UCR Redevelopment Project A presentation to the ASUCRP Baltimore, MD April 24, 2012

1. UCR Redevelopment ProjectA presentation to the ASUCRPBaltimore, MDApril 24, 2012 Brian D. Griffith UCR Redevelopment Program Manager Federal Bureau of Investigation CJIS Division 304-625-4535 Brian.Griffith@leo.gov

2. Interesting things to know about New UCR Data Submission Options Automated Data Quality Check & Responses Using the 9-Character NCIC ORI NIBRS “Time Window” Publication “Blackout” Period UCR External Data Query Tool Overall Project Status

3. Data Submission Options • Electronic Interface Options • Flat File (position based record) for NIBRS, Summary, Hate Crime, Cargo Theft, & LEOKA • Technical Specifications will be shared on FBI.gov with revision history and planned changes • UCR Crime Report Information Exchange Package Description (IEPD) • XML Interface Specification • Still in Draft form – some changes related to implementation • Online Data Entry (not likely a State Program choice) • Microsoft Excel Forms Workbook and Tallybook • Agency data collection tools that can be deployed by states • Breakout session at 10:30 • N-DEx NIBRS extract (next slides)

4. Data Submission OptionsN-DEx to NIBRS Data Extract • CJIS is developing functionality that will allow N-DEx participating State Programs and direct contributing agencies to have NIBRS data extracted and sent to UCR. • This capability is not yet operational • To date, difficulty mapping N-DEx Incident/Arrest IEPD to the NIBRS structure • Testing with Tennessee State Program will resume in 2012 • Expected to be available in late 2012/Early 2013 • Migration to this submission method MUST be coordinated with N-DEx and UCR. • Participation with N-DEx does not assure NIBRS extract capability (next slide) • Specific implementation instructions for agencies/states wanting to participate in this capability have not yet been developed • Contact you UCR POC if you are making plans to utilize the N-DEx to NIBRS interface

5. Data Submission OptionsN-DEx to NIBRS Data Extract • Agencies / State Programs must be NIBRS certified. • Due to the difference between this interface and flat-file, an expedited recertification using the N-DEx to NIBRS approach will be necessary • Submitters, not N-DEx must apply NIBRS edits to any data. • N-DEx will only extract and deliver the submitted NIBRS data elements to UCR • N-DEx data must indicate with their submission that an incident is ready to be extracted and passed to UCR • Once an agency has begun submitting NIBRS data via N-DEx, that will be the only method through which NIBRS data will be accepted

6. Data Submission Options(continued) • Paper Submissions • Standard UCR Forms • OCR scanning for 3 most recently approved OMB forms • Forms must be, or EXACTLY MATCH the OMB approved forms. • UCR Non-Standard Forms State Crime Reporting Programs that currently submit all or part of their Summary data via non-standard forms or other means requiring FBI manual data entry are requested to develop a credible plan, by July 1, 2013, that will allow them to migrate to standard electronic interfaces. Per UCR Subcommittee, the FBI will define and share required parameters of a credible plan. • January 1, 2013 • Continue acceptance of non-standard forms and continue working with state programs to migrate to electronic means • July 1, 2013 • Continue working with state programs that have developed a credible plan for migration to electronic means • State programs not working toward a credible plan will be required to perform data entry via online data entry tools

7. Automated Data Quality Checks • New UCR will automatically apply current data quality checks known as “Business Rules” • Checks for data formatting, presence, and consistency • Flexible “if-then” statements that can be created, modified, or deleted by FBI data management staff. • Based on current automated and manual practices. • Rules will be made available for review by state programs. • Business Rule violations may result in: • Errors: The submission must be repaired before it can be processed. • Warnings: An error may or may not be present. The submission must be reviewed by FBI staff before it can be processed. • Notifications: The system performed some action on behalf of the user or is calling attention to some circumstance. • Submitting agency will receive automated business rule results (next slide)

8. Submitting Agency Responses • New UCR will send responses to the Submitting Agency (State Program) via the e-mail address on file with the system. • Submission Receipt Acknowledgement (always) • 1 per submitted file • Consolidated Error Report (if necessary) • 1 per submitted file • Report of Errors and Warnings (format pending – ideas?) • NIBRS Error Data Set (if required – used?) • New UCR will automatically generate and deliver a missing month’s report to the Submitting Agency (State Program) via the e-mail address on file with the system. • All other communications and reporting will come from your FBI point of contact.

9. Using the NCIC ORI • New UCR will receive and process data based upon the 9-Character NCIC assigned ORI for all crime report submissions • 7-Character ORIs delivered electronically (via Summary) will be translated into the appropriate NCIC ORI before processing • 7-character “collisions” will need to be resolved manually by FBI staff • UCR will treat NCIC assigned “UCR Only” ORIs as NCIC ORIs • Master File data will be translated to NCIC ORI but retain the submitted ORI as well • Data entry web forms will require the NCIC assigned ORI

10. Eliminating the “NIBRS Time Window” • NIBRS Time Window (NTW)is an artifact of the “offloading” process to Master Files • Offloading was done to save space • With all data now online, the NTW is irrelevant • Agencies are not required to remove NTW at this time • UCR will interpret “W” submissions as “M” requests for activities such as Add Arrest • NTW will continue to have limited use shortly following NIBRS certification when original incident was reported under Summary • New NTW implementation reflected in NIBRS Technical Specification.

11. Elimination of UCR “Blackout Period” • Currently, UCR stops processing submissions during the publication preparation period after the first of each year. • Maintains a static data set (+) • Creates a backlog of new data submissions (-) • New UCR will continue processing new submissions while keeping control over publication data • A “publication line” gets set at beginning of publication prep cycle • Data that contributes to the developing publication gets held and flagged for review by FBI staff • Data that does not contribute to the developing publication is processed normally

12. UCR’s External Data Query Tool • UCR’s External Data Query Tool (EDQT) is a publically available query engine that can be accessed through FBI.gov • All crime report data, except personally identifiable information (PII), will be available on EDQT • Summary, NIBRS, Hate Crime, Cargo Theft, and LEOKA • UCR has very little PII • Two main data sets on EDQT • Static publication tables linked to a UCR publication that will not be updated except in the case of required corrections to a publication • Similar to the UCR Data Tool, but more functionality • Living, pre-publication crime report data that has cleared UCR business rules (see next slide)

13. UCR’s External Data Query Tool(continued) • Data that has passed UCR business rules and approved for release, pushed EDQT one month after the close of a reporting month • Ex. At the earliest, data for the month of May will be pushed on or about July 1st. • State Programs can choose the frequency of release • Monthly (as described above) • Quarterly (one month from the close of each quarter) • Semi-Annual (one month from the close of 2Q and 4Q) • Annual (one month from the close of 4Q)

14. UCR’s External Data Query Tool(continued) • State Programs are encouraged to consider monthly posting of data to EDQT. • It is believed that the value of UCR data increases in relation to timeliness. • Many states already post crime data to their own websites monthly. • UCR’s EDQT will clearly note that crime data is fluid and changes frequently throughout the year as incidents are investigated and clearances posted.

15. Project Status Data Migration System Development Paperless Migration Shared Management

16. Data Migration Status • Goal is to bring 52 years of UCR data together – online! • Agency changes through the years • Changing jurisdictions (hence population) • Covered-by; Contracts; Names; Counties; and more • Summary Return A complete – working on ASR, Supp, and others • Makes evident how Summary has changed through the years • New codes, modified codes, new agencies, new forms, etc… • NIBRS data migration complete – working irregularities • Reuse of incident numbers by same agency in multiple years • Reattachment of Time Window submissions to original incident (as possible) • Orphan segments – likely result of Summary to NIBRS conversion • Inconsistent use of Incident Number for Hate Crime reporting. • Ex. 11-01496 vs. 110001496

17. System Development Status 1 2 5   SCR 10/14/2009 PRR 06/16/2010 OAR 12/12/2012 ! !    RCR 08/06/2010 PDR 07/19/2011 CDR 12/16/2011 (10/17/2011) I-TRR 06/19/2012 (05/08/2012) S-TRR 07/05/2012 System Concept Review (SCR) Planning & Requirements Review (PRR) Preliminary Design Review (PDR) Critical Design Review (CDR) Integration – Test Readiness Review (I-TRR) System – Test Readiness Review (S-TRR) Operational Acceptance Review (OAR) LCM Gate Review LCM Project Level Review  Successfully Completed Review

18. Paperless Migration Status • 2,957 agencies currently submit paper crime report data. • 100+ agencies have switched to electronic methods since 10/1/2011. • Conversion to NIBRS • Excel Workbook/Tallybook (10:30 Breakout Session) • UCR working close with Maryland and Massachusetts State Programs to define an electronic submission alternative. • Other state programs welcome!

19. Shared Management Status • Continuing work with SC Law Enforcement Division (S.L.E.D.) • Evaluated 15 state IBR data sets. • Implementing most common state attributes. • Ability to also carry uncommon attributes • Completed ROM cost estimate with contractor. • Will be developed as follow-on phase of UCRRP. • Enhancement in fall 2013?

20. For more information .. • If you would like to talk specifically about the impact of New UCR on your state’s crime reporting process, please see me to schedule a time. • Breaks, breakfast, lunch, dinner, drinks, or after this conference. • For more information on ways to move to electronic submission formats, please attend the Breakout Session at 10:30 a.m. • For more information on the UCR Shared Management Approach, please attend tomorrow’s Plenary Session at 11:00 a.m. QUESTIONS?

21. Brian D. Griffith UCR Redevelopment Program Manager Federal Bureau of Investigation CJIS Division 304-625-4535 Brian.Griffith@leo.gov