Review of the Santa Clara County Keyboard Project Abstract services. While the Grand Jury found little

Additional Recommendations 1

These recommendations are not explicitly linked to specific findings.

• R3
  Issue a contract that reflects the system requirements document With this approach, the county can develop detailed system requirements documents and establish a realistic, firm, fixed-price contract. Due to the risks of schedule delay and cost escalation, the Grand Jury also concludes that the county would be better served to utilize software engineering contractors as opposed to hiring software engineers. KEYBOARD FUNDING AUTHORIZATION SUMMARY (TOTAL DEVELOPMENT EFFORT WITH PRINTERS AND SCANNERS) CALENDAR AUTHORIZATION DATE AMOUNT CUMULATIV TYPE COMMENTS 1998 $1,233,000 $1,233,000 Fiscal Year Budget FY 1999 Technology June 1999 $1,568,893 $2,801,893 Fiscal Year Budget FY 2000 Technology * Feb 2000 $1,197,245 $3,999,138 Special Request Printers and Scanners June 2000 $1,094,000 $5,093,138 Fiscal Year Budget FY 2001 Technology Feb 2001 $187,423 $5,280,561 Special Request Delays: staffing/tech problems June 2001 $129,487 $5,410,048 Fiscal Year Budget Phase 3 Records Management Sept 2001 $195,000 $5,605,048 Special Request Delays: staffing/tech problems * NOTE: The KEYBOARD total three-year development cost estimate prepared as part of the FY 2000 Budget was $3,547,493. BIBLIOGRAPHY Budget Modification Request for the KEYBOARD Project Report, provides the rationale for the KEYBOARD Project’s FY 2002 $195,000 budget modification, dated September 25, 2001, 4 pages. FY 2001 Mid-Year Budget Review, Attachment P section provides the rationale for the KEYBOARD Project’s $187,423 FY 2001 budget modification, dated February 1, 2001, 5 pages. General Requirements for KEYBOARD Phase 1 (Version 1.0), includes project’s external design specifications, dated November 7, 2000, 92 pages. General Requirements for KEYBOARD Release 2 (Version 2.04), includes project’s external design specifications, dated January 7, 2002, 130 pages. http://www.santaclaracounty.org, Website for Santa Clara County where the Board of supervisors’ agenda can be found. KEYBOARD PROJECT: Funding Summary, presentation handout on November 27, 2001, dated October 30, 2001, 1 page. KEYBOARD PROJECT: Funding Summary, same as October 30, 2001 summary except the inclusion of actual expenditures, dated December 3, 2001, 1 page. Non-Stores Requisition – Documentum Product Software Procurement, includes project’s software product requirements document, project’s software product RFP document, and vendor responses that resulted in the software product selection, dated April 29, 1999, 36 pages. Request for Proposals (RFP) Systems Integration Services for Product Customization, issued April 5, 1999, 86 pages. Request for Technology Funding – KEYBOARD, identifies the KEYBOARD Project’s original goals including a development cost estimate, cost savings, and project payback analysis, dated April, 1999, 16 pages. Santa Clara County Code of Ordinance Section A34-80, outlines county requirements for software technology purchases, dated December 14, 2001, 1 page. Transmittal Memorandum, background section and Attachment 1 provide a discussion of the KEYBOARD project’s original technical approach, dated January 20, 1999, 8 pages. Transmittal Memorandum, provides the rationale for the KEYBOARD Project’s FY2000 $1,197,245 budget modification for the purchase of printers and scanners, dated February 1, 2000, 17 pages. PASSED and ADOPTED by the Santa Clara County Civil Grand Jury this 14th day of March, 2002. ______________________________ Bruce E. Capron Foreperson ______________________________ Norman N. Abrahams, DDS Foreperson Pro Tem ______________________________ Joyce S. Byrne Secretary 10