Service overview
Phoenix is a comprehensive, fully integrated incident management platform designed to support the entire lifecycle of security operations at McGill University. From the initial alert to final report distribution, Phoenix streamlines processes, reduces manual effort, and enhances situational awareness. By consolidating multiple tools and databases into a single system, it significantly improves the efficiency, accuracy, and responsiveness of campus safety operations.
Key Capabilities
Phoenix combines the power of a Computer-Aided Dispatch (CAD) system with a robust Records Management Solution (RMS) to deliver a wide range of capabilities:
- Incident Management: Create, track, and manage incident logs in real time.
- Patrol Management: Monitor patroller checkpoints, assign routes, and respond to incidents efficiently.
- Lost and Found Management: Log, track, and return lost items through an integrated module and public-facing form.
- Inventory Management: Maintain and track security-related assets and supplies.
- Investigations Management: Document and manage investigative processes and outcomes.
- Event Management: Coordinate and approve campus events, including outdoor event requests.
- Training Management: Track training sessions, certifications, and compliance.
- Inspection and Maintenance: Schedule and document inspections and maintenance activities.
- Emergency Management Planning: Store and access emergency response plans.
- Business Continuity Planning (BCP): Develop and manage continuity strategies to ensure operational resilience.
Public-Facing Forms:
Phoenix includes several public-facing forms available on the McGill Campus Public Safety website, enabling community members and visitors to:
- Report lost items
- Submit CCTV footage requests
- File security complaints
These forms support file attachments in the following formats: JPG, JPEG, PNG, BMP, GIF, PDF, DOC, DOCX, and TXT. (Note that some accepted file formats may differ from form to form.)
Benefits to the McGill Community
- Faster Response Times: Real-time dispatch and tracking improve incident response.
These updated Phoenix modules and functionalities will empower McGill Campus Public Safety to respond more effectively to incidents, enhance preparedness, and ensure the continuity of operations.
Who can use it
Phoenix will be available to all CPS staff, including external partners:
- Office of Emergency Management
- Security Services
- Fire Prevention
- Environmental Health & Safety
- Hazardous Waste Management
- Parking & Transportation (future)
How to request access to the service
All members of CPS will be granted access to Phoenix once the system is live. Supervisors and managers should email phoenix.cps@mcgill.ca to inform of any new hires so access may be granted promptly. Requests will be processed by CPS system administrators.
Cost
There is no cost associated with the use and consultation of information contained in this application.
Availability
The service is available 24 X 7, except during planned maintenance or outages. All users will be notified of such cases ahead of time via email.
Frequently asked questions
How do I login to Phoenix?
You will be able to login to Phoenix with your McGill credentials using 2-Factor Authentication. The system will also use McGill SSO (Single Sign-On), meaning that the credentials you have entered to log into the device will be recognized while signing into Phoenix, thus limiting the number of times you will need to enter your credentials.
Where can I access the system?
Phoenix is a browser-based application that is accessible from anywhere on any McGill-issued workstation or device – including office workstations, laptops, tablets, and cellphones.
All users should employ cybersecurity best practices when connecting to McGill systems and resources - See the Best practices & policies section for details.
Does this mean that CPS will be reducing paper use?
Yes, especially in the case of paper reports.
Who else uses this system?
This system, developed by ICO Solutions, is used by several public and private institutions both within and outside of Quebec. Notable services include - but are not restricted to - police, fire, paramedical, energy, and universities.
Best practices & policies
Staff accessing Phoenix remotely should connect via McGill's Virtual Private Network (VPN) for maximum security.
Training & documentation
**Please note: The training is only available to credentialed CPS Team members**
Training will be managed by CPS with support from Information Technology (IT) Services.
Current available training documentation:
Phoenix Basic Notions guide | Phoenix Basic Notions guide (French version)
Description: This helpful document will give users a general understanding on the basic notions and how to navigate through the Campus Public Safety’s Incident Management Solution - Phoenix (IMS).
Audience: All Phoenix users including the following stakeholder groups:
- Security Operations and Administration
- Security Staff
- Emergency Preparedness
- Fire Prevention
- Environmental Health + Safety
- Hazardous Waste
Phoenix CAD General guide | Phoenix CAD General guide (French version)
Description: This helpful guide will give users an overview of the Phoenix Computer Aided Dispatch Guide.
Audience: All Phoenix users including the following stakeholder groups:
- Security Operations and Administration
- Security Staff
- Emergency Preparedness
- Fire Prevention
- Environmental Health + Safety
- Hazardous Waste
Support
First-level support for end users will be managed by CPS. Once the system is available, please email support requests to phoenix.cps@mcgill.ca. System administrators will then escalate to IT / ICO Solutions as required.