tier 3 & 4 projects

Attachment A ‐ IT Portfolio Report

No. Vertical FY Project Name Project DescriptionApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)Project Status and Timeline

1 CoA

2018 Archibus Upgrade, Mobility &

Portfolio Management

Implementation of new modules of Archibus for Property &

Lease Administration and for upgrading the existing modules to

Version 23 and implementing the mobile framework for Building

Operations. Archibus is the Integrated Workplace Management

System (IWMS) used by FAF and HHS.

$452,150 $366,150 $86,000

Project Status ‐ There are two components to this project: Archibus v23 Upgrade and

Portfolio Management.

Archibus Enhancements:

1.Development work on approved enhancement requests is being carried out. In

parallel, new requirements are being reviewed, prioritized, and specifications

developed.

Portfolio Management:

1. Completed Fit‐gap analysis and Functional documents for Lease module. Change

Request given to vendor, awaiting quote and estimates.

2. Completed Functional documents on Employee Count Enhancements to Occupancy

module. Change Request given to vendor, awaiting quote and estimates.

2 CoA

2019 CEO Reasonable

Accommodation and

Investigations

Develop and implement a system to manage reasonable

accomodation requests and other investigations, in accordance

with Title 1 of the Americans with Disabilities Act. The new

system will provide notifications, workflows, and other case

management features. Project Allocation provides resources for

a project discovery phase. Additional funding from the IT Capital

Reserve or other sources may be needed after a project scope

and estimate is developed.

$50,000 $0 $50,000

Project Status ‐ Engaging with Procurement to define RFP process, update RFP

documentation

3 CoA

2018 Image Conversion Project ‐

Phase II

The current project is a multi‐year project spanning 2 years (FY17

and FY18). In FY16, the 1st phase of this project, was approved

for the conversion of all film records for the year of 1980. For

FY17, the 2nd phase of this project, was approved to convert

document images for our films records for years 1960 to

1979. Phase III of this project (targeted for FY19 and FY20) will

convert our book records from 1858 to 1959.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ We are continuing to review business requirements with procurement

and are looking towards publishing an RFP within the next 1‐2 months. The project

status will remain yellow since the procure phase is taking more time than expected.

Plan to get to Green ‐ Once the RFP timeline is established, the project timeline will be

changed accordingly.

4 CoA

2018 Implementation of CME V3 Currently Coroner's office uses VAST for recording of autopsy

data and images. The project is to replace the current outdated

version of VAST 2.2 which is, missing a lot of features that the

current staff at MEC need. Vertiq the parent company will no

longer support the current version post 2019.

$175,000 $0 $175,000

Project Status ‐ The project is in the Procurement Stage and waiting for a quote from

the vendor.

5 CoA

2018 IPM Spatial Monitoring and

Data Management Project

RFP development and implementation of custom software from

a professional services vendor selected for IPM Spatial Mapping

and Data Management Software. Assessment has been

completed ‐ business, functional, and technical requirements

have been gathered. Implementation includes development of

forms, relational data input/output, custom report writing, test,

UAT, and roll‐out, and on‐going maintenance.

$125,000 $0 $125,000

Project Status ‐ The project is in the Procurement Stage and approval by the Director of

Procurement to proceed with negotiation is in process.

6 CoA

2016 Park Ranger Information

Management System (PRIMS)

Software implementation for Park Ranger information

management system, requiring implementation and professional

services. Parks approved a new proposal that was presented to

Parks in Nov. 2017. This proposal has TSS taking a key role the

implementation and support for this new setup and revised cost

estimate for both TSS and County Communications.

$86,978 ($30,960) $117,938

Project Status ‐ In Construction Stage. Three parks have Wi‐Fi working. Preparing for

next five parks (Almaden, Casa Grande, Field Sports, Hellyer).

7 CoA

2017 Replace iVOS and RiskMaster

with RMIS/Claims Manage

The RMIS project is a replacement of iVOS and RMA applications

which are used by Worker's Compensation and Property/Liability

Claims Departments. These applications were purchased in 1997

and 2003 respectively and both contracts ended July 2017.

This project consists of three Phases:

Phase 1 ‐ Worker’s Compensation module.

Phase 2 ‐ Property/Liability Claims Processing Module

Phase 3 ‐ Risk Management reporting County wide.

$2,266,462 $483,020 $1,783,442

Project Status ‐ The Project Team is working with the Vendor in the Execution Phase of

the project.

8 FES

2019 Direct Assessor Interface

Phase 1

Upgrading the Tax Collection and Apportionment

System (TCAS) will allow route the data files to be

routed directly from the Assessor's system, utilizing

modern technology and bypassing the mainframe.

Project allocation provides resources for a project

discovery phase. Additional funding from the IT Capital

Reserve or other sources may be needed after a project

scope and estimate is developed.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ The project to modernize the transfer of billing data between the

Assessor's Office and DTAC Tax is on schedule and in active development. The combined

team (ASR‐DTAC) works very well together and we are on course for our first major

milestone on December 1, 2018.

9 FES

2019 DTAC Collections System

Upgrade

This upgrade will facilitate and implement the

consolidation of all of Department of Tax and

Collections collection activities within a single system.





Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Proejct Team is in the initial draft phases of gathering requirements for

completion of the RFP.

10 FES

2019 DTAC Trust Replacement

Project

Enhancing the capabilities of the Tax Collection and

Appropriation System (TCAS) will allow for better

communication and collaboration with tax payers,

business units and taxing jurisdictions by eliminating

manual processes. Project allocation provides resources

for a project discovery phase. Additional funding from

the IT Capital Reserve or other sources may be needed

after a project scope and estimate is developed.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ We are in active requirements gathering and fighting back against

increased scope requests. The increased scope requests are not delaying our

investigation.

Tier 3 & 4 Projects

Verticals

CoA ‐ County Administration

FES ‐ Financial and Employee Systems

HHS ‐ Health System

PSJ ‐ Public Safety and Justice

SSA ‐ Social Services 1



(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

11 FES

2019 Human Resource Information

System (HRIS) Maint Upg

The County's Human Resources Management System

needs to be upgraded and prepared for migration to the

next future version or to another comparable product.





$666,600 $0 $666,600

Project Status: Project kicked off late August. September progressed as planned,

completing current state and fit/gap analysis. October plans are to confirm scope,

complete solution design, and add detail to the baseline schedule to build, test, and

deploy.

12 FES

2019 Property Tax E‐Comm Project A new property tax tool will allow taxpayers to pay

property taxes online and access other property tax

information. Requested features include text message

notifications, paperless billing, and other subscription

communication services. Project allocation provides

resources for a project discovery phase. Additional

funding from the IT Capital Reserve or other sources

may be needed after a project scope and estimate is

developed.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Plan Phase started.

13 FES

2019 Property Tax Mobile

Application

A mobile application for County taxpayers will allow

taxpayers to view balances, pay taxes, receive

reminders, manage partial payments or multiple

properties. Project allocation provides resources for a

project discovery phase. Additional funding from the IT

Capital Reserve or other sources may be needed after a

project scope and estimate is developed.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ The Project Team has completed the Analysis and Design and the project

is in the Development Stage of the Execute Phase.

14 HHS

2017 Behavioral Health Services

Practice Manage Sol

To Procure and Implement a Practice Management System (PMS)

that includes: Provider Billing, Managed Care, Credentialing and

Capacity Management as well as establish Electronic Data

Interchange (EDI) for County Service Providers (CSP) and

HealthLink resulting in improved clinical and administrative

outcomes for consumers receiving services from Behavioral

Health Services and the network of CSPs

Information

unavailable

Information

unavailable

Information

unavailable

Project Status (As of May 2018) ‐ Declines to critical as there are serious issues halting

revenue that must be addressed from the Specialty Mental Health go‐live. To improve,

billing modifiers must be sent from HL to myAvatar, table values for providers, billing

rates, etc. updated by BHS and PBS, missing program admissions and financial eligibility

to be entered into myAvatar. These issues are critical to revenue risk for Specialty

Mental Health as claims cannot be submitted until the issues are resolved.

Plan to get to Green ‐ To address this issue the following is in progress:

1.Netsmart/PBS to complete modifier testing.

2.BHS to update provider values in order to pass billing edits.

3.PBS complete testing of rate values.

4.Continued review of missing clinic admission numbers

5.MH Clinic Program Managers will begin receiving clinic‐specific reports so they can

work with clinicians to add diagnoses in HealthLink where needed.

15 HHS

2018 Enterprise Imaging Archive The vision for an SCVHHS Enterprise Imaging Strategy is to enable

electronic access to any medical image, anywhere, anytime by

caregivers across the care continuum – inter and intra health

system(s) fostering true interoperability and positively impact

both the clinical and business side by improving patient care and

health outcomes as well as streamlining operations and

maximizing insurance reimbursements under accountable care.

This project, therefore, is about the selection, procurement, and

eventual implementation of the most optimal VNA system for

SCVHHS.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ A contract was signed on 9/28/18 and the Project Manager is working

with the vendor to get a project manager assigned from the vendor side for project

planning. Hardware procurement is in progress.

16 HHS

2018 HHS ‐ Microsoft Desktop

Upgrade Windows 10

Windows 10 Upgrade for HHS Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status remains satisfactory. Deployment throughout

the hospital started June 18, 2018. The Project team continues to make progress with

deploying Windows 10. The decision is made to deploy SSO (Single Sign‐On) machines

with OWA (Outlook Web Access) web application as part of Microsoft applications. Any

traditional MS application operations such as opening, and editing Excel or Word will

have to be carried out from a nursing station or from a non SSO workstation. Once the

training documentation and process is confirmed, the new SSO configuration will be

introduced to leaders and endusers at the Hospital for feedback prior to

implementation.

17 HHS

2018 HHS Governance, Risk &

Compliance (GRC) Solution

SCVHHS Ethics & Compliance Office is seeking a software solution

to manage health care regulatory compliance and risk across the

enterprise. The solution should be capable of addressing a wide

range of compliance areas, including revenue cycle, claims audits,

policy management, privacy, conflicts of interest, internal audit,

enterprise risk management, contracts, and fraud, waste and

abuse.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status improves to satisfactory. Recruitment for a

replacement hire is complete and the resource is on‐board. Completed soft launch of

Claims Audit Manager (CAM) and Compliance Workspace (CW) on 09/04/2018. Planning

activities are in progress for TPRM (Third Party Risk Management) module

implementation.

18 HHS

2019 New Integrated Library

System

A new integrated library system will replace the existing

static database currently in use.

$333,600 $0 $333,600

Project Status ‐ This project consist of replacing the legacy Hospital Medical Library

system. Current health of the project is Green! The Project Manager is meeting with

Project Sponsors in order to learn more about the scope, functional requirements and

engagement with Procurement buyer.

19 HHS

2019 Nursing Administration ‐

Patient Video Surveillance

RFP and implementation of a Patient Video Surveillance Solution

to help reduce costs by eliminating the need for 'SITTERS' in all

adult inpatient units.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Functional and technical requirements were documented and the

Project Team is drafting the RFP. Also exploring the possibility of using the existing

Vendor contract to purchase this system. Procurement and Network provided initial

approval, however, Procurement is now requesting a second review scheduled for

October.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

20 HHS

2019 Pacemaker Database System Procurement effort and implementation of a solution to replace

the current pacemaker database system which is out of

compliance with regulatory requirements and to improve system

usability.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Market research results confirmed that the current vendor's system is

the only provider providing this service. The Project Manager submitted a sole source

justification approval request to Procurement which is currently in progress.

21 HHS

2018 PHD Open Data Portal Public Health Open Data Portal Solution is to use dashboards to

track health and social determinant data, track progress made on

the strategic plan and performance improvement activities as

well as an easy to use mapping interface.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status remains satisfactory. The PHD Open Data

Portal was launched on September 4, 2018.

22 HHS

2018 PHD: ESSENCE Syndromic

Surveillance MU

Syndromic Surveillance Meaningful Use project is for a new

contract upgrade, hardware; implement real‐time HL7 ADT

interfaces, testing and validation of data submissions.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status is satisfactory. Secured funding commitment

from Public Health Finance to roll‐over funding from FY18 to FY19 budget to the

project's cost center. Vendor is re‐engaged to support HL7 interface updates to meet

Meaningful Use Stage 2 requirements

23 HHS

2018 Public Health Integrated

Health System ‐ Solution

RFP and implementation of a Public Health Integrated Health

System (PHIHS) Solution. Current County‐owned system that

functions as the Public Health Master Client Index and gives the

ability to do client tracking across the The Public Health

Integrated Health System (PHIHS) was developed by Envision

Technology Partners, Inc. and went live for data entry in 2003.

Current vendor support for PHIHS ended effective 6/30/2016.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ This project status remains satisfactory.

Shortlisted vendors demos and presentations completed.

RFP Vendor Evaluation activities complete.

Evaluation Committee will decide on final candidate on October 12th.

Working on RPF recommendation short list request

24 HHS

2018 Philips Fetal Monitor

Integration with HL

The fetal monitors have been installed and are integrated with

GE/Centricity. The department would like to explore if and how

this data can go into HealthLink instead because there is

additional cost and resource to maintain the GE/Centricity

system.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Project overall health is in Red status.

Project team is currently working with the Vendor's contract team to finalize revision of

their proposed contract by end of October. A meeting will be held in mid‐October to

have a final draft of revised contract.

Plan to get to Green ‐ Escalate to Vendors' Senior leadership in order to expedite

closure on their pending action items.

25 HHS

2016 Resp. Care Masimo Pulse HL

Interface/Philips Upgr

County and SCVMC has signed a new capital equipment and

committed use contract with Masimo Corporation. Total install

of 235 oximeters, 84 hand‐held and 8 wireless portable monitors.

Contract also includes Patient Safety Net monitoring of 88 beds

(2 patient care units) which provided for a telemetry type,

wireless monitoring that will alert healthcare provider if/when a

patient desaturates. New equipment will be installed in or

around April 2016. All Masimo equipment is compatible with HL

and will need to be integrated through interfaces which will allow

seamless and wireless communication between Masimo

equipment and HL. Before Masimo's A05 module with Rainbow

technology can be utilize, all existing Philips monitors need to be

upgraded to the latest software, hose‐wide, in any area that

currently uses a Philips monitor. Also, Philips needs to upgrade

their surveillance network from ver. A to ver. B.02.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status remains critical due to delay in amendment

execution and vendors failure to provide accurate test plans in a timely manner to

complete (configuration and testing) by 9/10/18 in order to be included in the Epic

upgrade scheduled for 11/4/18. The HealthLink team’s recommendation is to move the

go‐live to Feb 2019. This will be the last update until the project reconvenes back on

February 2019.

Plan to get to Green ‐ A meeting has been setup with the Project Sponsors for mid‐

October to discuss the new Feb 2019 timeline and get their approval.

26 HHS

2017 VMC Ambulatory Video Visits

Technical Solution

Implement enablement of video visits for VMC patients that is

easier, secure and integrated with HealthLink for billing.

Following are the details of requirements/goals will be met after

implementing this project:

o Enablement of Video visits

o Formal Consultation ‐ Physician to Patient Consult

o Ability for a remote provider to consult with a colleague

o Rehab Center ‐ Ability to consult discharged spinal‐cord injury

patient consultations using video

o Custody ‐ Ability to schedule follow‐up video visits with

patients at potentially several locations at the jail

o BHS and BHS custody ‐ Ability to consult providers who are in

custody facilities and outside with SCVMC

o Telestroke ‐ Ability to consult out into the field with

paramedics

o Homeless health and residential ‐ Ability to remotely consult

with homeless clinics

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Approval of sole source request is completed and the project is currently

in active contract negotiations with the vendor.

Plan to get to Green ‐ Procurement (along with County Counsel and Vendor Attorney) to

work on alternative options. Project Manager will escalate to Sponsor if it impacts

project timeline.

27 HHS

2018 VMC Cardio Cath Lab & Echo

Storage System Solution

The AGFA HeartLab hardware and software system contract

expired in Sept. '17. In order to meet the IT needs of the

Cardiology Dept. in providing critical patient care services to

utilize, store and access dynamic DICOM images from the Cath

Lab and Echo Lab, a RFP will need to be processed. The current

HeartLab system does not meet Cardiology Department's and

Clinician's access and utilization requirements. The proposed

system requires software to automatically check and correct

duplicate Medical Record numbers, also to ensure patient studies

are accessible to Clinicians for accurate diagnosis. This improved

functionality will minimize loss of patient data if the current

system fails and cannot be fully restored. The new system

requires EPIC interfaces with ADT inbound and outbound, EPIC

orders to the worklist manager on ECHO carts and GE Cath

Camera and inbound/outbound LCR interface to Openlink.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The project remains at watch, trending up negotiations are complete.

The business owner chose a solution. The schedule for executing the contract is delayed

due to the extended amount of time required to complete final negotiations. To get

back on track County Counsel and project leadership will need to complete a final

contract review. A new go live date will be determined following this milestone.

Plan to get to Green ‐ To get back on track County Counsel and Project Leadership will

need to complete a final contract review.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

28 HHS

2018 VMC Enterprise Staff

Scheduling System Solution

Seeking an RFP to evaluate and implement a SCVMC Enterprise

Staff Scheduling System that can meet the functional needs of

the Physicians, Nurses and Pharmacists. SCVMC does not have a

standardized scheduling system to assist management with

allocation of staff time to meet the needs of clinical operations.

Nursing currently uses two systems, one for scheduling and

staffing, one for patient acuity. Title 22 requires that acuity drive

staffing. Current systems are not integrated nor are they linked

to the EMR and current timekeeping system. The current paper

system used for physicians increases the risk of errors and does

not allow tracking and verification of physicians’ time. Clinical

staff such as pharmacists also lack a standardized scheduling

system.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status remains at watch ‐ trending up. Completed

Phase I testing of the mapping. Starting Phase II of testing validating different scheduling

scenarios in the TRAIN environment and having Time Keeper verifying the info is coming

across correctly. Team met and recommended last week to take the approach of going

live first with 2 small pilot units (MICU/CCU) tentatively on Nov. 5, 2018 to determine if

we should go‐live with the rest of the 17 units in early December. The November 5th go‐

live will be dependent on the completion of Phase II testing, acceptance testing sign‐off

and production set‐up.

Plan to get to Green ‐ Schedule meeting with all stakeholders to discuss back‐up plan

before cut‐over to production for Nov. 5th go‐live for MICU/CCU.

29 HHS

2018 VMC Nutrition & Food Serv

Dietary System Solution

RFP and implementation of Nutrition & Food Serv Dietary System

Solution. The Nutrition and Food Services Department currently

uses the CBORD program to support patient meal delivery,

cafeteria food management system that include point‐of‐sale

registers and to produce printed reports which enable both the

kitchen and the clinical staff to ensure patients receive the right

meals and nourishments according to their diet orders.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The overall project status remains on watch – trending up as we have

finalized Statement of Work (SOW), price quote, payment schedule, vendor SLA,

contract draft 1, initial review with Legal. Vendor has accepted county's BAA.

Continuous reviewing and refining contract in progress. Nov. 1, 2018 is the new target

for contract signing.

Plan to get to Green ‐ The procurement officer will work closely with County Legal team

to expedite the last steps of the Procurement phase. Project Manager will re‐baseline

project milestones and will present to Project Sponsors for acceptance.

30 HHS

2016 VMC PACS Upgrade Project brings Radiology IMPACS system to the latest version of

Software which includes a refresh of multiple servers that are

over 5 years old.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ The overall project status remains satisfactory. Workflow Design

sessions with Radiologists and Managers were held and the project has reached another

milestone ‐ an integrated design signoff. Epic Radiant RIS and HL7 integration reviews

are also currently underway to validate as well as capture current and future state

integration requirements.

Vendor Deployment team and EMC are scheduled to come onsite in mid‐October

(originally mid‐Sept.) to complete storage provisioning. Following this event, software

configuration will be completed. Currently, there is enough slack in the project schedule

to absorb a one month delay without impacting the overall implementation timeline.

31 HHS

2018 VMC Pharmacy ‐ Bin

Management

To improve the accuracy of the drug dispensation and window.

Solution for storage of medications in a secured location with

barcode scanning on patient's MRN number so only the patient's

medication will be available for staff to pick up and delivered to

the patient.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Overall project status is green. Pharmacy resource assigned. Completed

final onsite demonstrations. Already submitted the market research findings to

Procurement for review. Next steps, gather initial requirements and develop a Sole

Source Justification document.

32 HHS

2015 VMC/VHP Physician

Credentialing

This credentialing system provides compliance with the Centers

for Medicaid & Medicare Services (CMS) and The Joint

Commission (TJC) requirements for Ongoing Professional Practice

Evaluation (OPPE), Focused Professional Practice Evaluation

(FPPE), Telemedicine, and Peer Review. This also efficiently

manages the appointment, reappointment, and privileging

processes. The system allows compliance to all CMS, TJC, and

National Committee for Quality Assurance (NCQA) standards.

The system maintains compliance to CMS, TJC, and NCQA

standards as they change in the future.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ VMC and VHP leadership teams have finalized the Data Sharing

Agreement to share five forms and Data Governance decisions have been made. We are

now ready to re‐baseline the VHP Project and move forward with the Data Conversion.

Plan to get to Green ‐ The Project team will work with the business teams to ensure

they have a timeline on completing Data Cleanup Exercise of the five shared forms.

33 PSJ

2016 CAD‐RMS (aka Cons Dispatch‐

Records Management)

A multi‐year project to replace both the existing Computer Aided

Dispatch (CAD) system for County Communications and the

Records Management System (RMS) for the Sheriff’s Office with

current state‐of‐the‐art Commercial‐Off‐The‐Shelf products.

These new systems will provide significant improved emergency

public safety response and services for the County. Legacy

systems in use today are largely home‐grown, obsolete, and

custom solutions that are expensive to maintain and operate.

This project will include the development of requirements for a

Request for Proposal, a formal Procurement, and new System

Implementation for approximately 2,000 Communications and

Sheriff users. The new CAD/RMS consolidated solution will

support Fire, Law, and Emergency Medical Dispatch needs within

the County of Santa Clara. The primary County stakeholders

supported are County Communications, Sheriff’s Office, Health &

Hospital System, Emergency Operations Center, Emergency

Services, County Roads and Airports Department and 17 Public

Safety Answer Points.

$4,050,745 $1,011,662 $3,039,083

Project Status ‐ The project continues in the Procure Stage.

•Shortlist Memo in review with Procurement Office

•Demonstration windows' schedules are being re‐evaluated

PSJ

2016 County Justice Information

Center

Develop a County Justice Information Center that will support

data sharing between criminal justice agencies, shared services,

cross‐agency business intelligence and criminal history archives.

Note: this was called the Countywide Data Exchange previously.

$16,637,079 $7,954,664 $8,682,415 This project will be reported as separate projects :

•CJIC Decommissioning/Gap Analysis

•Court/Tyler ‐ CSM •Defense Case Management System Replacement (DCMSR)

•Enterprise Master Indices ‐ Code Tables (EMI)

•Enterprise Master Indices Subproject ‐ RDM

•Informa on Sharing Environment (ISE) ‐ Phase 2

•Infrastructure for PSJ Projects ‐ Phase 2 •PSJ Data Exchanges (PSJDX) •PSJSP DR Strategy •Public Safety & Jus ce Business Intelligence Sol

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

34 PSJ

2018 CJIC Decommissioning/Gap

Analysis

Identification of features and functions addressed by the Court’s

Case Management System and by Sheriff’s Office Jail

Management System and comparison with those of CJIC.

Remaining items, identified as gaps, will be analyzed to identify a

proposed resolution for each. Each gap will then be addressed

by an associated sub‐project rolling up to this project for the

overall monitoring of activities for delivery.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐

The Project Team continues steady progress forward in the CJIC Decommissioning and

Future State Development efforts. Specifically, we:

•Completed the Development Review of DA Filing and Informal Booking/Citations

•Held a demo of Search/Print capabilities for Consolidated Criminal History

•Reviewed Warrant mockups and Warrant Search prototype

The Project Team is in the process of completing the development of Criminal History;

complete the Solution and Data Architecture of Disposition Reporting, Probation,

Evidence Disposition, and Victim (Restitution) Data.

Plan to get to Green ‐ Address resource shortage ‐ Additional Business Analysts have

been assigned to create User Stories that address the CJIC gaps. The rate that the User

Stories are being created will be reviewed weekly.

35 PSJ

2017 Court/Tyler ‐ CSM Santa Clara County Superior Court is currently in the process of

migrating from the CJIC platform into a new Criminal Case

Management system; Tyler Odyssey. The separation of the Court

function from CJIC represents a near fatal impact to the

functionality that CJIC provides today to over 4,000 users in the

criminal justice community. This project will integrate Tyler Court

data into CJIC to ensure the application can continue to be

operational for justice partners across the County. The current

activities include data mapping, partner agency workflow and

interface data exchange definitions, data conversion and

business process change management.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ Schedule ‐ Remains Red (At Risk) to reflect additional testing delays.

Plan to get to Green ‐ A Change Request for the Court’s announced delay to November

13 has been approved. Another Change Request for the Alternate Approach for Go‐Live

is also pending.

36 PSJ

2015 Defense Case Management

System Replacement

(DCMSR)

Replace the County's Defense Case Management System Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ System testing is scheduled to start in October. First run of

performance and load testing is complete.

Plan to get to Green ‐ In a process of hiring a new OCM resource. Finalized a tool for

Performance and load testing with TSS. Finalized a plan for User Acceptance Test.

37 PSJ

2016 Enterprise Master Indices ‐

Code Tables (EMI)

Establish reference repository (master data indices, code values

and terminology) that will exchange data via the PSJSP

Information Sharing Environment (ISE) and put in place a

governance processes to ensure on‐going support and

maintenance of codified databases for all systems, sub‐systems

or components of systems.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ The project is in the Execute phase as the team has completed installing

the product on the development server. the data modelling is complete. Team has also

finalized the Test and Production server architecture for cloud installation.

Plan to get to Green ‐ Project team is working with the Sheriff's office regarding delay in

masked data which is impacting the schedule to complete Phase 1.

38 PSJ

2016 Enterprise Master Indices

Subproject ‐ RDM

EMI ‐ Reference Data Management will control the codes

mapping from each agency data, standardizing the data and

putting change control management for data elements that will

be used across agencies for PSJ.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ Initiated RFP work for the Reference Data Management product.

Procurement team is reviewing the documents and releasing it next month.

∙ Working with the Procurement team to get a RDM solution through RFP process and

finalize the timeline.

Plan to get to Green ‐ Working with project team to identity the core functionalities

needed for the March 2019 release and prioritize them with the development team to

accommodate to reference data mappings till new RDM solution is procured.

39 PSJ

2018 Information Sharing

Environment (ISE) ‐ Phase 2

Information Sharing Environment (ISE) is an enterprise system

that enables data exchanges between all Santa Clara County

Justice and Public Safety agencies, based on key business events.

Additionally, PSJSP ISE provides capabilities to query, analyze,

report, and monitor the information that agencies publish and

subscribe to through the data exchanges. The participating

agencies, as both data providers and consumers, are provided

with APIs and modern web clients that enables data submitting

and data consuming in the managed, monitored and secured

information sharing environment.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ The project is in Phase 2 using an agile approach with user involvement.

Each agile sprint includes design, configuration, implementation, testing and support of

features. Features addressed are as per the scope defined by the CJIC Decommissioning,

SVRIA‐DX and PSJ‐DX Projects.

Plan to get to Green ‐ CJIC Decommissioning Project is currently reporting Status as

Yellow. Plan to get to green is aligned with CJIC Decommissioning Project providing

interfaces in time for the Portal to leverage by Fall 2018.

40 PSJ

2016 PSJ Data Exchanges (PSJDX) This project seeks to address the need to track and sequence,

according to priority, data exchange requests for delivery by the

development team(s).

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ The County interface has been revised to include only Docket and

Warrant with User Acceptance Test scheduled to complete October 5. Referral Tracking

System (RTS) is undergoing a major redesign of the application and it will not have a

connection to CJIC. The PDO Data Exchange is ready for implementation. The proposed

post triage sequence for Exchanges is, in order starting with highest priority POPS. The

outstanding items in the backlog for Development are Probation (awaiting sign‐off),

DTAC (now moving forward with the receipt of data sample from the Court), Pretrial.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

41 PSJ

2019 Public Safety & Justice

Business Intelligence Sol

An integrated and automated approach for data

extraction and reporting processes for Public Safety and

Justice agencies will create efficiencies and bring the

process into compliance with current security

standards.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ The PSJ BI project is currently behind schedule in providing data, reports

and support to the various county agencies. This is due to the lack of development

resources to deliver on projects. The PSJ BI team is facing challenges recruiting to fill

vacation positions due to the current competitive job market.

PSJ BI delivered the “Jail to Court Data Extract” for “live” use by Pretrial Services. PSJ BI

delivered the requested data access modifications for “live” use by Palantir. PSJ BI team

continue providing support for Probation BI team continued validation of the data

migrated from DB2 to SQL Server. PSJ BI has started transitioning the load processes so

Probation BI can take over future support and maintenance.

Plan to get to Green: To address the resource issue, the project schedule will be

extended. The focus for the PSJ BI team will be continued support for Probation

migration from DB2 to SQL Server. In addition, the PSJ BI team will schedule only the

highest priority user stories for development.

42 PSJ

2019 Jail Inmate Services Platform Provide WiFi enabled tablets for inmates as part of jail

reform.

$1,440,000 $240,768 $1,199,232

Project Status ‐ The Project is in the final stages of the procurement process and is in the

evaluation step.

Plan to get to Green ‐ The Project Manager will re‐baseline the schedule once the

project moves into the Plan Phase.

43 PSJ

2019 JMS HR Module Add‐Ons The new PSJSP Jail Management System needs payroll

processing functionality.

$12,141,010 $2,323,588 $9,817,422

Project Status ‐ Currently working with ESA to determine a way forward to meet the

specific HR requirements identified for the Sheriff's Office custody staff.

44 PSJ

2019 JMS RFID Inmate Tracking The automatic tracking and logging of inmate

movement inside and outside of the facility will allow

for the identification of an inmate's location at all times.

This project provides an important service to the jail

reform effort.

$33,400 $22,785 $10,615

Project Status ‐ Continued with scope definition and the development of requirements

for the RFP. Continued to work with Procurement to formalize the RFP ‐ RFP number,

structure and content of RFP, and procurement schedules.

45 PSJ

2016 Mainframe Re‐hosting Procure/install replacement hardware and migrate the County’s

legacy mainframe applications, CJIC, JRS and Property Tax, to the

new hardware.

$644,259 $355,910 $288,349

Project Status ‐ Transition of the project to the Shared Services portfolio remains

pending.

46 PSJ

2019 Patrol Dash‐Cams The Sheriff's patrol cars (approximately 200 vehicles)

are equipped with L3 dashboard cameras and an

associated DVR that will reach their end of useful life in

FY 18‐19. Once the equipment is out of support, the

vendor will not provide updates, including security

patches. This project will replace both the cameras and

the storage solution with current technology.

$288,000 $0 $288,000

Project Status ‐ Procurement to provide method for acquisition

47 PSJ

2016 PROB Adult and Juvenile Case

Management System

Replacement of Probation's unsupported Lotus Notes

application.

$16,526,211 $1,865,191 $14,661,020

Project Status ‐ The project is moving out of the Procurement phase into Plan Phase of

the project lifecycle framework. Contract was approved by Board of Supervisors on

September 25.

48 PSJ

2016 PROB Juvenile Institutions Replacement of Probation's unsupported Lotus Notes

application.

Part of PROB Adult

and Juvenile Case

Management

System

Part of PROB Adult

and Juvenile Case

Management

System

Part of PROB Adult

and Juvenile Case

Management

System

Project Status ‐ Probation Executive has made the decision to move forward with the

JMS (IRIS) contract amendment process. The Juvenile Assessment team received high‐

level overview of the contract amendment process and are currently reviewing artifacts.

Project team started conversations with vendor.

49 PSJ

2015 PSJ County Document &

Evidence Exchange System

The overall objective of the enterprise content management

project is to automate and standardize the collection, storage,

access and distribution processes for electronic content

management in the County. By implementing an Enterprise

Content Management (ECM) system, the County of Santa Clara

will enhance the management of unstructured information

throughout the records’ lifecycle, from capture to indexing,

retrieval, and authorized disposal or long‐term preservation.

$4,690,802 $930,792 $3,760,010

Project Status ‐ The Project is continuing in the Procurement Phase. Vendor

demonstrations have been completed. The finalist memo will be drafted, socialized and

submitted for approval.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

50 PSJ

2016 PSJSP Public Safety and Justice ‐ Program Administration $1,925,781 $1,206,174 $719,607

Project Status ‐ The program office administrates the following for all Public Safety and

Justice projects: Communications, Organizational Change Management, Program

Strategic Planning and Scheduling, Requirements Management, Architecture and

Standards, Risk Management, Employment, Staffing Assistance and Assignment,

Procurement and Contract Compliance, Testing and Quality Assurance Oversight,

Continuous Training and Education, Budget Management and Oversight.

51 PSJ

2018 Public Key Infrastructure Provide PSJSP Security Public Key Infrastructure to meet CJIS

requirements

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Phase 2 RFP pending ‐ PSJSP would like to separate PKI instance for each

participating LEA pending Steering Committee Approval. PKI project team to review in

July to modify design. Possible impact to schedule ‐ re‐baseline after review.

52 PSJ

2017 Replace Microwave System

Radio

The current countywide microwave radio system and operational

point‐to‐point design does not provide capacity needed to

support SVRCS IP‐based traffic. Manufacturer support for

existing microwave radios was discontinued in 2010. There is

presently no microwave path between County Communications

and the Berger Drive Service Center to facilitate alternate

dispatch operations..

$229,700 $1,410 $228,289

Project Status ‐ The Microwave radios have been received and installed. Some

configuration still must be preformed and 48 volt back up battery system must be

received and installed.

53 PSJ

2016 RRC Referral Tracking Implement a centralized referral tracking system managed by the

Reentry Resource Center to enhance the County’s ability to

coordinate services between agencies, more easily measure

outcomes, accurately track service delivery, and more effectively

allocate resources to support the success of Re‐Entry initiatives.

$2,440,445 $307,959 $2,132,486

Project Status ‐ The project is in the Execute Phase Construction stage using an agile

approach. Currently in progress of redevelopment and data migration. A revised re‐

development timeline has been established and change order has been executed.

54 SHR

2018 Annual Allocation for Security

Projects (CISO)

An annual allocation for a bundle of security projects for the

Chief Information Security Officer (CISO) to proactively deal with

new IT security threats. Security projects include enterprise

access management, data loss prevention, cloud security

gateway, intrusion detection and prevention, Endpoint

Protection, and application development security.

$900,566 $0 $900,566

Project Status ‐

Security projects include enterprise access management, data loss prevention, cloud

security gateway, intrusion detection and prevention, Endpoint Protection, and

application development security – Progress 35%.

55 SHR

2016 Websense Internet

Monitoring System Upgr/Repl

(CISO)

Upgrade Websense infrastructure hardware to better support

decryption of traffic to enable full analysis of sites visited and

pages viewed, and to identify and block malware based attacks.

$333,643 $0 $333,643

Project Status ‐ Infrastructure hardware decryption of traffic to enable full analysis of

sites visited and pages viewed, and to identify and block malware based attacks –

Progress 77%.

56 SHR

2019 Acquire Analytics Toolset for

Applications

The implementation of an analytic toolset will allow IT

to capture performance metrics for Connect, the

County’s data sharing platform application, and for all

ECM developed internal and external County

applications.

$141,600 $0 $141,600

Project Status ‐ The County is currently unable to capture performance information on

most on‐premise web applications. The ECM Analytics Toolset for Applications project

acquires a tool that captures performance metrics on Connect, SharePoint and all ECM‐

developed internal and external applications.

The project team is currently gathering requirements for the new tool, in preparation

for release of an RFP in early 2019.

57 SHR

2018 Annual Refresh Desktops &

Laptops

Starting in FY 17‐18, ISD service rates began establishing a

workstation reserve for the replacement of desktops and laptops

beyond their useful life. This project provides additional base

funding to allow the reserve to begin funding replacements in FY

20‐21. The following departments will be included in this

replacement program:

•County Execu ve Office sub‐units

•Re‐entry Services •Employee Services Agency

•Clerk of Board/Board of Supervisors •Pretrial Services •County Counsel •Office of the Sheriff

•District A orney

•Informa on Services (par al)

$4,558,970 $1,940,573 $2,618,397

Project Status ‐ Refresh of desktops are in progress: Steady progress but needs to pick

up. Extra help hiring is in progress.

58 SHR

2019 Data Center Consolidation

and Upgrade

Initial resources to consolidate data centers from ten to

two. The consolidated data centers will be modernized,

more secure, and reduce overall support requirements.

$1,651,500 $17,271 $1,634,229

Project Status ‐ (As of July 2018) PSJ delivered a proposal for Agreement Authorizing ISD

Staff to Operate and Support IT Systems That Handle CJIS, CLETS and CORI Data to the

Sheriff’s department and County Counsel on the last week of January. PSJ and the

Sheriff’s office were scheduled to meeting on 03/02/18 to discuss if the Sheriff’s

department agrees with the proposal. TSS chose to continue with Data Center

Consolidation and Upgrades at Berger Dr.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

59 SHR

2019 ECM Portal Platform &

Content Management System

The County's current public portal platform is showing

degradation in performance and is unable to maintain

accessibility standards. Replacement of the existing

platform will reduce upkeep and the need for custom

coding, increase security, and provide a more userfriendly

interface.

$1,660,000 $0 $1,660,000

Project Status ‐ The ECM Portal Platform & Content Management System (CMS)

Replacement project moves all public‐facing County websites to a new cloud‐based

environment. The project includes several major activities:

1. Selection of a new technology base and hosting service

2. Design refresh of the standard SCCGOV web site template

3. Construction and configuration of the new cloud‐based platform

4. Migration of more than 90 existing public‐facing web sites to the new environment

The project team is currently gathering requirements for the new platform, in

preparation for release of an RFP in early 2019.

SHR

2017 Implement Volunteer

Management ‐ Phase 2

Project is to migrate the 2nd wave of departments to the county‐

wide Volunteer Management System (VMS) acquired in FY16.

VMS provides the information and processes needed by the

volunteers and volunteer coordinators, such as defining skill

requirements, scheduling volunteers, communicating when and

where volunteers are needed, collecting and reporting metrics,

and providing communications. The VMS also allows potential

volunteers to search for opportunities.

$224,130 $13,494 $210,636 The project is divided into the following sub‐projects, detailed separately as follows:

(a) Implement ROV VMS ‐ Active

(b) Implement OES VMS ‐ On Hold

(c) Implement Animal Shelter VMS ‐ Complete

(d) Implement VMS Enhancements ‐ Active

60 SHR

2017 Implement ROV VMS Add Volunteer Management capability to Registrar of Voters

(ROV) to streamline recruitment and management of ROV

Volunteers.

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐

Phase 2

ROV's review and approval of the vendor project plan occurred in March 2018. During

the review, it became clear that the project could not be completed before the June

election. ROV activities were suspended until July 9th. The project is on track to go live

before the November election.

61 SHR

2017 Implement VMS

Enhancements

The project adds post‐Go Live enhancements to all County

instances of the VMS System

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐

Phase 2

This project adds 5 new features to the County's Volunteer Management System. Three

features ‐ DocuSign Integration, Training & Certifications and Enhanced Sign‐In Station ‐

are complete. One feature ‐ Onboarding Dashboard ‐ has been dropped from the

project. The final feature ‐ Single Sign On is scheduled for completion by November 15,

2018.

62 SHR

2016 IT Asset Management

Implementation ‐ ITAM

The IT Asset Management implementation is now part of the

larger Business Solutions suite. Internal business process

improvement programs were created to ensure IT asset, service,

project and financial service Management solutions are

optimized. The next phase of the asset management

implementation will focus on mapping interactions between

applications, servers, databases, networking and storage devices.

The financial management solution will be migrated to the latest

system update to enhance integration of asset management data

and take advantage of improved functionality for management of

resource capacity and project financials.

$400,000 $97,874 $302,126

Cherwell Service Management (ITSM Tool Implementation): Core team working on

project charter, including iterations break‐down/sequence, WBS and Execution Phase

schedule. The Change Management functionality is desired at the first iterative release.

Project Manager will work with the SMEs and Business Analyst to determine a target

date for completion of the Plan Phase.

Plan to get to Green: When target completion date for the Plan Phase is known and we

have a milestone project schedule, the status will turn back to green.

Aspera SmartTrack (IT‐SAM Tool Implementation): Development of the project

schedule for remaining tasks 98% complete and the County members of the core project

team are ready to move into the Execution Phase. Great progress and negotiation on an

Oct 4th meeting with Aspera, Legal, and Procurement will lead to a new SOW effort

soon.

Plan to get to Green ‐ Once an SOW Execution date is known, the project schedule can

be updated and status will turn back to green.

63 SHR

2018 Jail Network Infrastructure

Capacity Enhancement

This project will look at identifying & implementing an Enterprise

Wi‐Fi solution in which will address the network needs across

multiple justice partners in both the Main Jail and Elmwood

facilities. It will focus on expanding the capacity and coverage

area of the current Aruba Wi‐Fi network to support new Jail

services including the new Jail Management System (JMS) and

Tablets for inmates as part of the Jail Inmate Service Platform

(JISP).

$12,141,010 $2,323,588 $9,817,422

Project Status ‐ The teams focus is on getting agreed upon plans with dates for the

installation. Equipment is in process of being ordered. Delivery expected by end of

December 2018.

Plan to get to Green ‐ The Project to obtain agreement on the installation plan and

dates

64 SHR

2015 Modernize Enterprise GIS

Repository‐Infrastructure

Modernize the ten‐year old Enterprise Geographic Information

System (GIS) Repository and Infrastructure to take advantage of

off‐the‐shelf software or cloud solutions.

$340,000 $9,049 $330,951

Project Status ‐

1) Geocortex Project

Team has completed the public version of viewer (a.k.a. SCCMap) and currently available

as Beta. This project is at socialization phase where team receive feedback from the

expected users.

2) Address Management System

Currently at the procurement phase where proposals were submitted. Team is

expected to finish the evaluation by the end of October.

65 SHR

2019 Oracle Key Vault Database storage encryption keys needs to be

established to provide secure and reliable retrieval of

encrypted data.

$64,800 $0 $64,800

Project Status ‐ The project team is currently gathering requirements for the new

platform, in preparation for release of an RFP in early 2019.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 3 & 4 Projects

66 SHR

2019 Oracle Upgrade Upgrade Oracle from 11.2 & 12.1 to 12.2 .DBA team is working

with apps owner to identified which application is supported the

new version.

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Execution phase:

DBA team upgrading Pretrial, GIS & Peoplesoft databases.

Peoplesoft /1 DEV DB left.

Pretrial, test is done in QA & DEV by DBA, but have dependency on Pretrial team for

testing.

GIS started / it has dependency on application

Estimated to finished by March 2019

67 SHR

2018 Professional Services to Lead

Office 2016 Image Refresh

Upgrade all user PC / Notebook to Windows 10 operating system $211,635 $180,462 $31,173

Project Status ‐ The TSS budgetary transition has a realized risk which was "Disruption to

Business". The ITAM and SSA procurement operations have had to react to the change in

budget and responsibility.

Plan to get to Green: ITAM to provide plan to absorb additional responsibilities in order

to facilitate the load for SSA inventory management.

68 SHR

2019 Replace 33‐x86 Env Project to replace 33‐x86 Servers that have reached the end of

their useful life.

$1,635,200 $0 $1,635,200

Project Status ‐ EIS team is working with Vendor, procurement department, and TSS

team on purchasing process.

69 SHR

2017 Replace Obsolete Nortel

Phone Systems ‐ Phase2

Replace Obsolete Nortel Phone systems with Cisco VOIP. $1,760,616 $339,327 $1,421,289

Project Status ‐ The project status improves to satisfactory. Failover validation between

the two IP Flex circuits was successfully conducted. Following validation, the technical

team worked with AT&T to schedule the SIP Cutover for FAF Junction on September

19th.

Preparations are also well underway to migrate Finance & Department of Tax &

Collections (DTAC) to Cisco on October 17th, 2018.

70 SHR

2019 Replace‐Refresh 10 Storage Network storage, including five SAN switches, two SAN

storage controllers, and two storage arrays have reached

the end of their useful life and need to be replaced.

$884,000 $0 $884,000



71 SHR

2019 Software AG 10.2 Upgrade Technology that drives the Information Sharing

Environment (ISE) has reached the end of its useful life

and needs to be upgraded. The ISE connects Fire,

Ambulance, 911 CAD, and other emergency services

with each other and with other jurisdictions.

$526,600 $217,408 $309,192

Project Status

•Completed end‐to‐end testing of the Pilot environment

•Cutover Pilot environment into production mode (9/18)

•Initiated the provisioning and setup of the Baseline environment, which introduces

additional components on top of the Pilot infrastructure.

•Onboarded IT Consultant for assistance

72 SHR

2019 Solutions Manager

Production on HANA

For support reasons, the County's financial system

needs to be upgraded to centralized management of the

enterprise landscape.

$706,600 $0 $706,600

Project Status ‐ EIS team is working with Vendor on hardware requirements.

73 SHR

2018 TSM Storage Upgrade Upgrading backup storage, and purchased additional storage. $512,802 $0 $512,802

Project Status ‐ We are working on purchasing additional storage for TSM backup. We

are working with procurement to purchase hardware and additional licenses.

74 SHR

2018 Upgrade SAP PBF to SAP SBP The County uses SAP PBF as its system for budgeting formulation

and reporting. SAP will cease to support PBF at the end of 2017,

this will impact the County as the necessary support from SAP

will be lost, improvements to the system will not be performed,

and ability to serve evolving needs will be compromised.

SAP has merged and replaced its PBF and BPC modules to create

SBP. SBP comes equipped with enhanced usability and more

capabilities than PBF. The project will implement the upgrade

from PBF to SBP, and assess if any of the added features can be

incorporated into the currently used functions.

$996,047 $61,303 $934,744

Project Status ‐ Project is on track. All forms and some of the reports have been

transported to QAS for Unit testing. The Project Team is working on a cutover plan to

prepare for system rollout. The Security Team is working on all of the newly added roles

and tests in QAS.

75 SSA

2018 APS SDM Develop and implement a Structured Decision Making web based

tool to utilize a systemic and evidenced based approach to

evaluate present and future risk, and informed decision making.

$581,850 $338,393 $243,457

Project Status ‐ Screening and response priority integration tasks are being tested. IRR

testing and analysis is completed. Risk and Strengths & Needs tools are being

programmed by NCCD. Business is requesting to postpone the implementation of 3rd

and 4th tools from November 2018 to early 2019. Vendor is drafting a no cost extension

of the project and is updating project tasks and timeline.Verticals







No. Vertical FY Project Name Work DescriptionApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)Executive Status Summary

1 CoA

2017 Customer Relationship

Management (CRM)

Dynamics

Project to continue enhancements and possible development of

new features to leverage maximum use of current CRM system

and revise work flow functionality.

$50,000 $0 $50,000

Project Status ‐ CRM Dynamics App is in use within EOD and LR. EOD Users have

requested several minor enhancements, and TSS is working to onboard a vendor to

complete this work. EOD Reasonable Accommodation application on CRM.

2 CoA

2019 PRK Parks Website

Upgrade

Updates and enhancements are needed to the Parks and

Recreation's public website to meet the County's initiative of

standardizing its branding and publicpresence. This project will

migrate the Parks website to the new standard template to

provide a better look and feel, offering robust mobile support,

additional features,and improved accessibility and usability.

Existing resources will be used to complete this project.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Project kick off completed. The project will include

‐ upgrades to the templates to bring them to current standards

‐ responsive design for better mobile experience

‐ content refresh to better serve customer needs

3 CoA

2019 PRK Pixie Dust (Parks

Mobile Apps)

Developing Parks and Recreation specific applications will enhance

the citizen experience by offering access to data and applications

via mobile devices at park locations. This project will be

implemented with existing resources.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Discussions with business owners have been initiated to understand

what are potential areas for mobile content to serve up for both visitors and staff. This

phase of the project is to identify and propose options for mobile content

4 CoA

2019 PRK Museum 2.0 Moving the Casa Grande Park archive data to the cloud will take

advantage of periodic updates and provide easy access to

information for customers as part of the Parks customer

satisfaction measure. The database is home to information

regarding artifacts in the Casa Grande Museum. This project will be

implemented using existing resources.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Pending Vendor readiness for new SaaS version to be released. Vendor

indicated next update will be available Oct end / November

5 HHS

2018 HHS Computer Assisted

Coding Software

Solution

HHS Computer Assisted Coding Software Solution Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Overall Project health is Green.

Project is almost complete, there are a few pending items to validate with the Vendor

in order to fully close out the project. The project has been transitioned to Vendor

support.

6 HHS

2019 InSight Sepsis Study Current sepsis mortality range for VMC is 14‐19%, would like to

bring it down to 7‐10% if not lower.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Completed project discovery package and HHS scoring, project charter

draft, security review, compliance review, and technical feasibility assessment.

Currently waiting for IT Data Governance Group ITDGC’s approval to kick off project

officially (ETA mid September) and to proceed with the MOU/contract (no ETA)

7 HHS

2017 Stroke Clinic Rapid

Image Viewing System

RAPID is a Linux‐based system integrated into the DICOM network

via TCP/IP, within the firewall that receives scans from scanner

modalities and sends processed data to PACS and also sends de‐

identified (non‐PHI) data via the SMTP (email) server to a

predetermined email distribution list. All data are purged from

RAPID after delivery to PACS.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Single Source Request to procure was approved by Procurement.

Currently going thru final stages of contract negotiation .

8 HHS

2018 Therapy Services Pt

Scheduling System

Software

The Therapy Services Patient Scheduling System Software is an

inpatient scheduling and treatment management tool that will

support Therapy Services to meet the reimbursement standards

set forth by CMS/Centers for Medicare & Medicaid Services for

inpatient rehabilitation treatment. The system tracks daily

treatment times and flags patients who require additional therapy.

The system interfaces with HealthLink in ADT segment and also

generates printed treatment reports.

Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ Project is in implementation stage with a GO‐LIVE date of 11/12/2018.

County EPIC ADT interface will be turned on 11/4/2018, so the data can flow thru to

the Mediware system. On target for GO‐LIVE on 11/12/2018

9 HHS

2018 VMC PMM Upgrade Upgrade PMM to version 16 Information

unavailable

Information

unavailable

Information

unavailable

Project Status ‐ The project status improves to satisfactory. The Sponsor has approved

a revised go‐live date of 5/18/19 that is based on HealthLink 2018 Upgrade resource

availability, v17 validation requirements as well as hospital staff’s training needs.

Following signed contract agreement, and PO to vendor, project planning has

commenced that included Project Charter, High‐Level Timeline and Security

Questionnaire reviews with TSS Security & Infrastructure, Materials Management, and

Allscripts. Project kick‐off has also been scheduled for October 11th that will mark the

formal beginning of the project.

Tier 1 & 2 Projects

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 1 & 2 Projects

10 PSJ

2018 Infrastructure for PSJ

Projects ‐ Phase 2

Infrastructure for PSJ Projects ‐ Phase 2 Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ Project Charter Draft completed. Obtained Infrastructure‐systems,

hardware estimates. Exploring Cloud option as Primary Data center for PSJ. ISE Changes

(provision two ISEs. One would be for LEAs only, and the other for non‐LEA data

sharing primarily from the Court). POC for ISE on the Cloud completed with success.

11 PSJ

2019 Kronos Clock

Replacement

Fifteen timekeeping clocks operated by the Sheriff Office are not

compatible with the latest version of the County's time‐tracking

software and need to be

replaced.

$67,500 $67,327 $173

Project Status ‐ Sheriff's Office has received 17 Kronos Clocks for the Kronos Clock

Replacement Project and the installation for these clocks is in progress. Three clocks

remain to be installed. Estimated installation date, per the Sheriff's Office is Nov/Dec

2018.

12 PSJ

2018 PSJSP DR Strategy Since the PSJSP IT DR capability is a complex and critical

undertaking, the effort will be divided into two parts. The first part,

the PSJSP IT DR Strategy will first capture the requirements for the

DR capability, document the constraints within which the

capability must operate, identify the criteria for weighing options

for addressing the need, study the available options along those

criteria, and involve the appropriate cross‐section of technical

experts as well as management and agency stakeholders in the

review and adoption of the strategy.

The second phase will be part of the PSJSP Infrastructure Phase 2

project and use the adopted

strategic direction to drive out the tactical execution to

implement, document, and test the IT DR

capability and ensure its operational readiness long term.

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Part of County

Justice Information

Center

Project Status ‐ Gathered and compiled all PSJSP Infrastructure Capacity data and Effort

Estimates. Team reviewed different options such as On premise, Third Party hosting,

Cloud. Next step is to make decision and to select appropriate a DR solution that will

meet recovery requirements, budget and organizational constraints

Plan to get to Green ‐ Need resources for reviewing and reevaluating DR Strategy

proposal. As of 10/4, we are not making any progress for months. That is due to the fact

the assigned resource is not available to work on reviewing and re‐evaluating existing

DR Strategy and to include Dual ISE, Cloud and On Premise options.

13 PSJ

2017 Replace Animal Control

Radio

Replacing/upgrading Animal Control mobile and portable radios. $2,315 $0 $2,315

Project Status ‐ The Radios have been received and aligned and letters authorizing use

of San Jose Animal Control and County Parks have been received. The project is in a

transition phase waiting for the completion of the Silicon Valley Regional

Communications System (SVRCS). Overall the project is 80% complete. The Project

completion will coincide with the completion of the SVRCS estimated in May '19.

14 SHR

2019 Apptio R12 Upgrade Technology Services and Solutions (TSS) implemented Apptio

Technology Business Management (TBM) to support the

organization’s rate and budget development processes. This cloud

application (SAAS) allows users to understand billing rate cost

drivers and provides visibility and transparency into the cost of the

IT services delivered to the County and Non‐County customers.

This project will upgrade Apptio to the R12 version. This will make

IT related processes more efficient by utilizing a standardized

model and by implementing the newest Cost Transparency, Cloud

Cost Management integration, and Bill of IT modules.

Part of IT Asset

Management

Implementation ‐

ITAM

Part of IT Asset

Management

Implementation ‐

ITAM

Part of IT Asset

Management

Implementation ‐

ITAM

Project Status ‐ The Statement of Work was negotiated and approved by the Board of

Supervisors in October 2018. Preliminary planning is complete and the formal kick‐off

took place in October. The upgrade includes Cloud Cost Management, a more robust

Bill of IT and improved cost transparency features that will allow for better integration

of Cherwell, Aspera and Planview data. The upgrade is on track for an April 2019

completion date.

15 SHR

2018 Business Object/Data

Services Migration

SAP BO Data Services (BODS) is an ETL tool used for data

integration, data quality, data profiling and data processing. It

allows you to integrate, transform trusted data‐to‐data warehouse

system for analytical reporting.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Execution Phase:

Project Team is waiting for a contractor resource from the Procurement Department in

order to move forward. This project belongs to Procurement and resources are needed

from the business.

16 SHR

2018 HHS Unix Server

Upgrade or

Decommission

We are consolidating datacenter in SCC. We need to upgrade, or

migrate Unix servers to the supported operating system in HHS.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ We need to upgrade or decommission 26 Linux servers to supported

OS.

1‐ Five Servers Upgraded

2‐ Three Servers can't upgraded now.

3‐Ten servers are appliances and IS don't have access top them

4‐ Four Servers decommissioned

5‐ Four servers already have supported RedHat OS

17 SHR

2018 HHS Windows Server

Upgrade or

Decommission

EIS division is working with HHS team to migrate all the physical

servers to virtual in HHS campus.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ There are 139 physical active windows servers in HHS that need to

decommission or move to the Virtual system.

1‐ 10 servers migrated.

2‐ 27 servers in progress of migration.

3‐ 25 servers on hold due to management decision on SQL strategy.

4‐ 11 servers will stay physical now.

5‐ 22 servers decommissioned.

6‐ 10 Servers not supported by HHS/IT.

7‐ 15 servers / we are waiting for application owners’ response.

8‐ I still need to reach out to 21 server owners by September.

‐ Our major issue is lack of Technical resources; some of these migrations are major

projects (Pharmacy, iCal, Public Health, VHP).

Plan to get to Green ‐ Management has been engaged to contract resources to fulfill

the Server Engineer role. The Project Manager is actively working to elicit business

owner cooperation at the HHS site.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 1 & 2 Projects

18 SHR

2018 IBM XiV Storage Array

Migration

IBM XiV storage array migration project. The storage is out of

support and we need to migrate all the LUNS and data to another

storage.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Execution:

There’s still data on the following LUNS.

HHSXIV_AOB1: 24 LUNs – 7.01 TB

HHSXIV_AOB2: 9 LUNs – 25.9 TB

HHSXIV_RA: 16 LUNs – 19.21 TB

•Working with application owners about migrating raw data mapping disks to Unity.

•We need to purchase additional disks.

•We need to extend the warranty.

19 SHR

2018 Installing Cylance in HHS

Servers

In an effort to protect citizen’s information, the Information

Security Office, in collaboration with TSS‐Health Systems staff is

installing Cylance on all HHS servers. This installation will provide

protection against security threats such as ransomware.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status

‐ Cylance is installed on 378 Servers out of 628 servers

‐ 130 Non‐Epic Servers (Test,QA,DEV,PRD)

‐ 220 Citrix Servers

‐ 28 Epic Servers

‐CAG team installed SCCM agent in 166 servers.

‐We still have 200 production servers that are scheduled to be done by the end of

October.

20 SHR

2018 Installing Cylance in SSA

Servers

In an effort to protect citizen’s information, the Information

Security Office, in collaboration with TSS‐Social Service staff is

installing Cylance on SSA servers. This installation will provide

protection against security threats such as ransomware.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ We have installed Cylance on all the SSA servers, but CISO is working

with SSA application owner to move them to protect mode. There are only 10 servers

left to move to protect mode.

21 SHR

2019 TSS Oracle Multitenant Multitenant provides a high‐level database consolidation service

using fewer server resources and providing rapid provisioning and

cloning of databases, rapid patching and upgrades, and the ability

to manage multiple databases at once.

$171,600.00 $0.00 $171,600.00

Project Status ‐ DBA team is working with Vendor, Procurement department, and TSS

team on the purchasing process.

22 SHR

2018 Isilon Relocation to

Sobrato

TSS‐HS is moving one of the Isilon (HHS‐File share system) to

Sobrato building

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ The Project Team is engaged with the Vendor and are working on detail

planning.

23 SHR

2019 Oracle Real Application

Testing (RAT) Tool

An application testing tool will allow for performance testing of

County databases when databases are upgraded and enable

comparison of baseline performance measurements.

$254,015 $0 $254,015

Project Status ‐ DBA team is working with Vendor, Procurement Department, and TSS

teams on the purchasing process.

24 SHR

2019 Purchase VEEAM Backup

Software

Additional backup software licenses are needed to support

enterprise data backups estimated to grow to 1500 terabytes.

$214,800 $0 $214,800

Project Status ‐ EIS team is working with the Vendor, Finance and Procurement

departments to purchase the product.

25 SHR

2019 Replace EPIC p770

Servers

The EPIC p770 servers (2 node HACMP cluster) that have reached

the end of their useful life need to be replaced.

$476,600 $0 $476,600

Project Status ‐ EIS team is working with Epic team to collaborate on requirements. In

addition, EIS team is working with the Vendor, Procurement Department, and TSS

teams on the purchasing process. This project is dependendant on moving Epic

Production to the Sobrato building.

26 SHR

2019 Replace Refresh TSM

Backup Servers

Backup servers that have reached the end of their useful life need

to be replaced and expanded to provide additional backup

capability to meet increasing demand.

$250,000 $0 $250,000



27 SHR

2018 Replacement of TSS

supported End‐of‐

Support Cisco

Purpose: There are approximately 516 end‐of‐support Cisco model

phones that need to be replaced. The locations are primarily the

DA Crime Lab and many other remote locations where VOIP was

initially installed in 2007. Licensing is not needed and only

replacement of specific model handsets are required.

$120,594 $77,812 $42,783

Project Status ‐ Santa Clara County is in the process of migrating approximately 3000

Nortel users to the existing Cisco Unified Communications Manager (CUCM)

Information Services Department (TSS) cluster.

In preparation for the migration to SIP, all non‐E.164 compatible phones are being

replaced with E.164 compatible phones.

The updated timeline will provide adequate time for deployment and project close‐out.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 1 & 2 Projects

28 SHR

2019 Scale Arc Purchase and installation of Scale Arc database performance

monitoring on a test and production server

$270,500 $0 $270,500

Project Status ‐DBA team is working with Vendor, procurement department, and TSS


29 SHR

2018 SCC SQL Migration TSS is consolidating and upgrading all SQL Databases based on

Departments. We upgrade all the SQL to the 2016 version, and

separate them by departments, QA,DEV and development servers.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Execution Phase:

22 servers built done,

Migrating databases are in the progress.

98 DEV‐72 completed

47 QA‐31 completed

58 PRD‐26 completed

We have 5 more PRD on pipeline by end of September.

Plan to get to Green ‐ There are not enough technical resources within the ECM team.

Management is aware of this issue and we are in the process of hiring additional

resources to help move this project forward.

30 SHR

2018 SSA Consolidation SCC is consolidating datacenters and multiple department. TSS‐

Enterprise Infrastructure Support is working with SSA IT staff to

migrate, upgrade or decommission systems.

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Project Status ‐ Execution Phases:

1‐ SSA start with 26 servers.

A: 24 Servers decommissioned.

B: 1 Server is underwork by DBA team.

D: 1 Server is underwork by Windows team.

E: 4 Servers are test environment.

31 SSA Decision Point

Management

Create dynamic dashboards with drill downs for the following 4

reports: Case child demographics, Referral child demographics,

Quarterly referral tracking on disproportionality, and

Disproportionality tracking report.

$1,321,255 $1,205,733 $115,523

Project Status ‐ Prototype of zip referral (entry cohort) demo to team. BRD for Case

Dashboard and COC posted on BO site. Need to get more info from business on drill

down data.

32 SSA DEBS DW ‐ Phase 2 Phase 2 of DEBS DW and Business intelligence: Caseload, Pending

Application, Disposition.

$558,340 $394,452 $163,888

Project Status ‐ Continued the development of BI dahsboard for the 3rd iteration

(Application Processing Time / Disposition) . and "DEBS phone data" dashboards. Due

to the phase out of Adobe Flash, extend the scope and schedule to convert Xcelsius

dashbaoards with SAP Lumina.

33 SSA HR Dashboard ‐ Phase 3

(Movement &

Retention)

Dashboards to track the movement and retention of SSA

employee.

$529,844 $138,816 $391,028

Project Status ‐ Project is on schedule. Continued working on the business

requirements and indentifying data required. Working on the business rules for

different KPI's.

34 SSA OCM Workflow System,

Phase I

This project is to procure a Contracts Management System for

Office of Contracts Management (OCM) to track and maintain all

the contracts with Social Services Agency.

Phase I is to capture their business processes and requirements to

prepare for system procurement.

$4,694 $4,294 $400

Project Status ‐ OCM is consulting with SSA Executives on next steps.

35 SSA DAAS ‐ In‐Home Support

Services (IHSS) Quality

Assurance Web

Application

Replacing existing FileMaker Pro files, the project aims to develop

a web‐based tool to track work efforts associated with Quality

Assurance activities for the IHSS program.

$315,409 $140,917 $174,492

Project Status ‐ Further enhancements to the Fraud Module for the IHSS Quality

Assurance Applicaiton was developed to comply with new State regulations pertaining

DHCS cases. The project team is continuing to work on two modules concurrently ‐ Fair

Hearings and Unannounced Home Visits. We are in the process of developing

functionality for the two modules based on wireframes that were reviewed and refined

with operations. Another project resource has been developing the quarterly Fraud

Reports out of the new database and will be scheduling this for quarterly runs.

36 SSA Resource Family

Application Tracking

System

Develop a system to track DFCS Resource Family Approval (RFA)

candidates for the placement of children in a timely manner.

CWS/CMS does not have the capability to report on such vacancies

in real time.

$391,392 $322,931 $68,461

Project Status ‐ The Project Sponsor has decided to pursue procurement of the BINTI

solution. As such, we have begun engaging operations with requirements for the

creation and submission of the APD to the State for approval to proceed with the

procurement of the BINTI product and service. Accordingly, this project will revert back

to the Initiate phase.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget


Tier 1 & 2 Projects

37 SSA SSA Windows 10 and

Office 2016 Rollout

Implement Windows 10 operating system across SSA and upgrade

MS Office Suite to 2016.

$218,599 $140,739 $77,860

Project Status ‐ A majority of SSA applicaitons have been tested, packaged and ready

for deployment. The remaining applications are in various stages of testing or package

creation. We have seven applicaitons that need to be upgraded to a newer version

before package requests can be submitted. Concurrently, users from across SSA have

been coming to the Windows 10 test lab to conduct UAT with web applicaitons; we are

looking to complete this by the end of August.

38 SSA DFCS ‐ RAIC Dynamic

Dashboards (Receiving,

Assessment, and Intake

Center)

A dynamic dashboard that allows end user to view Receiving,

Assessment, and Intake Center (RAIC) data and information in an

interactive and dynamic way. Data would be pulled from the RAIC

database, from information gathered during the intake procedures

that track and coument children entering RAIC and/or receiving

services from RAIC.

$110,187 $12,967 $97,220

Project Status ‐ The project is in the initiate stage. Project is currently in planning

stages, pending final Business decisions and mapping of Business requirements. 2018

08; This is currently with no movement from last month pending business internal

discussion on how to proceed.

39 SSA DEBS IEVS:

Overpayment and Tally

Computations

Enhancing the new IEVS application to include the ability to

compute monthly overpayment amounts and generate a weekly

tally report for each EE.

$361,968 $110,338 $251,630

Project Status ‐ Release II deliverables UAT complete. BRD in process of being finalized

for both releases. 2nd developer is concurrently working on prototype of OP app.

40 SSA DEBS VSAS: Additional

Functionality and

ABAWDs

Provide automation that is not provided through CalWIN to

appropriately manage ABAWDS and refer to the appropriate

vocational services.

$340,346 $270,226 $70,120

Project Status ‐ Release II went live . BRD being updated. for release 3 .

41 SSA IDM Datacap OCR &

eDoc Implementation

This is Phase 3 of the Datacap implementaton for IDM. Project is to

develop the IDM OCR applications in Datacap to replace Kofax, by

November, 2018. Kofax contract ends in December, 2018.

$120,000 $10,560 $109,440

Project Status: Continue to work with consultant to develop and test the quick,

automated and distributed scan jobs to replace Kofax. BCW and BCW Periodic

Reporting modules are ready for UAT; OPEX jobs are ready for unit testing; and Return

Verifications and New Intakes jobs are being developed. Next steps: Continue to unit

test the modules and prepare for UAT.

42 SSA DEBS SSI Housing and

Disability Advocacy

Program

Based on a joint venture with Office of Supportive Housing and a

grant from HDAP, enhancements to the SSI application need to be

made to support the new program for SSI recipients.

Enhancements will include adding data elements to SSI application

to collect client demographic and participation data required for

State reporting.

$25,000 $400 $24,600

Project Status: Kicked off the project with Supplemental Security Income (SSI) Advocacy

staff and management analyst and began collecting business requirements to

implement the Housing and Disability Advocacy Program (HDAP) and update the SSI

App. Next steps are to compose and finalize the Business Requirements Document

(BRD), finalize the list of State required data for reporting and begin designing and

developing the HDAP tab for the SSI App.

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)

1 CoA

2019 Capital Project ‐ Strategic Space Management A capital project and space requests tracking system will automate the process and

integrate it with the County's real estate assets data from Facilities Management to

allow better and more timely decisionmaking and traceability. Project allocation

provides resources for a project discovery phase. Additional funding from the IT Capital

Reserve or other sources may be needed after a project scope and estimate is

developed.

$100,000 $0 $100,000

2 CoA

2019 CCO California Public Records Act (CPRA)

Website

An intake portal for California Public Records Act Requests (CPRA) will facilitate the

proper routing of requests, coordination with departments, assignment of an attorney

if applicable and tracking of requests to ensure timely responses per Ordinance Section

A17‐12.

$350,200 $0 $350,200

3 CoA

2019 CCO Case Management & Billing System

Modernization

Replacement of the County's case management application with a new application will

meet County Counsel's needs. Project allocation provides resources for a project

discovery phase. Additional funding from the IT Capital Reserve or other sources may

be needed after a project scope and estimate is developed.

$50,000 $0 $50,000

4 CoA

2019 CEO Contracting SQL Database A comprehensive database will allow for the compilation of data from the disparate

systems to be used in the source‐to‐pay process of contracting and procurement.

$106,600 $0 $106,600

5 CoA

2019 CEO Driving to Net Zero Website Developing a web portal will enable better communications and sharing of information

with the County's partner jurisdictions. Driving to Net Zero is a grant‐funded

collaborative project surrounding the deployment of electric vehicle infrastructure

across the County. This project will be implemented with existing resources.

Combination of

State grant funding

and Department

match funding

Information

unavailable

Combination of

State grant funding

and Department

match funding

Information

unavailable

Combination of

State grant funding

and Department

match funding

Information

unavailable

6 CoA

2019 CEO Employee Wellness Campaign Builder

Enhancement

Enhancements and additional features to the Employee Wellness custom activity

tracker application will improve employee health.

$70,000 $0 $70,000

7 CoA

2019 CEO Employee Wellness Health Club Directory Developing an online Employee Wellness Health Club Directory will provide

information of local health clubs offering discounts to County employees.

$32,000 $0 $32,000

8 CoA

2019 CEO Employee Wellness Lending Library Automating the County's Wellness Lending Library will provide resources to County

employees for personal development.

$20,000 $0 $20,000

9 CoA

2019 CEPA The Daily Application Redesign of the application used to manage agriculture weights and measures

operations and reporting.

$246,600 $0 $246,600

10 CoA

2019 COB Assessment Appeals Track Faster Better An automated status tracking system for assessment appeals will be implemented with

existing resources.

$265,000 $0 $265,000

11 CoA

2019 COB BOS Chambers Equipment Refresh Broadcast equipment in Board Chambers has reached the end of its useful life. Project

allocation provides resources for a project discovery phase. Additional funding from the

IT Capital Reserve or other sources may be needed after a project scope and estimate is

developed.

$120,000 $0 $120,000

12 CoA

2019 COB Commission and Board Online (CABO) This project will assess and implement Clerk of the Board record tracking that conforms

to required laws and ordinances and improves the operational process. It will also track

support for Assembly bills and trainings and provide detailed reports for County Boards

and Commissions. Project allocation provides resources for a project discovery phase.

Additional funding from the IT Capital Reserve or other sources may be needed after a


Department Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

13 CoA

2019 DEH Database Azure Migration Migrating the Department of Environmental Health (DEH) departmental database to

the cloud will allow access to real‐time data for both field staff and their supervisors.

$13,400 $0 $13,400

14 CoA

2019 DPD InSite Business License Module and

Automation

The workflow management tool will be extended to include business licensing and

provide an online mobile citizen portal. Project allocation provides resources for a

project discovery phase. Additional funding from the IT Capital Reserve or other sources

may be needed after a project scope and estimate is developed.

$400,000 $70,680 $329,320

15 CoA

2019 FAF Fleet Fuel System Replacement Replacement of the Fleet fuel system will provide greater reliability and data for County

departments.

$166,600 $0 $166,600

16 CoA

2019 ROV SCCVOTE Website and Mobile App

Enhancement

Development of a SCCVOTE web portal and mobile application will support the vote

center model that require the implementation of four State certified systems (Next Gen

Voting System, Electronic Poll Book, Ballot on Demand Printers, and Remote Accessible

Vote by Mail).

$83,200 $0 $83,200

17 CoA

2019 ROV TrackIt Application Enhancement Automating the processing of provisional envelopes received in elections will improve

accountability. Project allocation provides resources for project discovery only.

Additional funding from the IT Capital Reserve or other sources may be needed after a


$50,000 $0 $50,000

18 CoA

2019 ROV Voting System and Technology

Modernization

Replacement of voting system and associated technologies to support SB450, the

Voters Choice Act, will enable ROV to move toward a voting center model and mitigate

the risk of failure from aging nonsupported equipment.

$90,000 $0 $90,000

19 FES

2019 AES Commercial Appraisal Application A commercial industrial appraisal application for the Real Property Division of the

Assessor's Office will address data tracking and management of multi‐use properties

developed throughout the County. Project allocation provides resources for a project

discovery phase. Additional funding from the IT Capital Reserve or other sources may

be needed after a project scope and estimate is developed.

Information

unavailable

Information

unavailable

Information

unavailable

20 FES

2019 ASR Replacement Assessment System Developing business requirements, analyzing alternatives and performing pilots will

prepare the Assessor’s Office for a broader implementation project relating to the

modernizing of the Assessor's Assessment System.

$600,000 $495,000 $105,000

21 FES

2019 Broker Appointment Intake through DocuSign Update and automation of the County's digital signature process used to appoint

brokers will improve efficiency. The system will include data validation, attachment

management, and signature routing in one process.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

22 FES

2019 Broker Commission Automation & Portal A broker portal, providing insurance brokers the option of self‐service, access and

control over their book of business, will improve efficiency.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Approved Projects/ No status reported to date

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)


23 FES

2017 Broker Commissions Automation First year and renewal Broker commissions are currently paid on a tiered structure

based on the number of active members enrolled by the agent. The amount per active

member is paid as a one‐time payment for the year and invoicing is processed manually

for each broker, demanding 50% of available work time. The Sales & Broker Relations

department is requesting a project that will transition the payment of broker

commissions from the current process to one that reflects the industry standard of

dispersing commissions on a per member per month (PMPM) basis to reduce

overpayment of commissions. In order to accurately and efficiently process broker

commission payments on a PMPM basis and continue to fulfill the job responsibilities

required of the Sales Department an organizational change and technical support to

automate broker payments is needed.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

24 FES

2019 California Immunization Registry (CAIR) Data

Feed

Creating an interface to the California Immunization Registry will improve quality of

care and ensure that members receive timely, effective, and efficient care. This project

will be implemented with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

25 FES

2019 Classification Studies & Modifications Database A classification studies database will manage classification studies and modifications

within ESA.

$123,400 $0 $123,400

26 FES

2019 Cloud Integration Gateway Upgrade for Ariba Upgrading the Cloud Integration Gateway interface between the County's procurement

and financial systems is needed because the current version is no longer supported by

the vendor.

$150,000 $0 $150,000

27 FES

2019 Consumer Engagement/Newsletters Require a vendor to produce member and provider communications

for regulatory and accreditation purposes with potential to send print and email.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

28 FES

2019 ESA ‐ Labor Relations CRM Tech Support Enhancements to Labor Relations' internal portal and CRM system for electronic case

management will be implemented with existing resources.

Information

unavailable

Information

unavailable

Information

unavailable

29 FES

2018 HHS migration to SAP ECC/PBF The Hospital and Health System (HHS) currently maintains its own financial records in

detail within its own systems ‐ Sun for GL, CPM for Budget.

Sun and CPM sends summarized information to the County's Ledger system of record

(SAP, PBF respectively).

Because of this 2‐system solution, the processing of financial information for HHS is not

optimally efficient. Workflow includes manual/ redundancies, and the processing

calendar is difficult to synchronize between the two systems. This project will expand

the County's SAP functionality to fully serve the existing Sun and CMP functions, with a

target to eventually decommission the Sun and CMP systems. This will result in a

smoother workflow, more efficient processing, easier to align calendars, and the

avoidance of costs to run a separate Sun/CMP solution.

A recent audit shared with the Board of Supervisors that it was difficult to tie the

Sun/CPM information with SAP ECC/PBF. The Board supports this project.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

30 FES

2019 Human Resources Recruitment Statistics

Automation

A new reporting system will automate the aggregation data from NeoGOV, the County’s

employee management system, and the County’s financial management system into a

single recruitment report. This project will be implemented with existing resources.

Information

unavailable

Information

unavailable

Information

unavailable

31 FES

2019 Member and Provider Web Portals Member and provider web portals will facilitate access for members, providers, brokers

and employer groups to information on eligibility, claims status and authorizations and

to comply with National Committee for Quality Assurance (NCQA) requirements. NCQA

accreditation is a requirement to remain a Covered California Qualified Health Plan.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

32 FES

2019 PayNearMe This method will allow Covered California and Individual and Family Plan members the

ability to pay premiums online, via a mobile app and at local CVS and 7‐11 retail stores.

This project will be implemented with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

33 FES

2019 QNXT Upgrade VHP is currently out of compliance with its warranty on it QNXT system

and need to upgrade the system to become compliant. VHP currently pays time and

materials for any issue that needs to be address within the software as the vendor no

longer supports product defects due to the outdated version of the software.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

34 FES

2019 SAP Business Analytics for HHS A new analytics tools will improve the quality of business analytics performed on

SCVMC's financial and operational systems providing management and executives with

better information for timely decisions. Project allocation provides resources for a

project discovery phase. Additional funding from the IT Capital Reserve or other sources

may be needed after a project scope and estimate is developed.

$50,000 $0 $50,000

35 FES

2019 Scanning Due to Space Constraints Developing the project management, business analysis, documentation of business

requirements to prepare for the eventual mapping/indexing and scanning of the

existing 1.8 million pages of documents in ESA. Additional funding from the IT Capital

Reserve or other sources may be needed after a project scope and estimate is

developed.

$333,400 $0 $333,400

36 FES

2019 Tracking Performance Evaluation Forms Developing a performance appraisals tracking system will address the Grand Jury

recommendation report from June 2017. This project will be implemented with existing

resources.

Information

unavailable

Information

unavailable

Information

unavailable

37 FES

2019 Update of Countys Central Time Management

Solution

The update to the County's time management system will include new features and

improve stability.

Information

unavailable

Information

unavailable

Information

unavailable

38 FES

2019 VHP Network Website A web portal will provide consumer information for non‐commercial products (e.g.

Medi‐Cal, PCAP, Healthy Kids, and Valley Kids) with the goal of reducing inbound calls to

Member Services. This project will be implemented with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

39 HHS

2019 Credentialing for Nurses & Ancillaries A new credentialing system will be the single repository for all professional credentials

and certificates in HHS and automatically refresh downstream scheduling and learning

management systems.

$50,000 $0 $50,000

40 HHS

2019 EPIC 2018 Hardware Upgrade Upgrading the HealthLink (EPIC) server will meet EPIC 2018 requirements for the

anticipated November 2018 system update launch.

Information

unavailable

Information

unavailable

Information

unavailable

41 HHS

2019 HealthLink Bones (Ortho) Upgrade the EpicCare Ambulatory platform for orthopedics to accelerate routine office

visit workflows, improve ordering, and gather data for submission to the American

Joint Replacement Registry (AJRR).


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

42 HHS 2019 HealthLink Chronic Dialysis Implement software to allow the dialysis Department to manage and track quality

improvement initiatives and automates dialysis charging.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)


43 HHS 2019 HealthLink Customer Relationship Management Provide an integrated solution to track customer service inquiries, responses and follow

ups required.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

44 HHS 2019 HealthLink Rehab Implement a module allowing therapists an appropriate workspace to document

therapy minutes, review therapy information, simplify charge calculations and g‐code

documentation.

Information

unavailable

Information

unavailable

Information

unavailable

45 HHS 2019 Healthlink Transfer Center Implement a module that synchronizes data between a patient movement request and

the patient's hospital encounter eliminating duplicate data entry.

Information

unavailable

Information

unavailable

Information

unavailable

46 HHS 2018 HHS IS AOB Computer Room UPS Upgrade Upgrade AOB computer room Uninterruptable Power Supply (UPS). Current system is

end of life and must be replaced.

Information

unavailable

Information

unavailable

Information

unavailable

47 HHS 2018 HHS IS Epic Tapestry Implementation of Tapestry for HHS (VMC & VHP) for managed care, enrollment &

benefits, utilization review, chronic disease case management and PlanLink.

Implementation costs for Epic and Consultants included in one‐time costs. Operational

Costs include FTE's and maintenance for 3 years (FY19,FY20,FY21)

Information

unavailable

Information

unavailable

Information

unavailable

48 HHS HHS IS Interface Engine (OpenLink) Replacement RFP and implementation of interface engine to term the contract with Siemens for

OpenLink

Information

unavailable

Information

unavailable

Information

unavailable

49 HHS 2018 HHS IS Master Patient Index (MPI) Solution RFP and implementation of a Master Person Index solution for HHS Enterprise. Information

unavailable

Information

unavailable

Information

unavailable50 HHS 2019 Interface Engine for Cerner OPENLink A new interface engine that connects HealthLink to other systems servicing the hospital

will be more efficient and reliable and easier to configure and reconfigure.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

51 HHS 2018 Nursing Administration ‐ Epic Rover for iOS

phone

Epic is the vendor. This is a bedside charting and scanning system. Record

documentation and barcode validation at the point of care.

Information

unavailable

Information

unavailable

Information

unavailable

52 HHS 2019 OPPE Medical Administration Creating the required reporting system will facilitate SCVMC compliance with ongoing

provider performance evaluation (OPPE) for medical staff. This project will be



Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

53 HHS 2019 Patient Safety Net Installation Remotrely monitor of patients for SpO2 and ET CO2, patient safety Department Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

54 HHS 2019 Pharmacy Kit Check A new system is needed to ensure 100 percent accurate contents when delivering

refilled kits and anesthesia workstations trays to providers.

$183,400.00 $0.00 $183,400.00

55 HHS 2019 PHD Phase II Web Improvements Redesign of the public web presence for the Public Health Department will improve

search capabilities and provide capabilities to increase social media interaction. This

project will be implemented with existing resources.

Information

unavailable

Information

unavailable

Information

unavailable

56 HHS 2018 Prescriptive Patient Flow Notifications The business needs a analytics tool to help to resolve the critical challenges of patient

flow throughout the hospital.

Information

unavailable

Information

unavailable

Information

unavailable

57 HHS 2019 Primary Care Access Program On‐Line App ECM Enhancements to the Primary Care Access Program (PCAP) application, with a focus on

reporting, will improve efficiency. This project will be implemented with existing

resources.

Information

unavailable

Information

unavailable

Information

unavailable

58 HHS 2019 Real Time Location System Replacement The HHS' Real Time Location System (RTLS) needs to be expanded into the new Sobrato

Pavilion to allow hospital staff to track medical equipment.

$56,800.00 $0.00 $56,800.00

59 HHS 2018 Trust Community ‐ Health Information Exchange Development of the Trust Community is critical so that a complete picture of utilization

and identification of the highest utilizers of multiple systems can include data beyond

that included in Santa Clara Valley Medical Center’s HealthLink electronic health record.

The Trust Community, care plans would be coordinated allowing for better targeted

outreach to WPC enrollees.

Information

unavailable

Information

unavailable

Information

unavailable

60 HHS 2018 VMC HL Community Connect Implementation of Community Connect for the Community Health Partners (8

organizations, 28 sites and ~300 end users). Implementation costs for Epic and

Consultants included in one‐time costs. Operational Costs include FTE's and

maintenance for 3 years (FY19,FY20,FY21)

Information

unavailable

Information

unavailable

Information

unavailable

61 HHS 2018 VMC IP/OP e‐Prescribing Electronic Prescribing of controlled substances via HealthLink using a third party for

dual authentication as legally required by the DEA.

Information

unavailable

Information

unavailable

Information

unavailable

62 PSJ 2019 Emergency Dispatch Protocol Software &

Licensing

The Emergency Dispatch system requires Fire and Law modules. $411,540 $0 $411,540

63 PSJ 2019 JISP Inmate Tablet/Phone Provide WiFi enabled tablets for inmates as part of jail reform. $1,440,000 $240,768 $1,199,232

64 PSJ 2019 Network Time Protocol (NTP) Servers Existing 911 center NTP servers are at capacity and the County requires separate

redundant NTP servers for the 911 phone, CAD/RMS system, logging systems, and

other time sensitive systems on the network to maintain full operation during failures.

This will provide network analytics for frequency and data stability, accuracy and

records management.

$35,449 $0 $35,449

65 PSJ 2019 Radio Diagnostic Data Systems Tool Remote monitoring of the health of the portable and mobile fleet of radios used by first

responders in the field will identify most public safety or local government radio failures

prior to actual failure or the user experiencing communications problems.

Information

unavailable

Information

unavailable

Information

unavailable

66 PSJ 2019 VHF Conventional Radio Simulcast System A back‐up radio network is needed in case of primary system failure or in the event of a

catastrophic occurrence.

$1,866,579 $0 $1,866,579

67 SHR 2019 ACI Multi‐Site Implementation Joining the independently managed data center switching fabrics at Berger Drive and

Health and Hospital System into a single data center network infrastructure will

improve efficiency and communication.

$189,100 $0 $189,100

68 SHR 2019 Acquire Analytics Toolset for Applications The implementation of an analytic toolset will allow IT to capture performance metrics

for Connect, the County’s data sharing platform application, and for all ECM developed

internal and external County applications.

$141,600 $0 $141,600

69 SHR 2019 Aerial Imagery and LiDAR Data Acquisition Today, Aerial Imagery and LiDAR (Light Detection and Ranging) data and its bi‐products

(e.g. Bulding outline) is essential data and tool for effective government operations.

County of Santa Clara acquired Aerial Imagery back in 2006, and since then there was

no update until the recent Assessor's Office's State County Partnership Program.

Through the program, Assessor's Office established 3‐year contract to acquire updated

Orthogonal Images LiDAR data as one‐time pilot fund. This contract ends in FY18 with

no permanent funding for the future.

$0

70 SHR 2019 AlertUS Phase2: Social Services Phase 2 of the AlertUS implementation will address additional Social Services Agency's

departments. Departments will be able to use AlertUS to alert and inform their

respective staff.

$53,900 $0 $53,900

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)


71 SHR 2019 Alternate Fiber Route to 911 Center NFPA 1221 section 4.1.4.1 ‐ Each center shall be provided with an alternate means of

communication that is compatible with the alternate means of communication

provided at the ERFs. The alternate means shall be readily available to the

telecommunicator in the event of failure of the primary communications system. One

gigabit alternate layer 1 fiber connection to 911 communications center.

This request is also identified as a critical need in the 10 year capital request projects.

Assistance is needed from county to determine actual cost to provide required

alternate Physical (layer one) path.

Information

unavailable

Information

unavailable

Information

unavailable

72 SHR 2019 Berger Auditorium AV Improvements Audio and video equipment is needed to support meetings held in the Berger Campus

Auditorium.

$216,800 $0 $216,800

73 SHR 2018 Cashiering System Acquire and implement a cashiering system for use in the departments of the Finance

Agency. This will initailly be targeted for the new consolidated Department of Revenue

and Tax. Currently, there is no cashiering system in place for the Tax Collector's Office

or the Department of Revenue. Both departments currently handle large quantities of

over the counter payments of all types including cash, checks, and credit cards.

Without a cashiering system, the different types of payments are all handled with

different process, some manual. The acquisition and implementation of a cashiering

system will allow the development and deployment of consistent processes for

handling all types of payments, better controls to reduce and eliminate mistakes, and a

better customer experience.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

74 SHR 2019 COB Hedding Lower Level Audio‐Video

Improvement

Audio and video equipment for the Lower Level Conference Room at 70 West Hedding

Street will modernize communication and improve public access. There is currently no

audio or video equipment installed in this facility.

$266,800 $0 $266,800

75 SHR 2019 County Services Centralized Mobile App A mobile application for centralized employee resources will improve communication

and employee connectivity.

$133,400 $0 $133,400

76 SHR 2019 County Wireless Expansion Expand the County's wireless infrastructure to meet increased demand. $316,600 $0 $316,600

77 SHR 2019 DAO Server Refresh Servers used in the District Attorney's Office that have reached the end of their useful

life need to be replaced.

$265,710 $0 $265,710

78 SHR 2019 DEBS Event Equipment Request The equipment in the Employment Connection Center needs to be upgraded to meet

the needs of CalWORKS large audience presentations.

$80,000 $0 $80,000

79 SHR 2019 Document Management System Planning An enterprise‐wide document management system for all County Departments will

improve efficiency and support other County services and functions. This allocation

provides for the completion of a discovery phase of this project. The IT Capital Reserve

includes additional funds for allocation by the Board of Supervisors as needed to begin

to develop this project once discovery is complete.

$100,000 $0 $100,000

80 SHR 2019 ECM Migration of On‐Prem Custom Apps to

Azure

Migrating core On‐Prem applications to the cloud will address obsolescence issues and

security concerns and improve application availability.

$133,400 $0 $133,400

81 SHR 2019 ECM Portal Platform & Content Management

System

The County's current public portal platform is showing degradation in performance and

is unable to maintain accessibility standards. Replacement of the existing platform will

reduce upkeep and the need for custom coding, increase security, and provide a more

userfriendly interface.

$1,660,000 $0 $1,660,000

82 SHR 2019 Employee Services Centralized Mobile App A mobile application for centralized employee resources will improve communication

and employee connectivity.

$66,800 $0 $66,800

83 SHR 2018 E‐Payment System Upgrade/Expansion Upgrade and expand the E‐Payment system used in the Tax Collector's Office. The tax

collector currently collects over $800 Million in property tax payments electronically

each year. With the population becoming more tech saavy that number is expected to

continue to grow in the future. This project is to acquire a more modern e‐payment

solution with the ability to accept a variety of different types of electronic payments.

This would also integrate into the cashiering systen to give customers a single payment

experience at the counter.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

84 SHR 2017 Implement Volunteer Management ‐ Phase 2 Funding is requested to migrate the 2nd wave of departments to the county‐wide

Volunteer Management System (VMS) acquired in FY16. VMS provides the information

and processes needed by the volunteers and volunteer coordinators, such as defining

skill requirements, scheduling volunteers, communicating when and where volunteers

are needed, collecting and reporting metrics, and providing communications. The VMS

also allows potential volunteers to search for opportunities.

$224,130 $13,494 $210,636

85 SHR 2019 ISD Enterprise Cloud Solutions A new enterprise cloud for the County will improve efficiency and address issues with

the current cloud infrastructure. The existing architecture for authenticating public

users is becoming obsolete and the current environment cannot keep up with the

demand for new application development.

$1,016,800 $96,000 $920,800

86 SHR 2019 ISD Innovation Fund The urgent or critical need for small projects to complete the discovery phase of larger

projects sometimes arises outside of the annual budget cycle. ISD will provide an

accounting of the use of this allocation twice a year to the Board of Supervisors.

$350,000 $0 $350,000

87 SHR 2019 ISD Low Code Rapid Development Tool Mobile and web applications tools will speed County development and allow non‐

developers to perform some functions in the mobile and web application development

process.

$190,000 $0 $190,000

88 SHR 2018 IT Professional Services ‐ BA & PM Provide professional and subject matter contract services are needed to assist with

business needs assessment, business requirements analysis, business process re‐

engineering and improvement, and project management across the County.

$1,000,000 $540,951 $459,049

89 SHR 2018 Kronos Upgrade and Archiving Kronos is the County's system of record for time keeping. The Kronos software supplier

will cease to support the currently installed version of Kronos at the end of 2017. With

the loss of Kronos support, the County will be compromised in its ability to add

functions and serve future needs. Should there be an issue with the application, the

process to collect information for time worked (payroll) and time off (benefits) will be

at risk. Updates to the interfaces and upgrades to the operating system that hosts the

application will continue, which increases risk to compatibility and stability. The project

will also deliver improved features, including the ability to archive Kronos historical

data. This will improve usability, processing and reporting efficiency ‐ and enable the

ability to retain records for a proper amount of time (avoid over‐retention).

$150,000 $0 $150,000

90 SHR 2019 Network Optimization Network devices that have reached the end of their useful life need to be replaced to

allow for increased network bandwidth, improved network manageability, and

improved security and moving toward software defined networking (SDN) and the auto‐

provisioning of addresses for networked devices.

$782,900 $0 $782,900

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)


91 SHR 2019 PeopleSoft HCM Archiving Secure hardware and software licenses are needed to ensure compliance with data‐

retention policies and to support the archiving of older data.

$512,000 $0 $512,000

92 SHR 2019 PSJSP Video Conferencing Equipment

Replacement

Three departments have conferencing equipment that have reached the end of their

useful life.

$146,800 $0 $146,800

93 SHR Replace IDM Image Repository Replace IDM Image Repository (software application that stores scanned and imported

images and documents, emails to support the Assessor's office) through RFP Process.

We need funds in reserve to get the RFP Process started which will be requested in

FY17.

Information

unavailable

Information

unavailable

Information

unavailable

94 SHR Replacement of the TRUST application The current TRUST application manages the property tax money that needs to be held

for a period of time in order for proper procedures and investigation to be completed

before the funds are properly dispositioned. This could be a refund, payment of

additional tax liabilities, or transfer to the controller for apportionment. The current

system was implemented as a temporary solution originally slated to last for 6 months.

It has now been in production for over 10 years. This temporary solution has

limitations that encourage manual processes and workarounds which limits the

efficiency of the business processes. This project would replace the TRUST application

by building the functionality into the current Tax Collection and Apportionment System

(TCAS). Currently the staff must switch back and forth between the two systems in

order to perform their job duties. Pulling the functionality into the TCAS system will

allow for better integration and enhanced functionality as well as streamlined

processes.

Information

unavailable

Information

unavailable

Information

unavailable

95 SHR 2019 SHO Custody WiFi WiFi at the County Jail needs to expand to support Jail Inmate Service Platform Tablets. $1,250,000 $0 $1,250,000

96 SHR 2019 SHO Server‐Storage Upgrades Additional servers and storage are needed to provide additional capacity to support the

Sheriff's operations.

$536,800 $0 $536,800

97 SHR 2019 Technology and Network Refresh for SSA Servers and networking hardware that have reached the end of their useful life in

supporting SSA applications and functions.

$133,400 $0 $133,400

98 SHR 2019 UC VoIP Platform Upgrade The current VoIP system operating system is two versions behind the current release

and reaching the end of useful life. Both the VoIP and automatic call distributor (ACD)

platform hardware require replacement. These systems support approximately 8,000

phones countywide. Project funding will address hardware and professional services

costs.

$966,600 $0 $966,600

99 SSA 2019 APS Application Phase 2* A replacement case management system for Adult Protective Services program will

provide identify protection and services to defined vulnerable adult populations, to

collect abuse reports and collect and report statistical information about abuse victims.

This project will be implemented with existing resources.

$10,000 $0 $10,000

100 SSA 2019 APS Structures Decision Making Tools* Developing a decision‐making tool will support a structured assessment process for

program staff to make consistent decisions and improve the overall program

uniformity, reliability and validity of each decision.

$161,500 $0 $161,500

101 SSA 2019 Audible Form Fill‐In Technology Additional functionality will allow Social Services Agency clients to complete forms

verbally over the telephone and have those forms stored and processed electronically.

$100,000 $0 $100,000

102 SSA 2019 CalWIN Interface w/ Scanning Solution* An automated scanning interface to receive electronic inter‐county transfers (ICT),

Benefits CalWIN (BCW) and California Healthcare Eligibility, Enrollment, and Retention

(CalHEERS) documents from CalWIN via batch feed will allow them to be imported into

the Department's scanned image retrieval system. This is currently manually performed

by clerical staff. This project will be implemented with existing resources.

$20,000 $0 $20,000

103 SSA 2019 CalWORKS Employment Services Case Review

Tool

The employment program supervisors are required to conduct monthly CalWORKS

welfare to work case reviews of their unit to ensure accuracy of payments, activities,

meeting the Federal and State work participation rate (WPR) while CalWORKS clients

are on aid. This is currently performed with a manual recording of findings and

corrective actions needed in paper form. This process lacks a systematic tracking of

individual staff performance, error finding, timely follow ups and gathering data for

refresher training needs.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

104 SSA 2019 CalWORKS Outcomes and Accountability A system to capture the data elements will meet the Senate bill 89 requirements for

outcomes‐based funding and accountability reviews for CalWORKS. This project will be


Information

unavailable

Information

unavailable

Information

unavailable

105 SSA 2019 Corrective Action Tracking & Reporting

Enhancement

Replacing the current Corrective Action Tracking and Reporting application will provide

automation of work assignments and visibility into cases reviewed in each office. This

project will be implemented with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

106 SSA 2019 CWES Youth App for Intern & Earn Program* Develop a mobile friendly web application or a native mobile application to support the

Intern and Earn program. This project will be implemented with existing resources.

$10,000 $0 $10,000

107 SSA 2019 Decision Support Data System (DSDS) To participate in the Permanency Innovations Initiative (PII), the federal government

requires that the County implement a decision‐support data system to incorporate

existing and new data sources into an integrated evaluation system. This project will

provide that data system. This project will be implemented with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

108 SSA 2019 Enterprise SSA HR Dashboard Phase 3 Reports and tools will support the development of an SSA Human Resources

Dashboard. This project will continue to be developed with existing resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

109 SSA 2019 eTime Study Enhancement for SSA* Enhancing the user interface of the current electronic Time Study (eTS) application will

improve user experience and eliminate errors in calculations of monthly and quarterly

time studies for claiming purposes and processing time.

$15,000 $0 $15,000

110 SSA 2019 KRONOS Phase 2 for SSA Departments The roll out of a pilot project to the full Social Services Agency will improve efficiency

and reduce duplications by eliminating paper forms and automating the approval and

tracking processes.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

111 SSA 2019 Mobile DEBS Client Forms Development of a mobile app will allow DEBS clients to access and complete forms on

their mobile device so that form data will be uploaded to DEBS database and linked to

the client's case file. This project will be completed by existing staff.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

Verticals








(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)


112 SSA 2019 Periodic Reporting IDM Interface This functionality will allow client documents to be scanned into the Periodic Reporting

subsystem without manual intervention. This project will be implemented with existing

resources.


Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

113 SSA 2019 Public IHSS Services Online App A web‐based application will allow customers to apply for In‐Home Support Services

(IHSS) online.

$33,200 $0 $33,200

114 SSA 2019 Senior Nutrition Software & Card Reader System A new scanning system will allow staff to enter, store, analyze, and sort information for

the Senior Nutrition Program.

$19,800 $0 $19,800

115 SSA 2019 SSA Contract Management System Phase 2* Developing and implementing Phase 2 will provide a solution to track, maintain, and

audit contracts, vendors and providers by the Office of Contracts Management.

TBD TBD TBD

116 SSA 2019 SSI App Enhancements of HDAP Advocacy

Program

Enhancements to the Supplemental Security Income (SSI) application will to support the

new pilot program for SSI recipients. Enhancements will include adding data elements

to the SSI application to track client housing situation, enrollment in housing program

and other critical data that are required for grant related state funding. This project will

be implemented with existing resources.

Department & State

Grant Funded ‐

Information

unavailable

Department &

State Grant

Funded ‐

Information

unavailable

Department &

State Grant Funded ‐

Information

unavailable

117 SSA 2019 Telephonic Signature Storage* Technology to capture and store telephonic signatures from client interviews will allow

the County to meet regulatory requirement for such.

$335,200 $0 $335,200

118 SSA 2019 Texting in Languages Other than English &

Spanish*

This functionality will allow case workers to text in languages other than English and

Spanish. The state requires that counties have translations available in languages where

the language is spoken by 5 percent or more of the clients.

$201,800 $0 $201,800

119 SSA 2019 Upgrade for Framemaker Upgrade of Adobe Framemaker Department Funded ‐

Information

unavailable

Department

Funded ‐

Information

unavailable

Department Funded

‐ Information

unavailable

*All or partial funding within TSS operating budget.

Verticals







No. Vertical FY Project Name Project Description Project Status SummaryApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)

1 CoA

2019 PRK Data Integration Analytics Implementing a business intelligence solution will combine multiple existing data

sources to provide data mining and analysis relating to project prioritization and other Parks and Recreation Department functions. This project will be implemented with existing resources.

Project on hold. Business resources not available to start working on this till December

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2 HHS

2017 CancerLinQ Quality Improvement Platform The business needs CancerLinQ implementation to establish and monitor key

clinical performance indicators, benchmark their patients to national cohorts, and automate data collection to comply with reporting requirements from QOPI, and potentially the state of California (Tumor Registry). This would lead to robust quality improvement and better patient care.

The project status remains Red. The vendor is requesting scanned documents and notes that have sensitive data (e.g. SUTS/DADS, Child Abuse, AIDs, Custody) as a new requirement for this project. The department will need funding to perform this task. Prepared a decision document and met with the internal stakeholders to discuss options. The decision was to put the project On Hold for a year. Meeting scheduled with the vendor on 10/12/18 to relay our concerns and decisions. Will not be reporting on this project until it is picked up again for execution.

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3 HHS

2018 VMC Alarms For Telemetry Solution Through use of Vocera or other technology (Pagers or Apple Touch) would have

ability to send alarm signal and telemetry readout to nurses caring for patients requiring telemetry monitoring.

Current project status is on hold the Executive Sponsor is no longer with SCVMC. To get back on track will contact the project requestor to determine if the solution is still needed.

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4 HHS

2018 VMC Cardiology Events Monitor Upgrade - Lifewatch The Cardiology Dept staff uses Event Monitors as part of the Electrocardiogram

services for patients. The current Events monitoring system is end of life. King of Hearts Event monitors are repaired only by one vendor located in Oakpark Illinois. Limited parts available currently for current repair and will expire before end of 2015. Therefore, need for software and hardware solution for 20 event monitors and software capability to interface with current ECG system called CardioServer (vendor - Epiphany). System requirements include software solution for wireless and transmission of information functionality. System should also have software capability to be reviewed by EKG Cardiology Technician and then data will be transmitted to CardioServer system.

Project sponsor Dr. Aggarwal requested to place this project on HOLD. Reason: No Physician or clinical resource available to work on this project during 2018. Placed the project on HOLD in plan view. Will start the project in Jan 2019 with a possible GO-LIVE of May 2019.

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5 HHS

2016 VMC Enterprise Provider Scheduling System Solution Seeking an RFP to evaluate and implement a SCVMC Enterprise Staff Scheduling

System that can meet the functional needs of the Physicians, Nurses and Pharmacists.SCVMC does not have a standardized scheduling system to assist management with allocation of staff time to meet the needs of clinical operations. Nursing currently uses two systems, one for scheduling and staffing, one for patient acuity. Title 22 requires that acuity drives staffing. Current systems are not integrated together nor are they linked to the EMR or the current timekeeping system. The current paper system used for physicians increases the risk of errors and does not allow tracking and verification of physicians’ time. Other clinical staff such as pharmacists also lack a standardized scheduling system.

Meeting with Steering committee to relay current state workflows is set for 10/10.

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6 PSJ

2019 Cellebrite Data Extraction Tool Discovery phase exploration of the technology and identification of suitable vendor

for data extraction from cell phones and other electronic devices. Additional funding from the IT Capital Reserve or other sources may be needed after a project scope and estimate is developed.

PDO/ADO would like a tool to review content and un-encrypt cell phones. They have identified Cellebrite as a platform and tool. The PDO/ADO has submitted a request to the Board of Supervisors, this project is currently on hold until the privacy policy is reviewed prior to purchase.

$60,000 $57,469 $2,531

7 PSJ

2016 JMS Custody Procurement, implementation and support of a new Jail Management System for

the Sheriff's Office.As of September 24, the project is on hold pending the completion of the Management Control Agreement.

All resources have been re-assigned to other work.All wrap-up work completed on the project.

Once the project resumes, a new timeline will be developed with a supporting change order.

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8 PSJ

2018 SVRIA-DX The SVRIA-DX project is being authorized to implement an integrated system that:

1. Creates the ability and capacity for each participating PSAP CAD system to export, import and display event and resource data created for or received from one or more PSAP CAD systems.2. Supports law enforcement, fire and medical core business objectives.3. Enhances and facilitates interoperable cross-agency sharing of information.4. Streamlines dispatch operations and improves operational efficiencies which result in reduced service response times.5. Supports local and regional automated resource sharing such as auto and mutual aid. 6. Provides the ability to share event data and resource commitments at a local, regional or state level with other first responders for improved situational awareness and decision making. 7. Provides a flexible data exchange solution that will provide a basis for future expansion and incorporation of additional data exchange projects.

The Project is awaiting the Master Control Agreement to move forward with implementation for the various PSAPs. In the meanwhile, the ISE Development team is supporting the CAD system upgrade to Hexagon of the City of Santa Clara

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9 SHR

2016 HHS-ISD IT Disaster Recovery SCC needs to have an alternate disaster recovery site to ensure that critical

systems are available to the public and County staff in the event of a major disaster. Critical applications like Epic, OpenLink and others need to be available 24x7 to the County staff. The scope of this project includes the building of a DR site in Boulder, CO to host the infrastructure to support these applications.

Reviewed the proposed high-level solution with IBM. IBM has sent us a draft addendum. The addendum is being reviewed by the IBM legal team. Many clarification questions followed and after many back and forth, we were assured by IBM that we will have the final addendum and the PCR by the end of this week.

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10 SHR

2017 Implement OES VMS Add Volunteer Management capability to OES to streamline recruitment, activation

and management of OES volunteers.The project was originally approved in 2016 by a previous management team. The project team gave an Executive Presentation to current OES management in March. OES management is unwilling to sponsor the OES Volunteer Management System. The project was placed on hold on April 17 until a Business Sponsor is identified.

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐

Phase 2

Part of Implement

Volunteer

Management ‐ Phase

2

11 SHR

2018 Redesign Business Processes for Employee Lifecycle This request is to create an overall strategic Road Map involving ESA, Finance

Agency, and ISD to capture gaps and risks and prioritize organizational business objectives as well as functional and technical requirements needed to support an efficient employee life cycle. This unified and strategic Road Map for the employee life cycle will enable the County to plan and implement integrated and cohesive technology and process improvements over the next several years. The approach is process focused, including a prioritization of resources at ESA, Finance Agency and ISD, to improve employees experiences and increase efficiencies in hiring, onboarding, payroll administration, benefits adminsitration, as well as separation and retirement. Deliverables will include an overview of the “As-Is” landscape, gap analysis - highlighting today’s pain points/issues and a recommendation of the “To-Be” solution, including software recommendation, implementation cost, timelines etc., and a Road Map of prioritization. Consultant fees will include the creation of this business case and will also provide help in the RFP, vendor selection and possibly in the implementation itself. \n\na. $650 K for Consultant (FY 18)\nb. $350K for consulting fees to come up with requirements to support business development for RFP and vendor selection (FY19)\nc. $10 M to implement Finance, ESA joint venture for long term system overhaul (FY20)

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On Hold Projects

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No. Vertical Project Name Project DescriptionApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)

1 FEP TCAS Enhancement Develop additional TCAS system functionality necessary to support the business

requirements of the Tax Collector and Controller's Office. This will be for the 3rd

year of funding that was approved in FY2015.

$0 $0 $0

2 HHS HHS Elearning System

Replacement

System replacement of vendor hosted elearning system that is supported by 1

FTE system administrator. System implementation duration (after signed

contract) is estimated at 3 to 6 months based on number of system features

purchased.

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3 HHS VMC Cardiology Events Monitor

Upgrade ‐ Zio Patch

The Cardiology Dept staff uses Event Monitors as part of the Electrocardiogram

services for patients. The current Events monitoring system is end of life. King

of Hearts Event monitors are repaired only by one vendor located in Oakpark

Illinois. Limited parts available currently for current repair and will expire before

end of 2015. Therefore, need for software and hardware solution for 20 event

monitors and software capability to interface with current ECG system called

CardioServer (vendor ‐ Epiphany). System requirements include software

solution for wireless and transmission of information functionality. System

should also have software capability to be reviewed by EKG Cardiology

Technician and then data will be transmitted to CardioServer system.

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4 HHS VMC GI & Pulmonary

Documentation System Solution

Current EndoWorks System Replacement project request.This is a program that

will allow departments (pediatrics GI and pulmonary & adult GI and pulmonary)

to document procedures as required and interface with Healthlink.

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5 HHS VMC Laboratory Validation

Software Solution

This product automates the validation of the Beaker build required when

changes are made especially when there are major upgrades. This product

eliminates user error with running test scripts, enable more extensive testing,

provides the necessary testing documentation automatically, enables testing to

be completed quickly, and overall provides the testing needed to truly validate a

laboratory system.

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6 HHS VMC Optum Claims Manager HW &

SW Upgrade

Optum Claims Manager version 4.8 will sunset end of calendar year. Request to

upgrade HW & SW to latest version 5.4. This upgrade will improve coding for

Inpatient and Outpatient coders with a more sophisticated application version.

Currently, only scrubbing Professional claims and no Facility Claims.

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7 HHS VMC Xper Flex Cardio System

implementation

The WITT Series IV system (WITT System) is a critical application and hardware

system used for the Catheterization Lab with the Cardiology dept. The WITT

system manages the Cath Lab services which include Hemodynamic applications

and the Cath Lab inventory. The Cardiology department has used the same

system since July 2003.\nThe Cardiology department would like to upgrade the

WIIT system to the Phillips (vendor's) current model named Xper Flex Cardio

(product #100751). This upgrade would consist of the Hemodynamic and Cath

Lab inventory software and hardware; and physical servers being upgraded with

a new OS system.

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8 PSJ BI ‐ AB109 The County must develop an efficient and effective method for sharing and

reporting on data related to Public Safety and Justice. Failure to collect, share

and analyze the required data will limit the ability of the County to provide

programs and services for Public Safety and Justice individuals, measure program

successes and outcomes, track Public Safety and Justice information and

individuals across County agencies, and potentially impact the County’s ability to

get future funding for Public Safety and Justice efforts.

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9 PSJ PSJ County Document Subproject ‐

eDisc Tablets

eDiscovery Tablets provide the accused in custody to review evidence and assist

in their own defense.

Part of PSJ County

Document &

Evidence Exchange

Part of PSJ County

Document &

Evidence Exchange

Part of PSJ County

Document & Evidence

Exchange

SHR Annual Refresh Infrastructure

Servers and Storage

There are requests for $1M in infrastructure refresh, including replacing the

primary storage arrays for backup infrastructure, purchasing additional servers

for the x86 virtual environment to accommodate additional requests from

Security, PDO, FAF, Controllers and others. Also, we plan to replace the County

Comm Storage Area Network (SAN) infrastructure. With the purchase of new

servers we will need new TSM (backup) licenses. The FY18 scope is represented

by the following four projects, three of which have been completed:

(a) Replace Backup Infrastructure

(b) Upgrade Purchase x86 VM

(c) Replace County Comm SAN

(d) TSM Storage Upgrade (Active)

$512,802 $0 $512,802

10 SHR (a) Replace Backup Infrastructure ISD is currently backing up 1500TB of intellectual data. There is a business need

to consolidate the backup needs of SSA, HHS and ISD‐supported departments.

The scope of this project includes replacing the SSA, HHS and ISD backup

infrastructure to aid the consolidation effort.

Part of Annual

Refresh

Infrastructure Servers

and Storage

Part of Annual

Refresh


and Storage

Part of Annual Refresh


and Storage

11 SHR (b) Upgrade Purchase x86 VM The x86 virtual environment hosts need to be replaced due to aging, expiring

hardware warranties, eliminating old hardware, improve server utilization and

make legacy applications easier to support.

Part of Annual

Refresh


and Storage

Part of Annual

Refresh


and Storage



and Storage

12 SHR (c) Replace County Comm SAN County Communications' Storage Area Network (SAN) needs to be replaced due

to aging infrastructure, expiring warranties and inability to fulfill current

business requirements. SAN replacement will enable ability to support data

growth, increased infrastructure demands and fulfill County Comm's storage

capacity needs.

Part of Annual

Refresh


and Storage

Part of Annual

Refresh


and Storage



and Storage

13 SHR DataWatch Upgrade DataWatch needs to be upgraded as the current version is no longer supported

by the vendor. This project includes the upgrade from DataWatch server version

12.1 to Monarch server version 14.1.

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Completed Projects

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No. Vertical Project Name Project DescriptionApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)

Completed Projects

14 SHR HHS‐BW (Data Warehouse App) Enterprise application support is building data warehouse app for HHS to

capture all the historical data prior move to SAP

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15 SHR Implement Animal Shelter VMS Add Volunteer Management capability to AEM to streamline recruitment and

management of Animal Shelter volunteers.

$224,130 $13,494 $210,636

16 SHR Replace EoL Existing Employee &

Guest Wi‐Fi Network

Investment in Wi‐Fi network controllers and the Wi‐Fi access point inventory to

expand access in County employee and guest networks.

$38,000 ($0) $38,000

17 SHR Replace/Upgrade SCCLearn (SABA) Replacement of existing Learning Management System $361,229 $0 $361,229

18 SHR Replace Warrant Printing Software SCC is printing checks for warrant, payroll and SSA. The current system call

PayBase, and we need to replace the software because it's no longer supported.

The new Software call C‐Series from the same vendor call Bottom‐line.

$0 $0 $0

19 SSA IDM Barcode Implementation This is Phase 2 of the Datacap project to develop and implement the barcode $22,860 $22,860 $0

20 SSA Master Data Management

Implementation

The Master data management (MDM) program will provide SSA a trusted view

of our critical data across our client, and will allow to identify data relationships

between clients.

$1,280,000 $1,280,000 $0

21 SSA APS Cares Application Replacement Development and implementation of new application to replace existing system

for tracking and management of reported abuse and neglect cases of adults.

$716,934 $716,934 $0

22 SSA Implementation of New EBT

Vendor

This project is to convert to a new Electronic Benefits Transfer (EBT) service

vendor (Fidelity Information Services) and replace all existing EBT machines and

equipment's at eight District Office service sites, by end of January 2018.

$38,162 $38,162 $0

23 SSA AlertUS Notification ‐ Phase 1

Agency Employees

This project is to implement an emergency notification and alert system for

Social Services Agency. Phase 1 of the project involves review of current safety

practices, developing alerts, scripts and messaging, and installation of the

AlertUS software on all agency computers and mobile devices.

$18,294 $14,590 $3,704

24 SSA DFCS Tech Refresh DFCS current deployment of laptops and desktops are running on Windows 7 OS.

On March 2018 CWSCMS will ONLY be supported on Windows 10 Enterprise

LTSB v1607 / Office 2016. Standard application will fail on Windows 7 / Office

2007. In order to support new software requirements a hardware refresh is

needed.

The goal of this project is to deploy new PCs and Laptops for DFCS with the new

tested image running on Windows 10 Enterprise LTSB 64 bits with office 2016 32

bits package

$1,300,000 $1,300,000 $0

25 SSA AO KRONOS: ESS to AO Convert the remaining programs in AO Dept to KRONOS ESS $5,003 $5,003 $0

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No. Vertical FY Project Name Project Description Project SummaryApproved Budget

(As of Sept. 2018)

Expense +

Encumbrance

(As of Sept. 2018)

Available Budget

(As of Sept. 2018)

1 HHS

2016 VMC Reference Lab Order & Result

Interface Solution

Selection and purchase of a third party software package that

interfaces with EPIC Beaker. The product is designed to allow the

laboratory to implement interfaces to outside referfence labs, state

and local agencies, and other entities at the discretion of the

Director of Laboratories via this established interface. Once

established, this one interface will allow patient orders and results

to flow to multiple selected reference laboratories such as ARUP,

Invitae, Mayo and many others.

Stakeholder wants to cancel the RFP as the ROI

is very minimal compared to spend. Cancellation

request sent to Procurement. Procurement

acknowledged the cancellation of this project.

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2 SSA

2018 DFCS ‐ Decision Support Data System

(DSDS)

Develop a program to track if there's an improvement in practice for

the Child & Family Practice Module (CFPM). Departments involved

in assessment include Human Resources (HR), Social Services

Agency (SSA), and Department of Family and Children Services

(DFCS).

Project sponsor instructed to close out project

as business had not clearly defined out the

scope or business need before requesting

automation.

$5,133 $5,133 $0

3 SSA

2017 ERConnect Phase II plus

Enhancements

Build Intake referral functionality, auto referral assignments, and

enhancements to increase scheduling flexibility and data for

reports.

Project Canceled: business did not follow

through.

$94,609 $94,609 $0

4 SSA

2017 Wraparound Business Process

Improvements

Document current wraparound approval process through the point

of payment processing. Identify breaks and pain points. Provide

recommendations for a revised business process to sponsors.

Project Canceled: business did not follow

through.

$204,298 $204,298 $0

Canceled Projects

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Criteria for Project Tiers Tier 1 Project Tier 2 Project Tier 3 Project Tier 4 Project

Labor Hours 81 ‐ 200 hours 201 ‐ 1500 hours 1501 ‐ 6000 hours >6000 hours

Duration 5 ‐ 12 weeks 13 ‐ 32 weeks 32 ‐ 52 weeks >52 weeks

Non‐Labor Costs $10,000 ‐ $100,000 $100,001 ‐ $1,000,000 $1,000,001 ‐ $5,000,000 >$5,000,000

Project Complexity Low Medium High Critical

Project Sponsor Manager or higher Manager or higher Director or higher Deputy Director

Project Tiers Legend

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tier 3 & 4 projects

Documents