Software Evaluation Checklist for Law Enforcement Agencies

Transcription

1 Software Evaluation Checklist for Law Enforcement Agencies

2 Every police agency should pay close attention to the quality of their tools. Tools like firearms, handcuffs, radios, and vehicles are rigorously tested and compared; experts at each agency supervise new purchases and oversee maintenance. Software is another critical police tool. However, unlike the sidearm, the baton, or the radio, the users often have little basis for comparison when picking software. Many agencies have no evaluation or technical scrutiny process for software at all. Below are a list of possible questions, evaluation processes and points you may want to use when evaluating a software application for purchase: Need Assessment (Function Check): 1. List the requirements and functions desired for the task you wish to automate or enhance. 2. Does the software deliver against your requirements? Ensure that functions are verified, and not simply promised. 3. Do you already have this functionality (e.g., some expensive programs merely duplicate existing functions make sure you re paying for something you don t already have!)? Vendor Reliability: 1. Does the company have a website? 2. How many years has the company been in business? 3. Is the company privately held, public, incorporated, limited liability, etc? 4. Where are they located? a. Could their location be an issue given technical support times or other requirements? 5. Is the company a sole source provider of the software? a. If not, who else can sell the software? 6. Is the company willing to provide a list of agencies using their software and willing to provide references for specific agencies upon request? 7. When you call the main company line, are you immediately connected to a person or an automated voice service? User Interface: 1. Does the software interface appear to be user friendly? a. Are there graphical elements which indicate how to use the software? b. Is there a use of color or style to facilitate the application s use? c. Can colors, fonts, or controls be modified to suite a user s personal preferences? 2. Is there a logical flow to the functional processes within the application? 3. Do the objects contained on the forms seem aligned with each other, large enough to contain your data, labeled properly? 4. Can the software operate under various screen resolutions, color settings, and font styles? 5. Is there a standard Help File? 6. Is there a Tutorial or Troubleshooter component? Developmental Language: 1. What software language or application was the software developed using (PowerBuilder, Visual Basic, Visual C, dbase, Microsoft Access, etc.)? a. If a DEVELOPMENT language was used (Visual Basic, C+, etc.) the software is probably self-contained, and can be deployed anywhere. b. If an APPLICATION designer was used (MS Access, MS Excel, FoxPro, etc.) the software is probably not self-contained; it can only be deployed to users having the primary application, at additional expense see below (item 4). 2. Were there any third party applications used during the development that would necessitate the need for the company to maintain an alliance or partnership?

3 3. Are any software applications other than the one of interest required to operate the software? Is so, apply the same evaluation process to that application as well. 4. Could the software run independent of the required software if necessary? (e.g. Your interest in Software X requires Software Y and cannot run without it. How would the removal of Software Y from the market affect your purchase, support and future upgrades of Software X) Does the Software X Company provide support for Software Y? Another example an application was written using Microsoft Access However, your agency has yet to migrate to 2002 they use Access 97. Hence, you would be required to upgrade or purchase a license of Access 2002 in order to operate the application. Cost: 1. What is the cost of the software? 2. Does the company offer governmental discounts, cost breaks, or other incentives for purchase? 3. Are there hidden fees, such as Customization charges, that change the cost? 4. What are the licensing options for the software single seat, multiple seats, networked, concurrent use, etc? 5. Are there recurrent costs, such as regular billing for support? 6. Can you create the software internally? a. Does your agency have the required expertise at hand? b. How many work hours (and salary) will be required to produce an in-house product? c. Who would implement, support, train, troubleshoot, and upgrade the software once it is developed? 7. Buying Decision: Is the price of the software less than the price of doing without the capability it offers; if so, is it less expensive to purchase or to produce internally? Database: 1. If the application uses a database, what type (SQL Server, Oracle, dbase, Access, etc)? 2. Is the database flat or relational (e.g. dbase vice Microsoft Access)? 3. Can the database structure be customized? 4. Can the available variable values be modified to suite your needs? 5. Are there additional costs involved with modifying the database structure or data values? 6. How many records can the database store? Hardware / Software: 1. What operating system(s) will the software operate under? 2. What minimum hardware requirements are there to operate the software? 3. What hardware is recommended by the company to operate the software? 4. How is the software installed to the machine using the Microsoft Installer, third party installation, or file copy? 5. Are changes made to the Windows Registry if so, what? 6. What type of documentation is provided with the application? Is there a printed manual, on-line help file, electronic manual, etc? 7. Does the company provide an evaluation copy of the software? 8. Does the company provide a demo or slide show of the program? 9. Is the software documentation (help files, manuals, etc.) available for review prior to purchase? If not, why not? 10. How much physical disk space is required to install the application? 11. If new hardware or upgraded hardware is required to effectively utilize the software, how much does that add onto the total price?

4 User Community: 1. Are there any agencies similar in size whom you could contact about the software, technical support and service? 2. Are there any users in your agency, community, state, or country? Technical Support / Upgrades 1. How often has the software been updated or enhanced? 2. Does technical support automatically come with the purchase and/or is there a separate technical support plan? a. How much is it? b. What do you get for your money? 3. What future plans does the company have for the application? a. Do they plan to continue it, discontinue, update it, change operating system or hardware platform requirements?

5 Bibliography: Garrett, Mark, Rice University, Software Evaluation Guide. Hinchliffe, Lisa Janicke. "Resource Selection and Information Evaluation." Champaign, IL: Parkland College Library, 1994, Quinn, Robert A., ACS Modern Language technology workshop, May 28 - June 1, 1998, Workshop Proceedings, Millsaps College. Rettig, James. "Beyond 'Cool': Analog Models for Reviewing Digital Resources." Online 20, no. 6 (September/October 1996). Rilling, Sarah, Colorado State University, Software Evaluation Checklist. Schultz, Carole, Virginia Community College System, Software Evaluation System, Sleight, Deborah A. "Types of Electronic Performance Support Systems: Their Characteristics and Range of Designs." Smith, Sidney L., Mosier, Jane N., Human-Computer Interaction Resources, Guidelines For Designing User Interface Software The MITRE Corporation, Prepared for Deputy Commander for Development Plans and Support Systems, Electronic Systems Division, AFSC, United States Air Force, Hanscom Air Force Base, Massachusetts. Approved for public release; distribution unlimited. T Sytsma, Sid, Ferris State University, Project Management Software Evaluation Checklist. University of Pittsburg, Robert Henderson Language Media Center, Checklist for Software Evaluation, July 5, Wolfe, Jennifer, Towson University, Software Evaluation. Meeting the New Technology Needs of the Law Enforcement and Corrections Community, Office of Law Enforcement Technology Commercialization, Internet Web page last updated February 1997.