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HomeMy WebLinkAbout08-Police Department ~" u.. -.- 'CITy'OF SAN BERNADINO - REQUEST POI COUNCIL ACTION From: Daniel A. Robbins, Chief of Police Police Subject: Request to Expend Asset Seizure Funds Dept: Date: June 6, 1991 Synopsis of Previous Council ection: None. Recommended motion: Approve the expenditure of $74,900 in asset forfeiture funds to purchase the "Windows. computer software upgrade to the Police Records Management Program. /-) / . /j . ( __ /. i ;f.~.. ~. / : / / .I ,. :~ -- J"'/-. ~-' ' . Signature -/ / i , --" Contect person: Daniel A. Robbins. Chief of Police Phone: 384-5607 Supporting data lItt8ched: Yes Ward: FUNDING REQUIREMENTS: Amount: $74,900.00 Source: Arrt . 1nR_??1_~~q41 Asset Forfeitu~ Finance: ./1'.4':/~/ ;,,',............-- , .:--- /' Council Notes: Agenda Item No. <4 Ii'J.n~'".o . CITY 'OF SAN BERN~DINO - REQUEST FA COUNCIL ACTION PROBI.EIl STAFF REPORT The police department has operated its computerized Records Management system (RMS) since 1988 using software developed at that time by Tiburon, Inc. The city has chosen to upgrade its computer hardware and this is the ideal time to upgrade the RMS software. Additionally, a number of data entry problems have surfaced that can be corrected using a newer version of RMS software. RBCOMMBNDATI:ONS I recommend the expenditure of asset forfeiture money (account i108-221-55491) in the amount of $74,900.00 to purchase the upgrade to our RMS software (product name: "Windows"). FI:NDI:NGS My recommendation is strongly supported by Data systems Manager Janis Ingels. She feels that this software upgrade will help her staff to properly maintain the police department's records data- base. This recommendation is also supported by the Omnicom and Maxima studies. Enhancements "windows" has a number of features that will make staff within the police department more productive--particu1ar1y our records bureau personnel. CUrrently, when a name entry is made into the RMS system, there is no way of knowing whether or not that name has been previously entered without exiting out of the entry process and running a name query. Due to slowness of the system, data entry clerks rarely have the time to double check entries and must therefore add the entry to a growing list of names. (An example might be multiple entries for "John Doe", all exactly the same identifica- tion information, but each storing different data regarding police contact.) Windows provides for accurate name processing, Windows contains an updated terminal communications process. What this means is that police clerks will be able to perform operations within operations. For example, a clerk can be enter- ing an arrest record, open a window to verify a street location, close that window and open another window to verify a name, attach the name to the arrest records, and so forth. Additional- ly, the program has been made "smarter" in that it now recognizes the location of the cursor in a particular field. If an operator doesn't understand, for example, what "Add-Loc" might mean, the operator can hit a help key and the software recognizes that the cursor is in that field and responds with the appropriate in- structions. As currently configured, operators must consult lengthy manuals and attempt to diagnose problems if the computer won't accept entries. 1 75-0264 o o Another enhancement involves the management of the database. currently, a few people within the police department have been trained on advanced use of the system. This limited training has involved the modification of code tables and data elements. The purpose of training these individuals is to "customize" the software to the various peculiarities of this individual city and police department. Windows provides for an on-line, "dynamic" change of all code tables with appropriate help utilities. This prevents changing one code table and not changing an element in a related code table (and not getting the information out in a correct fashion). Anticinated Problems ~ ~ Corrected Windows is expected to correct the following problems present within our records database: 1. Due to hardware limitations (which make the system run slow), our current database has multiple entries which are redundant. Some of these multiple entries are a result of operator error and others can be attributed to software/hardware limitations. Windows has some specific utilities which assist the user in insuring that duplicate entries do not occur. Additionally, the installation of Windows will involve a reduction of the size of our database due to merging and database quality control utili- ties. 2. Training of new employees (and update training of experienced employees) continues to be a problem due to the complexity of the current software. Tiburon will be providing some update training to members of the department and that training will be dissemi- nated throughout the organization. Windows has a number of "help" features which make the system more "user friendly" and consequently easier to use and train. I expect users will be much more willing to sit down at terminals and use the system resulting in improved employee productivity. 3. There are a number of software maintenance problems which are diminished or eliminated with the upgrade. This is part of the reason for strong support on the part of MIS staff for this proposal. Trainina The cost of this enhancement/upgrade includes training provided by the vendor for MIS staff as well as police department person- nel. Aft~~eS - Information provided by vendor (Tiburon/PSW3, Inc.) regarding Windows software. 2 . . o o &AI'" rO: 1b8 RMS YAldawS Adw&.lblWe The most=rtant tbiD& to remember about the RMS Windows version of Support Sortware Is that it is cI.spedficaDy to ac:c:ommodate user Ileeds - its sole purpose Is to dmpliry and expedite use of the system. With R.MS Windows, aMS users enjoy the fODowIna advaittages: On-Sc:reen Help - The on-lereen belp facility provides the user .nth iDstant information on any field on any screen; the telminal operator wDI DO 10aaer need to ctisnlpt data Input to loolc. up code values or conduct searches. ""'lnI",1I thus Jl'e8t1y simplified. . Windows - As with on-sereen help, the user can '>PtD a window and run another transactions without Interfering .nth ongoing input/output. Name Prepro< ul"l_ Name related Inrormation Is correllated correctly at the time of input, virtuaDy eliminAting the time-consumlD& tunction or name 1ook-up and consoUdation. Alias p~~." is now an automatic tunction. The end result Is a more comprebeDSive. accurate, and less duttered Master Name Index. which benefits . all usen. FOe Eflic:ieDc:les - The Name prepr~." facilifJ decreases the time &les are ,oclted" for update. Combined with record-level (versus me level) &Ie update controls, Name PreprOf"Mt'I." belps decrease the occurrence of "file busf conditions . significantly. 0MIe Manapment - All coded values are located In one place and are on-line. Programs do DOt need to be recompiled to effect code dWlges. InstaUation and ongoing mainteoance or the aMS is much simpler. Cotltusion teptdlDa which table to update and/or wbi~ programs .to recompDe Is a thing or the past. . . . Func:tfon KeJI- The use of tunction Iteys In programs, &IIch IS C>>ntrol or "NE.X"r praceS$l." on data input. reduces the DUmber of key strokes on Input. Function key usage also simpUfies the use or the system, thereby reducfDa the amount or trAlnt." r~ed.. - Question and Amwer Report Writer. keports can be toMPOSed and ad hoc inquiries roD by answerlD& a series of questions. JD additioll, &Ie ana data element Usts are displayed as the user answers the questions. Personnel with very Httle trAlnl", can use these facilities with ease. . Paperless R.eportIng - Officer reporting can be automated tbrouab the use or dictation . devices or by entry at termlntls or Pes (lnduding tap Top devfces). Once input, . reports.may be dlc._lnAted electronic:al1y and Ic.ey Inlorm8tion may be tranSferred to the RMS data base. RMS WIndows baseCl systems offer paperless, sinale entry field reportfna. The report writfDa effort Is abnpUfied, quali., or reportfDa Is enhanced. and more importantly, any needeCl information Is made available more quiddy and on a department-wide basfs. . . . . . . . . L1 J . . ~ 4 . 1 o o RMS WlNIX7NS "RMS WindOWS. was the name Jiven to the project to develop an enhanced venfon of Support Software (S/S). The loat of this project was to create an RMS environment that simplified use and increased the overall effidenc:y of the system. To accomplish this, 11buron Introduced the following features into the RMS Windows version of Support Software: . Windows . The first step in the enhancement effort was the introduction of windows and iDc:reased mAnAlement of the termiDal colDlDUDicatiODs process. By opeDiDs a screen window, users caD perform traDsac:tioDS wfthla traDSactiOllS. Wmdow defiDitioDS caD be set up by users In an on.1ine mode. RMS programs caD now "read" function keys and the cursor position. . Integrated Edits IIDd Code Pr<<-dng. The RMSTAB. CODE, and OED processing have been combined to provide a dynamic, user-mAnAled facility aD in one place and ac:c:es51ole by the applications, the user, RDS, and Support Software itself. . &teoo...t FaIe Structures . Depending upon the hardware environment, standard DEe RMS, VSAN, and/or traditional Support Software file structures are supported. Record level file I~ are employed. . On Screen Help . Windows and the integrated edits are used to provide comprehensive, easy-tOouse on-screen help. . Name Pre-proc1 -till. Wmdows and other extended Support Software.lal=ilides are used to prOvide user/system interaction u names are proc:essed. Users have the option o.f creatinl a ileW name, forcing a match, pp.llnhta based upoIl any key, and automatically crealinl aliases. Muter Name Index mIlnllg~ment Is areally simplified. ADS and RMS WIodows The RDS bas also been l1pgrad~. to take advan e ew fadlities resultiDa from the RMS . W'mdows Project.. F.oUowin& are I enhancements: . . . ComprebeDSive, full-scale a caD be buDt by questioD-and-answer walk.throu Generator. . uers caD be ptoduced on-Une l1SiDg the RMS data base u the information source.