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Transcript of 1 Boston Police Department ECM JNRST Consulting Services December 10, 2013 *graphic from: wired.com...
1
Boston Police Department ECMJNRST Consulting Services
December 10, 2013
*graphic from: wired.com
Team Members: Jamie Symonds, Robert Ho, Nasir Mahmood, Saiful Hasan, Tina Cheng
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Agenda
Project Background
The Goal of the Project
Solution Overview
Summary
Discussion (Next Steps and Q&A)
About JNRST Consulting Services
Implementation Plan and Governance
Appendix
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About JNRST Consulting Services
Name Role
Jamie Symonds Project Director
Tina Cheng Technical Solution Architect
Robert Ho Project Manager
Saiful Hasan, PMP Implementation Manager, SME, and Financial Lead
Nasir Mahmood Consultant
Insert Photo
Insert Photo
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Project Background
Why? - The Boston Police Department are currently spending many hours retrieving information from
a number of disparate computer applications that are managed and maintained by different units. If this challenge is not addressed, the impact will negatively affect productivity along with increasing costs for current and future overhead.
Six siloed critical systems with a 1TB file-share of data which includes 500,000 files in 50,000 folders. Current Active Users require to perform info search in their job duties: ~ 3000 Users
Time consuming info search process & with potential human errors of missing critical info Limited reporting capability – unable to create consolidated report for all systems. No existing capability to identify patterns of activity Unstructured data not searchable through exisiting systems
Project Objective - This project aims to improve the existing process by enhancing the ability of
police personnel to efficiently retrieve information regarding subjects in question and enabling more time to be spent on mission critical police objectives.
Cost Information:• Project One-time Cost ~$625,000 (including hardware, software, implementation cost, etc)
• On-going Annual Operation Cost: ~$ 30,000
• Estimated Total Cost Savings in First year: $ 780,000+
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The Goal of the ProjectTo deliver a dashboard displaying results of a federated search across multiple sources of data, reducing the need to consult other systems and manually correlate information.
• Single source one-stop display of all available data in regard to a person in question• More efficient and less labour-intensive data gathering process• Investigative case management time-savings from days to hours• Less time at the computer with search time reduction by 25%• More time for mission critical police work with 30% increase in free time availability• Opportunity for better intelligence gathering• Lessen chance of error compared to manual process with 75% reduction in error rate
Single Source
Efficient Data Gathering
Investigative Time Saving
More Time for Critical Police Work
Better Intelligence Gathering
Lessen Error Rate
Goal
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Targeted Deployment Region
*graphic from: cityofboston.gov/police/districts/
Neighborhood District Police Stations
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Key take-away from this solution:• Simplified search process
o Reduce Info Search Time by ~25%o Increase workforce available time to allocate
for other tasks for ~30%• Reduce human error by ~75%• Broaden the scope of analysis that could be
done to enhance quality of work
Solution Overview
IBM Content Analytics with Enterprise Search (ICAwES)
It is an enterprise content management tool• High performance search and analytics for the integrated data sources• Support search for structured and unstructured content • Simple Integration to allow quick setup to connect siloed data repositories• Analytics capability to provide new insight of historical data
*graphic from: pic.dhe.ibm.com/infocenter/analytic/v3r0m0/index.jsp?topic=%2Fcom.ibm.discovery.es.common.doc%2Fiiypofnv_prodover_cont.htm
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ICAwES Architecture
*graphic from: pic.dhe.ibm.com/infocenter/analytic/v3r0m0/index.jsp?topic=%2Fcom.ibm.discovery.es.common.doc%2Fiiypofnv_prodover_cont.htm
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What’s in ICAwES ? How’s this work?
*graphic from: pic.dhe.ibm.com/infocenter/analytic/v3r0m0/index.jsp?topic=%2Fcom.ibm.discovery.es.common.doc%2Fiiypofnv_prodover_cont.htm
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Unstructured Information Management Architecture (UIMA) - processes image file types
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Current Data Flow
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How to simplify search?
Many other types of data and file at File Share Server
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Future Data Flow
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CC# Name,BOD,
Address,Details,
etc
Use CaseCurrent Process: 11 steps average process time ~2 weeks
Fill in Incident Reports
Court SystemsWarrant Data
Intelligence CenterFIOFS
Reports
Gang UnitGang
Members
Domestic Violence Unit
Restraining Orders
FileSharesUnmanaged file shares of
various intelligence documents
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7 8
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Received
911 call
Call Center
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CC# Created
Responding Officer
From RICI , create new Booking Number (BK#) Criminal Number(CR#)
BookingOfficer
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Searching for additional info and update on the
incident report5
Update Arrest Booking Systems with BK#
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Manual Search
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IncidentReports System
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*graphic from: Boston police Department
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CC# Name,BOD,
Address,Details,
etc
Use CaseNew Process: 6 steps ~average process time < 24 hours
Fill in Incident Reports
2Received
911 call
Call Center
1
CC# Created
Responding Officer
From RICI , create new Booking Number (BK#) Criminal Number(CR#)
BookingOfficer
3
Searching for additional info and update on the
incident report5
Update Arrest Booking Systems with BK#
4
Single interface to retrieve info from all systems & files share for structured and unstructured data
6Warrant Data
FIOFS Reports
Gang Members
Restraining Orders
Unmanaged file shares data
Incident Reports
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Preliminary Cost Saving
Cost Category Amount ($)
FTE – (net reduce by 3 FTEs in IT and Offi ce Administration) 360,000
Contract Resources – (net reduce by 2 contractors) 360,000
Net of maintenance fees of new and decommissioned Hardware 15,000
Net of Software license fees of new and decommissioned Software 10,000
Storage Space Charges 14,400
Copying and Printing Costs 16,000
Mailing and Courier 5,200
Total 780,600
ESTIMATED COST SAVINGS FIRST YEAR
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Financials – 5 year view
2014 2015 2016 2017 2018 5-year TotalCash View ($ thousands)Incremental Ongoing Costs
Hardware Maintenance / Services 15 18 18 18 18 87Software Maintenance / Services 8.5 10.2 10 10 10 49
Total Inceremental Ongoing Costs 23.5 28.2 28 28 28 135.7One-Time Project Related CostsCapital:
Hardware 181 - 181Software License 203.4 - 203
Expense: - Internal FTE (Indirect Expense) 193 - 193
Total One-Time Costs 577 - - - - 577Contingency
Other Contingency (HW, SW, Telco, Other) 46 46Total Contingency 46 - - - - 46
Total One-Time Costs including Contingency 623 - - - - 623
Net Cash Flow (before tax) (647) (28) (28) (28) (28) (759) Project Investment 623 Approval Amount 759 P&L View
One-Time IT Period Expense 239 - - - - 239Depreciation 36.2 36.2 36.2 36.2 36.2 181Ongoing Operating expense 23.5 28.2 28 28 28 135.7
Total Expenses 298.7 64.4 64.2 64.2 64.2 555.7
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Implementation SchedulingProject Milestones Deliverables Duration
Initiation - Business Case including problem statement, solutions, benefits, cost estimates, implementation plan
» Business Case
3 weeks
Business Requirements - Stakeholders, As-is & To-be business processes, meta data, policies, Analytics requirements
» Stakeholder Register» Business Requirements Document (BRD)
1 month
Select ECM Analytics tool » ECM tool selected 1 week
System Environment Analysis & Define hardware requirements
» Hardware BOM and Network Design 1 week
Order hardware & software » POs for HW, SW issued to vendor 2.5 weeks
Design site architecture & web interface for ECM » Portal Design Document showing design of ECM Analytics 1 month
Hardware & Software Delivery » HW & SW onsite and installed 2.5 weeks
Configure ECM Analytics tool » ECM Analytics tool configured as per BRD, Design Document 1 week
Convert & Ingest existing content » Content in Raw Data Store 2 weeks
Data Preparation » Data ready for ingestion through data transformation 3 weeks
Data Modeling » Data Model 3 weeks
Evaluation (UAT) in Test Environment » QA report 3 weeks
Documentation » System Support Docs, End-user docs, training plan 2 weeks
Training of IT Staff & End-users » Training complete 2 weeks
Server Build and System Integration Testing (SIT) » System built & ready for deployment in ES environment 1.5 weeks
Deployment / Go Live » ECM Analytics solution in production 1 week
Maintenance & Day Forward Support » Handover to operations & SME support 1 month
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Implementation Timelines
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Implementation Dependencies & Considerations
For successful project implementation project will need:
• Sponsorship from Executive level• Early engagement and buy-ins from stakeholders• Budget approval• Resource commitment from resource managers• Necessary technology infrastructure in place
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Implementation - Operational Readiness
• Integration with Enterprise Systems• Integration with ES, HW setup in DC, contingency plans
• Administrative Components• Access control, retention/backup policies, roles & responsibilities, ownership, support
docs, training
• Change Management and Control• Establish board with client and IT reps, CM process, policies, regulatory compliance
• User Enablement• Rollout schedule, corporate communication plan
• Success Metrics• KPIs to measure no. of reporting systems integrated, end users trained & migrated, user
acceptance, improved sharing of information
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Governance Organization ModelSteering Committee consists of the BPD Executive Sponsor , Bureau Chiefs, Department Directors, Unit Managers, and JNRST Consultants
The BPD Executive Sponsor and the JNRST Project Director constitute the Leadership Team. They would work with both BPD Project Leadership and the Steering Committee to facilitate proper governance
Implementation Manager works with the Project Manager and Solution Architect to facilitate the deployment according to the project plan schedule and in accordance with standards
Shared Resources work closely with the implementation manager to facilitate the launch
Steering CommitteeBPD Executive
Sponsor
Solution Architect Project Manager
JNRST Project Director
RF Engineer
Network Engineer
Site Surveyor
Installer
RF Engineer
Network Engineer
Site Surveyor
Installer
Implementation Manager
BPD System SMEs
Solution Engineers
Security Engineers
Network Engineers
BPD Project Leadership
InstallerInstallerData Center Technicians
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Governance Communication Model
Item Audience FrequencyExecutive Status Executive Sponsor, Bureau Chiefs,
Department Directors, Unit Managers and JNRST Consultants
Monthly
Program Overview Slides covering objectives, scope, and results to date
Executive Sponsor, Unit Managers and JNRST Consultants
Every 2 weeks
Program Level Gantt Status Executive Sponsor, Unit Managers and JNRST Consultants
Weekly
Financial/Budget Report Executive Sponsor, Bureau Chiefs, Department Directors, Unit Managers and JNRST Consultants
Monthly
Issue, Risk and Decision Logs Executive Sponsor, Unit Managers and JNRST Consultants
Weekly
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Summary
JNRST Consulting Services understands BPD’s visionary goals, objectives and requirements. Consistent with our exceptional track record, we are confident that our team will exceed expectations.
Upon successful implementation of our proposed integrated content repository and dashboard, the Boston Police Department will have:
• An efficiently robust system that will empower centralization of multiple data sources used for decision-making
• Analytics that will enable police officers to quickly collect detailed information and allow them to focus more time on mission critical objectives that serve the public good
• A more efficient process that will result in less misinformation and lower errors
• Cost benefits such as reduced storage of redundant content across the department, reduced hardware and operational resource costs associated with maintaining files, and the enablement of data to be re-purposed
Furthermore, by embracing the integrated system, the department will be in a prime position for future expansion to add more content sources and further optimizing analytics capabilities.
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Discussion
Q & A
*graphic from: Microsoft Office
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Appendix
Boston Police Department Intranet Portal
*graphic from: Boston police Department
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Appendix
Gang Members and Associates
*graphic from: Boston police Department
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Appendix
Incident Reports
*graphic from: Boston police Department
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Appendix
Arrest Bookings (charges)
*graphic from: Boston police Department
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Appendix
Warrant Management System (WMS)
*graphic from: Boston police Department
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Appendix
Abuse Prevention Order Log (APOL) –aka restraining orders
*graphic from: Boston police Department
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Appendix
Field Interrogation, Observation, Frisk and / or Search (FIOFS) Reports
*graphic from: Boston police Department
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Appendix - Closer look
Court Systems - Warrant Data
Intelligence Center - FIOFS Reports
FileShare - Unmanaged file shares of various intelligence documents
Domestic Violence Unit - Restraining Orders
*graphic from: www-03.ibm.com/software/products/en/contentanalyticssearch/
Intelligence Center
Court Systems
Gang Unit Systems
Domestic Violence Unit
Incident Reports
FileShare
Arrest Bookings
Gang Unit - Gang Members
Incident Reports
Arrest Bookings
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Appendix – ICAwES components
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Appendix – Reference Meta Data
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Appendix
BPD ECM
Solution
Domestic Violence System
Gang Unit Incident Reports
CentralizationCurrent Decentralization
From current Decentralization to CentralizationCurrent information is stored in multiple applications resulting in data silos
Silo:
Court System
Silo:
Domestic Violence System Silo:
Gang Unit
Silo:
Incident Reports
Silo:
Intelligence Center
System
Silo:
Arrest Bookings
Center System
Court System
Arrest Bookings
Center System
Intelligence Center System