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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE: |
20 March 2006 |
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TO: |
Executive Director, Ottawa Police Services Board |
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FROM: |
Chief of Police, Ottawa Police Service |
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SUBJECT: |
DONATION OF SURPLUS
OTTAWA POLICE COMPUTERS |
RECOMMENDATION
With more than 1,200 desktop and 200 in-car mobile workstation computers deployed across the Ottawa Police Service (OPS), the need for periodic replacement is necessary due to new/upgraded software or OPS applications that require greater speed and increased storage. The purchase of new OPS computers results in re-assigning computers internally, based on functionality needs, and disposing of the surplus ones.
The recent replacement and upgrade of the in-car mobile workstation has given the OPS an opportunity to dispose of the largest number of used Panasonic CF27 Toughbooks at the same time. Three possible directions for disposal of the old mobile workstations were reviewed by OPS staff. These disposal options included: scrapping, selling and donation.
DISCUSSION
The life cycle of computers at the Police Service is determined by the technology upgrades required to support the IT infrastructure. In the past few months, over 160 Panasonic mobile workstation computers have been replaced in police cruisers with upgraded ones (model CF29). OPS contacted a number of their community partners, such as the Boys and Girls Club of Ottawa, to determine their interest in accepting the surplus mobile workstations. Unfortunately these computers were not functional and the cost to rebuild them was prohibitive. An alternative solution was necessary.
Both sale and scrapping were considered but eliminated. Although sale was possible, it was determined that the revenue generated would be negligible compared to the effort put into transporting, storing and selling the used property. Scrapping was not seen as viable or desirable given the negative environmental impact.
The alternative of donation was seen as the most desirable, and further research was conducted. This research resulted in two local non-profit organizations being identified as agencies that refurbish and recycle donated computers. There are no prohibitions in the Ontario Police Services Act or the Board’s Finance and Administration Procedures Manual to this course of action.
The OPS has a plan to replace approximately 250 to 300 desktop computers annually over the next four years. Similar to the mobile workstations, surplus desktop computers will become available as they are replaced. Donating the computers to these local, non-profit organizations enhances the OPS value of supporting and forming partnerships in the community. Two local groups were identified and were determined to match the donation requirements of the Ottawa Police Service. They are CompuCorps and World Computer Exchange.
It is the recommendation of staff that CompuCorps and World Computer Exchange be designated the official recipients of used police computer equipment for three years, from 1 January 2006 to 31 December 2008. At the end of this period, a partnership review will be conducted to determine if the needs identified in this report continue to be met, or to consider changing circumstances in the organization and community.
CompuCorps is a non-profit organization that focuses on helping the community and preventing e-waste in the environment. This Ottawa-based charity was identified by East Division Constable Mark Scharfe as a viable option for donation. With the help of technical volunteers, they provide mentors who assist charities to develop web sites, maintain computer labs for kids, update databases and analyze their computer and Internet needs. CompuCorps operates reBOOT Ottawa – who champion computer reuse by collecting, refurbishing and distributing computers to those in need as identified by other charities in the Ottawa region. Recipients include low income and new Canadians, as well local charities – many whom the OPS works with as part of its community outreach. There is a tremendous opportunity for the Ottawa Police to support this initiative and also participate in outreach to these communities.
CompuCorps has strong partnerships in the computer industry and, therefore, is able to upgrade computers with software and operating systems that make them useable at a reasonable price.
In addition, the opportunity exists for OPS members to contribute directly to these non-profit organizations and engage with the community. Members who have a knowledge and understanding of information technology would be encouraged to volunteer their time and expertise to refurbishing computers or assisting local charities with their technology needs. There may be opportunities for further collaboration between Ottawa Police members and CompuCorps as a result of the partnership.
Ninety-nine in-car mobile workstations were donated to CompuCorps on 27 January 2006. This timing was precipitated by the need to empty the space where the unused equipment was being stored, so that renovations could begin at our Elgin Street building.
World Computer Exchange (WCE) is an international non-profit organization that focuses on helping the world’s poorest youth bridge the divide in information, technology and understanding. WCE helps partner organizations in 48 developing countries to connect their youth to the Internet via on-line volunteers and donated used computers. In addition to sending computers overseas, WCE is active in community development. For each computer shipment they send from Ottawa, they engage local community members from the destination country in all aspects of the shipment – from computer testing to fundraising. This is an outreach program that helps integrate recent immigrants into the Ottawa community, while giving them an opportunity to help their home country.
World Computer Exchange is one of the few organizations that welcomes and is able to use donations of older computers that would otherwise be seen as garbage in our community. On the strength of their model, and the types of machines they can take, World Computer Exchange is recommended.
Sixty-seven OPS in-car mobile workstations were donated to World Computer Exchange on 27 January 2006.
There was consultation with a number of members involved in community-based groups and a small number of groups to determine interest and need. The interest was high; however, the quality of computers available from the Service did not meet the needs of the groups because the computers are outdated and do not include software. Costs associated with software are prohibitive for the groups in question and, therefore, eliminating the positive benefit of any donations. Consultation was also undertaken with the two non-profit community agencies recommended for the donations to determine a ‘fit’.
The Police Service has a number of options in the disposal of used equipment. The Service attempts to balance a number of considerations, including selling, scrapping or donating. The assessment of computer disposal focussed on the opportunity to support local community partners and provide assistance to communities abroad. This opportunity, combined with the goal of ensuring an environmentally sound disposal of potential waste, made donation the best decision.
Although both groups are able to provide tax receipts, this is not a factor in the donations as the Police Service does not have a requirement for such receipts.
Donating OPS surplus computers to non-profit organizations enables low-cost computers to be supplied to local charities and low income or immigrant families in Ottawa. The donation also provides computers to international, educational non-profit organizations in developing countries to connect their youth to the Internet. By donating these computers as opposed to disposing of them, the Ottawa Police Service is supporting our community and at the same time reducing environmental waste.
Approving the donation of surplus computers for the next three years and forming partnerships with World Computer Exchange and CompuCorps (reBOOT) supports the OPS commitment to community-based partnerships, reduction in environmental waste and the opportunity for member development through volunteering and mentoring.
Debra Frazer
Director General
Vince Bevan
Chief of Police
