TO: Board of Supervisors
FROM: Jon Gjestvang - Chief Information Office, Information Technology Services
REPORT BY: Julia Bordona, Staff Services Manager
SUBJECT: Enterprise Data Management Solution Agreement and Capital Improvement Project Presentation and Approval
RECOMMENDATION
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Chief Information Officer requests that the Board receive a presentation related to the implementation of a new Enterprise Data Management Solution and requests the following actions:
1. Approval of and authorization for the Chair to sign Professional Services Agreement No. 240184B with Infoverity, U.S., Inc., for a maximum amount of $604,640, to include consulting and project management professional services for the implementation of a new Enterprise Data Management Software solution, with an anticipated completion date of August 30, 2024;
2. Approval of and authorization for the Chair to sign an Enterprise Data Management License Software Agreement No. 240185B, for a three-year term of November 28, 2023, through November 27, 2026, for a maximum amount of $1,015,869;
3. Approval to establish a new Capital Improvement Project 24011, “Enterprise Data Management”
(Fund 3000, Subdivision 3000560) in the amount of $1,150,000, which includes implementation costs of $604,640, estimated ITS staff time up to go-live of $347,830, and seven (7) months of software licensing through June 30, 2024 in the amount of $197,530; and
4. Approval of a Budget Amendment to increase appropriations for project 24011 in the amount of $1,150,000 for the purposes described above (Fund 3000, Subdivision 3000560), offset by the following (4/5 Vote required):
A. Increase Appropriations in fund 2000, Subdivision 2001000 HHSA-Agency Administration to transfer out $380,000 using HHSA available fund balance, with the corresponding transfer in to project 24011; and
B. Increase Appropriations in fund 3000, Subdivision 3000000 Capital Projects Fund Accumulated Capital Outlay Division using available fund balance to transfer out $770,000, with the corresponding transfer in to project 24011.
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EXECUTIVE SUMMARY
Napa County Information Technology Services (ITS) requires a system that applies across the organization business data rules and data quality, which will follow County specific data governance. Implementation and configuration of an Enterprise Data Management System will autonomously ingest multiple business application data sources, unifying our disparate datasets into a centralized data ecosystem that users can trust, enabling the County to make better decisions and share information in a timelier manner.
Today’s action allows for the approval of Agreement No. 240184B with Infoverity U.S., Inc. for consulting and project management services to implement a new Enterprise Data Software solution to be completed by August 30, 2024; Approval of Agreement No. 240185B for the purchase of Enterprise Data Management Licensing for three years; Establishing a new Capital Improvement Project; and increasing appropriations in the amount of $1,150,000 for the project, using funds in both the Capital Projects Accumulated Capital Outlay available fund balance and Health and Human Services Agency (HHSA) available fund balance to offset the costs.
PROCEDURAL REQUIREMENTS:
1. Staff reports.
2. Public comments.
3. Motion, second, discussion, and vote on the item.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
An Enterprise Data Management System would ensure the County has a centralized and trusted data ecosystem that enables the County to make better informed decisions and share information in a timely manner. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future annual software license and maintenance costs will be included in ITS’ budget and will be charged out in the rates to all customers. Additional staffing requests may be requested. |
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Consequences if not approved: |
The County will continue with its current data management process, unable to integrate valuable data across departments, potentially leaving departments with missing information, by not having a universal data management system. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
In March of 2023, the Chief Information Officer, the Director of Health and Human Services Agency, the Chief Probation Officer, and the Director of Housing and Homeless Services provided a presentation to the Board on the current state of data management at the County and identified proposed actions to improve data management across the entire organization. These actions included developing a County data strategy, creating a County data governance supporting the strategy, and implementing an enterprise data management platform to support consistent data management across the County.
In May of 2023, the Napa County Information Technology Services (ITS) Department issued a Request for Proposal (RFP) for an enterprise data management system solution, consulting services to implement the software solution, and project management services to manage the implementation process to unify our disparate datasets into a centralized data ecosystem that users can trust, enabling the County to make better decisions and share information in a timelier manner.
Napa County has a population of approximately 136,207. There are 18 departments in several locations throughout the County. The County provides a wide range of services and programs that touch almost every sector in the County: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.
Currently, departments and even divisions within departments manage data independently using systems, including mandated State systems, that do not integrate with each other, which limits the County’s ability to track participation, service delivery, and share information as appropriate in a more holistic manner. An Enterprise Data Management System will help define expectations and standards for data across departments, including a framework for organizing types of services provided, the consistent collection of demographic variables and indicators, clear information about service delivery, and an evaluation plan for programs and initiatives within and between departments. It is important to note that this is the initial phase of building a foundation for supporting data sharing. The data contemplated within the first phase still represents a fraction of service data; segments of Probation data, one data system within Health and Human Services Agency, and one data system within Housing and Homeless Services. Once data integration is implemented using this data as a starting point, future expansion of data will be needed in order to move toward a vision of serving clients as a broader system of care and to also expand to other lines of service delivery within the County.
Health and Human Services will apply for a grant that, if awarded, would restore a portion of the project’s cost.
As mentioned in the March 2023 Board presentation, we are not anticipating cost savings initially as we pursue our data initiative. In addition to purchasing a data management system, departments will need additional staff to take on the responsibilities of data ownership and stewardship, which is part of our move to a data-centric organization. However, the County will see more efficiencies gained by eliminating data silos and allowing staff to correlate quality data more easily within their departments and across County departments.
Infoverity U.S., Inc. headquarters are located in Dublin, Ohio, and they have additional service and support teams throughout the world. Infoverity U.S., Inc. is a leading global professional services organization focused on solving business problems caused by the proliferation and diversification of data in large enterprises.