washington state patrol crime lab...
TRANSCRIPT
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Washington State Patrol
Crime Lab Division
Sexual Assault Kit Tracking System – Project Charter
May 3, 2016
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Document Control Page Document Status: Draft
Document Date: May 3, 2016
Document Purpose
The purpose of this document is to provide the statement of scope, objectives, assumptions, and
participants in the Sexual Assault Kit Tracking system project.
Version Date By Description/Changes
1 5/3/2016 Bob Marlatt Initial Draft
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T A B L E O F C O N T E N T S
Page
1. Introduction ......................................................... 1
1.1 Project Statement.............................................................. 1
1.2 Background ....................................................................... 1
1.3 Project Outcomes and Objectives ...................................... 2
1.4 Business Benefits .............................................................. 3
1.5 Scope ................................................................................. 3
2. Organization ......................................................... 4
2.1 Organization ...................................................................... 4
2.2 Roles and Responsibilities ................................................. 4
2.1 Stakeholder Responsibilities .............................................. 7
2.2 Project Management Responsibilities ................................ 7
2.3 Stakeholders ..................................................................... 7
3. Approach and Assumptions .................................. 8
3.1 Planning Approach ............................................................ 8
3.2 Business Analysis .............................................................. 9
3.3 Assumptions ...................................................................... 9
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1. INTRODUCTION
1.1 Project Statement This project implements HB 2530 by providing a sexual assault kit (SAK) tracking system. Sexual
assault kits contain biological evidence, which is used by law enforcement and prosecutors to solve and
prevent crime. The SAK tracking system will track all SAK in Washington State, regardless of when
they were collected, to further empower survivors with information, assist law enforcement with
investigations and crime prevention, and create transparency and foster public trust.
1.2 Background
Advances in the technology for processing and analyzing DNA evidence — plus maintenance and
expansion of the National DNA database — have brought about a profound change to the criminal justice
system.
The broad use of DNA technology in forensic laboratories, starting in the early 2000s, gave us a powerful
tool that has not only improved the investigation of sexual assault and other serious crimes but has also
helped solve cold cases, identify the missing, and exonerate hundreds of innocent people who were
convicted of crimes they did not commit.
At the same time, concern has been growing about the nation’s response to sexual assault. Concerns range
from the large numbers of sexual assault kits in police storage that have never been tested, to the high
number of assaults that were never reported, to the response to sexual assault on campuses.
Advances in science are making it possible for forensic labs to identify trace amounts of DNA from
evidence. Science is also helping us identify more effective methods to support victims. Studies in
neuroscience, for example, are showing how trauma may affect a victim’s ability to remember and
explain details of an assault. Social science research is providing evidence-based guidance on collecting
evidence to improve investigation and prosecution.
A SAK is a collection of evidence gathered from the victim by a medical professional, often a specially
trained Sexual Assault Nurse Examiner (SANE). The type of evidence collected depends on what
occurred during the assault. The contents of a kit vary by jurisdiction, but generally include swabs, test
tubes, microscopic slides, and evidence collection envelopes for hairs and fibers.
The sexual assault kit evidence may contribute to investigations, prosecutions and exonerations in sexual
assault cases.
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Testing a SAK is one part of the investigative process, but testing does not always result in a new
investigative lead. For example, the suspect may already be known, or the evidence in the kit does not
contain any or enough biological evidence to yield a DNA profile.
The medical examination is highly invasive and can last several hours. The victim is swabbed for any
biological evidence that may contain the perpetrator’s DNA (e.g., skin, saliva, semen). The examiner also
photographs any bruising or other injuries, collects the victim’s clothing, and provides the victim with
medicine to prevent infection or pregnancy, if the victim chooses. Evidence collected from the victim
goes into the SAK. The SAK and other crime scene evidence, such as bedding, can be tested in an effort
to identify the perpetrator.
Typically, after the examination is completed, the SAK is transferred to an authorized law enforcement
agency to be logged into evidence. Protocols vary among jurisdictions regarding whether and when the
SAK is sent to the lab for testing.
The National Institute of Justice (NIJ) and the Federal Bureau of Investigation (FBI) has created national
standards and protocols for preparation and handling of SAK. Sexual Assault Nurse Examiners (SANE)
are trained to conduct the examinations that create the SAK. DNA Forensic Analysts are employed by
the Washington State Crime Labs to examine the SAK to extract and interpret the SAK content for
identification of evidence.
1.3 Project Outcomes and Objectives
The project will produce the following outcomes:
WSP shall create and operate a statewide SAK tracking system.
Requirements
o Track location and status of SAK
Through criminal Justice Process
Initial collection at medical facilities
Receipt and storage at law enforcement agencies
Receipt and analysis at forensic laboratories
Storage after completion of analysis
Destruction
o Allow access to update and track the status and location of SAK
Medical facilities
Law enforcement agencies
WSP Forensic Laboratories
Other entities
o Allow survivors to anonymously track or receive updates regarding the status of SAK
Approach
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o Phase implementation (region, volume, or other classification)
o Full implementation by June 1, 2018
o Quarterly reports
Joint legislative task force on sexual assault forensic examination best practices,
the appropriate committees of the legislature, and the governor.
WSP Website Reports
WSP may combine data to create jurisdictional or regional report
Crime Victim Information is exempt from public inspection and copying
o Investigations
1.4 Business Benefits The system will be designed to track all SAK in Washington state, regardless of when they were
collected, in order to
o further empower survivors with information,
o assist law enforcement with investigations and crime prevention, and create transparency
and foster public trust
1.5 Scope The following items are in the scope of this project.
Create a tracking system to track SAK.
Washington Statewide scope.
Potentially a cloud based solution that supports secure web-based access.
Deploying barcode readers where required to enable use of the system.
Creating reports required by the legislature and determined necessary for operational purposes.
Establishing registration and related security systems to restrict access to properly authenticated
persons including survivors.
The following items are outside the scope of this project.
Activities included in the recruiting, training, and outfitting of DNA Forensic Analysts and
Sexual Assault Nurse Examiners (SANE).
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2. ORGANIZATION
2.1 Organization
Sexual Assualt Kit Tracking System
Tom WallaceChief Technology Officer
Glenn Briskin
IT Planning Section Manager
ITS 5
Program Lead
ITS 4
SAK System Administrator
Project Manager
Contract Project manager
Dr. Stephen Guest
Program Manager
Robert Marlatt
ADSS Manager
Eric VonderscheerITD Administrator
AC Mark Lamoreax
Technical Services Bureau
Shawn EckhartFiscal Anlayt
Bob Maki
Chief Financial Officer
Captain Monica Alexander
Government & Media Relations
Jean Johnson
DNA Program Manager
Jim TarverDivision Commander
Business Owner
Larry Hebert
FLSB Director
Executive Sponsor
2.2 Roles and Responsibilities Names are present based on their current role in the agency. As assignments or names change, this
document will not be updated. This list is not intended to be exhaustive. Only key stakeholders are
identified at this point.
Group Person(s) Role Responsibilities
Forensic Lab
Services Bureau
Larry Hebert Executive
Sponsor
- Ensures the project is in line with the
agency’s strategic planning.
- Ultimate decision authority regarding
whether to begin or continue the
project.
- Manages Policy issues
- Assists in resolving escalated issues
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Group Person(s) Role Responsibilities
Technology
Services Bureau
AC Mark
Lamoreaux
Tom Wallace
(CTO)
Oversight - Technical Policy Coordination.
- General Project oversight
- Assists in resolving escalated issues
Crime Lab
Division
Information
Technology
Division
Jim Tarver
Eric
Vonderscheer
Project Sponsors - Project Oversight and Business Policy
Coordination.
- Technology Policy coordination.
- Coordinates technical and business
Resources
- General Project oversight
- Assists in resolving escalated issues
Government and
Media Relations
Captain Monica
Alexander
Melissa Van
Gorkom
Stakeholder
Management
- Assists in communicating to external
stakeholder group (I.e., legislature,
SAFE, etc.)
- Assists in developing and managing
communication plan.
FLSB Sexual
Assault DNA
Program
Manager
Jean Johnson
Dr. Gary Shutler
Business Owner - Makes decisions affecting the business
direction of this project based on
recommendations of project staff.
- Ensures adequate resources are
available to the project to clarify
business requirements when requested,
and reviews project deliverables.
- Assists in resolving escalated issues
ITD ADSS Bob Marlatt Section
Manager
- Provides oversight of SAK Technical
Program.
- Acts as Liaison with OCIO.
- Assists in resolving escalated issues
SAK Technical
Program
Manager
Dr. Stephen
Guest
- Plans, organizes, controls, and lead
program.
- Responsible for planning deliverables.
- Oversees work of technical resources.
ITD Integrated
Systems Servers
Support (ISSS)
Corie Wade Infrastructure
Servers and
Database
support
- Implements and maintains technical
Infrastructure.
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Group Person(s) Role Responsibilities
Information
Technology
Planning
Section
Glenn Briskin Project
Management
Office
- Provides project management support
- Provides project oversight
- Participates in all meetings with the
OCIO.
- Provides assistance with procurements
Budget and
Fiscal Services
(BFS)
Shawn Eckhart Agency
Accounting
- Fiscal oversight.
- Tracks budget
ITD Accounting Dorothy Seibold Accounting - Processes Invoices for vendors
Project Team Vacant Project Manager - Plans, organizes, controls, and leads
the project
- Defines requirements
- Leads procurement of SAK Tracking
software and services
- Develops an implementation plan.
ITS5
ITS4
Vacant Application
Lead
Systems
Administrator
- Participates in gathering requirements
- Develops SAK Tracking concept of
operations
- Responsible for managing technical
implementation with vendors
- Plans and coordinates implementation
activities.
- Administers application configuration
and registration.
- Ensures security is properly
administrated.
- Coordinates the testing and acceptance
of the system.
- Coordinates development of training
curriculum and documentation
- Integrates SAK Tracking system with
ITD technologies and network
environment.
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2.1 Stakeholder Responsibilities 1. Assist WSP ITD staff in identifying clear and complete business requirements.
2. Ensure division staff are available, as needed, to answer business questions and provide other
needed information to perform project task work.
3. Clarify documented business requirements when requested by project staff.
4. Provide final review of project deliverables.
5. Facilitate the resolution of business and policy issues.
6. Adhere to established project management processes that may be established in later phases, such
as a Change Management Process.
2.2 Project Management Responsibilities 1. Manage all aspects of this project including scope, resources, and deliverables using the WSP
Project Management Methodology as it applies to this project.
2. Communicate project status to the project team and key stakeholders.
3. Prepare and execute this Project Charter.
4. Prepare and execute other planning documents as they apply to this project.
5. Manage project team resources, to include directing development of application business and
technical requirements.
6. Manage approved changes to the scope of work.
7. Facilitate the resolution of technology issues.
8. Adhere to established PMM processes that may be established in later phases such as a Change
Management Process.
2.3 Stakeholders Legislature
Sexual Assault Forensic Examiners (SAFE) Group
WSP Crime Lab Division
All State Sexual Assault Nurse Examiners (SANE)
All state Law Enforcement Agencies
Prosecutors
Survivors
Office of the Chief Information Officer
Media
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3. APPROACH AND ASSUMPTIONS
3.1 Planning Approach
Planning Approach
Estimate Assumptions
PM is 9 Months
Plan for Service Delivery
Contract for PM
Hire ITS4 and ITS 5
Analysis – Define Requirements and Concept of Operation
Design – Design Service
Develop Web Based Services and Reporting
Test and Implement
Investigate existing barcode usage and plan deployment
Deploy 200 Barcode scanners and printers where needed statewide
Hardware asset management of barcode equipment
Plan for Recurring Support
Contract for Outsourced support
ITS4 and ITS5 to provide recurring support of software and hardware.
Cost Estimates Development Costs
$871K
Technology Costs
Contract for Services
Recurring Costs
See Below
Funding Sources FY2017 FY2018 FY2019 FY2020 FY2021
Salaries (ITS 4 & 5) 123,240 323,280 323,280
Benefits 39960 105120 105120
Professional Services
Contracts (PM)
135,000
Good & Services 308,930 436,885 457,901
Travel 3,600 9,600 9,500
Capital Outlay 91,800 24,820 24,820
Agency Indirect 168,470 263,295 263,295
Total 871,000
Legislative allotment from general fund
Project Time Frame Item
Planned
Finish
Actual
Finish
Analysis July 31, 2016
Design August 31, 2016
Development December 31, 2016
Implementation April 2017
Procurement Procure Project Manager (ITPS)
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Plan
Contract for development and maintenance (RFP) o Analysis
Requirements Concept of Operations Conceptual data Model Reporting requirements
o Design Web Page and Application o Develop Application o Implement Application
200 Barcode Scanners/Printers Equipment Purchase
3.2 Business Analysis
Business Use Cases (list)
Create, Report, Update and Delete (CRUD) SAK Records
Provide web based inquiry on SAK Record
Provide Prosecution support
Provide Statistical Reporting
Provide notification to Survivor when status/location Changes
Information/Data Requirements
SAK Table
Registration/ Security Table
Person (Survivor) (Non Disclosable PII) Table
Organization Table
Problems / Issues to be solved
Ensure all parties use the tracking system
Ease of use
Minimal impact on professional’s time
Interfaces with External Organizations
LEA, Prosecuting Attorney, Medical Provider Access Web ACCESS
Technology Impact
Web-Based Application
Server
SQL database
Security Implications
Web Based
Non PII Public Access
Sensitive Survivor information
Requires notification to survivor when SAK status changes/ Moves
3.3 Assumptions
3.3.1 Fiscal Note Assumptions 1. Second Substitute House Bill 2530 requires the Washington State Patrol to create and operate a
statewide Sexual Assault Kit Tracking System and outlines the requirements and implementation
dates for the system.
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2. WSP assumes that there is the potential for a system available that can be used in the State of
Washington and adapted to provide the additional functions necessary to implement the
requirements of the bill.
3. WSP assumes that in order to meet the timeline stated in the bill of statewide participation in the
system by June 1, 2018 we will need to have the system available for initial roll out by July 1,
2017.
4. Funding will be provided July 1, 2016 to begin the hiring and training process for the required
FTEs.
5. Beginning July 1, 2016, WSP will hire one IT Specialist 5 to serve as the System/Database
Administrator. This position will provide the database design requirements, provide technical
level details on connections to other systems as needed, monitor and control sensitive access to
agency system resources, ensure the system is in compliance with WSP security requirements to
include all required design and security reviews, monitor and manage vendor contracts as
appropriate, and provide ongoing system administration and vendor management. This position
will also prepare the progress report for the legislature. Biennial costs related to this position are
estimated at $243,020.
6. Beginning January 1, 2017, WSP will hire one IT Specialist 4 to serve as Customer
Service/Operations Support. This position will develop and provide policy and procedure training
material for users of all different levels, and provide user support to law enforcement agencies,
other agencies (hospitals etc.) and the public. This position will also prepare the semiannual
report and, for auditing purposes, track and distribute bar codes provided to the local entities.
Biennial costs related to this position are estimated at $224,060.
7. The total FTE cost estimates are based on agency rule of thumb assumptions that include
supplies, travel, and indirect costs to support the positions. The first year costs for these positions
also include one-time workstation costs and computer and furniture costs.
8. WSP will contract for a project manager to facilitate with project development and rollout of the
tracking system to the various users. This contract position is expected to be hired on a temporary
basis for a period of approximately nine months at an estimated cost of $15,000 a month for a
total of $135,000. We have shown these costs in fiscal year 2017.
9. WSP will Purchase and provide annual licensing for a cloud based tracking system. These costs
include initial configuration at $100,000 and ongoing licensing for all users at $200,000 per year
with an annual increase of 2.5%
10. WSP will purchase barcode scanners to be used by participating entities to log and track sexual
assault kits in the tracking system. We have assumed the purchase of 200 barcode scanners in the
first year, and an ongoing purchase of 25 per year for needed replacements.
11. We expect that the requirement for the Bureau of Forensic Laboratory Services to participate in
the use of the statewide sexual assault tracking system will add an estimated ten minutes of data
entry time for each case tracked. We expect that this would have an impact on overall
productivity, which could impact case completion times and backlog rates, but that it would be
minimal.
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12. The WSP expects to address the backlog of sexual assault kits that were in the possession of law
enforcement agencies but not submitted for forensic analysis as of July 24, 2015 primarily
through the outsourcing of the forensic analysis as funding becomes available in the proposed
Washington Sexual Assault Kit Account. The timing and amount of these expenditures is not
known at this time.
13. WSP’s federal indirect cost rate for FY2016 is 29.5% percent. This rate is calculated on all
categories of expenditures except capitalized equipment and is to cover support costs associated
with this proposed bill.
14. Support costs include items such as computer and telecommunications support, processing
payroll and vendor payments, administering contracts, ordering, accounting for and distribution
of supplies, and human resource services. These costs are reflected in this fiscal note under the
category “Agency Indirect”.
3.3.2 Fiscal Assumptions Following are the WSP fiscal assumptions for performing this legislative mandated request.
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Budget Estimator ITS5 ITS4Fms & Rcrds Anlst 2Project ManagerProgram LicensingINDIRECT Fiscal
2350 P2S-HB Victims of Sex CrimesRange 66 Step MRange 62 Step MRange 42 Step MContract and Support RATE Year
FY17 $7,068 $6,401 $3,907 CALCULATION Totals
Annual $84,816 $76,812 $46,884 (estimated at
$15K mo for
9 months) # of barcode scanners
Total FTEs Requested 1.00 0.50 - - 200 - 1.50
Total Monthly Salary AA $7,070 $3,200 $0 - $10,270
Total Monthly OvertimeAU - $0
Social Security - Classified & ExemptBA 0.062 $440 $200 $0 - $640
Retirement - Classified OnlyBB 0.1118 $790 $360 $0 - $1,150
Industrial Insurance -Civil ServiceBC $33 $30 $20 $0 - $50
Health Insurance BD $894 $890 $450 $0 - $1,340
Medicare BH 0.0145 $100 $50 $0 - $150
Monthly Salary & Benefit $9,320 $4,280 $0 - $13,600
New FTE Annual Salary & Benefit $111,840 $51,360 $0 $48,140 $163,200
Personal Service ContractsC $135,000 $7,375 $135,000
Supplies & Materials EA $2,400 $2,400 $1,200 $0 $1,060 $3,600
Phone & Postage EB $1,700 $1,700 $850 $0 $750 $2,550
Utilities EC $0 $0 $0 $0 $0 $0
Bldg/Software Rent ED $0 $0 $0 $0 $0 $0
Professional DevelopmentEG $1,200 $1,200 $600 $0 $530 $1,800
Purchased Services ER $0
DIS Enterprise AgreementEY $140 $0 $0
DIS Enterprise Agreement True UpEY $490 $490 $490 $0 $290 $980
STACS-SAK Tracking Software (initial)EY $300,000 $88,500 $300,000
In-State Travel GA $1,200 $1,200 $600 $0 $530 $1,800
Out-of-State Travel GF $1,200 $1,200 $600 $0 $530 $1,800
Non-capitalized EquipmentJA $1,200 $1,200 $600 $0 $530 $1,800
Barcode Scanners JA $350 $70,000 $20,650 $70,000
Work Station JC $10,000 $10,000 $10,000 $0 None $20,000
Grants/Benefits N $0
Indirect TA 29.50% (round to 1,000) (415.00) $168,470
ANNUAL GRAND TOTAL $131,230 $66,300 $0 $135,000 $370,000 $168,470 $871,000
ASSUMPTIONS:
Indirect rate for FY2015 is 29.50%
DIS True Up cost should be used for the first year when adding a computer; then use $140 in subsequent years; set other "DIS" line costs to zero.
The one-time $10,000 workstation includes assumptions for computer at cost of $2500 and on a 4-year replacement cycle (or $625 per year for STR). Replace the initial $10,000 in year 1 with $625 in years 2+.
Workstation and Enterprise tru-up costs for ITS4 not prorated
(includes 1.8% negotiated increase for FY17)
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