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AGENDA ITEM REPORT

Title: Report on Computer Services Bureau Projects and Strategy
REPORT PROFILE
MEETING DATE
2/28/2013
BUREAU SUBMITTING THIS REPORT
Computer Services Bureau
RESEARCHED BY (PRINT NAME)
Colin O'Keefe
REVIEWED BY (PRINT NAME)
Dick Reed
REPORT DATE
01/08/2013
APPROVED BY
Robert A. Stresak
DATE APPROVED
02/05/13
PURPOSE
Information Only
FINANCIAL IMPACT
No

ISSUE:
This is an informational report on Computer Services Bureau projects and strategies.
BACKGROUND:
The previous chief of the Computer Services Bureau (CSB), Mitch Coppin, has retired after 30 years of state service, and has been replaced by Colin O’Keefe. Colin has been with POST since 2004, and previously held private-sector IT technical and management positions for ten years.   

CSB is responsible for POST’s computing resources and systems that serve California law enforcement. The Bureau consists of 17 full-time staff in three units:
  1. Applications Development Unit - responsible for programming and enhancing EDI, the Course Catalog, Reimbursements, and other statewide systems.

  2. Web Development Unit - responsible for all public and secure materials on the POST Website and secure forums such as SLI and Command College.

  3. Network Services and Support Unit – supports statewide users of EDI and the Learning Portal; performs all server, PC, and mobile technology purchasing, upgrades, training, and support.  
CSB also serves as POST's liaison to the State of California's control agencies on all matters of information technology.
ANALYSIS:
In cooperation with program stakeholders in other bureaus, CSB will pursue three broad strategic goals: 1) Take advantage of new technologies to increase automation of business functions; 2) Enhance technical security of POST systems and practices; and 3) Unify POST’s statewide systems into a single, easy-to-use online presence.

GOAL 1: Take advantage of new Information Technologies, including tablets and other mobile computing platforms, and rapid Web application development, to automate POST’s processes and better serve POST's stakeholders. 
  • Transition paper-based learning materials into mobile electronic formats: In cooperation with the Basic Training Bureau, CSB is prototyping a method to convert student workbooks into an electronic format accessible through tablets and other mobile technologies. If fully implemented, it is anticipated that electronic distribution of these materials will reduce overall costs, even when equipment costs are factored. Refer to Strategic Plan item B.16.12 for more information.
  • Automate internal processes to increase efficiency and responsiveness: In cooperation with the Administrative Services Bureau, CSB is working to automate the Professional Certificates workflow and integrate it with the Web-based EDI system. Following this project, CSB will automate the Reimbursements process as a Web-based system. Refer to Strategic Plan items B.15.12 and C.8.08 for more information. 
  • Offer Web-based applications to improve performance monitoring and course evaluation: In cooperation with the Training Program Services Bureau, CSB is creating an automated Course Evaluation Instrument (CEI) which will eliminate paper forms by allowing CEI submission via mobile phone, tablet, or PC. This process will eliminate data entry and allow instantaneous reporting and analysis of course evaluation data. 
  • Develop a broad range of computer-based testing and automated scoring tools: In cooperation with the Standards, Evaluation, and Research Bureau and the Basic Training Bureau, CSB will work to extend computer-based testing past current TMAS capabilities, including Reading and Writing, Dispatcher, Scenario Scoring and other components. All of the additional components will be developed to integrate into a single POST test delivery system, allowing improved reporting and statistical analysis.
GOAL 2: Improve POST’s technical security procedures and practices internally and throughout the State. 
  • Replace TMAS with a paperless, secure off-the-shelf system: CSB is working with the Standards, Evaluation, and Research Bureau and appropriate State oversight agencies to procure a replacement for TMAS, which is functionally and technically obsolete and presents the risk of data loss. The new system will offer improved security and functionality, and support a wider array tests. Refer to Strategic Plan item C.14.11 for more information.  
  • Improve information-handling procedures: In Quarter 4 of 2012, CSB oversaw a biennial agency-wide Risk Assessment. The confidential assessment, performed by a specialized security vendor, recommended several process improvements and system changes to improve information security. During 2013, CSB will work in collaboration with all bureaus to address these recommendations.
GOAL 3: Improve access to all POST products and tools by presenting a single, easy-to-use online presence.   
  • Integrate POST’s online products (EDI, Learning Portal, Course Catalog, POST Website, Secure Networks, etc.) into a more cohesive unit: In cooperation with Learning Technology Resources, CSB will work to unify POST’s various Websites and online systems into a single online presence. A single point of contact will allow law enforcement personnel to use a single user identifier and password, and reduce guesswork when accessing POST information. CSB will also work to increase sharing of technical components internally between bureaus to enhance all of POST’s technical development.
  • Provide tools to improve POST's communication with law enforcement personnel and agencies: In cooperation with the Basic Training Bureau, CSB is working to automate event planning and registration functions. Applications include Consortium meetings, Training Manager Workshops, etc. Automation will simplify event registration by eliminating the need to register by fax, telephone, and paper mail.

By working toward the above three strategic goals, CSB will provide systems and technical services that are easier for stakeholders to access and use, and will increase efficiency within the agency and in the field.

RECOMMENDATION:
This item is submitted for information only, and no action is required.
 
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