1 Fundamental Principles of Solution Design and Implementation Chapter 3

2 Chapter 3: Goal Provide a framework of basic steps to take when completing an information technology implementation project.

3 Scope Statement Scope creep discussion….

4 Memorandum of Understanding (MOU) Contract between members that: Outlines responsibilities Defines objectives Defines who is paying and how much Identifies stakeholders Defines roles Outlines miscellaneous concerns

5 Memorandum of Understanding (MOU) Items to include: Scope / size of project Goals and objectives Deliverables Schedules or milestones Required resources Risk / contingencies Critical: All stakeholders must sign

6 Hardware Matrix Desktops Laptops (regular / ruggedized) Tablet personal computers PDAs Scanners Biometric devices Cameras (digital / video) Cellular phones etc. etc.

7 Software Matrix Records Management Systems (RMS) Jail Management Systems (RMS) Computer Aided Dispatch (CAD) Booking & Arrest Systems Automated Field Reporting (AFR) Web-enabled applications Law Code software Mapping / Drawing software etc. etc.

8 Key Components of Functional Specifications Vision summary Design goals Requirements Usage summary Features Dependencies Schedule summary Risks

9 Key Components of Functional Specifications Appendices Concept diagram (Enterprise Architecture) Work flow diagrams List of data elements Data dictionary

10 Functional Specifications Pitfalls Failing to provide enough detail Providing too much detail Creating an unrealistic design Freezing the functional specifications too early Spending too much time updating the functional specifications

11 More Pitfalls Failing to communicate changes in the functional specifications to the customer, project team members, or other key project stakeholders Failing to involve the whole team in the design process

12 Managing Criminal Justice Technology Break

13 Reality Based Planning “Planning that is adaptive to external influences such as politics, personnel, personalities and budgets which affect deadlines, scope, funding and staffing.”

14 Managing Criminal Justice Technology Class Project

15 Implementation Phase RFP’s and RFQs Vendor selection Contractual issues Technical deployment

16 Request For Proposal (RFP) Disadvantages Labor intensive Time intensive Advantages Competition Lower prices Creative solutions Agency review of assets Structured setting Standard evaluation process

17 Why Projects Fail Lack of Planning Lack of Leadership Failing to Understand Process Incomplete Funding Loss of Priority Change in Leadership Scope Creep Inter-agency Problems (Turf Wars) Intra-Agency Problems Poor Testing Poor Equipment Selection Plan, Plan, Plan Alignment with Strategic Plan Education and Communication Alignment with Strategic Plan Control and Leadership MOU + Mgmt. Involvement Win/Win Negotiations Develop Plan Plan, Plan, Plan

18 People and Projects List skills inventory of staff Match project needs to skills Train rather than hire (debate) Negotiate for talent within/without organizations Realize not possible for “A” team Trial by fire Disparate personalities: + and -

19 Review of Technology Assessment Charting

20 Managing Criminal Justice Technology Break

21 Vendors John’s talk about vendors

22 IT Contracts Review model contracts Contact successful project leaders Functional requirements are critical Formal, professional partnership with vendor Custom = code is in escrow Clear, unequivocal penalty clauses

23 IT Contracts (con’t.) Clear, unequivocal milestones and checkpoints Communicate with the vendor Experienced legal counselor review No assumptions

24 Tips On Contracts Review model contracts (IACP, other web sites) Detailed, comprehensive requirements/specifications document DON’T ASSUME ANYTHING Establish a formal, professional partnership with the vendor (see Industry Working Group paper) Custom applications require special handling of the code.

25 Tips On Contracts Clear, unequivocal penalty clauses for non-performance Clear, unequivocal milestones and checkpoints for delivery and implementation Communications with the vendor is CRITICAL – establish a process Have experienced legal counsel review

26 Managing Criminal Justice Technology Break Next Topic: Chapter 4: Emerging TechnologyChapter 4: Emerging Technology