By Aidan Clifford
A significant percentage (85%) of public sector decision-makers embrace emerging technologies over legacy systems, yet 45% say they are struggling to keep up with the pace of change. Strained budgets, lengthy procurement processes and the continuous evolution of technology often leave departments struggling to balance operational needs with financial realities.
In response, subscription-based technology services are emerging as a viable solution to meet this challenge, offering agencies an opportunity to modernize equipment while managing costs more effectively. For agencies exploring this approach, here’s an overview of the benefits of a subscription-based technology model, tips for deployment and key considerations IT teams should ask before embarking on this journey.
Budget flexibility with a subscription-based model
A subscription-based model provides organizations with access to hardware, software, and/or services through a pay-as-you-go approach. Instead of an organization making a significant upfront investment to purchase and deploy technology, they can pay for it over time as part of their regular operating costs.
This approach is particularly beneficial for law enforcement agencies, as securing funding for large, upfront technology investments can be a significant hurdle to adoption. A subscription-based model helps to overcome this by spreading costs over time through flexible payment plans – whether monthly, quarterly, or yearly – designed to fit varying budgets.
A subscription model can also include other benefits such as warranties, engineering services, third-party solutions and software subscriptions. This bundling approach reduces the burden on IT departments while ensuring agencies have access to the latest technology tools and solutions that their teams need.
Staying current with technology
As technology evolves, outdated equipment can hinder operational efficiency, especially for police officers who rely on technology to carry out their daily duties. Subscription services address this challenge by providing agencies with access to the latest hardware and software, ensuring they remain equipped with the critical tools they need to meet modern demands.
Staying current with technology empowers departments to respond to emergencies quickly, leverage data analysis to proactively prevent crime and optimize resource management for greater efficiency. Access to the latest rugged hardware, real-time data analytics and advanced communication systems helps officers make more informed decisions. Subscription models enable updates to software, ensuring compliance with evolving regulations and maintaining interoperability with other agencies. This removes the pressure on IT teams to make constant updates, allowing agencies to focus on their core mission: serving the public.
Customization, scalability and simplified procurement
Subscription services offer agencies the flexibility to tailor technology solutions to their department’s unique needs, whether for small updates or large-scale implementations.
For example, a department looking to enhance situational awareness during emergencies can adopt a subscription-based package that includes rugged devices for officers in the field, software that integrates with 911 dispatch systems and ongoing IT support for maintaining system uptime – especially as 94% of law enforcement leaders express concern about staffing shortages. As the department’s jurisdiction expands or emergency response protocols evolve, additional devices and software capabilities can be added under the same subscription, enabling scalability without the need for an entirely new contract.
Subscription services also streamline procurement processes by working with a single vendor for all technology needs. Agencies can reduce administrative overhead, shorten procurement cycles, and expedite the deployment of critical tools and services. This streamlined approach not only makes it easier for police departments to acquire and implement technology solutions, but it also enables them to maintain a consistent and integrated system, improving long-term management and reducing the complexity often associated with multiple vendors or solutions. Through simplified procurement, police departments can focus more on their mission of public safety and less on managing the logistics of a technology deployment.
Five tips for deploying a subscription-based technology solution
Deploying a subscription-based technology solution requires careful planning and execution. If your agency is looking to navigate this process, here are five tips:
- Conduct a needs assessment: Before selecting a subscription service, assess your agency’s needs. Identify the hardware and software required, and any operational challenges that need to be addressed.
- Engage stakeholders early: Involve IT staff, end-users and budget decision-makers early in the process to ensure the solution meets operational and financial requirements.
- Choose a flexible provider: Look for a technology provider that offers customizable options, such as hardware configurations, software integrations and value-added services. This flexibility ensures the solution aligns with your agency’s unique needs.
- Plan for integration: Consider how the new technology will integrate with your existing systems – whether to fully replace an existing model or complement it. A smooth integration minimizes disruptions and ensures a seamless transition.
- Hold your provider accountable: Take full advantage of any warranties, engineering support, and additional services included in the subscription. If any part of the solution fails to meet expectations, engage your provider to keep them accountable for delivering the most current and functioning technology.
Parting considerations for IT teams
Subscription-based technology services provide law enforcement agencies with a strategic solution to stay ahead in an increasingly technology-driven world. With budget flexibility, access to the latest tools and comprehensive support, subscription models help agencies overcome financial and operational barriers.
However, successful deployment requires careful planning and a thorough evaluation of providers. IT teams should assess the total cost of ownership, including hardware, software and services, and clarify what is included in the subscription, such as warranties and ongoing support. Additionally, it is crucial to consider payment cycles, customization options and the level of support available throughout the term of deployment. Agencies should also evaluate security measures, upgrade possibilities and the terms for contract renewal or equipment ownership to ensure a long-term fit with their needs.
Asking the right questions helps ensure departments uncover a subscription model that aligns with their goals. Some helpful questions to consider include:
- Total cost over time: How does the total cost of the subscription compare to purchasing the technology outright? Is there a buyout or upgrade option at the end of the contract?
- Pricing stability: Are subscription fees fixed for the duration of the contract?
- Data ownership and access: Does the department maintain ownership of data? How can departments ensure continued access to records if they switch vendors or if the subscription ends?
- Service reliability: What level of support is included with the subscription? How quickly can the support team intervene to fix an issue? Does the subscription include real-time device monitoring so IT can intervene before a small issue worsens and results in significant downtime?
- Customization and vendor lock-in: How customizable is the solution to fit the department’s needs? Are departments required to use particular software?
- Ongoing cost justification: What value does this subscription provide long-term compared to a one-time purchase?
- Contract terms and hidden fees: Are there penalties for early termination of the contract? Are there additional fees for exceeding usage limits or for upgrades?
By asking the right questions and leveraging the benefits of a subscription model, law enforcement agencies can enhance their operational capabilities and equip officers with the latest technology available to serve their communities best and meet the needs of today’s policing.
About the author
Aidan Clifford serves as the Director of Business Development at Panasonic Connect North America, focusing on equipping the public sector industry with rugged mobile solutions. He obtained his bachelor’s degree in public administration from Samford University and his master’s in business administration from Ohio University.