Department: Universal Services
Department Head: Sindhu Menon, Executive Director & County CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Preliminary Investment Memo
Project Name: Countywide Software and Hardware Asset Management Program
Project ID (if applicable): TBD
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Universal Services
Incremental Authorization Requested: $1,113,750
Total Estimated Project Cost: $1.1 million+
Request Summary:
title
Request for approval of the Preliminary Investment Memo for a Countywide Software and Hardware Asset Management Program project for an initial authorization of $1,113,750 and request for approval of commercial paper funding in the amount of $1,115,000.
end
Project Description:
Today, with the lack of Asset Management Program, there is significant redundancy, duplication and inefficiencies in technology roll out and management.
Harris County Universal Services has initiated an Asset Management Program that will optimize IT spend across different assets including Computers, Software licenses, Telecom and other. The asset management program will also help with risk mitigation of software and hardware assets at the County. The project will be executed in phases to better the chances of success and to help the departments to streamline their onboarding.
The first phase has been identified and will standardize the purchase laptops and computer assets for Harris County. Through volume purchases and price agreements, Universal Services will be able to better cost control expenditures. This project supports the Budget Policy for Countywide computer purchases and aligns with the IT Asset Management Policy adopted by Harris County Universal Services. The pilot will prioritize department roll-out, resources are identified and serve as a model for future department roll outs. The second phase will include models to address software licenses, Telecom, and other technology initiatives.
Project Scope:
Phase I of the County-wide Software and Hardware Asset Management Program will include funds for an Asset Lifecycle Management tool, six initial project resources, and contingency. Consulting Services will be utilized for the development and design of the program using operational funds. Phase I will execute the laptop rollout pilot along with O365 license optimization, including purchase of approximately 650 new laptop or desktop solutions for District Courts. Funding for these purchases is a part of the Countywide Hardware Purchases investment memo, which is submitted separately for Commissioners Court consideration. Standardizing Computer, Software, Telecom aligns directly with the approved path towards standardizing and ensuring endpoint security for Harris County technology.
The second phase, which is not included in this ask, will consist of a roll out of the program of remaining County-wide enterprise software and hardware. It has been agreed to focus software demand management of other enterprise software and hardware. Engagement with department stakeholders will occur throughout the project for effective deployment and the most effective and efficient use of resources.
This investment memo covers only Phase I and only the debt-eligible expenses of the larger Asset Management program. In addition to this ask, there is a separate investment memo for funding hardware purchases as well as operational fund expenditures on consulting services and software licenses.
Universal Services will be able to better estimate costs for future phases after the completion of Phase I.
Justification:
Projections of Harris County available General Funds suggest that, in most scenarios, unless action is taken, spending will exceed available resources within the next 5 years. Harris County’s financial outlook presented by Harris County’s Office of Management and Budget identifies potential cost and revenue levers that would alleviate projected headwinds. Six priority areas were shared with Commissioner Court June 2024 and were voted unanimously in favor to move towards detailed planning & implementation.
Technology asset management was one of the key identified areas.
Alternatives and Engagement:
Alternatives to this project would include leaving software and hardware purchases as they are currently done in a very inefficient manner. The duplication of efforts that results in wastage of resource time and significantly high payments to the vendor will continue, thus resulting in increased risk and costs to the County. This will also cause unwarranted delays due to outdated architecture.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
Asset Lifecycle Management Tool - Initial Implementation |
$300,000 |
2025 |
|
Asset Management Project Resources (6) |
$628,125 |
2025 |
|
Contingency (20%) |
$185,625 |
2025 |
|
Total |
$1,113,750 |
|
Contingency is higher than normal for IT projects due to this being a pilot. As the Asset Management program is implemented, it is expected that the contingency amount will become a smaller percentage of project value.
Alignment with Goal(s):
X Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
|
|
|
|
|
|
|
|
|
|
|
Address: Multiple
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
|
|
Commercial Paper |
$ |
$1,115,000 |
$1,115,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$1,115,000 |
$1,115,000 |
$ |
|
Total Funding Request |
$ |
$1,115,000 |
$1,115,000 |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
|
Choose an item. |
$ |
$ |
$ |
Anticipated Court Date: 11/12/2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 10/31/2024
Department Approval by: Heather Merkel, 11/4/2024
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 11/1/2024
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: TBD
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 Countywide Software and Hardware Asset Management Program 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: Amy Perez, Deputy Executive Director, Office of Management and Budget