COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

 

DATE:

June 13, 2003

BOARD MEETING DATE:

June 24, 2003

 

TO:

Honorable Board of Supervisors

FROM:

Maureen D. Borland, Director, Human Services Agency

 

Kathryn Ciamarro, Director of Automation

SUBJECT:

First Amendment to an Agreement with Deloitte Consulting to Provide Transitional Post Implementation Support and Maintenance to Human Services Agency’s new web-based DAISY system

 

Recommendation

Adopt a Resolution:

1.

Waiving the Request for Proposal process; and

 

2.

Authorizing the execution of a First Amendment to the Agreement with Deloitte Consulting. The First Amendment increases the amount of the Agreement by $579, 655 and extends the term to August 2, 2004. The total obligation of the Agreement is $1,469,005.

 

Background

The Human Services Agency in partnership with Deloitte Consulting has successfully developed a centralized web-based Alcohol and Other Drug Services (AOD) application to manage its AOD clients and providers. The DAISY application was implemented in May 2003. Post implementation support and maintenance are critical for the successful deployment of the DAISY application.

 

Discussion

DAISY, the Agency’s new, centralized, web-based system, provides treatment providers with an easier and more accurate process for data entry. In addition, this new data system allows County staff to be more productive in collecting, processing, analyzing, and reporting data.

 

The project’s main objectives have been as follows:

 

Implement an easy-to-use and flexible web-based system;

Implement a single database of clients for treatment providers and AOD program staff;

Implement a system that would allow the treatment providers to keep client’s information confidential;

Implement a system that is in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) guidelines and federal regulations; and

Implement an open system infrastructure that enables the application to be extended to allow automation of other programs and services within the Agency.

 

The Agency recognizes that no further system development is possible at this time due to significant budgetary constraints within the local, state and federal economy. The Agency also recognizes that in order to ensure the viability of the application and protect the County’s initial investment, a well planned, thorough transition must be made from development and deployment to system maintenance.

 

The main objectives of this phase are as follows:

 

Knowledge Transfer, a structured program to transition ongoing support and maintenance of the DAISY system to the County;

Core Maintenance of the system during the period of transition;

Documentation – Maintenance and Operations Guides; and

Development of Online Training Modules to provide web-based user training.

 

In addition to the deliverables itemized above, this Amendment provides for the onsite services of up to five professional technicians and analysts for a period of thirteen months who will be responsible for all technical work associated with maintaining and enhancing the DAISY system. The project team will ensure that, at the conclusion of this time period, County staff will have acquired the knowledge and skills necessary to maintain the system independently.

 

Further development to increase the system’s functional capacity may require additional services of the vendor. The Agency is currently assessing the benefits of building on the existing infrastructure to address other business needs, i.e., homeless client tracking, electronic invoicing. DAISY has been purposefully designed with an extensible, open architecture to allow for broad utilization over multiple service areas. There are no plans at the time; however, to move forward on further system development.

 

County Counsel has reviewed and approved this Amendment as to form. Risk Management has reviewed and approved Contractor’s insurance for this Agreement.

Vision Alignment

The Agreement with Deloitte Consulting keeps the commitment of: Responsive, effective, collaborative government and goal number 20: “Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain”. This Agreement contributes to this commitment and goal since Deloitte Consulting will deliver a system that has an open system architecture that would allow the County to further expand its capabilities to include other programs and services provided by the Agency and the County as a whole.

 

This Agreement is also aligned with goal number 21: “County employees understand, support and integrate the County vision and goals into the delivery of services”. This Agreement contributes to this commitment and goal since Deloitte Consulting will assist the Human Services Agency in developing a system to collect and report data for the OBM initiative as well as internal performance measures and budget. Outcome measure data demonstrates HSA's success in contributing to the County’s visions and goals, and will be published and distributed to HSA staff and the agency's community partners (including AOD’s treatment providers) for use in programs and budget planning.

 

Fiscal Impact

    The term of the Agreement is from November 1, 2002 to August 2, 2004. Appropriation for this amendment in the amount of $450,000 was included in the Recommended Budget for FY 2003-04 based on preliminary estimates. The additional $129,655 will be added as a final budget change with offsetting Fund Balance during the September 2003 budget hearings. The total Agreement obligation is $1,469,005. There is no Net County Cost.

 

    The Agency is currently in discussion with other interested counties and will likely form an arrangement whereby these organizations will purchase the application from San Mateo County, allowing the Agency to recoup all or part of its initial investment.