Law Enforcement IT Challenges Pitfalls and Lessons Learned

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 SEARCH, agencies The National Consortium for Justice Information and training to justice

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

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

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

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

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-theshelf product, plugging it in, conducting some training and its ready to “go live”… SEARCH, The National Consortium for Justice Information and

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. SEARCH, capture timesavings The National Consortium forand Justiceshow Information and

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

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

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

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

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

The call is dispatched CAD Display Y IN BANK ROBBER PROGRESS EET 466 MAIN STR D RECOMMENDE RESPONSE: EA 2 UNITS IN AR DISPATCH? GIS Display Calltaker Enters Info into CAD SEARCH, The National Consortium for Justice Information and

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

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

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

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

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

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

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

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

The 10 Elements of Strategic Planning 1. Governance 2. Human Resources 3. Scope 4. Time 5. Cost 6. Quality 7. Communications 8. Risk 9. Procurement 10. Integration SEARCH, The National Consortium for Justice Information and

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

Pitfall #1: Failure to Establish a Governance Structure 10 Key Strategic Planning Components n n n n n For success you must: Governance Human Resources Scope Time Cost Quality Communications Risk Procurement Integration – 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

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

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

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

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

Pitfall #5 Failure to Prepare an Accurate and Realistic Budget 10 Key Strategic Planning Components n n n n n For success you must: – Prepare onetime/recurring cost estimates – Budget for all project -related costs – Develop and utilize detailed payment plans – Develop cost SEARCH, The National Consortium for Justice Information and Governance Human Resources Scope Time Cost Quality Communications Risk Procurement Integration

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

Pitfall #7: Failure to Communicate at All Project Levels 10 Key Strategic Planning Components n n n n n For success you must: – Develop/utilize/update a communications plan Governance – Include users in Human Resources communicating project Scope status Time Cost – Analyze your Quality performance Communications – Regularly communicate Risk with the project team Procurement Integration – Develop a project website SEARCH, The National Consortium for Justice Information and

Pitfall # 8: Failure to Conduct Risk Management 10 Key Strategic Planning Components n n n n n 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

Pitfall #9: Failure to Use Procurement Best Practices 10 Key Strategic Planning Components n n n n n 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 SEARCH, The National for Justice Information and – Consortium Develop/maintain

Pitfall #10: Failure to Integrate Where Appropriate 10 Key Strategic Planning Components n n n n n 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

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

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 Lack of Strong Project Management Can’t capture timesavings and show redeployment Failure to Plan for Redeployment Failure to Take Advantage of COPS Office SEARCH, The National Consortium for Justice Information and Resources

Resources 2002 COPS TA Conference Series – Law Enforcement Information Technology: Planning, Purchasing and Managing Your Technology Initiative • www. search. org/conferences/2002 COPS – Law Enforcement Tech Guide: How to Plan, Buy and Use IT Successfully! – Technical Assistance – Video SEARCH, The National Consortium for Justice Information and

2002 COPS TA Conferences Conference Features: – How-to, training– Performance oriented, complete Measures and with take-home tools Benchmarking – Information – Implementation Technology and Advice COP – Peer Networking – Technology – Keynote Sessions Challenges – Technology – Strategic Planning Breakouts Strategies – Redeployment and – Best Practices in Timesavings Procurement and SEARCH, The National for Justice Information and – Consortium Lessons Learned

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 reallife examples. Due in 2 months! SEARCH, The National Consortium for Justice Information and

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