Security and 2FA
After working with UCJIS folks, it's been determined that in order to use any CJI data in eProsecutor, we must implement 2FA (2 factor authentication). This means that each user will need to have a smart device that has the Google Authenticator app installed on it. The device can be an Android or an Apple phone or tablet. It can actually be any device that can install the Google Authenticator app on it. In order to log in to eProsecutor you will need your username and password as well as a code from the app to successfully login and use eProsecutor.
What is the status of eProsecutor
We have been using eProsecutor in 4 agencies since January and are ready to begin deployment to other agencies. The last thing we need to do to be ready is to enable 2FA (see above explanation) for security purposes. We will then begin deployment to those agencies who have completed and signed the MOA and Joinder agreements.
Can I look at it now?
You can try it out using the testing instance if you want to. It require 2FA (see above). Please let me know if you are interested.
When will my jurisdiction get it?
How much is it going to cost?
With the entire contract price being paid by grant funds, the Council has determined to charge each agency
a maximum fee of $206 per user per year to cover the costs of UPC's application administrator. The Council reserves the right
to adjust this amount for each year of the contract and will address the issue at their April meeting each year.
For year one of the contract, the fee is set at $206 per user.
The contract paid for 150 users statewide. Any additional users must be paid for at the current per user license fee set by JTI. Those agencies that have signed agreements filed with UPC will be part of the initial group of 150 users. That group of 150 users is now exhausted. Any additional agencies wanting to use eProsecutor will need to factor in the cost of the user licenses as well as the administration fee mentioned above.
Your agency is responsible to provide the means for users to receive the 2FA code in order to login (see above explanation). You may incur costs related to hardware or software necessary to accomplish this. These costs are not covered by the grant or the user fees, but it should only be a one time cost if any. The contract is for 5 years (the counter starts the day it is deployed in your agency).
What will it cost after the initial 5 year contract?
After the first 5 year contract expires, each agency will be able to renew yearly at the current cost per user. Please review the MOA and contract for more information. You can download (or view) it from the link below.
I heard that we need to pay for training. Is that true?
No - unless you want to have personalized training from JTI at your office. The contract provides for training 150 users. This training will likely be done in large, regional sessions. Ron will also be available for training after the original training has been completed and as needed. We envision training a local user that can then train new users as staff changes take place.
What about the clause that mentions $500 per user, $2500 miniumum, plus expenses training costs?
This is only for on-site, personalized training. If you want JTI to come to your office and train your users personally, then that is what it would cost. You can opt to participate in the regional training and not be charged anything extra.
If my jurisdiction does not like the one-size-fits-all product, can we change it?
No. If you need a system different than the one provided, you would need to negotiate a separate contract with JTI.
The MOA talks about reports that need to be submitted. How difficult will that be?
JTI and/or UPC will build these into the system and they will be run by the Administrator as needed.
Do I have to sign the MOA to receive eProsecutor?
Yes. You will also need to sign a Joinder agreement with JTI. The link below contains all the documents necessary. These are the same documents that have been emailed to agencies that indicated interest.
What about the offense table?
The UPC Administrator will create a software bridge that will insert legislative changes into eProsecutor. Local, county and city codes will be imported in a similar manner, but each agency will be responsible for maintenance of their local codes and to send their codes to the UPC Administrator in a compatible electronic format.
What aboaut PIMS?
PIMS is still available and Ron will continue to provide limited support - at least until the end of 2019.
Can we continue to use PIMS and not eProsecutor?
Yes. UPC can provide you with the source code so you can maintain and update it yourself. Ron will also continue to provide limited support for those who already have it until the end of 2019.
Who is the point of contact for eProsecutor questions and issues?
Ron Weight will be the eProsecutor Administrator for the state. He is your first point of contact with any questions or requests. He will then communicate with Journal Technologies Inc (JTI) as needed to work out any issues. He will be able to add users and other administrative tasks.
Who does the data belong to and can we get a backup of it?
The data belongs to you. It can be backed up locally and migrated to a new system if that becomes necessary.
How do we add an additional user when/if that becomes necessary?
A new user can be added whenever necessary. Contact Ron at UPC with the necessary details for the new user. If all 150 users provided for by the contract are already assigned, an additional charge for the user will be assessed and payable to JTI as per the current rates. If the new user is replacing a previous user, then no additional fee is necessary, but you MUST report that to Ron so he can adjust it in the system.
What, if any, are the video storage limits?
We have determined that video will not be stored in the system. There is just too much of it and the database space and bandwidth required to store video and the costs associated with that are just too high.
What are the recommendations for storing video?
It is recommended that video be stored in the local office either on DVDs or other storage medium as needed. You can add a note to a case that indicates where and how the essential video is stored.
How will deployment be managed?
Some of the agencies have indicated a need or desire for deployment as soon as possible. The UPC administrator will work with agencies that have returned a signed MOA and Joinder agreement based on when the signed agreement was received and the needs of the agencies. Geographical proximity will also be considered in order to efficiently train and deploy eProsecutor in agencies that are close together as much as possible. Initial training and deployment will be done onsite. On-going issues will mostly be handled using remote support software as necessary. There is also a Help Desk application available to submit support tickets.
Can existing data be imported into eProsecutor?
Converting and importing existing data is not part of the contract. If an agency feels that they need to have their data imported into the system, it will be their responsibility to contract individually with Journal Technology (JTI) or possibly with their IT department to do the programming necessary. One possibility that has been suggested by the testing agencies is to hire a temp person to input the most important cases into eProsecutor.
Can data be imported from other sources, such as Law Enforcement databases?
Yes, it can, but this is not part of the contract and would be an extra expense. There is an API (application programming interface) available for this kind of project. Again, you can contract with JTI or with your internal IT departments to do the work.
Do we need to re-negotiate the contract after 5 years?
No. The contract allows for continuing use after the initial 5 years. eProsecutor is considered a subscription service, so each year, after the initial 5 years, you will be billed for the current per user rate each year thereafter. So, if the current user rate at the beginning of the 6th year is $1,700 per user and you have 5 users, then you would be billed $8,500 for the next year. The cost per user may go up a little each year.
How will training be done?
Training will be done on a regional basis as close to deployment time as possible. After the initial training, new users in your offices would be trained by your local admin with assistance from UPC as needed.
Can two or more offices be grouped together to be deployed at the same time?
We can do this if we plan for it ahead of time. Please let us know if you have a need to have eProsecutor deployed at another agency at the same time your agency is deployed.