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The NYS Forum
Project Management Workgroup

Domestic Incident Report:
The Importance of Engaging Your Stakeholders

August 23, 2016
2:30 pm - 4:00 pm
(2:00 pm Check-In)
The NYS Forum
24 Aviation Road, Suite 206, Albany New York

Webex available for this event

Presentation Description

To meet strategic technology and innovation goals, the NYS Division of Criminal Justice Services (DCJS) needed to develop a vision that moved DCJS from manual data receipt processes to automated solutions including electronic transfer with data quality checks. This vision would allow DCJS to move towards real-time submission of Domestic Incident Reports (DIR) and shorten the process cycle time of making this information available to law enforcement. In the current process, Law Enforcement Agencies submit DIR forms to DCJS via postal mail, with a few sent by email. All received forms are scanned and uploaded into the DCJS DIR Repository. Submitting Agencies reflect a very wide variety of technological capability, with many making use of DIR or records management system (RMS) software and vendors, allowing them to store DIR information centrally, and export DIR reports to send to DCJS.

Implementing a one-size-fits-all automation and electronic submission solution seemed unworkable. Larger customer Agencies and their vendors could likely move to a web services based transmission of DIRs, while mid-sized Agencies might have capability to implement file transfer protocol (FTP) based submission. While likely many law enforcement users could use the existing Integrated Justice Portal if a DIR interface was created, still others might very well end up constrained to continue to mail hardcopy DIRs to DCJS.

Given the wide divergence of local agency and vendor capabilities for a more automated solution and the uncertainties of which potential solution would yield the greatest possible benefits to DCJS and their customer agencies, DCJS undertook an initial Electronic Submission Assessment project. The Assessment would survey DIR contributors and selected vendors for capability, readiness, and interest in implementing a more automated DIR solution. At the same time, DCJS undertook an effort to streamline the existing paper form, a revised version of which would form the basis for an electronic DIR.

The Assessment allowed DCJS to develop, analyze, and confirm viable objectives for pilot implementations of automated DIR application, processes and components. DCJS remained open to creating multiple input mechanisms and solution options to suit the variety of Agency capabilities. Recognizing competing challenges and constraints, and providing flexible solution options, prompted DCJS to charge project team to conduct an extensive survey of Agencies and follow-up with Agencies and their vendors to confirm submission capabilities. Seeking customer input in advance helped build early buy in. Business Sponsorship was critical to the success of the project and maintained team focus on target for implementation.

Featured Presenter

Jeff Nuding, PMP, CSM

Jeff Nuding serves as Director of the NYS Public Safety Cluster (PSC) Project and Program Management Office (PPMO), responsible for PSC IT Portfolio Management and Governance, as well as oversight of PSC and Agency IT Project Management Office (PMO) activities. Prior to NYS Service, Jeff was a Senior Principal Consultant with NTT Data, and has been a certified Project Management Professional (PMP) since 2001. Jeff has managed Portfolio, Infrastructure, Network, Systems Integration, and Application Development Projects for major corporations and New York State Agencies.

In November 2005, Jeff began work with NYS Division of Criminal Justice Services (DCJS), where he managed his first project for DCJS completing the migration of critical public safety and criminal justice systems and databases to a new production platform. Since then, Jeff's project management responsibilities have included managing a strategic personnel and functional reorganization, managing test deployments of critical infrastructure components in preparation for a major systems deployment, and myriad and wide-ranging infrastructure and information technology projects.

Jeff managed the Statewide Automated Fingerprint Identification System (SAFIS) Archive Project, implementing a digital fingerprint archive. He managed an Assessment of NYS participation in the US FBI National Fingerprint File (NFF) and multiple re-engineering efforts related to fingerprint submission messaging. Jeff also served within NYS Pubic Safety Cluster as Program and Project Manager for multiple Sex Offender Registry enhancement and improvement projects and as Project Manager for multiple Domestic Incident Reporting (DIR) enhancement and improvement projects.

Jeff serves in the New York Army National Guard as a Sergeant Major with the Office of Strategic Plans and Joint Training, Joint Force Headquarters (JFHQ-NY). Jeff has presented at PMI North America Congresses in 2003, 2007, 2008, 2009, and 2012, and a number of PMI Upstate NY Chapter meetings. Jeff is married, with three children, with a son in the United States Military Academy (West Point) Class of 2018.