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SUMMARY
The Office of the Auditor General
has conducted a performance audit of the Department of Public Safety’s
Telecommunications Bureau as part of a Sunset review of the agency. This
audit was conducted pursuant to a June 16, 1999, resolution of the Joint
Legislative Audit Committee. This audit was conducted under the authority
vested in the Auditor General by Arizona Revised Statutes (A.R.S.) §41-2951
et seq. This is the fourth in a series of audits of the Department of Public
Safety.
The Department of Public Safety (DPS)
Telecommunications Bureau is responsible for maintaining DPS’
telecommunications system, which provides critical information to law
enforcement entities through its radio network and the Arizona Criminal
Justice Information System (ACJIS). Specifically, this system enables DPS
officers to communicate with dispatchers and provides Arizona law
enforcement agencies with criminal justice records, warrant information, and
motor vehicle data needed to carry out their operations. In addition, ten
other state agencies rely on the radio network for their communications
needs including the Department of Corrections for prisoner transport and the
Department of Transportation for its highway maintenance and construction
workers (see Table 1, page 2, for a complete listing of user agencies).
DPS uses a microwave network to
support its communications system. Microwaves extend the range of
communications by providing access to remote sites for communications, and
are often used as an affordable alternative to other wireless communication
forms, such as satellite and fiber optics.
DPS’ Communications System
Relies on Obsolete Technology
(See pages 9 through 17)
DPS’ communications network is obsolete because it
currently relies on analog technology that is no longer being manufactured and can no longer accommodate DPS’ needs. Specifically, manufacturers in the United States began phasing out analog
microwave radios in favor of digital technology in the early 1990s. As a
result, analog users must depend upon spare parts from existing analog
microwave radios to repair or replace broken equipment. Once the supply of
spare parts is depleted, users will be unable to service their radios. As
such, the issue for DPS is no longer whether to convert from analog
technology, but when.
Although DPS is aware of the need
to convert its system to digital technology, it has been slow to initiate
the needed changes. While the existing system is not in any immediate
danger, DPS should plan for a digital conversion as soon as possible because
of the significant implementation time required to convert the system. In
preparation for the conversion, DPS should complete a conversion plan of the
entire communication system before it seeks funding from the Legislature. In
addition, it should pursue grant funding to help defray some of the costs to
the General Fund.
Staffing Problems Could Hinder
DPS’ Ability to Maintain System
(See pages 19 through 23)
DPS’ ability to convert to a
digital system while maintaining its current system could be jeopardized
because of numerous staff vacancies expected in the future. Specifically,
DPS may lose almost one-quarter of its telecommunications technician staff
in the next three to five years due to impending retirements. Further, DPS
is already having difficulty filling existing technician vacancies.
Telecommunications technicians,
among other things, ensure the continuous operation of the communications
system so officers and dispatchers can speak to each other without
interruption. In addition, they will play a pivotal role in the conversion
process because contractors will need their assistance to customize the new
system to meet DPS’ needs. Although DPS is currently working on ways to
enhance its recruitment efforts for technicians, it should consider
additional recruitment and retention tools. For example, DPS should work
with the Law Enforcement System Council to assess the
feasibility of offering hiring bonuses and counter-offers similar to a
Department of Administration pilot project being tried at four other state
agencies.
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