 1 1/21/00 Form Rev. 9/30/1997 - Oakland County Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: D19344121 To improve customer satisfaction by allowing court staff to more easily and immediately respond to questions and inquiries from the public and other interested parties to a case. To reduce the amount of office space dedicated to the storage of case records. To improve internal controls and reduce the number of errors in file management by reducing the number of processing steps and reducing the number of staff handling the files. To contain and reduce microfilming costs by eliminating the need to do daily microfilming. To contain and potentially reduce labor costs by reducing the need to track and search for files and documents at various locations. Major Deliverables 'Business Area Requirements Document 'Design Document 'Board Approval for project funding 'Integration Milestones 'Software/Hardware Acquisition •Test Plan 'Tested/Proven Application Software 'System & User Documentation 'Training Approach 'Conduct Imaging System Feasibility Studies with the Integrator 'Approach Board for funding approval 'Gather and analyze business requirements - coordinate with Integrator 'Negotiate Integrator contract, submit RFQ's for system components 'Design imaging application 'Develop and integrate changes to calendar screen 'Requisition required hardware/software Page 2 1/21/00 Form Rev. 9/30/1997 • Oakland County • Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: DI9344131 'Assist Integrator with Development/Integration efforts 'Review and approve test plan and documentation •Assist Integrator with testing •Coordinate hardware/software installation •Coordinate imaging system deployment 'Provide post-production support until system sign-off Benefits - See also the attached summary document: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL PROJECT PROPOSAL SUMMARY Return on Investment (ROO Currently, all documents received on a daily basis for filing in a case file folder must be microfilmed daily. This amounts to approximately 250,000 pages of documents annually and 1,000 pages of documents daily. Imaging would eliminate the need to microfilm these documents saving $26,623 from the court's internal service Micrographics/Reproduct line item. Currently, we have two microfilm readers/printers in Probate Estates and Mental Health. Imaging would eliminate the need for one machine saving $1,128 annually from the court's internal service Equipment Rental line item. The need for file room resources can be reduced. Consequently, approximately one year after implementation, one full-time Clerk I position could be eliminated through attrition. The potential annual savings amounts to $28,526. Ultimately, with the implementation of imaging, demands for copier use would be reduced. Thus, a reduction in line item expenditures for Convenience Copier could be expected on an annual basis. A reduction in the convenience copier line item of 10% could be expected. An annual savings of $600. Currently, we have two student positions devoted to pulling files for court and tracking files in the various locations throughout the court. A fully implemented imaging system with a full Page 3 1/21/00 Form Rev. 9/30/1997 • Oakland 'County • Department of infoiniition Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: D19344PI conversion would eliminate the need for these positions. A potential annual cost savings in the amount of $17,304 could be gained by phasing out these positions. Cost Avoidance Currently, overtime is budgeted for the purpose of reducing the backlog of work in this division. With imaging we anticipate the amount of overtime budgeted could be reduced by 50% for potential annual savings of $3,000. Increasing productivity may at the very least, reduce the need to request additional staff in the future to handle the growing volume of work. Based on backlog and increased workload, we were anticipating requesting a Deputy Probate Register next year at a cost of $36,170 annually. We would not be requesting this position if we receive the imaging equipment. The legislature is currently considering changing the law with regard to recognizing imaging as a legally acceptable document storage alternative. It is estimated this will take place in approximately 2 years which would allow us to eliminate the need to perform a second microfilming of each document. Save an additional $20,000 annually. Revenue/ Cost Recovery Potential revenues exist by charging the public for electronic access to documents and/or forms. Intangible Improved Service On average, staff currently answer 60 calls /day from the public, attorneys, and other interested parties with file specific questions which requires these individuals to come into the workplace to be served. They do not have the time to leave the phones, search for files and documents, and try to help these people. Imaging would give them the tools to automatically look up the information needed so that these citizens and attorneys would not have to come into the courthouse and wait to get served at the counter. This computes to 13,200 less people waited Page 4 1/21/00 Form Rev. 9/30/1997 Oakland'CC•unty Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: DI9344P1 on at the counter and improved public service. Immediate and simultaneous document access and retrieval would eliminate need to physically search and locate files and documents throughout the court. These searches can be lengthy since there are so many locations to search. This would improve staff response time to inquiries and requests made by judges and/or the public. Efficiencies gained in productivity and reducing file searches, would reduce our dependence on part-time staff which would in turn, reduce the amount of staff turnover. Thus, allowing supervision more time to concentrate on their operation. Multiple users accessing and viewing the same document from multiple locations increasing the speed with which documents could be processed. This could increase productivity and case processing resulting in improved service to the public. Time and effort of locating and reproducing microfilmed documents would be eliminated (which is sometimes necessary due to human error and misfiling) Court preparation time would be greatly reduced since it would eliminate the time needed to search for loose filing and reduce the amount of missing documents and court files when needed for hearings. Court preparation time would be greatly reduced because scanning would eliminate several steps from the microfilming process that cause delay or errors in a document reaching the court file. Manpower Savings Imaging would allow us to eliminate one sorting of 250,000 pages of documents. We currently do two sortings, once when the documents go down to microfilming and once when they come up. On average it takes 30 minutes/day for one person to do the daily sort of microfilm. Imaging Page 5 1/21/00 Form Rev. 9/30/1997 Oaklanc1:90,unty Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: DI9344P1 would eliminate the need to perform this sort and save an additional 110 hours of a persons time each year. On average, daily backlog of documents to be received and prepared for microfilming is 300 pieces of info. Currently, 4 to 5 weeks behind. On average, it takes 10 minutes to process one document, thus, there is a backlog of 3,000 minutes of work in receiving and processing mail and incoming documents. This equates to 50 hours or 1/4 position to catch up. Imaging would allow us to eliminate one task of pulling of files to process daily work. Three labor intensive processes could be streamlined by implementing imaging. They are as follows: 1. Guardianship Review process (1,500 reviews done annually) 2. 717 process (15,000 transactions performed annually) 3. Persons served at the counter (22,000 personally served) On average, it takes approx. 10 minutes to locate a file, use it, and return it. Each of the labor intensive processes described above requires this step. Thus, the use of imaging would allow us to eliminate this step in these processes saving the following in manpower hours: 1. Grd Rev Process - 1,500 x 10minutes = 15,000 minutes 2. 717 process - 15,000 x 10 minutes = 150,000 minutes 3. Persons served/counter - 22,000 x 10 minutes = 220,000 minutes Total Savings = 385,000 minutes = 6,416 hours = total 3 full-time staff Impact Number of Users Court personnel would include judges and other court staff with the responsibility to move cases through the court system (70). Additionally, this imaging system could have an indirect impact on other courts, the public, and/or other interested parties. Number of heads down users would be 45, approximately 25 would be casual users. Page 6 1/21/00 Form Rev. 9/30/1997 Oakland County Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: DI9344P1 Divisions Probate Judges and judicial staff, Probate Estates and Mental Health staff, administration. Leadership Groups Common Services (by way of Courts/Law Enforcement) Risk Business Environment High Technical Environment Medium Assumptions Staffing The resources will be available for the hours indicated per the attached project plan. The following roles and % of the employees total project availability will be as follows: Page 7 1/21/00 Form Rev. 9/30/1997 Oakland 'County Department of Information Technology Project Scope and Approach Project Name: PROBATE DOCUMENT IMAGE STORAGE/RETRIEVAL Project ID: D19344PI Role: Name Allocation Project Sponsor Judge Moore Project Director John Cooperrider/Lisa Symula Business Project Mgr Mary Gohl Project Manager Lori Jansen 10 hours per week Programmer Analyst Edward Gao 5 hours per week Kevin Kirkpatrick 20 hours per week Todd Simpson 15 hours per week User Support Kim Morris no more than 10 hours per week, much less in initial phases Data Base Administrator TBD, if needed Technical Staffing 'Resources from Technical Systems and Networking will be necessary to successfully complete this project. Facilities •Work space for Development Staff including equipment .Meeting rooms for Interviews •Access to User Site as needed Technical • Development/Test Environment for Imaging •FileNET Panagon software will be deployed •FileNET Panagon Capture Paths will be integrated 'Custom interfaces except for Retrieval will be implemented Page 8 1/21/00 Form Rev. 9/30/1997 FISCAL NOTE (M.R. #00099) • . May 18, 2000 BY: FINANCE COMMITTEE, SUE ANN DOUGBAS,'CAAIRPERSON IN RE: PROBATE COURT/ESTATES AND MENTAL HEALTH UNIT - AUTHORIZATION TO IMPLEMENT PROBATE DOCUMENT IMAGE STORAGE/RETREVAL SYSTEM 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 resolution and finds: 1. The Probate Court Estates and Mental Health Unit deals with a wide variety of issues including, but not limited to: estates, name change petitions, adoptions, condemnation proceedings, protective orders, guardians and conservators for minors and incapacitated persons, and petitions for the admission of mentally ill persons to appropriate institutions. 2. These activities involve processing a significant number of documents and orders that must be available to the Judges, the public and the court staff. An Image System Analysis performed by a multi-disciplinary team has determined that the unit would greatly benefit from a document image storage/retrieval system similar to those implemented in the Friend of the Court and Clerk/Registers offices. 3. The proposed system will replace the need to perform daily microfilming and may eventually replace the need to microfilm files for archival purposes. Additionally, the system will improve service by allowing easy, immediate and simultaneous electronic access to documents by Judges, court staff and the public. 4. The cost of implementing the proposed system, excluding previously budgeted IT staff time, amounts to $401,033 of which $53,459 is for hardware, $45,606 for software, and $221,600 is allocated to professional services, $42,968 is contingency and $37,400 is first year operating. 5. Sufficient funds are available in the General Fund Reserve for Operational Improvements (#90-9497-1000). Future savings derived from implementing this project, which has an estimated payback period of less than six years, will be returned to the General Fund Reserve for Operational Improvements. 6. The FY 2000 budget be amended as follows: General Fund Revenue 90-190000-14000-1582 Prior Years Balance Expenditure 90-101113-10000-8001 Operating Transfer Out Information Technology Fund Revenue 18-636113-10000-1701 Operating Transfer In Expenditure 18-636113-10000-8005 Change in Fund Balance FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. FY2000 $401,033 $401,033 0 $401,033 $401,033 0 • • Resolution #00099 May 18, 2000 Moved by Millard supported by Galloway the Finance Committee Report be accepted. A sufficient majority having voted therefor, the report was accepted. Moved by Millard supported by Galloway the resolution be adopted. Moved by Millard supported by Galloway the resolution be amended to coincide with the recommendation in the Finance Committee Report. A sufficient majority having voted therefor, the amendment carried. Vote on resolution, as amended: AYES: Millard, Moffitt, Palmer, Schmid, Sever, Suarez, Taub, Amos, Appel, Causey-Mitchell, Colasanti, Coleman, Dingeldey, Douglas, Galloway, Garfield, Gregory, Jensen, Law, McCulloch, McPherson, Melton. (22) NAYS: None. (0) A sufficient majority having voted therefor, the resolution, as amended, was adopted. 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 May 18, 2000 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 18th day,of May, 2000. William Caddell, County Clerk