Department: Universal Services
Department Head: Sindhu Menon, Executive Director & CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Application Repair Replace
Project ID (if applicable): NI032
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: $2,595,730
Total Estimated Project Cost: $5,710,606 (FY25 & FY26 2-year total estimate)
Request Summary:
title
Request for approval of the Final Investment Memo for Application Repair Replace project for an additional incremental authorization of $2,595,730 for an FY2025 total authorization of $3,095,730.
end
Project Description:
Much like physical infrastructure, applications and software packages have a defined shelf life. Technology and development methodologies change over time to improve capabilities and efficiencies. Software packages become obsolete as vendors stop supporting them or the underlying technology gets replaced. Based on a defined ranking methodology, Universal Services ranks and classifies applications that need attention and/or replacement. This is a lifecycle management project to address the updates, replacement, or redevelopment of various applications.
For the next fiscal year (FY25), the focus will be on the following applications: Frequent Courthouse Visitors (FCV), ePermits, continue SharePoint to Cloud, Web DNN sites, Justice Capias Warrants completion and Phase 2, and JIMS2/Juvenile application.
Project Scope:
JIMS2 allows Harris County Juvenile Probation Officers (JPOs) and agency contracted Service Providers to document casework details related to the juvenile’s justice system. In addition to functioning as a repository for casework information, the data captured also answers offense and casework questions required in federal and state reporting. The users of the JIMS2 application are the District Attorney’s Office, District Clerk’s Office, District Courts, Public Defenders Office, and Law Enforcement. JIMS2 is the second generation of the JIMS mainframe and is a web-based application. During the initial development of the JIMS2 application, HCUS was a Java/IBM based shop, leading the team to build the currently used application using Java framework. Since then, it has been determined that updates and features within modules were not considered in the original development not to mention that the overall application performance could improve if written in .Net or by an appropriately identified vendor. The JIMS2 modernization effort, which the Universal Services team is prepared to kick off in FY25, will enable the team to move from using the costly Java technology to using a framework that provides an opportunity to deliver updates to modules and enhancements in a more efficient and secure fashion. From a technical perspective, we have evaluated other solutions, including interviewing other Texas counties and exploring a 3rd party vendor to see if an opportunity presented itself to change direction to a COTS solution. Currently, the team is providing support to the JIMS2 application, where they are delivering new enhancements, and features on a continuous 3-week cadence. The future solution will need to support continuous deployments (using GIT) by delivering new features, enhancements, and functionality continuously and providing more security. The team is also looking at the benefits of moving the JIMS2 to a SAAS solution. For the modernization effort, the plan is to add additional QA, BA, and Dev resources as we support the build-out of the new solution beginning in FY25. While the projected timeline for this work is unknown, we expect the work will span approximately three years.
The custom development team will focus on two applications. They are Frequent Courthouse Visitor and ePermits.
The Frequent Courthouse Visitor (FCV) application is a web-based initiative designed to streamline and automate the process of identifying and approving individuals’ access to the Civil, Criminal, and Juvenile Courts, bypassing the magnetometers and/or x-ray machines used for security screening. The FCV process includes an online application and background check to confirm the applicant meets the requirements to obtain frequent visitor courthouse privileges. In addition, ongoing applicant background checks will be conducted, allowing for suspension/termination of frequent courthouse visitor privileges at any time. FCV is an old application where the application support team receives multiple help desk tickets in a week and can benefit greatly from modernizing and moving it to cloud. Migration to cloud as a SAAS is the plan for FY25. ePermits is a permitting application developed for Harris County’s Engineering department that allows residents, home builders, construction managers, and design professionals to apply for permits, request inspections, and submit compliance information completely online. ePermits is a complex application handling a large load of permitting requests and data-heavy report generation, leading to performance and disaster recovery concerns. ePermits application is currently being moved to cloud as a PAAS solution, and in FY25 the focus would be the modernization of the application.
SharePoint and the on-site/DR (Fibertown) Servers are out of date. We completed an exercise in Q3 2021 through Q2 2022, looking at all options of going forward and their costs. The decision was made to migrate SharePoint by splitting internet sites to DNN, and intranet/extranet sites to SharePoint Online. We have the proper tools (software and licenses) to migrate content, but there isn’t a straight migration path. The migration process is in-progress and expected to be completed FY2025. Resources are needed to complete the migration.
For the SharePoint replacement, we are having to redesign sites and automation processes as we re-platform. We need more skilled developers to complete the tasks needed to replace the existing system. We have some very large migrations of key departments and their applications/data to either SharePoint Online or a different replacement system. We are also cleaning up and reviewing data as we migrate and working with teams to get their protected data hosted in the new system.
There are many county websites that are out of date and need to be replaced. A few key sites include DEEO, HCFCD, CSD, and US. These sites will need a developer to design the layout, configure the template, and rebuild the site. We will utilize our current development process to replace the old sites. In the area of website replacement, there are several necessary components. DEEO requires the website to be replaced to reflect the new director. HCFCD’s website also requires replacement. This is one of the largest sites in the county by page count and file size. The HCUS website has been targeted for replacement. It is necessary to engage in the last phase of the SharePoint Website Migrating to DNN, which includes purchasing.harriscountytx.gov and drc.harriscountytx.gov. There are also several sites that need updates with changes from the department. In addition, there are also targeted/requested replacements from several county departments, including CSD.
This Capias Warrants Automation project will make the civil capias warrants available through the existing Constable Tracking System (CTS) using the same process currently in place that delivers protective orders to the constable offices. In the current process, the District Clerks Office (DCO) sends CAPIAS warrants to Constable Precinct 1, which is responsible for delivering them to the proper jurisdiction for arrests by serving agencies (Constable Precincts 1-8). We are replacing this process by utilizing an existing US application. The project scope of the Capias Warrants project is to implement an e-delivery process that expedites the service and enforcement of CAPIAS Warrants so that DCO can electronically send service documents directly to the serving agency, where service returns will be electronically returned to DCO. The e-delivery functionality will include new web services, hardware enhancements, and modifications to the Constable Tracking System Application, CT Lite Application, CT Mobile App, and JWEB Civil to provide electronic delivery of CAPIAS warrant documents directly to the serving agencies Constable Precincts 1-8 hosted on the Constable Tracking system. Phase 1 for this ongoing project will be completed in early FY25, and Phase 2 will commence in FY25.
There might be changes in the County’s needs that result in operational changes for the projects throughout the Fiscal Year, but the overall scope will remain the same.
Justification:
The repair/replacement of these applications is critical to ensure continuity of county services. This reduces the overhead costs required to support the current applications. The upgraded applications also ensure Harris County departments and end-users do not have to work with unsupported technology or out-of-date processes, which would be more susceptible to failure and vulnerable to cyber-attacks.
The new utilized applications will reduce overhead costs required to support current applications and processes. The new applications, which will be rewritten in .Net, will provide the following benefits:
• Access to a wider pool of resources for development support
• Enable configuration management to more easily deploy code (using .Net)
• Provide access to a more secure solution
• User access to enhancements not provided in the original design
• Enable the team to clean up some of the current JIMS2 backlog
• Eliminate the need to pay for technical resources (IBM websphere support) needed to use Java technology
Alternatives and Engagement:
This Repair and Replace CIP request is to address the updates, replacement, or redevelopment of end-of-life processes and applications/software packages. If we elect not to re-write the applications and improve processes, we will continue to see increase in maintenance costs, application outages and potential exposure to increased security risks, impacts to customer functionality, and the ability to service the constituents. We can also evaluate purchasing new off the shelf applications utilizing general funds that might require some customization.
A significant risk of not moving forward with reWriting the JIMS2 application from its current framework to .NET is the current code base is highly complex. With consideration to the Dev resources that HCUS has, there are currently less than 5% who have experience with Java framework as HCUS is primarily a .NET shop. The current JIMS2 application is based on deprecated frameworks and code libraries, which do not have simple upgrade paths and present security risks. Moving to the .NET MVC architecture would simplify the code base and should improve development speed.
Anticipated Project Expenditures and Timeline:
This project is to fund rewriting and modernizing an existing solution.
|
Scope of Work |
Estimated Cost |
Estimated Completion |
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SharePoint Re-platforming |
$290,000 |
FY2025 |
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Web DNN |
$140,000 |
FY2025 |
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Justice Capias Warrants - FY24/ FY25 |
$387,500 |
FY2025 |
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Contracting resources 7 (FCV 1, JIMS2 3, JWeb 1, Constable Tracking/Capias Warrants 2) |
$1,164,800 |
|
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Full time resources 5 (ePermits 1, Sharepoint 1, JIMS2 2, Constable Tracking/Capias Warrants 1) |
$832,000 |
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10% Contingency |
$281,430 |
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Total planned FY25 expenditures |
$3,095,730 |
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Unencumbered balance to carry into FY25 |
($500,000) |
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Incremental Authorization Requested |
$2,595,730 |
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At this point, US is asking for an incremental authorization of $2,595,730 for FY25. CP allocation will be requested later as POs are ready to be issued.
* For JIMS2 we are requesting continuation of 1 full time contract resources and the addition of 5 new contract resources which need to be hired for development, testing, requirement gathering, documenting and implementation of the new solutions.
Alignment with Goal(s):
X Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
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Date |
Agenda Item # |
Action Taken |
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11/12/2019 |
4.f.1 |
Request for approval of commercial paper funding for $880,000 |
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7/28/2020 |
4.f.3 |
Request for approval of commercial paper funding for $870,000 |
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5/25/2021 |
21-2395 |
Request for approval of commercial paper funding for $2,860,000 |
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4/5/2022 |
22-2255 |
Request for SFY22 authorization of $778,000 |
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9/13/2022 |
22-5417 |
Request for an additional incremental authorization of $2,000,000, FY23 total authorization of $4,000,000 |
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11/15/2022 |
22-7252 |
Request for approval to decrease commercial paper funding for $1,000,000 |
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3/14/2023 |
23-1417 |
Request for approval of commercial paper funding for $500,000 |
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8/29/2023 |
23-4792 |
Request for approval of commercial paper funding for $1,000,000 |
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9/19/2023 |
23-5277 |
Request for an additional incremental authorization of $4,757,500 for FY24 |
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10/10/2023 |
23-5840 |
Request for approval of commercial paper funding $500,000 for a total of $5,610,000 |
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12/5/2023 |
23-7154 |
Request for approval of decrease commercial paper funding $400,000 for a net CP funding $5,210,000 |
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6/4/2024 |
24-3062 |
Request for approval of commercial paper funding for $995,000 |
Address: N/A
Precinct(s): Countywide
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Anticipated Court Date: 10/8/2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 9/10/2024
Department Approval by: Ashley Bailey (Manager, Justice Applications Development), Uma Gopinath (Manager, Custom Applications Development) 7/1/24
OMB CIP Team Approval by: Amiel Chen, Manager-Capital Projects & Infrastructure, 9/10/2024
Commercial Paper Request (For OMB use only):
Receiving Department: N/A
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A