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: Supplemental 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: $1,860,000
Total Estimated Project Cost: $3,720,000 (FY27+FY28)
Request Summary:
title
Request by Universal Services for approval of a Final Investment Memo for the Electronic Document Management project for a total authorization of 1,860,000 for FY2027 and request for commercial paper funding in the amount of $1,860,000.
end
Project Description:
The FY2027 goals are:
Modernize the County's enterprise document management platform by migrating from on-premises to cloud, completing the capture platform transition, and building internal delivery capacity to reduce long-term vendor dependency.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
3 FTE’s - 1 Developer, 2 Analysts |
$438,400 |
09/30/2027 |
|
Contract Staff |
$616,480 |
09/30/2027 |
|
Vendor Cloud Professional Services - Moving the application to the cloud |
$260,000 |
09/30/2027 |
|
Vendor Project Services - Contractors for implementation of new OpenText flows and enhancements to existing applications |
$300,000 |
09/30/2027 |
|
Contingency |
$245,120 |
09/30/2026 |
|
FY27 Total Authorization |
$1,860,000 |
|
Justification & Alternatives:
The County continues to move forward to an electronic standardized enterprise document management platform.
Anticipated Impact on Other Funds (If Applicable):
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Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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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: 1. Make Harris County safer and more just.
County Strategic Plan Objective: E: Increase efficiency across the legal system.
Justice/Safety Initiative (Goal 1): E1: Modernize data and technology architecture across the legal system.
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 |
|
10/8/2024 |
24-6279 |
Request for approval of the Final Investment Memo for Electronic Document Management (continuous) project for an additional incremental authorization of $1,753,680 for FY2025. |
|
12/10/2024 |
24-783 |
Request for approval of commercial paper funding for Universal Services for the Electronic Document Management project in the additional amount of $880,000 for a total CP funding of $4,255,000. |
|
5/8/2025 |
25-2477 |
Request for approval of commercial paper funding for Universal Services for the Electronic Document Management project in the additional amount of $875,000 for a total CP funding of $4,250,000. |
|
8/26/2025 |
25-5196 |
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. |
|
10/16/2025 |
25-6368 |
Request for approval to decrease commercial paper funding for Universal Services for the Electronic Document Management project in the amount of $1,800,000 for a net CP funding of $6,930,000. |
|
10/16/2025 |
25-6369 |
Request for approval of commercial paper funding for Universal Services for the Electronic Document Management project in the additional amount of $1,800,000 for a total CP funding of $6,930,000. |
Address: Countywide
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
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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Commercial Paper |
$438,400 |
$1,421,600 |
$1,860,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$438,400 |
$1,421,600 |
$1,860,000 |
$ |
|
Total Funding Request |
$438,400 |
$1,421,600 |
$1,860,000 |
$ |
|
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 |
- |
- |
- |
- |
Anticipated Court Date: 10/15/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, First Assistant County Attorney-Legal Operations, 10/1/2026
Department Approval by: Heather Merkel, Director of Budget, Universal Services 7/31/2026
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 9/30/2026
________________________________________
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NI037
CP Series Description: Commercial Paper Series D 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.
OMB Financial Management contact: Fahad Gulzar, Deputy Executive Director, Office of Management and Budget