statcom statcom user guide –2006 1 the toronto police service and more--- organizational...

STATCOMSTATCOMStatcom User Guide –2006

1

The Toronto Police Service and more---

OrganizationalPerformance Management

STATCOM


Mediocrity leads to corruption Rampart Report

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Sometimes sloppy police work looks like corruption. Chief Michael Boyd, Edmonton Police Service


O.O.P.S

• Viclas non-compliance

• FOI non-compliance

• Sex Assault Audit non-compliance

• Department of Justice non-compliant

• Use of force---firearms training---non-compliant.

• Stats Can info contradictory to local stats

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Our Organization Pleads StupidityOur Organization Pleads Stupidity


Performance Management Should Address:

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•Legal Compliance

•Risk Management/Accountability

• Measuring Effectiveness

•Measuring Efficiency

•Priorities Alignment

•Measurement and Reporting Mechanisms

•Identify the blue flags (best practices)

•Identify the red flags (areas for improvements , gaps, and hotspots)


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Creating Public Value

(The Strategic Triangle ---Moore)

Legitimacy and Support

Operational Capacity Value, Mission, Goals


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Performance Management Is:

• A way to check progress against objectives• A process to inform decision-making• A way to link actions to outcomes• An opportunity for the organization to learn

and progress• A way to check if you are doing what you are

supposed to do: by law, by regulation, by agreement, by compelling cause.Effective performance management will lead to performance improvement.


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Annual Review of Results

Environmental Scan

Priority Setting/Planning CycleDevelop Priorities and Objectives Assign

Responsibilities forObjectives

Develop strategies and Monitoring Plans

Communicate & Implement Strategies

Monitor, Measure & Report on Progress

Final (public)

Report on Results

SSTATCOMTATCOM


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MANAGING POLICE OPERATIONS: MANAGING POLICE OPERATIONS:

Implementing the New York Crime Control Model-Comp stat

Phyllis Parshall McDonald

Wadsworth Publishing 2002


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Five Basic PrinciplesFive Basic Principles

1) Specific Objectives

2) Timely and accurate intelligence

3) Effective strategies and tactics

4) Rapid Deployment of personnel and resources

5) Relentless follow up and assessment

Covey, “ All great people know what they want to achieve.”Covey, “ All great people know what they want to achieve.”


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Commissioner William J. Bratton 1994Commissioner William J. Bratton 1994

7 Priorities to 31,000 police officers.

1. Get guns off the streets

2. Curb youth violence in the schools and on the streets

3. Drive drug dealers out of NYC

4. Break the cycle of domestic violence

5. Reclaim the public spaces of NYC

6. Reduce auto-related crime in NYC

7. Root out corruption and build organizational integrity in the NYPD.


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Key Points

Timely basis Intelligence: quarterly reports are not good enough;

Daily intelligence is necessary.Not only internal systems but also from public, media, probation etc;

Rapid deployment of personnel. CRU, TAVIS, CAPS;

Relentless follow up and assessment. Continue to measure and report.

““Accountability breeds response-ability.”Accountability breeds response-ability.”


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ImplementingPrepare the command staff. Teach them what is all about.

Involve the enabling authorities.

Assess departmental systems and facilities:

The ability to produce crime data in a timely and accurate fashion. Preferably on a daily basis.

Availability and accessibility of crime mapping.

Availability of adequate meeting space.

Establish time reduction or target objectives. Measure formally regularly (morning meeting, weekly crime meeting, bi-weekly Command meeting, 1/4ly Unit commanders meeting).

Prepare all members of the department.

Implement: set procedures and timings for measuring questioning, changing tactics.


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Compstat Paradigm ShiftCompstat Paradigm Shift From outputs to outcomes; From incidents to problems; From summary results to feedback; From reaction to prevention; From accountability for rules to accountability for

problems solved; From individual attribute-based performance

evaluation to unit or agency performance management;

From intuition to data; From isolation to integration


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Levels of Performance ReviewToronto

• Executive dashboard (macro level) – bi-weekly

• Divisional Statcom (unit level) – bi-weekly

• Crime Management meetings (weekly)

• Unit commanders morning report (UCMR) -Daily

• Individual evaluation (WPPD) -Yearly

• Organizational year end


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Monitor, Measure &Report on ProgressMonitor, Measure &Report on Progress

Statcom Mechanics• Real-time reporting

• Daily, Weekly or bi-weekly accountability meetings

• Monthly public information releases

• Quarterly board meetings

• Annual strategy review


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This is the main Statcom entry screen. To enter into the program press the “This is the main Statcom entry screen. To enter into the program press the “Unit Commander”Unit Commander” bottom. This screen will open each time the program has been activated.bottom. This screen will open each time the program has been activated.

STATCOM ENTRY SCREENSTATCOM ENTRY SCREEN

Divisional Policing CommandDivisional Policing Command


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This is the main Statcom Menu. There are This is the main Statcom Menu. There are five key areas for program reference and five key areas for program reference and movementmovement

•Primary IndictorsPrimary Indictors

•Quick ReviewQuick Review

•Switching Statcom PeriodsSwitching Statcom Periods

•Multi MediaMulti Media•Searching the DatabaseSearching the Database

•ExitExit

STATCOM MAIN MENUSTATCOM MAIN MENU


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This is a section of the This is a section of the Statcom Main MenuStatcom Main Menu – “Primary Indictors” – These are the areas that are available – “Primary Indictors” – These are the areas that are available for quick reference.for quick reference.

There are four folders which reveal the topics as There are four folders which reveal the topics as indicted by the tab. These tabs can be indicted by the tab. These tabs can be accessed by clicking on each the appropriate accessed by clicking on each the appropriate tab. This is the primary portal to the programtab. This is the primary portal to the program

UNIT ENTRYUNIT ENTRY - These are the areas divisional - These are the areas divisional Units are responsible for completing and Units are responsible for completing and forward to their appropriate field command.forward to their appropriate field command.

Each data entry area is available for Planner, Each data entry area is available for Planner, Crime Analyst or a member designated by the Crime Analyst or a member designated by the Unit Commander. Unit Commander.

MAIN MENU – PRIMARY INDICTORSMAIN MENU – PRIMARY INDICTORS


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This is a the Performance Screen that is opened by pressing the “Performance Bottom” as indicated This is a the Performance Screen that is opened by pressing the “Performance Bottom” as indicated on the left. This Performance screen reviews your unit performance records comparative to that of the on the left. This Performance screen reviews your unit performance records comparative to that of the previous year.previous year. The program is capable of projecting performance data over the period of one year. This can be done The program is capable of projecting performance data over the period of one year. This can be done by opening the calendar, selecting a date and committing the entry. The projection will display in the by opening the calendar, selecting a date and committing the entry. The projection will display in the projection data folder as indicated. projection data folder as indicated.

Graph/Chart SelectionGraph/Chart Selection

Calculates officer Calculates officer ratio from staffing ratio from staffing reportsreports

““REVIEW”REVIEW” will appear if will appear if the category is beyond the category is beyond the Service mean the Service mean averageaverage

PERFORMANCE SCREENPERFORMANCE SCREEN


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Pressing the “CRIME STATS” bottom will open the unit crime statistical screen.Pressing the “CRIME STATS” bottom will open the unit crime statistical screen.

The Crime Statistical screen includes the 7 crime indictors and all Robbery sub categories. The crime The Crime Statistical screen includes the 7 crime indictors and all Robbery sub categories. The crime indicators features with a REVIEW indicator for crimes that are above the Service mean average. indicators features with a REVIEW indicator for crimes that are above the Service mean average. Mutli-charts are available for are categories. Click on tab for appropriate chart.Mutli-charts are available for are categories. Click on tab for appropriate chart.

A Service Comparison is A Service Comparison is available for the current yearavailable for the current year

Click on tab for Youth/Domestic Click on tab for Youth/Domestic StatisticsStatistics


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These ICAD statistics are based on a 2 week basis These ICAD statistics are based on a 2 week basis as noted in the report date boxesas noted in the report date boxes

Adjustment statistics are calculated Adjustment statistics are calculated on the deviation of on the deviation of Pending Pending versus versus ResponseResponse minutes minutes

These bottoms will open the ICAD These bottoms will open the ICAD information as indicate on the information as indicate on the bottom – Based on a 2 week bottom – Based on a 2 week comparison.comparison.


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This calculates the number of This calculates the number of Different types of Gun CallsDifferent types of Gun Calls


This box displays the type of This box displays the type of gun calls as indicated above – gun calls as indicated above – Press arrow to move to next Press arrow to move to next record typerecord type

This area calculates the total service Gun Calls via event This area calculates the total service Gun Calls via event descriptiondescription

Data can be reviewed in Data can be reviewed in graph form- Select Event graph form- Select Event Description Type.Description Type.


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This calculates the number of This calculates the number of Different types of Gun CallsDifferent types of Gun Calls


This box displays the type of gun calls This box displays the type of gun calls as indicated above – Press arrow to as indicated above – Press arrow to move to next record typemove to next record type

Data can be Data can be reviewed in graph reviewed in graph form- Select Event form- Select Event Description Type.Description Type.


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Select any Service Video file by Select any Service Video file by Video, Source or Date.Video, Source or Date.

To activate Video, double click To activate Video, double click on the Select Video fileon the Select Video file

Unit Specific VideosUnit Specific Videos

Select by date and TypeSelect by date and Type

Number of Videos available of Unit.Number of Videos available of Unit.

Move through videos using Move through videos using arrows.arrows.

Videos are extracts form the Videos are extracts form the Service Video Service Unit and Service Video Service Unit and are categorized by the are categorized by the appropriate Filed planning appropriate Filed planning office.office.


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This area “This area “Unit Entry”Unit Entry” is for Unit input and is for Unit input and loading by dedicated Divisional.loading by dedicated Divisional.

It includes: Unit Commander WPPD, Crime It includes: Unit Commander WPPD, Crime Management, Statistical Information and the Management, Statistical Information and the Sexual Assault Audit.Sexual Assault Audit.

These areas will be completed and These areas will be completed and electronically emailed to electronically emailed to Central Field Central Field PlanningPlanning group email. group email.

It is suggested to complete all areas and It is suggested to complete all areas and emailed at one time. Changes to the database emailed at one time. Changes to the database will be realized on the following statcom date.will be realized on the following statcom date.

Areas can be worked on and saved at Areas can be worked on and saved at anytime during the process.anytime during the process.

These are the only areas for unit input.These are the only areas for unit input.


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This is the Units WPPD for any given month. This screen will repeat over This is the Units WPPD for any given month. This screen will repeat over each Statcom period. Make changes by keying in information or deleing from each Statcom period. Make changes by keying in information or deleing from the file. The WPPD month will be highlighted in Redthe file. The WPPD month will be highlighted in Red

The selection of a Priority will The selection of a Priority will be placed in any of the four be placed in any of the four positions and highlighted in positions and highlighted in the information folderthe information folder

Place comments in the area Place comments in the area provided. Due to storage provided. Due to storage limitations, press page up limitations, press page up bottom for further commentsbottom for further comments

Indicate self score by Indicate self score by pressing appropriate score pressing appropriate score bottombottom

When all data is complete When all data is complete press “Export Data” bottom.press “Export Data” bottom.

This will automatically open This will automatically open your email with an your email with an attachment. Email to “attachment. Email to “Central Central Field PlanningField Planning” group email” group email


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UNIT ENTRY REQUIRED-UNIT ENTRY REQUIRED- The statistical Entry bottom opens to this screen The statistical Entry bottom opens to this screen which contains 4 sub folders. This folder includes Priority Beats and Service which contains 4 sub folders. This folder includes Priority Beats and Service Collisions. When the input field is entered the bar graphs on the right will Collisions. When the input field is entered the bar graphs on the right will adjust .adjust .

When all data is complete When all data is complete press “press “Export DataExport Data” bottom.” bottom.

This will automatically open This will automatically open your email with an your email with an attachment. Email to “attachment. Email to “Central Central Field PlanningField Planning” group email” group email

Data Sub FoldersData Sub Folders


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SPECIAL EVENTS Folder: This folder will house SPECIAL EVENTS Folder: This folder will house any special events up to including 4 events.any special events up to including 4 events.

In the event a Unit events totals exceed 4 the In the event a Unit events totals exceed 4 the surplus can be entered on the next Statcom surplus can be entered on the next Statcom update.update.

Year to Date total will be calculated for Year to Date total will be calculated for all events.all events.

UNIT ENTRY REQUIRED-UNIT ENTRY REQUIRED- This screen covers areas This screen covers areas such as Road Supervision, CIPS approvals, such as Road Supervision, CIPS approvals, STOP program and Fatality Victims.STOP program and Fatality Victims.


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UNIT ENTRY REQUIRED-UNIT ENTRY REQUIRED- This screen covers areas such areas as This screen covers areas such areas as F.I.S., Unit Stolen autos, Sexual Verifications and the Divisional F.I.S., Unit Stolen autos, Sexual Verifications and the Divisional Sexual Assault Audit.Sexual Assault Audit.

Stolen Vehicles Reported Stolen Vehicles Reported year to dateyear to date

To complete the Unit Sexual Assault Audit – press “ To complete the Unit Sexual Assault Audit – press “ CHECK SHEETCHECK SHEET”. The ”. The occurrence number for verification we be in top right corneroccurrence number for verification we be in top right corner


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UNIT ENTRY REQUIRED-UNIT ENTRY REQUIRED- This screen covers the Divisional Sexual Assault Audit This screen covers the Divisional Sexual Assault Audit – as indicated in the City Auditors Audit.– as indicated in the City Auditors Audit.

The occurrence for review will The occurrence for review will be found on the top right be found on the top right corner of this screen. This corner of this screen. This occurrence will be selected at occurrence will be selected at random and the following random and the following questions will be answered questions will be answered “YES” if in compliance or left “YES” if in compliance or left blank if not applicable.blank if not applicable.

A comment section is A comment section is available for unit comments of available for unit comments of explanation.explanation.


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UNIT ENTRY REQUIRED-UNIT ENTRY REQUIRED- Once the Statistical Folders are Once the Statistical Folders are complete, press the “EXPORT DATA” bottom which will complete, press the “EXPORT DATA” bottom which will prompt a pop up message as indicated below, when prompt a pop up message as indicated below, when pressed will automatically open the crime Management pressed will automatically open the crime Management Folder for completionFolder for completion


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UNIT ENTRY REQUIRED- UNIT ENTRY REQUIRED- Upon completion of the data Upon completion of the data entry, Pressing the “EXPORT Data” button which will entry, Pressing the “EXPORT Data” button which will prompt your personnel email to open with the data prompt your personnel email to open with the data attachment. This attachment contains the updates and will attachment. This attachment contains the updates and will be consolidated with the main database.be consolidated with the main database.

The email should always be sent to the The email should always be sent to the Central Field Central Field PlanningPlanning Group mail box. When complete you may delete Group mail box. When complete you may delete the sent email. An exact copy can be made at anytime.the sent email. An exact copy can be made at anytime.

The other Statcom programs running in the Unit will The other Statcom programs running in the Unit will not have access to the information that has been not have access to the information that has been sent, rather the next Statcom update will facilitate sent, rather the next Statcom update will facilitate updates for these users.updates for these users.


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Due to the complexities of the Due to the complexities of the P.S.I.S. system. Occasionally a P.S.I.S. system. Occasionally a complaint is assigned as complaint is assigned as unknown, meaning the complaint unknown, meaning the complaint is associated to the unit but the is associated to the unit but the officer is unknown. Therefore, for officer is unknown. Therefore, for the purpose of maintaining the purpose of maintaining integrity the unknown complaint integrity the unknown complaint will be captured in G Platoon . will be captured in G Platoon . Once the platoon is known the Once the platoon is known the change will be reflected in the change will be reflected in the correct position.correct position.

This in effect for both Internal This in effect for both Internal and External complaintsand External complaints

This area will calculate the Field totals and This area will calculate the Field totals and comparative statistics to your unit.comparative statistics to your unit.

This screen captures all of the unit complaints ( YTD) as of the Statcom date.This screen captures all of the unit complaints ( YTD) as of the Statcom date.


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This screen captures all of the unit complaints both Internal and External ( YTD) as per the Statcom date.This screen captures all of the unit complaints both Internal and External ( YTD) as per the Statcom date.

Areas highlighted in red Areas highlighted in red indicate that the indicate that the complaint category is complaint category is higher then the mean higher then the mean Field average.Field average.


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This screen captures Advance Patrol Training attendance as well as the TPS 710 This screen captures Advance Patrol Training attendance as well as the TPS 710 compliance ratioscompliance ratios

The APT statistics will reflect that of The APT statistics will reflect that of the C.O. Bick College statistics. The the C.O. Bick College statistics. The percentage of compliance is based percentage of compliance is based on number of attendees versus the on number of attendees versus the number of personnel to be trained.number of personnel to be trained.

A projection feature is available to A projection feature is available to project your attendance based on project your attendance based on your current trends.your current trends.

Press the calendar bottom, select a Press the calendar bottom, select a date and the projection will appear date and the projection will appear on the right.on the right.

The TPS 710 compliance The TPS 710 compliance report is gathered once a report is gathered once a month and will be reflect on month and will be reflect on Statcom as such. This Statcom as such. This compares the number of unit compares the number of unit apprehensions to TPS 710 apprehensions to TPS 710 submissions.submissions.


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This screen captures Department of Justice mandatory disclosure requires. This does not This screen captures Department of Justice mandatory disclosure requires. This does not replace the present DOJ spreadsheet found of the Court Services website, however it replace the present DOJ spreadsheet found of the Court Services website, however it assists with streamlining the process. assists with streamlining the process.

When the screen appears it will When the screen appears it will display the unit current DOJ cases display the unit current DOJ cases as of the Statcom date as of the Statcom date

An average of days retained at An average of days retained at station prior to submission to the station prior to submission to the courts.courts.

This pull down will search every This pull down will search every person charged with a DOJ person charged with a DOJ offence, regardless of dispositionoffence, regardless of disposition

May search amongst the various May search amongst the various fields and commands.fields and commands.

To move through records use the To move through records use the arrow buttonsarrow buttons

The area displays the data related The area displays the data related to the offence, including court and to the offence, including court and OIC.OIC.


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This screen captures the freedom of information requests. This information is captured This screen captures the freedom of information requests. This information is captured every two weeks and in some cases due to the Statsocm updates, maybe dated. Please every two weeks and in some cases due to the Statsocm updates, maybe dated. Please verify with your own internal resources. The overdue button will come on when a request is verify with your own internal resources. The overdue button will come on when a request is beyond 21 days.beyond 21 days.


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This screen captures your Unit Budget information as indicated in the four categories. A This screen captures your Unit Budget information as indicated in the four categories. A targeted % and % used is calculated utilizing a standard deviation from the Unit pervious targeted % and % used is calculated utilizing a standard deviation from the Unit pervious spending trends.spending trends.

This email function can be used to This email function can be used to email this screen shot to any one of email this screen shot to any one of the users preferencesthe users preferences

PLEASE BE REMINDED THAT PLEASE BE REMINDED THAT THIS INFORMATION IS THIS INFORMATION IS CONFIDENTIAL AND SHOULD BE CONFIDENTIAL AND SHOULD BE CONSIDER AS MUCH.CONSIDER AS MUCH.

A Unit Projection utilizes a A Unit Projection utilizes a standard Deviation and can standard Deviation and can forecast a unit spending to any forecast a unit spending to any given date within the year. It will be given date within the year. It will be displayed in the high lightened areadisplayed in the high lightened area

A year end project will provide A year end project will provide assistance for projected over assistance for projected over spending by areas displaying in red spending by areas displaying in red or the “R” letter will appear beside or the “R” letter will appear beside the appropriate budget category.the appropriate budget category.


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Strengths and WeaknessesSTRENGTHS• Planning, prioritizing, assigning, and

tracking initiatives and compliance• Identifies established and emerging

trends• Targets resources to trends• Provides timely accurate intelligence• Improves communications internally

and externally


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Strengths and Weaknesses

STRENGTHS

• Encourages effective tactics that deal with root causes

• Supports rapid deployment

• Real-time progress measurement

• Relentless follow-up and assessment

• Transparency and accountability


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Strengths and Weaknesses

WEAKNESSES

• Lack of education---only a small group understands the tools and relevance

• Complex roll-out

• Can be resource intensive

• Resistance

• Inconsistencies in data collection models (StatsCan, Silos, Definitions)

statcom statcom user guide –2006 1 the toronto police service and more--- organizational...

Documents

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