10-01 Tiburon Computer System – Automated Reporting System (ARS) / Records Management System (RMS)

Tiburon Computer System – Automated Reporting System (ARS) / Records Management System (RMS)
REFERENCE
RESCINDS
KCPD Intranet Version – Tiburon Manual, ARS User Guide/ Field Interview User Guide, UCR – Handbook – NIBRS Edition
(http://internal.kcpd.org/kcpd1/html/nibers/ARS%20Manual%2009-2009.pdf)
RSMO 43.505
PI 02-3, 02-3A, 02-3B, 02-3C
PI 03-12. 03-12A, 03-12B
PI 03-19, 03-19A
DM 08-7
I.
PURPOSE
To guide department members in the proper use of the Automated Reporting System / Records Management System (ARS/RMS) portions of the Tiburon Computer System. The ARS portion of the computer system is the reporting mechanism of the department and is used to complete all on-duty incident reports, field interview reports and most investigations reports.
This procedural instruction will also outline the proper method for handling walk-in and phone-in reports. The RMS portion of the system will store all completed and approved reports.
II.
TERMINOLOGY
A.
Attached Reports – Any additional report taken in paper form which is related to an ARS Incident Report. These reports will be scanned and attached as images using the Intellivue scanning stations.
B.
GIS (Geographic Information System) – A mapping program which produces the maps used in the MDS (Mobile Data System.)
C.
GUI (pronounced Gooey) – Graphical User Interface – A program interface that uses a computer’s graphics capabilities to make the program easier to use. Graphical interfaces use a pointing device to select objects, including icons, menus and text boxes.
D.
Field Contact Module – A module that tracks subjects and intelligence information from field personnel.
E.
Frozen – Used to describe the status of a report which has received final approval and has been transferred to the Records Management System.
F.
Incident Number – A number generated by Computer Aided Dispatch (CAD) each time a call is entered into the Tiburon CAD system.
G.
Intellivue – The imaging system currently utilized to scan paper documents that cannot be entered by keystroke into ARS.
H.
Map Coordinates – Numbers normally found in the address verify window that identify specific points on a map.
I.
MIBRS (Missouri Incident Based Reporting System) – The reporting system developed and maintained by the State of Missouri for collection and reporting of crime data to the FBI. All Missouri State Agencies that wish to report NIBRS to the FBI, must participate in MIBRS due to statutory requirements (RSMo. 43.505). MIBRS adds one more offense (Domestic Violence related Suicide) to the 46 Group A offenses that are reported in NIBRS
J.
Nature of Call – Is the title of the report and should be the highest offense related to the incident.
K.
Outside Agencies – Refers to agencies who currently complete incident reports using Kansas City Police Department forms and assign KCPD case report numbers.
L.
RC Status (Report Control Status) – The current status of the report the member is working on by date and time.
M.
Service Request – A module in the Tiburon System, which is linked to ARS that allows members to request report information and ask questions regarding specific reports.
N.
Tiburon – The vendor contracted to provide records management, automated field reporting and computer aided dispatching software applications for the Police and Fire Departments. The Tiburon Computer System includes the following modules:
1.
ARS (Automated Reporting System) – Used to record information relating to a reportable incident. This software is NIBRS compliant.
2.
CAD (Computer Aided Dispatch) – Manages service request calls for both Police and Fire Departments. It also manages information pertaining to personnel and vehicle availability and maintains historical call information.
3.
CMS (Corrections Management System) – Captures information about an arrested individual and maintains information about that individual while they are in-custody.
4.
MDC (Mobile Data Computer) – A laptop computer mounted in the patrol vehicle with wireless connectivity to the department’s computer network.
5.
RMS (Records Management System) – Manages data collected from various modules in the Tiburon application suite. It is also the repository of all completed reports after they have been approved at all levels.
O.
UCR (Uniform Crime Reporting) – The UCR Program is a collective effort on the part of city, county, state, tribal, and federal law enforcement agencies to present a nationwide view of crime. Agencies participating in the UCR Program provide reports on arrested persons and offenses known to law enforcement. The UCR Program does not record the findings of a court, coroner, jury, or the decision of a prosecutor. These agencies also provide information about law enforcement officers killed and assaulted in the line of duty and hate crimes. The FBI compiles, publishes, and distributes the data to participating agencies, state UCR programs and others interested in the Nation’s crime data. Within the UCR system there are two reporting options:
1.
NIBRS (National Incident Based Reporting System) – collects data on each single incident and arrests within 22 (twenty-two) offense categories made up of 46 (forty-six) specific crimes called Group A offenses. In addition to the Group A Offenses, there are 11 (eleven) Group B Offense categories for which only arrest data are reported.
2.
Summary Based Reporting (commonly referred to as UCR) – Developed by the F.B.I. to capture crime statistics that summarize information on 8 (eight) Part I Crimes (murder/non-negligent manslaughter, forcible rape, robbery, aggravated assault, burglary, larceny-theft, motor vehicle theft, and arson).
III.
ADMINISTRATIVE GUIDELINES
A.
On-duty members who become aware of a crime/incident that occurred within the jurisdictional boundaries of Kansas City, Missouri, will ensure the incident is reported using ARS and all pertinent facts and available information are properly recorded.
B.
Field officers will be required to report incidents which are brought to their attention, except situations where calls may be handled by alternative means.
C.
Members will make every effort to determine the exact location where an offense occurred. When an offense or incident occurs outside the jurisdictional boundaries of Kansas City, Missouri, citizens will be instructed to report the offense to the appropriate outside agency.
D.
Prior to the end of the reporting member’s tour of duty all reports will be completed and “Owner Approved”. Any exception to this policy must be authorized by a supervisor or commander.
E.
Members working off-duty assignments will complete any required offense reports in ARS within 2 (two) hours of ending their off-duty employment.
F.
Supervisors will make every attempt to “Supervisor Approve” all reports prior to ending of their tour of duty. When the supervisor approves the report by clicking on the “Approve” button the supervisor is stating that, to the best of their knowledge, the report is complete and accurate.
G.
Division commanders will be responsible to ensure each report is “Owner Approved” and “Supervisor Approved” within 6 (six) calendar days of the report being initiated.
H.
Reports returned for correction with a service request will be corrected by the report owner by the end of their next tour of duty. Any exception to this policy must be authorized by a supervisor or commander.
I.
If a report owner is not available due to separation or extended leave, a supervisor or commander will contact the data entry supervisor to have the report reassigned.
J.
The Data Entry Section will be responsible for the final approval and transfer of all reports into RMS within 4 (four) calendar days.
K.
The Fast Track feature of ARS, will not be used.
L.
Intellivue-trained personnel will index recovered items of evidentiary value.
M.
Members will only release police reports in accordance with Missouri Revised State Statutes.
1.
Reports will not be for sale until the report has been frozen and transferred into RMS. Any report with “DRAFT” noted in the upper right hand corner below the Case Report Number (CRN) will not be available for sale.
2.
Although a report for the theft of license plate tabs may be taken, it is not required by the Department of Revenue to acquire replacement tabs. If taken, this report may be sold to citizens before it is frozen and transferred while it still contains the word “DRAFT”.
N.
All elements will be responsible for retaining their own paper reports and case files as needed. Only divisions/units that have been trained in the Intellivue system will be responsible for scanning and indexing reports.
O.
All elements within the Investigations Bureau will be responsible for scanning and indexing paper reports. Case files will be kept in accordance with the element’s policy.
P.
Perpetrator Information Center will prepare a monthly Bias Crime Report and a Quarterly Hate Crime Report and forward it to the Investigations Bureau Office for dissemination.
Q.
Members will give the victim or reporting party a completed Request for Report Reproduction, Form 19 P.D. or Form 19 SP P.D.
IV.
TABLE OF ANNEXES
ANNEX A
Automated Reporting System (ARS)
ANNEX B
Walk-in/Phone-in Reports
ANNEX C
Stolen Vehicle/Recovered Stolen Vehicle Reporting
ANNEX D
Tiburon Computer System Outage Procedures
ANNEX E
Field Contact System
Adopted by the Board of Police Commissioners this ______ day of _________ 2010.
DISTRIBUTION:
All Department Personnel
Department Master Index – Intranet
ANNEX A
AUTOMATED REPORTING SYSTEM (ARS)
A.
General Guidelines
1.
All original reports filed in ARS will have a CRN with the exception of the Field Contact Report.
2.
All mandatory fields which are underlined in red will be completed in order to advance to the next screen.
3.
The fields underlined in blue are not mandatory fields. However, the information requested in the suggested fields will be completed when the information is available. This will provide the investigative and support elements with as much information as possible.
4.
All other available fields are not required for report completion but should be completed whenever possible. This will assist the investigative and support elements in completing their assigned tasks.
5.
All reports will be available for viewing by any element or department member once it has been initiated by the reporting member, providing it has not been marked confidential. However, the report cannot be considered as a final version until it has been reviewed, frozen and transferred by Data Entry personnel.
6.
In order to comply with NIBRS reporting standards an arrest report will be completed when issuing a GOS by the arresting officer.
7.
Refer to the current written directives for proper procedure on recovering property.
8.
All paper reports will be scanned, indexed, and verified in the Intellivue system.
9.
Any changes or additions required to be made to an original report which has been frozen and transferred will be submitted on a supplemental report.
10.
The Records Unit Commander will have final authority relative to any questions in ARS regarding nature of call, offense or report content.
B.
Procedure
1.
A CRN will be issued by the CAD system upon request of the reporting member.
a.
To obtain a CRN, members in the field are encouraged to use the “Get CRN” button on their MDC or contact the Communications Unit.
b.
CAD workstations are available for division station personnel to obtain case report numbers for walk-in and off-duty reports.
c.
When a member discovers a CRN is not needed, they will complete a report with the Nature of Call being “Unfounded Report,” in ARS. The narrative of the report will state the reasons to unfound the case report number.
2.
Basic report information can be obtained from the CAD system by clicking on the “Get CAD Info” button on the initial ARS screen. The transferred information can be amended in ARS, but the amendment will not change the information in the CAD system.
3.
Members will utilize the appropriate Nature of Call paying specific attention to the investigations prefix, which indentifies the element responsible for investigating the reported incident.
a.
When a report is completed involving the accidental serious injury of a person who needs medical treatment (other than a vehicular accident), the Nature of Call will be “Casualty.” If city controlled property is involved, the approving supervisor will forward a copy of the report to the City Attorney’s Office.
b.
Accidental injury to a department member will be reported on an Injury Report, Form 314 P.D., and will not be reported in ARS.
4.
Tiburon arrest and booking procedures for adults and adult investigation arrests.
a.
Adult booking information can be accessed from CMS by clicking on the “Jail Initialize” button on the initial ARS Screen.
(1)
In order to use this function of the Tiburon System, the suspect needs to be booked prior to the completion of the report.
(2)
If the report is entered before the suspect is booked the information will not transfer to CMS and the booking information will have to be entered into the CMS System separately.
b.
Members booking individuals as an adult investigative arrest will indicate their involvement as “INV” and will not use “Jail Initialize.”
c.
Members booking a juvenile for a criminal act will use the appropriate nature of call relating to the type of offense committed and not the “Juvenile Apprehension” nature of call. All arrest information will be included in the offense report. The report will be completed with the following information:
(1)
Members booking juveniles apprehended for a criminal act or status offense will indicate their involvement as “ARR”.
(2)
The booking number will be obtained from the applicable Juvenile Detention facility or Crimes Against Children Section personnel. The juvenile booking number will be placed in the “Other Booking Number” field.
5.
When reporting a Bias Crime, members will notify an on-duty supervisor and include that notification in the report narrative.
6.
A member will sign the narrative of each report in the Tiburon System with “/S/” followed by the member’s title, member’s first and last name and serial number (/S/ PO Johnny Reportwriter #0000.)
7.
After all available information has been entered into the report and it has been proofread the report will then be “Owner Approved” to complete the reporting process.
ANNEX B
WALK-IN/PHONE-IN REPORTS
A.
Walk-In Procedures
1.
Any person wishing to make a walk-in report will not be referred to another element of the department.
2.
When an individual responds to a police facility to report an offense, that person will be briefly interviewed. If it is determined that:
a.
An investigation of the scene is not necessary, the report will be prepared at that time.
b.
An on-the-scene investigation is necessary, a district officer will be dispatched to the station to contact the citizen and then accompany the citizen to the scene to conduct the investigation and complete the appropriate report(s).
3.
Records Unit personnel will be responsible for taking any walk-in report from a person appearing at the Records Unit counter at Headquarters during normal business hours
a.
Records Unit personnel will complete reports that do not require an investigation.
b.
If a detective is available or will be available, the victim will be directed to the supervisor of the appropriate investigative element. A report will be prepared by investigative personnel of that element.
c.
If no investigative personnel are available and there is no crime scene, Records Unit personnel will prepare the report.
d.
If investigative personnel are not available and there is a crime scene, Records Unit personnel will have an officer dispatched to Headquarters, who will conduct the appropriate investigation.
B.
Phone-In Procedures
1.
When an individual calls the Communications Unit to report an offense that can be reported over the telephone, the call taker will refer the phone-in report to a Telephone Service Officer (TSO) when available or the patrol division station where the offense occurred in accordance with the current Procedural Instruction entitled, “Call Prioritization.”
2.
If a call is transferred or made directly to a patrol division and there is a concern as to whether a report should be taken over the phone or an officer should respond to the scene, the patrol division desk sergeant will make the determination.
3.
If an on-the-scene investigation is necessary, the call will be transferred to a call taker where information will be entered into the CAD system.
ANNEX C
STOLEN VEHICLE/RECOVERED STOLEN VEHICLE REPORTING
A.
Reporting Procedure for a Stolen Vehicle
1.
Complete an ARS report and include the vehicle information in the vehicle tab of the report.
2.
The reporting member will notify the Stolen Vehicle Summary Desk as soon as possible.
3.
Every effort will be made to obtain the Vehicle Identification Number (VIN) and license number of the vehicle prior to contacting the Stolen Vehicle Summary Desk. If the information is not readily available, the reporting person will be advised to obtain the information and report it to the Stolen Vehicle Summary Desk as soon as possible.
B.
Reporting Procedure for a Recovered Stolen Vehicle
1.
Complete a supplemental ARS report using the original case report number and include the vehicle information in the vehicle and recovery tab of the report.
2.
The reporting member will notify the Stolen Vehicle Summary Desk as soon as possible.
3.
Property of value found in a recovered stolen vehicle will be listed in the property section of the ARS report and recovered according to current recovered property procedure.
4.
Property will be linked appropriately.
5.
When a vehicle is recovered without the plate(s), the description and number of plates should be documented in the “property” section of the ARS Report. The Stolen Vehicle Summary Desk will be notified so the computer entry can be updated to reflect stolen plates.
6.
If the recovered vehicle is driveable, the member will attempt to contact the owner and have them respond to the scene to take custody of the vehicle. If the owner cannot be immediately contacted or is contacted and cannot respond to the recovery location, the vehicle will be towed. Members will note the time that the notification was made or attempted in the narrative of the report.
7.
When verification cannot be obtained (owner cannot be contacted or there is an altered/missing VIN) the vehicle will be ticketed, if applicable, and an ARS report entitled “Miscellaneous Investigation” will be taken. The vehicle will be towed in accordance with the current Tow-In Procedure.
8.
The Stolen Vehicle Summary Desk does not need to be notified when a vehicle is reported stolen and recovered on the same report or on a reported attempt stolen vehicle unless the vehicle(s) is impounded.
C.
Outside Stolen/Local Recovered Vehicle Procedure
1.
Obtain an original Case Report Number and complete an ARS Report.
2.
Notify the Stolen Auto Desk for vehicles which were stolen outside Kansas City, Missouri, but recovered within the city limits.
3.
A “hold” for the outside agency reporting the vehicle stolen will not be placed on the vehicle unless;
a.
The outside agency requests a “hold” when notified of the recovery.
b.
A “hold’ is noted on the ALERT entry.
4.
If the recovered vehicle is drivable, the member will attempt to contact the owner and have them respond to the scene to take custody of the vehicle. If the owner cannot be immediately contacted or is contacted and cannot respond to the recovery location, the vehicle will be towed. Members will note the time that the notification was made or attempted in the narrative of the report.
5.
If a separate felony occurred within the jurisdiction of Kansas City Missouri, involving the outside stolen vehicle, contact the appropriate investigative element or Property Crimes Section of the patrol division where the recovery occurred to determine if they want a hold placed on the vehicle for their unit.
ANNEX D
TIBURON COMPUTER SYSTEM OUTAGE PROCEDURES
A.
These guidelines are subject to change at the direction of the Information Services Division Commander based on the length and type of outage.
B.
Communications Unit personnel will notify the City-Wide Duty Officer and the Information Services Division Commander that the Tiburon System is out of service. At the direction of the Information Services Division Commander, all on-duty department members will be requested to cease use of the affected portion of the Tiburon System.
C.
All division detention facilities will be closed during an extended RMS system outage.
1.
All movement of prisoners and Detention Facility Officers will be at the direction of the Detention Unit Commander or their designee in coordination with the City-Wide Duty Officer.
2.
Handling of prisoners will be consistent with the current Detention Unit Procedures.
3.
All officers will use the signature bond when applicable.
D.
The Field Incident Report, Form 189 P.D., will be used by members when completing a report during a Tiburon Computer System outage. All necessary information MUST be captured for entry into ARS when it is once again available for use.
1.
Field Incident Report, Form 189 P.D., is available at each patrol division station and in the Word Templates folder on the network drive (P:Word TemplatesField Incident Report). Hard copies of this form should be maintained at each division in case a global network outage occurs and renders the P: drive inaccessible.
2.
When the Tiburon system comes back on-line members will enter the report in the Tiburon System. Using the completed Field Incident Report, Form 189 P.D., as a guide, each report will be entered into ARS in the exact detail and wording as the hand written report. Upon entry of the information into Tiburon and approval of the report by a supervisor, members must destroy the original Field Incident Report, Form 189 P.D.
3.
At the discretion of the City Wide Duty Officer, members will be required to enter the report in the Tiburon System prior to ending their tour of duty. If the system is down longer than anticipated, the Watch I Desk Sergeant will maintain a hard copy of each completed Field Incident Report, Form 189 P.D., and a list of members with outstanding reports. Members will complete the report in the Tiburon System at the beginning of their next tour of duty.
4.
Each division will maintain all reports not entered into ARS by a member when their return to duty exceeds their scheduled R-days. Immediately upon the member’s return the report will be entered into ARS and approved by a supervisor.
5.
If the system does not return to service in time for an ARS report to be completed for a case file submission, on an in-custody arrest, the Field Incident Report, Form 189 P.D., will be included in the case file. When the Tiburon System is once again available for use members will enter the report in the ARS system. In instances where the Field Incident Report, Form 189 P.D., is included in a case file, each report MUST be entered into ARS in the same exact detail and wording as the hand written report.
a.
If the Field Incident Report, Form 189 P.D., is included in the case file it will be scanned into the Intellivue system as a supplemental to the original ARS report.
b.
If the report is not included in a case file and the information is entered into ARS as an original, the Field Incident Report, Form 189 P.D., will be destroyed after the approval process is completed and the report has been transferred.
E.
The Communications Unit will maintain a list of complaint numbers by division issued during the outage. This list of numbers will be forwarded through the Patrol Bureau Office to each division to ensure that each complaint number has a report entered into Tiburon.
ANNEX E
FIELD CONTACT SYSTEM
A.
All Field Contact Reports will be completed in the Field Contact Module in the Tiburon System. Field Contact Reports will not be issued a CRN and will be tracked by the Incident Number issued by the CAD system which will be entered into the incident number field of the Field Contact Report.
B.
Officers will complete a Field Contact Report when:
1.
A member obtains information during a tour duty that may have intelligence value.
2.
A person voluntarily admits to being a felon for an offense listed under 10-32 radio codes, or the subject is determined by the officer’s own self-initiated investigation, division/element/ALERT computer or MDC, to be 10-32.
3.
Advised to do so by the dispatcher because the subject is a 10-32 subject and/or is on probation/parole.
4.
Checking a person concerning suspicious or criminal activity that voluntarily admits to being a gang member or is reasonably believed to be a gang member. The officer will allow the subject to volunteer any information affirming or denying gang affiliations. The officer will record the following information:
a.
Activity
b.
Moniker
c.
Associates
d.
Clothing
e.
Scars, Marks and Tattoos
f.
Means of transportation
5.
There is reasonable suspicion that a subject has committed or is preparing to commit a breach of law, but no probable cause exists for arrest.
6.
Come into contact with an individual that is an unregistered sex offender. Members will advise the individual of their obligations to register as a sex offender under the Missouri Revised Statutes. These reports will be reviewed by the Perpetrator Information Center who will then forward the report information to all appropriate counties.
C.
A Field Contact Report can be taken in conjunction with an Offense Report. The offense report number can be referenced in the narrative section of the Field Contact Report. The element investigating the original offense can be notified by utilizing the “Routing Sub-Tab” of the offense report that the Field Contact Report was completed.
D.
Supervisors reviewing a Field Contact Report will review the Field Contact Report for accuracy, grammatical errors, and correct information. The supervisor will then freeze the report from the RCS tab.
E.
Perpetrator Information Center personnel will review Field Contact Reports and transfer the report to the RMS system.