Profile

The Aurora, Colorado Police Department has over 700 members and serves a community of 335,000 residents, the third largest city in Colorado.  
 

Challenge

The Department has multiple, geographically separated districts and specialized units, all with specialized equipment and vehicles.  Some equipment is assigned to officers for a long time, like less lethal devices such as tasers. Some equipment is checked out to vehicles for a long time, like in-car computers or less-lethal shotguns. Still other equipment is checked out on a daily basis to officers, such as speed detection lasers or digital cameras. Many of the thousands of pieces of equipment need to be maintained on a regular basis, like weapons that must be inspected annually.  
 
An additional level of complexity is added as assets purchased on grant funding need to be tracked throughout their life cycle for potential audits. Some equipment stays on a shelf waiting for a large emergency, while other equipment is constantly exposed to the elements.
 
The Aurora Police Department needed a comprehensive system to track assets and increase visibility and accountability for physical equipment.
 

The Solution

Upp Technology’s irms|AM® Asset Management system, built on the irms|360® Enterprise cloud platform, provides the answer to the complex needs of the Aurora Police Department. Deployed via a web-based interface on an internal intranet, irms|AM allows access to the same system regardless of district location. By integrating directly with Active Directory, users do not have to remember a separate log in to get into the system and irms|AM is able to track who is using the system. This provides an immediate audit trail as asset records are edited, assets are checked out, checked in, or disposed of. A robust security model allows compartmentalization of assets inside the system, preventing a patrol officer from seeing equipment deployed by the narcotics unit, and preventing a patrol sergeant from checking a SWAT weapon out to a non-trained officer.
 
irms|AM gives users the ability to organize assets into groups, lines, and sub-lines for rapid searching of similar items. For instance, the Aurora Police Department has many digital cameras that have been purchased over time. They all serve the same function but have multiple makes and models. By grouping these cameras, a supervisor could search for all Equipment > Cameras > Digital Point and Shoot and have an instant list of only those items. Check-out time limits can also be specified by the group, meaning that alerts are generated if a piece of patrol equipment is checked out for longer than a day, but not alert on a long-term piece of equipment, like a taser. Integration into the department’s e-mail and personnel system mean that these alerts can go straight to the officer needing to return something and their supervisor. An escalation process automatically moves an alert about an overdue asset, or one that was checked into the wrong home location, up the chain of command.
 
The ability to create kits provides a way to track the assets sitting on a shelf in a bag down to the serial number, lot number, and expiration date. The completed kit can be checked out as a single unit to an officer, providing a way to outfit members of the department rapidly. Following a deployment, the kits can be turned in, again as a single check-in.
 
irms|AM has a cycle counting feature that lets supervisors and managers verify the equipment that is in an equipment room but also to perform inventory inspections on members of the department and vehicles. The cycle count results are stored and available as a report to command staff.
 
Individual assets can be tied to different funding sources so that the same type of item can come from different funding sources. This allows for instant access to reports regarding grant-funded assets. The built-in reports offer snapshots of assets and a history of who has taken an asset. There is an employee asset history report that details what assets an employee has now and all the assets they have had in the past.
 
irms|AM tracks maintenance and maintenance programs with a built-in work order system that can automatically notify a user that it is time for a particular asset to go in for maintenance and will generate the appropriate work order for the receiving organizational unit to complete. A built in requisition system gives remote users the ability to order assets for transfer. If the asset is already in inventory, it notifies the appropriate owner of that item to get permission to move it. If the asset needs to be purchased, a purchase order can be produced automatically. When the order arrives, the assets are quickly added into inventory and checked out to the appropriate person.
 
irms|AM mobile takes the power of Asset Manager outside, for easy inventory of vehicles or prepositioned assets via a handheld computer. Label printing ability gives users the ability to custom print barcode labels for assets.
 

Value

The irms|AM Asset Management system gives the Aurora Police Department a robust solution to track assets throughout their life cycle and gives supervisors the ability to easily view the items in their inventory, their history, and keep them maintained. Reporting capabilities and a single data source for assets gives easy answer to the question “where is my stuff” and adds value to the ability to identify future purchase needs, common trends, and equipment utilization over time.
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