HomeMy WebLinkAboutReports - 2023.11.16 - 40711
AGENDA ITEM: Case Management System Implementation for Prosecutor's Office
DEPARTMENT: Information Technology
MEETING: Board of Commissioners
DATE: Thursday, November 16, 2023 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3459
Motion to approve the appropriation and transfer of the amount totaling $299,200 from the General
Fund Non-Departmental Transfers (9090101) Technology Projects-One Time (760180) to the
Information Technology Fund (#63600) for the Prosecutor Case Management Implementation
Project; further, that the FY 2024 budget shall be amended as reflected in the attached Schedule A
– Budget Amendment.
ITEM CATEGORY SPONSORED BY
Budget Amendment Gwen Markham
INTRODUCTION AND BACKGROUND
Karpel Solutions has granted the Prosecuting Attorneys Association of Michigan (PAAM) the sole
ability to provide perpetual software licenses for PbK within the State of Michigan. PAAM shall only
provide said licenses to the individual Counties of Michigan and/or any State of Michigan Agencies
who are or may become members of the Prosecuting Attorneys Association of Michigan Case
Management Project (hereinafter referred to as “PAAMCMP”). The Oakland County Prosecutors
Office is a PAAM member and is granted the rights to the Karpel software project for case
management. The initial purchase and three years of licensing will be purchased by PAAM. PAAM’s
investment for this project on behalf of the Oakland County Prosecutor totals $544,975. However,
there are some additional implementation services that the Prosecutors Office requires for a
successful and complete implementation that are not covered by the PAAM funding.
A new case management solution Prosecutors by Karpel PbK from Karpel Solutions will be
implemented to modernize the system and process for the Prosecutors Office to manage case load
data for the County. The new system will be procured by the Prosecuting Attorneys Association of
Michigan (PAAM) and have no cost to the Prosecutors Office. Additional services will be procured
by the Prosecutors Office, at a projected cost of $134,200. The Information Technology labor cost to
support the implementation are projected to be $165,000.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
David Williams
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 11/16/2023
AGENDA DEADLINE: 11/16/2023 9:30 AM
ATTACHMENTS
1. Schedule A – Budget Amendment
2. Karpel Computer Systems Inc_010483 - signed
COMMITTEE TRACKING
2023-11-08 Finance - Recommend to Board
2023-11-16 Full Board - Adopt
Motioned by: Commissioner Yolanda Smith Charles
Seconded by: Commissioner Philip Weipert
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia
Gershenson, Janet Jackson, William Miller III, Yolanda Smith Charles, Brendan Johnson, Ajay
Raman (17)
No: None (0)
Abstain: None (0)
Absent: Charles Cavell (1)
Passed
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT REQUEST FOR IMPLEMENATATION OF PROSECUTOR NEW CASE MANAGEMENT SYSTEM
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
Summar
y Account Title
FY 2024
Amendment
E General Fund Non Departmental Transfers FND10100 CCN9090101 SC760180 PRG196030 760000 Technology Projects-One Time $(299,200)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA63600 788001 Transfer Out – IT $299,200
Total Expenditures $-
R Information Technology IT Administration FND63600 CCN1080101 RC695500 PRG152000 BFA10100 895500 Transfer In - Gen Fund $299,200
Total Revenue $299,200
E Information Technology Application Services FND63600 CCN1080201 SC730373 PRG152010 730000 Contracted Services $134,200
E Information Technology Application Services FND63600 CCN1080201 SC731458 PRG152010 730000 Professional Services $165,000
Total Expenses $299,200
Initials CLB Page 20 of 38
14. Appendix A
14.1 Client Agreement Form
Addendum No. xxxxx
To the Customer Agreement dated (“Agreement”)
by and between
Karpel Solutions and Prosecuting Attorneys Association of Michigan (“PAAM”)
Contract No: Local Agency: Oakland County
PbK Installation with / without data conversion
With?
Local Agency Address: 1200 N. Telegraph Rd.,
Pontiac, MI 48341
State Agency: PAAM Issue Date:
State Agency Address: Request Date:
Local Agency Main Contact: Micah Wallace Local Agency Contact Phone: (248) 452-9176
Local Agency Email: wallacem@oakgov.com
Assigned Karpel Trainer/Project Manager: Shashi Gowda
Assigned Karpel Contact Phone: (248) 858-0969
Assigned Karpel Contact Email: gowdash@oakgov.com
PAAM Signature Authorization to Proceed: Date: 9/28/23
Local Agency Authorization to Proceed: Date:
Karpel Signature Authorization to Proceed: Date:
Project Goal / Objectives:
Karpel Solutions is expected to provide a firm price for installation, training, and data conversion services (if applicable) and
to provide said installation, training, and data conversion services to a standard satisfactory to PAAM and the local agency.
Initials CLB Page 21 of 38
The following questions must be completed by the Agency:
Number of users: 169
System Administrator Name: Micah Wallace
System Administrator E-mail: Wallacem@oakgov.com
System Administrator Phone:
Current Case Management System: Microsoft Sharepoint and Mainframe application/interface (legacy)
Do you currently send / receive data from LE: Primarily electronically some
paper
Via paper or electronically
If yes, provide name(s) of the case management / jail / booking software used?
Microsoft Sharepoint
Does your office use a program for Restitution tracking / collection? No
If yes, provide the name of the program.
Does your office use program for tracking Bad Checks? No
If yes, provide the name of the program.
Does your office use program for tracking Civil? No
If yes, provide the name of the program.
Does your office use program for tracking Diversion? No
If yes, provide the name of the program.
Does your office use program for tracking Juvenile? Yes
If yes, provide the name of the program. Sharepoint
What email system do you currently use? (Exchange/Gmail/365/?) Outlook 365
Do you have space large enough for training? Yes
Current Internet speeds: UP: 5 GB DOWN: 5 GB
Comments or other information:
All case files prior to July 2022 were stored in paper files with all digital discovery burned to disk, VHS, etc. Most cases
had the initial police report along with the complaint and general information stored digitally or networked storage
drives. Case management was handled through the mainframe application/interface. Starting in July 2022 – all new
cases.
After July 2022, all new cases (both reports and digital discovery) were submitted through Sharepoint. Case
management was primarily through mainframe, but tracking and case notes are handled through Sharepoint. Each
case file is stored in a separate folder including the case notes and digital discovery. The case files are identified by
truncated CTN number and the defendants’ last name(s).
Project Assumptions:
The following list of assumptions and provisions pertain exclusively to the associated for. The work “local agency”
refers to the Client’s office, and “Karpel Solutions” refers to Karpel Solutions.
Initials CLB Page 22 of 38
Changes in assigned Karpel Solutions staff or material increasing in work effort resulting from Karpel
Solutions actions will not result in additional fees being billed to the local agency or PAAM.
Karpel Solutions shall notify the local agency and PAAM within 3 business days of any changes resulting
in the delay of the implementation of the planned scheduled tasks.
The local agency will assign sufficient internal management and staff resources that will provide the
necessary time to ensure completion of scheduled tasks as planned. This includes availability of staff to
answer Karpel Solutions questions and review of deliverables for accuracy.
The local agency will notify Karpel Solutions within 3 business days of any changes to all applications, PC’s
necessary in the use and performance of their duties.
Deliverables:
PbK implementation and, if applicable, converted
data.
Local agency will test data for accuracy and provide Karpel
Solutions with detailed results and authorization to
proceed.
Project start date: Project end date:
Cheri BruinsmaExecutive Director9/29/2023