HomeMy WebLinkAboutReports - 2023.12.07 - 40860
AGENDA ITEM: Evidence Management System Implementation for Prosecutor's Office
DEPARTMENT: Information Technology
MEETING: Board of Commissioners
DATE: Thursday, December 7, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3593
Motion to approve the appropriation and transfer of the amount totaling $315,338 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
The Prosecutor’s Office is pursuing two key technology initiatives to modernize their processes and
technology. The first is the implementation of a Case Management System which was recently
approved by the Board of Commissioners. The second is to implement a market leading evidence
management solution to further streamline the management of the large amount of digital evidence
needed for their cases. Axon Evidence is the only evidence management solution that integrates
seamlessly with the new Case Management solution, ProsecutorbyKarpel. Given that they are the
only solution on the market that provides this seamless integration, this will be a sole source
contract. Further, a temporary solution was implemented in 2022 to improve evidence handling from
the manual hand-to-hand processes previously used, however is not as cost effective as the
proposed solution. A rapid move to this new solution will achieve a one-year return on investment,
even when factoring both the system purchase and the time to implement the new solution. In
summary, implementing this system will save the County money within one year, and provide a
more functional system for the Prosecutor’s needs by fully integrating with their new Case
Management system.
A new evidence management solution, Axon Evidence, from Axon will be implemented to
modernize the business process for the Prosecutors Office to manage evidence data for the County.
The new system will be procured by the Prosecutors Office at a projected first year cost of
$232,838. The Information Technology labor cost to support the implementation is projected to be
$82,500. The ongoing annual license costs will be budgeted in the 2025-2027 Budget cycle.
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
Rod Davenport, Chief Information Officer
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 12/7/2023
AGENDA DEADLINE: 12/07/2023 6:00 PM
ATTACHMENTS
1. Schedule A - Budget Amendment
COMMITTEE TRACKING
2023-11-29 Finance - Recommend to Board
2023-12-07 Full Board - Adopt
Motioned by: Commissioner Charles Cavell
Seconded by: Commissioner Ajay Raman
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, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay
Raman, Ann Erickson Gault (18)
No: None (0)
Abstain: None (0)
Absent: (0)
Passed
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT REQUEST FOR OF PROSECUTOR EVIDENCE MANAGEMENT SYSTEM IMPLEMENTATION
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 $(315,338)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA63600 788001 Transfer Out – IT $315,338
Total Expenditures $-
R Information Technology IT Administration FND63600 CCN1080101 RC695500 PRG152000 BFA10100 895500 Transfer In - Gen Fund $315,338
Total Revenue $315,338
E Information Technology Application Services FND63600 CCN1080201 SC730373 PRG152010 730000 Contracted Services $232,838
E Information Technology Application Services FND63600 CCN1080201 SC731458 PRG152010 730000 Professional Services $82,500
Total Expenses $315,338