Information Systems in the Westminster City Council - Case Study Example

Information Systems within the Westminster City Council Name Institution Tutor Date Executive Summary This report provides an introspective evaluation of information systems within the Westminster City Council. City councils today are greatly dependent on information systems and this has greatly influenced decision making and the management of the councils. The report acknowledges the fact that the Westminster City Council is actually very reliant on information systems. This has resulted to immense transformation in decision making which further impacts on service deliver to the customers. The paper recommends that the members of the Council should have necessary skills and knowledge of handling different information systems within the Westminster city council. In addition, more inventions should also be done by the Council to find more information that can improve the existing information systems. Table of Contents Executive Summary 2 Table of Contents 3 Existing Information systems within Westminster City Council 5 The Wireless City Project 5 Potential Impacts of the Wireless City project on Decision Making 6 The Westminster Access to Resources and Placements Finance (ARPF) System 9 Potential Impacts of the Westminster Access to Resources and Placements Finance (ARPF) System on decision making 10 Westminster Computer Information Systems 11 Teams Involved In the Computer Information Systems Impacting Sound Decision Making 12 Types of Computer Information Systems at the Westminster City Council 14 Benefits of Using Geographical Information Systems in Decision Making 14 New Computer-Aided Dispatch and Fire-Hall Alerting Systems 17 Benefits of Fire Hall Alerting Systems in Decision Making within the Fire Department 18 Housing Information System 21 Benefits of Housing Information System to Decision Making By the Housing Department 21 Conclusion 22 References 22 Colin M, Tracy H and Pitt D, 2012, The Responsible Software Engineer: Selected Readings in IT Professionalism, New York. Springer Science & Business Media 23 Czerniawska F, 2004, Management Consulting in Practice. UK. Kogan Page 23 Great Britain. Dept. for Education and Skills, 2005, The Parliamentary Monitor. Westminster. Parliamentary Communications 24 Grimshaw, D,2000, Bringing Geographical Information Systems Into Business. New York. John Wiley & Sons 24 Hui, P,2010, Information Superhighways Newsletter. Information. China. Gatekeepers Inc. 24 Longley ,P, Maguire D, Rhind D, 2010, Geographic Information Systems and Science. New York. John Wiley & Sons 24 Lund, B,2011, Understanding Housing Policy. Bristol .Policy Press 24 O'Brien, L, and Harris F, 2012, Retailing: Shopping, Society, Space: UK. Routledge 24 Pressman, R, 2005, Software Engineering: A Practitioner's Approach. Basingstoke. Palgrave Macmillan 25  Silberschatz ,A, Baer G, And Greg, 2013, Operating System Concepts, 9th Edition. Boston. Addison-Wesley 25 The West Minister City Council, 2015, 25 Tomlinson, R, 2007, Thinking about GIS: Geographic Information System Planning for Managers. New York. ESRI, Inc 25 Introduction A fundamental objective of Councils is to provide quality and efficient services to the public. In order to deliver various services, cities depend on infrastructure. The bigger the city, the stronger the dependence. Examples of reliance include; the transport system, the security system, the sewer system and the electric power system. To effectively coordinate all these systems, the integration of information systems within the management of cities has been a crucial step. Scholars have also recognized the importance of information systems in the management of urban life. Today, significant efforts have been made by Councils in order digitalize their operations and management practices (Besselaa and Satoshi, 2005). Despite the increased digitalization, many Council across our cities and towns still face common social problems such as; how to tackle crime, transport, social disorder and environmental concerns. The Westminster city council has adopted various information systems in order to resolve these problems and also manage the city. This paper seeks to critically analyses information systems within Westminster City Council and their potential impact to management decision making. Existing Information systems within Westminster City Council The Wireless City Project The idea of the Wireless city is possibly one of the most exciting developments initiated in the history of Westminster. Westminster city council introduced the project with a bid to enhance social inclusiveness combined with real time social services for the people (Cronin, 2008). The project was devised out of a partnership with partners such as Cisco who came up with the idea. Cisco also provided a significant amount of technology and people input in order to initiate the project. Other partner include Sky net who worked collaboratively to come up with the useful technology (Cronin, 2008). The project can be described as a mobile network project used by the council to aid the provision of variety of services at a cheaper cost. It gives surveillance on what is happening on the streets whether its crime, drug dealing or even parking offences. All these services can be offered using a more cost effective approach. It involves the use of Cameras on the streets to monitor behavior. For instance; dumping on the streets can be limited if the state or the art cameras monitor such behavior. The system has improved efficiency in service provision at a reduced costs. Additionally, it has improved the Council’s opportunity to blend the need to lower cost and giving efficient services (The West Minister City Council, 2015). One of the technologies adopted by the project includes CCTV cameras. The Westminster City Council installed CCTV cameras in November 2005. Originally the cameras were used for bus lanes and traffic contraventions. Today the Cameras are used to survey garbage disposal activities and misbehavior, discouraging motorists from packing in unauthorized areas, giving a general surveillance on what is happening on the streets whether its crime and drug dealing and other serious offences. Currently, there are over 150 cameras that exist in Westminster. Many of the cameras are now wireless, which implies that they can actually be moved from one location to the other (The West Minister City Council. 2008). The Westminster City Council Wireless City project also involves the use WIFI. The project has proven that WIFI is not just for laptops and phones anymore. The technology can actually be used in other crucial management functions. The WIFI require connection to the internet; however most of the units used just need a power source that can readily be acquired from the existing traffic lights or streets (Cronin, 2008). Potential Impacts of the Wireless City project on Decision Making The project has been potentially beneficial in the decision making process of the Westminster City Council. The wireless city project performs multifunctional tasks that have facilitated easy decisions by the council essentially during risky situations. As propagated by Kahnemann and Tversky (1979) Prospect theory of decision making, people are usually risk averse. Which implies that they always select less risk situations. The theory further argues that when faced with a problematic decision, a metal representation of the problem is created therefore leading to the transfer of information from one individual to another, as indicated by Figure 1.0 below. The prospect theory is also applicable to the Wireless city project. For instance, when it comes to streamlining and resolving risky challenges in packing services, the Wireless city project has greatly facilitated decision making. When a contravention is noted by the camera, the camera operators record the footage (a mental representation of the problems). The footage is then checked and reviewed by another operator (Judgments). The individual who reviews the offence then makes a decision on the penalty by generating a Penalty Charge Notice (PCN), which is then sent to the person registered on the vehicles license. The PCN usually consist of an image of the video footage which can be viewed at the city council website at www.westminstergov.uk/parking (The West Minister City Council, 2008). It can also be stated that making executive decisions at the Westminster council has also been made easier due to the existence of the Wireless city project. Key decisions within the Westminster council are usually undertaken by the cabinet, the committee of the cabinet or an individual within the cabinet (Figure, 2.0). According to the Westminster council statute, key decisions are usually those that can lead the Council to incur more expenditure or those that can make a significant amount of saving (The West Minister City Council. 2015). When critically examined, the Wireless city project greatly influences key decisions. This is because the project’s key objective is cost reduction while giving the public efficient services. Therefore the project has been useful in making key decisions for the executive decision makers. Figure 2.0 The Westminster Access to Resources and Placements Finance (ARPF) System The ARPF system is designed to optimize the placement of children that are vulnerable into appropriate care through managing information available by the use of web technologies. The ARPF system is automated in a manner to track the resources of the family, costs for community, social care workers and placements. Several authorities in London have adopted the ARPF system and the Westminster City Council City council is one of the exceptional authorities that have actually made a significant amount of advancement in the implementing the system in the management action plan that involves improving family and child services in agreement with the guidelines of the Social Services Inspectorate (SSI)( Oxford Computer Consultants Ltd,2015). Potential Impacts of the Westminster Access to Resources and Placements Finance (ARPF) System on decision making A key advantage of the system is that it is easily automated and can be implemented to meet the specific decision needs of the Social Service Department. The system offers community and social teams with an automated system that is able to track resources and financial costs that are linked to family placements (Oxford Computer Consultants Ltd, 2015). Making decisions concerning placements has therefore been made easier through the use of the system. Additionally, the system has lowered the efforts to manipulate and view large volumes of information that are linked to placement of relatives and clients. It has also made report generation to be much easier and therefore making decision making to be much easier (Oxford Computer Consultants Ltd, 2015). For instance; the various sections of the system make it easier to access information and therefore making decision making for the Social Service Department much easier. The main segment of the ARPF System includes; the Access to Resources Tracking (ART) components. The component contains four groups of information which are connected from buttons to the major screen. Making a search is easily and fast through the use of an innovative search engine which is able to locate any existing elements within the database. The screen is able to identify the personal and legal details of the client, events (planned or emergency), case notes, current location and the resources of the client (Oxford Computer Consultants Ltd, 2015). The system also consists of Private and voluntary resources (P&V) which is a link that leads to relevant reports. It is composed of placements, units, notes, costs, concerns, approvals and inspects and referrals. Another component of the system is a menu for reports and system maintenance. The segment consists of display buttons that connect to a variety of P& V reports. The maintenance menu assists an administrator to modify the coding and format that is used on the menus. Moving over the buttons results to producing the information and also its location (Oxford Computer Consultants Ltd, 2015). The key segments of the system are basically devised to make decision making more faster. When information is accessed easily decisions can also be made easily. Westminster Computer Information Systems Computer information systems emphasize the way in which different information technologies can be effectively used in the Westminster city. Computer information systems can be described as the principles, concepts and processes of two broad areas in the Westminster Council. Foremost, is the acquisition, management and deployment of different sources of information technology services and sources. Secondly is the operation, development and evaluation of different infrastructure and systems used within the Westminster city council (Oxford Computer Consultants Ltd, 2015). The information system professionals in Westminster are required to have proper technical knowledge of software, computers, and communications. They should also understand different functions within the City council. Hence, the Computer information system provides different computer coursework within the city. Such computer coursework provides information technology and implementation of the council’s functions, concepts and the process of council management (Czerniawska, 2004). Teams Involved In the Computer Information Systems Impacting Sound Decision Making Telecommunications The team is responsible for managing the entire city leased voice; city-owned and data communications conducted between and within thirty city-owned facilities. The team handles upgrades, maintenance, support and configuration of different data communication and telephone software and hardware. They provide network security and monitoring, network expansion and capacity planning including the city fiber networks. This enables the computer systems to be used effectively in decision making (Hui, 2010). Software Engineering This team provides different technological solutions to the customers within the city of Westminster in order to enhance their productivity and performance. Their activities range from the simple task of giving directions to the employees with the appropriate tools, helping in researching and implementation of vendor-supplied applications. The team is ready to offer any technological assistance to give the Westminster a boost in service delivery to the customers (Pressman, 2005). The team is mainly concerned with developing the website, major applications such as financial management, sales tax, utility billing and many other databases. The team develops different databases that enable sharing of data between different applications more efficiently. The internet developed applications established by the team empowers individual customers to complete various transactions without seeking help from government employees. The power of the internet and the development of the online solutions provides different customers with easy access to different information and the opportunity to conduct business twenty-four hours a day (Colin et al., 2012).  Systems Management The system management team is held responsible for security, administration and integrity of data of more than one hundred window servers including database, file, and virtual servers. These server are home to different applications that helps in supporting emergency services, financial, utilities, municipal court, library, recreation, email ,community development, parks , intranet, internet and geographical information systems (Great Britain. Dept. for Education and Skills, 2005). The team provides configuration, installation and troubleshooting services for more than one thousand laptops and computers. The management system also provides software and hardware consultation services for all the departments in the city council on the existing technologies and provides an appropriate decision on the current technologies within the council. The system operates the information technology service centers that offer troubleshooting services to different departments for efficient utilization of computerized systems (Netsize and Peggy, 2009). Types of Computer Information Systems at the Westminster City Council Geographical information system This is a digital system used for storing, manipulating and visualizing spatial data. At the heart of geographical information, the system is a database that enables spatial data to be linked to the attribute data. A spatial data aids the provision of a grid reference. For example, it can identify where something is situated or located. In general the geographical information system is a system that integrates both maps and databases for analyzing the environment (O'Brien and Harris, 2012). Benefits of Using Geographical Information Systems in Decision Making The geographical information system provides a digital system for entering and storing data systematically. This provides quality control and forms part of information imputing process. The system is also an efficient way of storing massive amounts of data. The system also provides different integrated data a layer that creates easy management. The layers can be simultaneously superimposed on a given area. The geographical information system allows different data to be translated into information more quickly. This includes multilayered reports and maps that are capable of supporting planning decisions and policy making. If 3-D geology are presented in Geographical information systems, it can provide sound decision making on underground developments and plans (Grimshaw 2000). Geographical information systems provide different updatable knowledge store. If any significant person leaves the council, the information is retained in the geographical information system and not lost. The system is versatile, dynamic and is interactive with different IT environment packages. The Geographical system can also be linked to address. If an individual clicks on a single address, or point, the system brings up a series of databases that helps in answering different inquiries for the address point (Fahui, 2005). Tomlinson (2007) highlights that the system offers accessible systems for answering different inquiries by the customers. This function may require report writing facility but once it is in place, a non-geographical information system expert operates the geographical information systems in order to respond the inquiries by the customers. Geographical information systems make it easy to import and export different information to inform external and internal bodies, and therefore making decision making on customer inquiries more easier (Tomlinson 2007). A Geographical information system is useful in interpreting different complex data, for example, spatial relationship soil contaminants and soil use can be adequately explored using geographical information systems making it easy to identify different pollutants in the environment. It provides sites for assessing risk. For example, the geographical information databases can be used as input files for modeling in CONSIM, LANDSIM and other model codes (Longley et al., 2010). Geographic information systems also provide proper visualization facility for contractor’s presentations or to the public or the staff. It can be used in training new LA staff since it is possible to draw a variety of maps of the area that is illustrating the use of the land, problem sites, geology and many more. The system can provide cost savings to the council; efficient management of information in the environment, gives long term advantages since less time, and few staff is needed to prepare different information for inquiry and regulatory purposes. Specific benefits of geographical information are based on its ability to generate quickly and easily variety of thematic maps by interpreting several databases for example: gas susceptibility, Radon potential maps, air quality maps, flood potential maps, unstable ground maps and rising ground water maps (Fahui, 2005). Figure 3.0 GIS diffuses into various organization, they have significant impacts on the operation and structure of the organization. Research has found out that the system has important impacts on politics, power and the design of the organization. Geographical information is a tool that is able to improve planning, decision making and exchange of information within the city council. New Computer-Aided Dispatch and Fire-Hall Alerting Systems The E-comm has transitioned 12 fire departments. It provides different dispatch to the new computer-aided dispatch (CAD) systems which enhance fire response. Moving to the new computer aided dispatch system Intergraph is one of the largest transitions under the E-comm. The Intergraph CAD demands few actions by the dispatcher to create dispatched call, enabling the fire agencies to be dispatched faster critical to fire suppression. The Intergraph CAD not only increases the fire response, but also enhances the information available to the fire dispatchers. The system is capable of providing detailed street map, floor plan images, municipal specific information, pre- plan information chemical storage data, hazards, geo-referenced locations and provide the GPS locations of fire apparatus. These are invaluable information for the firefighters and dispatchers on the scene (Silberschatz et al, 2013). Fire hall systems in Westminster are using fire hall alerting systems that now can streamline the dispatch process further by interfacing directly with the i/ CAD. This interface reduces the number of steps a dispatcher is to take in order to dispatch fire response (Department of Homeland Security, 2013). Benefits of Fire Hall Alerting Systems in Decision Making within the Fire Department One of the most benefits of the fire hall alerting systems is that, it can dispatch calls to different single or multiple agencies with no delay to the Westminster city Council. The dispatchers can oversee the events at all times including the ongoing communication with the firefighters route and on the scene over the radio. They need not to queue dispatch calls if more calls are to be delivered at one given time (Department of Homeland Security, 2013). The city Westminster city council firefighters are benefiting from this transition to i/CAD for the dispatch. This transition means that they can receive different information at the same time they receive voice alerts. The print always outs shows the location of an event. It also shows any history or hazards at the location and other apparatus to respond to. The fire fighters can therefore make appropriate decision on how to deal with fire outbreak. (Silberschatz et al., 2013). Figure 4.0 gives a demonstration of information transfer Figure 4.0 Housing Information System In 2005, the Westminster city council started a project of helping the housing professionals to provide accurate information to their customers concerning housing benefits. There was a lack of adequate and accessible information for the staff. The tenants easily missed out of the housing benefits that they were entailed to. Sometimes the tenants end up risking their tenancy due to the mistakes by the HB offices and complexities of the system benefit. The new housing system was created. It is a web-based information system containing bite-sized chunks of different readable informations and various useful tools. Users always find the standard letters useful. The hbnotes site is created around housing benefits issues that the housing professionals do come across regularly. The ucnotes site offers comprehensive and more detailed information on welfare reform issues (Sims, 2014). Benefits of Housing Information System to Decision Making By the Housing Department The website has links to different regulations and case law, standard letters, benefits calculators and various tips on reducing the arrears or maximizing income. The monthly newsletters keep the users updated with the changes in benefits, what is new on the site and provides tips and hints for reducing arrears and maximizing income. The online service provides enormous help to the clients who can contact the council for advice on different aspects of Welfare reform or housing benefit. Regular users’ waits latest pocket sized rate benefits leaflets every year. The system also delivers informative training and fun as well as providing consultancy services that include representations of different appeals. The system not only provides information, but also creates confidence and tools to use the information (Lund, 2011). Conclusion There are several information systems in the Westminster city council. The information systems are used by the council to provide different to the members of the public. The information systems are used in different departments within the council. The systems have significant benefits to the decision-making of the council since necessary and accurate information are conveyed more easily. This paper recommends that the members of the council should have necessary skills and knowledge of handling different information systems within the Westminster city council. More invention should also be done by the council to find more information that can improve the existing information systems. References   Besselaa, P and Satoshi, K, 2005, Digital Cities III. Information Technologies for Social Capital: Cross-cultural Perspectives, Springer Science & Business Media. Colin M, Tracy H and Pitt D, 2012, The Responsible Software Engineer: Selected Readings in IT Professionalism, New York. Springer Science & Business Media Cronin, A, 2008, Consuming Entrepreneurial City: Image, Memory, SpectacleKevin Hetherington. Czerniawska F, 2004, Management Consulting in Practice. UK. Kogan Page Department of Homeland Security, National Fire Data Center, 2013, Special Report: Mutual Aid: Lessons Learned from the California System. USA. FEMA Fahmi W,2005, Geographic Information Systems and Crime Analysis. UK. Idea Group Inc (IGI). Kahnemann, D and Tversky, A, 1979, Prospect theory: an analysis of decision under risk. Econometrica, 47, 263-291. Great Britain. Dept. for Education and Skills, 2005, The Parliamentary Monitor. Westminster. Parliamentary Communications Grimshaw, D,2000, Bringing Geographical Information Systems Into Business. New York. John Wiley & Sons Hui, P,2010, Information Superhighways Newsletter. Information. China. Gatekeepers Inc. Longley ,P, Maguire D, Rhind D, 2010, Geographic Information Systems and Science. New York. John Wiley & Sons Lund, B,2011, Understanding Housing Policy. Bristol .Policy Press Netsize and Peggy A, 2009, The Netsize Guide 2009: Mobile Society & Me, when worlds combine. UK: Netsize O'Brien, L, and Harris F, 2012, Retailing: Shopping, Society, Space: UK. Routledge Oxford Computer Consultants Ltd,2015, Westminster City Council Resources and Placements System. Retrieved From Pressman, R, 2005, Software Engineering: A Practitioner's Approach. Basingstoke. Palgrave Macmillan  Silberschatz ,A, Baer G, And Greg, 2013, Operating System Concepts, 9th Edition. Boston. Addison-Wesley Sims, J,2014, The staff at Housing Systems are very knowledgeable and extremely helpful.Retrieved from< http://www.housingsystems.co.uk/AboutUs.aspx> The West Minister City Council. 2008, Camera enforcement, Retrieved From http://www3.westminster.gov.uk/docstores/publications_store/Ward%20Pack%20%28FI NAL%29%20for%20Website.pdf The West Minister City Council, 2015, Tomlinson, R, 2007, Thinking about GIS: Geographic Information System Planning for Managers. New York. ESRI, Inc Read More