#6; Integrated Justice System; IJS; Project charter ...

!

AGENDA&REQUEST&&&BACKUP&MATERIALS&DEADLINE:!!Agenda!requests!and!backup!materials!must!be!submitted!in!PDF!format!via!email!to!agenda@traviscountytx.gov!by!12&noon&on&Tuesday!in!order!to!be!considered!for!inclusion!in!the!following!week’s!voting!session.!!

Revised'15*02*06'!

&!Meeting&Date:!July!28,!2015!&Agenda&Language:!&Review!and!sign!project!charter!for!the!Integrated!Justice!System!procurement!process!that!outlines!scope!of!the!first!phase!and!defines!the!project!Governance!process!and!receive!update!on!positions!added!for!various!Integrated!Justice!System!(IJS)!Projects.!&Prepared&By/Phone&Number:!David!Lampl,!512P854P6083!Elected/Appointed&Official&or&Department&Head:!Tanya!Acevedo,!CIOW!Jessica!Rio!County!Executive!of!Planning!and!Budget!and!Roger!Jefferies!County!Executive!of!Justice!Planning!Commissioners&Court&Sponsor(s):!Judge!Eckhardt&!Background/Summary&of&Request&and&Attachments:!&The!charter!scope!is!to!create!a!longPterm!strategic!plan!that!includes!replacement!of!the!legacy!FACTS!system,!interrelated!interfaces,!subsequent!applications!and!integrated!databases.!!This!is!a!phased!project!starting!with!a!Request!for!Purchase!process!to!determine!suitable!system(s)!for!Clerk!and!Court!case!management.!The!executive!and!deputy!stakeholder!committees!coordinated!on!the!charter!and!all!requested!members!of!the!executive!committee!have!signed!prior!to!coordination!with!commissioner’s!court.!!!During!the!FY!2014!budget!process,!PBO!recommended!a!review!of!all!positions!added!for!IJS!projects!take!place!during!the!FY!2016!budget!process.!The!review!was!to!determine!whether!all!positions!were!continuing!to!function!in!their!intended!manner.!!Attachments:!TC!Project!Charter!IJS!RFP!150720.pdf!ITS!IJS!FTE!memo!7P28P15!Final.pdf!!Staff&Recommendations:&Approve!and!sign!the!charter!!Issues&and&Opportunities:!Opportunities:!This!governance!structure!and!charter!are!intended!to!allow!all!participating!departments!to!have!a!direct!voice!in!the!specifications!and!selection!process!for!the!future!case!management!systems!at!Travis!County.!!! !

!&

Travis&County&Commissioners&Court&Voting&Session&Agenda&Request&!

Item 6FILED FOR RECORD

7/28/2015 9:00 AMDana Debeauvoir - County Clerk, Travis County,TX

!

AGENDA&REQUEST&&&BACKUP&MATERIALS&DEADLINE:!!Agenda!requests!and!backup!materials!must!be!submitted!in!PDF!format!via!email!to!agenda@traviscountytx.gov!by!12&noon&on&Tuesday!in!order!to!be!considered!for!inclusion!in!the!following!week’s!voting!session.!!

Revised'15*02*06'!

!Fiscal&Impact&and&Source&of&Funding:!PBO!recommends!$1,200,000!in!the!IJS!reserve!to!bring!in!vendors!for!extended!demonstrations!of!their!products!and!formalized!FIT/GAP!against!the!requirements.!!This!will!provide!a!much!more!detailed!assessment!of!the!systems!available,!their!ability!to!meet!customer!expectations,!and!the!total!cost!of!the!system(s)!if!selected,!implemented,!and!interface!with!other!IJS!applications.!&Required&Authorizations:!County!Judge!Sarah!Eckhardt!Chief!Information!Officer!Tanya!Acevedo!County!Executive!Manager!for!Justice!Planning!Roger!Jefferies!!County!Executive!Manager!for!Planning!and!Budget!Office!Jessica!Rio!County!Purchasing!Agent!Cyd!Grimes!!!

Travis County Integrated Justice System

Phase 1

Project Charter and Governance July 20, 2015

TABLE OF CONTENTS

1. Project Definition .............................................................................................................. 4

1.1 Project Mission Statement ............................................................................................................................ 4

1.2 Project Scope ............................................................................................................................................... 4

2 Project Hierarchy, Organization and Governance .......................................................... 5

2.1 Travis County Integrated Justice System Project Organization: ................................................................. 5

3 Travis County Roles and Responsibilities ..................................................................... 6

4 Project Management ......................................................................................................... 8

4.1 Management Approach ................................................................................................................................ 8

4.2 Project Reporting and Control ..................................................................................................................... 8

4.3 Communication Plan / Contact List ............................................................................................................. 8

4.4 Managing Risks ............................................................................................................................................ 9

4.5 Issue Management ........................................................................................................................................ 9

4.6 Escalation Process ....................................................................................................................................... 9

4.7 Conflict Resolution ....................................................................................................................................... 9

4.8 Project Approvals ........................................................................................................................................ 9

4.9 Decision Management .................................................................................................................................. 9

4.10 Performance Management ........................................................................................................................... 9

5 Project Charter Sign Off ..................................................................................................10

6 Appendix A – Subject Matter Expert (SME) List ............................................................11

Document History:

Date Version June 11, 2015 Initial (Draft)

July 16, 2015 Revision 1 (Draft)

July 20, 2015 Comments Incorporated

1. PROJECT DEFINITION

1.1 PROJECT MISSION STATEMENT

Implement the next generation of Travis County Integrated Justice System (IJS).

1.2 PROJECT SCOPE

Create a long-term IJS strategic plan that includes replacement of the legacy FACTS system, related interfaces, subsequent applications and integrated databases. Project will be broken down into three phases.

Phase 1: 1. Establish a vision and strategy for Travis County’s integrated justice system. 2. Establish a justice community governance structure for the system, project and impacted

systems. 3. Develop detailed workflows and functional requirements based on the collective

operational needs of the integrated justice environment. 4. Develop a business case and a procurement action plan in support of a new IJS that

may include a Request for Information (RFI) and then Request for Proposals (RFP) in order to find a suitable vendor(s). Impacted departments are:

o District Clerk o County Clerk o Criminal Court o Civil Court o Probate Court o Juvenile Courts o Adult Probation o Pre-trial services o Adult Probation o Tax Collector o Diversion courts such as drug and prostitution o Travis County Sheriff o District Attorney o County Attorney o County Auditor o County purchasing o Information Technology Services (ITS)

Estimated additional cost for Phase 1, $10,000 - $250,000 depending on whether or not team uses vendor for strategic plan and review of Statement of Work. Phase 2: Development and configuration – approximately $1,000,000 - $3,000,000 Phase 3: Implementation, data conversion, training and go-live, approximately $3,000,000 - $5,000,000 with $1,000,000 time escalation reserve.

2 PROJECT HIERARCHY, ORGANIZATION AND GOVERNANCE

2.1 TRAVIS COUNTY INTEGRATED JUSTICE SYSTEM PROJECT ORGANIZATION:

Executive Stakeholder Committee

Deputy Stakeholder

Committee Management Team

Subject Matter Experts

*see appendix

Technology

Committee

Project Team

3 TRAVIS COUNTY ROLES AND RESPONSIBILITIES All members of the charter groups are current at document signing but the respective officeholder

maintains the right to change any individual representing that officeholder on such groups.

Roles Description Executive Stakeholder Committee County Judge, Sarah Eckhardt Honorable Dana Debeauvoir, County Clerk Honorable Velva Price, District Clerk Judge Brenda Kennedy, Criminal District

Judge Judge Lora Livingston, Civil District Judge Judge Guy Herman, Probate Court Chief Estella Medina, Juvenile Probation County Executive Manager, Roger Jefferies for

Justice Planning Honorable Bruce Elfant, Tax Collector Honorable Greg Hamilton, Travis County

Sheriff Honorable Rosemary Lehmberg, District

Attorney Honorable David Escamilla, County Attorney

Elected and appointed officials who have direct business oversight of the functions impacted by the project and where the product impacts the elected officials operations.

Defines the executive level project vision and leadership to ensure success.

Serves as escalation and approval for major items impacting the project and recommendations needing to go before the Commissioners Court. o Cyd Grimes, purchasing agent will be a part of

this committee during the procurement process and as needed throughout the project to mitigate vendor contract risks.

o John Hille, County Attorney will also be a part of this committee during various phases pertaining to legal questions.

Deputy Stakeholder Committee Ron Morgan, County Clerk Caroline Legette, District Clerk Debra Hale, Criminal Courts Peg Liedtke, Civil Courts Janice Brown, TC ITS Jana Cotton, Probate Lisa Eichelberger, Juvenile County Judge, Chief of Staff, Peter Einhorn Justice Planning Rep Daniel Bradford, County Attorney Bonnie Floyd, Purchasing Michael Gottner, TCSO Beth Blankenship, County Auditor

Ensures executive stakeholders’ vision is realized and that issues escalated are resolved at the lowest level to support success of the milestones and overall project.

Assists with project controls and risk management.

Project Management Team Tanya Acevedo, CIO David Lampl, ITS PMO Manager (Lead) Terri Montgomery, PM Jeana McCants, Business Analyst,

Requirements

Creates the project plan, manages the project tasks in relation to time and budget. Documents and recommends strategy to stakeholders and ensures the executive stakeholder’s vision and project restraints (budget and timeline) are managed appropriately.

Assists in resolution of escalated issues. Provides resources needed to deliver the project

on time and on budget. Provides recommendation to signoff to on key

deliverables and project milestones. Completion of key deliverables and will coordinate invoice payment processing as defined in the contract.

Makes recommendations on issues presented by other key stakeholders and communicates final decisions on project deliverables, issues, requirements, etc.

Quantify and manages risk.

Roles Description

Project Team Kym Ellenberger, ITS Tonya Watson, Criminal Courts Anita Ochoa, Criminal Courts David Ferris, County Clerk Tamill Harris, County Clerk Victor Jauregui, District Clerk Jennifer Mayces, District Clerk Jana Cotton, Probate Court Civil Courts Beth Blankenship, Auditor’s Office Lori Clyde, Purchasing Office **other members as needed form Tax, TCSO,

CES, etc.

The core team that will be available for establishing and documenting the business processes, workflow and requirements documents.

Responsible for contributing and coordinating the information needed for the strategic vision and planning document.

Will establish the requirements for the statement of work for the RFP.

This team should also continue as members of the selection committee although will make recommendations to the executive stakeholders for final vendor selection.

This team comprises some of the additional staff requested during FY13 and FY14 for the Courts project. Suite 901 at 700 Lavaca is provided by ITS as a consolidated work location for team meetings and joint work sessions.

Technical Committee Janice Brown, ITS, Application Rodney Hess, ITS, Data Mark Erwin, Courts Bob Trautman, County Clerk Burnett Treat, District Clerk John Stark, ITS, Infrastructure Other ITS and stakeholder department IT staff

as needed

This team will provide details of technical specifications, requirements, standards and technical expertise.

The team will work with the functional team to understand and provide technical guidance regarding infrastructure and interfaces for proposed design and solution.

Subject Matter Experts (SMEs)

(Appendix A)

Provides subject matter expertise. Definition and documentation of business

processes / scenarios. Participation in enhancement analysis and designs. Configuration codes definitions. Document identification and conversion. Application User Roles and Rights as it pertain to

specific job functions. Pilot testing (application/business process

validation) Assists with test plan and performs user testing.

Conversion data validation

4 PROJECT MANAGEMENT

4.1 MANAGEMENT APPROACH

Management objectives are focused on tightly monitoring, controlling, and balancing the project’s three key constraints: Scope, Budget, and Schedule. These will be managed according to the project governance and hierarchy and to be effective in achieving these primary management objectives, we must establish:

4.2 PROJECT REPORTING AND CONTROL

The Project Manager (PM) will work with the project team to control the project and provide status reporting. The following meetings, reports and items will be prepared on a periodic basis:

Executive Stakeholder Committee will meet once a month for Phase 1, every second Wednesday at 10:00 am. Executive stakeholders cannot send a proxy. Meeting will have conference-bridge established.

Deputy stakeholder and team meetings will be held on a regular basis.

Project Status of Summary Tasks – with start and finish dates. Estimated project work breakdown structure (WBS), assignments and schedule with milestones will be completed, updated and uploaded regularly.

Project Issues/Action Items/Risks – with risk quantification, status, responsibility, mitigation strategy and insertion into WBS along with affected schedule and/or budget implications.

Rededicate the FTEs received in FY13 and FY14 to the Courts RFP project with work location at 700 Lavaca, 9th floor:

o David Lampl, ITS o Kym Ellenberger, ITS o Tonya Watson, Criminal Courts o Anita Ochoa, Criminal Courts o TBD, Civil Court Planner – position in IJS o David Ferris, County Clerk o Tamill Harris, County Clerk o Victor Jauregui, District Clerk o Jennifer Mayces, District Clerk o Jana Cotton, Probate Court

o Other department SMEs as needed Regularly scheduled meetings will be used to review the project status and open issues in the status report. This will provide an opportunity for stakeholders to assist in removing roadblocks to the progress of the project as required.

4.3 COMMUNICATION PLAN / CONTACT LIST

A list of project members is created and jointly maintained by the PM. Communication regarding project reporting, managing risks, issue management, escalation, project approvals, and decision making are covered individually within this project management section.

A SharePoint site is created to for all project participants. http://sharepoint/its/ijs/_layouts/15/start.aspx#/SitePages/Courts%20RFP%20Project.aspx

4.4 MANAGING RISKS

Identified risks will be documented and managed by the PM as part of regularly scheduled PM project status reports/meetings. Risks will be reported to the Deputy Stakeholder Committee and escalated as determined by the risk management plan. Commissioner’s Court is responsible for scope, budget, and final contract approval.

4.5 ISSUE MANAGEMENT

Issues identified during the project will be directed to the Travis County Project Manager for resolution up through the various committees and project governance. During project implementation, all issues will be tracked by the PM for resolution.

4.6 ESCALATION PROCESS

Issues or questions raised by project members should be referred to the project manager for appropriate resolution. Issues that cannot be resolved by the project manager will be escalated to the deputy stakeholder committee; they will submit to the executive stakeholder committee and as appropriate for further review and resolution as needed.

4.7 CONFLICT RESOLUTION

Issues that cannot be resolved through the escalation process due to differing opinions for resolution by

the participating departments will be resolved by a vote within the deputy stakeholder committee. If the

dispute is of sufficient risk and severity, the deputy stakeholder committee will escalate the decision to

the executive stakeholder committee.

4.8 PROJECT APPROVALS

Sign-off at key milestones points in the project will be requested and monitored. Project management team will request recommendation from project team for processing and then submit approval or denial for processing to the deputy stakeholder committee; these will then be coordinated with the team. Progress in the affected area will cease until these sign-offs or approvals are obtained.

4.9 DECISION MANAGEMENT

The following outlines decision making at the appropriate levels within the project. Project team is doing the day-to-day project tasks. The project manager is responsible for answering and resolving questions and issues raised by

the project team members and stakeholders. The PM will coordinating initial scope, budget, and contract approval with the various governance committees and team members.

Purchasing Agent – oversees procurement process. County Attorney – oversees legal questions, recommendations and legal guidance. Deputy Stakeholders are responsible for recommendations to the Executive Stakeholders. Executive Stakeholders – responsible for final recommendations to court on functionality, scope,

timeline, preferred solution through RFP process. Commissioner’s Court is responsible for final scope, budget, and contract approval. County Auditor is available to review and audit project as needed.

4.10 PERFORMANCE MANAGEMENT

Next draft

5 PROJECT CHARTER SIGN OFF

Approvers By his or her signature below, each Approver acknowledges that the Approver has read this

document, that the Approver agrees to the overall scope and approach for the implementation of the

Travis County Integrated Justice System project, and that the Approver commits to working with all

stakeholders to see the Travis County Integrated Justice System project through to a successful

completion.

Department Name and Title Date Signature

County Judge Sarah Eckhardt

Commissioner Precinct One

Ron Davis

Commissioner Precinct Two

Brigid Shea

Commissioner Precinct Three

Gerald Daugherty

Commissioner Precinct Four

Margaret Gomez

Criminal Courts Judge Brenda Kennedy

Civil Courts Judge Lora Livingston

Probate Court Judge Guy Herman

Juvenile Court Chief Estela Medina

County Clerk Honorable Dana Debeauvoir

District Clerk Honorable Velva Price

Travis County Sheriff

Honorable Greg Hamilton

County Attorney Honorable David Escamilla

District Attorney Honorable Rosemary Lehmberg

County Executive Manager for Justice Planning

Roger Jefferies

Travis County CIO Tanya Acevedo

6 APPENDIX A – SUBJECT MATTER EXPERT (SME) LIST Department Name

Auditor’s Office Kathryn Madden

Auditor’s Office Enrique Barroso

Auditor’s Office Beth Blankenship

County Attorney Rod Brown

County Clerk Amy Manor

County Clerk Cindy Bohanan

County Clerk Ronald Morgan

County Clerk Bob Trautman

County Clerk Carolyn Williams

County Clerk David Ferris

County Clerk Julie Montoya

County Clerk Michelle Bryant

County Clerk Tamill Harris

County Clerk Trang Nguyen

Courts Mark Erwin

Criminal Courts Tonya Watson

Criminal Courts Anita Ochoa

Criminal Courts Kamala White

Criminal Courts Lisa McCormick

Criminal Courts Marivel Garza

Criminal Courts Rick Booth

Criminal Courts Vicki Padilla

District Clerk Robert Chappell

District Clerk Michelle Brinkman

District Clerk Victor Jauregui

District Clerk Burnett Treat

District Clerk Janice Porter

District Clerk Jessica Sanchez

District Clerk Melanie Petersen

District Clerk Ted Nicholson

District Clerk Terry Garza

ITS David Lee

ITS Kym Ellenberger

ITS Joe Young

ITS Tonya Mills

Pretrial Services Irma Guerrero

Probate Court Jana Cotton

Purchasing Office Lori Clyde

Tax Office Beverly Peavey

TCSO Heather Farrell

Defense Bar

PLANNING AND BUDGET OFFICE TRAVIS COUNTY, TEXAS

700 Lavaca, Ste 1560 P.O. Box 1748

Austin, Texas 78767

July 16, 2015

To: Commissioners Court From: Katie Petersen Gipson, Sr. Planning & Budget Analyst Re: Update on positions added for various Integrated Justice System (IJS) Projects During the FY 2014 budget process, PBO recommended a review of all positions added for IJS projects take place during the FY 2016 budget process. The review was to determine whether all positions were continuing to function in their intended manner. The IJS projects include the TechShare Prosecutor Adult Case Management project (ACMS), the RFP/fit gap for the Courts ACMS, JP and Constable Tyler Odyssey case management system, Juvenile case management system (JCMS) and the OnBase document management system (DMS). To date, 19 positions have been approved by Commissioners Court:

Office/ Department

Position FTE Date Approved

Status

ITS Business Analyst 2.0 10/1/2012 Assigned to IJS Replacement Project

District Clerk Business Analyst 2.0 10/1/2012 Assigned to IJS Replacement Project

County Clerk Business Analyst 2.0 1 position 10/1/2012 1 position 2/24/2013

Assigned to IJS Replacement Project

Criminal Courts Business Analyst 3.0 1 position 10/1/2012, 2 positions 2/24/2013

Assigned to IJS Replacement Project

Probate Court Business Analyst 1.0 10/1/2014 Assigned to IJS Replacement Project

County Attorney

Application Dev. Mgr.

1.0 10/1/2014 Assigned to IJS Replacement Project

ITS Project Manager 1.0 10/1/2012 Backfill for IJS Replacement Project Manager

ITS Application Developer

2.0 1 position 2/24/2013 1 position 10/1/2014

Assigned to work on system interfaces for Project

District Clerk Court Clerk 1.0 2/24/13 Backfill for other staff on IJS Project

Office/ Department

Position FTE Date Approved

Status

District Attorney

Business Analyst*

1.0 10/1/2014 Backfill for other staff on IJS Project

Juvenile Probation

Business Analyst 1.0 10/1/2014 Position is vacant, assigned to work on Juvenile Case Management system

Civil Courts Senior Planner 2.0 5/5/2015 Assigned to IJS Replacement Project

TOTAL 19.0

*Position was not added solely for the IJS replacement project. The FY 2013 Adopted Budget states that the FTE

was added to assist with implementation as well as support other IT needs in the office. While there has been staff turnover, a majority of these positions have been filled since their initial approval and worked on the project as anticipated. These FTE are directly working on the IJS projects, or are backfilling longer term employees working on IJS projects. These FTE have either been working directly with ITS at their 9th floor 700 Lavaca location, or working on individual, but IJS related, projects for their respective departments. There are two positions that require further discussion. These positions have never been filled since they were created-- an Application Developer Analyst II in ITS and a Business Analyst I in Juvenile Probation. The Application Developer Analyst II was added to the ITS budget in FY 2014 to assist with implementation and support the TechShare Prosecutor module. There was an expectation that the project would go live before the end of 2015. Through a series of delays (to be detailed by ITS in an update to Commissioners Court August 4, 2015), the project is just now beginning to move forward with implementation. PBO does not recommend eliminating this position as ITS still requires support for the project. It should be noted that ITS may wish to reclassify this position to a different title depending on the level of support necessary to adequately maintain the case management system. The Business Analyst I in Juvenile probation was also added in FY 2014 with the expectation that the Juvenile Case management system would move forward that year. This project has also experienced delays. The Juvenile Probation department is now joining the Court RFP process in order to have the same case management system as the other District Courts. However, there is still a need to update the department’s probation case management system called CaseWorker Plus. This project is still in the development process. Juvenile Probation also explains they are having difficulty finding the right candidate. The department explains below:

The Department was given approval to hire this position effective January 2014. The position has been posted, extended, or reposted constantly. There have been postings where no suitable candidates were identified for an interview, and a total of 4 rounds of interviews conducted. Potential candidates have been identified twice.

In addition to posting this position on the County’s job page, it has been advertised on Government Jobs, US Jobs, and Work in Texas. More recently the department requested that the Texas Juvenile Justice Department add the position to their careers web page. Juvenile Probation has had discussions with ITS executive management regarding the difficulties of identifying qualified candidates and most recently inquired from the ITS pool of Business Analysts if they had anyone that they could refer to our department for the same position. Based on discussions with ITS, they are experiencing similar difficulties with identifying candidates for these positions. The difficulties with filling the business analyst position has also been a part of the discussions with HRMD market study. The Department continues to have an interest in filling this position as it is important to the development of our case management and other related technology projects. We continue to work with ITS and Travis County Human Resources to further analyze the job description for this position.

PBO does not recommend removing this position as Juvenile Probation still has a need for support relating to the replacement of their case management system. The FY 2016 Preliminary Budget does not include any additional FTE for any of these projects. PBO expects that the current positions will be adequate in the near term while these projects move forward with development and implementation. CC: The Honorable Lora J. Livingston, Local Administrative Judge, Civil Courts The Honorable Amy Clark Meachum, Presiding Judge, 201st Civil District Court The Honorable Brenda Kennedy, Presiding Judge, 403rd Criminal District Court The Honorable Guy Herman, Presiding Judge, Probate Court The Honorable Rhonda Hurley, Presiding Judge, 98th Civil District Court Estela P. Medina, Chief Juvenile Probation Officer Dana DeBeauvoir, County Clerk David Escamilla, County Attorney Velva Price, District Clerk Rosemary Lehmberg, District Attorney Tanya Acevedo, Chief Information Officer Roger Jefferies, County Executive for Justice and Public Safety Jessica Rio, County Executive for Planning & Budget David Lampl, ITS Diana Ramirez, PBO Travis Gatlin, PBO