To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Information Systems Department
Staff Name and Phone Number: Sherry Bevens 565-8221
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Reimbursement of licensing costs to support IJS Modernization
End
Recommended Action:
Recommended action
Adopt a Resolution authorizing a $354,284 appropriations transfer within the FY 2024-2025 adopted budget redirecting expenditure authority from the Non-Departmental Designated Purposes Fund to the Information Systems Department in support of the Integrated Justice System (IJS) Modernization Project. (4/5 Vote Required)
end
Executive Summary:
On January 31, 2023, with Board approval, the Information Systems Department (ISD) initiated the modernization of the Integrated Justice System (IJS). This request supports the project to replace the County’s aging IJS, providing a modern, secure and sustainable platform for justice services.
While prior board items focused on vendor labor costs associated with building the new platform, this request is narrowly focused on the software and licensing necessary to implement the new system. The department seeks authorization for reimbursement of software and licensing costs from non-departmental funds previously allocated by the Board to support IJS modernization. These costs were necessary to establish cloud infrastructure and align with project milestones set by our contractor, Ernst & Young, under the Phase 3 agreement approved by the Board on February 25, 2025.
This upgrade was essential in ensuring continued data sharing between County justice partners and the Sonoma County Court as they migrate to their new system in late 2025. This effort supports the County’s Strategic Pillar of Resilient Infrastructure and aligns with the Board-approved Information Systems Department (ISD) Workplan.
Prior Board Actions identified below include previously approved phased agreements with Ernst & Young related to the overall design and development of the Data Exchange and Hub.
Discussion:
On January 31, 2023, the Board of Supervisors authorized the Information Systems Department (ISD) to hire Ernst and Young to perform an assessment of the legacy IJS system. The assessment concluded that attempting to update the legacy IJS system was not feasible. Instead, the recommendation was to build a new data exchange and hub before the legacy IJS platform becomes unsupportable and unstable. As part of the assessment phase of the project, Ernst and Young began work on constructing a proof of concept for a new data exchange and hub.
The board approved subsequent phases on April 16, 2024 and February 25, 2025. Project phases included information gathering, recommendations for system changes for sustainability and security, development of a data exchange and hub, establishment of a secure cloud environment, integration development between partner case management systems and the data exchange and hub, and migration of the new platform to the cloud.
To support this effort, ISD purchased software licenses in September 2023 required for the architectural components of the new platform, which are subject to renewal on an annual basis. The Board had previously allocated funding for this project and these costs are within the original project estimate. Initially this software was hosted locally pending approval from the Department of Justice (DOJ). On January 23, 2025, ISD received approval from DOJ to proceed and plans to complete the migration process to the cloud between May and June 2025.
Cloud costs are based upon ISD’s best forecasts of usage during the development phase (compute needs, data transfer size, database growth, storage size) which can only be estimated at this time. Annual software renewal costs are expected to be fairly consistent while cloud costs will vary as the system moves into production and more data is added. This reimbursement request includes the renewal of software costs, actual cloud hosting costs from August 2024 through February 2025, and estimated cloud hosting costs from March 2025 to June 2025.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Increase information sharing and transparency and improve County and community engagement
Objective: Objective 5: Develop strategies that improve information and knowledge sharing within and between County departments.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
2022-1462: Contract Approval for Ernst & Young, LLP - Integrated Justice System Technology Consulting Services.
2024-0239: Integrated Justice System Modernization
2025-0073: Contract Approval for Ernst & Young Phase3
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$0 |
$397,878 |
$405,963 |
|
Additional Appropriation Requested |
$ 354,284 |
|
|
|
Total Expenditures |
$ 354,284 |
$397,878 |
$405,963 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
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State/Federal |
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Fees/Other |
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$405,963 |
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Use of Fund Balance |
$ 354,284 |
$397,878 |
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General Fund Contingencies |
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Total Sources |
$ 354,284 |
$397,878 |
$405,963 |
Narrative Explanation of Fiscal Impacts:
Funding for the IJS Project includes County set-aside funds and one-time fund balances for County system and infrastructure investment. Software licensing and hosting subscriptions in the amount of $354,284 for FY24-25 will be paid for with these funds. ISD anticipates licensing and hosting costs to increase in future years. A budget adjustment to add appropriations and transfer revenue from Non-Departmental to the ISD departmental budget is included with this item. The licensing and hosting subscription costs for FY25-26 are planned to come from the remaining County set-aside funds of $291,036 with the balance from ISD infrastructure reserves. ISD will return to the Board during FY 25-26 to request a transfer of the remaining set-aside and infrastructure reserves. FY26-27 costs and future year licensing and cloud hosting costs will be included in ISD’s recommended budget and funded through the IJS baseline rates, which are paid by systems users. While these costs will be incorporated into IJS baseline rates effective FY26-27, it is anticipated that overall IJS support costs will decrease significantly, offsetting this increase. Overall IJS costs are expected to decrease once the all justice partners migrate their case management systems from legacy IJS and the legacy IJS platform is decommissioned .
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
2025-0078 Budgetary Resolution
Related Items “On File” with the Clerk of the Board:
N/A