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HomeMy WebLinkAboutMINUTES - 09232008 - C.74 sE L TO: BOARD OF SUPERVISORS ? -`'°�' Contra FROM: PUBLIC PROTECTION COMMITTEE WIN��. ` Costa DATE: SEPTEMBER 9, 2008 T= cou J" w Count\/ °STA SUBJECT: ISSUANCE OF RFP FOR NEW LAW AND JUSTICE INFORMATION SYSTEM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. APPROVE and AUTHORIZE the County Administrator, or designee, to issue a Request for Proposals for an integrated law and justice information and case management system to replace the County's aging Law and Justice Information System. 2. DIRECT the County Administrator and the Chief Information Officer(Department of Information Technology)to begin developing a plan to move applications off of the County's mainframe within three to five years, and determine the funding necessary to support that approach. FISCAL IMPACT The 2008/09 combined information technology development, maintenance, and operations budget for the District Attorney, Public Defender, and Probation Departments (hereinafter the "Justice Partners") is $814,247. Proceeding with the new case management system proposal warrants the immediate CONTINUED ON ATTACHMENT: ® YES SIGNATURE: r ❑ RECOMMENDATION OF COUNTY ADMINISTRATOR ® RECOMM ATION OF BOARD COMMITTEE ® APPROVE ❑ R SIGNATURE(S): JJyO--HN GIOIA,CHAIR DERAL D. GLOVER, MEMBER ACTION OF BOARD ON APPROVED AS RECOMMENDED [ael6THER ❑ VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ,./UNANIMOUS(ABSENT 14 0"d ) ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTED: SEPTEMBER 23,2008 Contact: JULIE ENEA(925)335-1077 DAVID TWA, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: PUBLIC PROTECTION COMMITTEE STAFF COUNTY ADMINISTRATOR CHIEF INFORMATION OFFICER(DoIT) DISTRICT ATTORNEY By: /� Deputy PUBLIC DEFENDER COUNTY PROBATION OFFICER RFP to Replace Law &Justice Information System September 9,2008 Page 2 FISCAL IMPACT (continued...) suspension of most development and non-critical maintenance on the existing LJIS; only maintenance required to continue the operation of the existing system will be funded. All remaining development and maintenance funds will be redirected towards Department of Information Technology (DoIT) staff costs to convert and transition existing data files to the proposed new system. As July 1, 2009 is the earliest possible date on which a new system can be implemented (and that would be a very optimistic target date), we anticipate no negative budgetary or fiscal impact to DoIT operations and any of its mainframe customers in the current budget year. Possible systems range in price from $1 to $3 million depending on the features, hosting, and maintenance agreements. The County Administrator proposes to purchase a replacement system through a five-year financing plan funded through the diversion of current information technology appropriations for the Justice Partners. The diversion of budget appropriations from DoIT to a new system, once it is in place, will require DoIT to eliminate approximately four positions (by attrition) among the Operations and Systems & Programming Divisions, commensurate with a reduction in workload. BACKGROUND At the August 4, 2008 Public Protection Committee meeting, the County Administrator's Office presented a proposal to begin the process to replace the County's aging Law and Justice Information System (LJIS), an integrated case management system that supports the Justice Partners and the Superior Court. The proposal was precipitated by the Superior Court's announced intention to switch to a new statewide calendaring and court management system by 2012. In order to be ready to integrate with the prospective Superior Court system, the County will need to migrate to a compatible system by, or ideally before, 2012. To achieve a timely conversion, staff advised the Committee that planning should commence as soon as possible. Based on this discussion, the Committee authorized staff to proceed with the development of a Request for Proposals (RFP) for a new LJIS, and report back at the next Committee meeting with a written plan showing how a new LJIS can be financed and what fiscal impact would occur due to the migration of the LJIS away from the County's mainframe computer. Additionally,the Committee asked the Department of Information Technology (DoIT) whether its remaining mainframe applications should be moved off of the mainframe as a cost savings measure. On September 9, staff reported back with a sample five-year financing plan in the approximate amount of $600,000 per year. The annual cost would be funded through a diversion of current budget allocations from the old LJIS to the new system (see Fiscal Impact). Staff also advised that the proposed migration of the LJIS and the Superior Court (by 2012) will significantly reduce the funding available to continue to operate the County's mainframe computer. DoIT operates three major applications on the County's mainframe computer system: the County's Finance System, Land Information System (LIS), and Law and Justice Information System (LJIS). Each of these systems is critical to the missions of the departments that rely on them. DoIT has been working for some time with the Auditor, Assessor and Tax Collector(hereinafter the "Finance Partners"), as owners of the LIS, to seek an alternative solution for the County's property management system. As a member of the California County Information System Directors' Association, DoIT has participated with other County Information Technology departments in finding a suitable replacement for a large county property system, including development of a proposal to have a consortium •�r RFP to Replace Law&Justice Information System September 9,2008 Page 3 of large counties develop a replacement system using new technology and to use a private third party to develop the new system. This proposal collapsed due to its complexities and cost. DoIT also supported the Finance Partners as they evaluated a system in use in many smaller counties. The Finance Partners deemed this system inadequate to support the requirements of a large county such as Contra Costa. Currently, DoIT is working with the Finance Partners to review what Solano and Marin Counties have done to move their property systems off of a mainframe environment and the savings they have achieved. It should be noted that San Diego County has contracted with Bearing Point for $30 million to develop an integrated property system, which is still in development. Bearing Point will have the ability to market this package to other counties in the future. However, until a suitable replacement for the County's property system is found, this LIS will need to continue to operate on the County's mainframe. DoIT will continue to work with the Finance Partners to seek the best alternatives available for meeting their needs and controlling costs. Unlike the LIS, DoIT believes there are many alternatives to the County's Finance System, which operates as a batch system on the mainframe with web access to reports via the County's Intranet. However, based on the County's experience with the PeopleSoft Payroll/Human Resource System and discussions with the Auditor-Controller,•DoIT anticipates that a new finance system would have an operational cost of anywhere from five to ten times more than the current operating costs of$261,000, in addition to the substantial implementation costs estimated at over $1,000,000. Despite the initial replacement cost and higher operating costs, DoIT supports replacing the Finance System because the newer technology will improve staff efficiency by eliminating time-consuming, low-level, duplicative tasks. DoIT and the County Administrator's Office will continue to collaborate with the Auditor's Office in seeking the necessary funding for implementing a state-of-the-art system to replace the County's aging Finance System. As was noted at the August 4 meeting of the Public Protection Committee meeting, the Superior Court is planning on moving to a new statewide court system in 2012. In comparison to the Justice Partners' combined $604,000 annual impact to DoIT due to departure from the County mainframe, the Superior Court's departure is expected to have three times the impact, at $1.7 million annually. Once the Court moves to a new system,those County departments who have applications still operating on the mainframe will be faced with substantial cost increases or must be subsidized by the General Fund or other funding source until a lower-cost alternative is found or a new funding model is implemented. For the remaining mainframe clients, DoIT anticipates mainframe operations and maintenance costs at least doubling after the Superior Court's departure due to the fixed costs of supporting the mainframe. While these costs are substantially more than is being charged to mainframe customers today, it is not certain that these charges would be more than the cost of replacement systems in the short term. The timeframe for moving off of the mainframe is appropriate in that the County's mainframe is paid for and is likely to continue to meet the County's needs for the next three to five years. This time period will allow for an orderly transition to new Finance and Property Systems or migration of existing systems to alternative hardware and software platforms. These alternatives are likely to require increased funding, which will need to be a consideration for future annual budget deliberations. With the inevitable requirement to upgrade to a new LJIS, our committee recommendations that staff be authorized to issue an RFP, with a goal of identifying a responsive system some time in January to allow for further planning.