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HomeMy WebLinkAboutResolutions - 1996.05.09 - 24857REPORT (Wisc. #96111) BY: FINANCE AND PERSONNEL COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: BOARD OF COMMISSIONERS - REQUEST FOR PROPOSAL- CLEMIS 70 THE OAKLAND COUNTY BOARD OF COMM=SSIONERS Chairperson, Ladies and Gentlemen: The Finance and Personnel Committee, having reviewed the above referenced resolution, recommends that the Request for Proposal be expanded to include a deliverable product which comments on the use of COBOL programming language in the CLEMIS System. Chairperson, on behalf of the Finance and Personnel Committee, I move the acceptance of the foregoing report. FINANCE AND PERSONNEL MISCELLANEOUS RESOLUTION #96111 BY: STRATEGIC PLANNING COMMITTEE, DENNIS POWERS, CHAIRPERSON IN RE: BOARD OF COMMISSIONERS - REQUEST FOR PROPOSAL - CLEMIS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the County Executive has recommended, and the Audit Committee has concurred, that a review should be performed on CLEMIS Operations; and WHEREAS this review will include not only appraisal of current CLEWS operations, but the development of a formal strategic plan to serve as a blue print for future operations; and WHEREAS the Department of Information Technology has written a Request for Proposal (RFP), which can be issued to solicit vendors to conduct the above stated review of CLEM'S Operations and development of a strategic plan; and WHEREAS the estimated cost of the review is $75,000, funds are available in the Designated Fund Balance for Strategic Planning, which can be used to cover the cost of this project. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the release of the attached Request for Proposal to solicit vendors to conduct a review of CLEMIS Operations and develop a strategic plan to serve as a blue print for future operations. Chairperson, on behalf of the Strategic Planning Committee, I move the adoption of the foregoing resolution. STRATEGIC PLANNING COMMITTEE c7teolost-dri? 6)a44,04., SECTION 1: 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.14 SECTION 2: 2.1 2.2 2.3 SECTION 3: SECTION 4: SECTION 5: APPENDIX 4-23-96 , I CLEMIS STRATEGIC PLAN STUDY REQUEST FOR PROPOSAL Table of Contents Paae INTRODUCTION ADMINISTRATIVE INFORMATION Issuing Agency 1 Key Action Dates 1 Submission Procedures 1 Proposal Preparation 1 Contact Between Vendor and County 2 Changes or Additions to the REP 2 Proposal Selection 2 Contract Price 2 Contractor's Responsibilities 2 News Releases 3 Confidentiality 3 PROJECT OVERVIEW Objectives 4 Methodology 5 Guidelines & Conditions 7 PROJECT DELIVERABLES 8 PRICING 9 CONSULTANT PROFILE 10 CLEWS OVERVIEW INTRODUCTION Oaldand County is requesting proposals to assist in the development of a Strategic Plan to guide the CLEMIS organization in operational and technological enhancements for the next five to ten years. As part of the contemplated effort, the successful consultant will be expected to evaluate the current operations, orgarizational structure and technology used. This plan must, first and foremost, provide a recommendation re. actli Ire% tivt (lain frtIrn Aviv'', law anforcement aaencv in Oakland County is included on the county-wide CLEMIS system. It must also provide recommendations in regard to the feasibility of migrating all or part of the software from the current mainframe environment to a more current technology, if appropriate. The fundamental purpose of CLEM is to enhance the ability for criminal justice agencies of varying size to afford and utilize the necessary technology to effectively manage their departments and provide the highest levei of law enforcement services efficiently to the citizens of Oakland County. To accomplish this, it is critical for law enforcement agencies to be knowledgeable in regard to matters affecting public safety throughout Oakland County within minutes from occurrence. They must have at their fingertips intelligence data and profiles of an individual's criminal involvements and known associations over a period of time. In order to assure this, every agency in Oakland County must contribute data to be shared by all participants. The CLOVIS Strategic Plan Task Force will provide leadership for this project by meeting with the consultant or through the CLEMIS Project Supervisor, acting in their behalf, throughout the project. This request for a proposal is being submitted through the Strategic Planning Committee of the Oakland County Board of Commissioners. SECTION 1 - ADMINISTRATIVE INFORMATION 1.1 ISSUING AGENCY Oakland County Department of Information Technology, Board of Commissioners and CLEM'S Advisory Committee Department 421 1200 N. Telegraph, Pontiac, Ml 48341-0421 ATTN: Jackie Nyovich 1.2 KEY ACTION DATES Release Date of RFP Deadline for Response Notification of Award 1.3 SUBMISSION PROCEDURES Mail or deliver completed proposals to: Oakland County Purchasing Department Department 462 1200 N. Telegraph Pontiac, MI 48341-0462 1.4 PROPOSAL PREPARATION All proposals should cover all requested information in the order outlined in this RFP. The proposals must be delivered in four (4) copies on the prescribed date. Any deviation or variation from the requested format must be presented under separate cover and should be marked as an alternate proposal. Consultants shall state in wilting that all furnished information, including prices, will remain valid and be guaranteed for 180 days from the date of receipt of proposals. All supporting materials and documentation submitted with the proposal will become the property of Oakland County. 1.5 CONTACT BETWEEN CONSULTANTS AND COUNTY Inquiries in reference to this RFP should be directed to: Jackie Nyovich -1- Department 421 1200 N. Telegraph Pontiac, MI 48341-0421 (810) 858-5267 1.6 CHANGES OR ADDITIONS TO THE RFP In the event that modifications or additions to the RFP become necessary, all consultants will be provided with an addendum. 1.7 PROPOSAL SELECTION The County of Oakland reserves the right to split or abstract any or all proposals and award multiple contracts from the same quotation, based on price. availability and service when in its judgement best serves the County of Oakland. The County of Oakland reserves the right to reject any or all proposals, awarding the contract to other than the low vendor and to waive irregularities and/or formalities. Also to accept any proposal which in its judgement best serves the County's interest. Prior to final selection, the consultant may be required to present their proposal to the CLEMIS Strategic Plan Task Force and others, including Oakland County Commissioners, at a location in Oakland County. Prospective consultants should be prepared to answer detailed questions regarding their proposals. 1.8 CONTRACT PRICE All prices quoted by consultants will be the maximum prices for the duration of the proposed contract. No price increases will be permitted during this period. Price reductions on any component shall be made available to the County. All price quotes shall be firm and fixed. The County shall not pay, nor be liable for, any other additional costs including, but not limited to, taxes, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc. The consultant shall be paid what is presented in their proposal, provided that such costs are firm, fixed, and specifically quoted. 1.9 CONTRACTOR'S RESPONSIBILITIES The successful consultants will be required to assume responsibility for all contractual activities offered in this proposal whether or not the activity is actually performed by them. Further, the County will consider the consultant to be the sole point of contact with regard to contractual matters, including payment of any or all charges resulting from the contract, if any part of the work or component of the proposed configuration is to be subcontracted, responses to this RFP must include a list of ihrnntrariprl nr r_ramrsnnent to be 'provided and descriptive information concerning subcoritracto organizational abilities The County reserves the right to approve subcontractors for this project and to require the consultant to replace subcontractors found to be unacceptable. The consultant is totally EICLIIIIIMM:1716-1171.1 ronn nrrn name, ann ar: ..1.6-nntrarinm innIr firm nnrns. anti address canted nerson complete 'description of work to be ZOnlard_Der&011 -2- responsible for adherence by the subcontractor to all provisions of the contract. 1.10 NEWS RELEASES News releases pertaining to this RFP or the services, study data, or project to which it is related will not be made without Oar written County approval, and then only in accordance with the explicit written instructions from the County. No results of the proposed work effort are to be released without prior approval of the County and then only to designated persons. 1.11 CONFIDENTIALITY The Vendor shall be bound to confidentiality of any information its employees may become aware of during the course of performance of contracted tasks. Consistent and/or uncorrected breaches of confidentiality may constitute grounds for cancellation of the contract, SECTION 2 - PROJECT OVERVIEW 2.1 OBJECTIVES Following are objectives that should be satisfied upon completion of the report delivered by the successful consultant: I ,) Formulate technology requirements for law enforcement record-keeping and reporting county- wide, and at individual law enforcement agencies, 2.) Identify a future technological and organizational environment in which CLEMIS will operate three to ten years from today. This recommendation must include costs associated with implementing recommended technology, as well as ongoing costs and recommended staffing. It must also demonstrate any cost benefit or offset to be realized by implementing recommended technology. 3.) Identify current strengths, weaknesses and opportunities for improvement in technology, and the CLEMIS system, as it relates to the current Information Technology environment This should include an evaluation of current CLEMIS services in relation to recommended technological. improvements. 4.) Identify services that should be offered at a regional level, and functionality which would best be performed at the local level. 5.) Identify strengths and weaknesses of the CLEMIS Project team in its current organizational structure of reporting both to the Director of Information Technology (through the Manager of Applications Development) and the CLEMIS Advisory Committee. Recommend the most effective organizational structure for CLEMIS currently and in its future environment. 6.) Evaluate the feasibility of CLEM becoming a separate entity from the Department of Information Technology. 7.) Identify options available to the CLEMIS network in regard to physical location of the regional hardware and CLEMIS project staff, and recommend the most cost effective solution which will facilitate achieving CLEMIS objectives. 8.) Recommend staffing to support the CLEMIS network between today and for the future. This recommendation should include immediate needs, the next three years and the future (three to ten years from today). 9.) Define specific objectives, strategies and goals, and define initiatives necessary to bridge between the CLEMIS of today and the future environment. 10.) Examine and make recommendations in regard to financial aspects of CLEMIS including! - Current CLEM budget, including charges for mainframe operations and overhead - Budget requirements to provide recommended technology for the future - Equitable fee structure for participants, including the requirement for the smallest agency to participate - Funding sources; i.e. Oakland County and cl t i vi1 Iages and townships. 11.) Included within the CLEMIS operations are significant systems that have or will serve the County's Law Enforcement Agencies well. The successful consultant should be prepared to -4- discuss . the effectiveness of the mobile data terminals, mugshot, livescan fingerprinting, computer aided dispatch, and booking functions. 12.) Assess the potential for regional collaboration on law enforcement issues. 13.) Assess the potential for licensing CLEMIS to other governmental units and the potential reduction to the CLEMIS cost of operations. 14.) Evaluate feasibility of integrating CLEMIS with other criminal justice systems such as courts, jail and prosecutor to eliminate redundant data entry. 15.) The study should include a review of other law enforcement records management systems currently installed in police departments: Madison Heights, Pontiac. Waterford, West Bloomfield, Troy and Milford. These police departments have chosen to use software programs other than CLEMIS. To better understand the effectiveness of CLEMIS (generally if all police departments participated, rather than some), the reasons for movement away from CLEM should be explored with city/township management, including police departments. 2.2 METHODOLOGY In order to develop a CLEMIS Strategic Plan, it will be necessary to obtain information from a number of groups and individuals, To facilitate this process the selected consultant must communicate closely with the CLEMIS Project Supervisor who, acting in behalf of the CLEMIS Strategic Plan Task Force. will assist the consultant in the following areas: 1.) PRESENTATION OF CLEMIS OVERVIEW This will include a review of existing technology and services currently provided and discussion. 2.) DEMONSTRATE EXISTING SYSTEMS This will include other CLEMIS Project staff members. 3.) TECHNICAL ENVIRONMENT OVERVIEW This will include a tour of Information Technology's Computer Room. 4.) ARRANGE FACILITATED USER SESSIONS A. Arrange facilitated sessions with leaders and staff members of law enforcement agencies of varying size. Since there are 40 law enforcement agencies contributing data to CLEMIS, it would be too time consuming to interview, each department separately. Therefore, it is recommended that a cross-section of law enforcement agencies of various sizes and levels of system participation take part in facilitated user sessions conducted by the successful consultant. Communication with CLEMIS participants is critical to meet the objectives of this study. Categories of CLEMIS participants to be included are as follows: • Large, medium and small agendas. - Agencies who identify a high-level of support and utilize CLEMIS most effectively. - Agencies who have demonstrated a desire to improve the quality of CLEMIS services, while retaining the regional network. -5- - Agencies who either have currently installed records management systems, are in the process of doing so or have expressed plans to do so. 6.) INTERVIEWS WITH INFORMATION TECHNOLOGY STAFF This will include CLEMIS Team Members and others in the Department of Information Technology, 6.) PRIVATELY MEET WITH CONSULTANT(S) This private meeting with the CLEM1S Project Supervisor will facilitate candid discussions which should not occur with other staff members present This meeting should be scheduled as soon as possible following the presentation of a CLEMIS Overview, system demonstrations and a Technical Overview. These three meetings should provide the consultant with enough insight into the current environment to generate questions and candid discussion. This meeting should enhance the vendor's ability to identify strengths and weaknesses and opportunities for improvement within the CLEMIS Project. While the Project Supervisor should present suggestions and ideas for improvement this should not limit the content or depth of the discussion. Some items which will be discussed are as follows: - Background and experience of CLEM Project Team, includng CLEMIS Project Supervisor - Managing current projects and workload Project Supervisor's perception of strengths and weaknesses regarding: CLEIVIIS Organization (Committees etc.). CLEMIS Staff, CLEMIS Systems, and functioning within Information Technology's organizational structure Current funding Concept of future CLEMIS (representing personal views and those of Strategic Planning Task Force) 7.) PROVIDE DOCUMENTATION CLEMIS offers a wide variety of systems and services. In order to understand the scope of services, it will be helpful to review eidsting documentation. Examples of documents which will be provided are as follows: Original CLEMIS Strategic Plan Various User Training Guides - Proposals for purchased services and systems which have been implemented or have been purchased - CLEMIS Management Report Manual Miscellaneous documentation which will be helpful in providing an overview of CLEM Projects in process or planned Other available documents as the need is identified. Mstri_CflORIDINATE_MEETtt MTH STRATEGIC PLAN TASK FORCE 8.) The existing CLEMIS structure includes a Strategic Planning Committee The majority of Task Force members are also members of this Committee. The Task Force will work closely with the consultant to develop the Strategic Plan. A launch meeting with be held with the Task Force when this project is initiated. Periodic meetings will be conducted throughout development of the Plan, at which time it wi/I be necessary to update the members. Effective communication is critical to the successful completion of this project. If roadblocks and/or problems should occur in the process, the CLEMIS Project Supervisor should be informed immediately. The Task Force consists of the following members: Chairman of CLEWS Co-Chairman of CLEMIS Past Chairman of CLEMIS 5 Officers of Oakland County Chiefs Association Oakland County Sheriffs Department representative Director of Information Technology CLEMIS Project Supervisor Board of Commissioners Representative 2.3 GUIDELINES AND CONDITIONS 1.) FUTURE SYSTEM The recommendation for future technology must include a provision for the following: Interfaces to other systems such as Regional Mugshot, Mobile Data Terminals, LEIN, Jail Management, Courts etc. - Integrity of regional system must be maintained, in terms of receiving data from all Oakland County agencies - Cost to local agencies must be affordable for the smallest agency in Oakland County - Agencies should have complete functionality independent of the County's regional system - Agencies should mirror their data locally - All NCIC. LEIN and CLEMIS security requirements are mandatory. All software and hardware supplied to Oakland County must be guaranteed to properly and accurately process through and beyond year 2000 (century change) without modification or intervention on the part of the vendor or Oakland County personnel. SECTION 3 - PROJECT DELIVERABLES The final project deliverable will be a report on the evaluation of the CLEMIS operations, reorganization and technology. The report shall state the effectiveness of the system and provide recommendations for the existing system. The recommendations should specify the time to be implemented. status of the improvement required, and to the extent known. cast of the improvement. In addition, all objectives as specified in Section 2.1 shall be satisfied. Finally, a Strategic Plan shall be prepared to describe the existing CLEMIS operations, the directions of CLEMIS (projected out for 5 years), arid actions to be taken to arrive at the projection recommended. The Plan shall address operations, organization structure technology, and any other improvements or considerations of significance. Please provide in this Section a suggested schedule for performing the study, including a start and completion date. The draft report shall be presented to the CLEM'S Task Force for technical corrections, Once the corrections have been addressed, a formal presentation is expected to the Strategic Planning Committee of the Board of Commissioners. A presentation to the CLEM'S Advisory Committee may also be required. -8- SECTION 4- PRICING 1 . ) Consultant must list pricing for project beginning on Page 1 of proposal. along with a list of services included. This list should state the number of presentations included in contract price. Optional services should be listed with associated pricing. 2.) Consultant must provide a proposed budget in Section 4 of proposal. 3.) Consultant must describe in Section 4 of proposal how fees are determined. Hourly rate must be specified if applicable. SECTION 5 - CONSULTANT PROFILE 1.) Please explain firm's basic consulting philosophy and approach to projects, particularly police and/or public safety automation studies. 2.) Please identify what percentage of your firm's work is consulting in the police or public safety field. and percentages in other fields. 3.) List current governmental projects and those completed in the last five years, which are similar to this project. Include size of agency, budget amount. year completed, address, name of liaison person and telephone num ber. 4.) List consultant(s) who will be assigned to this project. Additionally specify who will manage the project. Include a brief background sketch of each. Indicate association and organization affiliations of each. 5.) Please specify how many consultant(s) your firm employs, and how many are involved in police and/or public safety studies. 6.) Provide a copy of your most current financial statement and the one preceding. Please state the name of the firm responsible for preparing your financial statement, APPENDIX Addison Township 'City of Auburn Hills 'City of Berkley Village of Beverty Hills • City of Birmingham • Bloomfield Township • City of Bloomfield Hills fl don Township ' City of Clawson Township • City of Farmington' City of Farmington Hills City of Ferndale • Franklin Village Oroveland Township' City of Hazel Park ' Highland 'Township ' Holly Township • Village of Holly of Huntington Woods • Independence Township' City of Keego Harbor • Vilna of Lake Orion' Lathrop Village • Lyon Township City of Madison Heights Village of Milford City of Northviiie City of Novi' City of Oak Park • Oakland County Sheriffs Department ' Oakland County Prosocutor • Oakland Township " Village of Orchard Lake 'Orion Township ' Village of Oxford • Oxford Township ' Pittsfield Township City of Pleasant Ridge 'City of Rochester City of Rochester Hills • Rose Township ' City of Royal Oak Royal Oak Township City of South Lyon ' City of So Springfield Township ' City of Sylvan Lake ' City of Toy' City of Waled Lake ' City of Waterford • West Bloomfield Township' liVhite Lake Township' City of Wixom ' Village of Wolverine La • Addison Township • City of Auburn Hills " City of Berkley • Village of Beverly Hills • City • City of Clawson • Commerce Township' City of Farmington • City of City of Hazel Park • Highland Township' Holly Township' Village of Holly Haibor Village of Lake Orion • Lathrup Village' Lyon Toianohip • City ' City of Oak Park ' Oaidand County Sheritts Department • Oakland Orion Township' Village of Oxford Oxford Township • Pittsheld Rochester Hills' Rose Township • City of Royal Oak • Royal Springfield Township City of Sylvan Latta ' City of Troy • City • White Lake Township' City of Wixom • Villageol Woiverine Beikirry ' Village of Beverly Hills' City of Birmingham • Township • City of Clawson • Commerce Township • City • Franklin Village' Groveland Township' City of Hazel Holly ' City of Huntington Woods ' independence • Laihrup ' Lyon Township City of Madison Novi' City of Oak Park' Oakland County Sheliffs Township of Orchard Lake 'Orion Township' Township • City of Pleasant Ridge' City of Rochester' Oak' Royal Oak Township ' City of South Lyon' City of • City of Troy' City of Wailed Lake' City of Waterford • ol Wixom 'Village of Wolverine lake' Addison Township City of Birmingham ' Bloomileid Township City of Commerce Township ' City of Farmington • City of Groveland Township' City of Hazel Park' Highland Huntington Woods independence Township' City of Keego Township' City of Madison Heights' Village of MHford ' City Sheriff's ()apartment Oakland County Proseo.nor • Oaidand of Oxford • Oxford Township ' Pittsfield Township • City of Township' City of Royal Oak' Royal Oak Township' City of South • City of Troy ' City of Walled Lake ' City of Waterford • West Bloomfield Lake ' Addison Township' City of Auburn Hills • City of Berkley ' Village Bloomileid Hills f3randon Township' City of Clawson • Commerce Township of Birmingham • Bloomfield Township City of Bloomfield Hills" Brandon Township Farmington Hills' City of Ferndale • Franklin VMage • Grovetand Township p 0 L 1 C ' City of Huntington Woods' Independence Township " City of Kongo of Madison Height; 'Village of Mord City of Norewille • City of Novi County Prosecutor • Oakland Township Village of Orchard Laka Township 'City of Pkiasant Ridge • City of Rochester' City of Oak Township • City of South Lyon' City of Souttineid • of Walled Lake* City of Waterford West 13toomlield Township Lake 'Addison Township' City of Auburn Hills ' City of Bloomfield Temnahkp • City of Blixenfield Hills • Brandon of Farmington' City of Farmington Hills City of Ferndale Park Highland Township • Holly Township' Village of Township' City oil Kongo Harbor • Village of Lake Orion Heights • Village of IliAtford • City of Northville' City of Department' Oaidand County Prosecutor Oaldand Village of Oxford • Oxford Township " Pinowd City of Rochester HlNs Rose Township • City of Royal Southfield • Springfield Township • City of Sylvan Lake West Bloomfleid Township' White Lake Township City ' City of Auburn Hills' City of Berkley • Village of Beverly Bloomfield Hills • Brandon Township • City of Clawson • Farmington Hills ' City of Ferndale Franklin Village • Township Holly Township • Village of Holly City of Harbor' Villar of Lake Orion ' Lathrop Village Lyon of Northville' City of Novi ' City of Oak Park • Oakland County Township' Village of Orchard Lake • Orlon Township • Village Pleasant Ridge' City of Rochester • City of Rochester Hills • Rose Lyon 'City of Southlieid • Springfield Township' City of Sylvan Lake Township White Lake Township • City of Wixom 'Village of Wolverine of Beverly Hills' City of Birmingham ' Bloomfield Township • City of • City of Farmington City of Farmington Hills ' City of Ferndale • Franklin Village • Groveiand Township • City of Hazel Park" Highland Township' Holly Township • VIllaga of Holly ' City of Huntington Woods ' independence Township • City of Keego Harbor' Village of Lake Orion Lathrup Village Lyon Township' City of Madison Heights' Village of Milord 'City of Northville City of Noel ' City of Oak Park 'Oakland County Sheriff • Oakland County Prosecutor ' Oakland Township' Village of Orchard Lake' Orion Township' Village of Oxford • Oxford Township • Pittsfield Township ' City of Pleasant Ridge • City of Rochest 'City of Rochester Hills ' Rose Township • City of Royal Oak • Royal Oak Township' City of South Lyon 'city of Southfield • Springfield Township' City of Sylvan Lake • City of Tray' City Lake ' City of Waterford • West Bloomfield Township' White Lake Township • City of Wixom • Village of Wolverine Lake ' Addison Township' City of Auburn Hills • City of Berkley ' Village of B p • City of Farmington ' City of Farmington Hills • City of F EMIS Woods Independence Township City of Keego Harbor 'City of Oak Park ' Oakland County Sheriffs Divas Wield Township' City of Pleasant Ridge " City of Rochest Maid Township City of Sylvan Lake 'City of Troy • City wiship City of Auburn Hills' City of Barkley • Village of B Hais ' City of Birmingham ' Bloomfield Township • City ol B p ' City of Farmington • City at Farmington Hills • City of F • Franklin Village • Grovoland Township • City of Hazel Park * Highland Township • Holly Township • Village of Holly • CO)! of Huntington Woods ' independence Township' City of Keego Harbor • Village of Lake Orion • Lathrop Village • Lyon Township ' City of Madison Heights • Village of Milford • City of Northville City of Novi • City of OM Park ' Oakland County Sheriffs Depot • Oakland County Prosecutor' Oakland Township • Village of Orchard Lake ' Orion Township* Village of Oxford' Oxford Township • Piltsfield Township • City of Pleasant Ridge • City of Rochest • City of Rochester Hills' Rose Township • City of Royal Oak ' Royal Oak Township' City of South Lyon' City of Southfield • Springfield Township' City of Sylvan Lake • City of Troy 'City Hills ' City of Birmingham' Bloomfield Township' City of B •Renlein Village Groveland Township ' City of Hazel Park * Village of Lake Orion' Lathrup Village' Lyon Township • Oakland County Prosecutor • Oakland Township' Village e • City of Rochester Hills ' Rose Township • City of Royal C Lake ' City of Waterlord • West Bloomfield Township • Whit nnn••• n1••••n• AN OVERVIEW OF THE COURTS AND LAW ENFORCEMENT MANAGEMENT INFORMATION SYSTEM PREPARED BY 19:1MCIL maw COUNTY MICHIGAN OIPARTIAINTOF COMPUTER SERVICES 1. Brooks Patterson Oakland County Executive Paul S. Funk, Director Computer Services syneervisii (n) the simultaneous action of separate agencies which, together, have greater total effect than the sum of their individual effects. CLEMIS (Courts and Law Enforcement Management Information System) is a tool that gives an individual officer in a patrol car immediate access to criminal and vehicle information throughout the United States and Canada. C LEM IS is more than just a computerized information system. It is a cooperative governmental effort sponsored by Oakland County for the benefit of the law enforcement agencies within Oakland County. CLEWS has evolved over the past two decades through the active participation of County and local law enforcement agencies jointly working to develop the system's focus. Technically, CLEMIS is an on-line computer application that provides data base and communications capabilities through the use of data terminals. Law enforcement In 1990. olver messages were processed through the CLEMIS system... that's about one message every six seconds. information is input through CLEMIS terminals to be processed and stored in a mainframe computer managed by the Oakland County Computer Services Department. Authorized users have the ability to initiate on- line queries and request ad hoc, as well as numercus other administrative weekly, monthly, quarterly, or annually printed reports. Additionally, any CLEMIS terminal can transmit messages to any other CLEMIS terminal. The communication features of CLEMIS provide all user agencies with the abiltly to easily share mutually important information. It reduces duplication of effort to an absolute minimum while expanding the technological reach of local agencies to the national level. Perhaps the single, most important factor attributing to the technical success of CLEMIS is the commitment of the participating agencies to standardization. Rigid information reporting standards have been established to assure the accuracy, integrity, and security of the information contained within the 1 system. CLEM1S agencies invest in the necessary training and voluntarily accept the required discipline to adhere to these standards. They do so out ol the realization that they derive the greatest possible benefit from a well-managed, corrprehensive intormation resource. The need for a system like CLEMIS arose from the rapid growth experienced by Oakland County beginning in the 1960s. As the popula- tion increased, the governmental concerns of formerly isolated towns and villages changed geometrically. 11 soon became clearly evident that migrating big-city problems required a creative joint governmental planning effort to deal with the situation. Under the encouragement of the Oakland County Executive, steps were taken to create computer applications that addressed such county-wide problems. The CLEWS concept was founded on a firm belief that county government must play a significant role in "performing tasks that small communities can't do by themselves, either because they can't afford to do them or because they don't have the necessary technical expertise." Beginning in 1967 as a joint effort between the Oakland County Computer Services Department and the Bloomfield Township Police Oakland County Computer Services Department and rikvomfield Township Police Department initiated development of Law Enforcement Automated Reporting System. Implementation of Law Enforcement Batch Reporting System with 3 police agencies participating: Bloomfield Township, Southfield. Troy. County Executive appointed a Criminal Justice Committee to study and make recommendations regarding data processing requirements of Oakland County Criminal Justice System. Study completed and a gram was processed for federal funding through LEAA. Federal funds were approved and development of requirements analysis for law enforcement was initiated. Establishment of CLEM1S Committee and associated subcommittees with 8 police agencies participating. Development and initiation of CLEM1S Law Enforcement Reporting System(batch piocess),12 agencies participating. Development and implementation of CLEtvfIS/LE1N interface through an on-line teleprocessing network of 16 agencies. CLEMIS Policy Committee established by means of Oakland County Executive order. CLEM1S network grows to 102 terminals serving 39 police agencies and 10 non-law enforcement agencies. Analysis and redesign of CLE MIS to an integrated data base system completed. Implementation of CLEWS Data Base System. CLEWS network has grown to 184 terminals serving 44 police agencies and 19 non-law enforcement agencies. Development of a CLEM1S Strategic Plan to advance the ability of CLEM1S to meet gn-iwing user needs. Implementation of CLEM1S/Computer Aided Dispatch (CAD) system at Birmingham Police Department. Implementation of county-wide mobile data terminal (MDT) network serving 33 agencies and 370 terminals. CLEIvIIS network has grown to 300 terminals serving 42 law enforcement and 25 non-law enforcement agencies. CLEMIS/CAD interface now serves 9 agencies. CLEMIS MDT network incorporates 430 mobile data terminals. serving 35 agencies. 2 1967 1968 1969 1970 1971 1972 1973-1975 1976-1977 1977-1980 1982 1982-1986 1987 1988 1991 1 Department CLEM1S has now grown to a network of over 300 terminals serving 67 judicial and law enforcement agencies. Furthermore, CLEMIS has not only grown in the number of participating agencies, but also in the complexity and scope of services that it provides. The Director of Oakland County Computer Services Department, viewed his group's relationship with the CLEMIS organization as being the catalyst in the process of transforming individual efforts into collective benefits. He believed that the unique flexibility of CLEMIS provides the member agencies with the power of a regional law enforcement organization without affecting local autonomy. The continuous commitment to expand into new technologies and improve services has yielded "unparalleled" accomplishments in the criminal justice arena. Because of the emphasis placed on the cooperative aspects of system development, CLEMIS is constantly being reviewed and improved to meet the needs of its user community. The CLEMIS system and customer services, available around the clock all year long, are supported by the CLEMISorganization. Fora monthly network access fee , any authorized criminal justice agency can be provided with a data terminal, controller, modem, and printer: the gateway to the power of CLEMIS. CLEWS BENEFITS CLEWS dramatically improves productivity with the implementation of state of the art information technology and methods to provide meaningful exchange of county-wide information, reduce tedious manual operations, eliminate duplication of effort, and improve the timeliness of access to critical information. One of the most important administrative benefits is the system's ability to process mandatory unilorm crime reports automatically for each user department. These eight-page reports are created from data captured daily in the computer center, so individual departments are spared the tedium of preparing the reports manually. A number of other statistical reports are also available that would be almost impossible for most departments to prepare manually on a regular basis. For example, there is one CLEMIS report which provides a summary of all other listings so that a concise account of arrests, criminal activity, and miscellaneous activity tor any member agency can be presented to appropriate city or township officials on one page. This report saves a considerable amount of time and provides a more effective avenue of communication between police and the governmental units to whom they are responsible. CLEMIS provides today's criminal justice managers with the ability to improve the timeliness and effectiveness of decision making in a number of ways. CLEMIS provides the ability to collect and review department operational information and perform situation analyses_ For example, CLEWS can provide demographic information that provkles insight for analyzing complex situations, crime patterns and trends, Chief Bill Rechlin, of the Berkky Department of Public Safety, states that his department uses CLEWS routinely in all investigations to gather all possible background in- formation relevant to each case. Name, address, vehicle, and other files are queried in order to determine all police contacts recorded for the individuals involved. Recently, an armed robbery investigation provided a non- current address hit the suspect. However, further investi- gation through CLEMIS indicated police contact with the City of Southfield which subsequently provided a good address and led to the successful apprehension of the suspect. This is just one example of how departments within Oakland County share information and assist each other in the criminal justice process. Jackie Nyovich, Project Manager for the Law Enforcement Team, has experienced first hand the synergistic qualities of CLEMIS for the past 18 years. She states that the improved effectiveness gained within each member agency for statistical and management reporting, as well as for investigative inquiries, is significant. However, when coupled with the ability of CLEWS to link apparently unrelated bits and pieces of information across jurisdictional lines, even to the state and national level, the results are such that they would be impractical, if not impossible, to produce other than through a regional data base. For example, the use of the "Associated Name Inquiry" function has generated numerous invesiigative leads which resulted in arrest and prosmution. One such case involved a team of detectives from Indiana. They were investigating a homicide and were attempting to locate a subject for questioning. By using the Associated Name Inquiry, the team members were able to identify the name and ackiress of a known associate. Upon questioning, the subject provided new evidence which brought about the issuance of a murder warrant and prosecution. The origin of the associated name that generated the new evidence was iudormation provided from a traffic accident report. The known ii.ssociate was listed as a passenger on die repon. In another example, the arrest of three subjects wanted for armed robbery in Lansing was the result of an inquiry using the CLEMIS "Moniker Search" function. An investigative team was following up on a series of armed robberies in and around Lansing. The only information available to the investigators was the use of two street names common am on g these robberies. Inquiries into the CLEM IS files produced exact matches for both of the street names used in the robberies. With the additional detail provided by the CLEM1S moniker file, the investigators were able to locate and prosecute three subjects. The value in being able to break down jurisdictional boundaries where information is paramount has provided panic ipating CLEWS agencies with a resource beyond measure. However, this resource is only as good as the reporting agencies make it. Ms. Nyovich states that it has been her experience that the CLEM1S agencies have incorporated the best interests of Oakland County in all of their endeavors to provide this valued resource. 3 THE CLEMIS MISSION CLENCIS is an intra-governmental computer-based infor- mation system with the dual objective of providing daily criminal justice operations information and supporting comprehensive planning through modern data processing technology. Oakland County has supported the CLEMIS project and has offered a system to law enforcement agencies throughout the County with one proviso: Any law enforcement agency choosing to participate with the CLEMIS system stipulates that it will provide timely. accurate, and complete information regarding criminal activity within its jurisdiction. Once this information is entered onto the data base, it then supports a county-wide reporting process that enhances operational and management efforts by all agencies on the CLEWS network. n lin in 171e POLICY 11 00E10 cruiv l pain I SYSTEMS & PROGRAMMING 0 0 LI In Min STRATEGIC PLANNING 0 O I7 Ln. BYLAWS 130000 ri 171 In 171 CONSORTIUM DOOCIO _ rn SECURITY &T PRIVACY 00000 1711'1 USER & TERMINAL ORGANIZATION Organizationally, the single most important factor contributing to the success of CLEMIS is the CLEMIS Policy Committee. This committee, established by Order of the Oakland County Executive, is the governing body of the CL EM IS Organization. It provides guidance and direction for the orderly development, operation, and security of the criminal justice system data mechanism. The committee consists of 15 voting and 5 non-voting members. Voting members, elected to the commitee for a Iwo-year term, include: Seven Oakland County Police Chiefs and Directors of Public Safety, the Oakland County Sheriff, the Washtenaw County Sheriff, the Oakland County Circuit Court Administrator, two Oakland County District Court Administrators, and the Oakland County Executive, or any of their duly designated representatives. Non-voting members, appointed to serve for the duration of their current County job assignment, include: the Oakland County Corporation Council, the Director of the Oakland County Computer Services Department (OCCSD), the CLEMIS Project Leader, and two representatives of OCCSD. Advisory Cornmittees The CLEMIS Policy Committee appoints several Permanent Advi- sory Committees which provide the necessary expertise to conduct the ongoing business of the CLEMIS Organization. The significance of the Policy Committee and the Per- manent Advisory Committees is that they represent the agencies and departments who actually use the CLEM IS system. Rather than being governed by a detached body of individuals, the CLEMIS organiza- tion is self-governing_ This, there- fore, provides the greatest possible insight regarding the effectiveness of the system. Strategic Planning Committee The Strategic Planning Committee is composed of the Oakland County Chiefs Association Executive Board and is responsible for completion and annual maintenance of the CLEMIS Strategic Plan. It is addi- tionally responsible tor reviewing the budgeting needs of the CLEMIS system as they relate to systems and programming development, hard- ware, and personnel, as well as for defining and maintaining service level standards for CLEM'S. The Com- mittee works closely with OCCSD management in the development, approval, and presentation of the annual CLEWS budget requests. Bylaws Committee The Bylaws Committee is responsible for preparing the Bylaws by which the activities of the CLEMIS Policy Committee are governed. M Bylaws or Amendments prepared by this Chief Donald Zimmerman, of the Bloomfield Township Police Department, stales that. although CLEMIS originally began as a management tool, it has become a valuable investigative tool. Many times, CLEMIS will 'turn up just the right information to help an investigation. Detective Walter Quarles recalls one case involving a bad check writer who, although always using a false home ad- dress, was tracked down by means of an unrelated phone number provided by a CLEMIS inquiry. Detective Quarks recalls another case involving a larceny suspect whose apprehension was c xpeditcd by vehicle information resulting from a CLEMIS accident report. Because of the ability of CLEMIS to link apparently unrelated information, some investigators would like to see more detailed data captured and stored in the CLEMIS files. Mr. Frank Lauhoff, former Director of the City of Farmington Department of Public Safety, acknowledges that the implementation of in-car mobile data terminals (MDTs) coupled with CLEMIS has given patrol officers a means of executing outstanding warrants that would other- wise be practically impossible. Director Lauhoff relates three such instances of unexpected catches. In one instance, an officer was flagged down to help a citizen who was locked out of his car. When the officer ran a license plate check through CLE MIS on his MDT he discovered an outstanding felony warrant for the driver. In another insiance,officers responding tn a suspicious persons complaint at a gas station ran plate checks on all of the cars in the parking lot which returned several outstanding warrants—including some for the complainants. Finally, an officer at the scene of an accident, while ticketing passengers for scat hell violations, performed a toutine inquiry through CLEMIS and discovered an outstanding felony warrant for a passenger in one of the vehicles. In each of these examples it is highly unlikely that, without the benefit of CLEWS and MDTs. the outstanding warrants would have been discovered under the circum- stances rusting at the lime of arrests. such as population movement and age demographics. Such information assists management in pre-planning or implementing standard practices based on these analyses. Departments use CLEMIS reports on police activity in their jurisdictions to determine patrol districts. This helps to maintain an effective deployment of resources as conditions change and as criminal activity moves from one area to another. Most importantly, the impact of such decisions can be monitored and measured on a more timely basis. evaluating their effectiveness. Another advantage of CLEWS is that standardized input documents allow a law enforcement officer to record aocurate and meaningful detais of arrests or investigations. Computer listings derived from such activity reports are used by the officer's superiors to review the officer's work and to determine time spent on assigned jobs and self-initiated investigations. Offenders can be located through the use of the county-wide on-line name file. Police departments enter the names of victims and people arrested. They may then query the central data base for certain information regarding persons, specific crimes, and locations. The quick inquiry capability of CLEM1S can be an important safety factor in police activity. Answers to queries into local, state, and national computer files are received within seconds on visual display terminals, indicating, for example, whether dangerous circumstances may be encountered at given addresses or whether a person being investigated is considered dangerous. Administrativety, advanced systems require extensive support systems which can be costly and difficult to manage for most jurisdictions. CLEMIS provides centralized high quality support services which are difficult for most local law enforcement organizations to handle efficiently. Such support services include computer operator training, computer software training, product procurement, and problem management. Finally, CLEM1S provides the ability to leverage investments. Significant cost and effort savings can be achieved through the development of common systems. Pooling money results in the abilityto purchase more effective systems which might otherwise be beyond the financial grasp of a single jurisdiction. Overall costs to a jurisdiction are reduced by taking advantage of quantity discounts and using central facilities and resources. 4 THE CLEMIS CODE OF ETHICS "Three basic problems relevant to security and privacy that exist in any system dealing with public records are unintentional errors, misuse of data, and the intentional and improper alteration of data. To be sufficiently responsive, Oakland County criminal justice disciplines must depend on computer assisted processing of their integrated effort. This Code of Ethics is intended to help balance the need for an informed effective criminal justice system against the interests of the individual citizen and his concerns for privacy." The preceding paragraph, eacerpted from the Preamble to the CLEM1S Code of Ethics. accurately describes the information sensitivity issues with which today's law enforcement agencies are faced. In addressing these issues, the CLEWS Policy Committee has established a Code of Ethics by which all information-related activities are strictly hound. Although space limitations prohibit the reprinting of the entire document, the essentials of the CLEMIS Code of Ethics are presented below. Participation in CLEMIS is limited exclusively to those government agencies expressly and legally charged with responsibilities for crime prevention, apprehension, adjudication or rehabilitation of offenders. Only these agencies are authorized access to CLEMIS data, Inquiry and update are tightly restricted. Limitations on access to terminals and appropriate security measures arc responsibilities of participating agencies, in compliance with cLEtoas requirements. Information included in CLEMIS is limited to that recorded by officers or employees of governmental agencies described above in performance of public duty that is directly relevant to the criminal justice responsibilities of those agencies. Explicitly excluded from CLEMIS is data notderived from oflicisicriminal justice procedures. All information entered into the CLEMIS system remains the property of the entering agency and shall not be altered or accessed by any other agency without the approval of the entering agency. Requests from outside agencies to examine CLE.M1S data are honored only if the participating agency is authorized by law or directed by valid executive order. CLEMIS data is reference data, and therefore, no specific legal action should be based exclusively on CLEWS data. A proposed program of research must respect privacy interests and must receive prior approval of the CLEWS Policy Committee_ No direct access is allowed. Actual data must be reviewed and approved by the CLEMIS Security and Privacy Committee and Policy Committee prior to release. No data released for research purposes will include data items which will facilitate identification of specific individuals. The CLEMIS Policy Committee will review and take appropriate action in any case of violation of rules, regulations, policies, or misuse of the system or its data. 6 Committee require unanimous approval of the Policy Committee. Consortium Committee The Consortium Committee evaluates data processing plans and strategies that are common to the needs of CLEMIS members. Such evaluations include determining the efforts' compatibility with existing CLEM IS systems and assuring conformance with the definitions of the CLEMIS Strategic Plan. it conducts surveys of all CLEM IS members to identify common data processing plans and needs and administers cooperative activities between members who team up to acquire or develop computer systems which have wide appeal to CLEM IS in general. The Committee provides information to OCCSD regarding computer system activity with regard to interface compatibility. Security and Privacy Committee The Security and Privacy Committee is responsible for preparing recom- mendations to the CLEM1S Policy Committee on matters pertaining to security and privacy. The committee is directly involved in all phases of CLEMIS security, such as site security of the Oakland County Computer Center and all CLEM'S terminal locations and the integrity of all CLEMIS, LEIN, and NCIC data The Committee performs security checks for OCCSD personnel assigned to the CLEMIS project and personnel with access to CLEMIS, LEIN, and NCIC data. Additionally, it investigates and rectifies all personnel security violations. Systems and Programming Committee The Systems and Programming Committee is responsible for the planning and formulation of all new Systems and Programming. It es- tablishes standards for all program- ming efforts, reviews and approves all input documents, printed reports, computer file contents, and terminal input and output. The Committee works closely with OCCSD person- nel in any new development, pro- gram modification or correction to existing programs or reports. User and Terminal Committee The User and Terminal Committee reviews all requests to ioin the CLEMIS system and all applications for terminals. It forwards recomrnenda- ' ions for approval or disapproval to he CLEMIS Policy Committee. It is he responsibility of this Committee o formulate user contracts and erminal application forms. The Committee is also involved in the initial investigation of all user violations of the CLEMIS system security or Code of Ethics and makes recom- mendations for disciplinary action to the Policy Committee. LEIN SOS ACCESS WINDOWS In addition to providing a comprehensive data base for activity reporting throughout Oakland County. CLEWS serves as a starting point for access to several other county, state, and federal computer systems and data bases. Animal Control System Access to dog license registrations, descriptions, and owner information. Jail Management System Access to inmate information files containing arrest, charges, classification, housing, court, visitor,and sentencing data, District Court System Access to district court files containing relevant information regarding court cases, scheduling, and dispositions. Circuit Court System Access to circuit court files containing relevant information regarding court cases, scheduling, and dispositions. 7 LEIN Access to the Law Enforcement Information Network (LEIN) which provides authorized member agencies with the ability to input and retrieve criminal information files, as well as warrant information files, managed by the State of Michigan Criminal Justice Data Center. SOS Access to the Michigan Secretary of State (SOS) system which provides authorized member agencies with vehicle registration information throughout the state. NCIC Access to the National Crime Information Center (NC IC) in Washington D.C. which provides authorized member agencies with criminal justice information on a national scale. NLETS Access to the National Law Enforcement Telecommunications System, Inc. (NLETS) which links federal, stale, and local law enforcement computer Systems and provides the instantaneous electronic means of critical information sharing between any number of authorized member agencies. 8 MOBILE DATA TERMINALS (MOTs) In 1985, the Oakland Police Chiefs organization envisioned a need for a county-wide mobile communications network to assist the law enforcemert effort because crime and criminals pay little attention to jurisdictional boundaries. The objectives of such a network were to improve officer safety, accommodate the efficient use of radio air time, provide direct data base access, increase productivity, provide secure communications, reduce dispatcher workload, increase arrests, improve respcgse times, and increase recovery of stolen vehicles. Additionally, it was recognized that only by means of a joint effort could a majority of the police agencies afford the necessary state-ol-the-art technology. In 1987, the CLEMIS Policy Committee created the Consortium Committee, drawing on the experierce and resources of the Oakland County Computer Services Department as well as the Oakland Police Chiefs. Through the efforts of the CLEMIS Consortium Committee the MDT requirements of the various agencies throughout the County were further defined. In 1988, the Oakland County Board of Commissioners approved funding to support the development and implementation of such a mobile data terminal system as a natural progression of CLEMIS technology and the CLEMIS philosophy. The platform tor this system is a 420.429 MHz band radio frequency communications network. This network, consisting ol four base station sites strategically placed around the county, links over 430 M DTs and 35 agencies with each other and with the CLEMIS main frame computer operated by the Oakland County Computer Services Department. MDTs provide many of the same data base inquiry and message switching capabilities to mobile patrol units that are available to all of the other CLEIvilS users, incktding access to the LEIN system. The use of CLEMIS and Mobile Data Terminals (lvIDTs) to facilitate inter-jurisdictional communications by patrol officers can be exemplified by one particular incident that occurred very early one Christmas morning. While on routine patrol driving along Telegraph Road at 13 Mile, Franklin Village Police Officer Brian Crane observed a car broken down at the side of the road. The car had a flat tire, the engine was off, and the driver was slumped over the steering wheel. Officer Crane pulled civet and entered the suspicious vehicle's license number into his MDT. The plate check indicated that the car had been reported stolen to Ferndale Police earlier in the shift. Officer Crane then used his MDT to request backup. In short order, Officer Schultz of Beverly Hills and Officer Hoffman of Bloomfield Township responded to his call. On being awakened, the driver of the car appeared to be heavily intoxicated. He claimed to have no identification in his possession and that the car had been borrowed from a friend. When confronted by Officer Crane with the stolen car report, the driver became hostile but was subdued and handcuffed with the help of Officers Schultz and Hoffman. Officer Hoffman handled the impounding of the recovered stolen 'car while Officer Crane transported the thief to the county jail. It was later determined that the driver was a convicted felon with a history for violence. Officer Crane acknowledges that he could have been in serious trouble without the assistance of the neighboring (dicers. He also states that, prior to the installation of MDTs, a plate check would not normally have been rim in this type of situation. MDT5 and CLEMIS provide the link that allows neighboring jurisdictions to work together. 9 ft9 _ Chief William J. Dwyer, of the Farmington Hills Police Department, reports that CLEMIS is used extensively by his department for both administrative and operations pmccdurcs. Often C1LEMIS will provide information that other data bases may not have. For example, Detective Sergeant Charles Nebus tells of a criminal investigation involving an assault and battery complaint_ A review of CLEMIS information indicated that the complainant had a history of false accusations. This information assisted in completing the investigation and closing the case as unfounded. In another instance. Sergeant Nebus recalls a background investigation perfumed for a new liquor license application. Although inquiries of state and federal files proved negative. CLEMIS indicated significant police contact with the applicant, including six or seven arrests. The application was denied. Debra Hedrick, Records Supervisor, says that the department uses the monthly CLEMIS managerial and crime statistics reports to help plan effective manpower deployment throughout the city. Former Chief Gerald E. Crossley, of the Madison Heights Police Department, stales that since its implementation in 1974, CLEMIS has greatly improved the abilities of his de- partment. Chief Crossley cites several cases for which CLEMIS provided valuable information to Madison Heights investigators. A retail fraud case was solved when CLEWS provided address information for the suspect from another Jurisdic- tion. CLEMIS provided a suspect name based on matching MOs to help solve a fraud case A background investigation for a police officer applicant revealed prior felonious activity for which charges were never filed. Without CLEWS, this situation may have gone unnoticed. Madison Heights uses CLE.MIS to check for arrests under which City charges only (such as shoplifting) are filed and uses the Precious Metals Program to track frequent sellers within the county. Now that CLEWS is directly interfaced with MHPD's in-house computer, users have access to CLEMIS and LEIN at their own worksta- tions. Investigators no longer have to wait for an available terminal_ COMPUTER AIDED DISPATCH (CAD) The cievekvment of the CLE MIS CAD system began with a recognized need to automate the dispatch function in order to keep up with the increase in operational and informational process- ing needs. CLEWS CAD increases accuracy and productivity in the dispatch function and also improves officer safety. CLEMIS CAD assists the dispatcher in responding to calls for service by displaying available units, their assigned patrol areas, and status. By providing dispatchers with current information on unit assignments and calls awaiting dispatch, the decision to assign a particular unit can be based on a More complete under- standing of the overall situation than can be readily accomplished with a manual system in today's ever changing, fluid, law enforcement environment. CLEMIS CAD auto- matically prioritizes calls awaiting dispatch based on predefined depart- ment parameters and allows for the dispatch of Fire and Emergency Medical Services either independently or in conjunction with a Police call. It improves officer safely by alerting dispatchers and responding officers to potential hazards and incident history at an address. it provides dispatchers with a continuous aware- ness of the location and status of units in the field. Based on department- ally established time parameters, the dispatcher can be warned of a potential officer-needs-assistance situation when the system detects overdue contact with a field unit. Administratively, CLEMIS CAD pro- vides a number of features that optimize the CLEMIS data reporting procedures_ By automatically gen- erating a considerable amount of the CLEMIS reporting data, such as the dates, times, codes, and location- specific information associated with a dispatched call, it eliminates redundant CLEWS data entry and improves the integrity of the data. Additionally, each department has the option to allow completed dispatch and incident data to be polled and autornatalty uploaded to the CLEMIS data base at prescribed intervals. 10 Lieutenant John Fonger. formerly of the Michigan State Po Lice Narcotics Section Commander, states that CLEMLS is invaluable in identifying and locating narcotics suspects, identifying owners, occupants, and Ercqucatars of suspected drug houses, Inca ting forfeiture assets, and identifying associates of narcotics suspects. In addition In the Oakland County Narcotics Enforcement Team (NET), many other area narcotics units use CLEIvIlS as an investigative tool. Such efforts have identified the residents of suspected drug houses in Detroit. Warren, Garden City, Westiamd, and East Detroit; all because of a recorded law enforcement contact in Oakland County. Court records, especially civil actions, arc also extremely valuable in identifying business associates and litigants involved in money laundering and other complex cases. Many law enforcement officers in other Michigan counties desire the ability to access computerized, up-to-date Circuit Court case progress reports. It would be an outstanding law enforcement tool if CLEM1S were to include the entire metro area or even the state. STANDARD CLEMIS REPORTS The comprehensive array of 47 standard CLEMIS reports provide the kind of detailed and summary information and analysis tools most needed by agency operations and administrative management: Manpower Reports - provide intormation regarding manpower activities at the officer, platoon, and department level. These reports redect statistics such as: total incidents, total arrests, and assists. Additionally, miscellaneous activity statistics are reported, such as: traffic enforcement, liquor license violations, property inspections, reports taken, special units, hours on patrol, non-patrol activity, and total hours woited. The level of detail presented varies with the specific report selected. Operational Performance Reports - provide information regarding each agency's woildoad and performance. These reports reflect statistics such as: dispatched call details, burglar and fire alarm response details, and response time performance by crime class, and also summarizes appropriate detailed information. Incident Analysis Reports - provide a variety of statistical, comparative, and demographic details and summaries of the incident activity for each agency and for the county, as appropriate. These reports reflect such information as: details regarding traffic accidents and hazardous citations, incidents, arrests, and property. This information is further summarized and reported in a variety of analytical formats, such as by: felony type, misdemeanor, victim, summons, responsible parties, clime class, adult vs. juvenile offender, geographic area, patrol area, and chronological occurrence analyses. Depending upon the specific report, current month and year-to-date vs. year ago statistical comparisons and percentages may be provided. Finally, incident reports are automatically monitored for completeness and accuracy. Local and County Crime Statistical Analysis Reports - provide a variety of statistical, comparative, and demographic details and summaries at the local and county levels. These reports reflect such information as: comparative statistics of Pad I through Part IV crimes for current month and year-to-dale vs. year ago, arrests, infra- and extra-jurisdictional victims and offenders, adult vs. juvenile victims/offenders/suspects, dollar- value summaries of property and precious metals bsses and recoveries classified as thefts, losses, arson. forgeries, and so forth, selected criminal activity (larcenies, auto thefts, etc.) reported by street location, geographic area, chronological patterns, and so forth. Such reports are used by law enforcement officials as planning and investigative tools. Cross-Reference Listings - provide alphabeticalornumeric indexes daft names or addresses entered into the system by each agency. These reports also include relevant details (physical descriptions, inciderg histray, and so forth) regarding each entry. State and Federally Mandated Crime Statistics Reports -provide a variety of criminal statistics repotting required by State and Federal mandate. These reports reflect information such as: Incidents/ Victims/Arrests /Summons by IBR Class, Offenses Known by Police, Arrests for Index and Non-Index Crimes, Responsibles for Index and Non-Index Crimes, Robbery Analysis, Burglary Analysis, Larceny Analysis, Motor Vehicle Theft Analysis, Stolen and Recovered Properly by Type & VaLie, Juvenile and AcLik Dispositions, Domestic Assault, Law Enforcement 011icers Killed or Assaulted. Victimization, and Arson by Uniform Crime Report (UCR) and Incident Base Report (IBA) codes, as appropriate. In addition to compliance with mandate requirements, these reports are valuable tools for use in analyses and investigations when information from sources outside of Oakland County is incorporated. Charts and Graphs - provide graphic representation of crime statistics and comparisons to support the efforts of police administration. Such charts and graphs serve to improve the communication and proper interpretation of department statistics in dealings with civilian authorities and the public as well as in budget and planning matters. • •I Chief John L. Dalton states that CLEM1S has been used effectively in a number of investigations. During the course of a bank robbery investigation assigned to Detective Walter Doll, a suspect was developed by means of a telephone tip. On the basis of information provkled by the tip, Detective Doll was able to use the CLEM1S name and location search capabilities to more accurately identify the suspect. Sufficient information was gained from CLEMIS to ultimately obtain a positive identification, followed by prosecution and a guilty as charged plea. In the first nine months of 1990, the CLEWS Customer Support staff conducted 175 training classes delivering almost 1,100 hours of instruction to 890 member agency personnel. They also conducted 75 system orientation and demonstration sessions. They maintained and distributed updates to over 2,000 copies of eight different CLEWS manuals and published four issues of the MENUS Newsletter. Captain Richard Patterson, Executive Officer of the Birmingham Police Department, states that CLEMIS is taken for granted in his department However, he can't imagine what it would be like without CLEMIS. Uniform Crime Reperris would have to be done manually - statistics that are used daily would have to be kept in a record kg book and added up monthly. Birmingham's investigators would not have available a name and location search assisting in solving numerous crimes. Patrol Officers would not have the safety and instant availability of the Mobile Data Terminals. Dispatchers would not have a computer aided dispatch system which is saving hundreds of hours monthly in eliminated duplication of data entry and provides up to the second status of units on the mad. Captain Patterson remembers that just over 20 years ago, the departments in Oakland County were only starring to use portah le radios. Now every law enforcement officer on patrol in the county has one on his side. In a few short years, all of these technological accomplishmaus have come to be taken for granted, yet they oonsistently help the police to protect and serve the citizens of their community. Perhaps, in the long run, this is all that really needs to be said about CLEMIS. t .-S 'Li() CUSTOMER SUPPORT As with any complex computer system that serves a large customer base on a 24-hour, 365-day basis, CLEMIS requires a customer support function. The CLEMIS organization has its own staff at the OCCSD Computer Center whose sole purpose is to support the system's hundreds of users. This support group is highly trained and experienced in all of the facets of the CLEMIS system. This group functions in a liaison capacity between OCCSD and the CLEWS user community, They provide indoctrination and instruction in the proper use of the various elements of the CLEM IS system. In addition to CLEMIS data entry, inquiry, and report generation, such training courses cover Computer Aided Dispatch (CAD), Mobile Data Terminals (MDT), Jail Management System, and Law Enforcement Information Network (LEIN), among others. As part of this training function, Customer Support is also responsible for preparing and maintaining user and training manuals detailing procedures for completing necessary forms, interpreting reports, and other pertinent CLEMIS information. They are intricately involved in the development and maintenance of on- line help functions for the CLEMIS system. As a further training and information aid, Customer Support publishes a quarterly CLEMIS newsletter to keep the user comffurity abreast of relevant issues. Although CLEWS is based on rigid information processing standards, it does allow for a certain amount of user flexbility. Therefore, the support group must be knowledgeable of the various nuances for each department in order to respond to customer questions and problems. Customer Support records all user problems, collects related data, reviews and annotates the information, and provides it to the OCCSD technical staff for use in correcting or modifying the appropriate programs. This group prepares and maintains monthly and annual data processing schedules for each member agency. These schedules detail data input timetables, delivery dates of reports, and other pertinent information. Customer Support monitors data flow between OCCSD and the user agencies to assure that input data is timely and correct, and that the users receive their reports as scheduled. Finally, the CLEMIS Customer Support group visits each agency periodically to ascertain additional services desired, review specific problem areas, and generally keep the users informed of any modifications in procedures, input documents, reports, system capabilities, and the like. The efforts of this group have contributed greatly to the success of the CLEMIS organization. 12 POUCE ADMINISTRATION SYSTEMS Through the combined efforts of the Consortium Committee, the Systems and Programming Committee, and the CLEMIS membership, a number of user department requirements ogere discovered that are not conducive to the main frame computer processes of the CLEMIS organization. Even so, these requirements were recog- nized as valid issues. As a result, a number of ancillary systems were developed for use by the CLEMIS agencies who desired them. These separately priced optional systems are stand-alone personal computer based applications that are supported under the CLEMIS umbrella with regards to standards, implementation, training, documentation, and program maintenance. Each Police Administration System is comprehensive personal corrcuter based system designed around an integrated PC data base application that is menu-driven to allow rapid access to information and quick standard report generation Additionally, each system provides the capability to easily and quickly design custom reports to lit specific Department requirements. The Alarm Billing System is a designed to track the occurrence ol false alarms and provide automatic billing and icrm letter generation based on a department's local ordinance. This information, in turn, can be easily recalled and updated, quickly selected, sorted, and interpret-ed to give the depnartment control over its false alarm billing operation. The Traffic Accident Report and Citation System is designed to track the occurrence of traffic accidents and citations issued within a department's jurisdiction. The system maintains an inventory and reconciles issued ticket books and identifies missing ticket numbers. Statistical reports can be generated for analysis of cations issued for adult and juvertki offenders, by officer, by offense, by cede, with summaries by platoon and department. Additional statistical reports can be generated to analyze traffic accidents versus citations for any given location within the jurisdiction to be used as a decision aid for patrol planning or other traffic control measures. The Gun Registration System is designed to automate the manual process of recording and issuing Applications and Licenses to Purchase a Pistol as welt as Safety Inspection Certificates. The system processes single applications for private citizens and can process multiple applications for gun dealers. Records of wknessing Notaries are also maintained. Standard reports are generated summarizing the number of permits issued per month. User-defined reports can also be easily generated. The Property Management Infonna- lion System is designed to maintain an accurate record of property in the possession of a police department's property room. The information can be easily recalled and updated., It can be quickly selected, sorted, and interpreted to give the department control over its property room operation, inventory management, and reporting. It is also useful as a tool for auction preparation and accounting. The Subpoena System isdesigned to track the issuance al District Court subpoenas, subpoena request forms, notification letters, acknowledgement cards, labels, and officer subpoena log books for traffic and patrol officers. The system drastically reduces the administrative effort required for managing a department's subpoena workload. The Training Records System is designed to track the Department's human resources. It provides the ability to record and maintain personnel training and qualifications information, as well as firearm shooting and equipment issue and maintenance records. The system generates a variety of reports on all of the data base information. The Oakland County Sheriff's Department, John F. Nichols, Sheriff, has implemented the Gun Registration System. Sue Ball, Supervisor of the Records Bureau, indicates that the innovative approach of the system has proven effective in many ways. One entry into the system can provide multiple Purchase Permits and Registrations, including complete notary information. All that is required is for the clerk to sign the completed computer-generated forms. Reports are accurate and easily accessible. The Public Safety Department of the City of Oak Park, Mr. G. Robert Scifc , Direthr, has two Police Administration Systems installed: the Alarm Billing System, and just recently, the Traffic Accident Report and Citation System. According to Elaine B. Gross, Records Supervisor, the Alarm Billing System has made an enormous amount of paperwork seem inounsequential. 13 ONE THOUSAND BUSINESS ESTABLISHMENTS TEN THOUSAND EMPLOYEES CLEMIS HELPING TO MANAGE CHANGE IN OAKLAND COUNTY LAW ENFORCEMENT When CLEM1S was just beginning, Oakland County was, for the most part, a collect ion o f bedroom common 'ties. The County population was about 971 thousand and there was an average of one business establishment for every 83 County residents. The Manufacturing Industry was the largest employer, providin g over 95 thousand, or 43 percent, of the almost 221 thousand jobs in the County. Of the 33 Oakland County businesses which, at the time, employed at least 500 people., I 5 of them were manufacturers. In addition to the 1,400 manufacturers, the re were also about 3,000 retail establishments and 3,400 service establishments in the County. Although the ph is never an eas- y one, the law enforcement agencies throughout the County faced a different set of problems than they do today. Over the past 20 years, the County population has grown by about 11 percent, to well over I million residents. However, Oakland County is now a major employment center in southeastern Michigan. Employment has grown by over 154 percent, to more than 560 thousand jobs. The growth in the number of business establishments has been an even more significant 208 per cent! Today, there arc almost 36 thousand separate business establishments in Oakland County; one for every 30 County resit lents. Manufacturing is now the third largest employer in the County, behind the Service and Retail Industries. Of the 77 Oakland County rums which, today, employ at least 500 people, 28 are in Services, 18 are in Manufacturing, 11 are in Retail, and 9 are in the Financial, Insurance, and Real Estate Industries. This change in County demographics has brought shout a whole new mix of traffic, crime prevention, and law enforcement problems. and CLEMIS is helping out. The foresight 14 the CLEMIS pioneers enabled the County criminal justice organizations to develop an effective cross -jurisdictional communication and information system. Through the efforts of the participating agencies, CLEWS is helping the cities, towns, and villages in Oakland County manage the ever changing, increasingly complex task of modem law enforcement. LEGENO: OAKLAND COUNTY POPULATION '9 NehONVN pJ*JR,9 iiiiiii OAKLAND COUNTY BUSINESS ENMONNENT (McWo dimildidkAdid&madidissildid1 AddididiAdididia1di P.!.•• P:1 a mak Va•ti.m ;a 1 aan :3'4°9 ;;I'st; g;.401; S;:,,e1; :,?,1370 tg; II cc ifk IsU I WM h11! 1.1U /IV MMMM M M M MNIMMMM MitiMMMMMMMMMWM WMMMMMMMMMINMM PP: :N P.PP PP: . HI M MMIH MM MM IN M M MM 1 11968/1970com k4 TtE CFPRIS Cf4TI RAGE, EACH FIGURE REPFIESENTS: Ill 1988/1990 DATA -9 (eh,. Ni 0* H mow) Tlazosprip •• COUNTY RESIDENTS 14 • I g REPORT (Misc. #96111) 3Y: Audit Committee, Sue Ann Douglas, Chairperson TO: Strategic Planning Committee, Dennis Powers, Chairperson RE: REQUEST FOR PROPOSAL-CLEMIS The Audit Committee, having reviewed the RFP for audit of the CLEMIS system on April 17, 1996, and on May 1, 1996, recommends the attached RFP be forwarded to the Board of Commissioners. Chairperson, on behalf of the Audit Committee, I move acceptance of the foregoing report. J,6q (L1A_ AUDIT COMM:TTEE 4 1 $ 75,000 $ 0 Annual Audit r L 1 • 1 FISCAL NOTE isc. #9 61 1 1 ) BY: FINANCE AND PERSONNEL COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: BOARD OF COMMISSIONERS - REQUEST FOR PROPOSAL - CLEM1S - TO TIIE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson. Ladies and Gentlemen: Pursuant to Rule XII-F of this Board, the Finance and Personnel Committee has reviewed the above referenced resolution and finds: 1. The Audit Committee, along with the Strategic Planning Committee, concurs with the County Executive's recommendation to issue a Request for Proposal soliciting a vendor to conduct a review of current CLEMIS operations and develop a strategic plan to serve as a blue print for future operations. 2. Estimated cost to conduct this review is $75,000. Funds are available in a General Fund Designated Fund Balance for Strategic Planning, which can be brought into current year operations to cover the cost of this project. 3. The 1996 budget be amended, as specified below, to bring $75,000 from the General Fund Desiimated Fund Balance for Strategic Planning into current year operations to cover the cost of this project: Designated Fund Balance 1-10100-492-058 Revenue 3-10100-909-01-00-9901 Expenditures 4-10100-511-01-00-3293 Strategic Planning 1(75,000) Prior Year's Balance $ 75,000 FINANCE AND PERSONNEL COMMITTEE cr, Resolution #96111 I • May 9, 1996 Moved by Powers supported by Moffitt the Finance and Personnel Committee Report be accepted. A sufficient majority having voted therefor, the report was accepted. Moved by Powers supported by Moffitt the resolution be adopted. Moved by Powers supported by Moffitt the resolution be amended to coincide with the recommendation in the Finance and Personnel Committee Report. A sufficient majority having voted therefor, the amendment carried. Vote on resolution, as amended: AYES: Kingzett, Law, McCulloch, McPherson, Moffitt, Obrecht, Palmer, Pernick, Powers, Schmid, Taub, Wolf, Amos, Crake, Dingeldey, Douglas, Garfield, Holbert, Huntoon, Jacobs, Johnson, Kaczmar. (22) NAYS: None. (:)) A sufficient majority having voted therefor, the resolution, as amended, was adopted. I I HEFIEBOWTHE FOREGO0' -'790LUTION /6/AZ Date L Brooks Mitorson. County Executive Date •n••• ••n•n••nn• F-Irres n•nnnnnn.n STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland county Board of Commissioners on May 9, 1996 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 9th day tof May 1 Lynn D. Allen, County Clerk