Police Departments have the same overall focus as private sector corporations.
1) evolving strategies that are supportive of a mission, then defining and putting in place initiatives that make good use of available scarce resources.
2) achieving operational efficiency and effectiveness.
Whereas corporations bridge the gap between operations and strategy using ROI requests/approvals, PDs strive to eliminate/avoid any gap between operations and strategy by way of operational adherence to published policy and procedures.
In order for this to happen, Policy and Procedure (P&P) must exist and be readily available to all members of any individual or team response to incidents and be readily available for staff tasked with managing Cases.
P&P can be evolved using a range of Document Management Systems.
Assuming a common set of services across same-size-city PDs, three approaches can be used for writing/distributing P&P.
a) independent research.
b) reference to policy models (i.e. IACP).
c) construction of a Kbase featuring P&P from other same-size-city PDs.
Our preference in providing consulting services to PDs is option c), where, subject to copyright approval, we provide our clients with a Kbase comprising full-text content P&P from 10-20 PDs. The client can then extract and add their P&P to the Kbase from DMS’ they are using (e.g. PowerDMS) and proceed to carry out full-text searches across the content of the Kbase.
Typical questions are:
- Do we have P&P for terrorist drone attacks?
- What is covered and to what level of detail?
- Are any updates to our P&P appropriate for “terrorist drone attacks”?
Regarding availability of P&P, there are currently three options for rollout:
a) “off-line” (printed manuals),
b) “on-line” (portal access),
c) “in-line” (rollout of P&P in the form of checklists with data capture facilities or real-time posting of P&P content task-by-task as tasks become current along the incident or Case timeline, with data capture facilities).
Our preference for rollout is, again, the last listed option (i.e. “in-line”).
This involves mapping P&P narratives to workflows, following by software carving up the workflows into tasks according to skill contribution or administrative level of approval. A workload management engine then posts individual tasks to the attention of staff for information and action as these tasks become “current” along the workflow timeline.
“In-Line” improves incident response and Case decision-making (performing the right tasks, at the right time, using the right resources, using the right forms), with auto-consolidation of all data from all tasks to a command and control Incident/Case Management platform and Incident/Case History.
Errors and omissions decrease dramatically as a result of orchestration (i.e. auto-task posting) plus governance (i.e. rule sets that operate on any data that is input by staff).
As usual, methods are NOT totally portable from private sector to the public sector.
Whereas in a private sector setting, governance plays a role of accommodating deviation away from P&P so long as extreme, unwanted deviation does not take place, governance in the area of the public sector needs to be tighter.
Secondly, whereas corporations find it useful to consolidate and trend key indicators to a Kbase, Police Departments want full-text Case content at Kbases so that staff can “connect-the-dots” across active and cold Cases.
Here is a screenshot of a Policy and Procedure Kbase that has links various resources plus links to 10 published major-city Police Department P&P data sets (about 5,000 documents in all, with the potential to go to 15,000 documents).
For more information on Kbase construction and the use of 3D free-form-search knowledgebases to increase operational efficiency and effectiveness within police departments, call Civerex at 1+ 800 529 5355 (USA) or 1+ 450 458 5601 (elsewhere).