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

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

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

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. Purpose of Review Additionally, we have a diverse audience at this workshop, with many attendees representing their agency’s administration and other non-technical staff. PAUSE DEFINE Mobile Computing SEARCH, The National Consortium for Justice Information and Statistics

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.” During the next hour… Address the key technology components of MD Including the Following 4 Key Components: Radio Infrastructure MD Software AFR Mobile Devices (Hardware) SEARCH, The National Consortium for Justice Information and Statistics

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 Purpose of Review Additionally, we have a diverse audience at this workshop, with many attendees representing their agency’s administration and other non-technical staff. PAUSE DEFINE Mobile Computing SEARCH, The National Consortium for Justice Information and Statistics

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

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

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

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

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

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

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

Calltaker Enters Info into CAD The call is dispatched CAD Display GIS Display 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

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

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

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

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

Case Studies Agency “A” Agency “B” Agency “C” “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

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

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

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

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

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

Pitfall #1: Failure to Establish a Governance Structure 10 Key Strategic Planning Components Governance Human Resources Scope Time Cost Quality Communications Risk Procurement Integration 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 SEARCH, The National Consortium for Justice Information and Statistics

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

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

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

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

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 70/30 RULE: Only 30 percent of the total cost of owning a computer system is the initial purchase of the hardware, software and peripherals. Seventy percent of the ownership cost goes to technical support, repairs, training and upgrades” SEARCH, The National Consortium for Justice Information and Statistics

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) Functional: The testing that seeks to ensure that the vendor’s software is functioning as described in product literature and, possibly, in their response to the agency’s RFP[1]. Functional testing usually starts after users have been trained and the software is in a “live environment”. The duration of the test can range anywhere from 30 to 90 days, depending on the vendor’s willingness to agree to the agency’s terms during contract negotiations. Reliability: Testing that seeks to determine the “up-time” of a vendor’s solution, typically this test focuses on hardware and involves the use of special software (i.e., WinRunner, LoadRunner) that simulates the volume of transactions that the vendor claims to be acceptable. Reliability tests can be performed at any time or place, although usually it is best to perform the test on-site after any software customizations have been made to ensure that the “as-built” software conforms with the vendor’s assertions regarding reliability. Reliability testing is often run over a period of five to seven days, with results being extrapolated to simulate a year. Performance: This last test seeks to determine the speed of the combined hardware and software package during various transactions by using scripts that instruct a user to enter various commands and search routines while the time it takes to execute the command or search is recorded (either by a human with a stopwatch or with approved software). Performance testing is usually conducted late in the project, well after customization and interfaces have been built. [1] This is often a contract negotiation issue SEARCH, The National Consortium for Justice Information and Statistics

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

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

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

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

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

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 Planning Lack of, or Insufficient Research on Vendor & Product Poor RFP Design Lack 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 Planning Can’t capture timesavings and show redeployment Failure to Plan for Redeployment Failure to Take Advantage of COPS Office Resources SEARCH, The National Consortium for Justice Information and Statistics

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

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 SEARCH, The National Consortium for Justice Information and Statistics

Law Enforcement Tech Guide 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! SEARCH, The National Consortium for Justice Information and Statistics

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