A communication transmitted from Yi-An Huang, City Manager, relative to a Surveillance Technology Impact Report which describes Operations & Case Management Software, requested by the Community Safety Department

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Community Safety Division or Unit (if applicable): Submitted by: Liz Speakman Date: Aug. 23, 2023, updated October 2, 2023 Surveillance Technology: Operations/Case Management Software 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. Community Safety will use an operations/case management software application, Reach by Julota, to collect and store information about the services and interventions provided by the CARE (Community Assistance, Engagement and Response) Team. For each encounter, the CARE Team will collect and record basic demographic data, service needs identified by community members, referrals made, and any follow up plans. Additionally, the CARE team will use Reach by Julota for case management support to keep track of ongoing services provided and where responders made referrals. Reach is a cloud-based application hosted by Microsoft Azure, designed with a highly customizable front end that is user friendly. It also includes out of the box standard reports along with a data warehouse to provide quick and simple reporting necessary to track the success of the program. The data set captured is basic demographics for tracking services. Reach is a cloud-based Software as a Service (SaaS), and Reach was designed with interoperability in mind. The goal is to make data sharing with other organizations less difficult and easier to implement and manage. This was done to facilitate tracking and managing services provided by other organizations. However, for the program start this functionality will NOT be implemented with third parties. 2. What is the purpose of the Surveillance Technology? The purpose of the Surveillance Technology is to provide a comprehensive continuum of care for the community members served by CSD. The technology will assist the team in ensuring we are following up on the requests for ongoing services and keeping track of any previous assessments and interventions. Additionally, the technology will assist in assessing progress with program goals and program evaluation. CSD intends to provide statistical anonymized data to the City and the communities it serves on the effectiveness of our services and interventions. Reach is designed to provide a custom reporting engine and many out of the box reports to simplify report generation.

Where will the Surveillance Technology be deployed? When? This is a cloud-based service, hosted by Microsoft Azure, that will be accessible to the CSD team on their laptops and phones. CSD team members will enter information after each call to ensure timely and accurate representation of their encounters in the community. This technology is targeted to be available November 2023. 3. What privacy impact will the Surveillance Technology have? Reach by Julota will provide up to date information to the team of CSD Clinicians and Responders to ensure seamless care across various staff members. The data collected will be kept confidential. This will ensure that our team does not unnecessarily repeat any assessment questions or duplicate services. Community members will benefit from this information sharing within the team. 4. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? Initial Quote Budget Implementation Year 1 15,630.00 20,000.00 Annual Software Annual 31,790.00 45,000.00 Support Services Annual 5,250.00 8,000.00 52,670.00 73,000.00 • We have received an initial quote. In review of the quote, scope is less than what is required the gap is represented by the budgeted cost column. • Personnel costs include an FTE in the Community Safety Department that has been budgeted to create custom reports. • User interface for the application is straightforward and simple to navigate, alleviating the need for training. • The source of Funds is the Community Safety Department operating budget.