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HomeMy WebLinkAboutAgenda - 09-18-2001 - 8i 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 18, 2001 Action Agenda Item No. I SUBJECT: Approval of Professional Services for Land Records Indexing System Analysis DEPARTMENT: Register of Deeds PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Joyce Pearson, 2676 Statement of Work from Lee Software Development TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving the use of Lee Software Development for system analysis of the indexing component of the Orange County Land Records System. BACKGROUND: The Register.of Deeds advised the Board of Commissioners in May 2001 of the on-going need to consider procuring and implementing new software to improve the recording, cashiering and indexing of documents, as well as to be able to offer Web access to document information. To accomplish the indexing component of the project could potentially entail moving the non-vital (title) indices from the current County mainframe computer to a new Register of Deeds server. Since other land-related departments could be affected by this change, it is critical that a complete systems analysis be conducted prior to the development of any implementation scheme. Cy Harshman, with Harshman Consulting, has previously assisted the Register of Deeds by providing in-depth guidance on all technical matters relating to the implementation of the imaging system. Mr. Harshman has recommended that the County retain the services of Mike Lee of Lee Software Development to perform the system analysis. Further, Mr. Lee comes highly recommended by a former Information Technology Committee member who no longer lives in the area but remains very familiar with the Register of Deeds' issues. The details of Mr. Lee's work and estimated hours per component are shown on the attached draft Statement of Work. The estimated expenditure for this contract ranges from $15,000 to $20,000. Staff will work with Lee Software and Harshman Consulting, and solicit input from the IT Committee, to ensure that the interconnectivity between software applications used by the Tax Assessor and Collector, Land Records, and Planning and other affected departments is thoroughly evaluated in the development of any proposed solution for deeds indexing. 2 FINANCIAL IMPACT: The approximately $15,000-$20,000 needed to support this professional services contract is already available in the FY 2001-02 operating budget and CIP. RECOMMENDATION(S): The Manager recommends that the Board approve a contract with Lee Software Development that reflects substantially the accompanying scope of work, in an amount not to exceed $20,000; and authorize the Purchasing Director to execute the appropriate paperwork. DRAFT 3 Orange County Registrar Office Land Records /Deeds System Analysis Statement of Work Submitted by Lee Software Development September 6, 2001 Phase 1: Define existing land records system A. Define existing capabilities and processes 1. Narrative and Outline describing capabilities and processes 2. Process Flow Diagram B. Define Data owned by land records (data definition table) 1. Identify External systems using this data C. Define data not owned by land records (data definition table) 1. Identify elements updated by land records 2. Identify elements referenced by land records D. Define inter-relationship of data used in land records (data diagram) E. Identify and define processes importing data from or extracting data to external systems (table and narrative) Phase 2: Define existing PIN process A. Identify all systems using PIN and define data interface (table) B. Identify data structures using PIN and identify data owner(table) C. Define process of searching and updating PIN relationships D. Identify specific processes that search or update PIN relationships Phase 3: Evaluate and summarize requirements A. Identify interfaces required to maintain existing land records system by owner. B. Identify specific requirements to interface existing land records system to a new deeds system C. Evaluate feasibility of using existing land records system with new deeds and other external systems 1. Identify potential replacement/upgrade strategies to integrate PIN logic 2. Identify potential tools and technologies to interface systems Phase 4: Recommendations A. Solutions alternatives B. Cost and Schedule considerations C. Implementation recommendations DRAFT 4 Reporting and Support A. Lee Software will be directed by Cy Harshman. Cy must directly communicate all changes in scope and additions to, or deletions from, this statement of work. B. Orange County Registrar staff will support Lee Software's efforts as required. Technical questions will be directed to Kathy Foskey and/or Roscoe Reeve as required. All other questions will be directed to Cy. C. Lee Software will require off-site access to the Universe system, and specifically the CLR account. Telnet access through an Internet IP address is most desirable. Modem telnet access is also acceptable but will require the ability to transfer files for off-line work to not tie up the modem line and to keep communication costs to a minimum. If modem access is to be provided, Wintegrate is the preferred file transfer software. Schedule and Estimated Costs A. The estimated hours to perform this work and the estimated schedule to complete are as follows: Phase 1: 120 hours over 4 weeks Phase 2: 40 hours over 1 week Phase 3 and 4: 40 hours over 1 week B. Actual billing will be based on actual time spent. C. All bills will be sent directly to the Registrar's office and will be payable by the Registrar's office. D. Off-site work will be billed at the rate of$75/hour E. On-site work, if any, will be billed at the rate of$85/hour plus I/z travel hours billable at $85/hour plus lodging.