Exh 4DAGENDA ITEM #4D
MARCH 10, 2003
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Implementation of New Technology: Personal Digital Assistant
(PDA)
DATE: February 26, 2003
SUBMITTED BY: David E. Thompson, Chief of Police/DPS
BACKGROUND: City staff members continue to seek out cost effective technology
that will make its personnel and its operations more efficient. In each case, the cost of
technology is compared to the expected benefits, to assure that the implementation of
new devices and systems is going to enhance services and efficiency. It is imperative to
establish guidelines matching the available technology with the appropriate positions that
will realize the greatest benefit. It is also important to avoid issuing technological
devices to positions or people where the devices will not have a significantly impact. To
this end, the attached guidelines have been developed to provide structure for the
issuance of Personal Digital Assistants (PDAs).
Before discussing the proposed guidelines, the following information from
http://palmtops about com/cs/~almessentials/bb/beforeyoubuy htm~PM=ss11 palmtops
may be helpful in defming and understanding PDAs:
"Let's start by explaining what a PDA is. PDA stands for Personal Digital
Assistant and, basically, it's a handheld computer. The 2 main Operating
Systems for the PDA are the Palm and Pocket PC; but no matter the brand, the
PDA has some basic features:
• Date book--This is most important part of the organizer. You can input
meetings, appointments, etc., all in basically the same format as a large,
bulky Day Planner.
• Memo Pad--A place to jot notes, write a book, whatever.
_~ Calculator--Math.
• To-Do List--Helps you accomplish those nagging tasks.
• Address Book--Keeps track of all your important contacts.
~" Onscreen Keyboard--Lets you type with the touch screen and your stylus.
• Graffiti (Palm)/Character Recognizer (Pocket PC)--Lets you handwrite
instead of type.
• Email--Lets you compose email and send on HotSync or wireless.
• Backlight (most PDAs)--Priceless in dim lighting."
Since PDAs are basically handheld computers, some are very basic, while others are
capable of a providing a wide range of functions including access to networks/databases,
cellular phone service, and digital photography.
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MARCH 10, 2003
The original Palm Pilots were devices that allowed people to carry around address books,
schedules, calculators, planners, and tasks lists in one small, handheld computer. The
Palm Pilot could be placed into a "cradle" attached to a desktop workstation, and data
could be passed up or down between the devices. This device allowed an individual to
conveniently carry around the most up-to-date scheduling, phone number, task, and
planning information for their use. It also provided a device that would pass data back
and forth with a desktop workstation without having to re-enter the data by hand. For
someone who spends time out of the ofFice, with complex or voluminous scheduling and
data needs, this device can make information more accessible and timely, while
eliminating redundant data entry functions between computers.
The latest generation of PDAs can access networks where people can check their email,
reseazch records, generate reports, and essentially perform as a wireless computer in the
field. This has great potential for future applications of these high level PDAs.
A committee consisting of Building Director Don Ford, Utilities Director Donna
Kaluzniak, and Chief David Thompson, with the assistance of IT Administrator Bryan
Smith, created the attached guidelines. The guidelines were reviewed and discussed with
'"~ City Manager Jim Hanson and the City department heads, and modifications and
clarifications were made accordingly.
The proposed guidelines are intended to be used to construct specific policies regulating
the issuance of PDAs.
At the present time, the City has limited the purchase of PDAs to GIS staff members who
need them for use in the field. However, the City is looking to expand its utilization of
PDAs to appropriate positions within the organization.
BUDGET: The issuance of PDAs will not require any additional funding in the 2002-
03 budget. The PDAs most likely to be approved, will cost between $200-$400.
RECOMMENDATIONS: The purpose of this staff report is to make the elected
officials aware of the intent to expand the use of PDAs within the city workforce, and to
seek input and answer questions relative to their use.
ATTACHMENTS: Proposed Policy Guidelines
Photos of one type of PDA for
REVIEWED BY CITY MANAGER:
AGE~YDA ITEM NUMBER:
AGENDA ITEM #4D
MARCH 10, 2003
Proposed Criteria for issuing/carrying PDAs:
Positions in the City workforce vary significantly relative to the need to record, store,
and access information in the field. While some positions would not benefit from a
Personal. Digital Assistant (PDA), other positions would save time and improve
efficiency with the services and capabilities of a PDA. Depending on the demands,
duties, and needs of each position, a PDA may or may not be a productive tool.
Just as positions within the city workforce function at different levels, PDAs have
different levels of capabilities. Ideally, PDAs should be matched to the positions
with corresponding levels of needs.
The following levels have been identified for consideration in the issuance of PDAs:
Level l: No PDA
The following types of positions would not significantly benefit from a PDA:
A position that spends the majority of the time in the office,
A. A position that is generally assigned work by others, and there is
.3 no requirement to access data or create reports in the field,
B. A position that does not need access to scheduling, reporting, or
contact information in the field, or
C. A position with limited computer access or needs relative to the
job responsibilities,
D. A position that already has access to the computer network and
databases through another means of communication i.e. wireless
access through laptop computers.
Leve12: Low Level PDAs
The following types of positions would significantly benefit from a PDA:
A. A position that spends a great deal of time outside of the office;
and
B. Has significant appointment schedules, reporting needs, and
contact lists that need to be accessed in the field.
Time-saving Functions: Level 2 PDAs may be able to eliminate the
duplication of time, energy and effort required to perform a function more than
once. An employee may be able to gather data in electronic form and store it
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as an official record. If the employee can collect the data a single time, then it
may eliminate data entry later on. If schedules and contact information can be
quickly uploaded or downloaded with the workstations on the city computer
network, then this will eliminate the redundant task of modifying the data at
the office.
Leve13: Higher Level FDAs
The following types of positions would significantly benefit from a higher
level PDA:
A. Positions that perform time-saving functions as noted above; and
B. Conduct report writing functions; and/or
C. Require wireless access to databases or networks from the field.
Leve13 PDAs will eventually allow access to the city computer network, and
employees will be able to collect, store, and access data from the field.
If employees, on-site, can capture, store, and access records and databases,
then they may be able to eliminate trips to the office to research information.
Immediate access to information may save time and expenses, while providing
a quicker response to citizens.
Process for Requesting PDAs:
The City will not reimburse an employee for a PDA that the employee
purchased at his/her own expense. However, if the employee chooses to
discontinue using a PDA purchased at his/her own expense, then the
employee may request the issuance of a PDA through the process
identified in this policy.
Employees may request a PDA through the routine purchasing procedures.
Anyone requesting a PDA will be expected to justify the request.
The department head may approve or disapprove the request. If approved, it
will follow the normal purchasing process.
Information Systems will review PDA requests to assure that the hazdwaze and
software is standardized and compatible with existing systems. After
Information Systems approves the request, it will follow the normal
purchasing process.
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Personal Use
Employees should not have any expectation of privacy with respect to personal
information stored on a PDA.
Limitations, relative to personal data storage on PDAs:
The City of Atlantic Beach allows incidental use of its PDAs subject to the
following conditions and restrictions:
Personal use must not involve any of the activities noted below:
A. Any activity that may bring embarrassment or discredit upon the City;
B. Any activity that reduces or interferes with the productivity of the
employee or his or her coworkers;
C. Any activity that depletes significant system resources available for
business purposes.
Prohibited Activities
Employees are strictly prohibited from using a PDA in connection with any of the
following activities:
A. Engaging in illegal, fraudulent, or malicious activities;
B. Engaging in activities on behalf of any organization that is not specifically
a part of a department, committee, board, or other direct extension of the
City of Atlantic Beach;
Discussion: PDAs may provide access to records and information that
may be beneficial to private individuals or private businesses. It would be
inappropriate to use a PDA to access data for organizations or individuals
who are not affiliated with the City of Atlantic Beach. If an individual or
business needs access to public records, then they should be directed to an
appropriate location for obtaining the records.
C. Sending or storing offensive, obscene, or defamatory material;
D. Annoying or harassing other individuals;
E. Permitting any unauthorized individual to access the City of Atlantic
Beach IT systems.
AGENDA ITEM #4D
MARCH 10, 2003