Primary Department: County Attorney
Primary Department Head/Elected Official: Jonathan Fombonne
Managing Department: County Attorney
Managing Department Head/Elected Official: Jonathan Fombonne
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Change Investment Memo
Project Name: Harris County Attorney’s Office Matter Management System
Project ID (if applicable): MMS_CAO_2024
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):
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Incremental Authorization Requested: $200,000
Total Estimated Project Cost: $1,781,250
Request Summary:
title
Request for approval of a Change Investment Memo for the Harris County Attorney’s Office Matter Management Software Project for an incremental authorization of $200,000 for a total authorization of $1,781,250 and request for approval of commercial paper funding in the amount of $200,000 for a total allocation of $1,785,000.
end
Project Description:
The Harris County Attorney’s Office is requesting approval for the replacement of the existing case management system. This project began in FY2024 and is expected to end in the first quarter of FY2027, an additional 12 months beyond the originally scheduled. This delay is due to technical complexities and the necessity of cross-team collaboration to meet specific software requirements, pushing the implementation past the original FY2026 deadline. Consequently, an additional $200,000 in funding is requested to reach the final project milestone.
This project will enhance and implement a new software solution utilizing professional implementation services to map and convert historical data, and provide system support and train County Attorney personnel. The new case management solution will reside on existing hardware.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Previously Approved |
|
|
|
- Implementation cost FY2024-FY2026 |
$276,000 |
|
|
- Outsourced Professional Implementation Services |
$1,305,250 |
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|
Current Ask |
|
|
|
- Implementation cost FY2026-2027 |
$200,000 |
FY2027 |
|
Total |
$1,781,250 |
- |
Justification & Alternatives:
The Harris County Attorney’s Office maintains records on more than 110,000 cases and 13.5 terabytes of highly sensitive data affecting nearly every elected official and department. This data includes protected health information, attorney-client privilege, and active litigation that must be stored with the highest security standards. The office manages this data with a proprietary Microsoft Access-based system that is nearly 20 years old and no longer meets the County’s needs. The old software is slow, unreliable, generates frequent errors, and lacks the ability to interact with document management systems such as OpenText. It has limited workflow and reporting capabilities. The replacement software options are similar to those used by comparable public legal departments and private law firms and will enhance the office’s ability to provide legal services.
The project supports the priority outcomes of improving the County Attorney’s ability to represent elected officials, employees, and departments in litigation and other legal matters. The success of the project can be measured by transitioning these files and matters to a confidential management system that improves the County Attorney’s Office workflow and makes information accessible and reliable for attorneys and support staff.
Anticipated Impact on Other Funds (If Applicable):
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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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: Choose an item.
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
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 |
|
2/27/2024 |
489 |
$1,581,250 approved |
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Address: 1010 Lamar
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
Matter Management System |
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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. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
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Commercial Paper |
$ |
$200,000 |
$200,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$200,000 |
$200,000 |
$ |
|
Total Funding Request |
$ |
$200,000 |
$200,000 |
$ |
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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 |
- |
- |
- |
- |
Anticipated Court Date: 5/14/2026
Anticipated Implementation Date (if different from Court date): 5/14/2026
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, 2/20/24
Department Approval by: Vishwesh Shukla, Budget Manager
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 4/30/2026
Commercial Paper Request (For OMB use only):
Receiving Department: County Attorney
Project PeopleSoft ID: MMS_CAO_2024
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 Harris County Attorney’s Office Matter Management System 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: Fahad Gulzar, Acting Deputy Executive Director, Office of Management and Budget