Explanation
BACKGROUND:
The purpose of this ordinance is to authorize the expenditure of $350,000.00 to enable the Department of Technology (DoT) to procure, at a later date, an automated business process system that includes document and imaging management on behalf of the Employee Benefits Risk Management (EBRM) Office of the Department of Human Resources.
The EBRM office is seeking to automate certain aspects of their business processes to enhance their efficiency and to automate activities related to the processing of workers' compensation claims. Their current system is outdated and does not meet their needs.
Currently, workers' compensation claims are filed and managed through the Ohio Bureau of Workers' Compensation. By working towards implementing a system that provides full end-to-end processing of workers' compensation and injury leave claims, incident reporting, and short term disability processing, the city could become self-insured within the next 2-3 years, with potential long-term cost savings.
DoT is assisting in the project by conducting a thorough assessment of the business processes of the Employee Benefits Risk Management Office. As such, DoT will identify and document requirements for the above mentioned systems, noting that they will ultimately need to interface. After the assessment, DoT will act as procuror on behalf of EBRM as funds for these purchases are available within DoT’s - Human Resources Risk Management direct charge budget. Additional legislation will be required to contract with the chosen vendor(s) and/or consultant(s) once they are known.
The expenditure of funds authorized by passage of this ordinance will be put towards the document and imaging management system. Remaining funds, if any, will be put towards the implementation of the above mentioned claims management system.
FISCAL IMPACT
Funds for this service are budgeted and available within the Department of Technology’s - Human Resources Risk Management Direct charge budget, Information Services Operating fund.
EMERGENCY
Emergency action is requested to expedite authorization of this action.
Title
To authorize the expenditure of $350,000.00 to enable the future procurement, following a thorough business process assessment by the Department of Technology, of an automated business process system that includes document and imaging management, on behalf of the Employee Benefits Risk Management Office of the Department of Human Resources; and to declare an emergency ($350,000.00).
Body
WHEREAS, the Employee Benefits Risk Management Office of the Department of Human Resources wishes to automate certain business processes; and
WHEREAS, funds are available for the above-mentioned purpose in the Department of Technology’s - Human Resources Risk Management Direct charge budget; and
WHEREAS, the Department of Technology will procure an automated business process system on behalf of the Employee Benefits Risk Management Office, following a thorough business process assessment, that includes document and imaging management on behalf of Employee Benefits Risk Management Office of the Department of Human Resources at some point in the future; and
WHEREAS, additional legislation will be required to contract with the chosen vendor and/or consultant once they are known; and
WHEREAS, an emergency exists in the daily operation of the Department of Human Resources in that it is immediately necessary to authorize the expenditure of $350,000.00 to enable the future procurement by the Department of Technology of an automated business process system that includes document and imaging management on behalf of the Employee Benefits Risk Management Office for the preservation of the public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the expenditure of $350,000.00 to enable the future procurement of an automated business process system that includes document and imaging management, on behalf of the Employee Benefits Risk Management Office of the Department of Human Resources is hereby authorized as follows: (see attachment 2747-2016RES)
Dept./Div. 47-01| Fund 5100 | Sub-fund: 510001| Object Class: 03 | Main Account: 63050 | Program: CW001| Section 3: 470104 | Section 4: IS02|Section 5: IT1313 |Amount: $350,000.00|
SECTION 2: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 3: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4: That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.