Rms CLient User manual
Rms CLient User manual
Table of Contents
Mount Pleasant Police Department General Report Entry Policy PAGEREF _Toc65496370 \h 1
Introduction PAGEREF _Toc65496372 \h 1
RMS Application Access PAGEREF _Toc65496373 \h 1
User Log on PAGEREF _Toc65496374 \h 1
User Log Off PAGEREF _Toc65496375 \h 2
Application assistance PAGEREF _Toc65496376 \h 3
Help: User Manual PAGEREF _Toc65496377 \h 3
Help: About PAGEREF _Toc65496378 \h 3
Dashboard PAGEREF _Toc65496379 \h 4
Workflow Status PAGEREF _Toc65496380 \h 5
Action codes PAGEREF _Toc65496381 \h 5
System Screen Organization PAGEREF _Toc65496382 \h 6
System Short cuts PAGEREF _Toc65496383 \h 6
System Functions PAGEREF _Toc65496384 \h 7
Incident Face Page PAGEREF _Toc65496385 \h 8
Form Usage/Entry PAGEREF _Toc65496386 \h 9
IBR Face page PAGEREF _Toc65496387 \h 12
Navigation Tree PAGEREF _Toc65496388 \h 14
Incident Checkbox – Modus Operandi PAGEREF _Toc65496389 \h 15
Add Media PAGEREF _Toc65496390 \h 15
Incident offenses PAGEREF _Toc65496391 \h 19
Entry Process PAGEREF _Toc65496392 \h 19
ibr offenses PAGEREF _Toc65496393 \h 20
Incident Names PAGEREF _Toc65496394 \h 22
Entry Process PAGEREF _Toc65496395 \h Error! Bookmark not defined.
IBR Names PAGEREF _Toc65496396 \h 25
Additional name inormation PAGEREF _Toc65496397 \h 26
Incident Arrest PAGEREF _Toc65496398 \h 29
Entry Process PAGEREF _Toc65496399 \h Error! Bookmark not defined.
ibr arrest PAGEREF _Toc65496400 \h 31
Adding Charges To The Arrest PAGEREF _Toc65496401 \h 32
Incident vehicle PAGEREF _Toc65496402 \h 34
Entry process PAGEREF _Toc65496403 \h 35
Add Caution, Media PAGEREF _Toc65496404 \h 36
ibr Vehicle PAGEREF _Toc65496405 \h 36
Incident property PAGEREF _Toc65496406 \h 36
Entry Process PAGEREF _Toc65496407 \h 37
ibr property PAGEREF _Toc65496408 \h 38
incident relationship PAGEREF _Toc65496409 \h 39
incident narrative PAGEREF _Toc65496410 \h 40
report completion PAGEREF _Toc65496411 \h 41
multimedia summary PAGEREF _Toc65496412 \h 42
REport Management PAGEREF _Toc65496413 \h 44
Report Log PAGEREF _Toc65496414 \h 45
Supplemental reports PAGEREF _Toc65496415 \h 45
Field contact report/field interview PAGEREF _Toc65496416 \h 47
FI Entry Process PAGEREF _Toc65496417 \h 48
FI Names PAGEREF _Toc65496418 \h 49
FI Media PAGEREF _Toc65496419 \h 50
FI Vehicle PAGEREF _Toc65496420 \h 51
FI Relationship PAGEREF _Toc65496421 \h 52
FI Report Completion PAGEREF _Toc65496422 \h 53
FI multimedia summary PAGEREF _Toc65496423 \h 54
FI Report management PAGEREF _Toc65496424 \h 55
General Report Entry Policy
Introduction
This document defines the basic entry policy for standard crime reports and represents the agency’s minimum expectations related to proper report creation and data entry. Policies herein will be enforced by agency administrative staff during standard operations. Policies are subject to modification in the future.
Incident/case report data entry section: Incident data entry application is accessed through the EIS RMS Entry module. The data entry section has a series of computer screens to allow users to enter information to be stored in the database. Proper entry in these screens is imperative to the correct flow of information throughout the department. It is important to know if you will be adding the primary case report or a supplemental report before beginning data entry into the system. Only generate the primary report if you are the lead officer “responsible” for the case report. If you are an assisting officer on the incident, you should enter a supplemental report. Supplemental reports may be created before the primary report.
RMS Application Access
User Log on
Each user must authenticate themselves to the system. This function will verify that the user is authorized to access the system and will assign a level of permissions and system privileges based on the user’s security profile. The authentication will be conducted through the user’s windows log on.
EIS has simplified access to the application by adding a log over function to support areas where officers may share workstations. The log-over function permits a new user to log-on over an existing users’ session, without requiring a time-consuming log-out. Since all system activity is tracked by the logged-on user it is in the user’s best interest to ensure that they do not leave a logged in workstation unattended.
The user simply enters the Personnel Identification Number (PIN) assigned by the agency, and the user password and selects the [logon] button. If the users account is properly configured the system will authorize the user and configure the workstation for use. The system will display the users ID in the lower right-hand section of the application status and system ready on the lower left side.
If the system fails to authenticate the user an “Access Denied” message will appear. This may be due to a mistyping in either field or a no valid record has been created in system security for the user.
User Log Off
Each user logged on to the system has the capability to log off by exiting the program. To access the exit feature simply select the Exit command under the File option on the application toolbar or beside Utility.
Application assistance
Help: User Manual
Take comfort in knowing that help is available at the click of a button. A user’s manual is located under help located in the upper left-hand corner of the screen. You will also find a help button located at the bottom of each screen within the application.
Help: About
To see the About ‘splash screen’ form that displays detailed information about the current release and EIS support information, simply select the About command under the Help option on the application toolbar.
Dashboard
The Dashboard presents a list of reports in order by the Date column. You can change the sort order by clicking on the column's header by which you wish to sort. The number of reports listed is given at the very bottom of the form on the left. Relevant information regarding the selected (highlighted blue) report is shown in the details section below the list.
Refresh – Rebuild the list from the database.
Group by Action – Equivalent to dragging the Action column header into the grouping area between the menu and list. The list can be grouped by any other column (like priority) by dragging the column header into the grouping area. The list can also be sorted by clicking on the filter located directly beside the column header. If you change the sort order in any of the groups, the new sort order applies to all groups.
Reset – Restores the list to its initial layout--chronological by Date.
Details – Toggles the details fields between visible and hidden.
Save Layout – Persists the layout you have established until it is reset with Clear Layout. That is, the Dashboard may be closed, and when re=opened via Utility menu option, it will reappear with the same layout.
Clear Layout – Restores the layout to the initial layout, i.e., in simple Date order.
Workflow Status
The Workflow Status code indicates where the report is in the processing chain.
Incomplete – The report was started, but not completed in a timely manner
Complete – The report has been completed and ready for review
Rejected – The report has been rejected and returns to the author for corrections
Approved – The report has been approved and it appears on the next reviewer’s dashboard
Action codes
The Action code indicates the action you are expected to take, which may be further explained by the associated text shown in the Note column and/or by the Comment shown in the details of the selected report. Some of the Action codes are:
OVERDUE – means you need to complete the report if you are the author or track down a report for an issued case number. It could also mean that follow-up was scheduled and not done by the Due Date.
REVIEW – means that the report will be removed from your dashboard list after you review the report and take the appropriate action.
ROUTE – means the report has been routed to you either for your information or because the case was assigned to you or your unit. If assigned, you will see assignment information in the Assigned Group and/or Assigned PIN and Name columns. The system knows not what is expected of you, so you will need to manually remove the report entry from the dashboard list.
Although the dashboard appears in both RMS Entry and RMS Query, action on the listed reports can be taken only from RMS Entry. In RMS Query, you only can review a listed report in its entry format. RMS Entry allows the full scope of actions. To manually remove the report from the list, select it, and click the [Mark Selected Item Complete] button. The Checkbox column allows you to indicate multiple reports to remove from the list by the [Mark Checked Items Complete] button.
The [Print] button may be used to generate listings of the list in its current group or sort order.
If the Dashboard is closed by clicking the [X] in the upper right corner, it can be redisplayed by selecting the Utility - > Dashboard menu option.
System Screen Organization
There are eight primary screens, and multiple subordinate screens, that can be used to collect the information for any one crime report.
Moving between fields on a specific screen can be accomplished by using the [tab] key or by using the mouse to click on the appropriate box. Shift [tab] sends the cursor back one field. Tap the space bar to activate/deactivate a checkbox.
All boxes that are identified using field labels that are colored blue support lookup values and can use the [f1] key. Using the [f1] key will bring up a menu of the appropriate choices. The mouse is used to highlight the appropriate selection and a click is used to select it.
Data fields presented on the screen are configured to have certain behaviors and contain color coding to assist with identification.
BLUE LABEL – Lookup field - Filed contains underlying list of values for selection.
GREY BOX LABEL – Smart field – Contains additional data and editing if opened. Can be opened by clicking directly on the label button.
or – Currently active field -your cursor is in this box.
– Required field – Valid data must be filled in or the system will not allow you to save the page.
– Validation error – Indicates information was entered that is not consistent with the formatting or validation requirements linked to the field. Often contained in the [f1] pull down table.
Depending on the report type chosen or how a person, vehicle, or property is classified will determine the information shown on the page. Make sure when you enter information you use the scroll bar on the right side of the form to show the entire screen.
System Short cuts
Tapping the following buttons with elicit the corresponding response:
ALT + P = PRINT
ALT + S = SAVE
ALT + R = REFRESH PAGE
ALT + H = HELP
ALT + O = FORMS
ALT + N = NOTIFY
ALT + PtS = PRINT SCREEN
ALT + C = CLEAR
ALT + D = DELETE
F12 Save
NThe current date will fill, time as well if there is an associated time field
WToday’s date plus one week
MToday’s date plus one month
TTomorrow
YYesterday
CClears the field
- Decrease by one day
+ Increase by one day
Up ArrowIncrease by one year
Down Arrow Decrease by one year
System Functions
Additional system function buttons are displayed at the bottom of the screen. Most of these are static except for the NOTIFY and PRINT buttons which are only available on certain screens or after a record has been created.
Switch to Case View: Use this button to view all entries, including supplements made within the report, i.e., media, names, property, etc. This summarization will be visible in your tree view. Your report will be in a view mode; no edits may be made.
Print: The PRINT button is available whenever there is a printable report associated with the screen that is currently open. Example, if the primary screen of the report is open for view and you click on print options for printing the entire report will be made available. The NAME screen will print option will provide a name detail report.
Print Screen: Screen shot print of the screen in view.
Refresh: will refresh your session
Help: Opens the system Help index
Forms: PDF fillable forms imbedded into the system if applicable. After completing save as a media item.
Notify: Routes a notification to another user within the system, outside typical workflow. Utilized for notification for follow up, or informational purposes.
Delete: Will delete all information on the page that is currently in view. If you are on the face page of the report the entire report will be deleted. You will be given a warning prior to any deletion being made.
Find: Search for a record within the module.
Clear: Clear the fields of the open screen. It will not delete previously saved entries.
Save: Saves any additions or edits made to fields on the active screen.
Quit: Closes the record.
Incident Face Page
The incident face sheet contains the essential What, When, and Where information related to the incident, including the nature of the incident, the time the incident and subsequent activities occurred, and where the event took place.
Using the IMPORT button, date, time, and location fields will be filled with data from the CAD event. All information imported from dispatch must be reviewed before saving the report to ensure accuracy.
The following steps represent the agency workflow for case report entry and indicate the mandatory information required by the agency to complete this page.
Form Usage/Entry
Agency: Agency will default to MPPD.
Case Number: The case number is to be entered as assigned by agency CAD. EIS will not auto assign. Case number format YYYYNNNNNN
Type of Report: Use the [F1] key to access the Type of Report. Select the type of report based on the most serious crime. The type of report indicator describes the general classification of the crime.
Description: A view only box that will be adequately filled in when the proper report type is selected in the Type of Report Box.
Date Reported: The date and time that the call was received by the dispatch center. If it is today’s date use the [N] or ‘Now’ key to enter todays date and time. Update time as required.
Date Fields: Tapping the following buttons will elicit the corresponding response
NThe current date will fill, time as well if there is an associated time field
WToday’s date plus one week
MToday’s date plus one month
TTomorrow
YYesterday
CClears the field
-Decrease by one day
+Increase by one day
Up ArrowIncrease by one year
Down Arrow Decrease by one year
Date occurred from: This is information from the reporting party or victim. The time the criminal activity started. If the victim is unsure of the exact time, this would be the time they last saw the location, or last remembered being conscious.
Date occurred to: This is information from the reporting party or victim. The time the criminal activity ended, or the time the victim returned home, became conscious, etc.
CAD Event Number: This information is provided by CAD import.
Related case numbers: This free form box is filled in when there is additional information that links this report to other reports including INCIDENT, CITATION, FI, TRESPASS, etc. Enter complete number, including zeros, this box does not auto format. Separate subsequent numbers with a comma.
Other Agency Relate: You may relate your report to other agencies ' reports. Choose the agency from the look-up table, enter their report number, then click ADD. To delete a related report, double-click the report number. The ADD button will toggle to DELETE.
LOC: Type in the full address, i.e. 100 S Main; if typed 100 South Main, the system will parse the information correctly, OR click on the gray [LOC] box, which opens the smart object and enter address information. Open the smart object to enter unusual locations such as distance from an intersection. Do not enter a business or commonplace name in this field, use PLACE NAME.
A: Will pull any addresses previously entered the case such as incident addresses, person addresses, and employment addresses.
G: Click the G button to activate the GEO Address Verification screen. The address will be marked on the map that is displayed. The bottom portion of the screen displays a list of potential addresses based on your input. A match rating is calculated and is listed in the first column.
Address: This area displays the address input information and includes the corresponding X, Y coordinates.
Map: The address will be marked on the map. You have map tools across the top that will allow you to rotate, zoom, and pan the map.
Location Grid: The bottom portion of the verification screen is the return grid. All potential hits will be displayed in this area.
Match Rating: Displays the likelihood the inputted location is the displayed on the grid
House: This is the lower limit of the RANGE the location address falls within
House To: This is the upper limit of the RANGE the location address falls within
Additional location information is displayed across the grid
Select Location: After reviewing information to select the location, highlight it on the grid; if only one location is returned, it will be highlighted by default. After this, select location. Information will be updated on your form. You may close the window without selecting by clicking Quit
County: Use [F1] Select or free type in a County.
Place Name: Free form field, enter business or other commonplace names, if applicable.
GEO1: Indicate District
GEO2: Indicate Subdivision
GEO3: Indicate Shift (This is a required field)
GEO4: Indicate Assignment (This is a required field)
Nature of Incident Checkboxes: Check appropriate checkboxes if they apply.
Synopsis: A short summary of the report.
Additional Information: Check as appropriate. Pursuit – Used for vehicle pursuits only.
Use of Force – Check if applies.
In-Car Camera Activated – Check if applies.
Body Camera Activated – Check if applies.
Evidence – Check if property has been entered into evidence.
Statements – Check if there are any statements from victims, suspects, witnesses, etc.
FTO – Use while training.
How Reported – {F1} in the field and select from the list on how the incident was reported. (This is a required field)
Responding Officers – Enter the last names of any officers that respond to the scene.
Submission: PIN of officer writing report is always a required field.
Date Filed: The date and time that the report is being filed, typically today’s date, tap the [N] for ‘Now’ key to enter today’s date.
Non-Disclosure Checkbox: Records Use Only Check the box if this report is to be suppressed regarding public dissemination.
Status and Status PIN: Indicate report status.
Status Date: Date status is set. Use the [N] for ‘Now’ key to enter today’s date.
Dispo and PIN: Indicate report disposition.
Dispo Date: Date disposition is set. Use the [N] for ‘Now’ key to enter today’s date.
IBR Face page
STATE REPORTING – IBR – Officers are required to complete IBR reporting fields. The type of report will elicit a different IBR response at the bottom of the screen.
If the crime has an exceptional clearance fill out the Cleared Exceptionally boxes.
A = Death of the Offender
B = Prosecution Declined (by the prosecutor for other than lack of probable cause)
C = In Custody of Other Jurisdiction (includes extradition denied)
D = Victim Refused to Cooperate (in the prosecution)
E = Juvenile/No Custody (the handling of a juvenile without taking into custody, but rather by notifying parent or guardian in a case involving minor offense, such as petty theft)
N = Not Applicable (if incident is not cleared by arrest or exceptional means by the time an initial Group A Incident Report is submitted, then N should be used)
If the Report is a:
12023D23F23H26A26B26C26E210220240270510
RobberyTheft from BuildingTheft from Motor VehicleAll Other LarcenyFalse Pretenses/Swindle/Confidence GameCredit Card/Automatic Teller Machine FraudImpersonationWire FraudExtortion/BlackmailBurglary/Breaking & EnteringMotor Vehicle TheftEmbezzlementBribery
AND – The incident involved any kind of CARGO THEFT check the CARGO THEFT BOX
IBR Case Status:
C = Administrative Closure. Means the case is closed, but not Cleared or Solved. The agency has decided not to put any more resources into this case or has turned over all investigation to a Federal agency.
U = Unfounded. Case may only be marked unfounded if
The investigation shows that NO crime occurred.
The crime is determined to have occurred in another jurisdiction.
Navigation Tree
Activated once case is saved and other nodes are available.
Tree node turns red when entering new information.
Can start wherever you want.
On the case number there is media, linked to the report, and checkbox data which is configured according to the agency.
Offenses, Names, Vehicles, and property can have more than 1 entry.
Hover over the mouse to see cut off data or drag the column over.
Right click on entity will bring up context menu for addition data.
Information will turn red if opened.
Relationships, Narrative, Distribution, Report Completion, Multimedia Summary, Report.
Management, and Report Log have no context menus.
Add Supplement reports, report number will appear, green text if report is approved.
Related report in italics if not from agency.
Incident Checkbox – Modus Operandi
Enter Modus Operandi information on the Checkbox screen. Navigate to this screen by right clicking on the Incident Number in the upper left-hand corner of the navigation Tree.
Add Media
Multimedia Summary allows for photos and any file types to be saved to the case report. The officer filing the report is responsible for the uploading and attachment of images to each report. Images should be attached directly to the reporting officer’s report, whether the primary or supplemental reports.
Back To Top
Images
Incident photographs should be uploaded and linked to the Case report segment. Images specific to a case entity (name, vehicle or property) should be cataloged directly within the case entity, not in the face sheet segment.
Comments are directly searchable within the system and should describe the image and case relationship.
The Original image should be stored as imported and should not be altered.
Provide date & time information if the image subject matter was from an earlier date, such as a scanned historic photograph.
Document
Documents should be uploaded and attached by individual documents and they may contain multiple pages.
Back To Top
Use ADD PDF, ADD IMAGE, SCAN or ADD BATCH button as applicable.
Using the windows navigation screen, select the file.
Choose the file you want to add by double clicking on it or by using the OPEN button.
Select a title from the drop down, this is a required field.
Add comments as needed.
The program will auto fill current date and time, but these may be changed by the user.
Click Save.
Follow these step-by-step instructions when adding documents other than PDF or images.
Choose “Add Other”
Using the windows navigation screen, select the file. NOTE: You may need to change the file type in the windows screen depending upon what you are attaching. See yellow highlighted area below.
The name of the file will be displayed in the media detail area. You must add a title.
Press Save to save the media item to the grid list.
When you select one of these items from the list it will display the file name, and you will have the option of opening and/or saving the file. If you open the file, make changes, and save it, it will prompt you to save it to your desktop. Any changes you make to the document while open will not be reflected in media unless you save the new version following the steps listed previously.
Incident offenses
Utilize the incident OFFENSES sheet to document all offenses that are being investigated or that have already been investigated. Not all cases require an OFFENSE sheet. As an example, Informational reports that are not a criminal offense or Warrants that are handled solely within the arrest screens.
Entry Process
Violation/Statute: Use the [F1] key to bring up the offense search window. You may scroll to find the appropriate code section, or you can type a partial code and/or word and click find; this will limit the displayed selection list to those offenses that match the entered criteria. Currently, select the correct classification code.
Attempted Checkbox – Check if attempted crime.
Level – May (or may not) be auto filled by the system based on the selected offense.
Counts – Number of Counts for each offense.
Location: Enter location if different than on the face page.
NCIC: Typically, will auto fill based on selected offense.
COURT: Enter applicable information.
COURT DATE: Enter applicable information.
JUDGE: Enter applicable information.
ibr offenses
IBR response will vary depending upon the Offense Code.
IBR Offense Code – Should fill out automatically; if not press F1 and choose from the list.
Bias Motivated Crime – If the officer feels that Hate / Bias was a contributor to the crime, they need to fill out this section. There are up to 5 choices, the first one is mandatory whenever the box is displayed on the screen.
Location Type - Use the [F1] key to bring up the location type search window. Click on the Description Column, and then type in the text to find at the bottom. For Example: click on Description and then enter Day and Find to jump to DAYCARE FACILITY. – This is a mandatory field for all Offenses
Location Type 2 - Use when a second code would significantly enhance a description of a crime scene. It is required when you have entered 18=Parking Lot for the first location.
Offender Suspected of Using (3 choices): - If the offender is a suspect of using Computers, Alcohol, or Drugs in the crime, make the appropriate choice.
Type of Criminal Activity. If you need to fill out criminal activity, and what choices you have depend entirely on the IBR Offense Code.
Location Type 2 - Use when a second code would significantly enhance a description of a crime scene. It is required when you have entered 18=Parking Lot for the first location.
If the IBR Code is:
250 Counterfeiting/Forgery
280 Stolen Property Offenses
35A Drug/Narcotic Violations
35B Drug Equipment Violations
39C Gambling Equipment Violations
370 Pornography/Obscene Material
520 Weapon Law Violations.
250 Counterfeiting/Forgery
280 Stolen Property Offenses
35A Drug/Narcotic Violations
35B Drug Equipment Violations
39C Gambling Equipment Violations
370 Pornography/Obscene Material
520 Weapon Law Violations.
B = Buying/Receiving
C = Cultivating/Manufacturing/Publishing (i.e., production of any type)
D = Distributing/Selling
E = Exploiting Children
O = Operating/Promoting/Assisting
P = Possessing/Concealing
T = Transporting/Transmitting/Importing
U = Using/Consuming
B = Buying/Receiving
C = Cultivating/Manufacturing/Publishing (i.e., production of any type)
D = Distributing/Selling
E = Exploiting Children
O = Operating/Promoting/Assisting
P = Possessing/Concealing
T = Transporting/Transmitting/Importing
U = Using/Consuming
THEN
THEN
If the IBR Code is:
09A = Murder or Non-Negligent Manslaughter
09B = Negligent Manslaughter
100 = Kidnapping/Abduction
120 = Robbery
290 = Destruction/Damage/Vandalism Property
11A = Forcible Rape
11B = Forcible Sodomy
11C = Sexual Assault with An Object
11D = Forcible Fondling
13A = Aggravated Assault
13B = Simple Assault
13C = Intimidation
09A = Murder or Non-Negligent Manslaughter
09B = Negligent Manslaughter
100 = Kidnapping/Abduction
120 = Robbery
290 = Destruction/Damage/Vandalism Property
11A = Forcible Rape
11B = Forcible Sodomy
11C = Sexual Assault with An Object
11D = Forcible Fondling
13A = Aggravated Assault
13B = Simple Assault
13C = Intimidation
J = Juvenile Gang
G = Other Gang
N = None/Unknown
J = Juvenile Gang
G = Other Gang
N = None/Unknown
THEN
THEN
Victim Suspected of Using (3 choices): - If the victim is a suspect of using Computers, Alcohol, or Drugs in the crime, make the appropriate choice
Special Circumstances – May be used with any Offense type. Be sure to include if any apply, may enter up to three for each offense.
B = Bomb threat
C = Car jacking
G = Gas Drive Off
H – Hate/Bias Motivated
I = Offender Mentally Ill – Suspected
J = Joy Ride
M = Mutilated
P = Assault Victim is Police Officer
S = Officer Committed Suicide
X = Safe Cracking
Y = Youth Gang Activity
Type of Weapon or Force Involved: If you are reporting that a firearm was used then you must also complete the 13b field which further describes the firearm.
Method of Entry: Used for Burglary offenses only to describe Force or No Force entry.
# of Premises Entered: Used for Burglary Offenses only
Save the page
Incident Names
Every incident revolves around a name, whether it is a complainant, a victim, or a suspect. The incident names page is where your agency collects all information about persons and businesses involved with the incident.
Names: This is the area that all names involved within the report are entered in the database. Generally, the involvement and name fields are set as mandatory. Basic Guidelines are as follows:
All offenders, victims, reporting parties, and witnesses should be entered as deemed relevant by the officer.
All persons under the age of 18 should be flagged as a Juvenile in the system.
NOTE: Depending on how the person is classified such as a Victim different items will appear on the page appropriate for that type of entry related to IBR reporting.
Entry Process
Entry No: This is the system assigned sequence number related to the names record within the case. The system will assign based on the referenced name position in the case.
Involvement: Specifies the person’s role in the report, such as Victim, Missing, Suspect, etc. Use the [F1] key for a menu of acceptable responses.
Check the box if it applies JUVENILE, NON-DISCLOSURE
Add to MNI is checked by default, leave it this way unless you are wanting to exclude the name from the Master Name Index (MNI)
Business Checkbox: Check if the name is to be a place name instead of a person. Checking will change the behavior of the adjacent name control.
Type the NAME either informal John D Doe or formal, DOE, JOHN D and tab. A dialog box will appear asking if you would like to check the MNI database. Click yes. If it does not appear, click MNI lookup button to select the correct person.
REMEMBER IF YOU IMPORTED A NAME FROM CAD TO USE THE MNI BUTTON; UPDATE ANY INFORMATION PRIOR TO SAVING. USE WILDCARD SEARCHES WHICH ARE % OR _
Pin #: Only use if a member of the department is being listed.
NOTE: IF THE VICTIM IS LAW ENFORCEMENT USE THE PIN BUTTON FOR ENTRY.
HOME Address: Type in the full address i.e. 100 S Main, if typed 100 South Main, the system will parse the information correctly. Use the “A” button to carry forward previously entered address information.
MAIL, OTHER & HOME addresses: Fill out if their mailing, other or second home address is different from the initial home address entered. Use the “A” button to carry forward previously entered address information.
NOTE: You may change the address type associated with the record by clicking on the label and changing the type field.
Home Phone: Enter the home phone number. This field will auto-format once you tab out of it.
Cell Phone: Enter the cell phone number. This field will auto-format once you tab out of it.
Other Phone: You may change the phone type by clicking on the PHONE label and changing the type field.
Residency: This a Mandatory IBR field for Victim and Offenders.
J=Jurisdiction (lives in this jurisdiction)
S=State (lives in SC, but not this jurisdiction)
O=Outside (lives outside SC)
U=Unknown
Enter DOB or age range.
Sex: Use the [F1] key for a menu of acceptable responses.
Race: Use the [F1] key for a menu of acceptable responses.
Ethnicity: Use the [F1] key for a menu of acceptable responses.
Height: Feet then inches, three-digit number (example 5’3” = 503)
Weight: No units, assumed pounds (enter as 180 for a 180 LBS person)
Hair: Use the [F1] key for a menu of acceptable responses.
Eyes: Use the [F1] key for a menu of acceptable responses.
Build: Use the [F1] key for a menu of acceptable responses
Skin: Use the [F1] key for a menu of acceptable responses
POB: Use the [F1] key for a menu of acceptable responses (States and Provinces)
Citizen: Use the [F1] key for a menu of acceptable responses
Driver’s License number: If applicable, enter number followed by a space then the 2-digit state abbreviation. You may also click the OLN label to open the smart control.
SSN: Social Security number. If the subject refuses, note the refusal in the comments section.
Employer: Business name, unemployed, student, or retired are acceptable.
Related Name: Relationships are created on the RELATIONSHIP sheet or using the drag and drop feature. They will display in this area. If you need to establish multiple relationships, using the RELATIONSHIP sheet is more efficient (see relationships section for further detail). To create one or two relationships, use the drag and drop feature. Click on the entity in the navigation tree and drag to the relationship area of the screen. This is a left click; you will not see the movement of the first entity, but it will drop into the correct area.
Additional Information: Any name which requires an entry, modification or clearance of a SLEDS record must include the NIC number in this field.
DNA SAMPLE – Do not use this area, DNA will be entered on the property screen.
SAVE: Click the clear button to start a new name entry. You may also click on NAMES on the navigation tree to clear the screen. You must start every entry with a blank screen, or you are editing the displayed information.
NOTE: DO NOT USE UNK, N/A, UNKNOWN, NOT AVAILABLE, ETC IN PLACE OF VALID DATA ENTRY. IF YOU DO NOT HAVE THE INFORMATION, LEAVE THE FIELD BLANK. DOCUMENT SPECIAL CIRCUMSTANCES, SUCH AS REFUSED TO PROVIDE, IN THE COMMENT AREA.
IBR Names
Depending on the person’s classification within the system, additional fields may be presented at the bottom of the screen to capture specific information.
Type of Victim:
I = Individual
B = Business
F = Financial Institution
G = Government
R = Religious Organization
S = Society/Public (the RMS system will auto insert this code type, no need to enter.
L = Law Enforcement Officer (valid for offenses 09A, 13A, 13B, and 13C only)
O = Other
U = Unknown
Additional name inormation
There are several additional screens linked to the name information. These include SMT, ALIAS, CHECKBOX DATA, CAUTION, ARREST, etc. To access these, right click on the name. A menu will appear. Left click to navigate to the desired page.
ADD SMT (Scars, Marks, Tattoos) – Use the [F1] key for a menu of acceptable responses. (sample below)
ADD ALIAS- Complete Alias information, including Monikers. Any pre-existing aliases are listed at the bottom of the ALIAS screen.
Names Checkbox: This form is required to complete on all victims and suspects. It is used to capture specific services, call outs or any emergency protective custody information directly related to the name. If the information is available, then fill it out. If it is not, then select, none.
ADD CAUTION: Select code from list, add comments and Click “SAVE.”
ADD Media: Adding media to a name links the media to the name. If you have a highly identifiable photo of a person make it a key photo.
Missing Person: Use this screen to document all information regarding missing persons which include reported runaways. The majority of the fields on this screen are free text. Be sure to check for accurate entries.
Internet Contact: This is a required form. List any internet contacts such as emails, social media sites, etc.
Incident Arrest
This sheet is used to capture specific arrest- related information about the case. It is accessed from the right- click menu available from the name record. You must complete the name entry into the system before the arrest information can be added. Fill out names page and save; right- click on the name to access the form. Offense information associated with the arrest can be added following entry of the arrest event.
Entry Process
Date/Time Arrested: Date and time of arrest.
Arrest Agency: - Indicate Agency
Arrest Type: Use [F1] key to display appropriate responses.
Arresting Pin: Officer who made the arrest
Arrest Location: Enter location arrest was made, click the A button to display all previously entered addresses.
Booking Number: Complete if applicable.
Where Booked: Complete if applicable.
Arrestee Condition: Use [F1] key to display responses.
Warrant Number: If arrested on a warrant.
Citation Number: If issued a citation.
Advised of Rights and Advised by Date/Time: if applicable.
NCIC Check: if applicable.
Juvenile Notified Checkbox: Check box when notification is complete.
Person and Relationship: Document name and relationship to juvenile.
Notified by: Use [F1] key to display appropriate responses.
Date/Time of notification: Date and time they were notified.
Substance Test: Applicable to DUI information, fill out as appropriate.
ibr arrest
Type of Arrest:
O = On-View Arrest (taken into custody without a warrant or previous incident report)
S = Summoned/Cited (not taken into custody)
T = Taken into Custody (based on a warrant and/or previously submitted incident report)
Multiple Arrests Indicator:
The Multiple Arrestee Segments Indicator ensures an LEA counts the arrestee only once when the arrest is related to multiple incidents. In this situation, the reporting agency should enter C = Count Arrestee for one incident in the Multiple Arrestee Segments Indicator and M = Multiple in this data element for all of the remaining incidents. If a suspect’s arrest did not clear additional incidents, the entry should be N = Not Applicable.
C = Count Arrestee
M = Multiple
N = Not Applicable
Arrestee Armed With:
An agency should use this data element to indicate whether they arrested an offender in possession of a commonly known weapon at the time of his/her arrest.
LEAs should enter up to two:
01 = Unarmed
11 = Firearm (type not stated)
12 = Handgun
13 = Rifle
14 = Shotgun
15 = Other Firearm
16 = Lethal Cutting Instrument (e.g., switchblade knife or martial arts stars)
17 = Club/Blackjack/Brass Knuckles
Additionally, if the weapon is a firearm then you must enter data into 46b field with further description.
Adding Charges To The Arrest
Enter charges by right-clicking on arrest and selecting "Add Charge." Next, click the Case Offenses button; a list of all offenses added on the OFFENSE sheet will open, highlight one, click the select button, revise/add information if needed, and save. To enter additional charges, click the clear button and repeat the process.
Open the Arrest-Offense Screen: Right- click directly on the arrest indicator under the arrested person in the navigation tree. Left click, add charge and the screen will open.
Adding Offenses: If the person is being arrested in conjunction with the reportable offenses recorded with the case, click the [CASE OFFENSE] button to recall. Next, select the appropriate case offenses to link to the person’s arrest.
Violation/Statute: Use the [F1] key to bring up the offense search window. You may scroll to find the proper code section, or you can type a partial code and/or word and click find; this will limit the displayed selection list to those offenses that match the entered criteria. Select the correct classification code.
Attempted Checkbox: Check if attempted crime.
Enter the Level: May (or may not) be auto filled by the system based on the selected offense.
Enter the Counts
Location of offense: Enter the location of the offense if different than location on the face page of report.
The NCIC Code should automatically fill in for you based on the classification code selected, if not, use [F1] key and fill out.
Court: Fill out field if you have the information.
Court Date: Fill in court date if you have this information.
Judge: Enter information is available.
Save the charge. To add additional charges, click on the [Clear] button at the base of the form to clear the data for a new entry. Enter the next charge and save.
Incident vehicle
Vehicles: a vehicle is to be added to a report anytime you have a license plate number and/or a description of a vehicle that includes at least 3 of the following: make, model, color, or year. Partial plate information will be noted in the comment field after entering description.
Entry process
Entry No: System generated number at the time record is saved.
Involvement: Indicates why the vehicle is mentioned. Use the [F1] key to display the menu with the appropriate responses and choose the appropriate code.
Category: Defines the vehicle type and forces the system to update displayed fields. [F1] select appropriate category.
License Number: Enter number then use the Master Vehicle Index [MVI] button to determine if previous records exist. If in the database select and pull into the form.
State: Use the [F1] key to display appropriate responses.
Lic Type: Use the [F1] key to display appropriate responses.
Lic Year: Registration expiration year.
Make: Use the [F1] key to display the menu with the appropriate responses and choose the appropriate code.
Model: Use the [F1] key to display appropriate responses.
Style: Use the [F1] key to display the menu with the appropriate responses and choose the appropriate code.
Color top: Use the [F1] key to display the menu with the appropriate responses and choose the appropriate code.
Color bottom: Use the [F1] key to display the menu with the appropriate responses and choose the appropriate code.
Vehicle Year: Vehicle’s model year.
VIN: Vehicle identification number.
Checkboxes: Stored, Impounded or Seized. Only use Seized for vehicles seized as Evidence, Forfeiture, temporarily being held for processing or search warrant.
Damage: Location of damage (vandalism/burglary Agency cases only)
Amount: Dollar value of the damage (Agency cases only)
Loss/ Recovery Boxes: Enter loss/recovery information as they apply.
Comments: Any misc. information, if applicable.
Additional Information: Complete if applicable.
Related Name: Enter on Relationship page or drag and drop.
Impound Storage: Tow Company [F1] and select from the list.
Storage Company: Storage Company [F1] or copy.
Add Caution, Media
Right click on the media to add caution or media.
ibr Vehicle
IBR Information
One entry per vehicle.
Stolen, Damaged, Burned, and Seized must have a Value, Loss Date and Agency identified.
Recovered vehicle must have a recovered value, estimate if exact value is not available.
Incident property
Except for vehicles, all property classifications connected to the case may be entered within the case module's property section. This includes stolen, lost, found, damaged, burned, missing, and recovered property as well as evidence items. The Property page collects an unlimited number of property records.
Property: Any type of property excluding a motor vehicle that is a part of the case is entered here. Items of property with identifiable numbers are to be entered separately.
Entry Process
Involvement: Use the [F1] to display appropriate responses. Items being submitted to the Property Room, use codes for Evidence, Found, Recovered, Safekeeping, Seized or Unknown.
Category: Use the [F1] to display appropriate responses. Specific descriptor fields will display based on the category chosen.
Description: Free text to describe property.
Serial Number: Free text for all items with serial numbers including firearms.
Owner Applied Number: Free text to describe property.
Quantity: Free text, number the amount of property.
Cash Amount: To document total amount of cash.
Type: Codes vary based on property category, use [F1] to display list of acceptable responses.
Brand: Free text to describe property. Use Drug Details for controlled substances and Firearm Details for guns. Use complete item brand name and do not use abbreviations (example: Hewlett Packard not HP; Smith & Wesson, not S&W).
Model: Free text to describe property. Use complete item model number and not abbreviations (example: iPhone 5; Presario; OptiPlex 790).
Color 1: Use [F1] key to display appropriate responses.
Color 2: Use [F1] key to display appropriate responses.
Drug Details: Use [F1] key to display appropriate responses.
Firearm Details: Use [F1] key to display appropriate responses.
Loss/ Recovery Boxes: Used for all items stolen and/or recovered.
Comments: Any other descriptors or notes specific to piece of property.
Related Names: Enter on Relationships Page or drag and drop.
DNA Sample: Fill in appropriate information. Any samples being submitted as evidence needs to have this section filled out.
ibr property
A Property Segment must be submitted whenever any of the following offenses are reported:
Arson
Bribery
Burglary/Breaking and Entering
Counterfeiting/Forgery
Destruction/Damage/Vandalism of Property
Drug/Narcotic Offenses/Drug Equipment Offenses
Embezzlement
Extortion/Blackmail
Fraud Offenses
Gambling Offenses
Kidnapping/Abduction
Larceny/Theft Offenses/Motor Vehicle Theft
Robbery/Stolen Property Offenses
Additional Considerations - Drug Related
When LEAs seize drugs or narcotics in a drug case, they should report no value for this data element but should report the estimated quantity of the drugs/narcotics. Therefore, when the offense is 35A = Drug/Narcotic Violations, the data value of 6 = Seized should be entered into Data Element 14 (Type Property Loss/Etc.), and 10 = Drugs/Narcotics should be entered into Data Element 15 (Property Description). The agency should enter no value into this data element; instead, agencies should use Data Element 20 (Suspected Drug Type), Data Element 21 (Estimated Drug Quantity), and Data Element 22 (Type Drug Measurement).
When drugs or narcotics are involved in other types of crime (e.g., they were stolen through burglary, robbery, theft, etc., or destroyed by arson), their value should be entered into this data element, and Data Elements 20, 21, and 22 should be left blank.
Save
Click Clear to enter a new piece of property.
incident relationship
This section allows officers to complete relationships in bulk. Officers may have already completed this
portion while filling out other sections of the report. This area is most useful when you have ten or more
items linked to the same victim or a similar scenario.
The system includes establishing definitive data relationships between any system entity, such as persons, vehicles, property, and locations. While some data relationships are automatically shown in the system by the entity's role (i.e., offender – victim, or automobile - owner), many others are not. Here you will define how a person is related to a property/vehicle and/or person.
Under Names click on the name to relate them to another name/property and/or vehicle click on the appropriate one under second entity.
[F1] in Relationship Code
Enter Comments
Save
incident narrative
The narrative section is for the officer’s assessment of the case as it appears on the original crime report. The narrative may be released on public documents. It allows for the entry of virtually unlimited text.
Spell check is automatic; when a questionable word is found, it is underlined. If you right-click on the word, a dialog box appears and provides a list of options. There are several formatting tools available such as bold, underline, font choice, etc. You may copy and paste from word.
The [Standard Text] button gives you a list of templates and standard text segments to insert into your narrative at the current cursor position. These excerpts have been entered by an administrator using the RMS Manager application. Once inserted into your narrative, you can edit as desired.
report completion
The report completion form summarizes the case and allows the user to validate the case report against state reporting validation standards. All validations occur in real- time and provide immediate feedback to the user about whether the report is consistent with mandated reporting standards or if errors are present in the report.
Note: Records Personnel will be responsible for final report validation
Review Totals: Review the totals indicated within the report summary section to ensure the appropriate number of reportable entities have been tallied, along with the related incident role.
Validate State Reporting Button: Click the [Validate State Reporting] Button to have the system validate the report for compliance with IBR reporting requirements.
Successful: If the information has been properly entered and classified, the system will validate the report for submission. The label immediately to the right of the validation button will turn green and the word “PASSED” will appear.
Correct indicated Problems: A red “FAILED” will appear if the State Reporting Validation List appears; correct any errors within the State Reporting Validation list.
Please navigate to the error by clicking on the error in the list; in most cases, it will take you to the page the error is on. Correct the error, then click the refresh button on the error screen and review. Repeat the process until all errors have been cleared and the IBR status displays “PASSED.” If you close the IBR screen, navigate the report's complete screen, and validation will autorun.
Complete the report: When case has been completed and is ready for review, check the Case Report
Complete checkbox and SAVE, the report will be automatically routed according to the workflow rules.
multimedia summary
The system includes an integrated media repository to manage the distribution of agency reports and documents, along with the management of other types of electronic media, including images, scanned documents, or other digital files in electronic formats, such as PDF's, Word Documents, Excel, etc. Electronic media may be linked to various records in the report. Some examples are, name, property, vehicle, etc.; all media is viewable on the multimedia summary page.
The Media repository was designed to provide a mechanism to record the agency's information and provide a permanent area where agency-generated documents can be prepared for future release.
A document added to the repository becomes a static exhibit. At any point where the agency wishes to preserve a specific printout, such as case reports, the repository should be used. Through the tools provided in the repository, documents can be generated directly from any media linked to the report and redacted or otherwise prepared for release.
REport Management
This screen provides current Case Status, Assignment, and a listing of auditable actions. The REPORT MANAGEMENT section (upper portion of the screen, a gray area) identifies the officer who submitted a report, the supervisor who approved it and report status and disposition. The current assignment shows the officer to whom the case is assigned for investigation.
Each time a case is viewed, printed, or data is added or deleted, etc., a transaction will be documented on the ACCESS LOG. Prior assignments are displayed under the ASSIGNMENT LOG tab. The REPORT MANAGEMENT LOG tab provides a listing of workflow action/status items as the report moves through the workflow process. In contrast, the WORKFLOW HISTORY tab displays workflow action and assignment.
Report Log
The Report Log is an area where internal notes on the case can be entered that do not print out with the case report. Administrative actions and case notes may be included on this screen. All historical entries are saved within the grid area and displayed within the entry report only or pushed to all supplemental reports. To save the log note to all reports within the case, mark the Show All Reports checkbox.
Supplemental reports
There are two ways to begin a supplemental report. You can click on NEW SUPPLEMENT from the INCIDENT drop-down menu or from within a report; click on the word SUPPLEMENT in the report tree. Both options will bring previous report information forward and will be available for supplemental entry.
For continuity and ease of the use of the system, writing a supplemental/follow-up report is the same as a primary report entry with a few exceptions:
The face page does not have an entry area for a synopsis.
The import option is available on the face page, but use exist for everything else.
When entering a Name, Vehicle or Property check the EXIST button first. This will appear near the top of the screen.
NOTE: THE SUPPLEMENT ALLOWS FOR THE OFFENSE TO BE CHANGED. IF A CASE STARTED AS AGG ASSAULT AND TURNED INTO A HOMICIDE CHANGE THE OFFENSE
Field contact report/field interview
The Field Contact/Field Interview-FI serves to record any contact between the agency and an individual or group and facilitate future investigations. The information is used to document suspicious occurrences for which criminal violations are not identified and includes the name, vehicle, and event details. This data is often collected during field interviews. This module provides a powerful utility to the investigative or patrol officer and links suspects to crime occurrences. Complete contact information can be acquired and associated with any case, CAD event, or another field contact record. The system will automatically create and maintain the data linkages creating a powerful investigative capability.
Information entered includes time, place, reason, and subject particulars, such as a person and/or vehicle. This simple one-page entry form also accommodates notes made of an unoccupied suspicious vehicle as well as an individual.
FI Entry Process
Contact Type: Use the [F1] key to display appropriate responses.
Date/Time: Contact is made
FI Number: The FI number is automatically generated in the following format: FYYNNNN
Case Number: The case number is to be entered as follows: YYYYNNNNNN. The case number field in FI is used to relate the FI to a report. When you do this the FI’s will appear in the report under related reports and vice versa.
LOC: Type in the full address i.e. 100 S Main, if typed 100 South Main, the system will parse the information correctly, OR click on [LOC] box and enter address information. If desired, you may open the smart object to verify the entered information.
County: Use [F1] to select county.
Place Name: Is the place of the business, if applicable.
District: Use the [F1] key for a menu of acceptable responses. This is a mandatory field.
Subdivision: Use the [F1] key for a menu of acceptable responses. This is a mandatory field.
Shift: Use the [F1] key for a menu of acceptable responses. This is a mandatory field.
Assignment: Use the [F1] key for a menu of acceptable responses. This is a mandatory field.
Reason for contact: State the reason for the contact.
Submission: PIN of officer writing report is always a required field.
Date Filed: The date and time that the report is being filed, typically today’s date, use the [N] or ‘Now’ key to enter todays date.
SAVE THE REPORT and ensure the report header properly reflects the FI number and the contact type.
FI Names
Topic is linked to another topic of the same help project. Follow this link to the help topic, Names”
Add Checkbox and Add Internet Contacts are not mandatory in this module.
FI Media
Topic is linked to another topic of the same help project. Follow this link to the help topic, “Media”
FI Vehicle
Topic is linked to another topic of the same help project. Follow this link to the help topic, “Vehicle”
FI Relationship
Topic is linked to another topic of the same help project. Follow this link to the help topic, “Relationship”
FI Report Completion
On the Report Completion page, you indicate that the report is done and could set the priority of the report and route it to the appropriate supervisor.
Check the Report Complete checkbox to indicate that entry is done. If this report needs to be reviewed, this puts the report into the reviewer's queue so that it will appear as a task on his/her Dashboard.
The Priority field indicates the report's importance to the reviewer, who can sort his/her Dashboard by priority to handle the reports in order of importance. The most important has Priority of 1. The default of 3 indicates a routine report.
Route this report to the appropriate supervisor.
FI multimedia summary
Topic is linked to another topic of the same help project. Follow this link to the help topic, “Multimedia Summary”
FI Report management
Topic is linked to another topic of the same help project. Follow this link to the help topic, “Report Management”
Source: RMS Entry Client User Manual.docx