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r- ATLANTA METROPOL 90 0 GLENN BUILD I NG • ATLANTA , G A . 3 0303 • PHONE 5 22 - 7577 July 15, 1966 Mr. Dan Sweat City of Atlanta City Hall Atlanta, Georgia 30303 Dear Mr. Sweat: You asked for a copy of the Metropol application for the computer systems development. Enclosed is a copy of the original application. There has been meetings and phone calls relative to this project and at the present we are expecting to be asked to submit an amended application. There have been no recent developments. I think it is very desirable that we avoid dupli cation of effort and e x pense, and will be glad to work with you in any way I can . Yours very truly, ~Engineer-oo~ j Planner WMJr : sh Enclosure �REQUEST FOR LAW ENFORCEMENT ASSISTANCE FUNDS The necessity for central computerized police records for the Metropolitan Area of Atlanta was clearly demonstrated by the 1965 activities of Atlanta Metropol. This group of area policemen met together , trained together and worked together in efforts to find and solv e their mutual problems to the satisfaction of all concerned. The problem of police records, standardization of report forms and computers came to the forefront in Metropol when it was discovered, through dayto_- day work with the various departments, that no universal method was used in keeping records in the 49 different departments. Considering the fact that the city limits of Atlanta borders on six other independent police jurisdictions, it is obvious that many problems cross city limits and that information from one department would be valuable to others. The multiplicity of files delays this e x change of information. A look at the entire Metropolitan Atlanta Area shows a similar situation e x ists , but on an e x panded scale . This fivecounty area is some 1 , 724 square miles in ex tent . Its population is about 1,200,000 or approx imately one-fourth that of the State of Georgia. Of the 33 cities of Georgia with a population of 10,000 or more, nine are found in this Metropolitan Atlanta Area. It includes five county governments and 44 municipal gover nments. This proposed project has been planned in three phases. Phase one will i nvolve the five-county area of Metropolitan Atlanta and wi ll se r ve as a model for the remainder of the state; phase two will include the entire state with regional me e tings planned and field assistance being given to any department t hat is i nterested in using the services or setti ng up a s i milar s y stem; phase three will also be statewide and will be an added attempt to e x tend the use of this s y stem to depa rtments that were unable to come in under phase two . F ield ass i stance and regional meetings are also planned for this third phase . PHASE ONE : Ea ch o f the 4 9 depar tments in the Metropolitan Area has i ts own s y stem of keeping r ecords as well as its own s et of r epo rt f orms . To begin with , an i nventory of the r e c o rd s y s tems and r epor t forms of each department would be mad e to d ete rmin e the n eed . This f irst step in phase one wo u ld b e d o ne large ly b y sub- cont r act to competent c o n s u l tant s wo rking u n d er the Me tropolitan Atl an ta Counc i l o f Lo cal Governments wi th techni c a l a s sistan ce fr om t he Metro p o l S t eer i ng Commi tte e. - 1 - �Request for Law Enforcement Assistance Funds ( Cont ' d.) After this inventory is complete, an advisory committee (consisting primarily of members of the Metropol Steering Committee, the Metropolitan Atlanta Council of Local Governments, and the Federal Bureau of Investigation), wor~ing with the Project staff, will prepare a standard set of report forms, record systems, and files that would be suitable for use by all police jurisd{ctions in the area. This material would be graduated so that a small police department could use only a portion if it desired, but the portion used would be . compatible with the whole system. This material would be prepared in such form as to be readily adaptable to the use of data processing equipment. The feasibility of using central electronic data processing equipment would be studied. This study would cover the use of existing equipment, equipment on order, commercial units, or new installations. It is conceivable that a start might be made under one system, then progress to other units as they become available or the use of the system is expanded. The study would include a proposal for sharing the cost of the data processing between the governments included. When the inventory is complete, standard report forms are developed and the cost of the system is determined, those persons responsible for its operation would then be trained. A short course in this type instruction is planned as part of the project and will include the police chiefs, persons who will fill in the report forms , keypunch operators and others who might be affected. As this system is developed , members of the advisory committee will be making frequent evaluations of each thing that is done. Use will be made of two existing committees for these progress checks on the project. One , the Steering Committee of Metropol , the o ther, the Data Processing Study Committee of the Council of Local Gove r nments. The former, composed of experienced law e n forcement officers , would provide the needed technical pol ice experience and knowledge for standardization o f files , reco r ds and reports . The latter committee is made up of men with data processing background , budget and management skills . Th i s group would be admirable for reviewing the program development , the cost sharing plans, and the implementation of the computer part of the project. Both groups are already organ ized and active as seen by the annual report of MACLOG - ( Appendix A of t his application). - 2 - �Reques t for Law Enfo rcement Assistance Fun ds (Co n t 1 d. ) When phase one has been completed , members of the staff of the Institute of Gove rnmen t at t he Uni versity of Georgia will make an over-all evaluation of the value of the project and suggest methods of i mpr ov ement . By ma king this evaluation, they will be in a better pos i t i o n t o c arry out phases two and three of the project . In the in itial phase of the project , as in the remaining two, the police departmen ts wi ll be t he target groups or the groups most affected , a l th ough the ent i re state will benefit because of increased effic i ency in police work. This project is designed to d emons t rate the added capabilities a police department gains by h aving c omputer-fast access to central area-wide fil es. As phase one is designed to serve as a model fo r the rema inder of the state, computer capabilities will be demons t rated before the two final phases of this project are i n i t i ated o The es t imated comple ti on t i me of th e three phases is one year each . Phase one will se r ve as a model for the state, but will include only the f ive-county Metr opolitan Atlanta Area. This phase will be c onduc ted by competent pe r sonnel from the Atlanta area, while phases t wo and t h r ee wi ll be administered by the Ins titute of Gover nment o f the Un i versity of Georgia, Athens, Georgia . A b r e a kdown of the es timated time schedule for phase one is as follows: A. An i n ven t or y of th e reco rd s and re po rt forms used by all p o l i c e d e partmen ts in the area befo r e co nduct ing t he invento ry , all the police chi e fs wi ll be c a lled i n to a meeting in which an explana t i o n of t h e purpose of the i nventory will be g i ven - estimat ed completion time for this step is two month s . B. Des i g n i n g t he s y s t em, standardizing of r e p o r t fo r ms , sys tem a n alysi s , a n d de t ermining the cos t of t h e e n ti r e s y s t em , a.s well as the c ost t o e ach jur i sd i ct i on us i ng the system - estima ted comple ti o n time is s ix months . C. Or i e n tat ion g i ven to pol i ce chiefs , persons r e sponsib l e for fil l i n g o u t r epo rt fo r ms , keypunch operator s , etc o - a s h ort cour se in t h is typ e i n s tr u ction i s p l anned - es t i ma te d compl etion time is one mo nt h . - 3 - �Request for Law Enforcement Assistance Funds (Cont ' d . ) D. Coding of system . Contingent on approval of operating contract between cities and counties. Estimated completion time is six months. E. Evaluation b y competent personnel during development of s y stem as well as a.'."ter the system has been in operation - estimated time for final evaluations is one-two months. F. Publication of complete report on project for distribution to interested police departments estimated time two months. Total estimated time required to carry out phase one of this proposed project, 12 months. Phase two of the project will be expanded to include departments throughout the state . With the regional meetings planned and the vast amount of f i eld assistance that will be required, it is e x pected that another 12 months will be necessary to complete phase two. Phase three is similar to phase two in that it will consist of regional meetings and a great amount of field assistance. This phase i s designed to pick up those smaller departments in the state that were unable to come in. when phase two was { n ope r atio n and should also be completed in 12 months. FINANCIAL RESOURCES I tem iz ed Estimate of Project Cost. PHASE ONE: A. B. C. D. E. F. No te: Inven t ory o f r ecords and reports Systems Anal y s i s and Design Or ientat i o n a n d Sh ort Courses Co ding of Sy stem 1 00 h o urs of IBM 7040 compute r t i me Eval uati o n Publicati o n of Repo r ts Traveling Exp ens e Telephone - Po s t age - e tc . No capital outlay inc luded i n the abo ve estimate. - 4 - $ 5,000 22 , 500 4, 000 . 15 , 000 10,000 2 , 000 3, 000 3, 000 5 00 $ 6 5 , 000 �Request for Law Enforcement Assistance Funds (Cont'd.) Local Contribution: 3 months of Coordinator's time. 3 months of Asst. Coordinator; Administrative overhead for above two employees. All office space, conference rooms for project. ARMPC staff time - artists, research personnel, and stenographers. Police staff personnel for technical assistance. Any capital outlay required. It is contemplated that contracts will be negotiated between local governments to install and operate the system if it is found to be feasible and within the capabilities of the local governments. No part of the requested funds would be spent on capital outlay. PHASE TWO: PHASE THREE: No funds requested at this time for these parts of the over-all project. No funds requested at this time for these parts of the over-all project . In phase one of this proposed project , the work would be done under the Metropolitan Atlanta Council of Local Governments with assistance being given by the Steering Committee of Atlanta Metropol . The Council of Local Governments has available two full - time employees to coordinate the activity, with complete staff support furnished , under contract, by Atlanta Region Metropolitan Planning Commission. All of the facilities of ARMPC , such as office space , co n ference room , printing equipment , e tc., would be available when needed. Since ARMPC has in itiated many activities and projects involving Federal aid , th e i r assistance in the administration of phase one will be e x tr emel y valuable. - 5 - �Request for Law Enforcemen t Assistance Funds (Cont ' d. ) The Counci l of Governments ' biggest accomplishment to date has been the organization of the area policemen into a group known as Atlanta Metropol. This group was organized -in June, 1965, and set thr ee pr i me objectives as a beginning - better communications, better training and better ciooperation. To date, th~y have been extremely successful in all their endeavors. Their accomplishments through December 31, 1965 are listed in the 1965 Annual Report of the Metropol i tan Atlanta Council of Local Governments - ( Appendix . A). Since then, Metropol has started its fourth training institute with 52 men having less than two years ' experience being trai ned . Th ey also have definite plans for a week-long administrative school for top level officers beginning March 28. This school will include men from throughout the state and an attendance of 150 is expected. In this school , as in all the others, Metropol will be given a great amount o f assistance from the Federal Bureau o f Investigation. The latest accomplishment of Metropol ( since the completion o f the 1 965 Annual Report) was an IBM demonstration it sponsored January 19 in which the capabilities of computers in police work were demonstrated. As stated in a previous paragraph, Atl anta Region Metropolitan Planning Commission and At l anta Metropol can be exp e cte d to be very cooperative in car r ying out phase o n e of the project. Others who can be expected to cooperate are the staff members of the Ins titute of Government a t the University o f Georgia and the computer division of Georgia State College . During phases two and three of the project , the above mentioned agencies, as well a s the Council o f Local Governments, will a s si s t the I nsti t ute o f Government at the University o f Georgi a in every way possible . For assistance thus far on this proj ect , the Federal Bureau of Investigation has been contacted and can be expected to partici p ate in all t hre e phases of the project . As previously stated , phase one o f this project wil l be do ne under the Metropolitan Atlanta Council of Local Governments with assistance from At l anta Metropol. From these two groups and from several outs ide sources, an advisory committee will be f ormed that will develop the gu i d e lines to be followed in each step o f phase one. By dev e lopi ng t h ese g u ide lines and seeing the e n d r e sul ts, t h is g r oup can mak e their e v a luations - 6 - �Request for Law Enforcemen t Assistance Funds ( Co n t ' d o) as the projec t progresses r a t her than an over-all evaluation when i t i s complete . For a n over-all evalua t ion of phase one, members of t h e s ta f f of t he I ns t itute of Government at the University of Geo r g ia wil l take over . Since they are respons i ble for carry ing ou t pha ses two and three of this project , it is . onl y reasonabl e t h a t t hey would be the logical group to determine t he effec tiven ess of phase one. From this , they can dete r mine whether it would be profitable to continue with the two fina l phas e s . As clearly sta ted in t he ex plana t ion of the Law Enforcement Assistance Act, i ts p r imary purpose is to identify workable solutions t o the nat i o n ' s c r ime control problems . We feel that we have s uch a s olut ion i n our proposed project. It will onl y have loc a l i mpac t i n phase one , but this impact will be increased and i nc l ude the entire state in phases two and three . Ot h er s t a te s could certainly profit by the basic work done on pol i ce re co r d s a nd f i les . The feasibility study on data proce ssing should be a valuable guide to states consider i ng t he use o f s uch e qu i pment . A full report of phase one wi ll be pr inted in s u f f i c i ent quanti t ies to provide copies for i nte r e sted gov e r nment s. Th i s typ e s ystem h as been tri ed and is operating' successfully in certain areas o f the cou ntry , but it would def i nitely be an i nnovatio n f o r the Me tropol itan Atlanta Ar ea and for the State of Geo r g ia. Our p roposed p r oject i s designed as an act i on p r o gram as we pl an t o comput€r ize the police records of t he ma j o rity of t he poli c e department s in the state within thre e y ears. I n e s sence , t h is p r oject proposes to move law enfo rcement wo rk fr om it s p r e s e nt an ti quated level to a s oph i s ticated , mo dern , e l e c tron i c a g e level , wi thout going through the time - consuming e vo l u tionary process that otherwise wi ll b e re qu ired . The ul t ima te goal i s the reduct i on of c rime. - 7 - �July 14 , 1966 Mr . Wayne Moore , Jr. Engi neer - Planner Atlanta Metropol 900 Gl-2nn Building Atlanta, Georgia 30303 Dear Mr. Moore : I am constantly asked questions concerning the Metropol application for the computer system development. Would it be possible for me to obtain a copy of the application submitted to the Justice Department? The City of Atlanta is considering submission of an application which should tie in to the Metropol pplication as I understand it. However , without full knowledge of what is in the Metropol application, I fear that there could be some duplic tion and this we would like to prevent. Sincerely yours. Dan Sweat DS:fy �- - ------~ =-==:-----==-===~--:------~ July 11. 1966 Mr. Char1 City City City tl t. D vi Com troll r of tl nt B 11 t # Geo i 30303 ar Ch :rli a r gr ing g ugg rown ion . .. in 1 • th t you brought. up . ring C ould li q O y- �r. Cbarl L. n vi cost, then the d l n •. u th m rg o hould fund t.o with Atlant • fort n try to c - tt full in or You c rt inly hould nd to you t will be h tio not b July 11 # 1966 - 2 - on thi xp ct. t.ing . for your augg tion .. Your L C::,-Jr. yn r,ro CCI ngin Jtr. Mr. ~: Mr. v ry ~ruly, r r•Pl nn r �CENTRAL COMPUTERIZED POLICE RECORD SYSTEM METROPOLITAN ATLANTA COUNCIL OF LOCAL GOVERNMENTS Atlanta, Georgia Duration of project 12 months Project cost $65,000.00 �