NONAUDIT NONAUDIT REPORTSREPORTS

Det. Dana LindseyDet. Dana Lindsey

Phoenix Police DepartmentPhoenix Police Department

Reasons for Police Nonaudit Reasons for Police Nonaudit ReportsReports

To report on a specific area of urgent To report on a specific area of urgent concern that may affect, or be concern that may affect, or be effected by:effected by:

Officer SafetyOfficer Safety Legal LiabilityLegal Liability Public Safety Public Safety Public PerceptionPublic Perception or Major Changes or Major Changes

PoliciesPoliciesState statutesState statutes

Auditors provide technical advise based on Auditors provide technical advise based on their expertise their expertise

Will not audit their own workWill not audit their own work Will not make management decisions or Will not make management decisions or

perform management functionsperform management functions Should not affect:Should not affect:

• Ongoing auditsOngoing audits• Planned auditsPlanned audits• Required auditsRequired audits• Audit responsibilities already in place by an audit Audit responsibilities already in place by an audit

serviceservice

Phoenix Plan FormatPhoenix Plan Format

Develop an Action Develop an Action PlanPlan Clearly identifies:Clearly identifies:

reason/background for reason/background for the reportthe report

scope of the reportscope of the reportobjectivesobjectivesstaffing/deadlinestaffing/deadline

Signed by all partiesSigned by all parties

InvestigationInvestigation

You are the neutral third partyYou are the neutral third party• Fact based, no opinionsFact based, no opinions

Identify policy and lawIdentify policy and law Conduct surveysConduct surveys Conduct interviewsConduct interviews Use charts and graphsUse charts and graphs Identify opportunities for Identify opportunities for

improvementimprovement

Report FormatReport Format

PurposePurpose MethodologyMethodology BackgroundBackground ObservationsObservations ConclusionsConclusions Opportunities for Opportunities for

ImprovementImprovement AttachmentsAttachments

Be PreparedBe Prepared

Expect to be challenged Expect to be challenged Be able to back your findings Be able to back your findings

(work papers)(work papers) Understand new information Understand new information

might come up during and after might come up during and after the report the report

Your job is to report based on Your job is to report based on your expertise, not implementyour expertise, not implement

Follow-up/after action reportsFollow-up/after action reports

Report ExamplesReport Examples

Exceptionally Cleared Cases Exceptionally Cleared Cases and UCR Guidelinesand UCR Guidelines

Mail In Supplement ReportMail In Supplement Report Homicide ReportHomicide Report Domestic Violence ReportDomestic Violence Report Property Management Property Management

Bureau/Property Purge Bureau/Property Purge ReportReport

Off-Duty ReportOff-Duty Report NIBIN ReportNIBIN Report

Homicide Unit ReportHomicide Unit Report

Purpose: Identifying unsolved homicide Purpose: Identifying unsolved homicide cases and transitioning cases to the Cold cases and transitioning cases to the Cold Case Squad Case Squad

Identified Problems:Identified Problems: Coding errors were reflecting homicides that were Coding errors were reflecting homicides that were

suicidessuicides Injured persons and other cases that were not Injured persons and other cases that were not

homicides and vice versahomicides and vice versa This This negatively affected the number of reported negatively affected the number of reported

homicideshomicides in the City of Phoenix. in the City of Phoenix.

Homicide Unit Report

Cases were assigned to archived queues and a Cases were assigned to archived queues and a secretary that should have been assigned to a secretary that should have been assigned to a case agent.case agent.

Cases were reflecting open, or unsolved, when Cases were reflecting open, or unsolved, when they had actually been submitted for prosecution they had actually been submitted for prosecution and charged. This and charged. This negatively affected the negatively affected the Homicide Units clearance rateHomicide Units clearance rate..

Solution: Homicide is implementing Solution: Homicide is implementing recommendations and Inspections Unit will recommendations and Inspections Unit will conduct follow up to this report.conduct follow up to this report.

NIBIN ReportNIBIN Report NIBIN NIBIN (National Integrated Ballistic Information (National Integrated Ballistic Information

Network)Network) Report: Report: Purpose:Purpose: Identify issues and concerns within the Identify issues and concerns within the

NIBIN Unit surrounding policies and proceduresNIBIN Unit surrounding policies and procedures NIBIN Report Plan

Identified Problem:Identified Problem: Disorganized storage of exemplar casingsDisorganized storage of exemplar casings Limited access to the Range and NIBIN machinesLimited access to the Range and NIBIN machines Minimal documentation or requests/resultsMinimal documentation or requests/results No assigned workspace for the detectives assigned to No assigned workspace for the detectives assigned to

the unitthe unit Custodial issues surrounding the weapons and amount Custodial issues surrounding the weapons and amount

of time in NIBIN Unit’s possessof time in NIBIN Unit’s possess

NIBIN Report

Solution:Solution: A work group was developed to resolve each A work group was developed to resolve each

issue and concern. issue and concern. The Unit was re-evaluated and found to be The Unit was re-evaluated and found to be

more efficient and productive.more efficient and productive. The Unit was recently ranked #7 in the United The Unit was recently ranked #7 in the United

States for NIBIN entries. States for NIBIN entries.

Property Purge: Property Purge:

Purpose:Purpose: Evaluate the retention of impounded items in Evaluate the retention of impounded items in the property warehouse.the property warehouse. The warehouse is nearly filled The warehouse is nearly filled to capacity, requiring a new to capacity, requiring a new $25 million warehouse$25 million warehouse facility within the next 5 years.facility within the next 5 years.

Identified ProblemIdentified Problem: : 18 year backlog of unreleased property. 18 year backlog of unreleased property. 75% or more is no 75% or more is no

longer needed and has no evidentiary value.longer needed and has no evidentiary value. Case agents overworked and don’t have time to release Case agents overworked and don’t have time to release

property.property. Limited knowledge to determine if property is eligible for release.Limited knowledge to determine if property is eligible for release. Case management not properly updated.Case management not properly updated. Limited access to needed resources.Limited access to needed resources.

Property Purge Report: Property Purge Report:

Solution:Solution: Additional training for case agentsAdditional training for case agents Property Purge Detail specially trained to Property Purge Detail specially trained to

release property and address the backlogrelease property and address the backlog When fully implemented this will eliminate the When fully implemented this will eliminate the

need for a new need for a new $25 million warehouse$25 million warehouse. . Projected that a new warehouse will be Projected that a new warehouse will be needed around 2035.needed around 2035.

With the decrease in crime and the With the decrease in crime and the implementation of the unit, we have reached implementation of the unit, we have reached and equilibrium and are beginning to see a and equilibrium and are beginning to see a downward trend.downward trend.

Family Investigations BureauFamily Investigations BureauDomestic Violence Domestic Violence

Purpose:Purpose: Identify why FIB DV had a low Identify why FIB DV had a low clearance rate, even though the suspect was clearance rate, even though the suspect was known to the victim. FIB DV also had an known to the victim. FIB DV also had an inordinately high amount of property not being inordinately high amount of property not being released.released. Domestic Violence Report PlanDomestic Violence Report Plan

Identified ProblemsIdentified Problems:: Misdemeanor arrests and juvenile arrests were not Misdemeanor arrests and juvenile arrests were not

updated by the case agent, so they updated by the case agent, so they did not reflect as did not reflect as a clearancea clearance

Since the cases were never updated, Since the cases were never updated, property was property was never releasednever released..

Domestic Violence ReportDomestic Violence Report

Solution:Solution: Detectives identified cases needing to be updated Detectives identified cases needing to be updated

and made the correctionsand made the corrections A query was developed to help case agents identify A query was developed to help case agents identify

concluded cases and PSB assisted with adjudicated concluded cases and PSB assisted with adjudicated cases.cases.

FIB DV’s FIB DV’s clearance rate of 25%-35% was inaccurate clearance rate of 25%-35% was inaccurate and determined to be closer to 50%-60%and determined to be closer to 50%-60% consistently consistently throughout the years. throughout the years.

Outgoing DV property is exceeding incoming. 172,000 Outgoing DV property is exceeding incoming. 172,000 items have been items have been reducedreduced to 114,500. to 114,500.

What Non-Audit Reports AchieveWhat Non-Audit Reports Achieve

Identify & address Identify & address urgent issues involving: urgent issues involving: Public Perception Public Perception Officer Safety Officer Safety Legal LiabilityLegal Liability Public SafetyPublic Safety Major Changes Major Changes

Reduce riskReduce risk Save money Save money

Questions???Questions???