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HomeMy WebLinkAbout24a. Approve Purchase & Installation-Upgrade Fire Dept Records Management Systemnem iNo. APPROVED BY CITY MANAGER TO: HONORABLE MAYOR RODRIGUEZ AND MEMBERS OF CITY COUNCIL OFFICE OF DATE: JUNE 25, 2019 SUBJECT: DOWNEY INNOVATION AND TECHNOLOGY TEAM: FIRE DEPARTMENT FDM-RMS UPGRADE RECOMMENDATION That the City Council authorize the City Manager to approve the purchase and installation of computer hardware and software, up to $44,343, to upgrade the Fire Department's Records Management System (RMS) to current standards and enhance the efficiency of the department. As part of the Council's commitment to Efficiency and Adaptability, a third interdisciplinary Downey Innovation and Technology Team has been convened to study the implementation of technological and process improvements to enhance service and transparency and/or provide cost savings to the organization. The following staff members participated in the Third Innovation and Technology Team: Andrew Despres — Library Rebecca Guerrero — Public Works Alfonso Hernandez — Community Development Anthony Hildebrand — Fire Department Leif Lovegren — Parks and Recreation Jean Pominville — Police Department Raul Rodriguez — Finance Sandra Vera — Human Resources Serving as Senior Advisor to the Innovation Team was Vaniah De Rojas (City Manager's Office) The City of Downey prides itself on being an independent city that provides the utmost in services to its residents and visitors. Along with the outward provision of services comes the ongoing requirement to maintain the digital infrastructure that helps the city run efficiently and effectively. For the Downey Fire Department, that infrastructure comes in the way of FDM software. FDM is a robust system that is the digital backbone of the Fire Department. Included in the FDM suite of programs are a records management system (RMS), computer aided dispatch (CAD) system, fire inspection management, staff scheduling, and training records. In addition to all of these capabilities, FDM has a database for storing the data collected from all user interfaces. This database is the center point of the system in that internal and external entities require performance reports and access to the data. DOWNEY INNOVATION AND TECHNOLOGY TEAM: FDM RMS UPGRADE JUNE 25, 2019 PAGE 2 As a public entity providing emergency response services, federal and state regulations mandate the retention of records. Furthermore, the US Fire Administration (USFA), a division of the Department of Homeland Security clearly defines the requirements of collected data, its format, and specifics regarding its use. To meet these requirements, Downey Fire Department relies on FDM's software to perform these tasks, which highlights the importance of this critical tool. The version of software currently in use by the Fire Department was produced in 2004, and is known as WINO. While updates to the original_ framework have been released, WINO has become outdated and unsupported by the manufacturer. A more current version, titled WING, has become the industry standard in fire department records management. The current design of the system requires immense amounts of man hours for interaction. For instance, fire company business_ inspections are currently assigned through a manual audit of businesses. These records are printed and physically carried on the inspection. Changes and deficiencies then require manual input into the database. Through a software upgrade, steps can be taken to drastically increase personnel efficiency through the use of technology. Reports can now be generated electronically for the inspecting officers. Results of those inspections and changes therein can be updated in real time and business owners can receive an inspection report or any Notices of Violation immediately via email. With these efficiencies in mind, the Fire Department can experience an estimated cost savings of 5,460 hours or $273,000. This time can be used for other tasks that are need in the department or service calls. Additionally, by improving the user interface of the program and reducing the steps taken during reports, efficiency can be immediately realized. Additionally, with the query abilities built into the upgraded program, it will reduce hours spent manually collecting the data necessary for ongoing evaluations of the Fire Department's responses and performance. Of the current FDM components in use by the Department, two have already been upgraded to the WIN6 platform: CAD and the database. This leaves RMS, perhaps the most accessed portion by the Fire Department, as the remaining area of focus for the scope of this project. In simple terms, the Fire Department's current operating system is like Windows 95 in a Windows 10 world. in bringing the Fire Department's RMS to current industry_ standards, a reduction in man hours as well as a more seamless experience can be immediately realized by the community. Fire Department personnel will be more available for administrative tasks and the public can receive immediate reports from inspectors. Likewise,_ the real time updates of businesses within the database will alleviate the duplication of effort caused by the necessary manual input practices. This reduction in man hours spent would allow more time for public interaction at the Fire Department counter. Efficiency and Adaptability Quality of Life, Safety and Infrastructure DOWNEY INNOVATION AND TECHNOLOGY TEAM: FDM RMS UPGRADE JUNE 25, 2019 PAGE 3 ► ►"T,ii' A one time fee of $44,343 is required for the transition from WIN4 to WING software. There are no foreseeable changes in ongoing costs associated with our use of this software. In addition, training must be provided by fire department personnel to the remainder of the department. The cost of this would be the hourly rate of trained personnel to deliver the training. The cost of the software and installation, will be offset by the cost savings the department will immediately realize through the reduction of man hours, increased efficiency in required processes, and multitasking capabilities of the new program.