Online Reporting Platform

The vendor is required to provide online reporting platform that enables community members to remotely submit nonemergency reports and engage in live virtual interactions with an officer.
- Objectives
•    Provide an intuitive, web-based, and mobile-friendly platform for community members to report non-emergency incidents, allowing submission of new or supplemental reports to their respective police service. 
•    Support report management workflows for police services, including review, approval, rejection, and requests for additional information. 
•    Facilitate secure virtual meetings between report submitters and officers for report intake or modification. 
•    Offer multilingual support and accessibility features to better serve our diverse communities. 
•    Integrate with key infrastructure systems including computer-aided dispatch (cad), records management systems (RMS), digital evidence management systems (DEMS), and call recording platforms used by agencies. 
•    Provide advanced data analytics to support operational reporting, trend analysis, and strategic decision-making.
- Product features
•    The online reporting platform must include a comprehensive set of features to support operational efficiency, community engagement, and cross-agency collaboration.
•    Categorize each proposed feature using the following priority levels, and estimate a timeline for delivery of could have features:
o    Will have: features that will be available at launch.
o    Could have: features that can be provided in future releases
o    Won't have: features you are unable to provide.
1. Сore functional requirements
•    Incident reporting: ability to submit reports online via an intuitive, form-based, report submission interface for various incident types. 
•    Workflow management: tools for reviewing, approving, rejecting, and requesting additional information on reports. 
•    Multi-tenant architecture: one platform serving multiple agencies securely
o    Configurable forms: each agency can define its own report types and required fields 
o    Separate data silos or shared database with role-based access: agencies only see their own data
o    Custom branding: agency-specific branding and theming options.
•    Public notification system: ability to send updates or alerts to users regarding their reports. 
•    Multilingual support: interface available in English and French, with potential for additional languages.
2. Additional features
•    Live virtual interaction: secure video conferencing capability for real-time engagement between users and officers. 
•    Chatbot or guided reporting: helps citizen’s complete forms. 
•    Digital evidence upload: secure upload of photos, videos, and documents by users.
•    Status tracking: ability for users to check the status of their reports. 
•    Community feedback module: surveys or feedback forms post-interaction. 
•    Secure user authentication: active directory (ad) or other username and password authentication for agency staff. 
•    Single sign-on: integration with agency identity providers. 
•    Role based access control: granular permissions for different user roles (e.g., officer, supervisor, admin). 
•    Customizable reports: exportable for internal use. 
•    Advanced analytics dashboard: visualizations for trends, hotspots, and operational metrics 
•    Audit logging: comprehensive logging of user and staff actions for compliance and accountability. 
•    A testing environment: a non-live area where reports can be submitted and processes tested
- Platform features and functionality drilldown
1. Report filing
•    Provide a selection of available reports to the community covering different occurrence types. (ex. theft, shoplifting, damage, fraud, traffic complaints) 
•    Forms should be intuitive and user friendly 
•    Occurrence types should have clear, plain language descriptions to aid with selection 
•    System should flow smoothly, be visually appealing, and easy to navigate. 
•    Interface should not make submission process more challenging 
•    Date and time fields easily filled without overcomplicated breakdown 
•    Al or chatbot to assist with submissions a major priority 
•    Multilingual support a major priority - preference to real-time translation 
•    Forms must have customizable detail validation rules 
•    Form filling should be guided with automatic redirection to other channels or methods where applicable, and validate info entered vs occurrence type being reported. 
•    Ex: attempting to report something that should be called in, or choosing contradictory responses to questions 
•    Reporting process should include summary of report, including tallied lists in cases of stolen items, and values thereof when applicable 
•    Damaged, stolen, and lost property claims should verify the entered values fall within the correct range (ex: theft under $5000 should not list more than $5000 in stolen property) 
•    Completed reports should email the filer a temporary tracking number and a form with their entered information 
•    Filer should be able to submit supplemental reports if desired or needed 
•    Supplemental reports need validation the specified original report exists and is a matching report type 
•    Secure upload of photos, videos, documents 
•    Ability to approve and deny evidence uploads or set them to "by request only" 
•    End-user ability to track the status of their submitted reports 
•    Filer should be able to access their submitted reports to update them when requested by reviewer
2. Reviewer
•    Search functionality
•    Multichannel communication and notification options with report filers 
•    Approved reports: contact the filer of the approved report with a police occurrence number 
•    Rejected reports: contact the filer with the rejection reasoning 
•    Follow-up needed: contact the filer requesting additional information 
•    Allow the reviewer to add notes linked to a filed report.
•    Reviewed reports should allow the report reviewer the ability to modify the email template prior to emailing the filer 
•    Ability to send updates to or request updates from report submitter 
•    Ability to transfer reports or share between agencies
3. Administration
•    The ability to turn on/off reports by agency 
•    The ability to create new report options 
•    The ability to modify existing report options
•    Tools for reviewing, approving, rejecting, and requesting additional information on reports 
•    Email templates for report acceptance, approval, rejection, follow-up ability to customize branding by 
•    Agency agencies only have access to their own data unless shared
4. Video calls
•    Recorded for quality and auditing
•    Uploaded automatically to DEMS.