Seattle Police Department

Transcription

1 Seattle Plice Department Infrmatin Systems, Prcesses, Operatins and Technlgies Current State Current State and Maturity Analysis December 2013 Versin: Final

2 Seattle Plice Department Business Intelligence System Versin: Final Dcument revisin list Versin Date Change Descriptin Draft 1.0 9/3/2013 Initial Draft Draft 1.1 9/16/2013 Updated Draft Draft 1.2 9/26/2013 Updated Draft Draft /3/2013 Updated Draft Draft /15/2013 Updated Draft Draft /19/2013 Updated Draft Draft /20/2013 Cntent revisins Draft /21/2013 Cntent revisins Draft /22/2013 Cntent revisins Draft /22/2013 Cntent revisins Draft /23/2013 Cntent revisins Draft /23/2013 Cntent revisins Draft /24/2013 Cntent revisins Draft /6/2013 Revised cntent based n feedback Draft /10/2013 Cntent revisins Draft /11/2013 Cntent revisins Final 12/6/2013 Final Versin SPD Cnfidential Page 2 f 60

3 Seattle Plice Department Business Intelligence System Versin: Final Cntents 1. Executive Summary Intrductin Objective Jurney t Date Methdlgy Scpe Findings Current State IT Analysis Overview f SPD IT Ntes n Current State Analysis Technlgy Single Sign On (SSO) Data Management Cntent & Dcument Management Integratin Develpment Platfrm Overall Technlgy related findings Resurces Overall Resurce related findings Prcesses Prject Management Cnfiguratin Management/Change Management/Release Management/Event Management IT Gvernance Develpment Standards Testing Standards Security Systems PEDS AIM AIM-EIS OPA elearning edirectives myspd Cmputer Aided Dispatch (CAD) Perfrmance Mentring (PMP) Admin efrms Cllisins InCar Vide (ICV) 47 SPD Cnfidential Page 3 f 60

4 Seattle Plice Department Business Intelligence System Versin: Final Digital Evidence Management (DEM) Usage f Frce (UOF) Street Checks Current State with IAPr Backgrund Intrductin t IAPr and BlueTeam Overview f IAPr and BlueTeam Capabilities Early Interventin Capabilities Analytical and Data Mining Capabilities Reprting Capabilities Case Management Capabilities Security and Access Cntrl Capabilities Custmizatin Capabilities Integratin Capabilities Other Capabilities Overview f Hw IAPr and BlueTeam Will Be Implemented at Seattle Plice Department Perceived areas f Risks and Gaps Overall Perceived Gaps and Risks 58 SPD Cnfidential Page 4 f 60

5 Seattle Plice Department Business Intelligence System Versin: Final Terms and Definitins Abbreviatin APEX BI BP BPEL BPM CAD CI DBMS DOJ EIS ETL GO HR IT ITS KPI LAN OPA PMS QA RAD RMS SQL SPD SSO UAT UOF WAN Definitin Applicatin Express Business Intelligence Business Prcess Business Prcess Executin Language Business Prcess Management Cmputer Aided Dispatching Crisis Interventin Database Management System Department f Justice Early Interventin System Extract, Transfrm, Lad General Offense Human Resurces Infrmatin Technlgy Infrmatin Technlgy Sectin Key Perfrmance Indicatr Lcal Area Netwrk Office f Prfessinal Accuntability Perfrmance Management System Quality Assurance Rapid Applicatin Develpment Recrd Management System Structured Query Language Seattle Plice Department Single Sign On User Acceptance Testing Use f Frce Wide Area Netwrk SPD Cnfidential Page 5 f 60

6 Seattle Plice Department Business Intelligence System Versin: Final 1. Executive Summary 1.1. 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 IT 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 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 Objective This dcument cntains details n the Current State assessed f SPD s IT Systems, Technlgies and Prcesses frm the perspective f implementing a BI slutin. In rder t prvide a hlistic 360-degree assessment, there are three majr areas in which the assessment has been carried ut. The first part f the assessment starts ut with assessing the capabilities f SPD s IT Department relevant t supprting the BI system and the secnd part delves mre int sme f the specific prcesses and tls fr the different systems, prcesses and peratins within SPD. The third part evaluates IAPr as an interim SPD Cnfidential Page 6 f 60

7 Seattle Plice Department Business Intelligence System Versin: Final slutin since IAPr has been selected by SPD as an interim slutin. It shuld be nted hwever, that the assessment has been carried ut with a specific purpse f determining readiness fr the intended Future State slutin desired by the Mnitr and t prvide a radmap twards it rather than a generic assessment. 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 Jurney t Date The Seattle Plice Department has partnered with an external cnsultant t achieve the fllwing bjectives as a result f their engagement: Carry ut a high-level assessment f SPD IT s capabilities t assess their verall readiness twards a radmap f a Future State slutin t meet the Mnitr s Cmpliance needs f a Perfrmance Management System (PMS)/Early Interventin System (EIS) slutin Develp a Future State Radmap fr successful transitin t the desired Business Intelligence (BI) system Leverage the carried ut assessments t arrive at budgetary ptins fr mving frward with the desired Future State Slutin and help in Vendr selectin and strategy Bring abut perceived Gaps and Risks in the Current State that might hamper SPD s ability t rll ut the desired Future State Slutin Recmmend capability radmap and maturity mdels fr Future State transitin The fllwing diagram depicts the apprach that has been taken as well as the jurney t date t achieve the intended bjectives as well as the majr activities and milestnes leading t the End State recmmendatins. The high-level assessment has been carried ut using the DEADONS+I and PARTS framewrk that is described in detail in the next sectin. SPD Cnfidential Page 7 f 60

8 Seattle Plice Department Business Intelligence System Versin: Final 1.4. Methdlgy In rder t expeditiusly gather infrmatin n the current state, the Prject Team executed the fllwing majr activities t btain data abut the current envirnment: Held a series f interviews with key functinal departments and their business users that will be eventual users f the prpsed system fr a deep understanding f the desired functins f the prpsed slutin in the functinal areas alng with the dependencies, supprting data, supprting systems, prcesses and persnnel Held a Briefing and Visin Casting sessins with internal and external SPD stakehlders t capture their visin and thughts fr the desired slutin Held a series f interviews with IT stakehlders, varius functinal and technical leads within the IT rganizatin fr a deeper understanding f IT functins Applied the DEADONS+I and PARTS Framewrk t assess IT & system level capabilities and verall maturity levels Benchmarked applicatins t ascertain persnnel prductivity f supprting end-user applicatins The Prject Team assimilated the infrmatin gathered t render a maturity level fr the IT capabilities and individual systems (e.g. business alignment and effectiveness f applicatins, etc.) acrss key dimensins f the DEADONS+I mdel: Develpment, Executin, Applicatin, Data, Operatins, Security, and Integratin as exhibited in the graphic belw. The DEADONS+I mdel has been used in cnjunctin with the PARTS framewrk t determine the maturity levels f varius capabilities and systems as fllws: The maturity scale is develped n an idealized basis, meaning that a Level 5 is the abslute best practice in the industry fr that activity. Relatively few rganizatins make the investment t becme Level 5 in all the areas, because it wuld be prhibitively expensive t d s withut a cmmensurate return n investment Target states were determined using a cmbinatin f feedback frm users stated needs, capability twards achieving the gals f the desired slutin and benchmarking with IT maturity mdels The Prject Team applied a number f prven qualitative tls, quantitative tls and appraches t ensure a thrugh analysis frm a qualitative and quantitative perspective, where apprpriate Qualitative aspects: prcess maturity, user perceptins, alignment with best practices, etc. Quantitative aspects: staffing, scheduling, availability, etc. The maturity scales used fr these assessments use standard criteria that incrprate best practices. These maturity scales are industry-agnstic and place n value judgment n the IT services being delivered The maturity scale is develped n an idealized basis, meaning that a Level 5 is the abslute best practice in the industry fr that activity. Relatively few rganizatins make the investment t becme Level 5 in all the areas, as it wuld be prhibitively expensive t d s withut a cmmensurate payback SPD Cnfidential Page 8 f 60

9 Seattle Plice Department Business Intelligence System Versin: Final DEADONS+I is used t ensure the prper slutin architecture artifacts are created t deliver the needed business capabilities: Develpment: The develpment architecture defines the sftware, tls, and facilities t supprt rapid prttyping and develpment f sftware within a structured and cntrlled envirnment Executin: The executin architecture defines a structured perating envirnment, hardware platfrms, perating system sftware, and system services fr executing applicatin and business prcesses Applicatin: The applicatin architecture defines the system flws, interfaces and functinal breakdwn f the applicatins being develped. In additin, it prvides a specificatin f the system cmpnents and interactins Data: The data architecture defines the tls, strategy, and services t address data definitin and layut, data lcatin and redundancy decisins, data update/refresh apprach, data security, DBMS perfrmance, and data backup and recvery f infrmatin assets Operatins: The peratins architecture cnsists f the cmbinatin f tls, supprt services, cntrls, and prcedures required t manage the peratin f the prductin envirnment and lab envirnments acrss the enterprise Netwrk: The netwrk architecture defines the strategy and cmpnents t prvide reliable lcal area netwrk (LAN) and wide area netwrk (WAN) services, mbile access, and Internet access t supprt the implementatin f client/server slutins Security: The security architecture defines the strategy, cmpnents, and prcesses t prvide a secure platfrm fr the enterprise. Applicatin, system, and netwrk security are all addressed Integratin: The Integratin Architecture defines and details the level t which systems can cmmunicate and share data r business lgic as well as ramp up t a middleware platfrm We have used the fllwing scale t rate the services as per the Capability Maturity Mdel. It is imprtant t nte that the mdel has tw parameters. The rating fr the Current State prvides ur assessment n the Current State f that particular aspect r Service whereas the Future State rating n the scale shws the maturity that needs t be achieved fr the smth rllut and peratinalizatin f the End State prpsed slutins. SPD Cnfidential Page 9 f 60

10 Seattle Plice Department Business Intelligence System Versin: Final 1.5. Scpe The fllwing aspects f IT have been cnsidered in scpe fr the Current State Analysis: Capability Sub Categry Descriptin Resurces Prgram Managers Overall prject management and gvernance Develpers Business Analysts Database Administratrs Business Prcess Definitin/Owners Sustainment Resurces Sftware develpers Analyze the existing r ideal rganizatin and design f systems, including businesses, departments, and rganizatins, business mdels and their integratin with technlgy Installatin, cnfiguratin, upgrade, administratin, mnitring and maintenance f databases Wrk with Business and Functinal Users t understand and dcument Business Prcesses using BPM standards like BPEL Perfrm standard business prcesses Tls & Technlgies Identity Management Tls & technlgies fr prviding rlebased authenticatin SPD Cnfidential Page 10 f 60

11 Seattle Plice Department Business Intelligence System Versin: Final Capability Sub Categry Descriptin Single Sign On Integratin Cllabratin Reprting Data Services Dcument Management Mbile Applicatins Prtals & Web Services Tls & technlgies fr prviding Single Sign On t varius systems Tls, technlgies & standards fr middleware & integratin Tls & technlgies fr prviding cllabratin & wrkflws Tls & technlgies fr prviding cllabratin & wrkflws Tls & technlgies fr prviding data services Tls & technlgies fr prviding dcument management Tls & technlgies fr creating mbile & smart phne applicatins Standards fr prtals and web services Prcesses Functinal Specificatins Assessment f functinal analysis standards and prcesses Design & Develpment Testing Rllut Prject Management Cnfiguratin/Change/Release Management Event Management Gvernance Security Assessment f develpment standards and prcesses Assessment f testing standards and prcesses Assessment f rllut standards and prcesses Assessment f prgram management prcesses and standards Assessment f cnfiguratin management/change management/release management prcesses and standards Assessment f event management prcesses and standards Assessment f gvernance prcesses and standards Assessment f security prcesses and standards Functinal Areas within SPD Use f Frce Use f Frce Range Data A Use f Frce dctrine is emplyed by plice frces, as well as fficers n guard duty, t regulate the actins f plice and guard Assessment f Range applicatin within cntext f Use f Frce SPD Cnfidential Page 11 f 60

12 Seattle Plice Department Business Intelligence System Versin: Final Capability Sub Categry Descriptin Use f Frce Canine Insights Use f Frce Frce Investigatin Team OPA (Office f Prfessinal Accuntability) Use f Frce fficer Invlved Shtings PMS/EIS (Perfrmance Management/Early Interventin System) Pursuits Cllisins Terry Stps Lawsuits Training Assessment f Canine usage within cntext f Use f Frce Assessment FIT team within cntext f Use f Frce Assessment f OPA prcess Assessment f fficer invlved shtings within cntext f Use f Frce Assessment f PMS/EIS prcesses Assessments f plice pursuits prcess Assessments f plice accidents Assessments f Terry stps prcess Assessment f named lawsuits as a part f the PMS/EIS prcess Assessment f training prcess in PMS/EIS cntext The fllwing SPD Applicatins have been cnsidered in scpe fr the Current State Analysis: Applicatin / Prcess PEDS AIM-EIS OPA elearning edirectives Versadex RMS myspd Reprting Data Warehuse (RDW) Cmputer Aided Dispatch (CAD) Perfrmance Appraisal System (PAS) Perfrmance Mentring (PMP) Admin efrms Descriptin PEDS emplyee data system fr requesting changes t emplyee data Administrative Investigatins Management Sftware Office f Prfessinal Accuntability Online learning, training & certificatin tl used at SPD Online system fr issuing and ensuring cmpliance n directives and plicy changes Versadex Recrds Management System Persnalized prtal fr rle based access t targeted Services Centralized warehuse fr CAD and RMS infrmatin Centralized call dispatching system Perfrmance Appraisal System fr perfrmance management Planned in-huse PMS/EIS replacement fr AIM System built t autmate Use f Frce, cmplaints and ther OPA incident case wrkflws SPD Cnfidential Page 12 f 60

13 Seattle Plice Department Business Intelligence System Versin: Final Applicatin / Prcess Versadex Versnnel Cllisin InCar Vide (ICV) Digital Evidence Management (DEM) Usage f Frce (UOF) Street Checks (MRE) Descriptin Centralized emplyee database, part f the Versaterm system OPA incidents invlving plice accidents System fr capturing dashbard camera vide fr evidence purpses Centralized warehuse f phts, audi and vide evidence Incidents invlving an fficer s Use f Frce against a suspect System used t cllect fficer cntacts with civilians Cnsidering that IAPr has been chsen as an interim slutin, we have dcumented ptential use f IAPr as a Current State slutin in the fllwing areas: Capability Sub Categry Descriptin IAPr Use f Frce incidents A Use f Frce dctrine is emplyed by plice frces, as well as sldiers n guard duty, t regulate the actins f plice and guard. The tl will capture and reprt n UOF investigatins prcess Office f Prfessinal Accuntability cmplaints Traffic Pursuits and Cllisins Terry Stps Early Interventin System (EIS) Lawsuits The Office f Prfessinal Accuntability is the ffice within the Seattle Plice Department that receives and investigates cmplaints abut plice miscnduct. The tl will capture details and reprt n OPA investigatins Capture and reprt n fficer invlved pursuits and cllisins Capture and reprt n Terry Stps related detentins Use early interventin and early warning t practively measure, reprt, alert and take crrective actins Capture and reprt n named lawsuits 1.6. Findings As a result f the findings highlighted in the Current State assessment, a number f gaps and recmmendatins have been highlighted and dcumented in the Gaps Analysis dcument as well as summarized in the Future State Recmmendatins dcument. Gaps were fund in several areas including: SPD Cnfidential Page 13 f 60

14 Seattle Plice Department Business Intelligence System Versin: Final Data Quality, Availability and Reliability: There are areas where data within the SPD is either incnsistent, inaccurate, ut f date, r ut f sync. Data Management & Data Gvernance: There is a lack f data management and data gvernance practices within the department that results in incnsistencies acrss systems resulting in lack f data, incnsistent data, and inaccurate data. Prcess Quality and Reliability: Key business prcesses are manual, paper-based prcesses that are nt suited fr use within the BI slutin. As a result f data quality issues, reprting is als manual, difficult, and time cnsuming with limited value. IT Gvernance: While sme IT gvernance practices were nted, many culd use imprvements as they d nt leverage tls r a rbust enugh prcess, such as prject management, prject prtfli management, change management, incident and prblem management. Resurcing: The BI slutin wuld demand a large effrt n the part f SPD and SPD IT. As it stands tday, SPD IT is nt able t supprt additinal prjects withut current resurcing issues being reslved. While there are gaps, it is imprtant t nte that there are areas where SPD IT is leveraging best practices, including: Leveraging emerging technlgies such as clud technlgies t reduce data center ftprint, perating and capital csts, increase resiliency fr business applicatins as well as increasing time t market fr new applicatins Albeit nt enterprise grade applicatins, SPD has develped ver 36 applicatins with a cnsistent lk and feel that reduce training needs and addressed specific business prblems. Imprved training and directives management thrugh the implementatin f lw cst pen surce platfrms Additinal details n the findings can be fund in the Gaps Analysis dcument. SPD Cnfidential Page 14 f 60

15 Seattle Plice Department Business Intelligence System Versin: Final 2. Current State IT Analysis 2.1. Overview f SPD IT The Seattle Plice Department s missin is t wrk with the peple f Seattle t secure a safe and just future fr all by fighting crime, reducing fear and building cmmunity ne persn, ne cmmunity and ne neighbrhd at a time. The Seattle Plice Department s Infrmatin Technlgy Sectin (ITS) wrks within the Field Supprt Bureau t supprt ver 1,200 fficers and 600 civilian emplyees f the Seattle Plice Department execute n this missin. The fcus f the Infrmatin Technlgy Sectin is t prvide peratinal supprt t the IT envirnment, preserve security and t supprt new initiatives. The SPD Infrmatin Technlgy Sectin is a team f thirty-seven staff distributed with the majrity f staff aligned t three grups aligned t Services, Applicatins and Infrastructure. The Services grup is fcused n user-facing platfrm supprt such as desktp and mbile platfrm supprt. The Applicatins team prvides SPD applicatin and database supprt, middleware and web as well as develpment services. The Infrastructure team supprts the perating envirnment fr SPD, including netwrk infrastructure, physical and virtual servers, their perating systems, as well as an enterprise strage envirnment with ver ne petabyte under management and an enterprise backup envirnment. In additin t the supprt grups, SPD IT als has tw prject managers wh manage the prgram prtfli fr bth SPD IT initiatives as well as business initiatives. The SPD IT rganizatin supprts a rather cmplex envirnment fr its size and the cmplex web f city, state and federal regulatins that it must perate in. With a staff f thirty-seven, the SPD IT rganizatin supprts a netwrk infrastructure, 275 perating system instances acrss bth physical and virtual servers, ver 180 applicatins, 2,500 desktps and 300 mbile wrkstatins, databases, middleware, web as well as applicatins cre t the peratin f the Seattle Plice Department such as call dispatch systems, E911 and recrd management, a large strage envirnment t supprt increasing data demands such as In Car Vide, and a backup system. In additin t this, SPD IT has develped a number f applicatins t supprt business needs within the SPD. SPD IT prvides services t all f the Seattle Plice Department, which is spread ver five precincts at ver furteen different lcatins and has specialty units ranging frm SWAT, canine, bmb/arsn, gang units, car, ft and bike patrls, t harbr patrls, mtrcycles and munted patrls. The SPD perates with a $250 millin dllar budget and tk ver 445,000 calls in T serve their cnstituents, the SPD IT rganizatin is aligned t several guiding principles. The first is t unify the department thugh IT systems that supprt cnsistent business prcesses. Secndly, is t build accuntability and transparency. Finally, the SPD IT rganizatin wrks t prvide resilient systems t fficers, civilian staff and cnsumers f plice infrmatin by ensuring peratinal supprt, preserving security and supprting new business initiatives. The Infrmatin Technlgy Sectin s apprach t prviding service is fcused arund cllabrative decisin-making, taking in t accunt Cmmand directin, leveraging f a Technlgy Steering Cmmittee, having sustainment standards and a Recrds Cmmittee t review retentin and risk, as well as prject gvernance and an agreement n pririties. Current drivers fr the department included fcused arund supprting refrms f the Seattle Plice Department and include implementing terms f the Settlement Agreement reached with the Department f Justice as well as supprting the SPD s 20/20 initiative t execute n twenty initiatives within twenty mnths. These initiatives range frm addressing biased-plicing, develping prtcls t prevent lw-level ffenses frm escalating, imprve supervisin with the creatin f a Sergeant s SPD Cnfidential Page 15 f 60

16 Seattle Plice Department Business Intelligence System Versin: Final Academy t initiatives such as creating a culture f public service and imprving transparency and accuntability. Cmpliance and audits als drive SPD IT activities such as the CAU and VMDT audit. SPD business pririties influence and direct SPD IT. In additin t its crime-fighting missin, SPD is fcused n imprving accuntability, supprting citizen utreach, supprting city cperative effrts, as well as mving t becme a data driven rganizatin, imprving crime respnse, business management, criminal justice integratin, internal cmmunicatins and public disclsures. In respnse t these business pririties, SPD IT has designed a future visin arund several themes: T prvide secure, universal access t actinable infrmatin via applicatin- apprpriate devices and mbile platfrms T cnslidate business prcesses and systems t increase cnsistency and efficiency by mving business prcesses t CAD/RMS wherever pssible and building r buying slutins t address thse prcesses which cannt be mved t CAD/RMS Unify business access t infrmatin and make sure the infrmatin is timely, relevant and reliable t drive data drive decisin making, evidenced based plicing and advanced analytics Prvide easy access t data in rder t supprt decisin supprt systems Like any ther rganizatin, the Infrmatin Technlgy Sectin faces its wn challenges. Sme f these include: Prcess maturity bth internally and externally t SPD IT Prjects and new business initiatives have taken precedence ver prductin supprt resulting in a backlg f technlgy issues in the frm f deferred supprt and deferred replacement r upgrades t legacy systems Explsive data grwth frm systems such as In-Car Vide and DEMS have als pushed up the amunt f data management and supprt SPD IT must perfrm, further pressuring staffing resurces Despite these challenges, ver the last fur years, a number f transfrmatins have ccurred within SPD IT. With the intrductin f an internal clud envirnment, SPD IT can bring up new servers in minutes cmpared t what used t take mnths with traditinal methds. In additin, t this time-tmarket efficiency, there are reduced csts assciated with less space, less cling and less pwer cnsumed by the envirnment as mre applicatins are mved in t the internal clud. Furthermre, mre than thirty-six applicatins have been put in t prductin with a cmmn lk and feel, allwing new systems t cme nline that are s familiar t users that additinal training is nt required. This strategy is allwing fr prgress in unifying plice business prcesses and replacing bespke unit-level prcesses with department-wide slutins. Purchasing and edirectives are tw such examples f these new department-wide slutins. SPD IT has made prgress in ther areas as well such as unifying training and curse infrmatin under elearning, pushing new capabilities t mbile platfrms, increasing use f scial media as well as pushing IT-wide standards such as Single Sign On fr applicatins. Lking frward, SPD IT will cntinue n its strategies t unify business prcesses and increase access t useful, timely and relevant infrmatin fr its cnstituents. Other future initiatives include a mve t virtual desktps fr mbile data terminals, cnslidate their data center ftprints by mving t the Next Generatin Data Centers currently in planning, as well as expliting external clud fferings where apprpriate and reduce technlgy ftprints. SPD Cnfidential Page 16 f 60

17 Seattle Plice Department Business Intelligence System Versin: Final 2.2. Ntes n Current State Analysis The fllwing sectins will be the heart f the Current State analysis with a fcus n the technlgy, peple, prcesses and systems used within SPD. Where applicable, the each cmpnent will be evaluated by the DEADONS+I/PARTS framewrk as well as rated n a maturity scale, as discussed in Sectin 1.3 f this dcument. It is imprtant t nte that this evaluatin is nt an IT audit; it is a high-level evaluatin f IT technlgy, prcesses, peple and capabilities as they relate t implementatin f the end state slutin and radmap. It is als imprtant t nte that nly the relevant parameters f the PARTS framewrk that apply t the assessment frm the prpsed Future State Slutin perspective have been applied. In additin, the assessment cvers the assessment f the Business Prcesses as well as the Technlgy Tls used t assess the prcess fr a hlistic assessment verall. The Prcess assessment aims t fcus mre areas such as availability r quality f Data (e.g. UOF) whereas the Technlgy Assessment is mre arund the Quality and Maturity f the Tls used Technlgy The fllwing sectins will address assessment f the technlgy usage within SPD IT. The first aspect cvered is usage f Single Sign On fr Applicatins. Fr each area, there is a descriptin f the Prcess r Tl fllwed by the DEADONS PARTS assessment Single Sign On (SSO) Overview f Single Sign On Single Sign On is especially imprtant fr SPD as many f the users f IT Systems at SPD are fficers, supervisrs, managers, and captains etc. wh may nt necessarily be technlgy users. Furthermre, they wuld be accessing the tls frm a variety f frm factrs such as smartphnes, tablets, in car cnsles, wrkstatins either frm the field r frm their desks. They may have limited attentin span t the Applicatins frm the field and may need a seamless experience t the applicatins frm the limited time span that they may pssess frm their experiences in the field. Furthermre, the Single Sign On must be accmpanied by rlebased access frm a security perspective. Single Sign On is als ging t be a key aspect f the prpsed Slutin. In this sectin, we assess SPD s implementatin f Single Sign On. The relevant PARTS Dimensins that have been used fr the assessment are Availability, Reusability, Scalability and Supprtability Assessment f Single Sign On at SPD DEADONS PARTS evaluated Cmments AVAILABILITY SCALABILITY REUSABILITY SUPPORTABILITY SPD has made Single Sign On a pririty and mst f its tls are integrated with Single Sign On with apprpriate rle based access Oracle Access Manager is used as the standard fr Single Sign On SPD Cnfidential Page 17 f 60

18 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS evaluated Cmments The OAM Tl and Prcess is well scaled ut and is highly available t mst applicatins that need Single Sign On functinality with it. The SSO Infrastructure is already being leveraged by a significant n. f Applicatins and can be extended t ther Applicatins within the Department Frm the Future State Slutin perspective, the prpsed Future State Custm Slutin can be architected t leverage the SSO Capabilities based n OAM. CAD and RMS have their wn authenticatins and achieve Single Sign On Dynamic thrugh LDAP The OAM based slutin is scalable as it wrks acrss mst f the tls deplyed at SPD SPD has gd skills n OAM and can supprt the tl fr future requirements Oracle Access Manager can be integrated with Active Directry Data Management Overview f Data Management The desired future state system is prpsed t be a Data rich system which will integrate and cnslidate Data frm multiple surces, bth frm manual inputs as well as frm integratins frm ther internal and external Systems. It is therefre necessary t have strng, standardized and cnsistent prcesses arund hw Data is captured, validated, stred, defined and analyzed. Furthermre, these prcesses shuld be autmated t the extent pssible with the usage f technlgy systems and tls. This will ensure accuracy, reliability, cnsistency and cmpleteness f Data at all times in the prpsed Future State Slutin. These prcesses are cllectively being referred t as Data Management prcesses. Enclsed are sme examples f best practices with Data Management prcesses: - Creatin f an Infrmatin Architecture matching Infrmatin needs with infrmatin resurces. A well-implemented architectural design structures infrmatin in an rganizatin thrugh specific frmats, categries, and relatinships. Fr example, a Use Of Frce may invlve usage f Weapns, Sprays r Bdy Parts as may be carried ut thrugh a Pursuit r in Interrgatin. S as an Infrmatin Entity, it shuld be dcumented and defined acrss related entities and drill dwns. This will als ensure cnsistency in hw the Infrmatin is stred acrss all Systems. As an example, if a Suspect s First Name and Last Name appear separately in ne System and tgether in anther System, it can get tugh t crrelate the same Suspect s identity acrss multiple Systems since there was n standardizatin in hw the Suspect s Name is stred and referenced in the Organizatin. SPD Cnfidential Page 18 f 60

19 Seattle Plice Department Business Intelligence System Versin: Final Creating Surce System Mappings t have tracings identified t the Surce Systems thrugh which interrelated data will cme tgether as ne Database in the prpsed Slutin. Many reference data fr analysis and reprting is stred in the respective Surce Systems. Establishing a gd Master Data Management practice thrugh an Enterprise Master Data Tl will ensure that all the reference Infrmatin is cntained in ne place that be lked up as needed. Reducing the layers f Manual Input befre Data is finally submitted int the System. Fr example, a manual transcriptin prcess taking Data frm the Paper Frms and entering int the System shuld be avided as it tends t generate infrmatin based n perceptin f the transcriber thrugh an added layer f translatin. Straight Thru prcessing f Data frm the surce directly int the System t the extent pssible with the necessary checks and balances and de duplicatin wuld ensure a higher degree f reliability f the Infrmatin that is cntained. A gd Infrmatin System must nt allw fr any incmplete infrmatin t be stred. If incmplete Data is detected, the System shuld alert the respective End User t fill in the updates as part f a Wrkflw prcess. Furthermre, a gd System shuld peridically run checks t scan fr Data incnsistencies and flag the End Users fr their pending actins. This will ensure clean and cnsistent Data at all times within the System. Data Management r Infrmatin Management embdies a cnvergence f data quality, data management, data plicies, business prcess management, and risk management surrunding the handling f data in an rganizatin. Thrugh data gvernance, rganizatins are lking t exercise psitive cntrl ver the prcesses and methds used by their data stewards and data custdians t handle data. Strng Data Gvernance is ging t be extremely imprtant frm the prpsed Future State Slutin perspective. The Future State Slutin Warehuse is likely t be cnslidated frm multiple transactinal Surce Systems as well as Reference Master Data Systems. Therefre establishing Data Management, Data Gvernance and Master Data Management is ging t be a very imprtant part f the Slutin. This sectin therefre lks at SPD IT s Data Management practices fr the relevant Systems fr the prpsed BI Slutin and summarizes the findings Key Findings with Data Management DEADONS PARTS evaluated Cmments AVAILABILITY REUSABILITY RELIABILITY SPD des nt have gd Data Management r Data Gvernance prcesses r slutin in place There is lack f an Enterprise - wide glssary and taxnmy that makes it hard t have a cnsistent definitin f desired Insights, KPIs and surce data. This was unearthed as ne f the key issues in the establishment f Persnas and their Infrmatin Needs. Putting in place Data Management and Data Gvernance plicies is ging t be especially imprtant frm the pint f view f an advanced analytics in the desired future state slutin since there wuld be a need fr cmmn definitin f data frm surce systems and incnsistencies in SPD Cnfidential Page 19 f 60

20 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS evaluated Cmments data can be reslved. SPD has many surce systems fr different capabilities that need t be all integrated tgether fr the purpse f prviding advanced analytics fr an Early Interventin System. Lking at the needs f the desired End State System, the Prcesses mst recmmended t be put in place include the fllwing: - Creating Infrmatin Taxnmy & Enterprise Data Glssary with Metadata Establishing Data Lineage Master Data Management Prcesses fr Data Cleanliness, Quality, Cnsistency and Maintenance Cntent & Dcument Management Overview f Cntent Management Effective cntent management is an imprtant discipline that will be essential fr the prpsed future state slutin. Effective cntent management practices entail a gd repsitry fr string all dcuments and cntent related t key prjects and initiatives. It shuld have gd versin cntrl, gd cllabrative capabilities t wrk tgether n cntent, an effective way f creating and string template based rich cntent, alerting and ntificatin capabilities when the cntent underges a change. A cntent management tl and prcesses arund it shuld autmate the cntent lifecycle prcess. InWeb is used as the native cntent management tl within SPD IT. SharePint is nly used by sme develpers. There is lack f SharePint expertise within the rganizatin. In general, dcument management takes place thrugh file shares. An pen surce tl is used fr cde versin cntrl. A Citywide mve t SharePint is als being planned by the end f the year and expected t be peratinal by June f 2014, hwever, due t lack f resurces, the SPD is unable t make this cnversin. In this sectin, InWeb s use has been evaluated. DEADONS PARTS evaluated Cmments PERFORMANCE Gd, centralized way t stre dcuments Gd discipline maintained arund string f dcuments Nt the City standard fr dcument strage Have nly sme f the capabilities f an enterprise class prtal SPD Cnfidential Page 20 f 60

21 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS evaluated Cmments Lacks authenticatin and therefre advanced Security HTML based and very simplistic Lking at the needs f the Future End State Slutin, it is highly recmmended t leverage and build acrss the bard expertise n a mre sphisticated tl like SharePint. Its usage is recmmended fr day t day Infrmatin and Cntent Management by bth Business Users and Technical Users Integratin Snic is used as the Enterprise Bus Technlgy fr distributed data between systems at SPD. Enclsed are key findings n Snic as an Enterprise Middleware: Overview f Snic (Middleware Platfrm at SPD) Prgress SnicMQ is a fast, flexible, scalable e-business messaging server designed t simplify the develpment and integratin f tday s highly distributed enterprise applicatins and Internet-based business slutins. SnicMQ is a cmplete implementatin f the Java Message Service v1.0.2, an API fr accessing enterprisemessaging systems frm Java prgrams. T achieve an effective future state, a strng integratin platfrm is needed t integrate and interperate between the myriads f surce systems and infrmatin messages that get exchanged acrss thse. Therefre, the platfrm must be scalable, reliable, high perfrmance message exchange system that can be extended t varius surce systems and be well supprted by the staff at SPD. Enclsed is the assessment f use f SnicMQ at SPD Key findings with Snic DEADONS PARTS evaluated Cmments PERFORMANCE RELIABILITY REUSABILITY SUPPORTABILITY Snic is an Enterprise wide Middleware Platfrm that scales well t meet the needs f the Enterprise. It perates in bth a Scale up mde as well as a Scale ut Mde. SPD is leveraging Snic in an effective way t meet its messaging needs. Snic can scale t meet the Enterprise wide needs f a Custm Slutin as well as a Vendr Slutin integrated with ther Surce Systems SPD has gd experience and skills with Snic that can SPD Cnfidential Page 21 f 60

22 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS evaluated Cmments be used fr a Custm Slutin Snic is fully cmpatible with the Java Platfrm used acrss the bard at SPD as well as the AIM Platfrm Develpment Platfrm Overview f Apex (Develpment Platfrm at SPD) Oracle Applicatin Express (Oracle APEX, previusly named Oracle HTML DB) is a sftware develpment envirnment that runs inside the Oracle database. APEX can be used t build cmplex web applicatins frm scratch, using nly a web brwser. As an applicatin framewrk, it can be difficult t custmize an applicatin utside f a set f expectatins abut hw an APEX applicatin is suppsed t perate. Hwever, given that pages are built frm custmizable templates, anything that is pssible t achieve with HTML, CSS and JavaScript is als theretically pssible t achieve with APEX, althugh it requires mre wrk than using the builtin templates. The current Develpment Platfrm is Apex 4.1. The new versin f Apex is that will be adpted. This Platfrm has a tl called Subversin fr Surce Cde Cntrl. Versaterm is an OS upwards Platfrm. Apex is very reliable and is leveraged n highly available servers and is highly scalable Analysis f Apex (Develpment Platfrm at SPD) DEADONS PARTS evaluated Cmments DEVELOPMENT ENVIRONMENT Web-based RAD Develpment Develpers familiar with PL/SQL can use the same skill set when develping Apex applicatins withut needing t knw a Prgramming Language Make it easy t create mck-ups Easy t deply (end user pens a URL t access an APEX applicatin) Scalable (can be deplyed t laptps, stand-alne servers, r Oracle RAC installatins) Cntains Server-side prcessing and validatins Strng and supprtive user cmmunity (especially Oracle APEX frum) Strng supprt fr grup develpment Apex applicatins can run n the free Oracle Express Editin (XE) database Individual cmpnents f an applicatin can be retrieved r identified using SQL, facilitating SPD Cnfidential Page 22 f 60

23 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS evaluated custmized reprts Cmments Large installatin size. The unzipped installatin files fr Apex 4.1 that includes 9 different languages fr the "Applicatin Builder" interface is 747 megabytes. The English-nly versin is 147 megabytes. Apex is installed n the database server; develpers and users nly need a web brwser t build and use applicatins. Primary keys can be at mst tw separate fields. Hwever since versin 4.1 Applicatin Express supprts the use f ROWID fr updates, inserts and deletes as an alternative t specifying primary keys. Pages in APEX can display at mst 200 items and frms cannt handle mre than 200 database items. Cmpare this t the Oracle Database where tables can have up t 1000 clumns. Pages must be designed t wrk arund this limitatin, fr example by using multiple pages, tabular frms, r Ajax fr n-demand updates. APEX applicatins are created using Oracle's wn tls and nly can be hsted in an Oracle database, making an implementer susceptible t vendr lckin. Few webhsts ffer APEX n their hsting service package (mst f them ffer PHP + MySQL r ASP + MS SQL Server). Therefre, APEX applicatins are limited in their chice f webhsts. RECOMMENDATIONS While Apex thrugh its RAD may meet the need f quick and easy develpment f piecemeal Custm Applicatins, a mre cmprehensive Develpment Platfrm wuld be recmmended fr the Future State Slutin cnsidering the cmplexity invlved Additinal develper resurces t develp in and supprt a new, mre rbust applicatin envirnment wuld be recmmended Training fr the current develpers in the new develpment envirnment Overall Technlgy related findings OVERALL MATURITY LEVEL Cmments KEY FINDINGS Gd expertise n the APEX/Oracle Platfrm APEX used as key platfrm fr all Custm Applicatins Gd expertise and chice f tl fr the Enterprise Bus SPD Cnfidential Page 23 f 60

24 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Cmments technlgy Gd expertise and usage f Single Sign On Technlgy and Prcesses acrss the bard. RECOMMENDATIONS Recmmendatin t create the Data Management and Gvernance prcesses as a pre requisite t the Desired Future State Slutin. Recmmendatin t mve t SharePint fr acrss the bard usage fr Cllabratin, Dcument Management and Cntent Management fr effective Infrmatin Management Recmmend adding apprpriate staffing resurces t supprt Sharepint as well as ther data management strategies. SPD Cnfidential Page 24 f 60

25 Seattle Plice Department Business Intelligence System Versin: Final 2.4. Resurces The fllwing sectins assess the staff resurcing within SPD Overview f Resurces at SPD SPD IT is a team f thirty-seven staff distributed acrss three grups aligned t Services, Applicatins and Infrastructure. The Services grup is fcused n user-facing platfrm supprt such as desktp and mbile supprt. The Applicatins team prvides SPD applicatin and database supprt, middleware and web as well as develpment services. The belw table illustrates staff distributin acrss the SPD IT department: Functin Number f staff Management 4 Team Leads/Supervisrs 3 Prgram/Prject Managers 2 Admin 1 Desktp Supprt 5 E911 Supprt 2 PEO Supprt 1 Mbile Supprt 3 Database Administratr 3 Message Switch Develper 2 Applicatin Supprt Engineers 4 E911-GIS Supprt 1 Netwrk Engineer 2 Netwrk Administratr 1 Netwrk Infrastructure 1 Vide Specialist 1 The ttal time that the resurces spend n varius activities is distributed as fllws: HR IT Gvernance Management Operatins Supprt Administratin New Prjects Admin 4% 3% 9% 11% 3% 14% 57% Applicatin 1% 0% 1% 13% 16% 25% 44% Desktp 0% 0% 3% 15% 41% 19% 22% Infrastructure 1% 1% 4% 26% 20% 21% 28% SPD Cnfidential Page 25 f 60

26 Seattle Plice Department Business Intelligence System Versin: Final SPD IT TOTAL HR IT Gvernance Management Operatins Supprt Administratin New Prjects 1% 1% 3% 16% 25% 21% 33% Overall, SPD IT is spending ver a third f its time n prjects and assciated verhead, mre than peratinal supprt, which is ne f its primary duties Majr prjects tying up resurces include Windws 7 upgrades and Access Database upgrades Unable t execute City-wide SharePint migratin due t resurce cnstraints Only 1% f time spend n IT Gvernance activities Other bservatins abut resurcing include: The 2 Oracle DBAs supprt all Oracle Databases. A significant prtin f their time is spent n databases f CAD and RMS as well as Apex develpment. There are 2 Prject Managers managing all the prjects The Develpers are distributed as fllws: 2 Develpers are fcused n Snic Bus Technlgy 1 Develper is fcused n Mdle Develpment 4 Develpers are fcused n Apex Develpment 1 Develper is fcused n SQL Database Staff 1 Develper is fcused n Applicatin Supprt fr 3 rd party tls There are nly five engineers supprting the SPD netwrk, 275 physical and virtual servers and ver 1.2 PT f strage. Typical server t admin rati is abut 50:1 fr the level f envirnment the SPD has, s there shuld be abut 5 server admins just t supprt servers, 2 strage admins and 2 netwrk admins Overall Resurce related findings OVERALL MATURITY LEVEL Cmments KEY FINDINGS Our assessment fund that SPD has gd Quality f Technical Resurces with great technical expertise and skills n standards and platfrms. The interactins with the resurces revealed gd skill sets, thrugh knwledge and understanding f Systems & Tls, creative SPD IT is significantly understaffed with Resurces SPD Cnfidential Page 26 f 60

27 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Cmments stretched acrss multiple assignments & prjects. A lt f deficiencies in effective executin f Prcesses are as a result f ver-utilized Resurces With 180+ prjects underway as well as the SPD Supprt needed fr the prpsed Future State Slutin, there is clearly a need fr Resurces with varius Skill Sets. At a high level, abut additinal Technlgy Resurces wuld be recmmended. These shuld be split acrss the fllwing: - Prgram Managers Develpers Business Analysts Database Administratrs and Data Architects Security and Integratin Architects Supprt engineers RECOMMENDATIONS Established need t hire mre resurces r leverage shared services mdel planned as a part f the Next Generatin Data Center initiative Tls needed t n-bard resurces and have rle based curriculums t take them t intended maturity levels 2.5. Prcesses The fllwing sectins will address prcesses used within SPD IT Prject Management The Prject Management prcesses and gvernance were examined as a part f this exercise, hwever, the prject prtfli was nt reviewed fr relevancy f priritizatin. OVERALL MATURITY LEVEL Key Findings Excel Spreadsheet Templates are carried ut fr Prject Management MS Prject is used fr Timeline / Dependencies SharePint is used fr sme Prjects There are 2 Prject Managers that manage mst f the Prjects at SPD IT The Prject Managers have gd Prject Management Skills Small prjects typically d nt get prject management nr fllw the prject management framewrk SPD Cnfidential Page 27 f 60

28 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Key Findings RECOMMENDATIONS Need fr a structured PMO Organizatin A mre frmalized prject management framewrk shuld be adpted as nt all prjects have the same gvernance As IT resurces are ver-utilized, a review f prjects t priritize wuld be recmmended Need fr additinal Prject Managers if prjects cannt be reduced Prject Management needs t be integrated int verall Gvernance Prcess Cnfiguratin Management/Change Management/Release Management/Event Management OVERALL MATURITY LEVEL Key Findings Really Gd Discipline arund Change Management Prcesses Change Management is carried ut thrugh an E Mail based prcess thrugh a Change Management Lg It s mstly manual r e mail based The Change Management Lg is captured in a Spreadsheet The Change has t be signed ff by the Business Analyst N Wrkflw Prcess assciated with Change Management Difficult t trace status f specific change request at any given pint in time Event Management is mstly Lg Based RECOMMENDATION A structured tl based prcess is recmmended frm the pint f view f the prpsed Future State Slutin SPD shuld create Prcesses arund Change, Cnfiguratin and Release Management and select a SPD Cnfidential Page 28 f 60

29 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Key Findings Tl best suited t meet their Requirements IT Gvernance The fllwing bservatins were nted n IT gvernance: IT Gvernance is carried ut thrugh a Technlgy Steering Cmmittee chaired by Chief Reid Fr new initiatives r t get initiatives n the pririty list, a Prject Charter is created. This is passed t Chief Reed frm where it is passed t the Tech Steering Cmmittee The Chain f Cmmand Apprval gets the initiative priritized Basic prject management, change cntrl, asset management, prblem and incident management prcesses bserved OVERALL MATURITY LEVEL Key Findings There is sme discipline arund sme prcesses. Hwever, structured Prcesses are needed accmpanied by the right Tls fr mst effective Gvernance Gd intercnnectin between Technlgy and Business Users. Bth are well supprted by each ther which helps in effective Gvernance thrugh a decentralized mdel Basic gvernance prcesses in place Structured Tls based Gvernance Prcesses are needed in place. Currently the Gvernance may nt be ptimum primarily wing t lack f Resurces N cntrls bserved n gvernance prcesses RECOMMENDATION As recmmended earlier in the Dcument, the mst imprtant Gvernance Prcesses that are needed frm the perspective f the Desired Future State Slutin are the Data Gvernance Prcesses arund Lineage, Quality, and Master Data, etc. These are recmmended t be priritized and staffed apprpriately Lk t implement IT gvernance best practices as SPD Cnfidential Page 29 f 60

30 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Key Findings prvided in a widely used framewrk like ITIL r COBIT Develpment Standards The fllwing sectins will describe hw SPD s IT is develpment envirnment is rganized SPD IT s Develpment Organizatin SPD IT has a Develpment and Supprt Organizatin that fcuses n building and supprting primarily APEX based Applicatins and Tls. Enclsed are sme details n hw the Develpers are allcated: 2 Develpers are assigned t Bus technlgies as their cre assignments 1 Develper is fcused exclusively n Mdle 4 Develpers are dedicated t Apex 1 Develper is assigned t SQL Database related activities 1 APEX Develper prvides supprt fr 3 rd party Tl In additin, there is Tier 1 and Tier 2 supprt t prvide 24/7 supprt. 2 Oracle Develpers supprt all Oracle Databases fr CAD/RMS/APEX Oracle Access Manager fr Single Sign On is a shared respnsibility acrss the bard Key findings OVERALL MATURITY LEVEL Key Findings Prficiently skilled Develpers with gd knwledge f their platfrms Bth Waterfall and Agile Mdels are fllwed fr Develpment Typically fr Prjects, Prject Charters and Business Wrkflws are created SPD Cnfidential Page 30 f 60

31 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Key Findings Cnsistent with the ther areas, there is a shrtage f Develpers with mre needed. The assessment fund Develpers dubling up as Testers There is nt a True Develpment Envirnment at present Mst Develpment is carried ut in Prductin Envirnment A Clned cpy is made f the Prductin Envirnment The Develpment is carried ut n the Clned Cpy Once live, the earlier Prductin Envirnment is deleted Testing Standards OVERALL MATURITY LEVEL Key Findings N specific Testing Standards fllwed Develpers duble up as Testers Recmmendatins Need t fllw specific testing standards Need fr testers t be hired Structured prcess needed fr Unit, Functinal, System Acceptance Testing Security SPD has strict requirements n security. Sme f ur findings are presented as fllws: OVERALL MATURITY LEVEL Key Findings SPD Cnfidential Page 31 f 60

32 Seattle Plice Department Business Intelligence System Versin: Final OVERALL MATURITY LEVEL Key Findings Single Sign On with secure Rle Based access has been implemented as a pririty fr mst Systems Laptp Hard Disk Drives are encrypted as apprpriate Standard Certificatin Tls are used as Certs fr Applicatins Dcuments are Passwrd prtected The Cmpliance Team is granted Read Access t everything Access Data is encrypted as part f the SEAJIS requirement File Shares are nt encrypted Duet Standards suggest implementing SQL Server 2008 with Encryptin While there is rle based security, incrrect HR data may weaken security measures 2.6. Systems The fllwing sectins will address IT systems used within the SPD PEDS Intrductin t PEDS PEDS is the Plice Emplyee Data System. It cntains details f the rganizatinal reprting structure f SPD and is a custm applicatin written by SPD that is a request system with assciated wrkflw as well as a central repsitry fr persnnel data. The system is built in Oracle s rapid applicatin develpment systems, Apex and is a wrapper fr making updates t Versnnel, hwever, PEDS des nt update Versnnel directly. Updates t Versnnel are made manually by hand, as direct updates t the Versnnel database are nt supprted by the vendr. PEDS is primarily a request system that allws anyne within SPD t make requests such as rank & title changes; PEDS can be used fr enhanced supervisin t retrieve emplyee names, ranks & titles. It s the ne stp shp fr all Emplyee Infrmatin. Every time a new Emplyee is hired, his details are updated t PEDS. PEDS stres an audit histry and can be used fr tracing purpses. PEDS primary bjective is t eliminate paper-based prcesses fr changing emplyee details and t serve as a persnnel data repsitry utside f Versnnel that can be leveraged by ther SPD applicatins. PEDS was put in place three years ag t replace an Excel spreadsheet based system that was in place. It was develped primarily as a request system since Versaterm des nt allw direct updates t its database. Prir t PEDS, the Sustainment Grup received Excel spreadsheet requests. There was n way t track request status and apprvals that led t the intrductin f PEDS. PEDS prvides a simple, user-friendly methd f submitting infrmatin that grups frms by type f actin. Within the frm, utilize tls such as, drp dwn lists, aut-ppulatin f fields, enfrcement f SPD Cnfidential Page 32 f 60

33 Seattle Plice Department Business Intelligence System Versin: Final business rules and mandatry fields. It allws the Department t begin expanding the cllectin f data in rder t prvide enhanced reprting needs and furthering the Department s gal f a centralized data repsitry. PEDS als allws Sustainment the ability t review and apprve befre manually entering the data int Versnnel. The way PEDS wrks is as fllws. A request is made int PEDS. The Sustainment team receives and validates the request. Upn the apprval and validatin f the request, the Sustainment team will update Versnnel. PEDS has the fllwing benefits: Repsitry data fr persnnel data utside f Versaterm and prvides a persnnel data repsitry that SPD-develped applicatins can leverage Reduce r eliminate redundant persnnel related infrmatin ging int disparate databases Imprve accuracy and timeliness f InfView Emplyee assignment reprts Emergency cntact rsters will be mre accurate and current Enhance existing special event and emergency peratins by ensuring that the Operatins Center has the mst current, accurate infrmatin available when creating staffing plans Ensure that field supervisrs have current and accurate specialty skill and equipment infrmatin fr fficers assigned t plice events Maximize emplyee efficiency by eliminating manual entry Slves a recrd lcking prblem in Versaterm Encurages increased updating f data due t ease f use Further the Department s current bjective f real time emplyee tracking PEDS stres the fllwing fields f infrmatin: UID (Unique Identifier) Emplyee Name Rank & Title Emplyee Gegraphy & Lcatin Unit Assignment Emergency Cntact Infrmatin Examples f PEDS usage scenaris include: An fficer s change f name changes als updates their exchange address Unit changes SPD Cnfidential Page 33 f 60

34 Seattle Plice Department Business Intelligence System Versin: Final Title changes PEDS prvides a query interface and a wrapper t Versnnel. PEDS als stres a cpy f persnnel infrmatin and is leveraged by ther SPD applicatins utside f Versaterm. PEDS is built n the APEX with an Oracle Database n Linux. PEDS has a web-based interface based n HTML/EJB. The APEX envirnment is hsted n Oracle Virtual Servers hsted n Oracle Hardware. Versnnel is hsted n a Linux perating system develped n 4J language with an Oracle database as the back end. DEADONS PARTS EVALUATED Cmments PERFORMANCE PEDS is based n a strng technlgy platfrm and has n issues with perfrmance, scalability Des a gd jb in shielding End Users frm the cmplexity f making updates and querying in Versnnel Integrated with Single Sign On DATA PEDS is ne repsitry fr emplyee data leveraged by SPD applicatins Every Officer is identified with a Unique Serial N. thrugh which assciatins can be made t ther Systems fr Reprting Persnnel data in PEDS, Versnnel and EV5 l is nt kept in sync nr is it checked fr accuracy Data reprted t be inaccurate and nt kept up t date REPORTING Custm queries can be made t the PEDS Database thrugh SQL queries The queries can be made thrugh the Sustainment Teams INTEGRATION AIM has a hierarchy based n Rster File frm PEDS extracts The hierarchy frm PEDS is updated int AIM every 4 6 mnths with the purpse f prviding basic lkup and validatin Hwever when the details f an OPA investigatin are entered, the hierarchy frm PEDS is upladed int AIM and the AIM defaults are verridden. The AIM Hierarchy cannt be relied upn because f mnthly updates in Rster file SPD Cnfidential Page 34 f 60

35 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS EVALUATED Cmments SINGLE SIGN - ON PEDS is integrated with Active Directry thrugh Single Sign On. Queries are made against Active Directry. Single Sign On is achieved thrugh Oracle Access Manager. Snic Integratin can be achieved thrugh lsely cupled Web Services thrugh POST and GET calls AIM Intrductin t AIM The Administrative Investigatins Management system, AIM, prvides agencies with a tl t cllect, manage, track, analyze and reprt n a select range f data including Internal Affairs, Use f Frce, Pursuits, Accidents, Awards, Time/Attendance and ther data related t emplyee prfessinalism, perfrmance and prductivity. AIM is based n VB 6 and SQL Server 2000 hsted n a Windws Server It is hsted at SPD premises. AIM is a thick client tl with n web interface Analysis f AIM DEADONS PARTS EVALUATED Cmments DEVELOPMENT There is currently n Develpment wrk that takes place n AIM Wrk is carried ut with the Vendr thrugh WebEx Applicatin Queries are generated and data is exprted as a result AIM is a repsitry f case data DATA AIM des nt stre all relevant data abut cases and incidents, requiring additinal manual lkups frm paper files SPD Cnfidential Page 35 f 60

36 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS EVALUATED REPORTING Cmments AIM is a repsitry f case data Applicatin queries are generated and data is exprted as a result AIM is brwser based and supprts IE 8 r 8, 32 bit versins integrated within Flash which makes fr cnducive Brwser based reprt viewing INTEGRATION AIM has a hierarchy based n Rster File frm PEDS The hierarchy frm PEDS is updated int AIM every 4 6 mnths with the purpse f prviding basic lkup and validatin Hwever when the details f an OPA investigatin are entered, the hierarchy frm PEDS is upladed int AIM and the AIM defaults are verridden. The AIM Hierarchy cannt be relied upn because f mnthly updates in Rster File updating SINGLE SIGN - ON AIM is nt technically integrated with AD and SSO AIM has its wn User Management System with its wn Authenticatin and Authrizatin AIM has n integratin with Oracle Access Manager The hierarchy frm PEDS is updated int AIM every 4 6 mnths with the purpse f prviding basic lkup and validatin An Authrized Users List is handed t Business Users and is maintained by them AIM-EIS Intrductin t AIM EIS An Early Interventin System (EIS) and Prgram has been develped fr the purpses f identifying and supprting Department emplyees wh demnstrate symptms f jb stress, training deficiencies, biased plicing and/r persnal prblems that may affect jb perfrmance. The purpse f the Prgram is t identify emplyees exhibiting signs f stress, bias r unsatisfactry perfrmance early n and intervene and prvide supprt and cunseling befre it can affect the emplyees perfrmance r result in cnduct that is cntrary t the missin and fundamental values f the Department. The ultimate gal f the prgram is t supprt the emplyee s career develpment thrugh cunseling, training and crrecting behavirs thrugh early interventins. EIS has been defined as needing t happen n a weekly t mnthly basis. The fllwing key specificatins have been prpsed fr the PMS/EIS System: SPD Cnfidential Page 36 f 60

37 Seattle Plice Department Business Intelligence System Versin: Final Shuld lk at attendance, leaves, and balances etc. Shuld have timely infrmatin and analytics Shuld generate threshlds need fr the fllwing areas: UOF OPA Cllisins Lawsuits Pursuits Accidents Stps & Detentins Citatins/Cllisins Shuld have flexible analytics e.g. n. f peple stpped in a specific precinct by a specific fficer Analysis f AIM EIS DEADONS PARTS EVALUATED Cmments PROCESS At present, the EIS System is Manual, ideally it shuld be autmated frm HR Systems EIS related Reprts are sent t precinct, sectin captain in paper cpies Frm the time an incident happens t the time it is entered in EIS, it sits n the desk f paralegal; there is als a staffing gap here; there is a backlg usually n the Admin. Desk Gap between the Data cllected and entered fr EIS EIS shuld be autmated frm HR Systems but is nt at present DATA Paper based cpies are frwarded dwn t Chain f Cmmand There are Sils f Data that need t be lked at which are nt being lked at. There are huge vlumes f indicatrs that are available and can prvide EIS indicatrs but are nt being lked at frm an EIS perspective SPD Cnfidential Page 37 f 60

38 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS EVALUATED Cmments When a lawsuit happens, there is a lng prcess gap; till the time it is settled, it cannt be entered int the EIS System AIM prvides a gd repsitry f case files REPORTING Reprts are generated manually. N way f peridic aut generatin f reprts based n threshlds. Lack f timely infrmatin and analytics t Precinct Captains OPA Intrductin t OPA The Office f Prfessinal Accuntability is the ffice within the Seattle Plice Department that receives and investigates cmplaints abut plice miscnduct. OPA Cases are ne f the mst imprtant triggers t an PMS/EIS System. There are abut 2 OPA Cases that take place in a mnth. OPA is used at multiple levels by Chain f Cmmand: OPA Grup OPA Directr EEO Sergeants Chain f Cmmand The OPA prcess kicks ff nce n a cmplaint has been issued. An intake interview is cnducted and entered in AIM. Subsequent t that, the investigative prcess cmmences. OPA has key interdependencies with DEMS which is referred t as needed t view the evidence. An OPA applicatin was develped as a tl in APEX with strng analytical capabilities and was perceived t have the fllwing benefits: Prvide ability t d data entry f cmplaints by thers utside f OPA Prvide integrated wrkflw and time-bunded ntificatins Prvide wrkflw fr the appeals prcess Prvide aut generatin f cmmunicatins as much as pssible Prvide data fr myspd and prvide tracking f PDR allwing scan f all case dcuments t be attached and then lgged when requested. SPD Cnfidential Page 38 f 60

39 Seattle Plice Department Business Intelligence System Versin: Final The desired system was expected t have the fllwing key success criteria: Shuld be transparent Shuld have mre rbust reprting Shuld prvide ability t chain-f-cmmand staff t enter, review, and finalize their prtins f the wrkflw Prvide OPA with integrated wrkflw t pass cases thrugh internal chain-f-cmmand in a timecnstrained manner (mandated by the Settlement Agreement) Prvide Legal & OPA ability t track a case thrugh the appeals prcess Prvide data fr cmmunicatins in the frm f reprts and mems as much as pssible (barring cnstraints f Apex) Prvide data fr future prject, myspd that will imprve cmmunicatin with the affected emplyee and their chain-f-cmmand Prvide ability t attach scan f clsed case and lgging f PDR respnses EEO has mved frm OPA t HR creating the need t have OPAS available fr data entry and case management fr EEO cases. Legal has a need t prvide data t OPAS fr appeals and t be able t run reprts ut f the system they will als need access t the cmpleted case prir t the appeals prcess Analysis f OPA System DEADONS PARTS EVALUATED Cmments PERFORMANCE The Slutin was develped in the Apex Develpment Envirnment and tested fr scalability, perfrmance and availability Excellent feedback was received during User and Functinal Testing The slutin perfrmed well t desired functinality The nly perceived challenge was the integratin f histric data residing since 2007 DEVELOPMENT The Slutin was develped n Apex Develpment Standards and Best Practices frm Oracle The Develpment was cmpleted in the stipulated time frame with few bugs The User invlvement was frm the very beginning with User Feedback captured at every stage - Reprting nt available with APEX platfrm as-is - N analytics available SPD Cnfidential Page 39 f 60

40 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS EVALUATED Cmments A gd training plan was created t get Users trained and wrking n the new System ADAPTABILITY The biggest perceived challenges were getting ppulus buy in and getting adpted t the new System elearning Intrductin t elearning elearning is the system fr fficers t get certified and fr fficers t track training and certificatin f fficers. The elearning system tracks all internal training. It has extensive reprting capabilities and prvides key insights int the fllwing: Wh s taken training Wh needs t take training Training n what cnstitutes bias Training fr stps and detentins etc. When training is due r verdue fr an fficer The training has an evaluative cmpnent at the end as a test. The tl is based n the pen surce Mdle platfrm. There is a tl within Mdle t integrate peple and grups. Fr example, the ICV curse grup wuld have swrn fficers with Unit Numbers, Serial Numbers acrss the Nrth Sectr, Lincln Squad. The bjective is t assciate the grup with a curse and sign the members within the grup fr the curse. The current elearning system has been custmized with additinal custm mdules and has been in prductin fr the past 18 mnths. The cre functinality ffered by the System is 80% Out Of Bx. The system is supprted thrugh a Virtual Server Linux Platfrm and develped n the LAMP Stack with a PHP based develpment n MySQL. Fr develpment and debugging, Mdle supprts Firebug, a Firefx based plug-in fr integrated debugging. The system is a thin client brwser supprted envirnment. The system needs t be extended t field training fficers that graduate ut f the academy. The first year the fficers are n prbatin and need t be bserved n a daily basis. Multiple 30 day SPD Cnfidential Page 40 f 60

41 Seattle Plice Department Business Intelligence System Versin: Final assessments need t take place as part f the field training system. Depending upn individual level, each individual persn needs t have a separate list f field training requirements. Due t architectural limitatins within Mdle, the platfrm is unable t accmmdate any training that needs re-certificatin r has an expiratin such as qualificatins. A separate tl will be needed t address this elearning Assessment DEADONS PARTS EVALUATED Cmments PERFORMANCE The slutin perfrms well t desired functinality fr training It is used quite extensively fr training and certificatin and a key tl fr ensuring cmpliance with training fr fficers and Supervisrs Unable t accmmdate qualificatins DEVELOPMENT The Slutin was develped custmizing the Mdle Platfrm with abut 80% f Out Of Bx Mdle Functinality used The Develpment was cmpleted in the stipulated time frame with few bugs Cannt be mdified t accmmdate qualificatins training r any ther training which requires peridic recertificatin INTEGRATION Integrated with Versaterm thrugh uplad f a Rster File Integrated with Active Directry fr Passwrd Authenticatin N mechanism r prcess fr real time updates Rster File updates can have mnths lag at times N integratin with Single Sign On/OAM Lack f direct integratin with Versaterm makes it tugh fr generatin f PMS/EIS insights Technical integratin with Versaterm is achieved thrugh SQL Queries edirectives SPD Cnfidential Page 41 f 60

42 Seattle Plice Department Business Intelligence System Versin: Final Intrductin t edirectives edirectives is a tl develped in APEX t autmate the life cycle f publishing new directives, ensuring they are read and adhered t. Apprximately fur directives are issued in a business mnth and invlve all circulars/mems assciated. Upn reading the Directive, the fficer has t undertake a test and pass the test. Clearance is based n answering all the questins. A Summary Reprt cmes ut giving details n wh has taken the test and cleared. T ensure cmpliance, the fficer has t read the directive and take the test assciated with it. The Plicy creatin takes place thrugh the Ideafield tl, which publishes int edirectives. edirectives is an imprtant tl frm the PMS/EIS perspective t ensure fficers are fully cmpliant with the latest directives. Sme f the insights generated by the tl frm a PMS/EIS perspective are presented belw: When the directive was issued Wh the s were sent t Whether the assciated fficer pened the directive Whether the assciated fficer cmpleted the curse Whether the fficer was certified n the directive When the fficer read the directive Whether the fficer understd the directive Was the directive fllwed when the fficer gt invlved in an investigatin PARTS DIMENSION PERFORMANCE Cmments The slutin perfrms well t desired functinality It is used quite extensively fr training and certificatin and a key tl fr ensuring cmpliance with training fr fficers and Supervisrs REPORTING The Slutin was develped using Oracle APEX The Develpment was cmpleted in the stipulated time frame with few bugs N Develpment weaknesses fund Integrated with AD/SSO Integrated with PEDS t generate insights such as: SPD Cnfidential Page 42 f 60

43 Seattle Plice Department Business Intelligence System Versin: Final PARTS DIMENSION INTEGRATION Cmments Wh was the Current Supervisr Which nes were in Active Duty N mechanism r prcess fr real time updates Rster File updates can have mnths lag at times N integratin with Single Sign On/OAM Lack f direct integratin with Versaterm makes it tugh fr generatin f PMS/EIS insights Technical integratin with Versaterm is achieved thrugh SQL Queries N integratin with RDW Data is all there in the Oracle DB but hard t Query myspd Intrductin t myspd The bjective f myspd was t prvide a single pint f infrmatin that allws an SPD emplyee t see all the infrmatin assciated with them. Example Data includes: Training cmpleted, training required t be cmpleted, certificatins and skills # f Use f Frce, Cllisins, r Pursuits reprted Validate receipt f directives and rders Leave balances The System was seen as a key cntributr t Perfrmance Management and EIS Capabilities by prviding Rle based persnalized views and dashbards listing tasks, ntificatins, pending actins etc. against fficers fficer t see list f cmplaints against him in a persnalized view Prvide the same view f infrmatin fr supervisrs that staff can see Prvide supervisrs with the ability t see their staff s infrmatin frm a single system Allws fr cnslidatin f data acrss data surces frm a single querying pint Hwever, at the time f creatin f this reprt, the System had nt started being built and therefre, has nt been analyzed Cmputer Aided Dispatch (CAD) SPD Cnfidential Page 43 f 60

44 Seattle Plice Department Business Intelligence System Versin: Final Intrductin t CAD CAD is a very cre system frm the PMS/EIS perspective but will cntinue t be used as an external Surce System and has therefre nt been evaluated. The CAD system is a cre system t plice peratins and has the fllwing characteristics: CAD captures abut 1000 events a day CAD System has tw majr facilities in the West Precinct and Fire Alarm Services Cmpnents f the CAD System are used by the Justice Department CAD is mstly used as the main evidence system There are multiple areas where the evidence verall is lcated CAD Platfrm CAD is a Versaterm based System The Versaterm System is a Linux based System based n VMWare Envirnment CAD Interdependencies CAD is tightly integrated with the System (please see details belw) CAD wrks tgether with the Telephny System that is based n Psitrn/Viper CAD has strng interdependencies with the RMS System fr Recrds Management CAD lks up the Map based lcatin frm the GIS System. The GIS System is a Mapping System which is maintained by SPU System The System has the fllwing characteristics: The 911 calls g t the 911 System thrugh the Phne Switches The NICE System recrds the Calls. The Call is taken by a Call Center taker. Examples culd include Plice Fire calls r Emergency Respnse calls. The Call gets ruted t the dispatcher. The Calls g t the ANI/ALI System which prvides lkup f phne SPD Cnfidential Page 44 f 60

45 Seattle Plice Department Business Intelligence System Versin: Final All the infrmatin lcated t the call is taken in the CAD System Based n the strng interdependencies between the CAD System and the RMS System, the recrds are transferred t the RMS System fr Recrds Management purpses Perfrmance Mentring (PMP) Intrductin t PMP PMP was intended as a replacement system fr AIM as an Early Interventin System. The new PMP system was intended t autmate data ppulatin, triggers and ntificatin. Data was planned t feed int the PMP system frm fur existing systems. Triggers were designed t get tripped by data autmatically feeding int the system. The system was designed t serve as the primary data entry interface fr setting up custm threshlds that wuld trip a trigger when reached, and the assciated actin and tracking prcesses fr that trigger, and setting up autmatic ntificatins. The system allwed threshlds t be set fr triggers t be activated by cllecting and analyzing data fr the fllwing: Uses f Frce (frm Admin efrms) OPA cmplaints (frm the new OPA system) Preventable cllisins (frm SECTOR) Lawsuits with named emplyee The PMP System was perceived t have the fllwing benefits: Reduced data entry effrt and ptential fr transcriptin errrs Integrated data flws between Admin efrms, OPA and PMP systems integrated reprting f data Ability t set multiple threshlds fr a single trigger categry Autmatic ntificatins that trigger threshlds have been reached and that actin needs t be taken within a particular time frame Hwever, since PMP was nt rlled ut as a System, it has nt been assessed Admin efrms Intrductin t Admin efrms Admin efrms was develped as a tl t autmate the UOF wrkflw and replace the manual paperbased prcess t capture UOF details. The tl was created t accmplish the fllwing bjectives: Prvide electrnic data entry, strage, management and access t admin packets SPD Cnfidential Page 45 f 60

46 Seattle Plice Department Business Intelligence System Versin: Final Prvide electrnic wrkflw and apprval prcess Identify and address data cllectin needs fr querying The tl was intended t autmate the end-t-end prcesses invlving Use f Frce and be used fr bth the UOF incident details as well as the results f UOF and OPA investigatins. It was intended t accmplish the fllwing benefits: Prvide electrnic tracking f prgress in wrkflw prcess Allw and track multiple users viewing, editing and mving (apprving/rejecting) an admin packet thrugh the wrkflw Prvide lg f an admin packet after wrkflw is cmplete Ability t query and analyse the data cllected The scpe f this slutin entailed creatin f electrnic data capture fr the administrative frms invlving Use f Frce, Traffic Cllisin and Pursuits. It included the wrkflw prcess fr each f these types f frms and was integrated with Active Directry t pull user lgin infrmatin and allw actins taken t be tracked. It prvided ntificatin fr users at the different wrkflw levels when they were currently respnsible fr cmpleting an actin in the wrkflw. The slutin was achieved in the fllwing phases: Phase I: Autmating Use f Frce (UOF) Packets This phase included implementing electrnic data submissin frms, develping wrkflw prcesses and develping ruting/tracking f UOF packets. It enabled UOF packets t be cmpleted mre efficiently and increased the visibility f UOF dcumentatin. This made the wrkflw and ruting prcesses mre visible and thus mre transparently reprtable. Phase II: Autmating Pursuit and Cllisin Reprting This phase includes implementing similar functinality as Phase I fr dcumenting fficer-invlved pursuits and cllisins. It shuld be nted that Admin efrms has nt been deplyed and thus is nt being assessed. Admin efrms was nt deplyed as it had lacked reprting functins and als was based n a business prcess that wuld significantly change due t the Settlement Agreement Cllisins Intrductin t Cllisins Whenever an fficer gets invlved in a Cllisin, the details are stred in the Cllisin System. Cllisins and Pursuits are captured as a manual prcess thrugh paper based frms. These are then manually entered int AIM. The Data is then submitted by SPD int the centralized State system Interdependencies assciated with Cllisins Cllisin data has strng assciatins with AIM EIS. All data related t Cllisins, Pursuits and Citatins is entered in AIM fr Early Interventin purpses. SPD Cnfidential Page 46 f 60

47 Seattle Plice Department Business Intelligence System Versin: Final InCar Vide (ICV) Intrductin t InCar Vide InCar Vide is a repsitry tl used t archive vide captured frm dashbard cameras munted inside plice cruisers InCar Vide Data Capture Prcess The InCar Vide Data capture prcess starts with the camera capturing an event and saving it. The save usually entails save frm Start Time End Time. The cameras are dashbard cameras munted inside plice cars t dcument activity. The System stres nt just the vides but als the Data & Infrmatin assciated with them as Metadata Interdependencies assciated with InCar Vide ICV is a standalne system, hwever, vides in ICV may be referenced by a case infrmatin frm CAD r recrds in RMS (Recrds Management System) Digital Evidence Management (DEM) Intrductin t Digital Evidence Management DEMS is a repsitry tl fr string all types f digital evidence gathered during varius types f interactins. It is referenced fr tracking all evidence assciated with a case. DEMs stres phts, audi recrdings and vide. These media files are stred in a prprietary frmat within a Micrsft SQL Server. The tl supprts sme reprting functinality, hwever, it is nt used tday. The tl has a lt f Human Interventin assciated with Wrkflws and Apprvals. DEMS is a third party tl supprted by the vendr Interdependencies assciated with Digital Evidence Management DEMs have strng interdependencies with RMS (Recrds Management System). Infrmatin abut all digital evidence is stred in RMS and RMS is used as a reference lkup t lcate the evidence files fr a particular case. The evidence files are stred in DEMs and retrieved frm DEMs SPD Cnfidential Page 47 f 60

48 Seattle Plice Department Business Intelligence System Versin: Final Usage f Frce (UOF) Intrductin t Use f Frce Use f Frce is currently carried ut thrugh a paper based frms wrkflw system. Once the paperbased wrkflw is cmpleted, the results are entered in t AIM. The infrmatin in AIM is used as a repsitry r catalg fr Use f Frce cases. Use f Frce cvers injury t fficers as well as injury t Peple Use f Frce Data Capture Prcess The details f Use f Frce incidents are captured as a manual prcess thrugh paper based frms. The embedded prcess diagram captures the detailed prcess fr Use f Frce. Every incident is captured as Type I, Type II r Type III Frce. The details are entered first by the fficer and then subsequently by a witness, his supervisr as well as an independent supervisr. A separate frm is filled ut fr each civilian witness. The Supervisrs get invlved in Type II and Type III types f frce usage. The UOF details entered g thrugh a chain f reviews as specified in the wrkflw. The resulting XML dcument is cnverted int a Cube. Infrmatin frm the Cube is written by the recrds staff int the RMS Database. Every Street Check incident that is entered is identified thrugh a Street Check N. as a Unique Identifier. The details frm the paper based frms are upladed int AIM which is used as a Catalg r Use f Frce Interdependencies fr Use f Frce UOF has many assciated interdependencies with ther functinal areas fr EIS and Perfrmance Management insights and reprting. Sme f these are listed belw: Assciatins with weapns data t ascertain weapns usage during UOF incidents Assciatin with Range data and elearning data t determine certificatins f fficers t use specific weapns as well as handle specific type f situatins invlving Use f Frce Assciatin with Investigatin data frm fficer Invlved Shtings as well as Frce Investigatin Teams Assciatin f UOF data with utcmes such as: Injuries t suspects Medical treatments received Overnight stays at clinical care centers UOF assciatins with OPA cmplaints and investigatins Assciatins with edirectives data t determine whether issues directives were read and applied while UOF incidents SPD Cnfidential Page 48 f 60

49 Seattle Plice Department Business Intelligence System Versin: Final Assciatins with cllisins data t ascertain Use f Frce in pursuits and cllisins scenaris Analysis f Use f Frce DEADONS PARTS EVALUATED Cmments AVAILABILITY (f DATA) The data capture frms are cmprehensive and capture every detail entailed in a UOF incident The frms are filled ut by the fficers as well as the supervisrs Every incident has fficer Serial N. which can be crrelated t PEDS database fr linking purpses Data is available but resides in physical frm making it difficult t get insights as needed Paper cpies are kept lcked up which makes it difficult t search them Paper based frms carry histric data since 2007 MATURITY (f PROCESS) REPORTING Cmprehensive wrkflw prcess fr different types f UOF incidents The entire prcess is a manual and paper based prcess The prcess is time cnsuming Since there are multiple packets f frms fr every UOF incident, they mve arund physically making it difficult t keep track. Many times the packets reside n desks fr lng perids f time. Difficult t track where the packets f paper might be lcated at any given pint in time. Difficult t track status f UOF prcess r investigatin at any given pint in time Availability f the right data (thugh in paper frm) fr deep insights related t PMS/EIS functinality Difficult t d any detailed trend analysis due t data residing in physical frm INTEGRATION fficer Serial N. is available alng with the Incident # fr every Incident making it pssible t get fficer details cnnecting with PEDS N Integratin with Active Directry r Single Sign On N Integratin with PEDS SPD Cnfidential Page 49 f 60

50 Seattle Plice Department Business Intelligence System Versin: Final Street Checks Intrductin t Street Checks Street Checks is a prcess in the Versaterm suite. The key difference between a Street Check and Terry Stp is that a Street Check is classified as a Terry Stp when an fficer practively investigates and detains peple frm a Street Check. At that pint, it is n lnger a Street Check and is classified as a Terry Stp. As Terry Stps can be very subjective in nature, they are nt currently recrded in the Street Checks prcess. A Street Check is entered thrugh the MRE (Mbile Reprt Entry) applicatin. Infrmatin is entered as a free-frm text descriptins and narratives with many fields available t reprt Street Checks Data Capture Prcess The Street Check entry prcess is initiated when an fficer files a reprt nline. The nline reprt is a manual prcess requiring manual validatin. Every actin perfrmed by the fficer has t be recrded. The Infrmatin has t be entered frm mbile devices n bikes thrugh the Mbile Reprt Editr Tl frm Versaterm. Infrmatin can als be entered thrugh the SmartPhne thrugh a frm that is cnsistent with the XML Frmat. The resulting XML dcument is cnverted int a Cube. Infrmatin frm the Cube is written by the recrds staff int the RMS Database. Every Street Check incident that is entered is identified thrugh a Street Check N. as a Unique Identifier. Once a reprt is dne in MRE, it is submitted and then reviewed by the supervisr. The supervisr may apprve r may ask fr mre infrmatin. Once apprved, the reprt ges thrugh a QA prcess ( transcribed ) t make sure its Natinal Incident-Based Reprting System (NIBRS) cmpliant, needs additinal inf, supplemental reprts, etc. Once dne, the reprt is mved in t RMS system where it is stred Analysis f Street Checks DEADONS PARTS EVALUATED Cmments AVAILABILITY (f DATA) Prvides a way t shield Business Users frm making changes t RMS directly Mst data is based n fficers perceptins Data can be incmplete frm a variety f reasns such as the persn stpped did nt give inf, the fficer culd nt ask the infrmatin, r the data may be kept ut f the reprt as it may be sensitive in nature and culd endanger the victim f a crime SPD Cnfidential Page 50 f 60

51 Seattle Plice Department Business Intelligence System Versin: Final DEADONS PARTS EVALUATED MATURITY (f PROCESS) REPORTING Cmments (due t data disclsure requirements, there is a pssibility the suspect can get victim data and g after them, etc.). What is entered in as purely up t the fficer There are hundreds f fields in the MRE applicatin, mst are hardly used. N fields are mandatry and data entered in is as the discretin f the fficer, what s/he bserved, etc. SPD expect changes t the Street checks/go prcesses, especially frm DOJ agreement SPD team indicates that supplying the fields frm MRE is nt really pssible With a General Offense reprt with an arrest, supervisr must screen suspect and apprve, as well as submit a reprt. This is the arrest screening prcess and is manual. MRE has n rules n what the fficer has t enter, and discretin is up t the fficer depending n the circumstances (i.e. des the victim need prtectin, data disclsure cncerns, etc.) A multitude f fields and a lt f infrmatin is cllected n paper befre it is entered in the MRE Applicatin; as a result smetimes the inf. in MRE is incmplete Prvides a way t shield Business Users frm making changes t Versnnel directly Difficult t d any detailed trend analysis due t the variance in data cmpleteness. There are set fields, but data cmpleteness f thse fields vary greatly frm recrd t recrd. Much f the reprt is als narrative which is nt useful fr reprting purpses. INTEGRATION PERFORMANCE (f APPLICATION) fficer Serial N. is available alng with the Case # fr every Incident making it pssible t get fficer details cnnecting with Versnnel MRE is integrated with Versnnel N Integratin with Active Directry r Single Sign On N Integratin with PEDS Versaterm Applicatin lacks referential integrity All Business Rules have t be written in 4J SPD Cnfidential Page 51 f 60

52 Seattle Plice Department Business Intelligence System Versin: Final SPD Cnfidential Page 52 f 60

53 Seattle Plice Department Business Intelligence System Versin: Final 3. Current State with IAPr 3.1. Backgrund The Seattle Plice Department has decided t implement IAPr t autmate sme f the cre functins f the Department and be cmpliant with the slutin desired by the Mnitr. This sectin f the dcument prvides insights n hw IAPr is intended t be used at SPD. NOTE: It is imprtant t be aware that there is limited infrmatin available at this pint n the functinal and technical specificatins f IAPr. Therefre, based n the high-level understanding f the tl, many assumptins have been made regarding its capabilities. In additin, as the tl has nt yet been rlled ut, assumptins have als been made abut hw it will be peratinal n a day-t-day basis. The verall bjective f dcumenting Current State with IAPr is t perceive freseeable benefits and risks that might be assciated with usage f the tl and its evaluatin as a lng-term slutin Intrductin t IAPr and BlueTeam IApr is an ff the shelf early interventin system slutin which prvides supprt t OPA/Internal Affairs prcesses and is used by a number f plice agencies acrss the United States and internatinally. IApr can manage OPA incidents including Use f Frce, OPA cmplaints, pursuits, cllisins. There is sme capacity t add additinal incident types. There are wrkflw abilities that allw cases within IApr t have supervisry and cmmand staff t review cases, make cmments and apprve cases nce cmpleted. In additin t case management features, IApr has built-in analytics, reprting, ad-hc reprting and practive ntificatins, giving the means t analyze and detect areas f cncern in fficer perfrmance early. IAPr is accmpanied by a frnt-end cmpanin package called BlueTeam. BlueTeam is fr use by fficers and their supervisrs while IApr is targeted fr OPA incident cases. BlueTeam allws fficers and supervisrs t enter and manage incidents. A simple web-based interface is used t enter incidents including Use f Frce, cmplaints, cllisins and pursuits as well as ther incident types. Incidents can be entered and then be ruted thrugh a review and apprval wrkflw with Chain f Cmmand. IApr and Blue Team were created by CI Technlgies, wh is the sle vendr fr the prduct as well as the sle surce f supprt. CI Technlgies claims t have ver 500 clients using IApr arund the wrld Overview f IAPr and BlueTeam Capabilities Early Interventin Capabilities The fllwing PMS/EIS capabilities are nted: Alerting is based n pre-set threshlds. IApr has seven different ptins fr setting threshlds including: SPD Cnfidential Page 53 f 60

54 Seattle Plice Department Business Intelligence System Versin: Final Basic incident type based n number f incidents within a specific time perid Advanced incident type based n number f incidents ver a specific time perid but als factrs in emplyees assignment t create a weighted scre Overall an aggregate f all incidents ver a specific time perid Mnitred any emplyee can be set t be mnitred with this threshld; an alert wuld be created n any incident ccurring Scring-based mdel threshld is triggered based n a percentile-based scring mdel Supervisry threshld based n supervisry rle; allws fr mnitring f incidents under specific supervisrs nce a set threshld is brken fr staff linked t the supervisr Organizatin threshld set based n rganizatin Special alerts fr fficers f cncern: An emplyee can be put n in a mnitred state and alerts triggered upn any incident ccurring Analytical and Data Mining Capabilities IApr s analytical features cme in the frm f an inventry f pre-defined reprts, a methd t perfrm ad-hc reprting as well as a Blue Team s dashbard interface. IApr supprts the fllwing types f analysis: Atypical perfrmance identificatin Grups emplyees and rganizatinal units by selected incident types ver a defined time perid s that ut-f-standard perfrmance can be identified using ranking and tp percentile analysis Peer grup analysis emplyees with perfrmance issues can be cmpared with their peers Organizatinal analysis with headcunt factring taking int accunt the size f the rganizatinal units included in the analysis Trending analysis ver select time perids Drill-dwn analysis Enables the further analysis by identifying the assigned emplyees with the mst frequent perfrmance issue Blue Team s dashbard functin will highlight ut-f-standard perfrmance with a simple traffic light interface that allws the user t drill dwn t a specific emplyee Reprting Capabilities A wide range f reprts and charts are available. Features include: Over 120 pre-defined reprts available Cnfigurable charts Exprt f data t Micrsft Excel fr further analysis SPD Cnfidential Page 54 f 60

55 Seattle Plice Department Business Intelligence System Versin: Final Ad hc query builder features allw the custmer t create and save frmats based n any cmbinatin f fields Supprts secure access using third party reprting tls including: Micrsft Access Crystal Reprts SQL Server Reprting Services Case Management Capabilities Case management features included in IAPr and BlueTeam include: Case ruting and case assignment capabilities and ability t add cmments and instructins File attachments f dcuments t cases f varius file types Built-in quality assurance t ensure data cmpleteness Hierarchical case management interface allws fr drilling dwn in t case details Security and access cntrl ver incident cases t allw nly thse with prper access t view r update cases Reminder functin t help ensure cases mve alng the wrkflw in a timely manner Autmatically prduce due-dates fr submissin based n plicy cnfigured Security and Access Cntrl Capabilities Security and access cntrl capabilities included in IAPr and BlueTeam include: Rle-base, hierarchical access cntrl t segregate infrmatin nly t thse wh shuld have access Access allwed n users rle and users assigned unit 26 cntrls currently ffered t give a fine degree f access cntrl within the applicatin Access cntrl n wrkflw queues Usage lgs track user activity within the system including client details Passwrd can be stred in an encrypted frmat Custmizatin Capabilities IApr has the ability t cnfigure user definable fields. These include: Up t six rganizatinal levels that can be defined such as district, squad, precinct, bureau, trp, etc. Up t tw fficer identifier fields as unique fficer identifiers; these are in additin t badge number and unique fficer number Pp-up list values can be custmized by authrized users Autmatic assignment f case IDs accrding t a custmizable frmat which can be cnfigured by the system administratr Integratin Capabilities IApr has the fllwing data integratin capabilities: As a part f the initial deplyment, a ne-time cnversin f legacy PMS/EIS applicatin data is available SPD Cnfidential Page 55 f 60

56 Seattle Plice Department Business Intelligence System Versin: Final Integratin with HR data such as emplyee/fficer data, attendance data and rster infrmatin is pssible A limited number f external systems can feed in t IApr such as case data Other Capabilities IApr has the fllwing ther capabilities: BlueTeam supprts data entry and queue management frm a web brwser BlueTeam includes ruting f incidents via the Chain f Cmmand with review and apprval functins BlueTeam include features that integrate with internal systems s that supervisrs are ntified f new incidents that have been ruted t them fr review and apprval Early interventin features that include alert verride based n invlved fficer assignment, Use f Frce alerts, allegatin alerts, and supervisry alerts, rganizatinal cmpnent alert and peer-grup analysis Micrsft Wrd template integratin A number f files f varius types such as audi, phts, Micrsft dcuments, Acrbat, etc. Simple exprt f mst reprts and early interventin interfaces data directly t Micrsft Excel BlueTeam includes clickable bdy diagram fr capture f frce cntact pints and injuries Supprts the fllwing passwrd security features: A passwrd minimum length can be cnfigured Passwrds are stred encrypted in the database Specify passwrds cntains ne r mre lwer case character Specify passwrds cntains ne r mre upper case character Specify passwrds cntains ne r mre numeric character Specify passwrds cntains ne r mre special nn-alphanumeric character Passwrd re-use detectin and limit s that a previusly used-passwrd cannt be re-used User accunts are lcked ut after a specified number f unsuccessful lgn attempts Able t integrate LDAP/Active Directry systems Supprts bth Micrsft SQL and Oracle databases 3.4. Overview f Hw IAPr and BlueTeam Will Be Implemented at Seattle Plice Department As IApr has nt yet been deplyed within SPD, the fllwing infrmatin is based n a number f assumptins gathered frm the SPD team n anticipated use f IApr. This is subject t change as SPD increases its understanding f IApr, its features and gaps, hw it will change their business prcesses and hw it will integrate with ther systems within the SPD. The fllwing diagram depicts the anticipated use f IApr within the SPD: SPD Cnfidential Page 56 f 60

57 Seattle Plice Department Business Intelligence System Versin: Final BlueTeam IAPr IAPr Database Use Of Frce OPA Applicatin Engine Traffic & Cllisins Terry Stps BlueTeam will be used fr Officer facing interactins User Interface Data Capture n the g Multiple types f Input Devices like Smartphnes, Tablets, Wrkstatins as well as In Car Devices can be used Wrkflws External Data IAPr Data Warehuse Data Marts Detailed & Analytical Level Summaries Data Marts Regular imprts f external data surces Deep Dive Analytics Alerts & Ntificatins Cllabratin IAPr is intended t be used at SPD fr the key areas f pririty fr SPD. These have been identified as: Use f Frce Office f Prfessinal Accuntability PMS/EIS Traffic & Cllisins this includes Pursuits, Citatins and Cllisins Terry Stps As mentined earlier in the dcument, BlueTeam is the frnt-end cmpanin f IAPr. This will be used in the field by fficers n a day-t-day basis t enter details f plicing activities. Details will be entered n varius types f incidents by the fficers and supervisrs as deemed necessary based n the type f event. As the client is web-based, infrmatin can be entered frm multiple types f frm factrs like smartphnes, tablets, wrkstatins and in car cnsles. Suitability fr these devices fr use by SPD has yet t be determined. IApr des nt have the ability t custmize its business prcesses and wrkflws. As a result, the SPD has acknwledged this limitatin and will adpt the business prcesses and wrkflws cntained within IApr. A number f data surces such as HR data and case data frm Versaterm is anticipated t be imprted regularly in t IApr. During the implementatin phase, a IApr engineers will wrk with the SPD t set up these regular imprt jbs which will be autmated t execute n a regular basis, likely nightly. Histrical data n Use f Frce, OPA cmplaints, pursuits and cllisins held in AIM will be imprted in t IApr during the implementatin phase. This will be a ne-time event and it wuld be assumed that AIM will be decmmissined fllwing the implementatin f IApr. The dispsitin f infrmatin n paper recrds has nt yet been determined. These culd be left as-is, r SPD culd have the dcuments transcribed in t a digital frmat then upladed in t IApr. As this wuld take cnsiderable time and expense, it shuld be cnsidered in depth during the design phase f the prject. SPD Cnfidential Page 57 f 60