personnel investigative model (pim) - e-handbooks...

Personnel Investigative Model (PIM)

To provide access to PIM, administrators will add users to the PIM database using the Setup (PIM Users) option in the top-horizontal navigation bar [see page 8]. Users will then be assigned RACF authorization using CICS accordingly.

WPIM - Personnel Investigative Model - AdministrativeWPIO - Personnel Investigative - OPSWPIC - Personnel Investigative - CIUWPIR - Personnel Investigative - CRCWPIU - Personnel Investigative - GIUWPIQ - Personnel Investigative - Read-Only

The Personnel Investigative Model (PIM) was designed to provide an effective way for the Office of Professional Standards (OPS) as well as the Civilian Investigative Unit (CIU), the Civil Rights Compliance (CRC), and the General Investigations Unit (GUI) to manage all allegations within the Miami-Dade County Public Schools (M-DCPS) system.

This user guide will assist staff members with the entry of PIM case information. PIM is accessible to all authorized users via the M-DCPS Intranet on the Employee Portal.

Open your Internet browser and go to www.dadeschools.net.▼ Click on the Employees tab

The dadeschools.net Employees page will be displayed.

▼ Click Login to Portal

On the Log in screen, ▼ Type Username▼ Type Password▼ Press Enter

The Employee Portal page will be displayed.

Miami-Dade County Public Schools Information Technology ServicesJuly 2009

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PIM Authorization

Introduction

Getting Started


▼ Click Intranet

The M-DCPS Intranet Applications screen will be displayed.

On the Employee Portal page in the left navigation column under Applications,

▼ Select Personnel Investigative Model (PIM)

The PIM Cases screen will be displayed.

On the M-DCPS Intranet Web Applications screen,


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The PIM Cases screen allows users to search for individual cases by known information. Sections for case drafts and a listing of open cases sorted in descending order by case number, location, subject, and status are displayed on this screen. The cases can be opened for viewing from these lists.

The navigation bar provides links for cases, reports, maintenance, and setup of PIM cases.

To exit PIM, in the upper-left side of the screen,

▼ Click Return to Intranet

To create a new case record, on the upper-right side of the PIM Cases screen, ▼ Click Add a Case (see screen above)

The Leadsheet - Add New Case screen will be displayed.

Using the drop-down menus and pop-up calendars, ▼ Enter the case details on the Leadsheet screen

After all the case information has been entered, ▼ Click Save Case Details


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PIM Cases

Adding a New Case

Spell Check option

Click to add a new case

Exit PIM


To return to the PIM Cases screen without saving the case details, ▼ Click Cancel

▼ Click OK The case details will be saved.

The case information previously entered can no longer be edited from this screen. To change case information, use the Maintenance option in the top-horizontal navigation bar (see page 13).

To view case events, from the top-horizontal navigation bar, ▼ Click Case Events

The Case Events screen will be displayed.

The Case Events option on the top-horizontal navigation bar documents the date and comments for all case entries.


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Click Maintenance to change case information

Case Events


To enable the Party Details screen, ▼ Click Add a Party

From the drop-down menu, ▼ Select the Party Type

The Parties Involved and Assignment Information section of the case will be displayed when entering new cases details. Select Parties from the top-horizontal navigation bar after a case has been opened to add information.

For employee and student entries, additional boxes will be displayed to enter the ID number and/or first and last name to retrieve the party information.

To enter a non-M-DCPS party, the Add Party screen will be displayed.


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Adding a Party


Users can enter one or more parties by following this Add a Party process.

▼ Type the displayed party information ▼ Click Save

▼ Click OK The party information will be added to the case.

After all of the parties have been added to the case, complete the Assignment Information using the drop-down menus and pop-up calendar to assign a Director, Investigative Unit, and date as determined in the Allegation Review Team (ART) meeting.

▼ Click Save


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Adding Assignment Information


The case changes from a draft status to the list of cases on file, assigned for processing on the PIM Cases screen.

The Investigative Unit Director begins processing an investigation by assigning an investigator who will be responsible for entering the charges and interviewing the parties involved and any witnesses.

From the PIM Cases screen,

▼ Select the case folder

▼ Click OK The Assignment Information will be added to the case.

The case details will be displayed with an expanded top-horizontal navigation bar.

To view specific case information,▼ Click on any title

To return to the PIM Cases screen,▼ Click Cases


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Processing an Investigation


Each victim, subject, complainant, and witness is added to the case as a Party. Party Interviews are con-ducted to review the evidence gathered and obtain each party’s version of the incident.

Prior to entering interview information, users are required to complete a ‘notice sent event’ in Case Events to document the request for an interview (See page 4).

From the PIM Cases screen,▼ Select the case folder (see page 3)

The case details will be displayed. On the expanded top-horizontal navigation bar,▼ Click Parties

The parties previously entered for the case will be displayed. Additional parties can also be entered on this screen.

To enter interview information, ▼ Select the party’s case folder

The Party Details screen will be displayed.

▼ Click Add Interview

The Interview Details screen will be displayed.


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Adding a Party Interview


Using the pop-up calendar and drop-down menu,

▼ Select the Date and type of Interview▼ Type the Time, Location, and a Narrative of the interview details▼ Click Save

Using the drop-down menus, ▼ Select the appropriate Charge and Finding ▼ Click Save Charge

▼ Click OK The Interview details will be added to the case.

Enter interviews for all of the parties involved by following this Add Interview process.


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Type party statement Spell

Check option

Adding Charges and Findings


▼ Click OK The Charge will be added to the case.

Timelines can be extended to allow for holidays and special circumstances.

Using the drop-down menus and pop-up calendars, ▼ Select Timeline Exceptions, if applicable to the case▼ Click Save Exception

▼ Select additional charges and findings, if applicable to the case, following this Add Charge process.

The charge information will be displayed on the case record with a link to the related School Board Rule.

▼ Click OK The Timeline Exception will be added to the case.

The Timeline Exception information will be displayed on the case record.


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Entering a Timeline Exception


Using the pop-up calendar and drop-down menu, ▼ Select the Date and type of Event▼ Type the Party and Description▼ Click Save

▼ Click OK The Case Journal Entry will be added to the case.

The Case Journal is used to document events (fax, briefing, phone call, email, meeting, memo, etc.) per-taining to the case.

To add a Case Journal entry, from the top-horizontal navigation bar, ▼ Click Case Journal

To view all journal entries, from the top-horizontal navigation bar,▼ Click Case Journal

Additional journal entries can be added by following this Add Case Journal Entry process.

Exhibits are written statements, photographs, and diagrams related to the case.

To add an Exhibit, from the top-horizontal navigation bar, ▼ Click Exhibit


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Adding a Case Journal Entry

Adding an Exhibit


Using the pop-up calendar, ▼ Select the Date ▼ Type the required information▼ Click Save

On the Exhibit screen, ▼ Click Add an Exhibit

▼ Click OK The Exhibit information will be added to the case.

To view all exhibits for a case, from the top-horizontal navigation bar,▼ Click Exhibit

Additional exhibits can be added by following this Add an Exhibit process.

The Summary option on the top-horizontal navigation bar is available for viewing the case summary and findings. Redacted narratives, findings and supplements for the case are entered on this screen.


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Viewing a Case Summary


The case is assigned for Internal Review and reviewed for errors once the investigation has beencompleted. If there are errors, the case is reassigned to the investigator for corrections. If the case has been completed, without errors, the case is closed by the Investigative Unit and reassigned to OPS to complete the Conference-for-the-Record (CFR).

Cases entered into PIM can be searched by known information. By default, cases are displayed by all open cases in descending order by Case Number.

Search cases by case number, status, subject first or last name, investigator and/or investigative unit.

From the PIM Cases screen under Case Search, ▼ Type known information▼ Click Search

The case(es) will be displayed that meet the search criteria.

To view the summary of a case, from the top-horizontal navigation bar,▼ Click Summary

Directors are authorized to make corrections to case information and maintain cases.

To search for a case to be updated, from the top-horizontal navigation bar,▼ Click Maintenance


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Searching for a Case

Maintaining a Case


▼ Type the case number▼ Click Search

The categories of the case information will be displayed.

▼ Click on the appropriate category

The category field selected will be activated to edit or delete information. Use the pop-up calendar, drop-down menus or type the information to be changed.


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▼ Click OK The changes will be added to the case.

To edit the information, ▼ Click on the paper/pencil

To delete the information,▼ Click on the red X

▼ Type the reason for the change in the provided field ▼ Click Save

Additional changes can be performed by following this process.

Reports are available for users to view their PIM case information, based on the department.

To view the report list, from the top-horizontal navigation bar,▼ Click Reports▼ Click on the desired report

A new window will be displayed for each report.


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Generating Reports


Setup options are maintained by the director of each department to manage the drop-down lists.

To view the setup options, from the top-horizontal navigation bar,▼ Click Setup

To add another selection to a drop-down menu, ▼ Select the field name▼ Click OK

All departments (CIU, CRC, GIU, OPS) have access to the following reports: •Administrative Cases over 30 days Report •Details of a Case Report •Findings Report (closed cases only) •Narrative Report •PIM Cases by Region and Position Type Review Cases Report •Status Report •Timeline Report •Total Investigations Completed ReportAdditional reports are available to specific departments as follows:

CRC •Protected Categories Report

GIU •Cases by OPS Director Report •CFR Summary Report •Employment Actions Report •Investigative Cases by Region Report •Legal Review Cases Report •Monthly Statistical Report •Monthly Statistical Report

OPS •Pending PIM Cases Summary Report •Personnel Investigative Status Report •Protected Categories Report •Superintendent’s Report


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Setup


For questions or comments, please complete a Self Service incident at:http://selfservice.dadeschools.net. Select ‘Ask ITS A Question’ from the drop-down list.

▼ Click OK The entry will be added to the drop-down list.

Check boxes can be de-selected to prevent them from displaying in the drop-down menus.

On the active information list,▼ Click Add ▼ Type the information to be added▼ Click Save

To exit PIM, in the upper-left side of the screen,▼ Click Return to Intranet


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Requesting Additional Assistance

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