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

2

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

3

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

4

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+

5

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

6

Targeted Deployment Region

*graphic from: cityofboston.gov/police/districts/

Neighborhood District Police Stations

7

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

8

ICAwES Architecture

*graphic from: pic.dhe.ibm.com/infocenter/analytic/v3r0m0/index.jsp?topic=%2Fcom.ibm.discovery.es.common.doc%2Fiiypofnv_prodover_cont.htm

9

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

2

1

3

5

4

Unstructured Information Management Architecture (UIMA) - processes image file types

10

Current Data Flow

11

How to simplify search?

Many other types of data and file at File Share Server

12

Future Data Flow

13

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

2

7 8

9

10

Received

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

Manual Search

11

IncidentReports System

6

*graphic from: Boston police Department

14

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

15

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

16

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

17

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

18

Implementation Timelines

19

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

20

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

21

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

22

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

23

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.

24

Discussion

Q & A

*graphic from: Microsoft Office

25

Appendix

Boston Police Department Intranet Portal

*graphic from: Boston police Department

26

Appendix

Gang Members and Associates

*graphic from: Boston police Department

27

Appendix

Incident Reports

*graphic from: Boston police Department

28

Appendix

Arrest Bookings (charges)

*graphic from: Boston police Department

29

Appendix

Warrant Management System (WMS)

*graphic from: Boston police Department

30

Appendix

Abuse Prevention Order Log (APOL) –aka restraining orders

*graphic from: Boston police Department

31

Appendix

Field Interrogation, Observation, Frisk and / or Search (FIOFS) Reports

*graphic from: Boston police Department

32

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

33

Appendix – ICAwES components

34

Appendix – Reference Meta Data

35

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