CrimeStar RMS Training

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CrimeStar RMS Training

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CrimeStar RMS Training

• Presented by Surry NH Police Dept
• Written by Lt Joel Huntley

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CrimeStar RMS Training

• This presentation pertains to the operations of
  the Surry NH Police Dept. Your operations may
  differ.

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Introduction

• Entering Data into the CrimeStar RMS system.
• Retrieving Information From the CrimeStar RMS
  system.
• Editing Information in the CrimeStar RMS system.

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Introduction

• This presentation is based upon a previously
  configured, and working RMS.
• Your Agency codes may differ.
• The Surry Police Dept does not use all available
  screens/modules.

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Agenda

• Learning how to
• Log in and Quit the Program
• Use system screens, including but not limited to
  CFS (Calls for Service), Citations, FIs (Field
  Interviews), Incidents, Arrests, to input data.
• Query the system.

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Overview

• By gathering COMPLETE and ACCURATE data and
  filling out screens in a CONSISTANT manner, we
  will have an invaluable tool which will provide
  us with extremely useful information.

CFS
CIT
RMS
MVI
MNI
FI
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Vocabulary

• RMS Records Management System
• CFS Call For Service
• FI Field Interview
• Citation Traffic Complaint or warning/write-up
• MNI Master Name Index

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Begin by locating the Shortcut to Launch the
CrimeStar program. This location may be
different on your computer.
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Logging In Signing On
Enter your UNIT number here
Enter your Password Here then click Sign-On
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Notice the toolbar is grayed out and not ready
for use
As youre logging in, this pop-up window appears.
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After Sign-In is complete, the toolbar appears.
You are now ready to use the system.
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Entering Data

• This section will step you through actually
  entering data into the CrimeStar RMS

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• These are for QUERY screens

The Drop-Down menu is for Data Input
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Using the Drop-Down menu, select the type of
data to input.

• Most of these screens will Require a CALLS FOR
  SERVICE screen to be done FIRST.

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Calls For Service

• Well begin with entering a Calls For Service
  record.

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To Begin a NEW record, click the NEW icon.
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• To OPEN or EDIT an existing record, click the
  OPEN icon.

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Most calls will Require a CFS

• Almost ALL activity that is not motor vehicle
  related, will require a CFS.
• Enter the CFS First!
• The CFS Screen will generate an EVENT number for
  your other screens.

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Remember the EVENT Number

• Once the EVENT number is obtained by pressing
  CTRL F5, remember this number if other screens
  are to be accessed in relation to this call. For
  example, an Accident Report, an Incident Report
  or just some simple FIs.
• By inserting the EVENT number in other screens,
  the RMS will ask you if you want to transfer
  certain data from the CFS.

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• By rolling your Mouse over the Event Field, the
  help screen will appear to assist in telling you
  what the system is looking for.

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• Select Type of Call from the drop-down menu.
  In this example, well use a Burglar Alarm, 10-52A

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Fields in RED are Mandatory and must be filled in
prior to saving the record.
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Enter Date and Time call was Received, then using
Drop-Down Menu, select how call was received.
HINT Anytime you are working in a date or time
field, CTRL-D CTRL-T will enter the current
date and time!
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Enter LOCATION of call. In this example well
use a partial entry of Surry and use the
Geo-Locator function.
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• Using the Geo-Locator function, we can auto-fill
  several fields if a valid address is found in the
  list. Access by clicking on the Globe.

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Select Surry Lake from list.
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Notice Beat, Sector District/Grid are filled in
now?
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Enter brief description of complaint.
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Enter Reporting Party, Location and Phone if
known.
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If the RP is a person and you DONT know their
DOB, we enter it like this.
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However, if we DO know the DOB, we Double Click
the RP title and the field changes to.
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THIS
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By entering last name, first name and pressing
the tab key, CrimeStar will check against the
Master Names Index for a potential match.
However, if we DO know the DOB, we Double Click
the RP title and the field changes to.
If none is found, enter the DOB.
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Select responding units from Drop-Down lists.
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Radio Call
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Permanent Employee ID number.
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Insert Dates and Times as needed. (Note, by
clicking the green button icon, the current dates
and times will be inserted.)
Hint You can also use Ctrl-D to auto fill both
date time, OR F2, F3, F4 and F5 to auto fill
dates times for Primary Unit, F6 F9 for 2nd
Unit.
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Now click the DISPOSITION icon
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Select appropriate Disposition from Drop-Down
list.
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Enter brief explanation of what transpired if
needed. Some CFSs can be cleared by a drop-down
selection.
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Click Save to save the record.
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System telling you the record is being saved.
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Workstation Preferences

• Whether or not each form closes after you save
  it, depends on your individual workstation
  preferences.

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Individual preferences.
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Individual preferences.
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Click Yes to create an Alarm Response File from
this CFS.
If this CFS is for an alarm, click the alarm Icon.
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Notice the Data from the CFS is now present in
the list.
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Click Save to save the Alarm Response.
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Create an FI from the CFS

• Lets Enter an FI from this CFS to see how data
  is transferred to the FI screen from the CFS.

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Field Interview Screen

• The FI screen is used any time you have occasion
  to gather an individuals name, DOB, address,
  vehicle info or additional data and you want them
  in Master Name Index to show that weve dealt
  with them before.
• An FI IS NOT needed if the persons data will be
  inserted on a citation, incident, accident, or
  any other screen that will list them
  automatically.

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Click the Fld Interview Icon.
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Enter the FI number.
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An FI is typically the date and time run
together. For example. We obtained the info for
this FI on April 28, 07 at 1037
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FI Screen Data

• FIs Can have the SAME FI
• Multiple subjects can be referenced to the same
  incident.

• Remember, Items labeled in RED are mandatory
  fields.

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The Other number field is for the PDs case
number, or if you IDed all occupants of a
vehicle, you could put the Summons number here.
And an Officer Number.
The FI also wants a Reason for the interview.
Something brief here. Any info already here has
auto transferred from the CFS description of the
original call.
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Enter Last Name, First Name (Given Name, not nick
names). Tab between fields.
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If theres a match in MNI, select Match.
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Any info in the system will transfer. Add any
additional info you gather during this interview.
If you obtain a new address, clear the old info
and add current info. A running history of
addresses will be kept with this MNI record.
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Type of person this is
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The system will remember data previously used.
Type the first few letters to jump directly to a
selection if its in the list. If not, just
enter the data.
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Street Type
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Street Suffix
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Apartment Number
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Click ID button for additional Info
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Add any vehicle info you want associated with
this person.
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Click Save
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If you wanted to associate someone else also with
this CFS, click here..
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All data and VEHICLE info transfers. Great for
multiple people in same car.
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Close form when complete by clicking either X.
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After closing FIs, youre returned to the
original CFS screen.
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Close form when complete by clicking either X.
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Ready for the Next Entry
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Remember that EVENT Number?

• Lets Enter an FI from this CFS to see how data
  is transferred to the FI screen using the EVENT
  Number obtained on the CFS.
• Remember the EVENT Number?

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Remember that EVENT Number?

• It was 0700002

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Retrieve a CFS or any other screen.

• If you had forgotten the EVENT Number, you could
  retrieve it using the CFS Query Icon.

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Click the CFS Query Icon. (Note, help screens
appear as you roll your mouse over each Icon.)
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Click Search
Enter any data that you remember, in this case
well use the date.
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There it isIf there were more than 1 record that
matched your query, a list would appear for you
to select from.
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Select Field Interview
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Click NEW, just like before.
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An FI is typically the date and time run
together. For example. We obtained the info for
this FI on April 28, 07 at 1037
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Enter the EVENT number and press TAB on your
keyboard.
By Clicking Yes, data from the CFS will
transfer.
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Notice Transferred Data from CFS
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Same as before

• From this point on, entering an FI is the same as
  if it had originated from the CFS.

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An Example of Multiple FIs with the same FI .
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Citation Module

• Gathering info and completing a Citation.
• This Screen is also used for a motor vehicle
  warning.

• And when towing a car, and only license plate and
  vehicle make, type are known.

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Citation

• Begin by opening a NEW citation record.
• The Citation Number is
• A) If you issue a traffic summons, use the number
  on the bottom of the summons. Ie DS191325
  written just like that, no spaces.
• B) Write-ups/warning numbers use the same format
  as an FI. Ie 0524011949

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Towing Vehicles

• If you are Towing a vehicle, for example from the
  Dort Rd, you will need to complete a CFS First!

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Select Citation from the Drop-Down menu, and
click NEW.
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This will be a warning example. Then select the
type of violation.
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Do NOT use Auto-Create buttons until original
document it completed first. (You can, but then
youll just have to enter the same data multiple
times.)
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If there is a name match, click Match.
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Same for vehicle info. Enter plate and state,
press tab. Select Match if one exists.
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Click Owner Info
Fill in applicable info
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Select Radar/Laser, additional info as needed and
click ADD
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Select Violation. HINT Type first letter will
bring you to that section of violations.
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Add any pertinent info here and click notes to
add officer notes in case of a trial.
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Add any notes, and click Save
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Close form when complete by clicking either X.
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Accident Reports

• Complete the CFS first!
• Select Accident from the Drop-Down list.

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Select Accident from the Drop-Down list
Then Click NEW
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Accident, Incident Other s

• Surry PD uses the SAME number for the Accident
  AND Incident numbers.
• If you havent gotten an Incident (case) number
  yet, use the CTRL-F5 function and edit the report
  later.
• The CFS EVENT number will be used in the Other
  field.

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Enter your Agency Case Number if you have it, or
CTRL-F5 to get one. (SPD uses CTRL F5, then
edits the Accident report later with the case
number.)
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If you do happen to have your agency
case/incident number already, tabbing past this
field will ask if you want to transfer info from
the CFS screen.
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This is all Transferred data from the Calls For
Service module
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Select appropriate VIOLATION if applicable
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Select appropriate WEATHER CONDITIONS
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Select appropriate SURFACE CONDITION
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Select appropriate LIGHTING CONDITION
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Select appropriate ROAD CONDITION
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Select appropriate TRAFFIC CONTROLS
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This Field IS NOT used for the NH Accident Module
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Select what the vehicle was INVOLVED WITH
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Select if PEDESTRIAN Involved
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Select any other items as needed
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Select OTHER and continue
Enter Times
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Select FIXED OBJECT struck if applicable
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Select LOCATION OF 1st HARMFUL EVENT
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Select ROAD DESIGN
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Select any other ROADWAY FEATURES
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Select ROAD ALIGNMENT
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At this time, the remaining fields ARE NOT used
on the NH report
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Click ADD
Select PERSONS tab
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Select POSITION and VEHICLE number
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Enter Person Info
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After hitting the TAB on your keyboard, if there
is a potential, a selection list will appear, if
this IS the correct person, click MATCH
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Any info that IS in the MNI, will be transferred
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Additional Info
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Add additional people
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Complete remainder of screen including IDs and
Other tabs.
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After entering Lic Plate and State, pressing Tab
will search for a potential match.
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Towed by / To info
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This Field is PLATE TYPE for the Accident Module
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Complete remaining Drop-Downs
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Spellcheck available on narrative screens.
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Add any photos of the crash
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Click report complete when it is, and click Save
to submit for case approval and case management.
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Close the form if youre done by clicking either
X
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But suppose you had an arrest as a result of the
crash?
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Go back to the Persons Tab, and select the person
Click Arrest
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Arrest Booking

• The Arrest Booking Module gathers info dealing
  with suspects during the booking process.

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Click Yes
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All Pre-Filled from other screens.
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Double Click in the text field to enter scars,
marks, tats.
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Point your mouse over area of body where item is..
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Enter description
Click OK when finished.
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Complete MORE tab and include photo if you have
one.
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Vehicle info also transferred over
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Additional info transferred over
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Enter Charges info
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Select Violation
Remember, Items in RED are mandatory.
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Inventory Items
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Observation Log if Held in Custody
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Configurable Questions
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Click Save and close the form.
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Back to originating form. Ready to close.
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Incident Reports

• Complete the CFS first!
• Select Incident from the Drop-Down list.

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Entering Incident or Event number from CFS will
transfer info
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Transferred Data from CFS
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Select type of Incident
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UCR code determined by offense during set-up.
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Completed face page
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Complete Persons same as Accident and Arrest
Modules.
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Add vehicles if applicable
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Add Property
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Solvability if enabled during system set-up
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Enter your narrative here, and for a brief
synopsis, click the Synopsis tab and enter that.
The synopsis will be printed on the report face
sheet.
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Complete Status page and click Save, then close
form
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To add a supplemental report later, recall the
incident and click Add.
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Here you can add additional info, people,
property etc
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Creating Daily Logs

• CrimeStar RMS also allows Daily Cruiser Logs to
  be created, including cruiser mileage,
  maintenance and fuel.

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Begin each tour of duty by creating a new daily
log and clicking Recall
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Daily Activity - SUMMARY
The Log sheet comes up on the Summary tab, you
will want to begin on the Vehicle tab.
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Daily Activity VEHICLE
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Enter Begin Mileage, rounded to the nearest mile.
Enter Vehicle ID
Click Save
Click approximate fuel amount
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Enable Daily Log entry screen
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Then, Click Save
Begin by signing On Duty. The current date and
time will be the default value.
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Anytime you change what youre currently doing,
create another Popup and Log your activity.
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Additional Options are found by Clicking the DOWN
arrow.
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Logging Activity using the Daily Log screen

• Lets just add a few entries to create a log
  sheet
• 1 On Duty
• 2 Routine Patrol
• 3 MVS
• 4 Federal Patrol
• 5 Routine Patrol

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You can get quickly to an activity by typing the
FIRST letter of that activity in the window. For
example, to log Routing Patrol, just type a P.
Click Save after each activity.
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Type M for MVS Enter Location Info Enter of
Citations Issued Add any Comments Click Save
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Back to Routine Patrol Click Save
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Now well patrol a Federal Area.
Click Save
This requires we use more Options and select from
the dropdown.
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Back to Routine Patrol
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Logging Activity using the Daily Log screen

• Weve added a few log entries

• Now lets fuel up the cruiser.
• Go back to Routine Patrol
• And finally go off duty.

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After Saving the Fuel-Up entry, go back to
Admin gt Daily Activity Log
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Select your ID and click Recall
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Notice all of your activity that has been
recorded on your log sheet.
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Click Save
Click the Filled box if you did, and enter the
amount of Fuel.
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Daily Activity - DETAILS
Further details can be added to entries later, by
again, opening the main Activity Log from under
Admin on the toolbar.
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Adding Details to an Entry
Highlight the entry you want to add detail too,
then click the Details tab.
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In this example, we entered our agency incident
number.
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Daily Activity HRS WORKED
Enter total number of Hours worked on the Hours
Worked tab.
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As usual, click Save when done.
Also, dont forget to enter your Ending mileage.
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Additional Features

• Officer Safety Warnings
• Animal Control
• Premises Contact Info
• Address Validation

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Officer Safety Warning Flags

• To create an Officer Safety warning flag, open
  the Master Name Index file for the person.
• Click Open
• Enter Name
• Click Recall
• Edit the record under the Known Off tab
• Save and close the record

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Select appropriate flags.
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Warning Flags

• Now anytime this name is accessed, either
  directly or from a Match when entering in people
  info on one of the modules, you will be presented
  with Red Flashing warning flags.
• Lets select this person using a Match on an FI
  screen

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Create a New FI

• Were going to create an FI and go directly to
  where a Match would show up.

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After selecting Match, watch this
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Double Click the warning flag and you can check
to see what the flags are for under the Known Off
tab.
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See? There they are!!
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Animal Control

• Enter dog licensing info
• Know immediately if animals vaccinations are
  current.
• Track involvements
• Ability to return loose dogs to owners

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Premises Contact Info

• Add Contact information for locations
• Add special info and cautions for locations

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Click Add
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Enter street digits and click to select street
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Even add Photos if you want
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Retrieving Data

• How to query your system
• CrimeStar, unlike any other program Ive used,
  will allow you to search your data by virtually
  any parameter or combination of parameters.
• You can even search by text string or key
  words! Very helpful if for example, you dont
  remember what an incident was, but you remember
  mentioning something that was odd in your
  narrative. You can search by that.

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Remember, you can use the Icons to search, or..
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The drop down.
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Search by ANY portion of info from face sheet of
your original report.
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Any portion of personal information
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Any portion of vehicle info, including if the
only thing you knew was that it was towed!!
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Any portion of the MO info
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Solvability, Narrative or Disposition
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Well search for all reports containing the work
Trailer.
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Heres the results of that query.
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Summary

• These are only a few examples of how to make the
  CrimeStar RMS package work for you.
• Contact your system administrator for assistance
  with your system.

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GIGO

• Just remember, the MOST important piece of having
  of a truly valuable RMS system, is accurate and
  consistent data entry.
• Garbage In, Garbage Out!!
• This include using Given names instead of nick
  names ie, Robert instead of Bob.
• Dont assume Bobby really is short for Robert
  it might be Bobby. ASK!!

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Where to Get More Information

• Other training sessions
• The system Help Files F1
• CrimeStar RMS Users Group