Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon
Secondary Department: Choose an item.
Secondary Department Head/Elected Official:
Regular or Supplemental RCA: Regular RCA
Type of Request: Choose an item.
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request for approval to transfer four positions from Universal Services to Resources for Children and Adults, effective September 20, 2025.
end
Background and Discussion:
On August 11, 2020, Commissioners Court approved a Memorandum of Understanding (MOU) between Harris County Resources for Children and Adults (HCRCA) and Harris County Universal Services (HCUS), which transferred six IT positions, along with associated employees, accrued time, equipment, and funding, to HCUS.
These positions included:
• 2 Applications Systems Analyst/Programmer II
• 1 Systems Analyst I
• 1 Manager IV
• 2 Systems Specialist I
Funding included $305,770 for salaries and benefits for the remainder of FY 2021 and $667,843 in position and contractual costs (including $58,690 in contractual obligations) for future fiscal years. These positions supported IT operations under HCUS as part of the countywide IT consolidation effort.
Effective March 2025, HCRCA established its own internal IT team and has formally requested the transfer of four of the six positions back to the department.
To support this transition, a new MOU was developed between HCRCA and HCUS. Key elements of the agreement include:
1. Position Assignment
o Two positions will remain with HCUS and continue to be fully funded by HCRCA:
§ One (1) Helpdesk Personnel
§ One (1) Hardware Personnel (physically located at HCRCA to provide on-site support)
o Both individuals will be dedicated exclusively to HCRCA systems, tasks, and operations.
2. Transition Clause
o To ensure continuity of operations, a transition clause has been included allowing HCUS staff currently supporting ongoing HCRCA projects to remain engaged until HCRCA is able to fill the critical vacancies being returned. This ensures seamless support for key departmental initiatives and minimizes disruption during the transition. HCRCA is expected to fill the positions in 90 days, at that time HCUS will transition out from the support responsibility.
3. Services
o HCUS will continue to provide core enterprise services, including but not limited to, data center services, network and email support, cybersecurity and compliance programs, disaster recovery, and identity management.
o Services that will discontinue following the return of the four positions include: business analysis, project management, application development, and application support services.
4. Termination Clause
o Either party may terminate the MOU with 30 days’ written notice. Upon termination, the two retained positions and their full recurring budgets (salary, benefits, and incentives) must be transferred back to HCRCA. HCUS will coordinate with HCRCA to transition ongoing responsibilities as needed.
HCRCA has formally notified HCUS that it will not continue participation in the original 2020 MOU and requests that the agreement be considered concluded with the return of the four positions and establishment of this new staffing and support structure.
Expected Impact:
Vacant positions being returned will be resourced per OMB’s guidance to ensure HCRCA can competitively recruit highly qualified candidates with the necessary skills, knowledge, and expertise to effectively perform the responsibilities of these roles.
Alternative Options:
The alternative option is to consolidate the IT services under HCUS to generate cost saving and build economies of scale.
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
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Date |
Agenda Item # |
Action Taken |
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8.11.2020 |
9.c.1 |
Request for approval of a memorandum of understanding with Universal Services outlining the expectations for IT services, authorization to transfer six positions, the respective employees, accrued time balances and assigned equipment to US along with budget in the amount of $305,770 to fund salaries and benefits for the remainder of FY 2021 effective August 29, 2020, and for Budget Management to allocate appropriate funding for these position costs for subsequent fiscal years as well as contractual obligations that will be transferred beginning next fiscal year to US in the amount of $667,843. |
Location:
Address (if applicable): 406 Caroline
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Annual Fiscal Cost |
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Recurring Expenses |
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Existing Budget |
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1000 - General Fund |
$495650.49 |
$43,500 |
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$539,150.49 |
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Total Existing Budget |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Total Additional Budget Request |
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Total Funding Sources |
$495,650.49 |
$43,500 |
$539,150.49 |
$539,150.49 |
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Grant Funds Applied for/Awarded (Total) |
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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: 9/18/2025
Anticipated Implementation Date (if different from Court date): 10/4/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Sindhu Menon, Executive Director
Attachments (if applicable): 3441, New MOU