community policing keeps america safe national community policing conference july 17, 2002

Law Enforcement IT:Challenges, Pitfalls and Lessons LearnedKelly J. Harris, SEARCH (www.search.org)

Community Policing Keeps America SafeNational Community Policing ConferenceJuly 17, 2002

SEARCH, The National Consortium for Justice Information and Statistics

SEARCH

Private, non profit, funded by U.S. Department of JusticeImproving the administration of justice through the effective use of information and identification technologiesNot a vendorStrategic planning and IT implementationPrimary focus: technical assistance and training to justice agencies


Today’s Agenda

Law enforcement IT has been experiencing massive growth in last several years, now more than ever due to homeland security and anti-terrorism initiativesDefine law enforcement ITTalk about how it should workIdentify the pitfalls to successful implementationTalk about success factorsComing soon! COPS Resources


Law Enforcement Information Technology (IT)

Information System:

A purposefully designed system that brings data, computers, procedures and people together in order to manage the information that is important to an organization’s mission.


Technology Definitions

What they say…“If awarded, the grant will fund a new CAD and RMS system that will allow the department to migrate from existing MDT technology to MDCs in order to provide AFR capabilities. Additionally, we envision that new system will provide interfaces with the County’s JMS, AFIS and IJIS.”


Technology Definitions

– CAD: Computer-Aided Dispatch – RMS: Records Management System – MDC: Mobile Data Computer– MDT: Mobile Data Terminal – AFR: Automated Field Reporting– JMS: Jail Management System– AFIS: Automated Fingerprint Identification System– IJIS: Integrated Justice Information Systems


So What?

Why are we talking about this, writing books, training, providing technical assistance?True or False: – Information technology implementation is as

simple as purchasing an off-the-shelf product, plugging it in, conducting some training and its ready to “go live”…


What We HearThe system we bought doesn’t:

– Work!– Do what we want it to do– Integrate with other systems in the agency

The sheriffs/officers/dispatchers hate the new systemWe’ve been planning for more than a year and are no where near purchasing a systemThe vendor _______ us:

– Didn’t deliver a system– Didn’t meet their promises– We paid them, but we still don’t have a system

Our chief/sheriff didn’t support the projectWe missed important deadlinesWe can’t capture timesavings and show redeployment


Despite It All…

Information is mission critical!And technology makes information accessible, timely, can improve data quality and make important linkages between data elements (people, places, vehicles, locations, etc.)


Information Technology – Why It’s Important to COP

Officers and dispatchers more efficient and effective in decisionmakingCommand staff better informed to enhance crime prevention and response strategiesDetectives better equipped to investigate crimes and accidents resulting in better case solving ratesPatrol officers can stay in the communityPublic more informed through officers and web sitesChange in policing from reactive to proactive


How Information Technology Facilitates Business of Justice

A look at how the information and the technology supports incident response (looking in particular at CAD, RMS and Mobile Data Computing)


How it Works:It all starts with a crime…


Calltaker Calltaker Enters Info into Enters Info into

CADCAD

Bank Robbery!Bank Robbery!

466 Main Street466 Main Street

Bank Robbery!Bank Robbery!

466 Main Street466 Main Street

The witness dials 911…


Calltaker Calltaker Enters Info into Enters Info into

CADCAD

GISGIS DisplayDisplayCAD DisplayCAD Display

BANK ROBBERY IN BANK ROBBERY IN

PROGRESSPROGRESS

466 MAIN STREET466 MAIN STREET

RECOMMENDED RECOMMENDED

RESPONSE:RESPONSE:

2 UNITS IN AREA 2 UNITS IN AREA

DISPATCH?DISPATCH?

The call is dispatched


RMS Receives CAD RMS Receives CAD and MDC data and and MDC data and

Stores ItStores It

CAD sends call CAD sends call data to MDCs and data to MDCs and

RMSRMS

CALL DATACALL DATA

ADDRESSADDRESS

TIMES TIMES

RESPONSERESPONSE

REPORTREPORT

INFOINFO

FINAL APPROVED FINAL APPROVED REPORTREPORT

STOREDSTORED

From CAD to MDC to RMS


Integrated Justice Information Systems

Law Law

EnforcementEnforcement

COURTSCOURTS

PROBATIONPROBATION

PAROLEPAROLE

DISTRICT ATTORNEYDISTRICT ATTORNEY

STATESTATE

PARENT ORGANIZATIONPARENT ORGANIZATION

FEDERALFEDERAL

LOCALLOCAL


So What?

Technology planning and implementation is difficult!Requires in-depth understanding of:– Agency business processes– User needs– Legal requirements– Procedural issues– Technology– Aligning each of these!


IT Is A Strategic Issue

Multiple budget cycles to buildMultiple funding streams that must be leveragedIn regional and/or integrated justice efforts that involve multiple agencies and different disciplines– Independent agencies– Separate branches of government– Independent systems for collecting and maintaining data


Agency “A”– “Bought the farm, needed a barn”

Agency “B”– “Technology overkill”

Agency “C”– “We will gladly pay you today, for a

CAD/RMS tomorrow”

Case Studies


Is it Just A Law Enforcement Problem? NO!

The Standish Group surveyed hundreds of public and private organizations (of various sizes) regarding information technology initiativesPurpose– Document success/failure rates– Determine best practices– Identify critical success factors


Standish Group Findings


Top Ten Critical Success FactorsUser involvementExecutive management supportClear statement of requirementsProper planningRealistic expectationsInterim project milestonesCompetent staffOwnershipClear vision and objectivesHard-working, focused staff


The 10 Elements of Strategic Planning

1. Governance2. Human Resources3. Scope4. Time 5. Cost6. Quality 7. Communications 8. Risk9. Procurement10. Integration


Common pitfalls we see in law enforcement technology procurementsHow they relate to the top ten How you can avoid them

Pitfalls and the Top Ten List


Pitfall #1: Failure to Establish a Governance Structure

For success you must:

– Establish a formal governance structure

– Employ a steering committee with executive participation

– Create and use subgroups– Hire or assign a dedicated

project manager

10 Key 10 Key

Strategic Planning Strategic Planning

ComponentsComponents

GovernanceGovernance Human Human

ResourcesResources ScopeScope Time Time CostCost Quality Quality Communications Communications RiskRisk ProcurementProcurement IntegrationIntegration


Sample Governance Structure

P ro jec t M an ag erO v ersee s e n tire p ro je ct

A d H o c C o m m ittee A d H o c C o m m ittee

O p era tio na l C o m m ittee"B u sin e ss E xpe r ts"

D e ve lop s O pe ra tion a l R e q u irem en ts

A d H o c C o m m ittee

T e ch n ica l C o m m itteeT e ch n ica l S ta f

M a ke s O p era tio n a l R e q u ire m e nts W o rkA sse sse s E x istin g a nd P ro po sed T e ch S o lu tio ns

E xecu tiv e C o m m itteeC h ie f, S h e ri ff, C o m m an d S ta ff

C rea te s the V is ionR e m ov e s O b sta c les


10 Key10 Key

Strategic PlanningStrategic Planning




Pitfall #2: Failure to Assess Human Resources

For success you must:– Executive management

support– User involvement– Invested and competent

staff– Hard-working, focused

staff


10 Key 10 Key





Pitfall #3: Failure to Define Parameters of the Project

For success you must:– Analyze needs– Set realistic, achievable

expectations– Define scope with project

team and vendor – Develop/execute change

management process


10 Key 10 Key





Pitfall #4: Not Setting Realistic Timeframes

For success you must:– Prepare a realistic timeline– Identify resources within a

Gantt chart – Identify measurable interim

milestones– Develop/execute change

management process


10 Key 10 Key





Pitfall #5 Failure to Prepare an Accurate and Realistic Budget

For success you must:– Prepare

one-time/recurring cost estimates

– Budget for all project-related costs

– Develop and utilize detailed payment plans

– Develop cost controls


10 Key 10 Key





Pitfall #6: Failure to Understand and Develop Acceptance Testing

For success you must:– Clearly define

requirements– Identify minimum

acceptance criteria– Develop and execute

acceptance test plan(s)


10 Key 10 Key





Pitfall #7: Failure to Communicate at All Project Levels

For success you must:– Develop/utilize/update a

communications plan– Include users in

communicating project status– Analyze your performance– Regularly communicate with

the project team– Develop a project website


10 Key 10 Key





Pitfall # 8: Failure to Conduct Risk Management

For success you must:– Identify potential project

risks– Include contingency

funds into project budget

– Develop a risk management plan


10 Key 10 Key





Pitfall #9: Failure to Use Procurement Best Practices

For success you must:– Develop a detailed RFP

• functional specifications

– Conduct comprehensive selection process

– Conduct detailed contract negotiations

– Develop/maintain vendor action item list


10 Key 10 Key





Pitfall #10: Failure to Integrate Where Appropriate

For success you must:– Consider other IT efforts,

and your ability to share data:

• within the agency and • with external agencies


Process, Not a “Project”


Symptom Root Problem(s)

The system we bought doesn’t: Work Do what we want it to do Integrate with other systems…

Lack of, or Insufficient Strategic/Project Planning

The officers/dispatcher hate the new system

Lack of User Involvement in System Planning & Procurement

We’ve been “planning” for more than a year and are nowhere near purchasing a system

Lack of Strong Project Management

The vendor ______ us : Didn’t deliver a system Didn’t meet their promises We paid them, but still don’t have system

Lack of, or Insufficient PlanningLack of, or Insufficient Research on Vendor & ProductPoor RFP DesignLack of Contract Negotiation Skills (esp. for IT)

Our Chief Didn’t Support the Project Failure to garner Executive Sponsorship from the Project’s Initiation

We Missed Important Deadlines Poor Project PlanningLack of Strong Project Management

Can’t capture timesavings and show redeployment

Failure to Plan for RedeploymentFailure to Take Advantage of COPS Office Resources


Resources

2002 COPS TA Conference Series– Law Enforcement Information Technology: Planning,

Purchasing and Managing Your Technology Initiative• www.search.org/conferences/2002COPS

– Law Enforcement Tech Guide: How to Plan, Buy and Use IT Successfully!

– Technical Assistance– Video


2002 COPS TA Conferences

Conference Features:– How-to, training-oriented,

complete with take-home tools

– Information Technology and COP

– Technology Challenges– Strategic Planning

Strategies– Best Practices in

Procurement and Contract Negotiations

– Performance Measures and Benchmarking

– Implementation Advice– Peer Networking– Keynote Sessions– Technology Breakouts– Redeployment and

Timesavings– Lessons Learned– Video


Law Enforcement Tech Guide

Published by COPSFor administrators, project managers, line level and technical staffFirst and only Guide of its kind that melds industry-wide best practices in planning, purchasing and implementation, uniquely tailored to the needs of law enforcement agenciesBased on “Dummies” GuidesReplete with tools, tips, checklists, how-tos and real-life examples.Due in 2 months!

Law Enforcement IT:Challenges, Pitfalls and Lessons LearnedKelly J. Harris, SEARCH (www.search.org)

Community Policing Keeps America SafeNational Community Policing ConferenceJuly 17, 2002

community policing keeps america safe national community policing conference july 17, 2002

Documents

technology definitionscad

technology definitionswhat

information accessible

rms system

effective use of information

existing mdt technology

data quality

designed system