HomeMy WebLinkAboutReports - 2024.04.24 - 41143
AGENDA ITEM: Transfer from the Non-Departmental Technology Projects to the Information
Technology Fund for the Event Management Platform
DEPARTMENT: Information Technology
MEETING: Board of Commissioners
DATE: Wednesday, April 24, 2024 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2024-9
Motion to approve the one-time appropriation and transfer of the amount totaling $63,000 from the
General Fund Non-Departmental Transfers (9090101) Technology Projects-One Time (760180) to
the Information Technology Fund (63600) for the Event Management solution; 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
Economic Development and the Department of Public Communications are jointly spearheading an
initiative to standardize and improve the process and technology of creating and managing events
sponsored by Oakland County, such as the Veteran Resource Fairs, NoHaz, MiCareerQuest, and
State of the County. The solution will support existing event types created by both departments as
well as allow for the expansion into new, more innovative event hosting, promotion, and attendee
tracking that can be used by other County departments.
Currently, departments are using a variety of event management services, such as Eventbrite and
SignUpGenius or creating forms via Microsoft, Forms Assembly, Qualtrics. Not only do these
services create a multitude of different user experiences, but some come with security concerns,
branding issues, and ads. Streamlining the county’s event management approach with the use of an
enterprise solution will create a consistent, secure and trusted experience for all attendees and
residents.
Selected through a competitive bid, vFairs is a cutting-edge, cloud-based IT solution designed to
serve as an all-encompassing event platform that accommodates a wide spectrum of event types,
including in-person, hybrid, and virtual gatherings, as well as conferences. They also offer
exemplary project management and training support throughout every phase of the event planning
process.
In addition, vFairs provides features that will shorten event creation time and enable Oakland
County to provide a consistent, branded approach to event registration and promotion. They also
offer out-of-box integrations with existing Oakland County solutions such as Okta, Salesforce and
Microsoft Teams to allow the sharing of information between platforms. Advanced reporting
capabilities provide the opportunity for improved event attendee tracking.
Implementing vFairs will provide an elevated, consistent event management experience for those
creating and promoting events as well as for the Oakland County residents who attend them.
A new event management platform, vFairs, from vFairs LLC will be implemented to modernize and
standardize event registration and management for the County. The new system will be procured by
Economic Development and the Department of Public Communications; at a projected first year
cost of $63,000. The ongoing annual license costs will be budgeted in the 2025-2027 Budget cycle.
POLICY ANALYSIS
Is agenda item sufficiently complete with all necessary elements?
The agenda item provides a clear description of the request, including the purpose, funding source,
and projected costs. It identifies the departments involved, the solution being proposed (vFairs),
and its intended benefits for Oakland County events.
What questions exist; what should committee chairs bear in mind?
Commissioners should inquire about the selection process for vFairs, ensuring transparency and
fairness in the competitive bid. They may want to explore potential alternatives to vFairs and assess
their suitability for Oakland County's event management needs.
Is the action requested from the BOC clear and appropriate?
The action requested is clear: to approve a one-time appropriation and transfer of $63,000 from the
General Fund to the Information Technology Fund for the implementation of vFairs. The request
aligns with the objective of standardizing and improving event management processes for Oakland
County events.
How does the action serve the residents of Oakland County?
The implementation of vFairs aims to provide residents with a consistent, secure, and trusted
experience for event registration and attendance. It streamlines event management processes,
enhances branding consistency, and offers advanced reporting capabilities for improved event
attendee tracking.
Fiscal impact in the short, near, and long term:
The one-time appropriation of $63,000 covers the initial implementation costs for vFairs. Ongoing
annual license costs will be budgeted in the 2025-2028 budget cycle, indicating a long-term
financial commitment. However, the investment is expected to result in cost savings by replacing
disparate event management services with a unified platform.
Does this fit with the legislative priorities of the current Board? (prevailing wage,
responsible bidding, project labor agreements, fair housing, Oakland County Mainstreet
membership, investments in green infrastructure)
The proposal aligns with the goal of modernizing technology infrastructure and improving
operational efficiency, which are likely legislative priorities of the Board. It also supports initiatives
related to standardizing processes and enhancing the resident experience, contributing to the
county's overall objectives.
How does this help achieve zero emissions/energy reduction by 2050 and/or other
sustainability objectives?
While the proposal primarily addresses technology and operational efficiency, it may indirectly
support sustainability objectives by reducing the need for paper-based event management
processes.
How does this address DEI objectives?
The implementation of vFairs offers an equitable and inclusive event management solution
accessible to all residents, regardless of their background or circumstances. It helps mitigate
potential disparities in access to event information and registration processes, thereby promoting
DEI objectives.Based on this analysis, the recommendation to approve the appropriation and
transfer for the implementation of vFairs appears to align with the county's goals and priorities,
providing significant benefits in terms of efficiency, consistency, and resident experience.
Pros/Cons
Pro: Standardization and Efficiency: Implementing vFairs will standardize event management
processes across departments, leading to increased efficiency and consistency in event creation,
promotion, and attendee tracking. Enhanced Resident Experience: Residents will benefit from a
secure and trusted event registration platform, providing a seamless and consistent experience for
all attendees, regardless of the event type or department hosting it. Cost Savings Potential: While
there are initial implementation costs, vFairs has the potential to generate long-term cost savings by
replacing disparate event management services with a unified platform and streamlining
administrative processes.
Con: Initial Cost: The one-time appropriation of $63,000 for implementation represents a
significant upfront cost to the county, which may require careful budget management and allocation
of resources. Dependence on Vendor: There may be concerns about dependence on a single
vendor (vFairs) for event management solutions, which could potentially limit flexibility and increase
reliance on external parties for ongoing support and maintenance. Transition Challenges:
Transitioning to a new event management platform may pose challenges, including training staff,
migrating data, and ensuring seamless integration with existing systems, which could temporarily
disrupt operations and require additional resources for implementation.
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
Dom Holmes
Teresa Recinto
Rod Davenport, Chief Information Officer
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 4/24/2024
AGENDA DEADLINE: 04/24/2024 6:00 PM
ATTACHMENTS
1. Schedule A - Budget Amendment
COMMITTEE TRACKING
2024-04-17 Finance - Recommend to Board
2024-04-24 Full Board - Adopt
Motioned by: Commissioner Angela Powell
Seconded by: Commissioner Robert Hoffman
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson,
Charles Cavell, Brendan Johnson, Ann Erickson Gault, Linnie Taylor (15)
No: None (0)
Abstain: None (0)
Absent: Ajay Raman, Michael Gingell, Yolanda Smith Charles, William Miller III (4)
Passed
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT REQUEST FOR EVENT MANAGEMENT SOLUTION
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 $(63,000)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA63600 788001 Transfer Out – IT $63,000
Total Expenditures $-
R Information Technology IT Administration FND63600 CCN1080101 RC695500 PRG152000 BFA10100 895500 Transfer In - Gen Fund $63,000
Total Revenue $63,000
E Information Technology Application Services FND63600 CCN1080201 SC730373 PRG152010 730000 Contracted Services $63,000
Total Expenses $63,000