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HomeMy WebLinkAboutCOM 0010.010 2006-2008 1~ M My, d~~:. 'V ' Lawrence K. Mahuna Harry Kim Mayor ; Police Chief Harry S. Kubojiri Deputy Police Chief County of Hawaii POLICE DEPARTMENT 349 Kapiolani Street • Hilo, Hawaii 96720-3998 _ (808)935-3311 • Faz (808)961-8869 November 19, 2001 - -v t J TO E HOFF AN, COUNCIL CHAIR AND COUNCIL MEMBERS - . FROM CE K. MAHUNA, POLICE CHIEF SUBJECT FINAL REPORT Name of Grant Program: COPS More 01 Federal or State Grantor: U.S. Department of Justice Office of Community Oriented Policing Services (COPS) County Grantee DepartmenUAgency: County Police Department Grant No.: 2001-CL-WX-0028 Amount of Grant: $1,091,075.00 Amount of County Match: $272,769.00 County Revenue & Expenditures Acct 010.201.5219.94; 3302.91 Grant Period: September 1, 2001 -August 31, 2007 Goals: See attached Objectives: See attached Outcomes: See attached Comm. No. ~ Ref. To: 'FCi Ref. Date MAR 0 5 2007 "Hawai`i County is an Equal Opportunity Provider and Employer" GOALS The goal of the project was to acquire a modern Records Management System (RMS) for the Police Department that will streamline data entry, improve the quality and completeness of data, and provide powerful investigative capabilities. The new system would provide time and efficiency savings, which will allow time for the redeployment of our field officers into community-based policing activities. The project also calls for the RMS to interface with a recently installed Computer Aided Dispatch (CAD) system and allow the department more versatility presently and in the future; to take advantage of Mobile Data Terminals (MDT) in the next technology improvement phase. OBJECTNES This project involved the acquisition of hardware and software to support the Records Management System (RMS) and for the local and wide area network infrastructure, which will link RMS throughout the police districts. The cost of maintaining the system after initial implementation will be integrated into the Departments annual operating budget will maintain the RMS after the initial implementation. OUTCOMES The departments new Records Management System (RMS) went live island-wide on January 3, 2005, with the data residing in the previous (WANG) system being converted at that time. An interface with the State's system for arrests (Green Box) was also implemented, which allows data captured on the State's arrest form to flow into the RMS. In addition, scanning systems were developed and implemented, to allow for documents associated with reports and court documents to be scanned into the system and made available electronically. Staff continued to provide training for personnel on the use of the RMS, and a "help desk" was established to assist officers and staff. Standard Operating Procedures for use of the RMS were revised as needed to insure accurate and effective use of the system. The Firearms module of the RMS became functional in March 2005, that allowed for personal data relating to the individuals applying for permits to acquire firearms to be inputted into the system and the completed permit applications generated. Registrations of firearms via the RMS began in July 2005, as well as the capturing of digital images of individuals applying for permits to acquire firearms. Officers are now able to retrieve data relating to specific firearms and to determine whether an individual has registered firearms. This will enhance investigations and contribute to officers' safety when reporting to a scene. The ID Section has also benefited from the RMS, by the lessening of paper to be filed. The state-wide electronic archive fingerprint file and the RMS computer, allows for data to be stored electronically, alleviating staff having to file paper documents in manila folders and file cabinets. Currently all new arrest warrants are scanned into the RMS, making the warrants easily accessible and can be retrieved for service from any station on the island at any time of the day. As a result of the warrants being scanned into the system, no hard copy file is kept, which frees the warrant clerk from maintaining a special file for copies of arrest warrants. The electronic interface of the RMS computer and Green Box (arrest reports) computer, allows for data from the Green Box to populate the RMS, which alleviates the clerk from having to re- enter the arrest data as previously done with the old system. In addition, mug photos taken at the time of an arrest will also populate RMS, which gives the police officer the opportunity to make lineups directly from the system. The RMS captures significantly more data than the previous system and provides for extensive linking of related data elements, making it a powerful investigative tool that is utilized by officers island-wide. This new system will allow the Hawaii Police Department to better serve the community providing faster and more efficient service.