IJIS, LEITSC & APCO Partnering to Build IEPDs for CADs and RMS 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. Chief Michael Haslip, Blaine Police Dept. Suzette McLeod, Program Mgr, IJIS Institute Heather Ruzbasan, LEITSC PM, IACP

Today’s Session: The Partnership & Governance Structure The Process 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 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 LEITSC defined need for IEPs in recent CAD & RMS Functional Specifications & law enforcement SMEs APCO supplied Project 36 documentation & Monitoring Station SMEs 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 IJIS Institute provided IEPD development management and industry SMEs

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. 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 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 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 Heather Ruzbasan LEITSC Mat Snyder IACP Tom Steele, CIO Delaware DHS 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 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. IJIS Institute is the “Voice of Industry” with 163 Member Firms

Today’s Session: The Partnership The Process The Results 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 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? IEP GJXDM XML An IEP Document is a package of exchange artifacts that serve as reference materials. The package includes GJXDM-conformant model schemas used “as is” or extended to meet individual jurisdictional requirements and it also includes associated documentation that help implementers understand the information exchange. IEP The Global JXDM approach is to construct and utilize exchange packets (IEPs or GIEPs) with GJXDM components anytime data is shared between systems, agencies, and juristictions. GJXDM XML descriptions (tags) are not pre-defined so the Global Justice XML Data Model was created to assist in defining national tags for justice related information exchanges. XML XML stands for EXtensible Markup Language and is much like HTML. While HTML was designed to assist in defining how data looks or is displayed, however, XML was designed to describe data. 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”? 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”? GJXDM 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? DOMAIN MODEL DOCUMENTATION GJXDM SCHEMAS MAPPING INSTANCE & STYLE-SHEET 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. SCHEMAS

Artifacts & Deliverables Built IEPDs CAD Specs RMS Modeling Tool Other IEPs GJXDM Mapping Tool GJXDM Subschema Generator Forms or Screens All IEP Artifacts Exchange Inception Domain Modeling Standards Mapping Schema Building Test via Validating Packaging & Posting Use Case Model Exchange UML Domain Model GJXDM Mapping List of Extended Elements XML Document Schemas Constraint Extension XML Instance Sample Style Sheet Support Doc Clearing House Posting Artifacts & Deliverables 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 The Process 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 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 CHIEF HASLIP: Call 911 Report Accident Obtain Incident Info Enter CAD Data Contact Other Agency Provide Incident Info Obtain Incident Info Enter CAD Data Respond to Incident

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 Answer Call Respond to Request CHIEF HASLIP: Agency 2 Answer Call Respond to Request Request K9 Support Update CAD Call Agency 1 Call Agency 2 Call Agency 3 Agency 3 Answer Call Respond to Request

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 CHIEF HASLIP: Request K9 Support Update CAD Contact Partner Agency Search Availability Provide Availability

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 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 Record Mgt Systems Search on Person CHIEF HASLIP: Search on Object Search on Location Search on Offense

CAD & RMS IEPD Group Exchange Name Exchange Purpose CAD / RMS   Exchange Name Exchange Purpose CAD / RMS CAD-to-RMS Support inter-system exchanges between CAD and RMS systems CHIEF HASLIP:

Alerts Team IEPD Group Exchange Name Exchange Purpose Alerts External Alerts Eliminate re-keying of alarm information between monitoring stations and PSAPs Business Monitoring Station 911 Center/PSAP CHIEF HASLIP: Intrusion Alarm Fire Alarm Validate Alarm Contact PSAP Provide Alarm Info Obtain Alarm Info Enter CAD Incident Dispatch Units

Exchanges Varied in Size CHIEF HASLIP: Built using GJXDM 3.0.3

New GJXDM Elements Still Being Identified CHIEF HASLIP: * Element are in local namespace but are derived from NIEM Emergency Management Domain

Today’s Session: The Partnership & Governance Structure The Process 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 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 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 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 SUZETTE:

Key References GJXDM Help-Desk IEPD Clearinghouse IJIS Institute it.ojp.gov/gjxdm/helpdesk/ IEPD Clearinghouse it.ojp.gov/iepd/ IJIS Institute ijis.org LEITSC Website leitsc.org/ APCO apcointl.org

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