Agreement with Center of Excellence “KOIOS” (Intelligent Systems and Networks Research Center)

PROPOSAL FOR RESEARCH COLLABORATION
Research, Innovation and Development project within the framework of the KIOS Innovation Hub

Title: PROJECT DESCRIPTION DigiPol

Timeline

2022 – 2026

Partner

Cyprus Police

Objective

In the framework of the Cooperation between the Cyprus Police and the University of Cyprus, and with the aim of technological and scientific cooperation for the development of specialized technologies for the digitization and upgrading of various procedures of the Cyprus Police, the two organizations have entered into a research cooperation for the period 2022-2026.

The goal of the collaboration is the implementation of innovative technological solutions that will optimize Police services in terms of serving citizens and its members, digital solutions where they have already been recognized and belong to the range of expertise of the Center of Excellence for Research and Innovation “Koios” of the University of Cyprus.

After preliminary consultations with the representatives of the Cyprus Police, the DigiPol project has been determined, which concerns the digitization of Police procedures and is financed through the European Union’s Recovery and Resilience Plan 2021-2026 (Axis 4: Towards digital transformation, Section 4.2: Promotion of e-Governance, Reform 3: Digitization of Police DIGIPOL procedures).

Specifically, the project concerns (a) the digitization and upgrading of existing operating procedures of the Cyprus Police, where (b) existing services will be analyzed and implemented online, with the investigation of technical methods, (c) for the direct service of project’s users in real time , through their management platform, but also (d) the development of data analysis algorithms resulting from the creation of the platform. The above are needs of critical importance due to the imperative need to transition the procedures to digital solutions, to ensure a more efficient service to citizens and members of the Police staff.

KIOOS has assumed the duties of technical manager for the DigiPol project as well as the preparation of a research project concerning the construction of the technical outline of the project as well as the creation of a model system that will be used for the development of the integrated system. The purpose of the project is to design a system that allows the collection of data and the quantification of performance measures to identify areas of improvement through specialized data analysis methods. At a research level, data analysis methods will be used through which both improvement proposals in relation to the implementation of the DigiPol platform, as well as proposals that generally concern the improvement of the services of the Cyprus Police to the public, can arise.

The activities undertaken are described in detail in the following work packages.

1. Work Packages

1.1. Work Package 1

TITLE: Needs Analysis
Starting month: June 2022 M1Expiration Month: August 2022 M3
Description of Works
Elaboration of research for the study and writing of the initial needs of the Police and verification of the most prevalent services that can be digitized, the study of user types and the selection of methodology for the collection of requirements.
Task 1.1. Needs Analysis (Duration: 3 months)

  • Recording initial needs and preliminary procedures of the system through interviews and study of internal documents concerning the existing data system

  • Selection of methodology for the collection of requirements.

  • Studying user types and recording system use cases through interviews.

  • Study recording functional, structural requirements and system constraints.


Deliverable 1.1: Needs Recording, System Functions and Preliminary System Design Plan.

1.2. Work Package 2

TITLE: System Design
Starting month: June 2022
M1		Expiration Month: September 2022
M4
Description of Works
The objective of this work package is the study of the existing system and the detailed technical design of the main parts of the selected services decided in the previous work package.
Task 2.1. System Design (Duration: 4 months)

  • Collection of information from the Cyprus Police and relevant partners for a technical analysis of the existing hardware system.

  • Description of the system, subsystems, and application programming interfaces of the system.

  • Documenting system architecture aspects and describing system end users

  • Document stakeholder concerns and alternative solutions.


Deliverable 2.1: System Architecture Report.

1.3. Work Package 3

TITLE: Data Management Plan
Starting month: June 2022
M1		Expiration Month: February 2023
M9
Description of Works
The aim of this package is to record all the data collected by the Cyprus Police, in order to prepare the data management report concerning the DigiPol system.
Task 3.1. Data Management Plan (Duration: 9 months)

  • Data collection by the Cyprus Police.

  • Specifying how the data is recorded.

  • Data recording.

  • Preparation of Data Management Report.


Deliverable 3.1: Data Management Plan.

1.4. Work Package 4

TITLE: Operating Requirements
Starting month: June 2022
M1		Expiration Month: October 2022
M5
Description of Works
The aim of the package is the analysis and categorization of the selected technical specifications and system requirements. In addition, all the European regulations and legal frameworks that apply and must be followed for the management of the DigiPol system data will be analyzed and recorded.
Task 4.1. Operational Requirements (Duration: 5 Months)

  • Grouping of technical specifications for hardware and system.

  • Categorization of functional and structural requirements.

  • Registration of Legal Frameworks and European Regulations for the management of personal data.

  • Build system use case diagrams.

  • Preparation of Operational Requirements recording Report.


Deliverable 4.1: Functional Requirements recording Report.

1.5. Work Package 5

TITLE: Development of a Pilot System
Starting month: November 2022
M6		Expiration Month: January 2024
M20
Description of Works
The objective of this project is to design the database and develop a specialized web portal based on the needs that emerged from the previous work package. A pilot system will be set up to access two main Police services. The services will be decided by KOIOS in cooperation and with the consent of the Police. After the implementation, police officers will be given access to the platform, which will operate on a pilot basis.
Task 5.1. Pilot System (Duration: 9 months)

  • Preparation of the implementation plan for the pilot system.

  • Wireframes (UI/UX) preparation.

  • Creating a main database function and preparing diagrams to illustrate the connectivity of the various tables in the database.

  • Literature review and research on the most appropriate way to implement the pilot system.

  • Implementation of main functionality of the website for the DigiPol pilot system.


Deliverable 5.1A: Accompanying report that will explain that work 5.1 has been completed according to its description (in English) (Cyprus Police will attach to the report (a) a certificate of acceptance of the pilot platform (completion acceptance certificate), (b) the necessary confirmation that the police have access to the pilot platform).
Deliverable 5.1B: Web Portal (Pilot System) and link to access the platform
Task 5.2. Application Programming Interfaces and Services (Duration: 3 months)

  • Development and adaptation of pilot web services and finalization of the system's application programming interfaces.


Deliverable 5.2: Implementation of Services and Application Programming Interfaces.
Task 5.3. Pilot System Delivery (Duration: 7 months)

  • Preparation of DigiPol pilot system delivery report.


Deliverable 5.3: Pilot System Delivery Report.

1.6. Work Package 6

TITLE: User Training
Starting month: February 2024
M21		Expiration Month: December 2025
M43
Description of Works
The aim of this package is to educate users on issues related to secure system management. In addition, a handbook will be written on basic concepts of information security practice and finally, conferences and seminars will be organized on public cyber security.
Task 6.1. Writing Training Material (Duration: 5 months)

  • Writing and preparation of training material for the secure management of the system.


Deliverable 6.1: Training Material.
Task 6.2. User Training (Staff) (Duration: 7 months)

  • User and administrative staff trainings to train and inform about cyber system security practices.


Deliverable 6.2: Training Days / Seminars for Users (Personnel) of the System.
Task 6.3. User (Citizen) Trainings (Duration: 6 months)

  • Trainings and seminars on public safety in cyberspace.


Deliverable 6.3: Training Days / Seminars for Users (Citizens) of the System.
Task 6.4. Creation of System Manuals (Duration: 6 months)

  • Writing a manual for system security guidelines and practices.


Deliverable 6.4: Manual for systems security practices.

1.7. Work Package 7

TITLE: System Assessment and Research Results
Starting month: September 2024
M28		Expiration Month: March 2026
M46
Description of Works
The objective of this package is to evaluate the system functions, based on the predefined functional requirements and needs identified in the previous work packages. At the same time, various system acceptance checks will be carried out regarding the usability and functionality of DigiPol.

In addition, various algorithms and data analysis models will be developed by drawing data from system usage to extract statistics and significant correlations between data sets. From the data analysis, conclusions can be drawn for the improvement of DigiPol as well as conclusions concerning various Police Departments and can further be used to support decision-making in the Cyprus Police.

Task 7.1. System Functional Requirements Assessment (Duration: 19 months)

  • Preparation of assessment of functional and structural requirements of the system.

  • System Acceptance Checks.

  • Detection - diagnosis of system errors.



Deliverable 7.1A: Functional Requirements Assessment Report.

Deliverable 7.1B: System usability evaluation report and proposal for future extensions (in English).

(To evaluate the ease of use of the system, the Cyprus Police will be responsible for conducting the necessary research in order to obtain data regarding the public's experience of using the platform).

Task 7.2. Research results (Duration: 6 months)

  • Development of algorithms for data analysis that will be collected by using DigiPolDigiPol



Deliverable 7.2: Results of algorithms.

1.8. Work Package 8

TITLE: Project management
Starting month: June 2022
M1		Expiration Month: June 2026
M49
Description of Works
All the supporting activities related to the management of the project to ensure its quality implementation as described in Work Packages 1-7 of this document. In addition, support in matters related to the drafting of tender documents for the assignment of the project and the implementation of the DigiPol platform by the selected company.

Task 8.1. Project Management (Duration: 49 months)

  • Continuous monitoring of work to meet the schedule.

  • Checking the content and ensuring the quality of the deliverables.

  • Management of human and financial resources.

  • Support in matters related to the drafting of tender documents for the assignment of the project and the implementation of the DigiPol platform by the selected company.


Deliverables 8.1-8.3: Annual Progress Reports

Deliverable 8.4: Final Progress Report