COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

February 6, 2002

BOARD MEETING DATE:

February 26, 2002

TO:

Honorable Board of Supervisors

FROM:

Maureen D Borland, Director, Human Services Agency
Kathryn Ciamarro, Director of Automation

SUBJECT:

APPROVAL OF A SECOND AMENDMENT TO AN AGREEMENT WITH DELOITTE CONSULTING FOR CONSULTING SERVICES ON THE HSA DATA WAREHOUSE PROJECT AND THE OBM DATA DEVELOPMENT PROJECT AND APPROVAL OF AN APPROPRIATION TRANSFER REQUEST

Recommendation

1.

Adopt a resolution authorizing the execution of a second amendment to an agreement with Deloitte Consulting to add $818,590 and extend the terms to 12/31/02, for additional consulting services on the HSA Data Warehouse project in the amount of $430,090 and the OBM Data Development project in the amount of $388,500, with the total amount of the agreement not to exceed $2,234,095.

2.

Approve an Appropriation Transfer Request (ATR) transferring $388,500 from Salaries and Benefits to Services and Supplies

Background

In April of 2001 the San Mateo County Board of Supervisors approved a contract with Deloitte Consulting to provide software, software installation, and consulting services for the implementation of a Data Warehouse to support Outcome Based Management (OBM), and Federal, State and Agency reporting requirements. Subsequently, the Board approved an amendment to the contract enabling Deloitte Consulting to assist with Phase II of the project.

The ongoing Data Warehouse project has advanced our capacity for collecting, storing and retrieving accurate data significantly. Further development of Phase III of the Data Warehouse will ensure that our reporting capabilities continue to improve.

In order to address the OBM measures fully; however, we must collect data from our Community Partners and systems outside our Agency. Developing data collection from external sources requires a separate and distinct effort involving the analysis of existing systems and the development of strategies for capturing and integrating this data with HSA systems.

Discussion

Phase III of the Data Warehouse project consists of continued technical development and the introduction of data from the remaining major HSA systems as well as the roll out of the application to HSA users.

It was originally anticipated that the project could move forward at this point with the support of internal resources only.

HSA staff has become knowledgeable and skilled in all facets of Data Warehouse development. They have mastered the Data Warehouse "front end" reporting tools and participate actively in each stage of the development cycle. Due to the technical complexity of the "back end" development (Extraction, Transformation and Load processes), we have determined that additional support from Deloitte Consulting is necessary.

Deloitte Consulting will assist us with the development of training materials including interactive online training modules, develop help desk implementation strategies, assist with Agency-wide roll out of the application, provide training and general technical support in addition to the specific, detailed technical support necessary to continue application development.

A summary of the tasks associated with data development have been outlined in the Outcome-Based Management and Budgeting Implementation Plan submitted to the County Manager's Office in November 2001.

Deloitte Consulting will be engaged to assist the Agency with the business and technical analysis necessary to determine the efficacy of existing systems, if and where they exist, and provide strategies for integrating these systems within our current infrastructure.

In many instances there is no data being collected to support our current OBM measures. In these cases, Deloitte Consulting will make recommendations for automated data collection tool(s) and provide us with the information necessary to weigh the costs and benefits of developing this system(s).

Deloitte Consulting will also provide the Agency with a complete blueprint for the new automated system(s), positioning us to move to a streamlined method of collecting and reporting data and, as a result, reporting fully and accurately on HSA performance measures.

Deloitte Consulting has been integral to the development of HSA's Data Warehouse, has worked closely with HSA in providing OBM data thusfar, and has the business knowledge and experience with HSA to ensure success with the OBM Data Development project.

Vision Alignment

The contract with the Deloitte Consulting keeps the commitment of responsive, effective, collaborative government and goal number 21: County employees understand, support and integrate the County vision and goals into the delivery of services. The contract contributes to this commitment and goal since the Deloitte Consulting will assist the Human Services Agency (HSA) in developing systems to collect and report data for OBM outcome measures. Outcome measure data that demonstrates HSA's success in contributing to the County vision and goals will be published and distributed to HSA staff and to the Agency's community partners for use in program and budget planning.

Fiscal Impact

Of the $818,590 included in this amendment, $430,090 is for the Data Warehouse project and $388,500 is for the OBM Data Development project. The cost of this amendment was not included in the Adopted Budget for FY 2001-02. However, there is sufficient OBM project funding budgeted under Salaries and Benefits to cover the OBM project costs. The Data Warehouse cost will be absorbed within current appropriation for Services and Supplies without an increase to the Agency's budgeted Net County Cost.