HomeMy WebLinkAbout20100216 - VI-12
HASTINGS POLICE
MEMO
DEPARTMENT
TO:
Mayor and City Councilmmebers
FROM:
Mike McMenomy, Police Chief
DATE:
February 4, 2010
SUBJECT:
Police Department Record Management System
For the past 17 years the Police Department has worked with a Florida based company called
Custom Micro to provide our agency's record management system. City IT Director, Stephanie
Nornes, who was part of our clerical staff, worked with the owners of Custom Micro to design
our RMS (record management system) making a system called Justice which has handled our
records for over the last 11 years. In 2007 with the creation of the Dakota Communications
Center and all Dakota County police and fire agencies being dispatched by the DCC, the
opportunity was made available for all 12 law enforcement agencies to convert to one RMS
system called Logis. After reviewing the Logis RMS product being offered, the high costs
incurred for this system and yearly maintenance cost we believed our current RMS system-
Justice was the a better product and far less expensive so we kept our Justice RMS. The other
eleven Dakota County law enforcement
agencies converted to the Logis system. Dakota County CJIIN did create a platform and hub
connecting our Justice system to the DCC/Logis system so we have been able to be a part of
department which is due in full by February 2011 or can be spread out in payments over 5
years and they were trying to get information on what payment option we would be doing.(see
attached) $ 30,000.00 budgeted in our departments budget minus the Logis CAD mobile
software replacement cost of $ 18,012.00 leaves a balance of $ 11,988 which would cover the
$ 10,965 per agency buy in cost of the Pro Phoenix RMS.
In conversations with Mary Cerkvenik she did advise one additional unknown cost at this time
is that she would be requesting the county board allow her to hire another full time employee to
handle this Pro Phoenix RMS for the 8 agencies and this salary cost and benefits would be
paid by the 8 agencies. She advised she did not feel the salary and benefit package would be
equally split up between the 8 agencies but they would bill out each agency cost by the
percentage of call load and use which is the same way they bill their yearly CJIIN user fees to
Dakota County agencies. Example would be our cost would not be the same as Burnsville's or
W. St. Paul, which are bigger departments with more calls and users but our cost would
probably be bigger than a Mendota Heights, Farmington which are smaller departments with
less calls and users. She also advised this expense would not start until July of this year as
that would be the soonest they would have the RMS project going and staff person hired. Other
than that unknown dollar commitment amount at this time I believe this is now the best
opportunity for our agency to switch to this new Pro Phoenix RMS. Records and Office
Manager Mary Cofer and Lt. Jim Rgnonti have seen the Pro Phoenix product and tested it out.
Mary Cofer advised it does have some additional features that our current Justice system does
not have such as mapping and Lt. Rgnonti advised the Pro Phoenix system seem fairly "user
friendly" and would be new for the Officers but very workable. One final factor for this change
consideration is in conversations with IT Director Stephanie Nornes she has advised she does
hope to retire from her IT position with the city next year in 2011 at which time we will not have
any way of repairing modifying or hands on work with our Justice system. The Custom Micro
Inc. business that Stephanie worked with in designing our Justice system is based in Florida
has no other clients in Minnesota and we may be unable to get work done on our Justice
system done in a timely manner.
I will conclude by proposing that the city use the Fire department budget of $ 15,000 dollars
plus $ 3,012 dollars of our $ 15,000 dollar budget to pay for the $ 18,012.00 Logis CAD mobile
software replacement cost which would leave $ 11,988 dollars in our budget which should
more than cover the buy in cost for the Pro Phoenix RMS system and our percentage of salary
cost for the salary cost this last half of this year CJIIN hopes to hire.
Thank you for taking the time to consider this request.
2/11/2010