HomeMy WebLinkAboutFS 2015-10-20 Item 2B - Discussion - Police Records Management System Purchase StatusCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety
FROM: Chief Mike Villa
BY: Trina Cook
DATE: 10/14/15
SUBJECT: Police Records Management System Purchase
ISSUE
The Police Department needs to update its records management system.
BACKGROUND
The records management system being used has been in place for nearly 20 years. The overall
functionality of the system is basic and limited. Inefficiency restricts our ability to effectively
create mandatory state reports, respond to public disclosure requests, and investigate criminal
networks.
DISCUSSION
In order to effectively manage our resources, the department seeks a solution that will improve
our technological capacity and access to information, which is a strategy listed in the Police
Department Strategic Plan. An updated system will improve efficiency and effectiveness
department -wide, including increased officer safety with access to records in the field, and
reduced liability risk with a comprehensive and integrated system.
Advanced crime - fighting tools based on current and historical data will be available to each
employee, as well as simple -to- produce statistics to enhance our reporting to internal (City staff,
Council) and external (the public) customers. From the detective who will receive their case
assignments electronically, to the domestic violence advocate who will be able to quickly assess
whether a situation is escalating, to the command staff who can review a complete case from
their own desk, every member of the department will see benefit from this system.
The new RMS would also support the City's strategic plan. Goal Four is "A High- Performing and
Effective Organization" — Section E.2. directs us to "Focus City expenditures on community
priorities and maximize efficiencies in service delivery," and specifically, "Establish policies and
process to adopt technology that improves City services and makes them more efficient."
In order to be more effective in our internal work, and therefore better serve the community at
large, it is imperative that we replace the RMS and establish a solid technology base from which
to do our work.
FINANCIAL IMPACT
The police department has been talking about updating our RMS for many years, and started
allocating funds five years ago.
In addition to the $350,000 set aside in the contingency fund, we expect to need an additional
$500,000 to $600,000 based on research from current RMS vendors. The total cost would
include software, hardware, implementation, training, and a half time tech support person. This
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INFORMATIONAL MEMO
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0.5 FTE position would assist in the greatly increased tech needs during implementation as well
as ongoing after go -live.
With the right combination of features and vendor support, this type of purchase should last the
department at least another 15 years.
RECOMMENDATION
Information only.
ATTACHMENTS
PowerPoint slides.
CARMS F &S InfoOnlyMemo 101515.docx
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