Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Lee Pullen, Director, Aging and Disability Services
Subject: Amendment to the Agreement with Panoramic Software, Inc. for Pro-Web, PG-Pro Web, and Rep Payee-Pro Web Software
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Panoramic Software Inc. for the provision and maintenance of accounting and case management software for the Public Guardian and Public Administrator programs, extending the term through December 31, 2027, and increasing the amount by $200,000, for a revised total not to exceed $641,000.
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BACKGROUND:
The Aging and Disability Services (ADS) Public Guardian (PG) program serves elderly and disabled residents of San Mateo County who are substantially unable to provide for their own basic needs and/or are unable to manage their financial resources due to a mental, behavioral, physical, or cognitive disability. The PG, acting under the authority and direction of the Superior Court, is appointed conservator of the person and/or estate for these clients. A conservatorship of the person allows the PG to make decisions regarding care, placement, or medical procedures, while conservatorship of the estate provides authority to marshal, protect, and manage assets.
The Public Administrator (PA) program serves the public by investigating and administering the estates of people who die without an appropriate estate executor or administrator. The PA also acts under the authority and supervision of the Superior Court. Their duties are to make appropriate burial arrangements when needed; conduct thorough investigations to discover all assets; locate heirs; liquidate assets at public sale or distribute assets to heirs; pay the decedent’s bills and taxes; and ensure that heirs receive their inheritance.
The PG and PA have used Panoramic Software Inc.’s (Panoramic) software for web-based trust accounting and electronic case management since 2012.
In January 2019, the Board approved an agreement with Panoramic for the term of January 1, 2019, to December 31, 2021, in an amount not to exceed $200,000.
In December 2021, the Board approved an amendment with Panoramic to extend the term through December 31, 2023, and increased the total contract amount to $416,000.
In January 2024, ADS extended the contract by $25,000 for a revised total amount not to exceed $441,000 and extended the term through December 31, 2024. In January 2025, the contract term was extended through December 31, 2026.
DISCUSSION:
ADS is evaluating the feasibility of using County Health's Epic system for program case management, as Epic has been adopted by other County Health divisions as their electronic health record.
Separately, ADS is replacing the fiduciary financial management functions of its Panoramic system with Microsoft Dynamics 365 Finance (Dynamics 365 Finance). In June 2026, ADS completed an RFP and selected OnActuate, a Microsoft partner, to implement and support the transition to Dynamics 365 Finance.
The two IT migration efforts described above, Epic and Dynamics 365 Finance, address distinct functions - case management and financial management, respectively. ADS anticipates integration between the two systems so that financial information in Dynamics 365 Finance and case management information in Epic will be aligned.
In order to support a transition to Dynamics 365 Finance, ADS will need to extend its existing contract with Panoramic. As a result, ADS is requesting this Board’s approval to extend the contract with Panoramic by one additional year, through December 31, 2027, and to add $200,000, for a revised total amount not to exceed $641,000.[SG2.1]
The amendment and resolution have been reviewed and approved by the County Attorney as to form.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that Panoramic will provide accurate accounting and case management functions for PG and PA cases 100% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Estimated |
FY 2027-28 Projected |
|
Percentage of complete and accurate accounting and case management functions for PG and PA cases |
100% |
100% |
COMMUNITY IMPACT:
The contract with Panoramic will continue to positively impact PG conservatees and beneficiaries of PA estates. Utilizing Panoramic, the estates of conserved clients and PA decedents will be provided with accurate, consistent, and clear financial accounting. Panoramic database features will help safeguard client assets and strengthen fiduciary oversight for vulnerable clients and the estates of deceased clients.
FISCAL IMPACT:
The term of the amended agreement is January 1, 2019, through December 31, 2027. This amendment increases the contract amount by $200,000 to a total amount not to exceed $641,000. The increased amount of $200,000 is 100% Net County Cost and included in the ADS FY 2026-27 Adopted Budget.