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Home My WebLink Aboutord2014-084WHATCOM COUNTY COUNCIL AGENDA BILL NO. 2014 -374 CLEARANCES Initial Date Date Received in Council Office Agenda Date Assigned to: Originator. 11/12114 Intro 11125114 Finance Division Head: Rd E C E /f B� E D V Committee, NOV 0 4 2014 Council Dept, Head: WHATCOM COUNTY COUNCIL Prosecutor: 10M1 Iq t Purchasin /Bud et: Executive: �^ li e 1a�i / // A/ TITLE OFDOCUM NT: An Ordinance Establishing the Criminal Justice Integrated Case Management Systems Fund and Establishing a Project Based Budget for Criminal Justice Integrated Case Management S stem Projects ATTACHMENTS. Ordinance and Exhibit "A" SEPA review required? ( ) Yes ( X ) NO Should Clerk schedule a hearing ? ( ) Yes ( X) NO SEPA review completed? ( ) Yes ( X ) NO Requested Date: SUMMARYSTATEMENT OR LEGAL NOTICE LANGUAGE: (If this item is an ordinance or requires a public hearing, you mustprovide the language for use in the requiredpublic notice. Be specific and cite RCW or WCC as appropriate. Be clear in explaining the intent of the action.) Request establishes the Criminal Justice Integrated Case Management Systems Fund and requests a project based budget for Criminal Justice Case Management Systems of $600,000. COMMITTEEACTION. COUNCIL ACTION. 11/25/2014: Approved in Finance Committee, forwarded to 11/12/2014: Introduced 7 -0 Council for approval 11/25/2014: Adopted 7 -0, Ord. 2014 -084 Related County Contract #: Related File Numbers: Ordinance or Resolution Number: Ord. 2014 -084 SPONSORED BY: Executive PROPOSED BY: Executive INTRODUCTION DATE: 11/12/14 ORDINANCE NO. 2014 -084 ESTABLISHING THE CRIMINAL JUSTICE INTEGRATED CASE MANAGEMENT SYSTEMS FUND AND ESTABLISHING A PROJECT BASED BUDGET FOR CRIMINAL JUSTICE INTEGRATED CASE MANAGEMENT SYSTEM PROJECTS WHEREAS, the Administrative Services - Information Technology Division has recommended replacing outdated case management systems in the Prosecutor's Office, Juvenile Court and District Court Probation, and WHEREAS, a joint integrated effort is needed to insure that implementation of new software in one department is well coordinated with the information needs and workflows of the overall Law & Justice System and its external business partners, and WHEREAS, replacement systems will provide these departments with increased efficiencies, and WHEREAS, the 2015 -2016 biennial budget includes initial funding for these projects, and WHEREAS, Section 6.80 of the Whatcom County Home Rule Charter allows for project - based capital budget appropriation ordinances that lapse when the project has been completed or abandoned or when no expenditure or encumbrance has been made for three (3) years, NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that a new fund is hereby established effective January 1, 2015 titled Criminal Justice Integrated Case Management Systems Projects Fund. This fund shall be used to account for the revenues and expenditures of the case management system projects mentioned above, and BE IT FURTHER ORDAINED by the Whatcom County Council that the Criminal Justice Integrated Case Management Systems Projects Fund is approved with an initial project budget of $600,000 as described in Exhibit A. ADOPTrz B5 r, day of .0 C� . Dana Brown-Davis-9 uhcil clerk APPROVED AS TO itll: Civil Deputy Prosecutor November .1 2014. WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON Carl Weimer, Chair of the Council �`j�Appra A enied Jack Louws Couutive Date: l� S� Ex 0 'a 1, T- 2015 -2016 Budget Preparation MR - Regular Additional Service Request Administrative Services Information Technology ASR # 2015- 5320 Fund Cost Center 10000004 Originator. P. Rice for Law & Justice Dept Heads Expenditure Type: One -Time Add'I FTE ❑ Add'I Space ❑ Priority Name of Request: PB Crim Justice - Integrated Case Mngmnt Systems Costs: Object Object Description 2015 Requested` 2015 Approved 2016 Requested 2016 Approved 7420 Computer - Capital Outlays $600,000 $0 $0 8301.001 Operating Transfer In ($600,000) F_$600,000 ($600,000) $0 $0 Totals — $0 1 $0 $0 $0 1. Description of Request: a) Describe the proposed activity or service, and indicate whether it is a higher or lower priority than existing services in your department budget. Joint integrated effort for Law & Justice System departments and Information Technology to replace current out dated Case Management Systems (CMS) in Prosecutor's Office, Juvenile Court and District Court Probation. Work cooperatively to insure that implementing new software in one department is well coordinated with the information needs and workflows in the overall Law & Justice System and its external business partners. b) Who are the primary customers for this service? Whatcom County Law & Justice System Departments: - Sheriffs Office \ Jail - Prosecutor's Office - Public Defender's Office - Superior Court \ Juvenile Court - District Court \ District Court Probation 2. Describe the problem this request addresses and why Whatcom County needs to address it. The following requrests were requested by Law & Justice departments and Information Technology during the Capitial Improvement Planning process in May 2014: - Prosecutor's Office: Records Management and Database Upgrade - District Court Adult Probation: Case Management System Replacement - Juvenile Court: Case Management System Upgrade All of the above systems are out dated and increasingly difficult to support. Replacement systems would also provide these departments with increased efficiencies. 3. Options a) What other options have you considered? Why is this the best option? The primary option considered is to continue to extend the operational life of these out dated systems. Replacing these systems is the best option as follows: - Prosecutor's Office: The current system is 25 -years old. - District Court Probation: The current system is not compatible with Microsoft Office 2010 presenting significant support challenges - Juvenile Court: The current system is not compatible with the Microsoft Windows 7 Operating System presenting significant support challenges. A draft 8 -year vision for modernizing major software technology in the Law & Justice System follows: 2013 - 2014 Biennium: Sheriffs Office Records and Corrections Management Systems 2015 - 2016 Biennium: Prosecutor's Office Case Management System Juvenile Court Case Management System District Court Adult Probation Case Management System Thursday, October 09, 2014 Rpt: ASR - BY DEPT Req and App 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Information Technology ASR # 2015- 5320 Fund Cost Center 10000004 Originator. P. Rice for Law & Justice Dept Heads What -COMM 911 Computer Aided Dispatch (CAD) System (City of B'Ham) 2017 - 2018 Biennium State Administrative Office of Courts / Superior Court Justice Information Management System 2019 - 2020 Biennium: State Administrative Office of Courts / District Court Justice Information Management System b) What are the specific cost savings? (Quantify) Modernizing our business systems will benefit the entire Law & Justice System. 4. Outcomes/ Objectives a) What outcomes will be delivered and when? A leadership workgroup of the Law & Justice System and Information Technology will meet and make a recommendation to the County Executive on how best to address the long term case management needs with funding provided in this budget request. The expectation is that this working group will insure that implementing new technology in one part of the Law & Justice System will not only meet the needs of the specific department, but also the information needs and workflows in the overall Law & Justice System. Implementation will begin once the endorsed plan is finalized. Note that a separate ASR# 2015 -5272 requests $24,453 in one -time funding for District Court Adult Probation to implement a new hosted system used by a significant number of Adult Probation departments in the State of WA. The annual subscription costs are $9,783 per year and requested in ASR# 2015 -5274. b) How will you know whether the outcomes happened? The prioritized case management system needs in the Prosecutor's Office, District Court Probation and Juvenile Court will be addressed. 5. Other Departments /Agencies a) Will this ASR impact other departments or agencies? if so, please identify the departments and /or agencies impacted and explain what the impact(s) will be. Yes - Information Technology and other departments and business partners of Law & Justice departments. b) if another department or agency is responsible for part of the implementation, name the person in charge of implementation and what they are responsible for. Law & Justice and Information Technology leadership 6. What is the funding source for this request? General Fund Thursday, October 09, 2014 Rpt: ASR - BY DEPT Reg and App