HomeMy WebLinkAboutResolutions - 2025.03.18 - 41946
AGENDA ITEM: Creation of Five (5) Full-Time Eligible Positions for Circuit Court Case Management
System
DEPARTMENT: Information Technology
MEETING: Board of Commissioners
DATE: Tuesday, March 18, 2025 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2025-5048
Motion to approve the creation of five (5) General Fund/General Purpose (GF/GP) Full-Time
Equivalent (FTE) positions within the Circuit Court and County Clerk’s Office, including one (1)
Court Program Evaluation Analyst in the Circuit Court Business Division (3010201), one (1) Court
Clerk Coordinator in the Circuit Court Judicial Administration (3010101), one (1) Supervisor Case
Management in the Circuit Court Criminal Division (3010301), one (1) County Clerk Records
Specialist in the County Clerk Legal Records Unit (2010210), and one (1) User Support Specialist I
in the County Clerk Legal Records Unit (2010210), with all positions set to sunset three (3) years
from the date of adoption, and to approve the creation of a Major Departmental Support Project with
an allocation of $8,100,000 in funding, with a budget amendment necessary to support this action to
be included in the subsequent Quarterly Financial Report presented by Fiscal Services.
ITEM CATEGORY SPONSORED BY
Staffing Modification Gwen Markham
INTRODUCTION AND BACKGROUND
The Circuit Court has used the same case management system for more than 50 years. This
system is desperately in need of significant updating to comply with the requirements of recent Set
Aside legislation. The State Court Administrative Office wishes to partner with the Circuit Court
(Court), County Clerk (Clerk), County Executive (Executive), Board of Commissioners (BOC), and
Oakland County IT (OCIT) to migrate to the State JIS case management system. The County will
realize significant savings from retiring Mainframe, estimated to cost over $300,000 per year just for
hosting. It has been agreed that to keep the project on track and maintain the level of service to the
public this project will require personnel dedicated to the project.
The Court, Clerk, Executive, BOC, and OCIT recognize that use of a vendor to fulfill the role of
Project Management Office will also be necessary. The project implementation timeline is expected
to be three (3) to five (5) years. The Court requests three (3) limited term positions to be filled as
needed for up to three (3) years. The positions will sunset three years from the adoption date unless
extended by separate BOC action for the duration of the project. The Clerk requests two (2) limited
term positions to be filled as needed for up to three (3) years. The positions will sunset three years
from the adopted date of this resolution unless extended by separate BOC action for the duration of
the project. The OCIT is requesting funding for staff augmentation through professional services and
vendor costs requiring an allocation of $6,500,000 over the term of three years, FY2025, FY2026,
and FY2027. The first deliverable of the project is a gap analysis that will allow us to further refine
our estimates.
The $8.1M would be distributed as follows:
• $1.6M would be to create 5 GF/GP FTE positions to sunset three years from the date
the resolution is adopted.
• $6.5M would be allocated for IT Professional Services fund, distributed as follows:
o 2025FY - $1,420,000
o 2026FY - $2,290,000
o 2027FY - $2,790,000
The project will be tracked under the Major Departmental Support Projects Fund as a separate fund
and project number. OCIT requests approval to create this Project Number to track vendor costs.
The Court, Clerk, Executive, and OCIT understand that when this project ends the positions
associated with it and the funding for vendor services will end.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at
248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional
information.
CONTACT
Sean Carlson, Deputy County Executive II
Chris Bujak, Chief Court Business Operations
Rod Davenport, Chief Information Officer
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 3/20/2025
AGENDA DEADLINE: 03/18/2025 9:30 AM
ATTACHMENTS
1. Circuit Court - Create Positions and Funding for Case Management System HR Write Up
COMMITTEE TRACKING
2025-03-12 Finance - Recommend to Board
2025-03-18 Full Board - Adopt
Motioned by: Commissioner Robert Hoffman
Seconded by: Commissioner Ann Erickson Gault
Yes: Marcia Gershenson, Yolanda Smith Charles, Charles Cavell, Ann Erickson Gault, Linnie
Taylor, Robert Smiley, David Woodward, Michael Spisz, Penny Luebs, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell (15)
No: None (0)
Abstain: None (0)
Absent: Michael Gingell, Karen Joliat, William Miller III, Brendan Johnson (4)
Passed
REQUEST:
1. To create the following five (5) GF/GP FTE positions that will sunset three (3) years from the date this
resolution is adopted unless extended under separate Board action:
# Pos Classification Department/Division Division/Unit #
One (1) Court Program Evaluation Analyst Circuit Court/Business Division 3010201
One (1 Court Clerk Coordinator Circuit Court/ Judicial/Administration 3010101
One (1) Supervisor Case Management Circuit Court/Criminal Division 3010301
One (1) County Clerk Records Specialist County Clerk/Legal Records Unit 2010210
One (1) User Support Specialist I County Clerk/Legal Records Unit 2010210
PROPOSED FUNDING:
Major Departmental Support Project fund.
OVERVIEW:
The Circuit Court has used the same case management system for more than 50 years. This system is desperately in
need of significant updating to comply with the requirements of recent Set Aside legislation. The State Court
Administrative Office wishes to partner with the Circuit Court (Court), County Clerk (Clerk), County Executive
(Executive), Board of Commissioners (BOC), and Oakland County IT (OCIT) to migrate the Circuit Court to the State
JIS system. The County will realize significant savings from retiring Mainframe, estimated to cost over $300,000 per
year just for hosting. It has been agreed that to keep the project on track and maintain the level of service to the
public this project will require personnel dedicated to the project. The Court, Clerk, Executive, BOC, and OCIT
recognize that use of a vendor to fulfill the role of Project Management Office will also be necessary. The project
implementation timeline is expected to be three (3) to five (5) years.
The Court requests three (3) limited term positions to be filled as needed for up to three (3) years. The positions will
sunset three years from the adopted date of this resolution unless extended by separate BOC action for the duration
of the project. The County Clerk requests two (2) limited term positions to be filled as needed for up to three (3)
years. The positions will sunset three years from the adopted date of this resolution unless extended by separate
BOC action for the duration of the project. The Department of Information Technology will fund the Project through
various vendor contracts they require allocation of $6,500,000 over the term of three years, FY2025, FY2026, and
FY2027. The project will be tracked under the Major Departmental Support Projects Fund as a separate fund and
project number OCIT requests approval to create this Project Number to track vendor costs. The Court, Clerk,
Executive, and OCIT understand that when this project ends the positions associated with it and the funding for
vendor services will end.
It is requested that the Oakland County Board of Commissioners approves the creation of the following five (5)
GF/GP FTE positions that will sunset three (3) years from the date this resolution is adopted unless extended under
separate Board action:
# Pos Classification Department/Division Division/Unit #
One (1) Court Program Evaluation Analyst Circuit Court/Business Division 3010201
One (1 Court Clerk Coordinator Circuit Court/ Judicial/Administration 3010101
One (1) Supervisor Case Management Circuit Court/Criminal Division 3010301
One (1) County Clerk Records Specialist County Clerk/Legal Records Unit 2010210
One (1) User Support Specialist I County Clerk/Legal Records Unit 2010210
It is also requested that the Oakland County Board of Commissioners approved the creation of a Major Departmental
Support Project and $6,500,000 in funding is allocated to the project. It is requested that monies within this line item
may be carried forward into future fiscal budget years until the project is completed or the fund is depleted.
PERTINENT SALARIES FY 2025
*Note: Annual rates are shown for illustrative purposes only.
SALARY AND FRINGE BENEFIT SAVINGS
**Note: Fringe benefit rates displayed are County averages. Annual costs are shown for illustrative purposes only.
Actual costs are reflected in the budget amendment.
Create one (1) GF/GP FTE Court Program
Evaluation Analyst position
Salary @ step 12 77,279
Fringes @ 33.86%26,167
Direct Contract Charge 16,834
Cost 1 Position 120,280
Create one (1) GF/GP FTE Court Clerk
Coordinator position
Salary @ step 12 60,550
Fringes @ 33.86%20,502
Direct Contract Charge 16,834
Cost 1 Position 97,886
Create one (1) GF/GP FTE Supervisor Case
Management position
Salary @ step 12 70,095
Class Gr Period Step
01
Step
12
Step
24
Step
36
Step
48
Step
60
Step
72
Step
84
Court
Program
Evaluation
Analyst
UNI/
122
Hourly
Bi-wkly
Annual
35.4336
2,834.69
73,702
37.1535
2,972.28
77,279
38.8735
3,109.88
80,857
40.5935
3,247.48
84,434
42.3135
3,385.08
88,012
44.0336
3,522.69
91,590
45.7539
3,660.31
95,168
47.4740
3,797.92
98,746
Court Clerk
Coordinator
UNI/
117
Hourly
Bi-wkly
Annual
27.7629
2,221.03
57,747
29.1106
2,328.85
60,550
30.4585
2,436.68
63,354
31.8061
2,544.49
66,157
33.1540
2,652.32
68,960
34.5019,
2,760.15
71,764
35.8490
2,867.92
74,566
37.1969
2,975.75
77,370
Supervisor
Case
Management
UNI/
120
Hourly
Bi-wkly
Annual
32.1391
2,571.13
66,849
33.6994
2,695.95
70,095
35.2594
2,820.75
73,340
36.8198
2,945.58
76,585
38.3798
3,070.38
79,830
39.9401
3,195.21
83,075
41.5001
3,320.01
86,320
43.0605
3,444.84
89,566
County
Clerk
Records
Specialist
059/
112
Hourly
Bi-wkly
Annual
21.8803
1,750.42
45,511
22.9425
1,835.40
47,720
24.0046
1,920.37
49,930
25.0669
2,005.35
52,139
26.1290
2,090.32
54,348
27.1911
2,175.29
56,558
28.2534
2,260.27
58,767
29.3155
2,345.24
60,976
User
Support
Specialist I
059/
117
Hourly
Bi-wkly
Annual
27.9255
2,34.05
58,058
29.2813
2,342.50
60,905
30.6370
2,450.96
63,725
31.9925
2,559.40
66,544
33.3483
2,667.86
69,364
34.7040
2,776.32
72,184
36.0590
2,884.72
75,003
37.4149
2,993.19
77,823
Fringes @ 33.86%23,734
Direct Contract Charge 16,834
Cost 1 Position 110,663
Create one (1) GF/GP FTE County Clerk Records
Specialist
Salary @ step 12 47,720
Fringes @ 33.86%16,158
Direct Contract Charge 16,834
Cost 1 Position 80,712
Create one (1) GF/GP FTE User Support Specialist
I
Salary @ step 12 60,905
Fringes @ 33.86%20,622
Direct Contract Charge 16,834
Cost 1 Position 98,361
Total Cost 507,902