The Toronto Police Service and more--- Organizational Performance Management STATCOM

1. The Toronto Police Service and more--- Organizational Performance Management STATCOM

2. Mediocrity leads to corruption Rampart Report Sometimes sloppy police work looks like corruption. Chief Michael Boyd, Edmonton Police Service

3. O.O.P.S Our Organization Pleads Stupidity • 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

4. Performance Management Should Address: • 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)

5. Legitimacy and Support Operational Capacity Value, Mission, Goals Creating Public Value(The Strategic Triangle ---Moore)

6. 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.

7. Priority Setting/Planning Cycle Develop Priorities and Objectives Assign Responsibilities for Objectives Environmental Scan Final (public) Report on Results Develop strategies and Monitoring Plans Annual Review of Results Communicate & Implement Strategies STATCOM Monitor, Measure & Report on Progress

8. MANAGING POLICE OPERATIONS: Implementing the New York Crime Control Model-Comp stat Phyllis Parshall McDonald Wadsworth Publishing 2002

9. Five 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.”

10. Commissioner William J. Bratton 1994 • 7 Priorities to 31,000 police officers. • Get guns off the streets • Curb youth violence in the schools and on the streets • Drive drug dealers out of NYC • Break the cycle of domestic violence • Reclaim the public spaces of NYC • Reduce auto-related crime in NYC • Root out corruption and build organizational integrity in the NYPD.

11. 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.”

12. Implementing • Prepare 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.

13. Compstat 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

14. 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

15. Monitor, 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

16. STATCOM ENTRY SCREEN This is the main Statcom entry screen. To enter into the program press the “Unit Commander” bottom. This screen will open each time the program has been activated. Divisional Policing Command

17. STATCOM MAIN MENU This is the main Statcom Menu. There are five key areas for program reference and movement • Switching Statcom Periods • Primary Indictors • Quick Review • Exit • Searching the Database • Multi Media

18. MAIN MENU – PRIMARY INDICTORS This is a section of the Statcom Main Menu – “Primary Indictors” – These are the areas that are available for quick reference. There are four folders which reveal the topics as indicted by the tab. These tabs can be accessed by clicking on each the appropriate tab. This is the primary portal to the program UNIT ENTRY - These are the areas divisional Units are responsible for completing and forward to their appropriate field command. Each data entry area is available for Planner, Crime Analyst or a member designated by the Unit Commander.

19. PERFORMANCE SCREEN 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 previous year. 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 projection data folder as indicated. Graph/Chart Selection Calculates officer ratio from staffing reports “REVIEW” will appear if the category is beyond the Service mean average

20. 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 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. Click on tab for Youth/Domestic Statistics A Service Comparison is available for the current year

21. These ICAD statistics are based on a 2 week basis as noted in the report date boxes Adjustment statistics are calculated on the deviation of Pending versus Response minutes These bottoms will open the ICAD information as indicate on the bottom – Based on a 2 week comparison.

22. These ICAD statistics are based on a 2 week basis as noted in the report date boxes This calculates the number of Different types of Gun Calls Data can be reviewed in graph form- Select Event Description Type. This box displays the type of gun calls as indicated above – Press arrow to move to next record type This area calculates the total service Gun Calls via event description

23. These ICAD statistics are based on a 2 week basis as noted in the report date boxes This calculates the number of Different types of Gun Calls Data can be reviewed in graph form- Select Event Description Type. This box displays the type of gun calls as indicated above – Press arrow to move to next record type

24. Number of Videos available of Unit. To activate Video, double click on the Select Video file Unit Specific Videos Videos are extracts form the Service Video Service Unit and are categorized by the appropriate Filed planning office. Select by date and Type Move through videos using arrows. Select any Service Video file by Video, Source or Date.

25. This area “Unit Entry” is for Unit input and loading by dedicated Divisional. It includes: Unit Commander WPPD, Crime Management, Statistical Information and the Sexual Assault Audit. These areas will be completed and electronically emailed to Central Field Planning group email. It is suggested to complete all areas and emailed at one time. Changes to the database will be realized on the following statcom date. Areas can be worked on and saved at anytime during the process. These are the only areas for unit input.

26. 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 the file. The WPPD month will be highlighted in Red When all data is complete press “Export Data” bottom. This will automatically open your email with an attachment. Email to “Central Field Planning” group email The selection of a Priority will be placed in any of the four positions and highlighted in the information folder Place comments in the area provided. Due to storage limitations, press page up bottom for further comments Indicate self score by pressing appropriate score bottom

27. UNIT ENTRY REQUIRED- The statistical Entry bottom opens to this screen 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 adjust . Data Sub Folders When all data is complete press “Export Data” bottom. This will automatically open your email with an attachment. Email to “Central Field Planning” group email

28. UNIT ENTRY REQUIRED-This screen covers areas such as Road Supervision, CIPS approvals, STOP program and Fatality Victims. SPECIAL EVENTS Folder: This folder will house any special events up to including 4 events. In the event a Unit events totals exceed 4 the surplus can be entered on the next Statcom update. Year to Date total will be calculated for all events.

29. UNIT ENTRY REQUIRED-This screen covers areas such areas as F.I.S., Unit Stolen autos, Sexual Verifications and the Divisional Sexual Assault Audit. Stolen Vehicles Reported year to date To complete the Unit Sexual Assault Audit – press “ CHECK SHEET”. The occurrence number for verification we be in top right corner

30. UNIT ENTRY REQUIRED-This screen covers the Divisional Sexual Assault Audit – as indicated in the City Auditors Audit. The occurrence for review will be found on the top right corner of this screen. This occurrence will be selected at random and the following questions will be answered “YES” if in compliance or left blank if not applicable. A comment section is available for unit comments of explanation.

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

32. UNIT ENTRY REQUIRED- Upon completion of the data entry, Pressing the “EXPORT Data” button which will prompt your personnel email to open with the data attachment. This attachment contains the updates and will be consolidated with the main database. The email should always be sent to the Central Field Planning Group mail box. When complete you may delete the sent email. An exact copy can be made at anytime. The other Statcom programs running in the Unit will not have access to the information that has been sent, rather the next Statcom update will facilitate updates for these users.

33. This screen captures all of the unit complaints ( YTD) as of the Statcom date. Due to the complexities of the P.S.I.S. system. Occasionally a complaint is assigned as unknown, meaning the complaint is associated to the unit but the officer is unknown. Therefore, for the purpose of maintaining integrity the unknown complaint will be captured in G Platoon . Once the platoon is known the change will be reflected in the correct position. This in effect for both Internal and External complaints This area will calculate the Field totals and comparative statistics to your unit.

34. This screen captures all of the unit complaints both Internal and External ( YTD) as per the Statcom date. Areas highlighted in red indicate that the complaint category is higher then the mean Field average.

35. This screen captures Advance Patrol Training attendance as well as the TPS 710 compliance ratios The APT statistics will reflect that of the C.O. Bick College statistics. The percentage of compliance is based on number of attendees versus the number of personnel to be trained. A projection feature is available to project your attendance based on your current trends. Press the calendar bottom, select a date and the projection will appear on the right. The TPS 710 compliance report is gathered once a month and will be reflect on Statcom as such. This compares the number of unit apprehensions to TPS 710 submissions.

36. 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 assists with streamlining the process. When the screen appears it will display the unit current DOJ cases as of the Statcom date The area displays the data related to the offence, including court and OIC. An average of days retained at station prior to submission to the courts. This pull down will search every person charged with a DOJ offence, regardless of disposition May search amongst the various fields and commands. To move through records use the arrow buttons

37. 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 verify with your own internal resources. The overdue button will come on when a request is beyond 21 days.

38. 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 spending trends. This email function can be used to email this screen shot to any one of the users preferences PLEASE BE REMINDED THAT THIS INFORMATION IS CONFIDENTIAL AND SHOULD BE CONSIDER AS MUCH. A Unit Projection utilizes a standard Deviation and can forecast a unit spending to any given date within the year. It will be displayed in the high lightened area A year end project will provide assistance for projected over spending by areas displaying in red or the “R” letter will appear beside the appropriate budget category.

39. Strengths and Weaknesses STRENGTHS • 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

40. 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

41. 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)