Community Policing Keeps America Safe National Community Policing Conference July 17, 2002

1. Law Enforcement IT:Challenges, Pitfalls and Lessons LearnedKelly J. Harris, SEARCH (www.search.org) Community Policing Keeps America Safe National Community Policing Conference July 17, 2002

2. SEARCH • Private, non profit, funded by U.S. Department of Justice • Improving the administration of justice through the effective use of information and identification technologies • Not a vendor • Strategic planning and IT implementation • Primary focus: technical assistance and training to justice agencies SEARCH, The National Consortium for Justice Information and Statistics

3. 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 initiatives • Define law enforcement IT • Talk about how it should work • Identify the pitfalls to successful implementation • Talk about success factors • Coming soon! COPS Resources SEARCH, The National Consortium for Justice Information and Statistics

4. 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. SEARCH, The National Consortium for Justice Information and Statistics

5. 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.” SEARCH, The National Consortium for Justice Information and Statistics

6. 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 SEARCH, The National Consortium for Justice Information and Statistics

7. 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”… SEARCH, The National Consortium for Justice Information and Statistics

8. What We Hear • The 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 system • We’ve been planning for more than a year and are no where near purchasing a system • The 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 project • We missed important deadlines • We can’t capture timesavings and show redeployment SEARCH, The National Consortium for Justice Information and Statistics

9. 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.) SEARCH, The National Consortium for Justice Information and Statistics

10. Information Technology – Why It’s Important to COP • Officers and dispatchers more efficient and effective in decisionmaking • Command staff better informed to enhance crime prevention and response strategies • Detectives better equipped to investigate crimes and accidents resulting in better case solving rates • Patrol officers can stay in the community • Public more informed through officers and web sites • Change in policing from reactive to proactive SEARCH, The National Consortium for Justice Information and Statistics

11. 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) SEARCH, The National Consortium for Justice Information and Statistics

12. How it Works:It all starts with a crime… SEARCH, The National Consortium for Justice Information and Statistics

13. The witness dials 911… Bank Robbery! 466 Main Street Calltaker Enters Info into CAD SEARCH, The National Consortium for Justice Information and Statistics

14. The call is dispatched CAD Display GISDisplay BANK ROBBERY IN PROGRESS 466 MAIN STREET RECOMMENDED RESPONSE: 2 UNITS IN AREA DISPATCH? Calltaker Enters Info into CAD SEARCH, The National Consortium for Justice Information and Statistics

15. From CAD to MDC to RMS RMS Receives CAD and MDC data and Stores It CALL DATA ADDRESS TIMES RESPONSE REPORT INFO FINAL APPROVED REPORT STORED CAD sends call data to MDCs and RMS SEARCH, The National Consortium for Justice Information and Statistics

16. Integrated Justice Information Systems DISTRICT ATTORNEY Law Enforcement LOCAL COURTS PROBATION STATE PAROLE FEDERAL PARENT ORGANIZATION SEARCH, The National Consortium for Justice Information and Statistics

17. 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! SEARCH, The National Consortium for Justice Information and Statistics

18. IT Is A Strategic Issue • Multiple budget cycles to build • Multiple funding streams that must be leveraged • In 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 SEARCH, The National Consortium for Justice Information and Statistics

19. Case Studies • 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” SEARCH, The National Consortium for Justice Information and Statistics

20. Is it Just A Law Enforcement Problem? NO! • The Standish Group surveyed hundreds of public and private organizations (of various sizes) regarding information technology initiatives • Purpose • Document success/failure rates • Determine best practices • Identify critical success factors SEARCH, The National Consortium for Justice Information and Statistics

21. Standish Group Findings SEARCH, The National Consortium for Justice Information and Statistics

22. Top Ten Critical Success Factors • User involvement • Executive management support • Clear statement of requirements • Proper planning • Realistic expectations • Interim project milestones • Competent staff • Ownership • Clear vision and objectives • Hard-working, focused staff SEARCH, The National Consortium for Justice Information and Statistics

23. The 10 Elements of Strategic Planning • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration SEARCH, The National Consortium for Justice Information and Statistics

24. Pitfalls and the Top Ten List • Common pitfalls we see in law enforcement technology procurements • How they relate to the top ten • How you can avoid them SEARCH, The National Consortium for Justice Information and Statistics

25. 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 Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration SEARCH, The National Consortium for Justice Information and Statistics

26. Sample Governance Structure SEARCH, The National Consortium for Justice Information and Statistics

27. Pitfall #2: Failure to Assess Human Resources 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Executive management support • User involvement • Invested and competent staff • Hard-working, focused staff SEARCH, The National Consortium for Justice Information and Statistics

28. Pitfall #3: Failure to Define Parameters of the Project 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Analyze needs • Set realistic, achievable expectations • Define scope with project team and vendor • Develop/execute change management process SEARCH, The National Consortium for Justice Information and Statistics

29. Pitfall #4: Not Setting Realistic Timeframes 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Prepare a realistic timeline • Identify resources within a Gantt chart • Identify measurable interim milestones • Develop/execute change management process SEARCH, The National Consortium for Justice Information and Statistics

30. Pitfall #5 Failure to Prepare an Accurate and Realistic Budget 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • 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 SEARCH, The National Consortium for Justice Information and Statistics

31. Pitfall #6: Failure to Understand and Develop Acceptance Testing 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Clearly define requirements • Identify minimum acceptance criteria • Develop and execute acceptance test plan(s) SEARCH, The National Consortium for Justice Information and Statistics

32. Pitfall #7: Failure to Communicate at All Project Levels 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • 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 SEARCH, The National Consortium for Justice Information and Statistics

33. Pitfall # 8: Failure to Conduct Risk Management 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Identify potential project risks • Include contingency funds into project budget • Develop a risk management plan SEARCH, The National Consortium for Justice Information and Statistics

34. Pitfall #9: Failure to Use Procurement Best Practices 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Develop a detailed RFP • functional specifications • Conduct comprehensive selection process • Conduct detailed contract negotiations • Develop/maintain vendor action item list SEARCH, The National Consortium for Justice Information and Statistics

35. Pitfall #10: Failure to Integrate Where Appropriate 10 Key Strategic Planning Components • Governance • Human Resources • Scope • Time • Cost • Quality • Communications • Risk • Procurement • Integration • For success you must: • Consider other IT efforts, and your ability to share data: • within the agency and • with external agencies SEARCH, The National Consortium for Justice Information and Statistics

36. Process, Not a “Project” SEARCH, The National Consortium for Justice Information and Statistics

37. SEARCH, The National Consortium for Justice Information and Statistics

38. 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 SEARCH, The National Consortium for Justice Information and Statistics

39. 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 2002 COPS TA Conferences SEARCH, The National Consortium for Justice Information and Statistics

40. Published by COPS For administrators, project managers, line level and technical staff First 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 agencies Based on “Dummies” Guides Replete with tools, tips, checklists, how-tos and real-life examples. Due in 2 months! Law Enforcement Tech Guide SEARCH, The National Consortium for Justice Information and Statistics

41. Law Enforcement IT:Challenges, Pitfalls and Lessons LearnedKelly J. Harris, SEARCH (www.search.org) Community Policing Keeps America Safe National Community Policing Conference July 17, 2002