Agenda

Return

C. 30

To:	Board of Supervisors
From:	William Walker, M.D., Health Services Director
Date:	January 21, 2014

Contra

Costa

County

Subject:

Purchase Order for Hyland Software, Inc.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 01/21/2014

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	David Runt, 313-6228
cc:	T Scott C Rucker T Benedict

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: January 21, 2014
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

Approve and authorize the Purchasing Agent, on behalf of the Health Services Director, to execute, a purchase order with Hyland Software, Inc. in an amount not to exceed $133,000 for renewal of annual software maintenance and licensing for OnBase Document Management and Image Scanning Software for the period from January 1, 2014 through December 31, 2014.

FISCAL IMPACT:

100% Funding is included in the Enterprise Fund I budget.

BACKGROUND:

OnBase software maintenance is a critical component of the enterprise-wide EMR solution. OnBase facilitates the capture, management, archiving, storage, and retrieval of electronic and paper documents including all Electronic Health Record (EHR) related documents integrated with the CCLink (Epic) application, reports used by the Finance and Patient Accounting Units, and archived records for other Health Services Divisions including Behavioral Health Services, Contracts and Grants, Contra Costa Health Plan, Environmental Health and Hazardous Materials.

CONSEQUENCE OF NEGATIVE ACTION:

If this purchase is not approved, the workflows associated with the above-stated functions would be adversely impacted. Hyland provides real-time application support to Health Services for ccLink (Epic) scanning, workflow management, and reporting solutions. That support would cease, and the integrity of data from integration of internal scanning and printing hardware interfaced to the EHR application via web services and other interfaces could be compromised. Connectivity failures in any of these areas could potentially result in incorrect or incomplete data capture and management, loss of critical archived data due to inability to perform system functions, and non-compliance with future Epic releases.

CHILDREN'S IMPACT STATEMENT:

Not applicable.