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HomeMy WebLinkAboutResolutions - 2004.12.09 - 27436MISCELLANEOUS RESOLUTION #04335 November 18, 2004 BY: GENERAL GOVERNMENT COMMITTEE, WILLIAM PATTERSON, CHAIRPERSON IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - CLEMIS COMMUNITY CRIMEWATCH To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS MR #04014 authorized the implementation of the web site pilot program for the City of Pontiac's COMSTAT efforts which successfully launched the Pontiac Police Department web site in early October 20C4; and WHEREAS the CLEMIS COP -Link web site, utilizing standard templates, is managed through Oakland County's existing Team Site Content Management System; and WHEREAS Oakland County now seeks to implement the model among its CLEMIS (Courts, Law Enforcement Management Information System, or CLEMIS) members located in Oakland County to provide a "best-practices" solution to police departments; and WHEREAS surveys show that crime maps and other information are highly requested by community citizens. CLEMIS police departments will focus on their community policing programs delivering statistics and data reports, graphical charts, and web-based maps in order to help identify crime patterns based on geography and time period; and WHEREAS the new GIS technology will be deployed through an Oakland County web service application, converting existing CLEMIS crime data and creating specialized data subsets that will be published to the web specifically to meet community policing objectives; and WHEREAS CLEMIS participating agencies will have access to an internal Intranet (that is, a private local law enforcement agency's departmental web site) for roll call and other agency related information; and WHEREAS CLEMIS participating agencies will have access to COPLink, a secured public safety web site for passing secured information related to public safety and homeland security concerns resulting in timely information sharing between law enforcement agencies; and WHEREAS the CLEMIS participating agencies' web sites will be hosted on new County web and/or web application servers. Additionally, CLEMIS Police Departments will receive information, architecture and content development support, design assistance and read-to-use design templates, Teamsite Training, Statistical Data Use Training and customer support; and WHEREAS this will be one of the several examples of the County, County Sheriff and local law enforcement, community-oriented policing programs to be developed in connection with the COPS MORE grant received several years ago; and WHEREAS a detailed description of the program, launch and other matters is attached to this resolution as further explanation of the project; and WHEREAS the following law enforcement agencies have expressed interest in obtaining similar sites prepared for them: Cities of Farmington, Farmington Hills, Hazel Park, Royal Oak, Auburn Hills, Troy, Ferndale, Novi, Orchard Lake, Madison Heights and South Lyon; Townships of West Bloomfield, White Lake and Bloomfield; Village of Lake Orion, and the Sheriff's Office (representing roughly a dozen law enforcement contracts); and WHEREAS on October 21, 2004 the CLEMIS Advisory Board supported the web site program and encouraged the County's Board of Commissioners to fund this program so that other law enforcement agencies could benefit from this program. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the development of the CLEMIS Community Crimewatch web sites. Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. GENERAL GOVERNMENTCONMITTEE General Government Committee Vote: Motion carried on a roll call vote with Hatchett absent. ft Oakland County Michigan C JIMIS W4W.C1C111k.Org CLEMIS COMMUNITY CRIMEWATCH ROLL-OUT PLAN Developed By OAKLAND COUNTY EGOVERNMENT DEPARTMENT OF INFORMATION TECHNOLOGY As a Service to Oakland County CLEMIS (Courts, Law Enforcement Information Systems) October 28, 2004 Requirements/Plan DRAFT 3: July 20, 2004 ROLL-OUT OVERVIEW Based on the successful launch of the Pontiac Police Department Web site(s) (October 2004) and the CLEMIS COPLink Web site (and associated technologies), CLEMIS (Courts, Law Enforcement Management Information Systems) seeks to implement this model within its Consortium. The pilot deployed a public Web site, located at www.pontiacpolice.com , using standard templates managed through Oakland County's existing TeamSite Content Management System. The template site, designed around the concept of Community-Oriented Policing, published for the first time to the public maps that detailed crime activities on a district-by-district basis (throughout Pontiac) and were generated via the CLEMIS CrimeView application. The template provides a "best-practices" solution to police departments for publishing community information, department services, commonly-used forms and other information relevant to improving community relations, reducing costs associated with doing business, and alleviating some crimes. The pilot also successfully established a template for police departments to publish an internal (department-only) Web site (Intranet), as well as a Web site that will serve as a secure/password-protected site for all CLEMIS police departments to use called COPLink. Roll-out will consist of: (1) Connecting via OAKNet all Oakland County CLEMIS-member agencies to COPLink (regional/secure Web site), requiring network research and configurations where necessary. This will enable all CLEMIS-member police departments to access a shared Web site that only authorized users may view. (2) Setting-up delegated identity management interface; each department will be able to manage within their own agency who receives access to secure, log-in areas. (3) Purchasing and installing dedicated Web servers to house all city- village-township Web sites, secure and public. (4) Building content in COPLink, which will be completed and managed by CLEMIS support staff; also rolling it out to participating agencies. (5) Creating public (Internet) and private (Intranet) Web sites for an estimated 20 police departments. (6) Training and supporting agencies to ensure successful implementation. Prepared by Oakland County, Michigan 2 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 In summary, the Pilot Program consisted of developing: *Public Web site template Designed with the theme of "community- oriented policing", whereby each agency self-publishes its own content, including .PDF formatted maps detailing crime activity on the district-level. This is directly aimed at reducing crime in neighborhoods and increasing public access to public safety information and resources (visit the site at www.pontiacpolice.com ). *Private Web site template Designed for self-publishing the department's internal ("Intranet") content designed to help reduce costs and increase accessibility to information and forms (NOTE: An important component to this site is the enabling of an electronic "Roll- Call", whereby officers may be able to log information from one shift to the next). Access is secured on the department-level/log-in required (accessible via secure.clemis.org/agency name/, for example). **CLEMIS COPLink Web site Designed to be accessed/updated by appointed staff/officers regionally, providing a valuable tool in sharing information across jurisdictional boundaries in a secure/password- protected, Web-based format (accessible via secure.clemis.org/coplinkl). *Participants will receive implementation support for each of the above services through Oakland County's eGovemment and CLEMIS units. It should be noted that while this program will initially be made available in its entirety to Oakland County-based CLEMIS members only, ALL CLEMIS members will be eligible to participate in the COPLink component. The components listed above will be made available to all Oakland County CLEMIS-member police departments. APPROACH The roll-out strategy includes holding some initial informational sessions to educate agencies on the use of the program and to help prepare them get for implementation. A package will be delivered to each agency with several checklists to help them assemble the resources necessary for implementation "kick-off". Once an agency assembles the necessary information and presents it to the Project Manager, their project may begin. Once kick-off has occurs, it will take approximately 8-12 weeks to complete (depending on size of department, volume of content and adherence to schedule). It is estimated Prepared by Oakland County, Michigan 3 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 that approximately five (5) agencies per quarter may be developed (full package). It should be noted that each agency will be trained to use TeamSite (content management system) as soon after kick-off as possible. Each police department's staff will be responsible for creating actual Web pages in their site(s). Oakland County staff will assist and provide direction in the development process. In addition, Oakland County will provide for up to two TeamSite (content management system) licenses per agency; agencies may choose to purchase additional licenses through Oakland County if needed (costs are detailed below). Training sessions will be held on a quarterly basis to accommodate any new users or "replacement" content managers (in the event a registered user transfer responsibilities to another person in the department). This first phase of implementation provides access and training to CLEMIS- MEMBER police departments in Oakland County. Each agency will assign a liaison/administrator within their department to serve as the security manager, determining who will have access to the secure regional Web site, COPLink. Once COPLink is available, CLEMIS will begin creating and posting content. Ongoing meetings will be held, as well as e-mail communications, to determine the specific content requirements for this site. A link to the GIS Web-based crime mapping tool will also be provided on this site, providing participating agencies with ready-access to these resources. In addition, it is estimated that about 20 agencies will initially want to take advantage of the full package offered (their own Web sites). By the end of year one, we estimate having 20 agencies live (including the Oakland County Sheriff and its substations). PROJECT MANAGEMENT AND SUPPORT The Community CrimeWatch program will be managed by CLEMIS support staff, with additional support provided by Oakland County eGovernment, Network Services, Data Warehouse, and GIS (Geographic Information Systems) Utility (as-needed). The Project Manager will work within the CLEMIS Advisory Group to deliver information about the program and to solicit feedback and facilitate the sign- up/kick-off process. A Steering Committee will be formed within CLEMIS to Prepared by Oakland County, Michigan 4 Department of Information Technology, eGovernment Requirements/Plan DRAFT 3: July 20, 2004 assist in the development of necessary policies and/or guidelines related to the program. The Advisory Group will consist of individuals whose agencies are participating in the "full" package option as well as those who are utilizing only the COPLink Web site feature. There will also be periodic sessions held for agency "content managers" to provide ongoing support in a group setting and facilitate best-practices sharing and resources. PARTICIPANTS A Questionnaire/Sign -Up Form was delivered in October 2004 to eligible agencies to determine Phase 1 roll-out customers. Agencies will be given the opportunity on an annual basis to sign-up for the program. Based on the level of interest demonstrated by the Oakland County Sheriff's Office and its substations, as well as the Farmington Hills Police Department, each of these agencies will be included in the first-round of kick-off sessions. Additional participants will be added as members sign-up. It is estimated that approximately 20 agencies will implement this program in the first year. Roll-out will be conducted on a group (rather than individual) basis each quarter. A goal of five agencies will be selected each quarter. Each of the following agencies has signed-on to date: 1. Sheriffs Department (and substations) 2. Farmington Hills 3. Bloomfield Twp. 4. Troy 5. Royal Oak City 6. West Bloomfield 7. Auburn Hills 8. Ferndale 9. Novi City 10. Orchard Lake 11. Madison Heights 12. South Lyon 13. White Lake Prepared by Oakland County, Michigan 5 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 GOALS OF THE PROGRAM Successful overall implementation of the Community CrimeWatch program will result in the reduction of crime in Southeast Michigan and improved community relations. It will also result in the successful mitigation of costs by each department implementating Web-based services (such as forms, information and resources, online services, etc.). The regional Web site, COPLink, provides a Web-based tool that police departments previously did not have. By creating a shared Web site accessible by potentially all CLEMIS-member agencies, Oakland County is providing a way for officers to post time-sensitive information, such as missing children (Amber Alerts) and other missing persons, most wanted fugitives, suspected crime patterns or activities, and other information to help officers solve and/or stop crimes. These benefits will greatly enhance the overall quality of life in Oakland County and serve as a key economic development tool in attracting new residents, visitors, students and businesses to the region by creating a "safe" environment with responsive public safety personnel and appropriate/accessible public information. Prepared by Oakland County, Michigan 6 Department of Information Technology, eGovernment Requirements/Plan DRAFT 3: July 20, 2004 LEVELS OF PARTICIPATION ("MODULAR") Every agency will be able to take advantage of some component of the program. Estimates are that approximately 20 agencies will participate in the full package in the first year. The following options are available: 1. FULL: 2. INTERNAL/ WEB: Web site hosting, security control, domain redirect, Web design templates, content management templates and access licenses/training, reports, support. Includes capability to integrate static or interactive mapping features. (Includes public Web template, private/internal Web template—secure, and access/participation in regional Web site—COPLink.) Includes standard features detailed above, but only provides for a private, internal "Intranet" template for use by the department staff/officers. This option includes participation in COPLink. 3. PUBLIC/ WEB Includes standard features detailed above, but only provides for a public interface with a Community-Oriented Policing-based focus. This option includes participation in COPLink. 4. COPLink: Available to all CLEMIS-member agencies; however, each participant will need to provide a list of those individuals who need access. Also, a primary administrator is required for each agency (person will be responsible for assigning/managing passwords and access for their agency only). Agencies must sign-up if they want the ability to "post", or publish, content to COPLink. Prepared by Oakland County, Michigan 7 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 KICK-OFF PACKAGES Template-Based Public/Private (Intranet) Web sites: a. Provides police agency with a detailed checklist to create their "site map"; includes primary navigation worksheet and sub- section worksheets based on template. b. Provides police agency with a Content Checklist based on the "site map"; also details required formats (electronic files, CD- ROM, etc.); includes instruction for writing for the Web; collects "Webmaster" e-mail address. c. Provides police agency with a list of graphic requirements. d. Provides police agency with a worksheet to detail TeamSite content managers (Admin, Editor); sets-up training dates. e. Provides police agency with a form to collect General Requirements information (i.e., existing URL, existing host and all password information, existing Web stats/log files, primary contact, chief, CVT IT representative, etc.—collects phone/fax/e- mail/address; OAKNet access status). f. Provides police agency with the Operations Guide and sign-off sheet (ensuring they have read and agree to all policies stated). Provides police agency with Launch package checklist and materials. COPLink: a. Agency will need to indicate if they require "posting/publishing" privileges; if so, agency needs to provide names of two (2) content managers (name, address, phone, e-mail). b. Each police agency will need to determine who will have access (may be all) within department. c. Oakland County Network Services will assess/meet with every agency to ensure accessibility via network. g. Prepared by Oakland County, Michigan 8 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 DEVELOPMENT PROCESS (NOTE: Hours/costs reflect both a "per agency basis", indicating individual agency site development costs, as well as "one-time" expenses, where all agencies will need to be enabled, i.e., hardware, set-up and network services. Wherever possible, agencies will go through each process point below in a group setting—i.e., all five selected agencies for a quarter will attend the same kick-off session, training classes, etc.) (1) Informational presentations will be provided to Chiefs/representatives at the CLEMIS Advisory Group meeting(s). "Interest" Questionnaire will be handed out and returned to CLEMIS Support. Five agencies per quarter will be selected. (2) Interested parties will be contacted to attend a group follow-up session, where the "Kick-Off Package" requirements/process will be reviewed. Additional sessions will be held as-needed to assist agencies in compiling required materials. (3) Once agencies return the completed "Kick-Off Package", a Kick-Off Meeting will be held. A Production Schedule for each agency will be created at this meeting. All parties are expected to comply with the schedule in order to meet set deadlines. Training will be set-up. (4) Necessary server and network configurations will be made to accommodate the agency's URL (Web address) and security requirements. (5) "TeamSite" (content management system) will be set-up and custom template design requirements will be completed. Based on the "site map", folders will be set-up to accommodate the agency's requirements. (6) Training will occur as soon after Kick-Off as possible so each agency may be able to start developing content pages; custom training manuals will be developed for each agency. (7) Content pages will be reviewed/proofread as they are created by the police department; Oakland County will assist in creating no more than 30 content pages (not including maps). Consulting will be provided as needed to each agency as they develop content. Graphics provided in the Kick-Off Package will be also be optimized. (8) Launch assistance will be provided in order to ensure the most effective implementation of each agency; support is provided thereafter. Prepared by Oakland County, Michigan 9 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 RESOURCE REQUIREMENTS (1) CLEMIS/PROJECT COORDINATION: Requires overall oversight of the project; interaction and facilitation with police departments; CLEMIS Advisory Committee coordinator and presenter; establish Steering Committee and other necessary sub-groups; and project management functions. One-Time Expenses: -20 hours required to deliver program information and facilitate sign- up of first 20 participants -80 hours required to develop COPLink content and edit TeamSite pages -20 hours to conduct Intranet (private site) usage training sessions -30 hours "kick-off" package development to hand-out to all agencies -20 hours security administration TOTAL (one-time): 170 HOURS (2) NETWORK SERVICES: Requires network services staff to research, identify and configure OAKNet access to individual agencies. Also requires server administration/configuration services and DNS entries; F5 Server pool and Load Balancer set-up. A key component to rolling-out COPLink to ALL CLEMIS agencies requires up-front research and potential configurations to enable required end-users to access this secure site. One-Time Expense: -40 hours required for F5 Server Pool Set-up; SSL/Load Balancer (NOTE: THIS BUDGET WILL BE COVERED BY ANOTHER PROJECT PLAN.) TOTAL (one-time): 40 HOURS Per Agency Expenses: -40 hours required to configure IP addresses/domain names -15 hours required to establish network connections/CVT Integration (NOTE: THIS BUDGET WILL BE COVERED BY ANOTHER PROJECT PLAN.) TOTAL (per agency): 30 HOURS Prepared by Oakland County, Michigan 10 Department of Information Technology, eGovernment Requirements/Plan DRAFT 3: July 20, 2004 WEB SERVER ADMINISTRATORS: Will need to provide security configurations and directory assistance; also assist in domain configurations and fulfilling necessary process requirements as it relates to deploy procedures; SiteMinder administration. One-Time Expenses: -40 hours required to set-up delegated management interface/SSL -20 hours required to document security model TOTAL (one-time): 60 HOURS (4) eGOV WEB DEVELOPMENT/SUPPORT: Will need to provide resources to assist individual agencies to create custom design elements, edit/develop content, configure TeamSite, test, troubleshoot, train, and support. One-Time Expenses: -10 hours to create training materials and conduct training for security managers -10 hours to create Content Standards (online/CLEMIS) -15 hours to create standard Launch Materials for use by each agency -15 hours to establish TeamSite structure/workareas for all agencies TOTAL (one-time): 35 HOURS Per Agency Expenses: -5 hours to assist in development of site map and review kick-off package requirements -2 hours to kick-off project; develop schedule -8 hours to create directory structure, folders, breadcrumbs -15 hours to create custom training materials and train designated content managers -60 hours to consult with and assist in the creation of pages for their Web site(s) -5 hours to optimize graphics and create necessary custom header/footer options -5 hours to review/train launch materials and support launch TOTAL (per agency): 100 hours (3 ) Prepared by Oakland County, Michigan 11 Department of Information Technology, eGovemment Requirements/Plan DRAFT 3: July 20, 2004 SUPPORT & MAINTENANCE Based on experience with the pilot (Pontiac), customer support is high in the beginning (initially after launch) and then is significantly reduced once the end-user is more comfortable and has become accustomed to using the tools provided in the program. An estimated 12 hours per agency per year will provide the support necessary to assist in any one-on-one requirements. TeamSite support will be made available to end-users during regular business hours (Monday through Friday, 8:30 a.m. to 4:30 p.m., excluding Oakland County holidays). Additional support will be provided via the Steering Committee established among participating CLEM'S agencies. This group will meet periodically (to be determined) to assist individuals with questions they may have using the tools or implementing features in their Web sites. Any requests for template changes throughout the life of the program must be approved in writing by the Project Manager before being implemented. Once fully implemented, it is estimated that each agency may require approximately three (3) hours of dedicated, individualized support per year (based on our experience with Oakland County departments over the past three years). -12 hours required per agency (one year) -3 hours required per agency (subsequent years) LICENSING A CVT license agreement must be signed by each participating agency to use Interwoven's TeamSite content management system. Oakland County currently pays for this license for each end-user. The cost is $225 per user for the first year; $100 per user each year thereafter. Each agency will be offered two end-user licenses through this program at a total cost of $450 for the first year; $200 each year thereafter. If a police department requires more TeamSite licenses, they must pay the above fees. -$450 per agency for 2 TeamSite licenses (first year) -$200 per agency for 2 TeamSite licenses (subsequent years) Prepared by Oakland County, Michigan 12 Department of Information Technology, eGovernment Requirements/Plan DRAFT 3: July 20, 2004 BUDGET • One-time project start-up expenses CLEMIS/PROJECT COORDINATION TASKS (170 HOURS) -- $18,360 WEB SERVER ADMINISTRATION (60 HOURS) -- $6,480 EGOVT WEB DEVELOPMENT/SUPPORT (35 HOURS) -- $3,780 NEW HARDWARE/INSTALL/CONFIGURE -- $90,000 TOTAL ONE-TIME START-UP EXPENSES: $118,620 • Production cost per agency TRAINING, SITE SET-UP, GRAPHICS, CONTENT CONSULTING, LAUNCH (100 HOURS) -- $10,800 • Network Services support per agency CONFIGURE AND TROUBLESHOOT (40 HOURS) -- $4,320 • Support, maintenance and licensing Der agency WEEKDAY HELP DESK SUPPORT (12 HOURS) -- $1,296/year TEAMSITE END-USER LICENSE (2 PER AGENCY) -- $450 (1 st year) $200/year after TOTAL SUPPORT, ETC. -- $1,746 ***Annual project management, scope change and contingency — add 50% Budget for 20 agencies/full Web packages plus: • $118,620 one-time start up costs • $216,000 ($10,800 production cost per agency x 20 agencies) • $86,400 ($4,320 network services cost per agency x 20 agencies) • $34,920 ($1,746 support, maintenance and licensing x 20 agencies) $455,940 x 50% project management, scope change and contingency $683,910 Prepared by Oakland County, Michigan 13 Department of Information Technology, eGovemment Transfer from GF Chgs Fund Equity Fund (636) Transfer In Software Purchase Software Maint Professional Svcs Chgs Fund Equity FISCAL NOTE (MISC. 404335) December 9, 2004 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - CLEMIS COMMUNITY CRIMEWATCH TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above-referenced resolution and finds: 1. The resolution authorizes the development of the CLEMIS Community Crimewatch website among its CLEMIS (Courts, Law Enforcement Management Information System) members located in Oakland County. 2. Implementation costs include: CLEMIS/Project coordination tasks; Web server administration; Egovt web development/support; and the installation of new hardware. 3. Oakland County currently pays the licensing & maintenance of the Interwoven Team Site content management system for the end user. 4. Each agency will be offered two end-user licenses; however, the agency will be responsible for the cost of any additional licenses & maintenance, 5. Implementation costs are estimated to be $675,000 including project management, scope change and contingency. 6. The FY 2005 budget is amended as specified to utilize Designated Fund Balance (General Fund GL Account #9470- 020000)for the CLEMIS Community Crimewatch as detailed below. General Fund (101) Revenue 90-190000-14000-1582 Planned Use of Fund Bal. $675,000 Expenditure 90-310000-98636-8001 Transfer to CLEMIS 90-310000-98635-8001 Transfer to Info Tech 18,360 656,640 -0- CLEM'S Fund (635) Revenue 23-635113-98101-1701 Expense 23-635113-10010-8005 Information Technology Revenue 18-636113-98101-1701 Expense 18-636172-24000-3596 18-636172-24000-3597 18-636172-24000-3348 18-636113-10000-8005 $ 18,360 18,360 -0- $ 656,640 17,309 8,251 539,730 91,350 -0- FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Webster absent. Resolution #04335 November 18, 2004 The Chairperson referred the resolution to the Finance Committee. There were no objections. Resolution #04335 December 9, 2004 Moved by Bullard supported by Coulter the resolutions on the Consent Agenda, as amended, be adopted (with accompanying reports being accepted). AYES: Coulter, Crawford, Douglas, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Wilson, Zack, Bullard. (22) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda, as amended, were adopted (with accompanying reports being accepted). ,•n•••• APPROVE TIE FOREGONG RESCAUTON STATE OF MICHIGAN) I )04-i COUNTY OF OAKLAND) I, G. William Caddell, 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 December 9, 2004 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the se 4 of thvCounty of Oakland at Pontiac, Michigan this 9th day of December, 2004. - G. William Caddell, County Clerk