Bridging the gap between collision data collection and reporting

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Bridging the gap between collision data
collection and reporting

• Presented by
• Jeff Holt, President
• Holt, Sheets Associates

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Outline

• Background of Indiana State Police Vehicle Crash
  Records Collection
• Accomplishments ISP has made since starting in
  2002
• Four Keys to Success
• Whats Next

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Background

• Indiana State Police (ISP)
• Responsible for collection of all collision
  reports in the state of Indiana (Central
  Repository)
• Approximately 250,000 collisions per year
• Responsible for providing collision information
  to
• Bureau of Motor Vehicles (BMV)
• Fatal Analysis Reporting System (FARS)
• Commercial Vehicle Enforcement Division (CVED)
• Indiana Department of Transportation (InDOT)
• General Public

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Background

• Problem
• Using legacy system that did not allow ISP the
  ability to process all collision reports in a
  timely manner
• Collision data that was being entered was two
  years old
• Information needs of other state agencies were
  not being met due to old data

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Accomplishments

• What has ISP accomplished since 2002?
• Developed a Document Management/Imaging System to
  process collision reports
• Revised collision report to allow 40 of data to
  be collected via mark sense recognition
• Eliminated approximately 400,000 backlogged
  collision reports
• Built interfaces with CVED and BMV for data
  extraction and input into other systems
• Built electronic collision reporting wizard
  that allows law enforcement agencies to send
  collision data to the central repository
  electronically
• Day current in collision report processing since
  January 1, 2003

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Four keys to success

• Four keys to success
• Problem Identification
• Data Access
• Strong Program Sponsorship
• Integrated Records Management System (RMS)

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Great works are performed not by strength but by
perseverance. - Samuel Johnson
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Key 1

• ISP clearly identified the existing problems they
  encountered and conducted a detailed requirements
  gathering and analysis with all key stakeholders
  (Law Enforcement, BMV, InDot, CVED etc.)

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What were the requirements?

• Ability to process all collision reports within
  24 hours upon receipt
• Ability to easily handle supplemental and
  supporting documentation from law enforcement
  agencies
• Ability to process proof of insurance documents
  and provide this information along with collision
  data to BMV
• Ability to query on all data elements collected
  on collision report so all agencies have the
  ability to access the information they need
• Ability to determine all commercial vehicle
  collisions and electronically input that data
  into the Federal SafetyNet 2000 system
• Automated workflow process to reduce or eliminate
  the need for paper
• All requirements detailed in RFP to select vendor
  for development and implementation

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Outcome

• ISP now processes all collision reports into the
  state repository within 24 hours upon the time of
  receipt
• All supplemental and supporting documentation for
  collision reports are imaged and data associated
  with the collision report
• ISP scans all proof of insurance documents for
  BMV and provides them the ability to extract all
  collision data from the state repository
• The VCRS system has simple and advanced query
  capabilities to allow any data element collected
  to be queried upon
• All possible commercial vehicle collisions are
  quality controlled by CVED and that collision
  information is imported electronically into the
  SafetyNet 2000 system
• VCRS utilizes automated workflow to reduce the
  dependency on paper and to efficiently process
  collision reports

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VCRS Workflow
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As a rule, he or she who has the most information
will have the greatest success in life. -
Disraeli
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Key 2

• ISP understood that the way to obtain all
  collision information from local law enforcement
  agencies in a timely manner would be to bridge
  the gap between data collection and data
  reporting providing them with easy access to the
  data

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How do we bridge the gap?

• Make it as easy as possible for law enforcement
  to collect collision information
• Provide law enforcement agencies with the ability
  to access collision data once it has been sent to
  the state repository
• Continual improvement of data accuracy

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Outcome

• Revised collision report to allow easier data
  collection while still capturing over 95 of the
  MMUCC data elements
• Logical form layout
• Less paper required to be filled out when more
  than two units are involved in a collision
• EVCRS
• Reduced the amount of time required to complete a
  collision report

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Outcome

• Provide local law enforcement agencies access to
  the VCRS system via the web
• Agencies are able to
• Query collision database to obtain statistical
  information
• View and print image of collision report for
  distribution
• Request data from VCRS to support other agency
  systems
• Request canned reports to obtain information
  such as
• Impaired Driving Statistics
• Number of Collisions
• Seat belt usage

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Outcome

• GIS Enhancements
• Allow for multiple collisions to be mapped on any
  road within the state of Indiana
• Provide agencies with multiple map layers for
  different uses
• Provide the ability to display text information
  on map (Primary Causes)
• Ability to generate custom maps for all agencies

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Outcome

• Improved data accuracy
• All collision data goes through a quality control
  process before collision report is accepted by
  ISP
• Purdue University provides data analysis services
  to determine if any data inconsistencies exist
  and help provide solution to correct

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• No matter what accomplishments you achieve
  somebody helped you.
• - Althea Gibson

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Key 3

• Strong sponsorship from the Indiana Criminal
  Justice Institute (ICJI)

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ICJI

• Provide traffic safety funding to ensure Indiana
  VCRS system is a model for other states to follow
• Utilization of Law Enforcement Liaisons to help
  train and educate police officers on the
  importance of accurate data collection
• Give ISP the flexibility to be creative in VCRS
  enhancements to improve traffic safety

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It's not how much you know but the ability to get
information and then act on it that gets things
done. - Anonymous
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Key 4

• ISP did not just think about the immediate need
  of improving Collision data collection and
  storage but rather the development of an
  Integrated Records Management System (RMS)

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Integrated Records Management

• ISP identified early on the need for a records
  management system that allows ALL information to
  be stored and made available as needed
• Collision Reports
• Proof of Insurance
• Case Reports
• Citations
• Criminal Arrests
• Criminal Dispositions
• Fingerprints Mug shots
• Correctional
• Firearms Records

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Integrated Records Management

• Developing a way to process all types of
  information and storing this information in a
  centralized location allows
• A single state repository providing data to
  multiple state and federal agencies such as BMV,
  InDOT, Courts, Prosecutors, Sheriffs Local
  PDs, USDOT and FBI
• Master Name Index provides all information on a
  single individual
• A unified, automated workflow for input of all
  document types greatly reduces cost of operations
• Document-imaging allows for off-site storage and
  recovery from loss due to mis-filing, theft, fire
  or other disasters
• Document-imaging eliminates the need to file
  paper documents and drastically lowers the cost
  of operations from man-hours of filing to the
  cost of printing

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Whats Next?

• Development of a Unified Traffic Ticket (UTT) for
  State of Indiana
• Electronically send Citation Information from law
  enforcement directly into the RMS system
• Interface with the State-wide Court Management
  System to provide Citation Information to the
  Courts and to BMV
• Creation of RMS interfaces with the Indiana
  Criminal History System to scan and store all
  criminal information including mug shots
• Ecommerce of all collision reports for general
  public

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Questions ?