SR-6-D (127)
CCS. HS: SM. JJ :f: share\strepts\acms JmJ 60
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CouncIl Meeting: July 11, 1995 JUl 1 1 1995
Santa Monica, CalifornIa
TO Mayor and CIty Council
FROM City Staff
SUBJECT' Recommendation to Authorize the CIty Manager to NegotIate and
Execute a Contract with Automated Case Management Systems
(ACMS), Incorporated
INTRODUCTION
This report requests that the City Council authorrze the City Manager to negotiate and
execute a contract with Automated Case Management Systems (ACMS), Inc. to
Implement a computerized case management tracking system among five City-funded
homeless service prOViders
BACKGROUND
In FY 1994-95, the City Initiated planning and development efforts to establish a
computerized case management tracking system across fIve City-funded homeless
services agencies (supporting nrne different program locations): CLARE Foundation,
Ocean Park CommunIty Center, Salvation Army, Step Up on Second, and St. Joseph
Center. ThiS computer system Will be Implemented In FY 1995-96 and Will serve as
a primary tool for service delivery and accountability In the City's CoordInated Case
Management/Supportive HOUSing Program By Implementing thiS system, a common
set of data Will be obtamed across City-funded homeless services to determme
demographic characteristics of IndiViduals served Includmg undupllcated numbers
served, types of services prOVided, duration of serVices, speCifiC outcomes, and costs
of services ThiS Information wIll assist City staff to better evaluate the effectiveness
and results of City-funded homeless services and Will further strengthen the
collaborative efforts between the five participating organizations.
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DISCUSSION
After researching a number of eXisting computer systems, City staff identified ACMS,
lnc as the best provider to meet the goals and purposes of the City. ACMS, Inc. has
developed a successful multi-user software package (CASEWATCH) that provides a
highly unrque, pre-packaged system for case management services used both locally
and nationally In the public sector. This system software IS currently being used by
Los Angeles County-funded AIDS programs and many government-funded children's
services throughout California.
In FY 1994-95, CIty staff worked In partnershIp with ACMS, Inc. to conduct a survey
of the five homeless service providers to assess their current hardware and software
capabilItIes, service delivery and program requirements, and cost options to
Implement the system. Based on thIs survey, ACMS, Inc. prepared an operational
concept report that dIscussed the feasibIlity and cost Impact for purchasing the
necessary hardware, deslgmng and installing the software, training staff, and
maintainIng the system. Upon reviewing this report, CIty staff from the Human
Services DIvIsion and the Information Systems DIvIsion have determIned the system
to be cost effective and benefiCial for City monrtonng and reporting.
The CASEWATCH computenzed case management system IS projected to come on-
line among the five participating agencIes by Fall of 1995 This system Will be used
to generate CIty reports on services prOVided / program outcomes, and program
expendItures The information prOVided In these reports Will be used In part to prepare
the annual review of homeless services required by the Public Safety Initiative In the
Spnng of 1996. This computer system Will also prevent unnecessary duplication of
services as further reqUired by the Public Safety Imtlatlve
FISCAL/BUDGET ARY IMPACT
Funding for this computerized case management system was approved by the City
Council on June 28, 1994, and June 20, 1995 when adoptmg the FY 1994-95 and
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FY 1995-96 City budgets In account number 01-800-262-75430~6224-15612 and
01-400-262-75010-6125-15816. FundIng amount In the total of $108,000. has
been approved for the purchase of:
. CASEWATCH Software Package $20,690.
. Individual Site hardware, TelecommunicatIon
and Network Server $39,721.
. CustomIzed Programming, TraIning
and Technical ASSistance $29,589.
. System Support and Maintenance $18,000.
RECOMMENDA TlON
City staff requests that City Council authorize the City Manager to negotiate and
execute a contract with ACMS, Inc., In the total amount of $108,000., to purchase
the CASEWATCH computer software package and provIde the necessary hardware,
telecommUnications equipment, technical assistance, training, and customized
programming and maintenance.
Prepared by: Susan McCarthy, Director
Julie Johnson, Acting Manager
Human Services DIvIsion
Community and Cultural Services Department
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