Title
Sheriff’s Office recommending the Board:
1) Approve a budget transfer increasing appropriations in fixed assets and decreasing appropriations in computer software correcting action taken on December 2, 2020, Legistar 20-1539, based on guidance received from the Auditor's Office in order to properly account for the purchase of the Sheriff's Office Records Management System; and
2) Approve addition of the Records Management System to the Sheriff's Office FY 2020/21 fixed asset list.
FUNDING: Special Revenue Funds.
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DISCUSSION / BACKGROUND
On December 2, 2020, the Board approved Legistar # 20-1539 which included a budget transfer in the amount of $1,325,815 for a new comprehensive records management system for the Sheriff’s Office. There is now a need to correct this budget transfer to properly account for the purchase as a capital expenditure which will allow for the asset to be depreciated over time. Per Board Policy B-16 the addition of the Records Management system to the County's Fixed Asset List requires board approval as does the accompanying budget transfer.
In an effort to provide a reference for the Board and public, we are including the full discussion and background used from Legistar #20-1539 in regard to the Records Management System purchase.
As part of the County’s Strategic Plan, the Sheriff’s Office, acting as facilitator, had established a committee to develop an integrated law enforcement system (ILES) by 2020. The ILES committee created a Gantt chart (method used to track project progress versus a planned completion date) and project charter outlining the project scope, objectives and timeline of this project.
ILES project management identified multiple subject matter experts and appointed leads throughout the Sheriff’s Office who were tasked with performing needs assessments including the general technology requirements. The system functionality had to support the following applications: Computer Aided Dispatch (CAD), Record Man...
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