OPP Central Region

RegionCivilian Data Entry

(CDE) P j t(CDE) Project

Presentation to: The District of Muskoka

23 January 2012

OPP PresentersS/Sgt Roger Kelly - Project Manager, Civilian Data Entry

Insp. Ed Medved, Detachment Commander, BracebridgeCommander, Bracebridge

Insp. Mike Frew, Detachment Commander HuntsvilleCommander, Huntsville

Purpose of PresentationS fi i l t f thSecure financial support for the implementation of Civilian Data Entry (CDE) services in the District of Muskoka to(CDE) services in the District of Muskoka to serve the Bracebridge and Huntsville Detachments.Update the Council on the results of the Central Region CDE Project.g jOutline the options for moving forward.

Presentation Overview

What is CDECDE EfficacyCDE EfficacyHistory of CDE within the OPPExpanding CDE within the OPPExpanding CDE within the OPPImplementing CDE in the District of Muskoka

What is CDE?Civilian data entry is the transcription of policeCivilian data entry is the transcription of police occurrence information into records management systems by someone other than a police officer.

Frontline officers dictate occurrence information at a faster rateFrontline officers dictate occurrence information at a faster rate in which they can enter it themselves.Transcriptionists can input the occurrence information into the Records Management system (RMS) fast, at a lower cost & with fewer errorsfewer errors.Entering police occurrence information into RMS is more than just typing – data elements are linked to increase their public and officer safety value and to support investigation/intelligence l d li iled policing.

IT Concept• Network based

• T1 line (23) to GHQ sing VNETGHQ using VNET

• Transcribers deployed to deployed to detachments

• Access Access dictations via OPP network

CDE EfficacyProven effective business model in policingOfficers spend average of 12.5% of day report

iti (90 i d i 12h hift)writing (90 min during 12hr shift)CDE member can input a report in 1/3 of the ti f ffitime of an average officerEvery 15 min of dictation by an officer results in 30 min of data entry by a CDE member30 min of data entry by a CDE memberEvery 30 min data entry for CDE saves 75 min of an officer’s timean officer s time

CDE within The O.P.P.By 2009 - 8 detachments providing CDE in the OPP

All 8 detachments operated as stand alone systems 4 CDE sites in Central Region served 5 detachmentsg

Orillia, Caledon, Nottawasaga, City of Kawartha LakesCKL provides CDE for Haliburton

Since 2010 – Central Region Pilot ProjectSince 2010 Central Region Pilot ProjectIntroduced new centralized/standardized technologyMigrated all existing CDE sites within the Region to new systemE d d CDE t P t b h N th b l d C lli dExpanded CDE to Peterborough, Northumberland, Collingwood, Dufferin, Essex (West Region) and Quinte West (East Region)Standardized training and policy

Results of Central Region Pilot Offi di t CFSOfficers are responding to more CFSAdmin time and report writing times have declinedSystem performance – exceptional!System performance exceptional!Officer usage - increasedTimeliness of reports – faster turnaroundPositive feedback from officers/transcribers/community Quality of Reports – improved data qualityOrganization wide expansion – moving forwardOrganization wide expansion moving forward

Factors driving CDE for MuskokaIncreased complexity of investigations adequacyIncreased complexity of investigations, adequacy standards, court rulings, public inquiries and inquests have eroded officer availability to respond to calls for service over the years, resulting in increases in:

report writing mandated trainingmandated training court time

OffNo additional Officers expected to be allocated in the foreseeable future

CDE Staffing REQUIREMENTSDistrict of Muskoka

Bracebridge: 2 42Bracebridge: 2.42Huntsvillle: 1.38

Total CDE staff required: 3.80

(Muskoka portion within SGB not included: 0.13)

CDE Staffing Costs

District of Muskoka

Total (without SGB portion): $183,379.73

(Muskoka portion within SGB: $6,435.59)

Based on existing CDE operator job description and classification level, at 2011 top level of salary range.

$ values are approx for presentation purposes$ values are approx for presentation purposes.

CDE in Muskoka by the Numbers# of Funded Constable positions in Bracebridge and Huntsville Dets.

96

Shift length 12 hrsAvg. time per shift for Constable completing reports 90 minAvg. time for Civilian to complete 90 min of reports generated by Const 30 minAvg. daily time for Constable to dictate incidents 15 minRegular hrs available per year per officer 1,467 hrsAnnual Salary/Benefits – 1st Class Constable $130 040Annual Salary/Benefits 1 Class Constable $130,040

Annual Salary - Data Entry Clerk (unclassified contract) $48,257

$ values are approx for presentation purposes$ values are approx for presentation purposes.

CDE in Muskoka by the NumbersAverage FTE Constable to Complete Reports96 x (90 min / 12 hours)

12

Additional frontline hrs made available per shift 10.42%(90 min less 15 min) / 12 hours

Average FTE Constables time freed up96 x 10.42%

10

Net Savings (Avoidance)10 officers x $130,040 $1,300,400.00Additional Cost for Civilians $ 183 376 68Additional Cost for Civilians3.8 civilians x $48,257

$ 183,376.68

Net Gain $1,117,023.32$ l f i$ values are approx for presentation purposes.

On Average - An Officer’s Year

Calls for Service – 522 Reports Written – 162

32% of calls require a written report

Other CDE CostsOPP has absorbed majority of start up costs within existing budget

e.g., software licences/server costs, telephone lines and headsets/foot pedals, computers/office furniture, training…g

OPP Cost Recovery ProposalIdentify a host municipality currently under section 10 Police Services Act contract with the OPP willing to enter into a private agreement with thewilling to enter into a private agreement with the District of Muskoka to support CDE.

OPP cannot enter into agreement directly with 5.1 g ymunicipality.

OPP, with Ontario government approval, will d t t ith h t ti 10 i i litamend contract with host section 10 municipality.

Government is supportive of concept.

Benefits of CDE for MuskokaEquates to freeing up the equivalent of 10 officers time per year to be redirected for:

fcalls for service (including improved response time)

crime prevention initiativesti f t/ it f tproactive enforcement/community safety

prioritiesLocal jobs for CDE staffLocal jobs for CDE staff

8 part time positions

Benefits to Muskoka - continuedAvailability for calls for service and improve on response times Crime Prevention Initiatives Proactive enforcement/community safety y yprioritiesImproved VisibilityImproved Visibility

Implementation in Muskoka – Next pSteps

Formal agreement between Muskoka and host municipalityFormal agreement between Muskoka and host municipalityOPP obtains Treasury Board approvals and amends contract of host municipalityHiring/security clearancesHiring/security clearancesWorkspace set-upSystem setup

User profiles/permissionsWorkflow route groups

TrainingCDE specificRMS Niche

Launch

Discussion/Questions