Julie Fryberger
Office of the CEO
Adventos™ and The Optimas Group are proud to formally announce the continuation of their strategic partnership and an additional investment by Optimas. The two entities are working together to develop and generate market awareness of the nation’s premier agency management system, SmartForce™.
Press release link here.
Divisions and Units that rarely interact because of shift or physical separation, can now collaborate on crime reduction initiatives and community programs. Why? Because of the advent of efficient Agency Management Systems (AMSs). AMSs save time and reduce duplicated effort in an ever changing environment.
McKinsey & Company estimates the average knowledge worker spends 28 hours per week using email, searching for information, and collaborating. By adopting some collaborative tools available in AMSs, organizations can become up to 25% more efficient and reduce email and the time spent searching for data and documents. That 25% percent increase can easily be achieved with the right technology and culture. Communication and collaboration moves your officers to a higher level of empowerment, transparency, and accountability to achieve your agency’s goals.
The following are points of interest if you’re thinking about implementing an AMS in your agency. Make sure you are ready to manage the change management process by following these tips:
Interested parties can learn more about the SmartForce™ Agency Management System and how it automates administrative processes associated with law enforcement duties by clicking here. After watching the demo, interested law enforcement officials are invited to click the “Start My Free Trial” button to experience SmartForce, firsthand.
Every time you write a blog, you are distilling your vision for the Police department and for the community you serve. Those who want to learn more from their Chief of Police, have a place to do so proactively and people eager to understand the department can reference the blog and learn on their own.
Here are a few things to think about when blogging:
One – Start with an internal blog that is private to the department personnel and for agency personnel only.
Two – Write consistently: once a week, every two weeks, or once a month. Writing three or four articles ahead of time gives you a head start on your various topics and it also helps stimulate thought and your writing will flow.
Three – Write about topics that give you the biggest mileage: building culture, service to the community, and minimizing potential high liability concerns.
Four – Start a public community blog. Once you are in a rhythm of blogging internally, select a few articles that your community would enjoy. Writing a community blog will promote and encourage community engagement and trust.
Five – Be yourself!
If you are not yet blogging, you should really give it a try. The benefits you reap will certainly outweigh the time and effort you put in. The support you will get from your agency and community will increase.
Adventos | www.adventos.com | 303-800-5040
Secure, mobile and real-time Shift Briefings and Roll-Call Pass-On was one of the first features we made available as part of the SmartForce Agency Management System. It was a feature requested from a Chief of Police who wanted to improve internal communication. I recently felt like honoring the concept of Roll-Call Pass-On, so I did research to find out what was behind this practice and how it could be taken to the next level.
One of the first articles I read was written in the 1950’s, by Richard Simon, a Deputy Chief from the Los Angeles Police Department. It really jumped out at me, for it was extensive, thoughtful, and its information very well presented. An excerpt is below, but you can read the full article here:
“Every police administrator recognizes, and at least pays lip service to, the necessity for adherence to the principles of sound organization. One of these principles is that there must be a clear-cut statement of authority and responsibility in order that each person thoroughly understands his duties. Those who are responsible for the operation of a police department cannot expect a policeman to perform with dispatch and maximum efficiency unless he has been told first of what his job consists.”
I also enjoyed the information shared via a 2014 Facebook poll from PoliceOne which offered 8 conceivable and inspiring ways to improve Roll-Call Pass-On (you can review this poll here). It was much lighter in nature, compared to the article above, but still contained valuable material.
Combining these articles with the other research I’ve conducted, my various conversations with agency members, and my business knowledge, I’ve concluded that the following six practices will definitely improve Roll-Call Pass-On:
One – Make it MOBILE
Today, there is no reason not to have information available 24×7 and on the go. Collating, printing, and passing paper around during roll-call is inefficient, as now day’s information can be electronically pulled up in a CJIS compliant platform with any mobile device. This makes the dissemination of awareness, information, intelligence, tactics, and officer safety information, easier and faster to access at any time. You can still have a physical meeting and use a projector or flat screen TV to review information, but during a 24-hour day there is a running log of important pass-on information that can and should be accessed while on the go, via a mobile device.
Two – Make it ACTIONABLE
Leverage the power of information and data for decision making, rather than just status updates. While status reporting is important, decision making is more valuable in a Law Enforcement setting. Ensure you are quickly moving past the status update components and focus on action oriented and outcome focused decision making. With a system like SmartForce™, information can be accessed or read ahead of time, so meetings can quickly turn to decisions, tactics, and actions.
Three – Make it ACCOUNTABLE
During Roll-Call Pass-On, assign follow-up activities. Be clear on who will do what, by when, and if needed, how it will be done. With a documented way of assigning follow up, you are driving accountability to a person or a squad. With ownership there is responsibility and improved results.
Four – Make it INTERESTING
Share information in an interesting and unique way to ensure officers retain what information they need to be successful. It is one thing to share information, it’s another to ensure people learn from and retain it. Try giving creative titles to your shared material or inserting photos and videos that pertain to what people need to learn, so the information becomes more interesting and engaging.
Five – Make it CONCISE
Being respectful of everyone’s time is important, so share information directed to the whole group. If there is an issue that only applies to a few officers, seek them out individually and discuss the matter later on.
Six – Remember to PRAISE the behavior you want to reinforce
Call out officers who have gone above and beyond, solved a particular case with techniques you want to highlight, or followed a new policy in a situation and achieved excellent results. When doing so, don’t just say “great job”, be specific by communicating to the group exactly what the officer did that caused you to categorize their behavior or results as great. By being specific, your officers know you honestly appreciate what they do and it raises the bar for the others to strive to be their best, too.
To learn more about how SmartForce™ can help you with Roll-Call Pass-On, Shift Briefings, and intelligence sharing, check out our video demonstration on our website, at www.adventos.com or give us a call, at 303-800-5044.
Jared Rose
VP of Sales
You are investing in the SmartForce™ Agency Management System (AMS) and you want to gain the efficiencies of being CJIS compliant on the Microsoft Government Cloud. You now need to decide between Office365, Microsoft SharePoint Online Plan 1, Microsoft SharePoint Online Plan 2, or Microsoft Azure for Government.
Information on each option:
Office365
Office365 comes with Office Professional, SharePoint Online Plan 2, Exchange Online, OneDrive for Business, and a few more features. This is the best solution to use with SmartForce™.
SharePoint Online Plan 2
This is the equivalent of SharePoint Enterprise, the top notch plan for SharePoint Online. You will have extensive searching capabilities with this solution. Searching for historical information, such as prior pattern discussions, roll call pass on, forms, and important documentation, is quick and effortless.
SharePoint Online Plan 1
This is similar to SharePoint Standard and originally available for use with On Premise servers. With this version of SharePoint, the search capability will be a bit restricted. This is the minimum requirement for the use of SmartForce™.
Microsoft Azure for Government
With this option you have more control over your environment, but there is more work to do at set up. Think of Azure as a secure cloud environment to host your own infrastructure. A SharePoint Server Farm will need to be configured along with other architectural considerations. So, more control, but more complexity and overhead to manage.
So what’s next?
Adventos™ can assist with getting you in touch with the right person at Microsoft and your Software reseller to buy Cloud licensing. Your government agency most likely has already negotiated a license agreement with Microsoft. You will want to ask for the following options (all on the Government Cloud):
• Adding user to the Core CAL (Client Access License) for Office 365 G3
• Adding user to the Core CAL for SharePoint Online Plan 2
• A stand-alone user for SharePoint Plan 1
Based on pricing you will be able to choose the right amount of licenses for your team. For example, users who are in a supervisory and/or system administrative position from the rank of Sergeants and above, you may want to provide them with O365 G3 (which comes with SharePoint Plan 12 or SharePoint Plan 2) and for the rest of the organization SharePoint Plan 1 stand alone.
Note: It is extremely important to ask for the complete pricing, so you can decide how to best divide the licensing. Finally, Microsoft offers an Office 365 Free trial for 30 days which can be extended to 120 days with a simple request. This option is a great way to “extend” your agency dollars. Free trials for Office 365 can be requested here.
Office365 Investment and Benefits
Office365 is the perfect “add-on” to your Enterprise Agreement with Office Professional. For about $6/month, per user, (your pricing may vary) you get the latest version of Office Professional, SharePoint Online Plan 2, Exchange Plan 2 (email), and OneDrive (storage) for your agency. The full price of Office Professional as a stand-alone software tool compared to investing in Office365 makes this a favorable choice.
Note: You do not have to implement all of features of Office365 right away. For instance, you can implement SharePoint Online Plan 2 first for your Smart Solution by Adventos™ and migrate to Office365 at a later date. Regardless, Adventos will be there to assist you in the transition.
SharePoint Plan 2 Investment and Benefits
This is the equivalent of SharePoint Enterprise where you will have everything you need. For a government organization adding this onto their EA (Enterprise Agreement), the pricing will usually be $3 to $6/user, per month. SharePoint Plan 2 is our recommended method of running SmartForce™, SmartCity, and SmartCounty by Adventos™.
This is the equivalent of SharePoint Enterprise where you will have everything you need. For a government organization adding this onto their EA (Enterprise Agreement), the pricing will usually be $3 to $6/user, per month. SharePoint Plan 2 is our recommended method of running SmartForce™, SmartCity, and SmartCounty by Adventos™.
SharePoint Plan 1 Investment and Benefits
This is similar to the SharePoint Standard of the good ol’ On Premise software days. We recommend this for pure end users who need only to read and edit documents or information from sites. Notice, if you have an Enterprise Agreement, your pricing can be very low (about $1 to $3/user, per month). If you do not, it may be more expensive than going with the full O365 or even SharePoint Online Plan 2.
Microsoft Azure for Government Investment and Benefits
This is similar to running a data center with SharePoint, SQL Server, and Active Directory, but hosted on the cloud. We recommend this option for very large agencies that have already made an investment on Azure Infrastructure.
In summary
Whatever platform and licensing you choose, you will be in good hands with Adventos. Most agencies in state and local government benefit from the Cloud infrastructure. You have 24×7 monitoring, CJIS level security, and you can focus on giving value to the community you serve and your employees vs. babysitting your servers. The ease of mind, security, and availability of the Cloud, will give you greater mileage.
Start Your Free Trial of SmartForce™ by Adventos
SmartForce™ is the only CJIS compliant and mobile agency management system designed to account for uncommitted time and to drive current policing strategies. SmartForce™ also provides a single platform for integrating and automating all law enforcement administrative processes outside of CAD and RMS. You can request your free trial by visiting www.adventos.com/demo.html.
Julie Fryberger
Office of the CEO
Gaps in information sharing led the DOJ to push for agencies to adopt intelligence-led policing. Here are a few examples of agencies that have deployed the strategy.
Read more at PoliceOne here.
Julie Fryberger
Office of the CEO
Sharing information across multiple agencies can be aided by intelligence-led policing strategies. Just don’t get tripped up by these common mistakes.
Read more in PoliceOne here.
Julie Fryberger
Office of the CEO
The SLCPD used core components of CompStat to succeed with timely and accurate information, rapid deployment of resources, effective tactics, and relentless follow-up.
Read more in PoliceOne here.
The SmartForce™ Agency Management System makes it easier to manage the challenges of the implementation of a Body Worn Camera program. With SmartForce™ there will be less effort, less frustration, and implementation will be faster. Regardless of the camera hardware system chosen for your agency, you may experience difficulties in the following areas:
1. Policy compliance
2. Reporting on response to resistance (a.k.a. Use of Force)
3. Citizen complaint tracking
4. Training management
5. Video storage
6. Open records requests
7. Public Information Officer responsibilities
Policy Compliance
PERF, the COPS Office, and departments across the United States have shared best practices for Body Worn Camera Program policies. What is yet to be solved is a way to systematically manage the receipt and acknowledgement of these policies with appropriate testing and auditing. A prominent police department received negative coverage in the media for completing a pilot program where the results of the test where inconclusive. This was because 80% of the time the officers did not turn on their cameras, even though it was policy to do so. An Agency Management System, like Adventos SmartForce™, streamlines policy drafting, submissions, auditing, and reporting, so department management can focus on policy shaping rather than wondering if officers are not in compliance.
Response to Resistance
Most departments report Use of Force information using hand written forms or with legacy internal affairs software which often don’t account for what truly matters during a Use of Force incident. SmartForce™ is not only capable of including video evidence in an actual report, but it is also capable of reporting on the chronological sequence of events. SmartForce™ handles reporting when multiple officers and multiple parties are involved, it provides a comprehensive view of what type of responses to resistance are effective, and what de-escalation techniques were used. Response to Resistance management is critical in the context of a Body Worn Camera program.
Citizen Complaint Tracking
While the use of body worn cameras, as PERF states, “often improves the performance of officers as well as the conduct of the community members who are recorded”, departments operate in a world where bystanders can capture video and file a complaint. When a citizen complaint is filed, SmartForce™ makes it easier to appropriately route the report through a chain of command and resolve it in a seamless and efficient way. SmartForce™ will save your department time as you handle citizen complaints. It will also improve morale and create a culture of accountability among your officers.
Training Management
A recent Los Angeles Times article blames rising accidental firearm discharges by deputies on the lack of proper training and policy. Most training academies handle field training officer reports via paper forms and training is reported and analyzed by hand as well. SmartForce™ streamlines the recording of daily observation reports, training, and certifications across an entire department. As the complexity of managing Body Worn Camera programs grow, training and policy compliance are of paramount importance.
Video Storage
Video management and the capacity to store electronic files are a growing need. Some body worn camera vendors use closed and proprietary platforms, while others use the Microsoft Azure platform, which is CJIS compliant. The SmartForce™ solution runs on the Microsoft Government Cloud, is CJIS compliant, and allows for reports such as Response to Resistance or Complaints to include video evidence retrieved from body worn cameras. Having both a written report and video evidence together, a one stop shop for information, simplifies administration.
Open Records Requests
Managing the coordination required to respond to an Open Records Request is a monumental task. Most departments rely on manual processes to file, discover, categorize, and disclose the requested information. SmartForce™ centralizes the Open Records Request process adding visibility to key personnel in the process and ensuring the department meets all legal requirements.
Public Information Officer
The role of the Public Information Officer (PIO) is growing across police departments in the United States. Your PIO could be struggling to obtain needed information, in real time, in order to respond promptly to community requests. SmartForce™ is the only software solution that makes it possible for PIOs to work collaboratively with those that matter most, when time is of the essence.
Start your FREE Trial
Our Agency Management System fits the needs of any size police department. We offer a FREE trial so you can determine if SmartForce™ will deliver the required value before purchasing the product. Start your FREE trial at www.adventos.com.
Works Cited:
Article from a Web site:
Miller, Lindsay, Jessica Toliver, and Police Executive Research Forum. 2014. Implementing a Body-Worn Camera Program: Recommendations and Lessons Learned. Washington, DC: Ofce of Community Oriented Policing Services. http://www.policeforum.org/assets/docs/Free_Online_Documents/Technology/implementing%20a%20body-worn%20camera%20program.pdf
Article from a Web site:
Hamilton, Matt. “L.A. Sheriff’s Department blamed for rise in accidental gunshots by deputies.” Los Angeles Times, 16 Dec. 2015.
http://www.latimes.com/local/lanow/la-me-ln-los-angeles-sheriff-training-handgun-accidental-discharges-20151216-story.html
Brian Mc Grew
VP of Education
Today’s 21st Century Policing occurs in Conjunction with the Community
Imagine a secure, real-time, two-way and targeted communication method internally and with the community you serve. Imagine being able to connect more closely and collaborate with retailers, schools, hospitals, and other law enforcement agencies.
Well, it’s possible today with an Agency Management System (AMS). An AMS is a secure environment that can build, maintain, and foster a culture of information exchange and collaboration, both internally and with the community you serve.
An AMS, in a Police environment, can contain shared Community Collaboration sites which makes it easier to share information within the agency as well as with its partners in the community. For example, interaction relegated to once-a-month meetings can be conducted in real-time, so community programs can sustain momentum and blossom from the increased pace of information sharing and collaboration. By opening communication in a secure manner with an Agency Management System, the chance of misunderstandings is reduced and there is less wasted time and resources, due to improved coordination, communication, and transparency.
To create a culture of empowerment and trust within your agency and the community, here are some considerations:
Enable your Officers by Trusting and Leading Them
An Agency Management System can help extend the network of an officer internally or externally by his or her experience, specialty, skills or interest. Patrol officers for example may have key information relevant to a case in the criminal investigations unit and just need a communication platform that makes them aware of the need for their information so they can share it. Or maybe there’s an officer with particular skills in your agency that could be a resource to a neighboring agency. For these situations and more, allowing and trusting officers to contribute through a collaborative communication platform is a major step toward achieving a potential 25% increase in engagement and productivity.
Lead by example, not by exception. If you want more people to respond to communications or shared knowledge, show them how easy it is. One way Management can lead by example is to use a collaborative tools like an AMS to conduct command staff business.
A Collaborative Culture is Built in Phases
We like to talk about the concept of crawl, walk, run, just like a youngster becoming mobile. Start your collaborative efforts with a small step that has a high probability of success. Ask yourself, “what key organization would benefit and deliver value to your agency if you opened up a secure, on-line communication channel”? “What kind of written, photo, or video information would they like to receive or send to your agency that would be important or time-saving to them”? After asking yourself these sorts of questions, start sharing that information and responding to questions through an AMS.
Not All Information and Collaboration Has to Be Visible to Everyone
As collaboration becomes the norm in your agency, people will want to collaborate on sensitive projects. They will want to share content, but will not want it to be visible to anyone outside of an invited group. This can be done with an AMS that grants permission to specific team members to access these content areas.
Policing Should be Evolutionary, Not Static
Processes, policies, and procedures not only inform employees what to do, they keep people safe too. In today’s law enforcement environment, new policies and systems must be designed that allow for and teach how secure collaboration with the right internal and external partners can provide even higher levels of public safety and trust.
A demonstration of how the SmartForce™ Agency Management System securely connects to key community organizations or to see SmartForce™ in action with a free 30-day trial, please visit www.adventos.com.
