CAD and RMS System

The vendor is required to provide computer-aided dispatch (CAD) and records management system (RMS) has become increasingly outdated, with limited integration capabilities, inefficient workflows, and a lack of modern features that are now considered essential in policing.
- The integration of body-worn camera (BWC) systems, artificial intelligence (AI) tools for incident analysis, real-time data sharing, and automated reporting features have transformed the way agencies collect, manage, and analyze information.
1. Needs assessment
•    Conduct stakeholder interviews across operational divisions, units, and teams.
•    Include dispatch, patrol, records, investigations, it, and administration. 
•    Review current workflows, hardware, and software ecosystems for capability, integration, and identify current operational gaps. 
•    Identify inefficiencies and potential compliance issues. 
•    Evaluate existing CAD and RMS, AI, redaction, and body worn computer systems. 
•    Identify workflows that can benefit from AI and automation and integration that are missing in current CAD and RMS systems. 
•    Benchmark current compliance and ease of use of systems for CJIS, NIBRS, ab 748 and other regulatory components.
2. Requirements development
•    Develop a detailed set of functional and technical requirements for the new CAD and RMS system.
•    Create a functional requirements catalog including:
o    Dispatch and call handling
o    Records and case management
o    Evidence and digital media integration
o    Mobile date functionality (field report writing, mobile CAD)
o    Reporting and analytics (crime analysis dashboards, AI insights)
•    Define integration needs with body-worn cameras, digital evidence management systems, mobile data terminals, and state and federal databases. 
•    Specify AI-readiness requirements, ensuring the system can adopt or integrate with emerging AI solutions. 
•    Establish cybersecurity, CJIS, and NIBRS compliance requirements.
•    identify and specify interoperability requirements for CLETS, DOJ, courts, district attorney’s office, jail, allied agencies and any regional or federal data-sharing systems.
•    Define technical requirements including:
o    Cloud v. on-premises considerations
o    System security (encryption, user access, and audit trails)
o    Disaster recovery and continuity planning
•    Draft a requirements matrix (functional, technical, and compliance) that can be used during vendor evaluations. 
•    Draft evaluation criteria to be used in vendor scoring.
3. Market research and vendor shortlisting
•    Conduct a market scan of leading CAD and RMS providers
•    Gather information from allied agencies on lessons learned and system satisfaction and dissatisfaction.
•    Evaluate vendor solutions for:
o    Native or third-party AI functionality.
o    Seamless BWC integration (video ingestion, automatic incident linkage, evidence auditing).
o    Scalability, cloud-readiness, and disaster recovery.
o    Create a vendor comparison matrix highlighting features, strengths, and risks.
•    Prepare a comparison matric identifying strength, risks, allied agency satisfaction and dissatisfaction, and costs.
4. Procurement support
•    Develop structured evaluation tools (e.g., weighted scoring matrix) for vendor selection
•    Coordinate and facilitate vendor demonstrations, ensuring CAD and RMS, AI, and BWC functionalities are tested against requirements.
•    Provide independent scoring analysis to supplement internal evaluations.
•    Provide technical and operational input during procurement negotiations.
5. Recommendation and reporting
•    A comprehensive final report summarizing findings, vendor evaluations, cost benefit analyses, and recommended solution(s). 
•    Provide a roadmap for phased implementation, highlighting staffing, training, and policy considerations. 
•    Present findings and recommendations to project panel, it, and command staff.
6. Pre-implementation guidance
•    Advise on change management and stakeholder communication strategies.
•    Provide input on policies related to AI and BWC data handling (transparency, privacy, evidence retention).
•    Assist in defining project governance structures to support implementation.
7. Implementation guidance
•    Develop an implementation plan with milestones, dependencies, and risk management strategies.
•    Advise on data migration planning, including legacy records, CAD history, and BWC evidence.
•    Recommend training plans for dispatchers, officers, and records staff.
•    Provide policy guidance on AI, BWC and any other integrated uses, addressing privacy, transparency, and accountability.
•    Provide training recommendations for each individual team tailored by role.
•    Support change management strategies to ensure smooth adoption.
•    Define success metrics and establish performance measures to track system effectiveness post go-live.
•    Provide contingency plan and rollback strategies in the event either are necessary.