1997-007-RES WHEREAS, A. L. ROARK & ASSOCIATES HAS DEVELOPED A SOFTWARE SAFETY AGENCY
RESOLUTION NO. 97 -007
WHEREAS, A. L. Roark & Associates, Inc. has developed a software system for public
safety agencies, known as the Community Management System, which includes a Computer Aided
Dispatch System and a Law Enforcement Records Management Module, and the Paris Police
Department is desirous of purchasing the same; and,
WHEREAS, it is deemed appropriate that the form of contract with A. L. Roark and
Associates, Inc., attached hereto as Exhibit A, be, in all thing, approved, and that the City
Manager, Michael E. Malone, be authorized to execute the same; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, that the
form of the contract between the City of Paris and A. L. Rourk and Associates, Inc. for the
Computer Aided Dispatch System and Law Enforcement Records Management Module, shown
in Exhibit A, attached hereto, be, and the same is hereby, approved; and,
BE IT FURTHER RESOLVED, that the City Manager of the City of Paris, Michael E.
Malone, be, and he is hereby, authorized and directed to execute, on behalf of the City of Paris,
the contract with A. L. Rourk and Associates, Inc. under the terms and conditions and in the form
shown in Exhibit A, attached hereto.
PASSED AND ADOPTED this 13th day of January, 1997.
~
Eric S. Clifford, Mayor
ATTEST:
~~'~~\r{'~
Mattie Cunningham, City Clerk
APPROVED S
~.
PROGRAM LICENSE AGREEMENT
THIS PROGRAM LICENSE AGREEMENT (hereinafter called the "Agreement") is made
and entered into this 13th day of January, 1997, by and between A. L. ROARK AND
ASSOCIATES, INC., a Kentucky corporation, whose principal office is located at 406 Rosemont
Garden, Lexington, Kentucky 40503 (hereinafter called "ALR"), and the CITY OF PARIS, PARIS,
TEXAS, a municipal corporation, whose principal office is located at 135 1 st Street S.E., Paris,
Texas 75460 (hereinafter called "CLIENT").
WHEREAS, ALR is the owner of the License Program and Materials (hereinafter defined)
known as the Community Management System and the software program functions listed below
and more fully set forth in detail in Exhibit A, attached hereto and made a part hereof, and
sometimes hereinafter referred to as the "Program Description"; and,
WHEREAS, CLIENT desires to obtain from ALR a non-exclusive license to use the
Licensed Program and Materials only for use by CLIENT'S police department, which is located at
811 Bonham Street, Paris, Texas; NOW, THEREFORE,
For and in consideration of the premises, the covenants contained herein, and other good and
valuable consideration, the sufficiency and receipt of which is hereby acknowledged, the terms and
conditions attached hereto and incorporated as a part hereof are accepted and agreed to.
The Total Contract Price, as referenced in Paragraph 5 of the attachment hereto, shall be One
hundred Five thousand Three hundred and Four dollars ($105,304.00).
The number of days to complete the project, as referenced in Paragraph 6B of the attachment
hereto, is one hundred eighty (180) days.
The Warranty period, as referenced in Paragraph 7A of the attachment hereto, is twelve (12)
months.
The Community Management System Modules, modifications, services, and costs referred
to in the attached pages are as follows:
Module/Modification
Number of Days of Pre-installation Number of Days of Installation/ Module/Modification Cost
Services Referenced in Paragraph 3A Training Services Referenced Referenced in Paragraph 6
in Paragraph 3B
Law Enforcement Records Management 5 10 $21,000.00
Computer Aided Dispatch 5 10 $21,000.00
TLETS Interface " $7,000.00
J
E911 Interface 3 $4,000.00
Court Interface $5,000.00
EXHIBiT A
IN WITNESS WHEREOF, ALR and CLIENT have executed this Agreement the day and
year first above written.
A. 1. ROARK AND ASSOCIATES, INC. CITY OF PARIS, PARIS, TEXAS
(ALR) (CLIENT)
By:
By:
Michael E. Malone, City Manager
Title:
Date:
Date: January 13. 1997
2
1. DEFINITIONS. For purposes of this Agreement, the following
defined terms shall apply:
A. The term "Licensed Program" shall mean a licensed
information processing program or programs consisting of
a series of instructions or statements which are machine
readable.
B. The term "Licensed Materials" shall include the object code,
source code, and manuals used in connection with the
Licensed Program.
C. The term "Licensed Program and Materials" shall mean
both the Licensed Program and Licensed Materials as
defined in this section.
D. The term "Enhancement" shall mean any program, any
part thereo~ or any materials not included in the Licensed
Program and Materials at the time of execution of this
Agreement that are related to the Licensed Program and
Materials and which are added by ALR independently of
tlus agreement. Such enhancements are considered part
of the Licensed Program and materials.
E. The term "Use" shall include copying any portion of the
Licensed Program or Licensed Materials into a computer or
transmitting them to a computer for processing of the
instructions or statements contained in the Licensed
Program or Licensed Materials.
F. The term "Installation Module" shall mean those portions
of the Licensed Programs and Materials utilized for
construction of the Geo. File and Definition Tables required
for the use of the Licensed Programs and Materials.
G. The term "Modification" shall mean any program, any part
thereof or any materials not included in the Licensed
Material at the time of the execution of this agreement and
which are added to the Licensed Material and Progr1ll11s by
ALR as a direct result of this agreement. Such
modifications are considered part of the Licensed Program
and Materials.
2. LICENSE GRANT. ALR hereby grants to CLIENT, for the
consideration separately stated in Paragraph 5 hereo~ and
CLIENT hereby accepts, subject to the terms and conditions
provided in this agreement, a non.exclusive and non.
transferrable license to use the Licensed Program and Materials
and modifications more fully described in the Program
Description annexed hereto as Exhibit "A".
A. CLIENT is authorized to use the Licensed Program and
Materials and modifications solely for CLIENT'S own
internal operation at the address shown on the cover page
or at another of CLIENTs sites upon notification to ALR of
the change oflocation. CLIENT shall not use the Licensed
Program and Materials at any other location without the.
written approval of ALR, and such written approval shall
not be arbitrarily withheld by ALR. CLIENT is authorized
to transfer the license and to use the Licensed Program on
a back.up computer when the computer at the designated
location is temporarily inoperable until operable status is
restored and processing on the back.up computer is
complete.
B. CLIENTS rights under this Agreement to the Licen~ed
Program and Materials shall not be assigned or licensed by
CLIENT.
C. ALR shall furnish to CLIENT upon execution of this
Agreement one (1) copy of the Licensed Materials
describing ALR's reco~ended use and application of the
Licensed Materials. Additional copies of the Licensed
Materials may be obtained by CLIENT upon payment to
ALR of ALR's published price for such Licensed Materials.
CLIENT shall be permitted to make additional copies oCthe
object code provided such copies are necessitated by and
used exclusively for CLIENT'S security purposes. All such
copies shall be the property of ALR and treated as part of
the Licensed Materials.
3. PROGRAM SUPPORT SERVICES. ALR will provide under this
Agreement program support services for the consideration
separately stated in Paragraph 5 hereof. Program support
services will include the following:
A. ALR will provide to CLIENT the specified number of
consecutive days (eight (8) hour days) of pre-installation on-
site consultation services pertaining to the. Licensed
Program and Materials. This shall include the necessary
tasks associated with the installation and training for the
Installation Module.
B. ALR will provide to CLIENT specified number of
consecutive days (eight (8) hour days) of on.site training
and installation services pertaining to the Licensed
Program and Materials.
C. Upon CLIENTS request, ALR will provide additional
training and/or installation services pertaining to the
Licensed Program and Materials, and/or additional
soon as possible in keeping with other commitments by
ALR staff.
D. ALR will provide, following the warranty period if desired
by CLIENT, continuing consulting, program maintenance
and program enhancements under a separate agreement.
E. During the warranty period, ALR will make available to
CLIENT any enhancements generally released tocustomers
as part of its standard system. It should be noted that ALR
has no obligation under this Agreement to make any
enhancements to the Licensed Program and Materials.
F. During the warranty period, CLIENT shall have the right
to use the ALR support line and to designate one (1)
attendee at the ALR User Group Meetings.
G. ALR shall bear the expense of all reasonable travel
expenses incurred in the perComlance of the program
support services described in subparagraphs 3A and 3B
above. All travel expenses associated with the performance
of additional support services shall be borne by CLIENT.
H. CLIENT will be solely responsible for conversion of
CLIENT'S current data to the format required by the
Licensed Program for use in CLIENT'S computer. ALR
shall have no responsibility hereunder as to conversion and
entry of CLIENTs data unless specifically contracted.
4. TERM. The term of the license granted under this Agreement
shall commence upon delivery of the Licensed Program and
Material'B and shall remain in force for a term of seventy.five
(75) years, unless terminated earlier as provided in this
Agreement.
5. PAYMENT. CLIENT agrees to pay ALR the total cash
consideration specified on the cover page., for the license
granted under Paragraph 2 hereoC and for the program support
services described in Subparagraphs 3A and 3B hereoC
representing the total of such fees listed for the individual
modules described in Exhibit "A". Hereafter these fees either in
total or Cor each module shall be reCerred to as the "license fee".
Additionally, CLIENT agrees to pay ALR the total cash
consideration specified on the cover page for the modifications
listed in Exhibit "A" hereof (iC any). This fee or the fee for each
modification shall be hereinafter referred to as the "modification
fee". The total of the license fee and the modification fee shall
be hereinafter reCerred to as the "Total Contract Price".
A The Coregoing sum (hereinafter called ''Total Contract
Price") shall be payable as Collows:
1. One-half (1/2) of the Total Contract Price shall be
promptly payable upon the execution of tius
Agreement; and
2. CLIENT agrees to promptly pay one.halC (1/2) oC the
specified license fee as in Exhibit "A" and the cover
page for each module upon the completion oC the
program support services described in subparagraph3A
and 3B for that module.
3. Client agrees to promptly pay one.half (1/2) of the
specified modification Cee as presented in Exhibit "B"
and the cover page Cor each modifications upon its
delivery to CLIENT.
B. Payment for additional program support services provided
under this Agreement shall be promptly paid upon ALR's
invoicing of same.
C. Any amounts due under this Agreement which are not paid
within twenty (20) days of its payment due date hereunder
shall be subject to a finance charge accruing from such date
until paid. Such finance charge shall be calculated at a
rate of eighteen (18%) percent per annum, or the maximum
charge allowable under applicable law, whichever is lesser.
D. The license fee, modification fee, and program support
services Cee hereunder do not include local, state or federal
sales, use, excise, personal property or other similar taxes.
CLIENT assumes all responsibility and liability for any
such taxes, and agrees to indemnify ALR as to same.
E. Any additional travel expenses beyond those included in
. this agreement, which are incurred by ALR in the
CLIENTS behalf and which are requested by CLIENT,
shall be promptly reimbursed to ALR by CLIENT upon
ALR's invoicing of same.
F. All source code for the licensed program shall be delivered
to CLIENT upon payment of all fees due under this
agreement.
6. DELIVERY.
A. The services described in Subparagraph SA hereof will be
completed on or about thirty days following the receipt of
the executed copy of this agreement at ALR's place or
business.
B. The Licensed Program and Materials will be delivered to
CLIENT on or about the specified number of days following
the receipt of the executed copy of this agreement at ALR's
place of business, provided CLIENT shall have first
completed all pre.installation tasks and requirements as
specified by ALR through separate written instructions
delivered to CLIENT (either prior to or contemporaneously
with the execution hereoO.
C. CLIENT agrees to provide full cooperation in insuring that
these services can be completed. If CLIENT does not allow
these services to be performed within this time period, then
these services shall be deemed to be completed and all fees
shall be payable in accordance, with Paragraph 5 hereof.
D. Upon delivery of the Licensed Program and Materials to
CLIENT, CLIENT shall assume all risk ofloss and damage
to the Licensed Program and Materials. Installation of the
Licensed Program shall occur within ten days of date of
shipment. The license fee hereunder and program support
services fee hereunder shall be deemed earned in its
entirety upon ALR's completion of the program support
services described in Subparagraphs 3A and 3B, unless the
conditions of sub.paragraph 6C apply.
E. CLIENT shall furnish to ALR free of charge access to
CLIENT'S computer for the period of time reasonably
required by ALR for installation of the Licensed Program,
and CLIENT shall provide computer equipment
appropriately configured for the Licensed Program.
CLIENT shall provide the following resources for ALR's use
in its performance under this Agreement:
1. One (1) qualified CLIENT statT member assigned to
work with ALR's representative on the installation of
the Licensed Program with appropriate authority to
make binding decisions for CLIENT. CLIENT
acknowledges and understands that ALR will rely upon
a CLIENT statT member having the aforesaid
authority. CLIENT agrees to give ALR reasonable
advance notice as to the identity of such CLIENT statT
member so assigned to work with ALR; and upon
reasonable request by ALR, CLIENT agrees to
substitute another CLIENT statT member with the
aforesaid authority;
2. The availability of CLIENT'S personnel upon request
of ALR to answer questions and advise ALR on
CLIENT'S facilities, operations and requirements;
3. Adequate office space at the site of installation during
installation; and
4. Computer supplies during installation including, but
not limited to, paper, disks, diskettes, and tapes.
7. WARRANTY OF PERFORMANCE
A. ALR warrants for the period specified on the cover page
from the date of the completion of the services described in
Subparagraph 3A hereo( that the Licensed Program will
perform in accordance with its specifications as set forth in
the Licensed Materials. This performance warranty by
ALR shall immediately cease and become null if CLIENT
or any third party enhances the Licensed Program. THE
FOREGOING WARRANTY IS IN UEU OF ALL OTHER
WARRANTIES AND CONDITIONS, EXPRESS OR
IMPLIED, INCLUDING, BUT NOTUMITED TO, THOSE
CONCERNING MERCHANTABIUTY AND FITNESS
FOR A PARTICULAR PURPOSE.
B. During the period the Licensed Program is under this
performance warranty, ALR's sole obligation will be to
correct at ALR's place of business all technical errors or
failures in the Licensed Program so that the Licensed
Program will perform a,s described in the Licensed
Materials. CLIENT agrees to give ALR prompt written
notice in a form specified by ALR. And with all supporting
material requested by ALR of any such technical error or
failure. In the event ALR determines after investigation
that the Licensed Program is performing as described in
the Licensed Materials, CLIENT shall promptly reimburse
ALR for time expended at its then current consulting rate
and for other costs incurred by ALR during such
investigation.
8. PROPERTY RIGHTS. ALR warrants that ALR has the right to
grant a license to the Licensed Program and Materials.
A. In the event of a patent and/or copyright infringement
claim, ALR agrees to defend CLIENT against any such
claim pertaining to the Licensed Program and Materials.
and ALR will pay all resulting costs, damages and
attorneys' fees finally awarded. ALR's agreement to 80
defend CLIENT hereunder and to pay such costa, damages
and attorney's fees is contingent upon CLIENT promptly
notifying ALR of any such claim, and ALR participating in
the defense and/or settlement of such claim. If any such
claim is made, or if ALR determines that such claim is
likely to occur, ALR shall give written notice of same to
CLIENT and CLIENT shall thereupon promptly return to
ALR the Ucensed Program and Ucensed Materials, and all
copies thereot pending a disposition or settlement of such
claim (which ALR agrees to diligently pursue); and
CLIENT'S failure to comply with the foregoing shall
terminate ALR's obligations under this Subparagraph 8A.
Ifreasonably available, ALR, at its 80le option and expense,
shall have the right to procure the right of CLIENr to
continue using the Licensed Program and Materials, or
replace or modify the Licensed Program and Materials in a
form which is non. infringing. ALR shall have no obligation
to defend CLIENT or pay costs, damages or attorney's fees
for any such claim based upon use of the Licensed Program
and Materials which has been enhanced, modified or
changed in any manner by any party other than ALR.
B. CLIENT shall maintain ALR's patent and/or copyright
notice on the Licensed Program and Materials, and shall
reproduce such notice on any copies in whole or in part of
the Licensed Program and Materials (as such copies are
permitted under this Agreement).
C. CLIENT acknowledges that the Licensed Program and
Materials are the property of ALR, and that ALR intends
that CLIENT will use the Licensed Program and Materials
only under the terms and conditions of this Agreement.
CLIENT acknowledges that the Licensed Program and
Materials are ALR's proprietary information and trade
secret, whether or not any portion thereof may be validly
patented and/or copyrighted.
D. CLIENT agrees that any enhancement or modification to
the Licensed Program and Materials developed by CLIENT
with or without any advice or support by ALR, or by ALR
for CLIENT, whether or not reimbursed by CLIENT and
whether or not in conjunction with CLIEN'rS employees or
agents, shall be the exclusive property of ALR. Any
enhancement to the Licensed Program or modification used
by CLIENT, regardless of the creator of the same, shall be
delivered to ALR or destroyed by CLIENT upon termination
of this Agreement.
9. PROPRIETARY AND TRADE SECRET INFORMATION.
CLIENT agrees to protect the confidential nature of the
Licensed Program and Materials.
A. CLIENT agrees not to lend, sell, lease or otherwise dispose
of the Licensed Program and Materials nor shall CLIENT
allow any person other than full time employees of the
CLIENT access to same.
B. Except as otherwise permitted in this Agreement, CLIENT
agrees not to copy in whole or in part the Licensed Program
and Materials.
10. LIABILITY OF ALR. ALR shall in no event be liable under this
Agreement for loss of profit, goodwill or other special or
consequential damages suffered by CLIENT or others as a result
of CLIENTS use of the Licensed Program and Materials, and
ALR's performance hereunder. ALR's liability for direct
damages incurred by CLIENT or others resulting from
CLIEN'rS use of the Licensed Program and Materials, or from
ALR's performance hereunder, shall not collectively exceed the
amount of the Total Contract Price paid under this Agreement.
11. DEFAULT. Failure by ALR or CLIENT to comply with any
term or condition under this Agreement shall entitle the other
party to give the party in default written notice requiring it to
cure such default; provided, however, that if CLIENT violates
any of the conditions of Paragraph 9 hereo~ this Agreement
shall immediately terminate. If the party in default has not
commenced to cure such default within ten (10) days after
receipt of notice, the notifying party shall be entitled, in addition
to any other rights it may have under this Agreement or
otherwise under law, to terminate this agreement by giving
notice to take effect immediately. The right of either party to
terminate this Agreement hereunder shall not be affected in any
way by its waiver of or failure to take action with respect to any
previous default. Upon the termination of the Agreement due
to a violation of ALR's Copyright or Paragraph 9, CLIENT shall
return the Licensed Program and Materials and any copies
thereof to ALR and shall certify that it no longer has any rights
to use the Licensed Program and Materials and that the original
and all copies of the Licensed Program and Materials have been
returned to ALR. The term "default" as used in this Agreement
shall include the institution of proceedings by or against
CLIENT under federal or state bankruptcy laws, . and an
assignment or receivership for the benefit of creditors.
12. EMPLOYMENT OF ALR PERSONNEL. During a two (2) year
period commencing with the date of this Agreement, CLIENT
agrees for CLIENT and any affiliate or successor of CLIENT not
to employ, contract with or secure, either directly or indirectly,
the services of any staff member of ALR (who is a staff member
as of the date of this Agreement or during the aforementioned
two (2) year period).
13. EQUAL OPPORTUNITY EMPLOYER. ALR represents to
CLIENT that it is an equal opportunity employer.
14. GENERAL PROVISIONS. The following general provisions
shall apply in. the performance of this Agreement:
communication line failure or power failure.
B. Any action against ALR under this Agreement must be
commenced within two (2) years after such cause of action
accrues.
C. This Agreement contains the entire understanding of the
parties with respect to the matter contained herein. There
are no promises, covenants or undertakings other than
those expressly set forth herein. This Agreement may not
be modified or amended except by writing signed by
authorized representatives of ALR and CLIENT. No
employee or agent of ALR has authority to modify or amend
this Agreement without the written approval of an officer
of ALR.
D. If any of the provisions of this Agreement are declared to
be invalid, such provisions shall be severed from this
Agreement and the other provisions hereof shall remain in
full force and effect.
E. A waiver of a breach or default under this Agreement shall
not be a waiver of any other subsequent default. Failure or
delay by either party to enforce compliance with any term
or condition of this Agreement shall not constitute a waiver
of such term or condition unless such tenll or condition is
specifically waived in writing.
F. Title and paragraph headings contained in this Agreement
are for convenient reference and do not constitute part of
this Agreement.
G. This Agreement shall be binding upon and inure to the
benefit ofthe parties to this Agreement and their respective
successors and assigns.
H. Any notice required or permitted to be sent under this
Agreement shall be delivered by hand or mailed by
registered mail, return receipt requested, to the addresses
of the parties first set forth in this Agreement. Notice so
sent will be deemed effective when delivered in the mail
(with postage prepaid).
I. This agreement shall not be considered to have been
executed until the payment specified in Subparagraph 5A.I
hereof has been received at ALR's place of business.
J. The terms and conditions of this agreement shall be
interpreted in accordance with the state laws where the
CLIENTs primary office is located. Any action shall be
conducted in the court of appropriate jurisdiction within the
CLIENTs state.
K Any individual executing this Agreement on behalf of either
ALR or CLIENT individually warrants that he or she has
authority to do same.
COMMUNITY
and
INTERNATIONAL
COMMUNITY
MANAGEMENT
SYSTEM
Overviews
@ A. L. Roark and Associates, Inc.
406 Rosemont Garden. Lexington, Kentucky 40503 . (606) 278.9581
~~" M U:HLl'r A
...... \1 I~___
COPYRIGHT 1996 by A.L. Roark and Associates, Inc. All rights reserved.
No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any
form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the
prior written permission of the publisher.
INTRODUCTION
In today's world, governmental and commercial organizations are turning to automation to provide
more efficient operation in a rapidly changing environment. Large volumes of data, increased
personnel costs, the necessity for quick response to a variety of circumstances, and the desire to
interface with other information systems have encouraged the vigorous pursuit of technological
advances in the automation arena.
The Community Management System (CMS), public safety software, and the hardware systems
described in this document are designed to meet the need by providing an innovative, sound,
integrated, flexible, and expandable system, designed to allow for individual installation tailoring
and easy modification where needed. The techniques used in the programming and the hardware
are state-of-the-art and are manufactured for future advancements and growth, not obsolescence
and replacement.
This document will provide an introductory overview of the total system approach provided by
A.L. Roark and Associates, Inc. (ALR) which resides on hardware manufactured and maintained
by IBM Corporation.
ALR SOFTWARE DEVELOPMENT APPROACH
A computer software system for public safety agencies mst not only produce the required reports,
but must do this in a manner which maximizes its usefulness for staff members. It should
provide a basic approach which assists the agency to meet its goals in a cost effective manner.
All software developed by ALR for the public safety arena has the following basic philosophy
built into every line of code. The user must be able to:
· Enter data easily and efficiently with help features provided where they are needed
and when they are requested
· Enter data without redundancy
· Automatically verify the accuracy of the data to the extent possible
· Receive available information automatically in order to respond to incidents
correctly and safely
· Easily recall information needed for decision making
· Have immediate access to the data if authorized but be denied access if proper
authorization has not been given
· Easily search the accumulated data in the data base in order to be more effective
on the job
· Have flexible interfaces to outside data bases to facilitate the use of the system
· Have retention of the results of searches for outside data bases to reduce the
amount of redundant entry and repetitive inquiries
1
This philosophy has been implemented in the software system through the use of the following
automation capabilities and techniques:
· Relational database structure
· Automatic file updating
· Geo-file based processing of locations
· Stringent multi-level security
· Table driven software, inquiries, and reports
· User definable menus which allow for more detailed security implementation
· Message handling between system and devices
· Off-load of data communications from the AS/400 to a communications controller
in order to optimize the performance of the entire computer network
In the following sections, these features are discussed in detail.
Relational Data Base Structure-A relational data base is an approach to the organization and
storage of information in a computer which yields a structure providing a centralized, integrated
storage of all data input into the system. The data base's advantage is that data may be input by
a variety of sources, but since all of the data are stored in a centralized structure, all of it is
immediately accessible to authorized users in an on-line environment. Because, relational data
bases do not require sequential reading or sorting prior to the information being used, access is
faster and more accurate than in non-data base systems - even in extremely large systems. Many
ways of viewing the data are defined in the system and additional ones may easily be created
during the system implementation phase of the project.
The IBM AS/400, like its predecessor, the IBM System/38, maintains the relational data base at
the micro code level of the machine's operating system. Unlike many systems where the features
of a data base must be programmed at the application level, the IBM data base management
system approach provides a rapid and accurate method of retrieving all data concerning an item
for preparing statistical reports or displays of related information without impacting the
performance and efficiency of the system.
The access to the data base is provided not only through pre-programmed inquiries and search
capabilities, but also through various ad hoc report generation capabilities. The pre-programmed
searches provide the efficiency required for inquiries used on a continual basis. The latter
function allows the user to prepare reports and searches required for unusual or infrequent
requests.
The data base concept ensures that future enhancements to the system will be less expensive
since they will not require elaborate re-programming or manual operations to reformat existing
data within the system's files. Items can readily be added to the data base with minimal effort
in comparison to what is required in a non-data base environment.
Automatic File Updating - The system is designed to minimize operator input. ~e system's
data base management system automatically updates files in order to preserve the integrity of data
and eliminate redundancy. Without operator intervent,ion, the system ensures that all files reflect
2
any changes made to the data base. This theory of one-time data entry greatly reduces the risk
of overlapping or incorrect data.
Additionally, this concept eliminates any necessity for transfer of data between the various
modules within the system, since a single data base concept is utilized throughout the software.
Geo-File Based Pl'ocessing - Many management decisions in public safety are based on location
of activity. In order to provide this capability in a comprehensive manner, the entire CMS
software utilizes a Geo-File. This mechanism describes the local area to the computer. It
provides for the verification of locations and for the determination of relationships between
locations. Part of this is achieved through the determination of various sub-areas within the
. jurisdiction in which the location is found. This feature allows a department to take advantage
of many timesaving and vital functions including the setting up of patrol areas, grids, and
defining within the system such features as beat plan, fire districts, fire hydrant locations, and
indexing such information as run cards. The eMS system allows for the entry of four types of
locations:
· Addresses
· Intersections
· Mid-Blocks (street between two land marks)
· Common Location
In the system, entry of one of the above location types provides cross street information, address
verification, and specified places such as parks, schools, businesses, etc. Not only can units be
dispatched faster and more accurately with such a system, but the caller can be prompted for
specific location information, which will result in quicker over-all response times as well as more
precise information for analysis.
By using a pre-formatted and precise me~hodology for location entry, it is possible for the system
to reduce the number of actions by the dispatcher since the number of selection screens are
minimized. This means that the dispatcher is assisted to the maximum extent with the minimum
of data entry.
If a valid Geo-File entry is not found for the location of a call for service, the operators have an
event location override function key available to allow for processing the call for service without
a "valid" location. This allows for the timely response by the department to emergencies when
location information is partial or imprecise. The location may then be corrected as required at
a later time.
Another feature of the Geo-File processing capability is the use of aliases for locations and
streets. Through the structure of this file, any number of aliases or abbreviations are allowed for
a location, or street, while relating all of these to the same physical location for use in
management reporting, investigations, and crime analysis.
3
After the dispatch function is completed, the accuracy of the location information relative to a
call provides:
· Improved and more accurate statistics;
· Better crime pattern information;
· Improved operational efficiency and work load measurements; and
· Better operational plans.
Thus the entire approach to the geo-fiIe must not be only directed toward the dispatch function
and the needs of the dispatchers, but must take into account all activities within the agency.
Secu.'ity . The prevention of unauthorized use of data collected in the public safety area is of
utmost importance in any system. In the software, data may be totally protected from
unauthorized use, or it can be limited in various ways. The softwar~ uses the security system
designed within the IBM hardware operating system and also provides additional security
measures built into the software so that only authorized individuals are allowed to utilize the
software or certain portions of the software. This authorization decision is an administrative one
controlled by the user agency and the system manager. It is not a limitation imposed by the
hardware or software architecture. It is a flexible capability which allows unlimited combinations
to be made to cover all situations in this sensitive area. The IBM security mechanism allows for
defining which users have access to which files. Through the use of the data base system,
management personnel can decide to provide for limited access to certain items of information
within the data system. In its installation approach, ALR provides time for initial consulting on
this feature. During this phase, the security mechanism is defined and prepared, and can then
be implemented at the time of installation.
Menu D.'ivell . The data base is updated through the Incident file maintenance programs.
Options are provided within these programs to allow access to each file. Thus, the operator does
not have to scroll through or call several programs to update the data base. By entering a case
number, the operator may access and update all files related to a case.
In addition to the above feature, a menu generation program is provided which allows the user
to easily tailor the menus to each user group. A user, therefore, will only see functions to which
he is authorized on his/her menu.
The menu system also provides the capabilities to restrict access to certain pieces of information.
This provides the user with the capability to maintain a security system which truly reflects the
agency's policies.
Because of the flexible nature of the software and the menu system, many users develop their
own queries and programs which they place on a user's menu. Also, if a government utilizes
other organizational wide systems, the menu system allows the installation to have the flexibility ·
necessary to add such items to its menus.
Table Driven. Specific terminology and code tailoring for a user agency are accomplished by
4
setting up definition files for codes. This allows easy modification without re-programming if
new items are needed or changes in terminology are required. These definition files are used for
on-line verification of data, to translate codes to text on reports and inquiries, and for generation
of "help" screens.
Because an agency may define its codes in any manner, a report definition capability is provided.
This allows each agency to tailor management, statistical, crime analysis, VCR, NFIRS and EMS
reports to meet specific coding requirements. In multi-jurisdictional installations, the system
allows agencies to share codes, if appropriate, so that duplicate entry is not required. If each
agency wishes to utilize unique codes, it is permitted within the software.
Message Handling - The software allows for the transfer of messages between users on the
terminals. In the dispatch area, any messages which are received are displayed on the secondary
screen, rather than on the primary working screen. If mobile data terminals or hand held terminals
are used, they may be utilized to send and receive messages from any terminal. These messages
can either be reviewed and purged or logged permanently. When inquiry results are returned
from the State or NCIC, they are automatically routed to the appropriate user and dispatchers may
also merge them into the case file, if desired.
The communications capabilities provide for the routing of inquiries to multiple host processors.
A single entry of data may be formatted automatically by the system to meet the needs of these
different hosts (e.g. state and county computers) without the user having to re-key or re-format
the data.
Hal'dwal'e - ALR created the software system utilizing the powerful relational data base of the
IBM AS/400. The AS/400 provides the best cost effectiveness in the industry. New RISC
processors make the AS/400 one of the most powerful platforms available, while providing an
'open' approach to inter-connectivity.
Several front-end communications controllers are available. All operate using the same
functionality. These include the IBM AS/400, RS/6000 and 486/Pentium PC's. These
processors allow the user to more efficiently access outside data bases and to integrate directly'
with other devices.
All modules are designed to interact with all other modules of the system. The modules which
are part of the software are the following:
Computer Aided Dispatch
CAD Statistics Module (If CAD purchased without a Records Management System)
Law Enforcement Records Management System
Juvenile Records Management System
FirelEMS Records Management System
Name Consolidation Module
Records Purge Module
5
LapTop Reporting System
Personnel Management System
Equipment Maintenance System
Public Safety Communications System including the following interfaces:
State Criminal Justice Information Centers
National Crime Information Center
E-911 (ALl/ANI)
Lap Top Computers
Alarm Monitoring
Hazardous Materials Data Bases
Mobile Data Terminals
Hot Site Backup Module
Jail Management Information System
Civil Papers Processing System
Inventory Control and Purchasing
Mugshots
Felon FInder with sdis Fingerprint System
Permits and Licensing System
Narcotics and Intelligence Data Base
In addition to the above modules, international customers also have the following modules which
are applicable in their environments. These are fully integrated with the above modules.
ImmigrationlPassport System (International)
Traffic Ticketing (International)
Drivers License System (International)
Automated Ticketing System
Firearms Tracking System
6
COMPUTER AIDED DISPATCH
The Computer Aided Dispatch System (CAD) developed by A. L. Roark and Associates, Inc. is
designed to provide a tool for communications personnel in the performance of the dispatching
function. The computer is utilized to aide the dispatcher in providing the most rapid and
appropriate response to calls for police, fire, and/or emergency medical service.
The CAD system is a process control system, which assists the call taker/dispatcher in the initial
receipt of information, the assigning of appropriate resources to respond, and the tracking of
desired response information such as times, locations, call nature, and units responding. It
automatically retrieves information from the CMS Records Management Systems and resource
files to alert dispatchers and responding units to hazards at a location, previous events at a
location, pre-planned responses, information about the premises, special instructions, hydrant
information, telephone contacts, "callout" lists, and street closures, etc. Other capabilities assist
the dispatcher to handle pre-scheduled calls and messages for officers.
The system is table-driven and allows the user agency to define the coding structures to meet
local needs and requirements. These features, used in the correct manner, allow the CAD system
to achieve outstanding performance.
CAD Featu.'es - In addition to the general features described in the Introduction Section, the use
of the CMS Computer Aided Dispatch system offers the following advantages which are
discussed in more detail in the descriptions which follow.
· Multi-Jurisdiction/Agency /Unit Processing
· Console workstations utilizing windowing technology and color highlighting (dual
monitor/PCs for dispatchers)
· Call taker capabilities
· Dispatcher functions
· Calls waiting queue
· Automatic assignment of units
· Information displays
· Status monitoring (committed and available units)
· Automatic time stamping
· Officer alert
· Wants and warrants information
· Vehicle/driver license inquiries
Multi-Jurisdiction/Agency/Unit Processing - A unique and cost effective feature of CAD is its
ability to handle the dispatching and record keeping functions for multiple jurisdictions and each
police, fire, and emergency medical agency simultaneously. History for each jurisdiction is
maintained separately which offers user such benefits as the following:
· Record security
· Local crime analysis within each jurisdiction
· Multi-jurisdictional analysis (regional).
7
Within the multi-jurisdictional environment, the CAD system supports joint dispatching of units
from police, fire and emergency medical agencies to a call for service. These are handled within
the CAD system through a linkage to the event number. Detailed follow-up reports can be
entered by each agency individually, but these reports remain linked by the event number.
Multiple units from any agency may be assigned by the dispatcher to a call for service. There
are no limitations on the number of units which may be assigned to a given call.
The multi-jurisdictional aspect of the software is further enhanced through the recommendation
of mutual aid when it is required. This feature also interacts with the Records Management
Systems to assist in the control of follow-up reporting, UCR statistics, and NFIRS reporting
. requirements.
Workstation Configuration - While the call taker workstation uses only one monitorlPC which
may be either color or monochrome, the recommended configuration of the dispatcher's console
includes two color monitor/PCs. One display monitor configuration may also be used if desired.
The primary screen is divided into three windows and displays simultaneously, data regarding
(1) the call being worked, (2) the list of available units, and (3) the list of calls waiting for
dispatch. This organizes the information for the dispatcher and prevents having to search through
several screens of data to access needed information. This windowing technology:
· Increases Efficiency
· Speeds Up Dispatching
· Organizes Information Better
· Keeps Screens Fresh
The primary screen is designed to allow the dispatcher to dispatch all types of calls, whether
police, fire or emergency medical, from the same screen. The cursor is placed in the appropriate
field depending upon the type of call indicated. Thus, the dispatcher must only become familiar
with one screen which facilitates the operational process and training. It also gives greater
flexibility in dispatch centers with multiple dispatchers.
Additionally, the system is designed so that all other data accessed by the system may be
displayed without changing the primary screen display.
The secondary monitor normally displays the status of units committed to activities. When
requested by the dispatcher, other information is also displayed on this screen. This information
includes:
. History of events at a location
. Premises information
. Hazardous material
. Response hazards
. Special instructions
. Help information for new operators
. Street closures
. Telephone contracts
8
· State Criminal Information System and NCIC inquiry responses
· Wants and warrants
· Vehicle information
· Fire run cards
· Hydrant locations
· Out of service hydrants
To ease the possibility of eye strain, facilitate training, and to emphasize the importance of a
particular situation, color highlighting is used for certain information or conditions such as:
· High priority calls for service
· Units overdue for contact
· Calls for service which have been held longer than the agency's policy
· Units which are committed, on the air, but available
· Units which are committed, at the station but available
Wants, Warrants, and Vehicle Inquil'ies - Local wants, warrants, BOLO's and ATL's are
automatically performed on the reporting party and any vehicle license entered on the primary
CAD screen. State and NCIC inquiries may be performed on the vehicle license and the suspect
by the dispatcher using a function key and does not require transferring to a special screen. Any
number of vehicles or suspects can be associated with any incident. The communications interface
to the CAD system further allows each agency to specify the types of inquiries to be performed
for each name or vehicle. For example, both" 1 0-28" and "10-29" inquiries are performed from
this single entry if desired.
E-911 - Interfaces to E-911 are provided to both the call receiver and dispatcher station. All
common E-911 interfaces are available and operational. The information from the E-911 is
merged into the primary CAD display or call taker screen. The operator may override any
information which is automatically displayed, but the original data is logged.
CAD OPERATIONS AND FUNCTIONS
The following section provides a written overview of the system's operation.
Call Take.' Function - The CMS software contains a Call Taker Utility designated and
programmed for use by call receivers and desk officers to initiate the call for service in the
system. The software provides the ability to enter information and to transfer this data to the
dispatcher, either as a completed record, or as a partially completed record via a "quick dispatch"
capability. Help screens are available to assist the operators with unfamiliar class codes,
locations, and priority information. This utility also contains features which allow inquiries on
calls for service by location, look-up of phone numbers by name and location, and an ability to
review and update previously processed calls with additional information.
Dispatching Function - The system provides the dispatcher with the capability to process calls.
for service directed to him/her by a call receiver, another dispatcher, or to enter new calls for
service acting as a call receiver/dispatcher with the same capabilities available to the dispatcher
as are provided to the call receiver. Calls can also be relayed to the dispatcher from a unit in
the field, through an automated alarm system, from a Mobile Data Terminal/Computer, from the
9
"walk-up counter", or from any other user authorized to enter such calls.
Dispatcher capabilities include the following features:
Work Area Window - The major portion of the primary screen is devoted to the work area
for the call for service being processed. This includes the information sent from the call
taking process, including the location, person reporting the event, type of call, nature of
call, description, etc. It also includes fields for units dispatched (without limitation in
number) and status updates. Several parts of this window roll, giving additional space for
more entries, such as dispatched units, description, etc.
Waiting Calls For Service Queue - The CAD is equipped with an interactive calls waiting
queue which maintains a list of the calls waiting at the bottom of the primary screen.
These calls are arranged in priority order with the oldest call within an individual priority
displayed first. The dispatcher may move the oldest, highest priority call into the work
area by simply pressing the Enter Key, or may select another call by simply entering the
'call que number' and pressing the Enter Key. When selected, the call is displayed in the
working area of the display. A call may be cleared from the calls waiting queue by being
selected or by using a function key to cancel the call. Use of this function key simply
removes it from the queue, but does not remove the record of the cail.
Color coding is used in the call waiting queue. The time received indicator turns blue,
to indicate that the call has been held beyond the time limit for dispatch set by the user
agency for that particular priority, and the entire call is displayed in red if an emergency
is in progress or it is a top priority call.
Unit Status - The status of all units, both committed and available, is maintained by the
system. Available units appear in a double column on the right side of the primary screen
and include a user defined unit type. This column of units rolls to sho~ additional units.
The committed units display on the secondary monitor/PC. This allows for the monitoring
of units currently being tracked on individual assignments. All units dispatched to a
single activity are displayed together, and information regarding an event may be re-
displayed on the primary monitorlPC by selecting any of the dispatched units committed
to that activity. The secondary screen may be rolled using function keys if multiple pages
of units are committed.
Automatic Assignment of Units - The CAD system allows for the definition of certain
units assigned to a particular patrol area, beat, or fire run card. Move up procedures are
used for fire and emergency medical serVices. The unit(s) are suggested to the dispatcher
based on information in the Geo-file. If the primary unit is not available, various
guidelines are used for selecting alternative units to respond to the call.
Run cards for various alarm levels may be entered for dispatching an entire pre-planned
complement of fire units, including automatic move ups. The dispatcher has the option
to override any suggested unit if required. The run card also has the facility to suggest
movements of units between stations and this movement is easily initiated and tracked.
10
Both the fire run cards and the law enforcement coverage plans have the capability of
. suggesting units across jurisdictional boundaries for mutual aid.
The system recognizes types of assignments for units that permit a unit to be reassigned
for a more urgent call for service or event. This event closure and reassignment occurs
automatically using a single function key for the transaction.
Informational Displays - When a call for service is received, the system automatically
searches the data base for pertinent information about that location. This search includes
looking to see if other incidents have occurred there, the presence of hazardous materials,
address specific information such as invalids or guard dogs, special instructions for the
type of incident, possible street closures, hydrant locations and/or hydrants out of service.
With respect to hydrants, any number of hydrants are allowed for any location. When
information is found, a message indicator is displayed on the primary monitorlPC, and by
using a function key to select the types of information which the dispatcher wishes to
view, the information will be displayed on the secondary monitorlPC. The agency may
specify the order in which the types of information will be displayed. Historical
information is displayed in reverse chronological order.
Data Base Inquiries - A message indicator is displayed on the working area of the
primary screen when results of local or State/NCIC inquiries are returned. These are
displayed on the secondary monitorlPC. The dispatcher may enter the unit identification
associated with the call or which requested the inquiry. Then, using a function key,
merge the inquiry response into the permanent record for the incident.
Automatic Time Stamping - All time stamping associated with an event or incident is
generated using the internal hardware clock for the actual time, with the time and activity
being recorded by the use of an activity code and a function key. The following time
entries are supported by the CMS software:
Time Received
Time Dispatched
Time Acknowledged
Time Arrived
Time In Command
Time Primary Search
Time Water On Fire
Time Secondary Search
Time Fire Under Control
Time Enroute To Station
Time To Hospital
Time At Hospital
Time To Jail
Time At Jail
Time Cleared
If an error is made in the time stamping, the operator may reverse the unit to the previous
status with a single command. Similarly, a unit may be removed completely from a call
for service and the call returned to the calls waiting queue.
Officer Alert - If a unit assigned to a call does not contact the dispatcher within the
agency's predetermined time period for the call type, the color of that unit's display on the
committed units screen changes color. This alerts the dispatcher of the overdue condition.
The length of this "time out" period may be modified by authorized agency personnel.
Times may be reset by entering the unit identification and pressing two keys.
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Officer Activation - Units may be activated either through the use of a pre-entered roster
or through a sign-on/sign-off function in the dispatch system. If a roster is used, it may
be updated immediately prior to activation.
If MDT/MDC's are used, the officer sign-on is coordinated with the CAD to ensure that
unauthorized use of an MDTIMDC cannot occur.
Off Duty Officers - Off duty officers may also be tracked through CAD using the Officer
Number (badge number) if the officer must be committed to an incident. After the officer
is cleared from the event, his/her number is not returned to the available units column,
and thus, he is not available for automatic reassignment.
Ambulance Rotation - Any number of private ambulance companies may be assigned
based upon geographical area. The dispatcher determines if the company should remain
the first on call or be rotated to the end of the list. The dispatcher can also record when
a call is made, the associated incident, and the time of the call.
Wrecker Rotation - Any number of wrecker companies may be entered into a rotation list.
This list may be based on geographical area or wrecker type.
Officer Enroute - After an officer is assigned to an event and has a acknowledged the
dispatcher, if it becomes necessary for this primary assignment to be interrupted in order
to respond to another situation, such as a traffic stop, the switching of assignments may
be made with a single function key. This assigns the unit to the traffic stop, and if no
other units are assigned to the original call, the call is returned to the calls waiting queue
with a memo field indicating the unit number which was originally assigned to the call.
The time the unit spent on the original call is tracked so that the response times and
statistics are correct.
Telephone Messages - The capability exists to record messages for officers by any
authorized user. When a unit is cleared from a call or becomes available for dispatch, a
message indicator is displayed to the dispatcher that messages are waiting for the officer.
These may be easily displayed and relayed to the officer. The message delivery is
recorded.
Fire Dispatch Information - If MDTIMDC's are used, dispatch information may be sent
to the MDT/MDC in the unit. This requires the use of the Public Safety Communications
System. If fire stations are equipped with printers, then dispatch, pre-planning, and other
information may be sent automatically to the appropriate station.
Fire Hydrant Maintenance - The fire hydrant maintenance module within CAD is
designed to provide information to the dispatcher and to fire stations upon dispatch of fire
units. The function, however, also serves as a hydrant maintenance function by tracking
the following:
Location
Out of service hydrants
Flows
Water main size
Inspection dates
Hydrant i,dentification
12
Any number of hydrants are allowed for each geographical location.
Event Information - Through a "pop-up" window, the dispatcher may recall information
based upon location, unit officer identification, time and date range, and/or call type. This
will cause all relevant call information, including units and officers assigned and all times
associated with the units and the call, to be displayed.
Command Line - Dispatchers are sometimes required to update unit statuses, assign back-
ups, and initiate officers on traffic stops while working on another call. This is
accomplished through a command line in a "pop-up" window which is displayed using
a function key. The dispatcher may enter a code and the unit(s). The CAD module
performs the desired task while the dispatcher returns to the original call in the working
area of the primary monitor/PC. This feature allows for a dispatcher to switch, at will,
between full screen entry and command line entry while in active dispatching mode. The
decision to use a full screen entry or command line is not mutually exclusive nor does it
have to be made at sign-on time. It is an option at any point in the dispatching process.
Dispatcher Assignments - Dispatchers are assigned a workload based upon call type,
jurisdiction, and/or area. These may be changed and calls re-routed at any time.
Additionally, more than one dispatcher can have the same assignment.
The calls waiting, committed units, and available units displays for a dispatcher only show
those items appropriate for that dispatcher's work load assignment. The dispatcher may,
however, add or delete jurisdictions from his/her display through the use of a function key
and "pop-up" window.
Current Activity Display - Any authorized user of the system may utilize a display which
automatically refreshes and displays available units, committed units, and/or calls waiting.
The user may also select unit type, jurisdiction, area, or squad. This is not restricted to
CAD personnel and is used by managers to monitor activities on-line.
CAD COMMUNICATIONS CAPABILITIES'
The automation of many interfaces is important to CAD due to the need to facilitate the operation
for dispatchers and to provide them with access to many sources of information.
Two approaches exist. One is a direct CADI AS/400 communications interface, two optional
interfaces are available (under most conditions). These are the E-911 and the State Crime
Information System and NCIC interfaces.
A second approach is the Public Safety Communications System in conjunction with CAD.
Several additional options are available under this approach, and it allows the user agency to
customize the system to fit the particular agency's current and future requirements.
Detailed description of these options are included in the Public Safety Communications System
Module description. The PSCS options are:
13
· Mobile Data Terminal/computers (MDT's/MDC's)
· LapTop Computer Reporting
· E-911 Interfaces (Basic E-911, Automatic Number Identification (ANI),
and Automatic Location Identification (All)
· Alarm System Interfaces
· Communication with external data bases such as State Crime Information Systems
and NCIC
· Automatic Vehicle Locator (A VL)
The most cost-effective approach depends on the long term goals of the agency.
CAD STATISTICAL PACKAGE
Many agencies do not wish to install a complete records management system, but still desire the
capability to analyze calls for service based upon date range, time of day, day of week, area, and
priority of response. The CAD Statistical Package provides the stand alone CAD user with these
capabilities and the ability to generate daily logs, response times, and reports, etc. All of these
analyses are further designed to allow each user organization to determine its own formats and
groupings of incidents. These facilities are a standard portion of the complete CMS Records
Management System.
LAW ENFORCEMENT RECORDS MANAGEMENT
The traditional view of law enforcement records management systems has been that they are only
intended to generate activity logs, to prepare required government reports such as the VCR, and
to index incident reports so that the "Hard Copy" can be located if needed. Such systems usually
are implemented independently of a Computer Aided Dispatch system, and the only connection
between the two systems may be the possible periodic transfer of data between the two modules.
While the above goals are included, the CMS Law Enforcement Records Management Module
(RMS) is based on a more comprehensive approach. The major goal of the RMS module is to
build a comprehensive data base which support all activities of the department including
reporting, management, crime analysis, investigations, evaluations, inventory, and item tracking.
This is performed in a manner which eliminates all duplicate data entry and provides access to
all information based upon the level of user authorization.
The data base contains all data regardless of its origin. This information includes calls for
service, self-initiated incidents, intelligence data, lost or found property, pawned articles, traffic
and accident information, and field interrogations, etc.
For calls for service or other information which originates in the dispatch center, the information
is immediately available to RMS users if the CAD module is installed. No duplicate data entry
or transfer of information is required with appropriate software and hardware.
14
For a call for service, traffic stop, field interview (FI) or other data items originating in CAD, the
initial entry into the data base is through the CAD. From this initial entry on, information about
the event continues to accumulate in the data base as it becomes available. The system tracks
the incident from the initial data entry to the final clearance and tracks suspects, those arrested,
other persons, vehicles, weapons, M.O.'s, stolen property, evidence, results of State Criminal
Justice SystemlNCIC inquiries, narrative, supplements, etc. without redundancy in data entry.
The Law Enforcement Records Management System has the standard features discussed in the
Introduction section of the overviews and contains several advantageous specific features
including those discussed below.
Management Info.'mation - Information is processed and made available to department
managers which helps them to manage the department more efficiently in day to day operations.
The data required by management is collected automatically during the initial data entry and
follow-up process. The RMS allows for the following:
Tracking cases
Summarizing activities
Reviewing cases
Preparing reports
Analyzing/distributing case loads
Evaluating personnel performance
Management information reports include the following categories:
Event Tracking - The Event Tracking programs of RMS allow for monitoring and
reviewing calls and cases assigned to individual persons. In addition, the programs give
information on how and when cases were cleared and the class and location of each case
assigned to the investigator.
The complete event tracking module is provided to assist investigation supervisors in the
tracking of investigations. These reports give supervisors information concerning case
loads, officer performance, and status of individual cases. All of the case tracking
facilities allow the supervisor to immediately review any case file without exiting to
another procedure and having to re-key the case number.
Programs also detail events assigned and/or cleared by each patrol officer. Separate
reports have been tailored for the tracking of patrol activities.
Statistical Reporting - Several statistical programs are available to assist management in
the decision making process including the following types of reports:
. Response Repo..t - This report details the times of response by priority of calls
for service providing the average, the slowest and quickest response levels for
each category. In addition, the breakdown separates the actual response delay,
(time of travel by officer) from the communications delay, (time required to
15
process the call in the dispatch center). These are available separately for Police,
Fire, and EMS calls.
· Incident Distl'ibution - More than twenty programs are available to classify calls
for service by type of incident, day of week, time of day, area, and priority.
These may be performed for any date range. The reports may be modified by the
user organization to reflect the agency's management style. These may also differ
by jurisdiction in a multi-jurisdictional environment.
· Investigator Evaluation - The investigator workload summary not only allows the
manager to evaluate clearance rates for an investigator, but also provides an
analysis of how cases are cleared. This is tailored by the user agency to 'reflect
the clearance categories used by each jurisdiction.
· Patrol Manpowel' Analysis - Patrol officer time may be categorized as specified
by each jurisdiction, and the report accumulates time by priority of response.
Self-initiated (on view) activities are analyzed and the average number of such
activities are calculated for the officer for each day during the period specified.
· Activity Report - The activity report is a table defined report which allows a
department to analyze the time spent by each sworn officer on various categories
of activities and the number of such activities. The report additionally provides
for subtotals, analysis by area and priorities. It evaluates each officer as a patrol
officer and as an investigator. A comparison is made between the current year
and the same period in the previous year. Departmental totals are generated for
each category.
· Activity Logs - Several logs are generated which list activities for a date and time
range for the entire department or for particular officers. Some of these are
inquiries such as the rollover report or the incident assignment log. Others are
printed reports such as the event number listing and case number listing.
· Activity Summary Report - These reports show all activity for the
agency during the specified time period. This report is valuable in determining
activities to be targeted for enforcement emphasis and crime analysis. These
reports also provide information to investigators and street officers relative to
activities that have occurred. The report details information on Arrests, Burglaries,
Subjects, Vehicles, Vehicle Prowls, Weapons, and M.Oo's. Such reports are often
used as part of the daily briefing process.
Crime Analysis Tools - Investigative tools are comprehensive in the system because of the nature
of the eMS data base. The inherent analysis capabilities of the system are supplemented by
standard Query routines provided by the AS/400. Name, grid, stolen property, and pawned article
searches are provided through the software. A crime analysis module is provided which contains
16
additional pre-defined searches which include:
Subject (Description)
Suspect (Address)
Arrested Persons (Type and Description)
Report Number
Citations
Vehicle Description
Wants and Warrants
Criminal Records
Name Search
As with many of the other search procedures within CMS, the majority of these searches allow
the user to view the entire file for a selected case without exiting to another routine and without
having to re-key the case number.
Special reports and searches allow investigators to pre-establish a list of incident types or names
and to execute batch searches as desired for any date range without re-entering the class codes
or names.
Names Files - The RMS module provides an extensive capability for tracking comprehensive
information regarding individuals who come into contact with the agency. In order to assist the
investigator, the system provides the capability to accumulate such data as:
Complete Descriptions
Aliases
Known Associates
Scars, Marks, Tracks, Tattoos
Places Frequented
Present and Previous Residences
Present and Previous Employers
Alias Dates of Birth
Alias Social Security Numbers
Clothing
Jewelry
No limits exist on any of the above pieces of information. All appropriate fields are "table
driven" and are determined by each jurisdiction. The investigative tools allow for searching on
any of the previous or alias fields.
The name entry capability allows an automatic exit to a name search facility to reduce the
probability of duplicate name entries. .
Wants and Warrants - The Wants and Warrants file makes use of the Names file for storing the
name and personal information, the Subject file for storing physical descriptions, and the Incident
file for maintaining related incident information. Using this format, wants and warrants which
are issued and which relate to incidents previously reported to the agency, may be directly linked
to the original call for service. Newly reported activity may be entered as new incidents
originating at the court.
Access to the wants and warrants portion of the system is provided by name, partial name,
address, and other related characteristics of the name, subject and warrant records. Inquiries are
interactive in nature, providing response information' directly back to the requesting terminal.
17
Arrests and Booking - The booking system prepares a booking document and may be used to
schedule court appearances, prepare census reports, and update the Arrest file. Final disposition
of a case is handled through the Arrest file. This is integrated with the Jail Management Module.
The Arrest file allows any number of charges on each arrest and tracks both pre-and post-
conviction dispositions. It further allows for recording assigned identification from other agencies
(e.g., Court, OBTS, Sheriffs Office, etc.). It maintains both NCIC and Henry fingerprint
classifications.
VCR Reporting - The system produces UCR reports based on date ranges, which means that the
report may also be used as a management tool as well as the government reporting form.
, Optional programs are available which will produce a magnetic tape of UCR data for electronic
submission to the state agency.
UCR reports include the following types:
Return A
Supplement to Return A Side 1
Supplement to Return A Side 2
Arrests for Individuals 18 Years of Age and Over
Arrests for Individuals Under 18 Years of Age
Officer related reports
The standard RMS module contains the National Incident Based Reporting (IDR) capability. This
is modifiable for the individual state reporting requirements based on tables. This facility
provides summary balancing reports as well as the capability to submit the reports either
electronically or by tape.
Description Entry - When it is desired to enter additional detail regarding the description and
features of persons and vehicles, M.O.'s and statistical information, option screens are provided
by the system. These option screens include such descriptive information such as:
Hair Types
Eye Features
Physical Features
Facial Hair
Ears
Scars, Marks, Tracks, Tattoos
Other Subject Features
Vehicle Colors
Vehicle Special Features
M.O. Characteristics
These option lists are tailored by each user agency to fit its needs. Operators simply select the
desired information by placing an "x" by the correct choice. This eliminates the need for coding
and typing information and increases the overall speed and accuracy of the data entry process.
The system also generates similar selecting lists for most fields throughout the system when the
user places a "?" in a coded field.
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Geo-Code Feature - Within the RMS, this feature provides a basis for extensive crime analysis,
ad hoc reporting and the interfacing of the system with other software products such as
computerized mapping systems.
In addition to many geographically based area definitions (e.g., beat, area, grid, map page, council
district, sub-census tracts, fire district, EMS district, etc.), the geo-code approach allows any
number of aliases for streets. Several new geo-code structures may be under development at any
time while one is being used in production. '
Previous Events At a Location - Operators may determine prior incidents which have occurred
at or near a specific address. This shows all incidents in reverse chronological order occurring
in the vicinity of a given address, displaying the event description, class, priority, times, officer,
complaint, grids, and patrol areas. This can be extremely ~mportant for officer safety as well as
valuable information for crime analysts and investigators.
The events at location program not only allows for the entry of a specific address, but allows for
address ranges as well. The program also takes into account any street name aliases involved.
Accident and Citation - Both the Accident and Citation entry formats are designed to be flexible
and may be tailored at any time to meet changing needs of the organization or state reporting.
In addition, the CMS system offers several reports tailored to the specific needs of traffic
investigation and enforcement. These include:
Accidents By Location
Most Frequent Accident Locations
Most Frequent Citation Locations
Accidents and Citations by Hour of Day
Accidents and Citations by Day of Week
Citations and Hazardous Violations
A miscellaneous accident report allows for processing such reports as boating accidents.
Property and Evidence - The Property and Evidence portion of CMS has been developed to
provide the ability to manage all property which comes into a department's custody, provide
inventory control, maintain disposition information, and maintain the chain of custody of the
property while it is being held.
Control numbers are assigned to each package or piece of property, and item numbers may be
assigned to items within a package of property items. These item numbers provide accountability
for individual pieces of property which may be handled differently during the time the property
is being held. These numbers are related to the associated case number and court exhibit number
and may be tracked by either identifier. Separate laboratory numbers are also maintained to
allow for tracking and cross referencing of laboratory movements and results. Numerous reports'
and on-line inquiries provide access to all information to allow the agency staff to quickly locate
evidence upon demand and to efficiently manage the property 'and evidence facility.
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The module is table driven, and the user agency may make use of the NCIC classification
methods or design and develop its own classification method.
The following features are provided within this portion of the RMS module:
Laboratory Information and Tracking - Items are tracked by laboratory number and
analysis results may be entered.
Status Tl'acking - Each item is tracked separately. This allows one of a group of items
within a control numbered package to be released or destroyed, while the status and chain
of custody on all other items is maintained.
Chain of Custody - The movements of each individual item are tracked and recorded.
Printed reports may be generated to detail the movements of property for court purposes
if desired.
Bin/Location ID - Each item is assigned a location while being held. This information
may be changed as necessary to reflect the current location as it moves through the
process from collection to final disposition.
Names - The property entry screen displays all individuals associated with a case. The
user only needs to indicate the individual's relationship to the item of property. The
property clerk may also access new names. These are automatically recorded in the
Master Name Index.
Narrative - Any amount of narrative may be added connected with any piece of property.
Recovered Property - Matches are maintained between the recovered items and the
Stolen Property Records.
COOl't Tl'acking - Court Identifications are cross-referenced to the property record.
Inquil'ies and Calendar - Several on-line inquiry features are included which are
designed to assist property personnel in the management of the property facility. These.
include:
Evidence By Control Number - This report lists each item within a control number,
and includes a description, status, location and case number for the item.
Evidence By Article Class - This report lists each item by article class. Like the
previous report, this report includes the description, status, location or bin number and
case number of each item. The property personnel may access the evidence
information by description alone.
Evidence By Case Number - This report lists all items of evidence related to a
particular case and displays similar information as the other reports. Each control
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number and item number is listed individually. This assists in preparing evidence for
court appearances and for final disposition.
Evidence By Storage Location - This report lists all items of evidence that should be
found in a particular bin or storage location.
Evidence Calendar - This report displays those items of evidence which have been
in custody for a certain length of time and for which no new activity has been
entered.
Reporting - The Evidence Status Report is a printed report which lists all items that are
of a particular status, and includes the description of the item, case number, location,
status, and control number. Such a report is useful for conducting inventory checks,
auditing, and preparing pick-lists for auctions.
Other printed reports may be produced using the IBM Query/400. This allows the user
to design and develop specialized reports which match unique criteria and may be
processed directly to the work station, to a printer, or to a data base file.
Major Investigations Module - Since law enforcement agencies are faced with the need to have
specialized capabilities to handle and manage intelligence information or to work with outside
agencies on a major investigation or narcotics task force, a capability has been developed to
address this requirement. The implementation of this feature allows access to the information
which needs to be shared with the outside agencies, but separates this information from other
records in the data base to provide the necessary security and privacy.
The basis of this feature is the ability for the user to cross reference times, dates, persons,
locations, property, .and vehicles. Utilizing searches and matching algorithms, the investigator
has the ability to ascertain patterns in the information received and to track leads in a major
investigation.
The data accumulated in this module may be merged into the regular data base after the need for
special security is over.
Mechanisms to establish new major investigative data bases are included. These can be
accomplished by user agency's staff.
Fingerprint System - The CMS system allows for the recording of fingerprints using the Henry
or NCIC category procedures. Query procedures allow for ~earches by fingerprint identification
based on entries. New search procedures are being developed which allow for the recall of
suspects based on either ten print classifications, or one or more fingers. Use of the Imaging
System allows for the recall of fingerprints on screens for the printout of the images.
Imaging Feature - Imaging is defined as the recording of digitized representation of documents
within an organization's operations. In public safety agencies, this includes such items as:
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Building or Site Plans
Maps Showing Hydrant Locations
Signed Witness Statements
Original Officer Reports
Property Receipts
Accident Diagrams
Fingerprints
Mugshots
The Imaging System utilized by the CMS software is based upon the IBM developed approach
for the IBM AS/400. This software and hardware utilizes the IBM 486/Pentium PC as a
workstation.
The CMS module provides, as a standard part of the system, the capabilities to utilize this
technology. This allows the user to review reports on-line and to make printed copies from
terminals connected to the AS/400. Interfaces to the scanning function are provided. This
capability makes full use of this technology with IBM supported hardware and software.
The interface between the CMS software and the IBM Imaging System is integrated into various
search procedures. Images may be recalled based upon numerous parameters rather than
requiring the re-entry of the case number in a specialized procedure.
Images may also be displayed in vehicles utilizing the Public Safety Communications System
with Laptop computers and a radio interface. For this application, the base maps or diagrams
reside within the Laptop and only the recall command, windowing, and overlays are transmitted.
This is designed to alleviate the problem of the slow nature of RF transmissions.
Hydrant Locations
Hazardous Materials
Crime Patterns
Patrol (Beat) Work Load Control
Unit Location
Routing Calls for Service
Minimum Travel Time Profiles
Geographic Information Systems - This technology allows agencies to perform visual analysis of
geographically based data.
Utilizing the IBM RS/6000 engineering workstation and various interface products, to interface
to the AS/400, CMS allows the user to perform customized analysis of public safety data residing
in the AS/400 data base and to display it graphically on the RS/6000.
Other RMS Features. Many other additional features are included as a standard part of the RMS
module. These include:
Global Searches for Names, Locations, and Case Numbers
Pawned Article Entry Integrated with Stolen Property Entry
Suspect Profiles with Physical Descriptions
Case Report Forms Showing All Available Information
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.1 '
A. L. ROARK AND ASSOCIATES, INC.
RATE SCHEDULE PER MAN.HOUR
1995
MANAGEMENT
SENIOR PROGRAMMER ANALYST
PROGRAMMER ANALYST
ADDITIONAL ON SITE TRAINING (per trainer)
All rates are plus expenses for on.site work.
Hours spent in travel are invoiced at one/half hourly rate.
~bH1Pl ( B
$ 150.00
$ 125.00
$ 110.00
$ 135.00