Best Practices for Documenting and Managing your Public Safety Systems and Applications

Your Life Safety Mission Is Our Passion
Public Safety Communication Consultants
MCP Continuing Education Series
November 2 at 2 PM ET
BEST PRACTICES FOR
DOCUMENTING AND MANAGING
YOUR PUBLIC SAFETY SYSTEMS AND
APPLICATIONS

Agenda
General Housekeeping & Introductions
Industry Changes and Challenges
Best Practices for Infrastructure Inventory and Documentation
Technical Overview: Dynamic Documentation & Asset Management
Q&A session
Importance of Accurate Documentation & Information

• All participants are muted
• Use the chat function to
ask a question
• We will address all
questions at the end of the
presentation
• Live tweeting using
#PSAPdocumentation
• Webinar recording will be
sent via email
General Housekeeping
3

Introduction:
Meet today’s
presenters
DAVID S. JONES
Vice President
Managed Services
Mission Critical Partners
MARK PERKINS
Director of Business Development
Lifecycle Management Services
MICHAEL REINERT, PhD
Sr. Director, Technology & Delivery
Lifecycle Management Services

Today’s law enforcement, fire/rescue and emergency medical
services (EMS) and 9-1-1 agencies have numerous communications
systems, networks and applications that play a critical role in
supporting their life-safety mission. Management and support of
these solutions has become increasingly challenging:
– Bandwidth of public safety IT staff
– Rapid advancement, growth, and migration of IP based solutions
• Increased requirement for solution and environment integration
– Increased complexity of vendor contract management
• Vendors support perspective is very limited and myopic
– Increased concerns with cyber security
5

Yesterday vs. Today
• Yesterday (“…Ahh, the Good Old Days”)
– Individual standalone systems
– Simple technology
– Low networking dependency
– Few vendor relationships
6

Yesterday vs. Today
7
LMR
RMS & CAD
GIS
AVL
CPE
ALPR
ANI/ALI
Network

Yesterday vs. Today
 Digital, IP-based solutions
 High demand for integration
 High networking dependency
8
 Multi-vendor support
requirements
 High carrier dependency
Today

• Digital land mobile radio (LMR)
• 9-1-1 telephony/customer premise
equipment (CPE)
• Call logging/recording
• Records management systems
(RMS)
• Computer-aided dispatch (CAD)
• Geographic information systems
(GIS/mapping)
• Automatic vehicle location (AVL)
• Automatic number identification
(ANI)
9
Sample of support and integration requirements of public safety IT staff
• Automatic location identification
(ALI)
• Automatic license plate reader
(ALPR)
• Core network connectivity and
devices (Routers, Switches, Servers)
• Peripherals and end systems
(Desktops, IP Phones, Vehicular
Devices)
• Other carrier-based connectivity
(ESInet, Backhaul, Last Mile)

Importance of Infrastructure Inventory
Data and Documentation
10
Core to network
management.
- Change management
- Incident management
- Problem management
- Security management
Often required by
state and other
governing entities.
Critical for network
support and
expansion financial
management.
Data and
Documentation
Required for CJIS and
other certifications.

Key Questions Every Network
Manager Should be Asking
 Do I have “As Built” drawings from a recent
project that are no longer accurate?
 Do I have pending expansion, moves, or upgrade
projects that will require current inventory data
and drawings?
 Do I properly assess changes to my network for
risk, etc. before implementing them? Would
accurate inventory data reduce risk with network
changes?
 Am I certain that all components of my entire
network are supported properly?
 Am I comfortable that my network is not exposed
to cyber security threats?
11

Network Management Best Practices for
Infrastructure Inventory and Documentation
12
Why is
establishing, and
maintaining,
infrastructure
inventory data and
diagrams so
elusive?
Establishing infrastructure inventory
data and producing drawings is often
approached as a “one-time” project.
• Manual inventory of PSAP computer
room
• Manual construction of drawings
• Staff bandwidth constraints
• Refresh of data viewed as another
costly, time consuming project

13
Leverage available technology for network
management.
Establish initial inventory via IP scan/discovery.
Configure network to maximize technology value.
i. SNMP, SSH, Telnet, etc
Validate data via a sample audit. Manually insert items into
the inventory as needed. Manage as a database, not a static
spreadsheet.

14
Establish a defined set of diagrams.
Auto generate initial drawings from asset database. Drawings
are updated as database is updated. Modify as needed.
Export to visio for PDF and printing.

15
Manage refresh of established database and
drawings as a matter of ongoing process.
• Establish a cadence for data refresh.
• Quarterly, monthly, on demand
• Leverage IP scan to update asset database.
• Manage manual items as needed within database.
• Validate data.
• Refresh drawings from updated database.
• Do not “re-invent” drawings
• Export to visio for PDF and printing
• Leverage “before and after” views for change
management.

16
Dynamic
documentation and
asset management
services from
Mission Critical
Partners

Outputs of MCP’s DDAAM Service
MCP’s Dynamic Documentation and asset
management service includes:
• Assistance in preparation of the network
• Network diagrams
• Asset reports
• Updated on a customer determined schedule
17

Sample DDAAM Output Details
18
Logical Drawings
Physical Drawings
Asset Reports
What You Can Expect from DDAAM

19
Logical Drawings
Physical Drawings
Asset Reports
What You Need to Get From DDAAM?

20
Logical Drawings
Physical Drawings
Asset Reports
What You Need to Get From DDAAM?

How Does MCP’s DDAAM Service Work?
21
• MCP works with the client to:
o Prepare the network for discovery
o Execute on discovery
o Add items to inventory manually as needed
o Validate inventory information
o Create network diagrams
o Produce asset inventory reports
o Maintain data, drawing, report accuracy

Map Creation
22

Map Details
23

Map Output
24

David S. Jones
Email: davidsjones@mcp911.com
Mark Perkins
Email: markperkins@mcp911.com
Michael Reinert
Email: michaelreinert@mcp911.com

Best Practices for Documenting and Managing your Public Safety Systems and Applications

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