Incident Workgroup Notes

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Incident Workgroup Notes

Incident Workgroup Notes


Agenda - June 27, 2019

Thursday, June 27, 2019

8:43 AM

 

TraCS Incident Form Work Group

Agenda

DSP De Forest Post – Large Conference Room

June 27, 2019 – 9:00 – 3:00 PM

9:00 Introductions o Where are you from, what’s your area of responsibility and why are you here?

9:15 Review Charter

9:30 Demo from Iowa

10:30 Break

10:45 Demo - DSP Incident Mgmt System

11:00 What is an incident?

  • What is the process for entering an incident? o How do you handle Arrests, Evidence, Property, Vehicles?

  • What outputs do you want? o This may help identify what data elements we need. o Submit IBR data to DOJ/Feds o Evidence report?

  • Where will data need to be sent to?

  • DOJ

  • DA

12:15 Lunch on your own: (There are lots of options - not necessarily good options - within walking 2-minute drive: Subway, Taco Bell, Arby’s, Culver’s, Rocky Rococo and Burger King)

1:00 Review of data elements: o Hand out current samples of work group incident forms o IBRs requirements

State/agency requirements

2:45 Discuss dates for the next meetings and meeting locations

 

 

FINAL - Notes - June 27, 2019

Thursday, June 27, 2019

8:25 AM

 

TraCS Incident Form Work Group Meeting Notes

 

DSP De Forest Post – Large Conference Room

June 27, 2019 – 9:00 – 3:00 PM

Work Group Team / Attendees:

 

Name

Agency

Attended?

Lewis Yetter

Chippewa CO Sheriff

No

Tim Strohbusch

Clear Lake PD

Via Skype

Kevin Barman

DNR

Yes

Stanley Ridgeway

Durand PD

Yes

Shawn McGee

Hartford Township PD

Yes

Daniel Heimann

Ho-Chunk Nation PD

Yes

Booker Ferguson

Sparta PD

Yes

Candy Tork

Stevens Point PD

Yes

Bryan Hasse

Town of Beloit PD

Yes

Jeni Lutz

UW Stevens Point Police and Security

Yes

William Jeschke

Waterford PD

Yes

Timothy McCormack

WI State Capitol Police

Yes

Travis Lauer

Wisconsin State Patrol

No

Brenda Ray

DA IT

Yes

Derek Veitenheimer

DOJ IBRs

Yes

Geraldine Polster

DSP - Badger TraCS

Yes

Brian Neil

DSP - Badger TraCS

Yes

Alesha Brown

DOJ

Yes

David Harvey (BU)

DSP

Yes

Darlene Schwartz

DSP - Badger TraCS

Yes

Aaron Covaleski

DSP - Badger TraCS

Yes

 

 

Introductions - Where are you from, what’s your area of responsibility and why are you here?

  • Alesha Brown: DOJ - Works with Incident Based Reporting

  • Derek Veitenheimer: DOJ - manager of the Incident Based Reporting

  • Darlene Schwartz: DSP - TraCS program manager

  • Aaron Covaleski: DSP - TraCS Summer Intern

  • Brian Neil: DSP - TraCS Developer

  • Geri Polster: DSP - TraCS Developer

  • Dave Harvey: DSP--in the place of Mark Fetzer or Travis Lauer. DSP took a paper form and put into their own home grown system. Clumsy electronic form. Does summary based form. Issues with working in 72 different counties - each county wants something different. Need standardization. DSP does not have RMS.

  • Jeni Lutz: UW Stevens Point PD--They use Sleet RMS - currently doing summary based program

  • Candy Tork: Stevens Point PD--They use TriTech RMS. They state it is reaching its end of life. Portage CO. and Plover are looking for a new RMS. May be interested in TraCS.

  • Kevin Barman: DNR--Currently uses a Word document for their Incident form. Doesn't work for UCR or RMS. Lots of work now for reporting and inaccurate.

  • Daniel Heimann: Ho-Chuck Nation PD--small agency. They don't have an RMS. May be interested in TraCS. Currently uses a word form. They are in 15 counties. Every DA has different format.

  • Timothy McCormack: State Capitol PD--Want to provide input into form at the ground floor. They currently have an RMS.

  • Bryan Hasse: Town of Beloit--TraCS admin, was on FAC. They use Spillman along with their entire county (Rock CO). Nice for standardization. Not sure how it works. They are struggling with Spillman 200 errors. A mess right now. They also use Spillman to do their report writing and their evidence reporting, booking, etc.

  • Stanley Ridgeway: Durand PD--Omega RMS wants to get rid of current system.

  • Shawn McGee: Hartford Township PD--asking for it all the time so since loud mouth about should help. Uses word document. One central area makes more sense

  • Brenda Ray: DA IT-eReferrals from Law Enforcement- has schema

  • Booker Ferguson: Sparta PD--has RMS wants to see how it will work. Flexability.

On Skype / Phone

Tim Strohbusch: Clear Lake PD, same conversation all over country. Don't have an RMS. Help standardize collection. Officers easily fill out a new form. Thinks it will be easy to build but hard to integrate into TraCS.

Demo from Iowa

  • Josh Halterman TraCS National Program Manager

    • Josh was willing to remote in and show our group how Iowa uses their Incident form as well as their evidence and arrest forms and how they work (validation rules, work flow, etc)

  • NIBRS form.

    • Turns on and off the validation rules with an .ini file.

      • When on it performs the validations in TraCS.

      • When off it exports to XML for RMS to import and process.

    • They allow for a Date and Time range to be used on the form.

    • Collect data imports into RMS no reporting or uses ini setting

    • Transmits to Department of Public Safety

    • Master charge code table.

      • Everyone uses the same charging table in Iowa.

      • Login checks for updates and grabs updated table.

      • Contains UCR codes from the charge

        • Statutes with multiple UCR codes have the codes displayed on a pick list.

    • Local ordinance tables may need to have UCR codes added.

    • Lesser offence

      • Potential

    • 2 narratives one for public release

    • Property crimes very complicated.

      • Validation rules for victim(s)

        • If the type is not allowed, then give an error

        • I.e. Trespassing, the victim type must be Society (not the property owner)

    • Case validations rules

    • If the initial report is referred, than a supplemental form is issued.

      • Example a Supplemental report for a detective.

      • Goes along with the original NIBRS form as a follow up report

      • Does not duplicate the UCR Statute

  • Arrest form

    • This form is not transmitted

  • ECAT – Evidence Collection and Tracking

    • Track through entire life cycle.

      • Sent to different locations

      • Tested returned or in a box

      • Linked evidence list with evidence management system.

    • Form transmits to Evident Management System

    • One piece of evidence per form.

      • Have replicate ability to create additional forms.

    • Amending

      • Open, Edit, Validate and Retransmit

    • Logging

      • Does no capture which fields were changed.

      • If captured all changes, the log file would be huge.

  • Iowa form Stability

    • The incident form is pretty stable. No major changes in the last 3 years.

    • Validation rules are continually updated.

 

Badger TraCS Forms Questions and how it works in relation to Iowa's

  • Ordinance

    • Already have UCR Code field.

  • Arrest report

    • Use for multiple incidents transfer the information from arrest to the multiple incidents.

    • Use for an warrant arrests from other agencies.

  • Master Index

    • Can already do in WI

    • Who maintains the Master Index? How we set up or configure TraCS forms maintains the master index fairly well.

  • Logging changes

    • Citations only after issuance

  • Large Attachments

    • File upload on attachment form.

    • Limiting size to 2 mg and store in the database.

    • Files over 2 mg are the local agencies responsibility to store.

 

Review "draft" Incident Form Work Group Charter

  • Committee Resources: Discussion

    • Is TraCS a good option for the Incident form?

      • DSP and DNR plan to use it

      • It may be a little different than Iowa's form with DNR included

    • It's not a question of should it happen, the challenge is everyone has a different scenario, with initial roll out, is it going to meet everybody's basic needs

      • Having form abilities to replace Spillman would be great for one, but not necessarily everyone

      • Maybe the intention is start at the base level, as it grows, we'll add as needed. No rush, can be a 2 -3 year process. Messaging is important, not meant to be a total replacement, it's a start. Overtime it will improve. Filling a void. (Filling a need, not replacing, give an option)

      • Base level fills a void, fills a need but not mandatory

        • Not a question if it "should happen", just need to try and meet everyone's basic requirements

      • Be cognizant of those agencies that already have an RMS, we don't want them to spend a lot to import the data into their RMS.

      • Not replacing RMS

      • Can we import data and can we share info. with other agencies? How do we import outside information?

        • Madison PD - has a central database and hosts 8-10 other local agencies. The have an agreement, not sure if or how they share data

        • DOT/DSP looking at setting up a centralized DB using Web Services for small agencies that are still on Access. Initially, there may not be data sharing, but getting small agencies off of Access. Down the road can look at Sharing.

        • Information Sharing is of high interest, but that is in the future. Need to focus on collecting the incident data first.

  • Purpose: Discussion

    • Don't sell as a replacement, not shooting for the stars off the bat.

    • This isn't about the RMS, the main objective is the need for an incident form.

    • This is an incident form only. Add something about identifying other associated forms that go along with it.

  • Decision Making Authority: Discussion

    • Who will own the form once it's all done?

      • DOJ would make the most sense. If they do not want to be the owner, than it will go to the FAC.

  • Need supplemental form on incident form to help ease the process

Demo of the DSP Incident Management System

  • It was developed based off the paper form

  • No drop down lists, no consistency in data input

  • They don't have a map section and it only handles one vehicle (not multiple vehicles)

  • They use this for non-arrest stuff such as provided assistance to the Golf Tournament, etc

  • Having a statewide standard form would be amazing

  • May continue to use, but only for non-arrest items.

What is an incident?

What is the process for entering an incident? How do you handle Arrests, Evidence, Property, Vehicles?

  • Tim--like alcohol form, like current arrest, jail booking form.

    • Incorporate call for service and citizen contact form.

    • One form that can be expanded to do multiple functions

    • Should be able to tag the name as:

      • Victim

      • Reporter

      • Suspect

    • Location is an important item to capture.

  • Dan-- What is an incident exactly? Special event still need a narrative.

    • Toggle reportable/non reportable

    • No validation rules, just go straight to narrative.

    • Could be used for other types of incidents: lost cat, other items.

  • Bryan-- warrant arrest and select other forms

    • Arrest

    • Incident

    • Agency field for non-reportable.

      • 24 hour report

      • Civil incident

      • Human trafficking - this is a big new one

    • Field for transmitting to different locations

    • Burglary

      • Officer narrative

      • General information

      • Property

      • Case management

      • Word documents sometimes

  • Shawn

    • Jail booking on word document

    • Routing list for transmission

    • Mail run or property check/ run incident reports.

  • Brenda

    • Deadline :

    • We have to realistic with what we can deliver in a certain time

      • UCR start with getting agencies compliant with 2021 dead line.

    • Later

      • What needs for DA

      • What needs for RMS

  • Try to create roadmap for the future

 

What outputs do you want?

  • This may help identify what data elements we need. (Submit IBR data to DOJ/Feds--Evidence report?)

    • eReferral to DAIT

    • IBR

    • Probation/parole

    • Drugs/prescriptions

    • Overdose requirements (Hyda OD map)

    • Cleary – report of specific crimes

      • Similar the UCR

    • Human trafficking

    • Local drug unit

    • Native American drug

    • SAR (Suspicious Activity Reporting)

    • Child Protection Services

Who for:

  • Officer

  • Offense

    • Citation

    • Statute number

  • Mapping by location

    • Multiple locations 6 different locations.

  • Vehicle

  • Very good narrative section.

Ownership of form:

  • Still need to have the ability to open someone else's reports.

  • Still need to be able to transfer ownership of form between users.

Arrest means:

  • Non custody booking form

  • Different than suspect arrested with charge

  • Booked and finger printed

  • Referred did they get an atn tracking number

Property index.

Logging discussion:

  • Would like to see logging of all field changes. (B. Hasse)

  • Need to define a place / time to start the logging.

    • Citations log field changes after the citation is issued.

 

Decision:

  • Start with Iowa form

    • They might have the ATN--Arrest Trans Booking No.

      • Remove this field

 

Discuss dates for the next meetings and meeting locations:

  • Tomah Academy ?

  • Stevens Point UW in August

  • Tues Wed Thurs

  • Not August 14th -16

  • Last week Tues 20th

 

Action Items:

  • DSP to create the Incident SharePoint site

  • ALL: Review IOWA forms and make suggestions for WI customization.

 

 

Agenda - August 20, 2019

Wednesday, August 07, 2019

11:15 AM

 

TraCS Incident Form Work Group Agenda

UW Stevens Point - Chemistry Biology Building - Room 109

2101 4th Ave, Stevens Point

August 20, 2019 – 9:00 – 3:00 PM

9:00 Introductions

9:10 Review last meeting notes

9:20 Finalize Charter

 

9:30 Review Mocked up 'basic federal requirements' form

10:30 Break

10:45 Continue review of Mocked up form

12:15 Lunch on your own

1:00 Review of data elements:

  • State and/or Federal requirements

  • Agency requirements

2:45 Discuss dates for the next meetings and meeting locations

 

 

FINAL Notes - August 20, 2019

Monday, August 19, 2019

2:52 PM

 

TraCS Incident Form Work Group Meeting Notes

UW Stevens Point - Chemistry Biology Building - Room 109

2101 4th Ave, Stevens Point 

August 20, 2019 – 9:00 – 3:00 PM 

 

Work Group Team / Attendees:  

 

Name

Agency

Attended?

Lewis Yetter

Chippewa CO Sheriff

Y

Tim Strohbusch

Clear Lake PD

Y

Kevin Barman

DNR

Y

Stanley Ridgeway

Durand PD

skype

Shawn McGee

Hartford Township PD

Y

Daniel Heimann

Ho-Chunk Nation PD

Y

Booker Ferguson

Sparta PD

Y

Candy Tork

Stevens Point PD

Y

Bryan Hasse

Town of Beloit PD

Y

Jeni Lutz

UW Stevens Point Police and Security

Y

William Jeschke

Waterford PD

 

Timothy McCormack

WI State Capitol Police

Y

Travis Lauer

Wisconsin State Patrol

Y

Brenda Ray

DA IT

 

Derek Veitenheimer

DOJ IBRs

Y

Geraldine Polster

DSP - Badger TraCS

Y

Brian Neil

DSP - Badger TraCS

Y

Alesha Brown

DOJ

 

David Harvey (BU)

DSP

 

Darlene Schwartz

DSP - Badger TraCS

Y

Mark Fetzer

DSP - Guest

Y

 

Sharepoint - Still having connectivity issues

Dan Heimann and Shawn McGee

 

Charter Discussion:

  • Added "and identify other associated forms" in purpose from the last meeting

  • Very general and good open statement

  • Committee Sponsors

    • Both have left state service

    • Should we leave them listed and update when replacements are known?

      • Yes for now, review at next meeting.

  • Approved as presented.

 

Review of Mocked up "Basic Federal Requirement" form

  • Looking at what fields should be included or removed.

  • Geri explained the color coding of the form

  • Document.Status is not the approval status

    • Can form disposition and form status be linked?

      • Would need to have validation rules created.

    • Iowa uses the Accept History field to track approval

    • Change field name of 'Status' to 'Form Disposition'

      • Field label may be removed for form consistency

      • This field LE officers will not fill out this field. It is filled out based on how the field is filled out and the program assigns the 'disposition'

      • Dan feels the Supervisor can decide if the case is active vs non-active

    • Some discussion of having Supervisor status to change this field.

  • Will also be a log file associated for each form

  • Case Management will require additional discussion for tracking status of the incident.

 

  • Report Type

  • 'Transmission To' field

    • Is this wanted?

      • Group decided to keep this field

    • Transmissions:

      • DOJ

      • DA Protect

      • Muni Court

      • Other destinations can be added in future

      • Also, State Patrol has some email notifications when drug related charges are issued.

      • SARS

      • RMS

    • Would like to have some validation that flags this for other reports that need to be completed.

  • Reportable?

    • Non Reportable would not have validation rules run.

    • May need to define what is "Reportable"

    • Non Reportable could be used for internal tracking.

    • Officer should not be able to check this field. Based on the 'incident type' should determine if it is reportable or not.

      • List of Report Types should dictate the selection of this field.

      • This could be agency specific as well.

    • Change the 'Reportable' to 'Internal Report'

      • If yes, then have an agency field with their agency defined table with all their different issues.

 

Summary Group

  • Date Time Known?

    • Right now it is all or nothing. If you don't know one, then the answer is No.

    • DOJ has a date known field.

      • If No, then they use the Report Date

      • If Yes, then add the date

    • DOJ time fields are not always accurate

      • 00:00 is midnight, but officers use it for unknown

      • If date is known, must have an incident time.

    • Need to Split Date/Time into 2 separate fields

      • When Date or time is known, then grey out the range fields.

email badgertracs@dot.wi.gov or call 608-267-2096