COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

DATE:

January 22, 2007

BOARD MEETING DATE:

February 6, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

Charlene A. Silva, Director of the Health Department

SUBJECT:

Amendment with Deloitte Consulting LLP

RECOMMENDATION:

Adopt a resolution:

A) Authorizing the execution of an Amendment with Deloitte Consulting LLP for consulting services to extend the term to March 11, 2007 and to increase the amount by $85,374 to a total fiscal obligation of $705,574; and

B) Authorizing the Chief Information Officer to execute subsequent amendments and make minor modifications to the Deloitte Consulting LLP Agreement not to exceed $25,000.

VISION ALIGNMENT:

Commitment: Responsive, effective, collaborative government.

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

This Agreement supports this goal by enabling the County to perform better program analysis and planning of health department programs.

Performance Measures:

Measure

FY 2005-06
Actual

FY 2006-07
Projected

Begin reporting from the Health Client Data Store

March 2007

BACKGROUND:

The Health Department currently maintains client data in over 25 discreet automation systems. The need to organize client data department wide was identified as a priority for the Health Department during the development of their Information Technology Strategic Plan. In June, 2006 your Board approved a contract with Deloitte Consulting to provide project management services and database administration services to support the development of the Health Client Data Store (HCDS).

The development and implementation of HCDS is an iterative process and the first automation systems to be integrated into HCDS are the Mental Health Client Information System, the Mental Health Managed Care System, the Q registration and case management system in Aging and Adult Services, and the Pre-to-Three system. Deloitte’s involvement with the project started on June of 2006 and was expected to be completed February 10, 2007.

DISCUSSION:

The amendment is necessary to extend the term of the contract by one month to complete the first iteration of the HCDS. The one month extension is necessary because of the extra time spent on work unanticipated at the beginning of the project. The first change was the replacement of the data system for Aging and Adult services, and the second was work required to make operational improvements to the Pre-to-Three data base.

Aging and Adult Services has been working to implement Q, a registration and case management system to support the Long Term Supportive Services Project (LTSSP) of which San Mateo County is a pilot for systems integration. It will replace the registration functions of CompuTrust. The Q implementation had progressed enough to allow it, rather than CompuTrust, to be included in the HCDS. The change created additional work in the first iteration, but will result in better reporting and will eliminate the work to integrate Q in a later iteration.

The Pre-to-Three database was originally set up for program evaluation. The initial work of the HCDS resulted in the discovery of necessary upgrades before the data could be successfully integrated into the HCDS. The result was a small delay to the HCDS, but also improvements to the Pre-to-Three database and to the data in the HCDS.

Although Deloitte complies with the County's non-discrimination ordinance and penalties, they have modified the section. A non-discrimination waiver request was approved by the County Manager’s Office. County Counsel has reviewed and approved the Resolution and the Amendment.

FISCAL IMPACT:

The term of this Agreement is from June 27, 2006 to March 11, 2007. This Amendment has increased the contract amount by $85,374 to a total fiscal obligation of $705,574. Funds are included in ISD’s FY 2006-07 budget.