Staff Scheduling & Personnel Management in the Cloud
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1 Staff Scheduling & Personnel Management in the Cloud The ILJAOC Project: Lessons Learned & Efficiencies Gained
2 Presentation Team John John Desmond, InTime InTime Solutions - Senior Project Manager - Software Development Consultant - 32 Years in Law Enforcement Police Operations Side - Former ILJAOC Member Jeff Jeff Lacey, InTime InTime Solutions - Director Enterprise Sales
3 Topic Overview For Corrections, Law Enforcement, and Government Agencies, the hosted or cloud environment for software applications is now a realistic alternative to the traditional internal network hosted environment.
4 Understanding the Cloud What is the Cloud??? -Software as a Service (SaaS) - Renting Application Functionality -Platform as a Service (PaaS) - Provide platform for Application Development -Infrastructure as a Service (IaaS) - Provide computing power and storage on demand
5 Issues Raised Who owns the Data? Contractual Issue Who Maintains the Cloud? Contractual Issue Where will my Data be Stored? Foreign Country? How Secure is the Cloud?...
6 Cloud Security Most cloud computing companies are like experienced airline pilots. They are well trained, have backup systems and contingency plans in case they encounter an issue, and they have a full staff of professionals regularly checking and maintaining their service. Cloud software companies, knowing the implications of a crash on their business bottom line, invest significant resources into insuring that such a disaster never occurs. Cloud computing companies can invest far more resources in data backup and security than your business can. Jesse Lipton Forbes Magazine
7 Cloud Security Know Your Vendor Most cloud computing companies Not all Cloud Computing Companies are the same Ensure you thoroughly understand the system and design that is used Know where your data is to be stored physically Ensure you own the data Know if your data is encrypted Know if there is a Disaster Recovery Plan for your Data
8 Case Study Overview InTime Solutions - Who We Are Integrated Law & Justice Agency for Orange County (ILJAOC) InTime Solutions and the ILJAOC - History Hosting Software Internally - Issues Hosting Software in the Cloud Advantages of Moving to the Cloud
9 InTime Solutions Who We Are Scheduling, Timekeeping, and Personnel Management Software Since 1996 Company based in Vancouver, BC Over 1200 Customers Worldwide, including over 500 Law Enforcement & Corrections Agencies Core Product is known as ISE (Legacy products Officer Scheduling and SpeedShift ) 2004 ISE launched as Enterprise Software 2009 ISE available in the Cloud as ISELINK Currently we have 42 Law Enforcement & Fire Agencies scheduling and managing their personnel in the cloud
10 The ILJAOC Project
11 The ILJAOC Project Started as a Committee in the 1990 s Goal to take advantage of technology to share information and resources between agencies Joint Powers Authority (JPA) in 2003 Projects: Witness Availability Scheduling (InTime( InTime) Electronic Subpoena System Shared RMS Systems (Coplink( Coplink) Electronic Case Filing Electronic Citations Subpoena Delivery & Witness Call-off (InTime( InTime)
12 The ILJAOC and InTime Solutions InTime Provides Scheduling & Personnel Management for the ILJAOC - 22 Police Departments and the Sheriff s s Department Total Employees in ISE = 8400 Policing a population of over 3 Million 2000 SpeedShift Implemented 2004 ISE Implementation Started 2011 Moved to ISELINK in the Cloud
13 The ILJAOC Corrections Deployment Orange County Sheriff s s Jail System 1,400 Employees Inmates = 5,000 to 7,000 Five Facilities: Intake Release Center Central Men s s Jail Central Women s s Jail Theo Lacy Facility James A. Musick Facility
14 Hosting Software Internally - Issues The ILJAOC purchased Servers, Storage, MS Licensing and Setup Hardware at OCSD - System operated on an closed T-1 Network with no external access Issues for the ILJAOC - Ongoing hardware replacement - Ongoing MS Licensing management - Database Maintenance was unreliable - System not accessible via the Internet - No Failover or Disaster Recovery Capability for what had become a Mission Critical software application - Multiple points of responsibility for a single system should there be a technical issue
15 Hosting Software Internally - Issues As a result of these Issues the ILJAOC Executive Director and Board of Directors Wanted to get out of the business of managing Assets and Licensing for their Software Applications. Wanted a Failover and Disaster Recovery Plan for Mission Critical Software Wanted Reliable Internet Access
16 Hosting Software Internally - Issues Their Solution? The Cloud
17 Hosting Software in the Cloud InTime Solutions offered the ILJAOC - Secure Data Centers - Geographically Separated and Using Different Reputable Vendors Arizona New Jersey Robust, State-of-the-Art Servers and Storage Arrays All Data is Encrypted in the Database All Data Transmissions are Encrypted (https)
18 Hosting Software in the Cloud Database Replication with Failover Capability between Data Centers Ongoing Failover Testing Databases maintained for optimal performance Complete Access for optimal Customer Support (No VPN needed)
19 Transitioning to the Cloud Planning Moving Data Cutover Timing Testing Internet Access Internal Mobile Speed Before and After the transition Consistent User Experience
20 Advantages of Moving to the Cloud What Advantages were gained by the ILJAOC s decision to move into The Cloud?
21 Advantages of Moving to the Cloud Key Operational Benefits Eliminated ILJAOC Staff Time - No need for their Staff to do Database Maintenance - No need for the ILJAOC to do Hardware and Licensing Purchases - No need for Asset Disposal Disaster Recovery and Failover Capability - Geographically separated Data Centers with different vendors guards against regional natural disasters or business failures - Full Data Replication allows for a failover from Primary to Backup Data Center within minutes, keeping a Mission Critical Software Application up and running Fully Encrypted Data Storage and Data Transmissions (https)
22 Advantages of Moving to the Cloud Java Client Security Features Interfacing to Systems in a Secure Network via web services (WSDL) Courts, District Attorney s, Payroll, Human Resources, State Training Agencies (CA P.O.S.T.) Internet Access for all Users - More reliable than their previous closed T-1 Network - Complete Internet Access for Supervisors and Employees for the following..
23 Advantages of Moving to the Cloud Employees can view their schedules..
24 Advantages of Moving to the Cloud Employees can also view all schedules..
25 Advantages of Moving to the Cloud Employees can sign up for Overtime..
26 Advantages of Moving to the Cloud Employees can Request Leave..
27 Advantages of Moving to the Cloud Employees can Submit Overtime..
28 Advantages of Moving to the Cloud Supervisors have Full Scheduling..
29 Advantages of Moving to the Cloud And Reporting Capability..
30 Summary Is a Cloud-based Application right for your Agency?
31 Summary Reduced Overhead and Maintenance No Hardware or Licensing Purchasing Issues Frees up IT Staff for other projects/duties Increased Accessibility for Users via Internet No need for VPN Access Better Informed and Efficient Staff Replication and Failover Capability Eliminates Downtime and Data Loss Disaster Recovery
32 Summary Secure Interface Capability Interface to other internal systems Interface to other agencies systems Easier Procurement Eliminate need for costly and time consuming RFP processes Service Contracts tend to be much easier to approve through bureaucracy No need to shop, purchase, and install hardware to handle another application
33 Summary The Cloud may not be right or legal for certain Applications Do your homework! Evaluate cost savings across multiple Areas Hardware Licensing Staffing
34 Questions?
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