# Presentation: 141712

## IJIS, LEITSC & APCO Partnering to Build IEPDs for CADs and RMS

- Chief Michael Haslip, Blaine Police Dept.
- Suzette McLeod, Program Mgr, IJIS Institute
- Heather Ruzbasan, LEITSC PM, IACP

**Notes:**
SUZETTE:  
Chief Haslip of Blaine, Washington Police Department and also a very active member in the GJXDM community;
Heather Ruzbasan the Project Manager for LEITC a cooperative formed with leaders from IACP, Noble, PERF, and NSA; and 
I Suzette McLeod the Program Manager from the IJIS Institute who is the voice of public safety and justice industry 

will be spending the next hour discussing the IJIS, LEITSC, and APCO partnership in building IEPDs for CADs and RMS.  

## Today’s Session:

**The Partnership & Governance Structure**
*Enabling quality work @ a reasonable cost*
**The Process**
*Forming a team and building IEPDs*
**The Results**
*Supporting key CAD and RMS exchanges*
**What We Learned**
*And...mistakes you can avoid*

**Notes:**
SUZETTE:  We will spend time talking about four key topics; 

The Partnership which was critical to producing a quality product on this project, but must also serve as a model for future projects since funding is become more scarce will be reviewed by Heather Ruzbasan.  
The Process which will review 
The Results where Chief Haslip will review the exchanges we’ve documented and how that will affect the law enforcement personnel we support
And Some Lessons-Learned will be shared by this panel where we will also address any questions

## Partnership for this Project

**BJA **Sponsored Our Effort

**APCO** supplied Project 36 documentation & Monitoring Station SMEs

**LEITSC **defined need for IEPs in recent CAD & RMS Functional Specifications & law enforcement SMEs

**IJIS Institute** provided IEPD development management and industry SMEs

**Notes:**
HEATHER:

The Bureau of Justice Assistance (within DOJ’s OJP) enabled this work through their ongoing leadership and specific funding’
LEITSC (a body comprised of IACP, NSA, NOBLE, and PERF) involvement was a natural progression of their work on the newly release CAD and RMS Functional Specifications;
APCO (an association of more than 16k public safety communication members) became involved with IJIS when they decided to adopt the GJXDM in the joint continuation of Project 36; and 
The IJIS Institute, a non-profit organization representing more than 163 justice industry firms, coordinated and managed the IEPD Development work 

## The Future Requires We;

- Build **perpetual partnerships** with other associations and agencies
**Recognize competencies** and expertise of “partners”
**Leverage existing infrastructure** of “partners”
**Share, share, and share** information, work products, and time.

**Notes:**
HEATHER:

With shrinking budgets and higher expectations of grant dollar effectiveness, we MUST partner more.  Just as the IJIS Institute took firms who are competitors and helped them find common interests for collaboration; practitioners and associations working toward information sharing must do the same.  

Building enduring partnerships that recognize the core competencies and expertise of sister agencies and associations is important to making things happen better, faster, and cheaper.
Using the infrastructure that exists in sister agencies and associations can also help reduce funding needs while elevating our service levels
Lastly, remembering that our collective work products and time can help us all raise the bar will push us into the next level of information sharing.

## Governance Model

- Authoritative Owners
- Steering Committee
- Working teams
- IJIS Staff
- IJIS Contracted IEPD Experts

**Notes:**
HEATHER:

A healthy and productive partnership requires a clear and mutually acceptable governance structure; the IJIS Institute, LEITSC, and APCO created just such a structure with;

Definition of “Authoritative Owners”.  This is critical since projects have an end-date and project teams disperse.  This means organizations like LEITSC and APCO must take long-term custodial ownership of the artifacts built.
Second...a multi-disciplined Steering Committee was created with LEITSC, APCO, and IJIS representation.
Next, that Steering Committee appointed three working teams (Alerts, CAD, and RMS) which were comprised of balanced representation of industry and practitioner experts.  
Lastly, the IJIS Instituted provided project management staff and IEPD development contractors who filled the void presented by use of volunteer working team members.  This is critical since volunteers must go back to their day jobs.

## Clear Goals & Objectives

-  	Provide for **LEITSC, APCO, BJA,** & public safety community **publication of IEP reference documents** that support the top ten public safety data exchanges

**Notes:**
HEATHER:

A solid partnership also requires very clear, mutually endorsed set of goals and objectives.  These were flushed out during the kickoff meeting and regularly referred to in subsequent meetings where scope or intent was questioned. 

[read goal]

## Appointed Practitioners

**Lt. Dave Mulholland**
- US Park Police
**Chief Michael Haslip**
- Blaine Police Department
**Chief Gary Vest**
- Powell Police Department
**Jim Slater**, **CIO**
- Massachusetts Public Safety
**Dina Jones**
- Story County, IA
**Dan Murray**
- Arlington Police Department
**Jim Cox**
- Port Orange Public Safety

**Stephen Wisely**
- Onondaga
**Alan Komenski**
- Bellevue Police Department
**Bill Cade**
- APCO
**Martin Moody**
- APCO
**Heather Ruzbasan**
- LEITSC
**Mat Snyder**
- IACP
**Tom Steele, CIO**
- Delaware DHS

**Notes:**
HEATHER:

LEITSC and APCO went to their membership to appoint a diverse family of practitioners. 

## Selected Industry Firms

- Asynchrony Solutions
- MTG Mgt Consultants
- Advanced Justice Sys
- Spillman Technologies
- Visionair Inc.
- PAVIC Marketing
- TriTech Software Sys
- Intergraph Corporation
- Enforsys, Inc.

- Cisco Systems, Inc.
- Sungard HTE/OSSI
- Bask Enterprises
- URL Integration
- Vector Security
- Fire Monitoring Technologies
- Microkey
- Dice Corporation
- GE Monitoring Systems

***IJIS Institute is the “Voice of Industry” ***
***with 163 Member Firms ***

**Notes:**
HEATHER:

The IJIS Institute then pulled from its membership to appoint technology experts in the area of CAD, RMS, and Monitoring stations.  As you can see there were MANY key firms directly involved in the creation of our work, but note these firms are representing 163 total IJIS Institute firms.

## Today’s Session:

- The Partnership
*Enabling quality work @ a reasonable cost*
**The Process**
***Forming a team and building IEPDs***
- The Results
*Supporting key CAD and RMS exchanges*
- What We Learned
*And...mistakes you can avoid*

**Notes:**
SUZETTE:

Now I want to take a few minutes to walk through our IEPD development process.  Just in case some of you think developing IEPDs may involve handling explosive devices, I will first define IEPD.

## What is an IEPD?

**Notes:**
SUZETTE:

IEPD stands for Information Exchange Packet Document.  It is built upon XML.  XML stands for Extensible Markup Language which is similar to HTML (the language that supports displaying web pages).  While HTML uses tags before and after text to indicate how that text should be displayed (bold, centered, flashing, etc...) XML places tags before and after text to indicate what that text is.   

But XML has its limitations in that it allows use to use any tag or word to describe the data.  This means I could call something a car, you call it an automobile, and someone else a get-away-vehicle.  So we realized we needed a way to constrain XML for use in the justice community.

Hence came the Global Justice XML Data Model (GJXDM).  This is the justice and public safety communities way of defining house everyone should define the data so our systems are speaking the same language.   But the GJXDM is huge; a monster.  Which makes sense given the breadth of the justice and public safety community and focus.

So the concept of Information Exchange Packages (or Packet/Payloads) was introduced.  This involves taking the huge, monster, GJXDM and cutting out the pieces relevant to an exchanges particular uses.  For instance one would not generally need a docket number for an exchange designed to share early incident information.  So this allows implementers to take bit size pieces of the GJXDM for their work.

But we want to make sure we are helping the implementers as much as possible to grow adoption and ease usage so IEPDs (Information Exchange Package Documents) were invented which provides implementers with tools that can be used and reused in their development work.  

## What is Meant by “REUSE”?

*What is Meant by “REUSE”?*

**Notes:**
SUZETTE:

So why bother with all this...why not let the developers do their own thing without having to fool with what everyone else has done?  Well, let’s imagine for a moment that we have six different systems or entities.  They could be different domains (law enforcement, prisons, courts, fire, medical, prosecutors, etc..) or different states or local jurisdictions; they could even be systems within these domains.

When two entities want to share information they must each develop a custom interface.

When another two entities wish to share data; they two must each develop a customer interface.  Not inherently benefiting from the previous interface.

Then....the same duplicative work takes place for a third interchange.  This continues to happen; even when those systems have already build interchanges with another system since it is likely that each used different standards.

Notice we’ve now had six development efforts; each independent of one another.  Each requiring a significant level of effort and money.  None benefiting from the others’ efforts.

Notice also there are still many more interfaces required to procure a full sharing environment.

## What is Meant by “REUSE”?

*What is Meant by “REUSE”?*

**Notes:**
SUZETTE:

Using the GJXDM or NIEM methodology, however, each system simply builds ONE series of interfaces.  Better yet, when a new entity chooses to share data they are able to comply with the standard (and build only what is custom/unique to their domain) they will automatically be able to share with every other system with a single development effort.

True reuse.  A new entity steals what has already been done and focuses it efforts only on what is unique or what is the next evolution.  Now that they have time they also are likely to grow/improve on the standard thus immediately affording that much more to all the existing interfaces.

Now of course this is at the logical layer and not physical layer and there is much more to worry about then defining tags for the payload; but IEPDs at least provide developers with the benefit of work done before them so they can worry about the next group of interface challenges.

We build on success and constantly progress our current paradigm.

## What is in an IEPD?

**Notes:**
SUZETTE:

An IEPD is made up of artifacts that assist developers in their understanding and implementation of local IEPs.  First, a domain model is defined and documented using UML.  This defines the data elements and their relationship to one another (cardinality).  Next a GJXDM Mapping document is included which is typically an MS Excel spreadsheet that maps the domain model data elements to the GJXDM with element name, description, GJXDM name, and GJXDM path and namespace.  Next it includes the atual XML schemas.  These typically consist of a document schema, constraints schemas, and extension schemas.  Next, to validate the prior artifacts, it is prudent to create and include at least one XML Instance and Style-Sheet.  This is where the schemas become “real” to the end-user.  Lastly, documentation is included which defines the project members, key assumptions, exchanges supports, etc to provide context to an implementer who was not involved in the IEPD creation process.

## Built IEPDs

- Inception

**Artifacts & Deliverables**

- GJXDM
- Subschema
- Generator

- Forms or
- Screens

*Built IEPDs*

- All IEP
- Artifacts

**Notes:**
SUZETTE:

Since we’re talking about the creation and evolution of standards, it only makes sense that we also utilize a standard process for developing these IEPDs.  Each step produces critical artifacts that are either included in the IEPD or are used to communicate requirements to others.  Explain IEPD Clearinghouse and GJXDM Knowledgebase

## Today’s Session:

- The Partnership & Governance Structure
*Enabling quality work @ a reasonable cost*
- The Process
*Forming a team and building IEPDs*
**The Results**
***Supporting key CAD and RMS exchanges***
- What We Learned
*And...mistakes you can avoid*

**Notes:**
SUZETTE:

Our diverse and balanced committee went through this process and built eleven IEPDs.  Chief Haslip is going to walk you through those eleven exchanges and how they would be use help law enforcement

## CAD Team IEPD #1

| Group  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| CAD | Initial CFS Transfer | Eliminate re-keying of incident information for transfer between agencies or disciplines |

_***911 Caller***_

_***Arlington PD ***_

_***US Park Police***_

- Obtain Incident Info
- Enter CAD Data
- Contact Other Agency
- Provide Incident Info

- Obtain Incident Info
- Enter CAD Data
- Respond to Incident

- Call 911
- Report Accident

**Notes:**
CHIEF HASLIP:

## CAD Team IEPD #2 & 3

| Group  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| CAD
 | Resource Availability

Response
  | Eliminate phone calls to multiple agencies to query whether specific resources are available for release to assist in incident response |

_***Dispatched Unit***_

_***Dispatcher ***_

_***Agency 1***_

- Update CAD
- Call Agency 1
- Call Agency 2
- Call Agency 3

- Answer Call
- Respond to Request

- Request K9 Support

_***Agency 2***_

- Answer Call
- Respond to Request

_***Agency 3***_

- Answer Call
- Respond to Request

**Notes:**
CHIEF HASLIP:

## CAD Team IEPD #4 & 5

| Group | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| CAD
 | Subscriptions

Unit Updates | Provide for regular updating of resources from partnering agencies to speed identification of available resources or facilitate sharing of resources |

_***Field Unit***_

_***Dispatcher ***_

_***Agency 1***_

- Update CAD
- Contact Partner Agency

- Request K9 Support

- Search Availability
- Provide Availability

**Notes:**
CHIEF HASLIP:

## CAD Team IEPD #6 & 7

| Group  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| CAD
 | Request Resource

Respond to Resource Request | Facilitate systematic request for assistance or resource release between agencies |

*CAD Team IEPD #6 & 7*

**Notes:**
CHIEF HASLIP:

## RMS Team IEPD #1 & 2

| Group  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| RMS | Query RMS

RMS Query Summary Response | Support external-to-RMS or cross-RMS searches based on person, location, object, or incident/offense |

*RMS Team IEPD #1 & 2*

- Search on **Person**

- Search on **Object**

- Search on **Location**

- Search on **Offense**

**Record Mgt Systems**

**Notes:**
CHIEF HASLIP:

## CAD & RMS IEPD

| Group
  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| CAD / RMS | CAD-to-RMS | Support inter-system exchanges between CAD and RMS systems |

*CAD & RMS IEPD*

**Notes:**
CHIEF HASLIP:

## Alerts Team IEPD

| Group  | Exchange Name | Exchange Purpose |
| --- | --- | --- |
| Alerts | External Alerts  | Eliminate re-keying of alarm information between monitoring stations and PSAPs |

*Alerts Team IEPD*

- Intrusion Alarm
- Fire Alarm

- Validate Alarm
- Contact PSAP
- Provide Alarm Info

- Obtain Alarm Info
- Enter CAD Incident
- Dispatch Units

_***Business***_

_***Monitoring Station***_

_***911 Center/PSAP***_

**Notes:**
CHIEF HASLIP:

## Exchanges Varied in Size

*Exchanges Varied in Size*

**Notes:**
CHIEF HASLIP:

Built using GJXDM 3.0.3

## New GJXDM Elements Still Being Identified

*** Element are in local namespace but are derived from NIEM Emergency Management Domain**

*New GJXDM Elements **Still Being Identified*

**Notes:**
CHIEF HASLIP:

## Today’s Session:

*Enabling quality work @ a reasonable cost*
- The Process
*Forming a team and building IEPDs*
- The Results
*Supporting key CAD and RMS exchanges*
- What we Learned
***And...mistakes you can avoid***

*Today’s Session:*

**Notes:**
SUZETTE:

Now we’d like to summarize some things we learned as well as some insights which “may” help you avoid learning the hard way.

## Some Advice to Consider

- Define the authoritative owner and governance structure early
- Create a strawman before the first modeling meeting by doing some homework
- Be open to refining your exchanges once you get the experts in the room
- Make sure you have a diverse yet balanced team in the modeling sessions
- Have key roles appointed to support sessions;
- A** facilitator **with modeling expertise
- A **tool jockey** capturing element data
- A **documenter** who captures all the discussions, assumptions, and implementation thoughts

**Notes:**
SUZETTE:

## Some More Advice

- Don’t overlook the need to validate the mapping after the working sessions
- Start sessions by having team members share their systems, processes, etc... to bring words to life
- Have an aggressive outreach and communication strategy where a diverse team shares project objectives and progress
- Seek and support Pilots, HelpDesk, and TA support to validate work and share real-life success stories
- Acknowledge and support varied levels of automation and exchange partner trust

**Notes:**
SUZETTE:

## Don’t .................

- Forget to check the IEPD Clearinghouse
- Overwrite your modeling work; especially late in the day
- Don’t rush the modeling; if you are struggling consider refining IEP purpose
- Schedule heavy agenda items after a full day of modeling
- Get hung up on implementation issues
- Forget to order afternoon caffeine and snacks

**Notes:**
SUZETTE:

## Key References

**GJXDM Help-Desk**
- _[it.ojp.gov/gjxdm/helpdesk/](http://it.ojp.gov/gjxdm/helpdesk/)_
**IEPD Clearinghouse**
- _[it.ojp.gov/iepd/](http://it.ojp.gov/iepd/)_
**IJIS Institute**
- _[ijis.org](http://www.ijis.org/)__ _
**LEITSC Website**
- _[leitsc.org/](http://www.leitsc.org/)_
**APCO**
- _[apcointl.org](http://www.apcointl.org/)_

## QUESTIONS

- For more information contact:
**Suzette McLeod at the IJIS Institute**
_**suzette.mcleod@ijis.org**_

## Slide 31