COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

May 5, 2005

BOARD MEETING DATE:

May 17, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Amendment One to the Agreement with Softech & Associates, Inc.

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to execute an Amendment to the Agreement with Softech & Associates, Inc., for a FileNet Content System, increasing the contractual maximum by $12,000, from $110,570 to $122,570 and extending the term three (3) months, from May 31, 2005 to August 31, 2005.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This Amendment will assist the Sheriff’s Records Bureau by simplifying content access and management which will ensure accurate and up-to-date information.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Number of Temporary Restraining Orders filed

832

840

Percent of Temporary Restraining Orders filed that are served

74%

75%

BACKGROUND:

On August 31, 2004, your Board adopted Resolution No. 66907 which authorized the execution of an Agreement with Softech & Associates, Inc., to provide installation, configuration and customization of a new FileNet Content Service System, for a one-year period expiring May 31, 2005, at a cost of $110,570.

The Agreement provides for software to make data entry of indices by the Records Bureau staff into the document imaging system easier. Importantly, the Agreement allows for the conversion of existing FileMagic records into the new FileNet system, thus enabling the Sheriff’s Office to eliminate the archaic FileMagic system.

DISCUSSION:

After the implementation of FileNet, some issues emerged that could only be addressed by customizing the application. DocWizard Capture is used to provide the scanning and indexing functions. Currently, the Capture software does have the look-up and update capabilities for the index information, which means anytime index information is updated, the values must be manually entered.

Softech proposed to further customize the DocWizard Capture Software which is capable of performing both the look-up and update functions for the indexing component.

The database look-up component allows users to search the FileNet database based on one key index field defined in the document class. Since all index fields should be the same for all documents with the same fields (e.g. JailNo or CourtCaseNumber) only the first record should be returned. The indexer will have the option to change the values and save the index information.

The database index update function will automatically update all documents when new index information is changed and saved.

Overall, these enhancements will improve the productivity of the Sheriff’s Records Bureau by providing accurate and up-to-date information while simplifying content access and management.

Information Services Department (ISD) was part of the selection committee for the original FileNet/Softech contract, and have no issues with the modification of it for software upgrades. County Counsel has reviewed and approved the Resolution and Amendment as to legal form.

FISCAL IMPACT:

The proposed Amendment to the Agreement with Softech & Associates, Inc., increases the contractual maximum by $12,000, from $110,570 to $122,570, as well as extends the term by three (3) months, from May 31, 2005 to August 31, 2005. The cost for this Amendment has been included in the FY 2004-05 budget. Therefore, there is no fiscal impact on the County or Sheriff’s Office net County cost.