HomeMy WebLinkAboutReports - 2022.09.29 - 37639
AGENDA ITEM: Budget Amendment Imaging Program Expansion Project
COMMITTEE MEETING: Board of Commissioners
DATE: Thursday, September 29, 2022 12:58 PM - Click to View Agenda
ITEM SUMMARY SHEET
DEPARTMENT SPONSORED BY
Information Technology Gwen Markham
INTRODUCTION AND BACKGROUND
In 2016, the Board of Commissioners authorized the creation of the Imaging Program, which
allocated resources to create a single Countywide, robust imaging and document management
platform. Oakland County Information Technology has since implemented Laserfiche, and several
County departments are using the platform to improve their operational efficiencies.
Since the initial implementation, several County Departments have requested new uses for the
Imaging platform to continue to improve their operations. IT, and the departmental partners are
requesting additional funds to implement those projects in the coming years.
The requests include projects for the Circuit Court, Clerk’s Office, District Courts, Friend of the
Court, Indigent Defense Services Office, Neighborhood & Housing Division, Prosecutors Office,
Treasurer’s Office, and Risk Management.
This project funding would allow the County to add additional short-term resources so that the
requested projects could be completed more rapidly than what could be accomplished by the
limited existing staff. The 12 projects would save the County approximately 7000 person-hours per
year and allow for the elimination of 2 positions. The 6-year return on investment is estimated at
$600,000. In additional to improved operational efficiency, the projects will also create an improved
user experience for the public and reduce risk across several older systems. Three projects also
allow for less staff contact with the public, thereby reducing the risk of COVID exposure. Those
three projects of the twelve would be funded from ARP funding ($450k), and the remaining nine
would be use funds previously set aside for IT investments ($2,600,000).
BUDGET AMENDMENT REQUIRED:
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.858.5115 (office) or andrewsmb@oakgov.com, or the department contact persons listed for
additional information.
CONTACT
Mike Timm, Director Information Technology timmmr@oakgov.com
ITEM REVIEW TRACKING
Board of Commissioners Created -
Information Technology
Board of Commissioners
Fiscal Services
Executive's Office
Corporation Counsel
Fiscal Services
Board of Commissioners
Board of Commissioners
Board of Commissioners
AGENDA DEADLINE: 10/09/2022 12:58 PM
COMMITTEE TRACKING
2022-09-14 Finance - Recommend to Board
2022-09-29 Full Board - Approve
ATTACHMENTS
1. Imaging Program Expansion Memo - *Court Update
2. FY22 INFO TECH IT IMAGING Amendment Schedule A
September 29, 2022
REPORT
2022-2030
Budget Amendment Imaging Program Expansion Project
Sponsored By:
Gwen Markham, Commissioner
Chairperson, the Board of Commissioners recommends the following Board action:
Resolved, Motion to approve the transfer of $2,600,000 from the General Fund Non-Departmental
Transfers (9090101) Technology Projects-One Time expenditure line item budget (Account
SC760180) to the Imaging Program Fund (#42080) Project #100000002442 (PRJ-12442); further that
$450,000 be transferred from the ARP Local Fiscal Recovery Fund (#21285) Project #XXXX to the
Imaging Program Fund (#42080) Project #100000002442 (PRJ-12442), and that the FY 2022 - FY 2024
budgets are amended as detailed in the attached Schedule A.
Chairperson, the following Commissioners recommend the adoption of the foregoing Board action:
Gwen Markham.
COMMITTEE TRACKING
2022-09-14 Finance - Recommend to Board
2022-09-29 Full Board - Approve
VOTE TRACKING - Board of Commissioners
Motioned by: Commissioner Michael Gingell
Seconded by: Commissioner Gary McGillivray
Yes: David Woodward, Michael Gingell, Michael Spisz, Karen Joliat, Kristen Nelson, Eileen Kowall,
Christine Long, Philip Weipert, Gwen Markham, Angela Powell, Thomas Kuhn, Chuck Moss, Marcia
Gershenson, William Miller III, Yolanda Smith Charles, Charles Cavell, Penny Luebs, Janet Jackson, Gary
McGillivray, Robert Hoffman (20)
No: None (0)
Abstain: None (0)
Absent: (0)
Passed
ATTACHMENTS
1. Imaging Program Expansion Memo - *Court Update
2. FY22 INFO TECH IT IMAGING Amendment Schedule A
COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER
INFORMATION TECHNOLOGY Michael R. Timm, D irector
BUILDING 49W I 1200 N TELEGRAPH RD DEPT421 I PONTIAC, Ml 48341-0421 I Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com
TO: COUNTY EXECUTIVE LEADERSHIP TEAM / FORT
FROM: MIKE TIMM, DIRECTOR OF INFORMATION TECHNOLOGY
SUBJECT IMAGING PROGRAM EXPANSION
DATE: 8/5/22
SUMMARY:
In 2016, the Board of Commissioners authorized the creation of the Imaging Program, which
allocated resources to create a single Countywide, robust imaging and document management
platform. Oakland County Information Technology has since implemented Laserfiche, and several
County departments are using the platform to improve their operational efficiencies.
As part of the 2023-2024 Master Planning project request process, several County Departments
have requested new uses for the Imaging platform to continue to improve their operations. In
total 12 projects have been requested. IT, in support of these departmental partners is
requesting additional funds to implement those projects in the coming years. The total cost of
the 12 combined projects is $3,050,000 including IT labor, hardware, software, and vendor
implementation services. The 12 projects would save the County approximately 7000 person-
hours per year and allow for the potential elimination of 2 positions. The 6-year return on
investment (Cost vs. Benefit) is estimated at $600,000.
PROPOSED FUNDING SOURCES:
The proposed source of most of the requested funds is positive favorability in an account set up
for additional IT expenses in the 2022 Fiscal Year. Due to actual costs being significantly under
the planned budget across various projects, there is positive favorability in that set-aside. This
project funding would allow the County to add additional short-term resources so that the
requested projects could be completed more rapidly than what could be accomplished by the
existing staff.
Three projects allow for less staff contact with the public, thereby reducing the risk of COVID
exposure. We would propose that those three projects of the twelve be funded from ARP funding
($450k), and the remaining nine would be use the funds previously set aside for IT investments
($2,600,000).
COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER
INFORMATION TECHNOLOGY Michael R. Timm, D irector
BUILDING 49W I 1200 N TELEGRAPH RD DEPT421 I PONTIAC, Ml 48341-0421 I Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com
DETAILED BENEFITS BY PROJECT:
In additional to improved operational efficiency, the projects will also create an improved user
experience for the public and reduce risk across several older systems. Below is a list of the
projects and a summary of their benefits.
Friend of the Court – FOC AutoForms Replacement (Cost: $467,000):
The FOC has over 100 forms in an aging technology platform that need to be migrated to an
updated system to mitigate risk, improve operational efficiency, and provide a better user
experience for the public and staff.
Prosecutor’s Office – Victim Services Process Updates (Cost: $230,000)
The Prosecutor’s Office seeks a solution that enables victims to submit forms directly through a
website to eliminate the need for the victims to download, complete, scan, and email them to the
Victim Assistance Unit. Structured input will also provide better data continuity and improve record
keeping and retention. Cost reductions will also be found in eliminating further reliance on the
current USPS process.
Indigent Defense - MIDC Enhancement and Integrations (Cost: $220,000)
The Courts are seeking to improve and add new functionality to the MIDC application to simplify
the process for all users while integrating data with other County systems. This improved
functionality will result in increased productivity by reducing the time it takes to create new attorney
assignments and leveraging our Laserfiche investment to fully process attorney vouchers.
Neighborhood & Housing - NHD Database Consolidation and Conversion (Cost: $203,000)
The NHD of Health and Human Services Offices are seeking to upgrade and consolidate
databases so that staff productivity can be increased, and data accuracy improved. Efficiency is
anticipated to be gained with improved technology by the reduction of searching through paper
files, elimination of duplicate data entry, and the automation of identified workflows.
Corp Counsel & Risk Management – Matter Management Enhancements (Cost: $260,000)
The Corporate Counsel (CC) and Risk Management (RM) Offices are seeking more flexibility
to extract, manipulate and summarize data for graphical presentation, and efficiently provide data
to necessary government agencies.
Treasurer's Office - Treasurer Chargeback Processing System (Cost: $322,000)
The Treasurer’s Office will be supporting a change to replace the manual-driven process for
tracking credit card chargebacks on SharePoint and through emails with a system-driven workflow
process and provide efficiencies for the financial tracking of credit card chargebacks. This will
COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER
INFORMATION TECHNOLOGY Michael R. Timm, D irector
BUILDING 49W I 1200 N TELEGRAPH RD DEPT421 I PONTIAC, Ml 48341-0421 I Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com
allow greater visibility into the status of in-process and completed credit chargebacks for tracking
and reporting.
Treasurer's Office - BottomLine Data Archival (Cost: $33,000)
The Treasurer’s Office system for check production will be retired by moving that function to
Workday in the next 6 months. The historic data from this platform will be moved to Laserfiche,
allowing the County to retire an aged system and avoid the upgrade costs that would need to be
spent to keep the system secure.
Circuit Court – Circuit Court Enhancements (Cost: $132,000)
The Courts are seeking to provide additional functionality to improve efficiency to the Court’s
current Document Management System. Enhancement highlights include the creation of
additional forms, reporting for audit logs, watermarks on non-public documents when printed, and
mobile application access.
Clerk - Send Marriage Divorce to SOM Electronically (Cost: $167,000)
The Clerk’s Office is seeking to send Marriage and Divorce Records to the State of Michigan
electronically instead of the current process of mailing hard copies to the State monthly. This will
reduce effort on the Clerk’s office in copying, printing, and mailing. The State of Michigan will
realize a reduction in manual scanning and data input. Digitally transmitting records will also
reduce the risk of document loss via the USPS.
District Court - Automated Check-in at Probation Office (Cost: $138,000)
The District Courts are seeking to create an automated check-in process utilizing tablets/kiosks
at the Probation Offices so that an end user can have an enhanced experience and a faster,
paperless check-in process. This will lead to less wait times, a cost reduction for paper and the
reduction of staff effort needed for filing paper documents.
Risk Management - Risk Management File Digitization (Cost: $138,000)
The Risk Management Office is seeking a solution for the digitization, organization, and storage
of Risk Management historical hard copy files to allow staff members to easily and efficiently
search for and view documents both onsite and remotely.
IT/All - Program & Architecture Management (Cost: $715,000)
With the increase in usage and key business processes that will result from the above projects,
IT will need to review and revise the architecture. This funding includes IT time, vendor consulting
services to ensure the County is taking advantage of Laserfiche’s expertise, additional software,
and additional hardware funding to increase the computing capacity of the hardware if needed.
COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER
INFORMATION TECHNOLOGY Michael R. Timm, D irector
BUILDING 49W I 1200 N TELEGRAPH RD DEPT421 I PONTIAC, Ml 48341-0421 I Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT IMAGING PROGRAM EXPANSION PROJECT
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)Cost Center (CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2022
Amendment
FY 2023
Amendment
FY 2024
Amendment
E General Fund Non Departmental Transfers FND10100 CCN9090101 SC760180 PRG196030 760000 Technology Projects-One Time (2,600,000)--
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA42080 788001 Transfer Out – IT Imaging 2,600,000 --
Total Expenditures $-$-$-
R American Rescue Plan Non Departmental FND21285 CCN9010101 RC610313 PRG133095 GRN###610000 Federal Operating Grant $450,000 $-$-
Total Revenue $450,000 $-$-
E American Rescue Plan Non Departmental FND21285 CCN9010101 SC788001 PRG133095 GRN###BFA42080 788001 Transfer Out – IT Imaging $450,000 $-$-
Total Expenditures $450,000 $-$-
R IT Imaging Major Dept Support Projects FND42080 CCN9016001 RC695500 PRG152130 PRJ-12442 BFA10100 695500 Transfer In - Gen Fund $2,600,000 $-$-
R IT Imaging Major Dept Support Projects FND42080 CCN9016001 RC695500 PRG152130 GRN###BFA21285 695500 Transfer In - ARPA $450,000
R IT Imaging Major Dept Support Projects FND42080 CCN9016001 RC665882 PRG152000 PRJ-12442 665882 Planned Use of Fund Balance $(3,050,000)$1,525,000 $1,525,000
Total Revenue $-$1,525,000 $1,525,000
E IT Imaging Major Dept Support Projects FND42080 CCN9016001 SC731458 PRG152120 PRJ-12442 730000 Professional Services $-$1,370,000 $1,370,000
E IT Imaging Major Dept Support Projects FND42080 CCN9016001 SC750170 PRG152130 PRJ-12442 750000 Other Expendable Equipment $-$52,500 $52,500
E IT Imaging Major Dept Support Projects FND42080 CCN9016001 SC731773 PRG152130 PRJ-12442 730000 Software Rental Lease Purchase $-$10,000 $10,000
E IT Imaging Major Dept Support Projects FND42080 CCN9016001 SC773630 PRG152130 PRJ-12442 730000 Info Tech Development $-$92,500 $92,500
Total Expenses $-$1,525,000 $1,525,000