- Guide to how agency staff use Review Reports for the initial "Level 1" incident investigation
- Use the Show More / Show Less toggle in the table list of incident reports
- Use Search and Filter features to find specific incidents by text, case types or report status
- Open an incident report to see Responses provided by the RP (citizen) grouped by Section
- Jump to Narrative response (the final "What happened?" question) to get an RP provided summary
- After examining other incident details, see the Agency Report to view a system generated version of the preliminary report incorporating relevant RP responses and the official Narrative that can be edited
- Using Approve button for a report to send it to Records (RMS) or to a Level 2 reviewer (i.e., supervisor)
- Example of triggering a request for follow-up information from the RP (citizen) for a report that is incomplete or erroneous
- Example of using the Related Reports feature, and searching Help for How-to videos
TRANSCRIPT OF VIDEO
What we’re going to do now is take a look at the process of reviewing reports. We’re going to do this from the process of someone who is in Review Level 1 because this person within the agency is going to be touching the report for the first time. That’s the person that is probably going to have to do the most amount of review of the report. Once they say the report is good, and it goes on to supervisors and so forth. Most of the time it’s not as time consuming and there are not as many steps for a supervisor to review a report as there is for that person from the agency for the first time looking at what the citizen told them.
When you login and you’re in the Workflow Status of Review Level 1, you’re going to login basically seeing the reports that you have ready for review. We’re going to talk about some of the features in this first table format. The table formats are consistent regardless of where you’re looking at reports. So Partial Pending, Recently Closed, All Reports, they have all of the same features. You can toggle this on here to show more information. That’s going to toggle more information into the table. Information that shows up when you say, “Show More” is the access code PIN and the reporting party’s phone number. Typically, you’re not going to need to see that so we don’t clutter the screen with it. You can search for any of the information in the table. Any of this information is going to be searchable. So if I just want to look for a PIN number of 1, 2, 3, 4 because for some reason I’m talking to someone and that’s what they’re telling me. I can type that in there and it’s going to give me PIN numbers of 1, 2, 3, 4 or if I want to look for someone’s name. Let’s say I’m looking for a Mary. So I type that in there and that’s going to be responsive as I type. It’s going to filter. One other thing regarding filters, so you can basically type and filter the tables and you can also, there’s some pre-populated filters here. So looking at the reports and are ready for review status, you can say, “Show All of Review Level 1” and you can filter it by the Crime Types. The Crime Types are programmatically identified based on what the caller or the citizen is putting into casenumber.com, putting into the mobile applications or the conversation they’re having on the phone with the platform. The system is going to know what the system is talking about with the citizen. We can tell you the case type.
To look at a report, let’s look at some vandalisms and then let’s find one here. Let’s take a look at what happened with Mr. Rogers. When we do Mr. Rogers’ report, you open up the report, under “Reviewed Reports” and we’re looking at responses now. So under “Responses”, the intention here is to basically be a bucket to catch all of the response that came in. He could have provided these responses in voice, mobile or web at different times over a period of time. It could have been a month. It’s one spot to catch all of the different responses but you really can’t review this. It’s not going to be easy to look at an individual response and piece it all together in your mind to figure out what he’s talking about. There’s one simple step that we do. We know it’s a vandalism. We click on “Narrative” and you read the narrative from the guy. He’s saying, this is a question that he answered, “In your own words, please summarized what happened one final time, stating the facts from what happened from start to finish.” His narrative was, “I had an apple tree. It was a prized apple tree. The apple tree had won numerous awards at local and state and national competitions including the International Best Apple in the World Competition held every year in Czechoslovakia. It says, “Today he walked outside and saw that his prize apple tree was cut down. It was lying across his walk. It looked very sad.” It says, “This was his favorite apple tree, now it’s gone. It was cut down in such a way that he can’t replant it, can’t fix it, can’t put it back together.” He said somebody must have done this that doesn’t like the fact that he has a prize winning apple tree. That’s definitely not a good day for this guy. Prize winning apple tree, I’m a cop, I’m thinking this probably cost quite a bit of money. I know it’s a vandalism. I’d probably have to look at the property information to figure out what type of vandalism. I already have in my mind the statute from my city what I would classify this as.
I know that information and what I did when I clicked on this little “Show Me the Narrative” thing was I got a chance to read the narrative. These are filters so I would click on this here and say I can show all of the sections again or I can jump down to the Property, take a quick look at it. There’s one item of property. I’m going to open this up. This is the apple tree. It’s model number, made from Sunkist Growers. I didn’t know they made apples. It’s about $10,000. That’s an expensive apple tree. I would say it’s a felony vandalism, so Vandalism II or whatever the statute is. I make that association there and then from here the only thing I need to do is say let me see the report as if it was a report. I click on “Agency Report” and this is going to give you a view of a report in a form factor that’s like a report. You have your RP information at the top, you have your victim info, you have your article info and then you have this narrative that was populated in here from the system. I’ll explain this in a second but basically the guy had this statement that we pulled into the narrative, its templated narrative. If there was any evidence, we would be able to list that but there isn’t. There’s also the footer information that is configurable for each agency, but this is logging each connection to the platform from the citizen and then each time it’s approved or denied at the agency level.
I can look at the report. I can look at the information here and say he has all of his information, good info about the property item, the tree. The narrative itself looks pretty good. We’re ready to go. If I wanted to add some information here I could. Maybe I’d see this and say, “Hey I don’t need this sentence here. I can delete this.” So I can delete this out of here and change that. This was just saved, it’s auto saved. From here I can approve the report. I just go down here and click, “Approve.” I can throw in my User ID Number for this agency and click “Approve.” This will take it to Review Level 2, which it just did and now my supervisor would be able to login and take a look at the report and approve it.
We’re going to do it from the supervisor’s standpoint now in this next video. There’s other videos that explain the other elements of the report review and I would say that taking some to watch those would be helpful. We’re going to walk you through the responses, the functionality of actually being able to look at a response that wasn’t good enough and send it back to the citizen. Now that I’m in Review Level 2 for this report, I can’t work on it anymore because it’s gone. I would have to get it sent back to me from my supervisor. If I was to open up a new report, example Michael Jones, I could say that some of the responses he gave me, maybe the location, is not good. I can send this back to him for more information by queuing it for automated follow up and then actually sending that follow up back to him via a phone call or an email. It’s some of the functionality within the response review.
Other videos are going to talk about that. They’re going to talk about the notes that can be associated to the reports, how to view the approval history when the reports pass the first level of review. If the citizen has uploaded any evidence, how you can download that evidence if it’s there and your ability to actually upload some attachments to the record to. Just to bundle it with anything the citizen may have already had. The automated follow ups, if any had been created and sent, this is where we’re going to log them and then the audit history within the report. Those other videos, we’ll walk you through those sections of the report review tool and explain that at a deeper level as far as even the ability to listen to the whole audio file from the citizen if they came in via voice. Then the related reports just the ability for the platform to recognize that this person may have reported a couple of times, just kind of giving you a heads up.
We’re going to wrap this video up. Again I would say, take some time to look through the support platform accessible here. Look for Report Review simply by typing “report” and then you can go through the review process, first level report and so forth.