Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon, Executive Director & CIO
Managing Department: Universal Services
Managing Department Head/Elected Official: Sindhu Menon, Executive Director & CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Electronic Document Management
Project ID (if applicable): NI037
Vendor Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Incremental Authorization Requested: $1,800,000
Total Estimated Project Cost: $4,600,000 (FY2026-27)
Request Summary:
title
Request for approval of a Final Investment Memo for the Electronic Document Management project, for an Incremental authorization of $1,800,000 for a total authorization of $2,300,000 and commercial paper funding in the amount of $1,800,000.
end
Project Description:
The scope of work for projects in FY26 are:
• OpenText Upgrade & Migration to the Cloud
Complete modernization of the legacy OpenText ECMS into a cloud-native architecture, including secure cloud authentication (Single Sign-On and Multifactor Authentication), robust disaster recovery, and data encryption in transit and at rest.
• Public Health Digitization, Migration, Integration & Automation Projects
Digitizing key Public Health records, migrating them into OpenText, integrating with related systems (e.g., epidemiology databases), and automating intake workflows.
• OpenText Single Sign-On Security Enhancement
Quick security patch and configuration update to strengthen the existing SSO implementation in OpenText across the Enterprise.
• Intelligent Capture Upgrade
Mandatory upgrade from OpenText Capture Center to Intelligent Capture due to end-of-support for the legacy platform. This includes full migration of all templates, workflows, and scan profiles, to support county wide digitization projects.
• Intelligent Capture Health Check
Assessment of current Intelligent Capture infrastructure, performance metrics, template effectiveness, and compliance alignment.
• EAD Election Redaction Scanning
Scanning, automated metadata capture, and redaction of Election Ballots through Intelligent Capture or OpenText workflow.
• Commissioner Precinct 2 Digitization, Migration, Integration & Automation Projects
Commissioner Precinct 2 has expressed interest to digitize and migrate documents from the into OpenText, which will serve as their primary document management system. This effort also includes integration with internal systems and automation of key document workflows.
• Constable Precincts Digitization, Migration, Integration & Automation Projects
Enterprise solution to digitize warrants and continue to expand on the use of the application by migrating records from multiple Constable Precincts into OpenText, with integration into relevant systems and automation of document processing workflows.
• Enterprise Solution for Harris County HRRM - DocuSign Integration
Integrate DocuSign with OpenText to support Harris County HRRM (Human Resources & Risk Management) by enabling secure, seamless management of signed personnel documents within the County’s document management system.
• Housing Community and Development Digitization, Migration, Integration & Automation Projects (HCD)
Housing and Community Development has expressed interest in expanding upon their current application footprint to digitize and migrate documents into OpenText, which will serve as their primary document management system. This effort may also include integration with internal systems and automation of key document workflows.
• Flood Control Digitization, Migration, Automation and Integration Projects
Flood Control has expressed interest to digitize and migrate documents from the into OpenText, which will serve as their primary document management system. This effort also includes integration with internal systems and automation of key document workflows.
• Engineering Digitization, Migration, Automation & Integration Projects
Engineering has expressed interest to digitize and migrate documents from the into OpenText, which will serve as their primary document management system. This effort also includes integration with internal systems and automation of key document workflows.
• Institute of Forensic Science Digitization, Migration, Integration & Automation Projects
IFS has expressed interest to digitize and migrate documents from the into OpenText, which will serve as their primary document management system. This effort also includes integration with internal systems and automation of key document workflows.
• County Wide Migrations
Enterprise-level support to migrate legacy documents and content from various departmental systems, shared drives, and physical formats into OpenText, the County’s centralized Document Management System (DMS).
• County Wide Digitization Projects
Centralized effort to support departments in digitizing high-volume paper records, enabling their integration into OpenText and alignment with the County’s enterprise wide DMS strategy.
• Procure-to-Pay Enhancements / Support
Ongoing support, enhancements and changes to the Procure-to-Pay (P2P) process that involve OpenText document workflows, metadata updates, automation improvements, and ERP system integrations.
• Vendor Project Support
Support to address troubleshooting, investigation, analysis and other services needed across departments; to help sustain OpenText functionality post deployment.
• CAO - LawBase OpenText Integration
The County Attorney’s Office (CAO) has requested Universal Services (HCUS) and Implementation Partner, IQBG, to work with the LawBase System Integrator (Unbiased Consulting) to extend the existing LawBase - OpenText integration to all CAO practice groups and to build a more intuitive user interface by extending the existing LawBase - OTCS integration to all practice groups and developing a custom screen over OpenText Content Server (OTCS). Use of CIP resources.
• FMO Investigation Digitization
Digitize physical records held by the Fire Marshall Office - Investigation Division. This involves scanning all identified content, optimizing it with metadata, and uploading it to OpenText for archival purposes. The process aligns with the Harris County Records Retention Policy.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
3 Product Specialist Contractors (product experts to support work on department-specific projects) * |
$600,000 |
09/30/2026 |
|
3 FTE’s - 1 Developer, 2 Analysts |
$438,400 |
09/30/2026 |
|
OpenText Upgrade and Migration to the Cloud - SSO, MFA, DR, Encryption |
$201,250 |
09/30/2026 |
|
Public Health Digitization, Migration, and Integration, Automation Projects |
$52,500 |
09/30/2026 |
|
OpenText Single Sign on Security Enhancement |
$4,200 |
12/31/2025 |
|
Intelligent Capture Upgrade |
$21,000 |
12/31/2025 |
|
Intelligent Capture Health Check |
$21,000 |
12/31/2025 |
|
EAD Election Redaction Scanning |
$21,000 |
03/31/2026 |
|
CM2 Digitization, Migration, Integration & Automation |
$52,500 |
09/30/2026 |
|
Constable Precincts Digitization, Migration, Integration & Automation Projects |
$52,500 |
09/30/2026 |
|
Enterprise Solution for Harris County HRRM - DocuSign Integration |
$14,000 |
03/31/2026 |
|
Housing Community Digitization, Migration, Integration & Automation Projects |
$35,000 |
09/30/2026 |
|
Flood Control Digitization, Migration, Automation and Integration |
$35,000 |
09/30/2026 |
|
Engineering Digitization, Migration, Automation, and Integration Projects |
$35,000 |
09/30/2026 |
|
Institute of Forensic Sciences Digitization, Migration, Integration & Automation |
$35,000 |
09/30/2026 |
|
County Wide Migrations and Digitization |
$175,000 |
09/30/2026 |
|
Procure to Pay Enhancements / Support |
$108,000 |
09/30/2026 |
|
General Project Support |
$87,500 |
09/30/2026 |
|
Contingency |
$311,150 |
09/30/2026 |
|
FY26 Total Authorization |
$2,300,000 |
|
|
Unencumbered existing project balance to carry into FY26 |
($500,000) |
|
|
Total |
$1,800,000 |
- |
Justification & Alternatives:
Anticipated Impact on Other Funds (If Applicable):
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
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- |
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Total |
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$- |
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- |
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
6/24/2014 |
CIP Project Submission |
Initial TCO for 5-year forecasted costs of Electronic Document Management program |
|
3/31/2015 |
I.4.b |
Request for $2.8M of $27.4M for project costs expected to be incurred for initial implementation. |
|
1/25/2022 |
22-0495 |
Request for approval of commercial paper funding for $665,000 |
|
5/10/2022 |
22-2872 |
Request for approval of additional authorization of $625,000 and commercial paper funding for $300,000 |
|
6/14/2022 |
22-3516 |
Request for approval of commercial paper funding for $325,000 |
|
8/23/2022 |
22-4954 |
Request for FY23 additional authorization of $3,000,000 |
|
10/18/2022 |
22-6605 |
Request for approval of commercial paper funding for $1,500,000 |
|
8/29/2023 |
23-4826 |
Request for an additional incremental authorization of $2,125,000 for FY24 |
|
8/29/2023 |
23-4790 |
Request for approval of commercial paper funding for $650,000 |
|
10/10/2023 |
23-5834 |
Request for approval of commercial paper funding $1,065,000 for a total of $4,505,000 |
|
12/5/2023 |
23-7149 |
Request for approval of decrease commercial paper funding $1,600,000 for a net CP funding $2,905,000 |
|
6/4/2024 |
24-3365 |
Request for approval of commercial paper funding for $470,000 |
Address:
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Choose an item. |
$ |
$ |
$ |
$ |
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Commercial Paper |
$ |
$1,800,000 |
$1,800,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$1,800,000 |
$1,800,000 |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
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Total Personnel |
- |
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Anticipated Court Date: 8/26/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Legal funding compliance confirmed by: Paige Abernathy, Special Assistant County Attorney, 8/14/2025
Department Approval by: Heather Merkel, Universal Services Director of Budget, 8/17/2025
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 8/15/2025
________________________________________
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NI037
CP Series Description: Commercial Paper Series D-2 can be used for (1) construction of public works, (2) the purchase of automobiles, equipment and machinery, including computers, materials and supplies for the operation of the County’s precincts and departments (3) Professional services, including services provided by engineers, architects, attorneys, auditors, financial advisors, and fiscal agents, in connection with the contractual obligations described in (1) and (2).
Commercial Paper is being requested for the Electronic Document Management project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
Note: Commercial Paper is issued in increments of $5,000 and the excess is not available to be spent by the department.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget