From the old days of the Teleprinter system and DataNet, the Force's internal communications have now been completely revamped, upgraded to Lotus Notes 4.6 software which is fast, economical and simple to use. Staff have been given email accounts and have been connected to the Police Data Network (PDN), allowing them to liaise with colleagues and seniors and seek information quickly through their fingertips.

Commissioner of Police Eddie Hui Ki-on hailed the achievement, saying: "This is not only a truly historic moment in the development of Information Technology in the Force, but also a very significant milestone in the way the Force is able to communicate and conduct its business."

DVC WF Ryan Chan and WIP Teresa Chan cite the benefits of working with email

"The completion of this network represents the beginning of true electronic communication within the Force," Mr Lau said.

Assistant Commissioner of Police (Information Systems) Peter Halliday said some 1,600 email accounts had been added since November, more than doubling the number of users.

"By the end of this month, with only one or two exceptions, all staff of Inspector rank and above and their civilian equivalents will have their own email account and computer connected to the PDN," he said.

"This is no mean feat as not only have we given them email accounts, we have also rolled out computers and completed extensions to the existing network, 90 per cent of the cases involving the provision of terminals and another 80 per cent an extension to the existing PDN infrastructure, which sometimes required large-scale works."

Charles Mitchell, Senior Superintendent Business Services (IS), said there were plans to expand the system to accommodate Junior Police Officers. "JPOs are most definitely not being left out. Plans are in hand to expand the use of resource centres where networked computers will be made available. Although Notes email will not be on these machines, we want to include all officers in the communication revolution.

"We want to encourage JPOs to participate fully in the use of technology - many already demonstrate tremendous ability. We are in the process of establishing a cyber-club (chaired by DMS) to allow JPOs sharing an interest in IT to get together and exchange information. Some of these officers have already volunteered to assist as formation IT reps."

Project Manager Chief Inspector David Lorimer of ISW said users will soon migrate to Lotus Notes Release 5 (R5) software.

"R5 has an improved user operating screen which allows access to all the main Lotus Notes function areas from one single view, including the mailbox, an improved calendar, address book, 'to-do' organiser and a bookmark bar allowing single-click access to Lotus Notes databases. We are hoping the R5 upgrade will be completed by autumn," he said.

R5 will also provide greater control of users' manipulation of mailboxes. This would allow, for example, a user to enter their unique user-ID number at a remote workstation and view their own mailbox just as they would if they were sitting at their own desk. Mr Lorimer said security was vital (see password sidebar).

Other changes involve the conversion of user IDs in the Police Address Book from posts to names, along with connection to the Government Net (GNet) in June seeing Police fully incorporated into the Government Communications Network.

"Some Lotus Notes users may have also explored a selection under the 'File' menu on the top left of the screen which pulls down a database menu. There are no databases in general use at the moment. As we approach completion of terminal distribution, however, we are working to fully leverage the groupware functionality of Lotus Notes.

"Groupware (software for people working in groups) is about making it easy to collect information, storing it efficiently and then sharing it with others - this is the basis for knowledge management in any organisation.

"If your email inbox is always full you cannot work effectively. The system is designed to automate your work and draw your attention to exceptions to the routine flow of work as and when they happen. Lotus Notes allows users to share documents on databases with complete security using Access Control Levels (ACLs).

"Access to individual databases can be controlled by the design of the databases, again using the full functionality of the Lotus Notes security, based on the user's email account ID and password. All the database operator has to do to allow a user access to a database is to select his address from the address book within the control screen."

A new paragraph in the Force Procedures Manual (Cap 12:12 Police E-mail Network) will also soon be published, spelling out the responsibilities of users. One of the new requirements is for officers to check their In-boxes at least once at the beginning and end of every shift (see Dos and Don'ts sidebar).

Officers who consider that a message should be filed can electronically copy it to the appropriate registry with a note to the officer-in-charge for the message to be given a reference and filed accordingly. In this regard, ITB are now evaluating procedures for automating filing to Lotus Notes databases. A pilot system will start soon.

Formation commanders will also be asked to appoint officers as a point of contact with ISW for all matters concerning email.

Getting the most from PEN

Waterfront Division is one of several formations to embrace email.

Waterfront Divisional Comm-ander Ryan Chan Yue-wah said:"Email is good to communicate with officers you cannot always get on the phone, such as those on nightshift. It allows us to archive important memos saving a lot of time and paper. I encourage staff to use the Lotus Notes calendar function to schedule meetings.

"I use the Communal Information System (CIS) daily to manage cases and the Duty Scheduler to check officers' duties.

"Whether you find the systems user-friendly or not depends on how much time you put into it. You may not find them easy at first, but once you're familiar you see their advantages very clearly."



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