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In
order to ensure better alignment with the City, the Members Information
System (MIS) and the Enterprise Asset Management are going to be split off
from the original bundle presented. Work in the other five areas will proceed
as scheduled.
In the back office area, staff will
be working with the City to maximize the use of their SAP system, which is
currently being upgraded. The upgrade is expected to the completed by January
2019. The two teams are meeting to compare roadmaps and will be looking to
maximize overlap and for opportunities to merge into the newest version of
SAP.
Specific timelines for deploying
new mobile devices for officers are not yet available. Staff have charted
out how they are going to bring the new computers (mobile terminals) into the
cars and then how they will actually transition the officers to handhelds.
To take away the data terminals that are currently in the vehicles is a
longer-term process.
The cost of the phones and the bandwidth
are included in the $1.74M. Officers will be able to do the same work from
their new smartphone outside of the car as they currently can in the car.
Rules for accessing information on the car laptop will apply to smartphones
use.
Tangible benefits that have been
achieved to date include: a new security environment; a new technical backbone
for all streams of work to operate on; and a new approach to information and
how the information is accessed. With the exception of the Innovation
stream, the other streams are following a design, plan, and implement
approach. Staff have been planning and designing the applications and the
implementation will happen in Bundle 2.
The approach with the Innovation stream has been unique in
that a group of 20 operational members meet twice a year to have discussions
about what is needed from a technological perspective to help drive
operations. In the first session the Innovational Group came up with three
key things they wanted looked into: Zelo – a push to talk application that
allows individuals to talk in smaller group sessions which has proven
effective; Social Sentiment Analysis –a very helpful tool to drive
operations, i.e: elevate traffic complaints, measure community response to
an incident; and Health IM. At the last Innovation Council meeting a
discussion took place about facial recognition software.
In terms of the lease request, the purpose of the
additional space is to create a project environment where staff can be
involved with the project and work as a coordinated team. The Innovation Council
wants to see how things work and be involved in the development.
Teleconferencing will be maximized, but when it comes to implementation
everyone will be side by side to see it happen.
Other police services are anxious to see how the OPS
Roadmap unfolds. From the back office perspective, there is a commitment to
deliver and implement the roadmap plus report back on the transformation of
work and the benefits that go with that. There has also been a lot of
interest from an operational perspective. The opportunities to streamline
front line work are immense.
Chair El-Chantiry asked that the next report to the Board include
the progress being made and the benefits of the investment as well as the
work being done with the City on the back office.
That the Ottawa Police Services
Board:
1.
Receive the Modernization Roadmap update for information;
RECEIVED
2.
Approve the work plan for Bundle 2A as set out in the report;
3.
Approve the delegation of authority to the Chief of Police to execute
and administer Bundle 2A in accordance with the Master Contract Agreement, to
a maximum of $9.9 million;
4.
Approve a 5-year lease, commencing 1 August 2018, with Metcalfe Realty
Company Limited for 3,034 sq. ft. of space at 150 Isabella Street for an
annual net rental amount of $27,306 and annual estimated operating costs of
$48,600.
CARRIED
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