1 Seattle Plice Department Prpsed develpment f a Business Intelligence System December 2013 Versin: FINAL Executive Summary
2 Executive Summary 1. Intrductin The United States and the City f Seattle have entered int a Settlement Agreement and Memrandum f Understanding with the Department f Justice with the gal f ensuring that plice services are delivered t the peple f Seattle in a manner that fully cmplies with the Cnstitutin and laws f the United States, effectively ensures public and fficer safety, and prmtes public cnfidence in the Seattle Plice Department and its fficers. As part f the agreement, a Mnitr was appinted by the federal curt t assess cmpliance and reprt n the implementatin f this agreement. A Mnitring Plan has been established which prvides a schedule and a blueprint fr cmpliance with the Settlement Agreement. The Mnitr has identified a number f deficiencies with the Seattle Plice Department s (SPD) current business prcesses and systems that may hinder cmpliance with the Settlement Agreement. The agreement requires the Seattle Plice Department t have a rbust IT system that peratinalizes cre functins f the department, prvides fficer perfrmance insights t managers which will allw them t actively supervise and mnitr their fficers, and t have a cmprehensive reprting mechanism t evaluate and assess perfrmance metrics and utcmes as an early interventin system. In rder t cmply with the requirements f the Settlement Agreement, the Mnitr has asked SPD t develp a mature and cmprehensive Slutin that fulfills all these gals. This infrmatin will allw supervisrs and fficers t carry ut their day-t-day peratins, effectively manage their staff by identifying ptential issues and prblems that can then be crrected and prevented thrugh training, supervisin, caching and mentring, and prvide needed training and mentring t prevent ptential prblems. This system will als prvide the department and the Mnitr with greater visibility int SPD s perfrmance data that will facilitate the assessment f cmpliance with the Agreements. Fr the Seattle Plice Department, infrmatin, cmmunicatins and technlgy are pivtal areas in the transfrmatin f Plice peratins. As SPD mves frward with imprving accuntability bth internally and with the citizens f Seattle, the fllwing have been identified as desired utcmes: Imprved prfessinalism by building awareness and clarifying expectancies Prvide unifrm and cnsistent standards acrss the department Prvide high quality training and the ability t assess its effectiveness Develp bjective perfrmance expectancies and strng mentring dynamics with all levels f the rganizatin. As such, the Department seeks t ensure alignment f its business and IT systems, peratins and prcesses with current and future needs f the slutin desired by the Mnitr t be in cmpliance and meet the gals utlined. T this end, SPD cllabrated with an external cnsultant t review, assess, evaluate and make recmmendatins fr a slutin t meet its gals. The Prject Team has carried ut a Current State Assessment f SPD s existing IT systems, prcesses, technlgies and peratins t bring abut the gaps and assciated risks t determine readiness and maturity twards the desired Future State slutin. Nte: The Current State assessment was carried ut at a high level with the aim f highlighting majr risks and gaps t deply and supprt a slutin. This shuld nt be cnsidered an IT audit as this was nt in scpe fr this exercise.
3 2. Objective The bjective f this exercise was t examine, at a high level, the readiness fr the Seattle Plice Department t be able t implement and supprt a Business Intelligence slutin that will a perfrm as a Perfrmance Management System/Early Interventin System taking in t accunt current business and IT prcesses, tls, technlgy and peple. In additin, the Prject Team was tasked with the develpment f a Future State and Radmap t achieve the desired utcme alng with a high level cst estimate. The utputs f this assessment will highlight the gaps and risks fund as well as thse gaps that must be addressed prir t embarking n a system implementatin. 3. Methdlgy A Current State assessment was perfrmed t examine SPD s readiness t deply and supprt a Perfrmance Management System/Early Interventin System as prescribed by the Settlement Agreement. This assessment examined at a high level the SPD s business prcesses, IT systems, peple and capabilities as they relate t the end state Business Intelligence slutin. Gaps and risks frm this exercise were then dcumented in the Gaps Analysis dcument. In the Future State Summary dcument, requirements were gathered frm the Settlement Agreement, the Mnitring team, the SPD Cmpliance team, SPD IT and frm business users within the Seattle Plice Department. These requirements were cnslidated and distilled in t functinal and technical specificatins fr a BI slutin, which were then summarized in t a slutins architecture template. The Future State Recmmendatins and Radmap dcument prvides a summary f the prpsed Perfrmance Management/Early Interventin System fllwed by a radmap t implement the gap remedies and develp the slutin fr the SPD. Thrughut this exercise, the Prject Team gathered inputs frm IT, varius business teams supprting business prcesses as well as SPD Cmpliance. 4. Findings & Recmmendatins Summary f Key Findings Based n the analysis perfrmed, a custm slutin appears t be the mst cmplete ptin available t SPD t best meet the requirements f a desired Perfrmance Management/Early Interventin BI slutin. While there are sme cmmercially available ptins that meet sme f the requirements, nt all f the requirements can be met by such slutins. The Current State assessment was perfrmed t identify gaps that culd pse pssible barriers t the successful implementatin f the BI slutin. As a result f the Current State assessment, a number f key findings were identified. The key findings belw are rganized arund Prcess, Technlgy and Peple: Prcess: A number f prcess-related gaps were identified that impact SPD s verall readiness t implement a BI slutin. These gaps can be categrized int the areas f 1) Data Quality, Availability and Reliability, 2) Data Management and Data Gvernance, 3) Quality, Reliability f Data Capture and Reprting and 4) IT Gvernance. Sme f these gaps will be clsed as a result f the implementatin f a BI slutin hwever, sme f the gaps are mre fundamental in nature and are cnsidered t be fundatinal t the success f any IT rganizatin and it is the recmmendatin f the Prject Team that they must be addressed prir t any BI slutin. Data Quality, Availability and Reliability: Cnsistency and availability f data fr the slutin is a challenge, as sme business prcesses are manual, paper-based prcesses, sme systems have incmplete data r ut f date data while ther data may be scattered acrss multiple, disparate systems. As an example, it is difficult t get cnsistent data frm Street Checks as mst f the data in the system resides as a narrative and currently there is n way t differentiate Terry Stps frm ther stps and detentins. In additin, there is n department wide view f training data because it exists in multiple systems, bth electrnic and paper based. While elearning has clsed gaps n prviding training t fficers, it des nt prvide the capability t handle qualificatins.
4 Incnsistencies have als been raised with HR data being ut f sync and ut f date between EV5, PEDS and Versnnel. Prcesses arund Data Management and Data Gvernance: There is a general lack f data management and data gvernance practices within the department. This results in cmpunding issues with system integratin and creates incnsistencies acrss systems resulting in lack f data, incnsistent data, inaccurate data r the same data in different frmats. N prcesses were nted t regularly validate data in business applicatins and IT systems t ensure quality, availability and reliability. Sme f the gaps listed under data quality abve wuld have been preventable had rbust data management and data gvernance prcesses been in place. Quality, Reliability f Data Capture and Reprting Prcesses: Key business prcesses including Use f Frce, OPA cmplaints, cllisins, pursuits and lawsuits are manual and paper-based and as such are difficult t pull data frm, reprt n, track and audit. Reprting is typically a manual and limited prcess. Cmbining data frm different systems by hand limits its usefulness due t the availability and cnsistency f data. In additin, the current EIS prcess is a mstly manual prcess that is labr and time intensive, des nt prvide any early interventin capabilities and has limited usefulness. Furthermre, there are n prcesses in place t check and validate data. IT Gvernance Prcesses: While IT gvernance practices were nted, the Prject Team feels the prcesses such as change cntrl, asset management, prject management, and cntrls arund the develpment envirnment are nt rbust enugh as mst are manual in nature, residing n sets f spreadsheets, r carried ut thrugh exchanges. Technlgy: There is a general lack f technlgy encapsulating critical business prcesses and systems. As highlighted in the prcess findings, Use f Frce, OPA cmplaints, fficer invlved cllisins and pursuits as well as lawsuits have n electrnic wrkflw and are paper-based, manual prcesses. As such, critical data essential fr the BI slutin is nt readily available. While prgress has been made n unifying applicatins under a cmmn envirnment, there are still many systems fr which there is little r n integratin with key applicatins, resulting in applicatin sils. There is als n unified reprting envirnment available; a number f reprts are extracted frm a variety f systems and then cnslidated manually. Furthermre, there are a lack f systems in place t perfrm data checks t ensure reliability, availability and accuracy. Peple: A significant gap exists arund resurcing that must be addressed during the prject. There are a number f rles missing frm the IT rganizatin that are needed t nt nly help in the implementatin f the BI slutin, but als supprt it mving frward. Althugh this may be mitigated thugh fundatinal gap clsures, SPD currently has limited capacity t take n additinal wrk withut assistance. Sme examples f key rles missing frm the IT rganizatin include Slutins Architects, Data Architects, Prtfli Managers and Business Analysts. Recmmendatins and Radmap fr Mving Frward A high-perfrmance BI slutin prvides advanced analytics, wrkflws, reprting and cllabrative capabilities. Fr such a system t functin crrectly, the key factr is having useful, timely, cnsistent and accurate data available. In additin, data must cme frm many disparate systems where similar data can be interrelated t establish dependencies. This data needs t be reliably integrated in t a central repsitry fr the BI slutin t prvide advanced analytics. T be able t achieve this, surce systems must have cnsistent data management practices as well as data gvernance practices, meaning that data must be managed in a cnsistent fashin acrss the enterprise. Gvernance arund data wuld include prcesses t keep data up t date, peridic validatin and cleansing as well as cntrls t make sure prcesses are cnsistently fllwed, therefre data can stay mre cnsistent and accurate. These prcesses and cntrls arund data management and data gvernance are critical t the success f the BI slutin and are therefre cnsidered t be fundatinal prcesses. T achieve the end state gal f an peratinal Perfrmance Management/Early Interventin System, the Prject Team recmmends a tw-stage slutin:
5 Stage One: Engage an external vendr t fcus n develping and implementing fundatinal prcesses arund data management and gvernance as well as help SPD in validating and remediating existing data in systems that will be leveraged fr the BI slutin. Stage Tw: Once such fundatinal prcesses and gvernance cntrls have been put in place, wrk with an external vendr t design, develpment and implement, a BI slutin can cmmence. The Prject Team believes that in rder fr SPD t have a higher prbability f success with the implementatin f a BI slutin, these fundatinal gaps arund hw data is managed as well as gvernance prcesses must be addressed befre the start f the implementatin. Prcesses arund prper end-t-end management f data as well as gvernance f the prcesses need t be develped and implemented immediately. If these are nt dne prir t the implementatin f the BI slutin, the risk f failure wuld be significantly higher. Hwever, shuld these gaps be remediated, the Prject Team des believe that SPD is capable f implementing, perating and supprting a BI slutin. It is imprtant t nte that establishment f the fundatinal prcesses will nt clse all f the gaps highlighted in this assessment. They shuld be viewed as pre-requisites that must be achieved prir t cmmencing the implementatin f the BI slutin. The fundatinal prcesses will prvide the base fr much f the design wrk arund data and prcesses during the BI slutin. The remaining gaps will be addressed thrugh the implementatin f the slutin and its use. Such gaps include thse related t key business prcesses currently based n manual, paper-based prcesses; these gaps will be clsed as the slutin will prvide electrnic wrkflws t replace the lder manual prcesses. Stage 1 - Addressing Fundatinal Gaps The Prject Team recmmends engaging an external vendr r cnsultant t plan, design, and put in place fundatinal prcesses t address sme f the high pririty gaps and create the base n which the prpsed BI slutin will be built n such as: Develp and implement fundatinal prcesses t review and crrect gaps in data in the surce systems t the extent pssible fr cnsistency and cleanliness and certify current data t be imprted nce the prpsed BI Slutin is built. Data frm surce systems will be a significant part f the BI slutin, thus accurate data is needed fr a successful BI slutin. Prir t the design phase, analyze and make recmmendatin n best f breed prcesses thrugh which future data will be captured, validated, analyzed and staged prir t being ppulated in the data warehuse. While the interim slutin, IApr will replace many f the manual prcesses, we expect SPD will need t re-engineer them t better fit their requirements fr the Future State slutin. This will ensure a straight thrugh and cnsistent data capture as clse as t the surce as pssible. The key manual, paper-based prcesses that will be replaced by the BI slutin include: Use f Frce/fficer invlved shtings Administrative investigatins/opa cmplaints Terry Stps (Stps and Detentins) Officer invlved traffic pursuits and cllisins Lawsuits The assessment als uncvered sme deficiencies in IT gvernance prcesses. Sme examples are prcesses thrugh which prject and prtfli management is carried ut. The fundatinal prcesses will recmmend strengthening IT gvernance prcesses based n industry-wide IT best practices, such as the ITIL framewrk. Having strng and rbust IT gvernance practices will influence the SPD s ability t implement a successful BI slutin as well as sustain it ver time. The capacity t build these prcesses des nt currently exist in SPD, as they require specialized skillsets that are nt currently within the rganizatin.
6 Stage 2 - Building the prpsed BI Slutin The prpsed BI slutin will be the cre slutin used by SPD fr Early Interventin and Perfrmance Management. This will prvide the cre capabilities f streamlined data capture, validatin, analysis, extractin, transfrmatin & lading (ETL), data warehusing, advanced analytics, reprting and wrkflws. Please refer t the Future State Summary dcument fr details n the specificatins and features f the Future State BI slutin. The fllwing recmmendatins shuld be implemented during the build f the prpsed BI slutin. As a part f the prpsed slutin, data frm external surces will be nrmalized, cleansed and transfrmed prir t being placed in t the data warehuse in rder t prvide useful and accurate insights fr data nt cllected by the suite f applicatins Decisins shuld be made by SPD n which legacy data exiting n paper frms will be brught in t the new system This prpsed slutin will be a cmplex and advanced state f the art slutin built n the latest technlgy standards and a mdern BI Platfrm. As mentined prir, SPD IT des nt have the capacity t supprt the implementatin f the prpsed BI slutin, frm nt nly a capacity standpint, but the rganizatin is als missing essential rles needed during the entire lifecycle f the prject. As such, the Prject Team recmmends that SPD leverage an external vendr r cnsultant t build the BI slutin. It is estimated that this will be a mnth effrt nce Stage 1 is cmplete. 5. Estimated Implementatin Budget The fllwing is a cnslidated table f the estimated budget fr the BI slutin: Stage 1 Cmpnent Addressing Fundatinal Gaps 1 $768,000 Data Cnsistency and Cleanup Creatin f Data Management Prcesses Recmmendatin f IT Prcesses arund ITIL Best Practices Recmmendatin f Prject/Prtfli Management Prcesses Vendr and Platfrm Selectin 2 $240,000 Stage 2 Creatin f RFPs with established specificatins fr Vendr and Platfrm Selectin and creatin f Evaluatin Criteria Evaluatin and shrtlisting f Vendrs Creatin f POC Envirnment, Use Cases, POC Eval Criteria and Test Cases Assessment f POC, prpsed Slutin Blueprints and Radmaps Final Assessment and selectin f Vendr and Platfrm Building the Perfrmance Management/EIS Slutin 3 $5,554,400 Functinal Specificatins Design & Develpment Testing, Rllut and Training Hardware & Sftware Csts $2,909,600 BI Slutin Licenses ETL Tl Licenses Server OS & Server Hardware Cst
7 Other Sftware Cmpnent Backfill Resurces 4 $2,400, resurces fr 2 years t help execute gap remediatin as well as execute the prject and supprt the slutin ging frward Includes business analysis, architects, supprt engineers and a prject manager TOTAL COST TO REMEDIATE GAPS AND IMPLEMENT SOLUTION $11,872,000 Cst Cmments: 1. The csts assciated wuld be t bring in a cnsultant team cmprising f Prject Manager, Enterprise Architect, Data Architect, BI Architect and Business Analysts wrking fr six mnths is estimated t be able t achieve the recmmendatin and establishment f fundatinal prcesses. There wuld be requirements fr supprt f this effrt frm the SPD side; these csts are addressed under Backfill Resurces. 2. It is recmmended fr the selectin prcess t be based n well-established evaluatin criteria alng with Prf f Cncepts t determine the best-suited vendr. 3. This is estimated fr the building f the cmplete slutin frm Functinal Specificatins t Rllut. It is imprtant t nte that this is a high-level estimatin fr budgetary purpses and assumes a higher-end slutin. The actual cst might vary based n the platfrm and vendr selectin and selectin f features, architecture chices. 4. Backfill Resurces are needed as SPD currently lacks the capacity t implement this endeavr withut additinal assistance. The Backfill Resurces will be leveraged t supprt the creatin f the fundatinal prcesses and the knwledge transfer back t SPD, the build f the BI slutin and the nging sustainment f the BI slutin. The Backfill Resurces are als required t help t address sme f the ther gaps that have been uncvered in IT gvernance and executin. The belw table summarizes estimated csts fr maintaining the slutin nce implemented. These csts wuld begin after year 2. Annual Supprt Cst $904,880 ETL Tl Maintenance Server OS & Server Hardware Maintenance Other Sftware Maintenance NOTE: The abve addresses vendr supprt fr key cmpnents f the slutin, such as the BI cre cmpnents, the selected ETL tl, server perating systems maintenance as well as hardware maintenance. This cst des nt include resurcing t supprt the daily peratins f the slutin. This wuld be addressed with the backfill resurces.
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Chapter 7 Business Cntinuity and Risk Management Sectin 01 Business Cntinuity Management 070101 Initiating the Business Cntinuity Plan (BCP) Purpse: T establish the apprpriate level f business cntinuity
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