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Strategic Plan Reporting Support Services Division
FY 18/19 1st & 2nd Quarter Report (July 1, 2018 – December 31, 2018)
Goal #1: Fill the current FTE custodian vacancy 1.1 Develop and complete interview questions
Objectives Target Dates Assignment Progress Report
1.1.1 Work with P&T to develop
FY17 Q4 Facilities Supervisor
Completed
1.2 Advertise the position
1.2.1 Work with HR to announce the position
FY18 Q1 Facilities Supervisor
Completed
1.3 Hire new custodian
1.3.1 Have the new custodian in place with all requirements met
FY18 Q1 Facilities Supervisor
Completed
Goal #2: Ensure “Satisfactory” rating on all service and security audits 2.1 Achieve Satisfactory ratings on all inspections, audits, and HQ evacuation drill
Objectives Target Dates Assignment Progress Report
2.1.1 Monthly Security Audit, Unannounced PES alarm inspection, Bi-annual duress alarm tests, and yearly evacuation drill
On-going
throughout
the year
Security Manager
Completed for CY2018.
Goal #3: Identify additional storage space for equipment and supplies 3.1 Determine if additional storage space exists at 3600 Wheeler Ave
Objectives Target Dates Assignment Progress Report
3.1.1 Conduct an audit of all rooms at APDHQ including exterior buildings and parking structure to identify areas that could be used for storage and convert into storage with the minimum investment.
FY18 Q2
Facilities Supervisor
Completed. This will be an on-going progress by FSMS staff to ensure all areas of APDHQ are being utilized appropriately and effectively.
Goal #4: Review and improve security procedure 4.1 Conduct annual evacuation drill of Headquarters
Objectives Target Dates Assignment Progress Report
After approval of the Evacuation
Plan for Headquarters (OSB),
FSMS will begin training staff on
evacuation procedures by
conducting a yearly drill.
FY18Q2
FSMS staff
Completed. The 2017 and 2018 APDHQ evacuation drills were completed with satisfactory ratings.
4.2 Annual analysis of security contract and procedures.
Review the security contract
procedures and Securitas Post
Orders to identify areas that
require changes or more
attention. A memo will be
completed every February
detailing the results of the review.
FY18Q2
FSMS staff
On-going
4.3 Incorporate Securitas Officers into Active Violent Incident training with APD
Ensure annual joint training is
conducted with Securitas Officers
and APD focusing on active violent
incidents at Headquarters. TTU
will provide training.
Begin in
FY17Q4 and
ongoing
FSMS staff
Completed. This will be an on-going task and the frequency of the training will depend on the number of new Securitas officers assigned to APDHQ.
4.4 Develop a Security Audit report that will be completed monthly
Create a report that identifies
unusual usage of Property &
Evidence, HR, Range, and K-9
facilities.
Begin in
FY17Q4 and
on-going
FSMS staff
Completed. FSMS staff complete this report on a monthly basis.
Goal #5: Develop section Standard Operating Procedures
5.1 Create FSMS Standard Operating Procedures
Objectives Target Dates Assignment Progress Report
5.1.1 Formal SOPs will be developed for FSMS staff to ensure the section’s goals, responsibilities, and duties are clearly defined.
Begin
working with
AAD during
FY19Q3 with
final
submission
to COP
FY20Q1
Facilities Supervisor
Due to staffing shortages in FSMS this task has been delayed. FSMS and AAD staff will begin this process in FY19Q3.
Goal #6: Installation of paper dispensers 6.1 Reduce annual cost of paper towels
Objectives Target Dates Assignment Progress Report
6.1.1 Replace existing wall mounted paper dispensers and trash receptacles with high capacity dispensers. It is projected that the change will reduce the cost of paper by 50-60% or approximately $8K per year.
Begin test
phase of four
dispensers
during FY18Q1
If test phase is successful, full implementation during FY18Q3
Facilities
Supervisor
Completed.
Goal #7: Maintain 100% compliance of applicable CALEA accreditation standards 7.1 Ensure compliance of the 484 CALEA Standards.
Objectives Target Dates Assignment Progress Report
7.1.1 Ensure compliance of the 484 CALEA Standards.
Current and
on-going
process
Accreditation Mgr I
On-going
7.2 Collect proofs of compliance and upload into the PowerDMS Standards program. (25% standards completed each quarter).
7.2.1 Collect 25% of all required proofs of compliance and upload in PowerDMS each quarter.
FY18Q1 and
on-going
Accreditation Mgr I
On-going
Goal #8: Update all Department Directives 8.1 Develop and implement a plan to update all Department directives.
Objectives Target Dates Assignment Progress Report
8.1.1 A plan will be developed that
identifies which Directives belong
to each Bureau. Deputy Chiefs
Division Commanders will then
identify an SME for each directive
FY18Q1
Accreditation Mgr II
Completed
8.2 Update all police directives over the next three years.
8.2.1 AAD will assist and work with the designated SMEs to ensure directives are properly updated
Begin
FY18Q1 and
then on-
going
Accreditation Mgr II
On-going
8.3 Update 54 directives per year.
8.3.1 AAD will coordinate and manage
the process to ensure the
designated number of directives
are updated
Monthly and
on-going
Accreditation Mgr II
On-going
Goal #9: Complete the revision of the Police Directive Manual Revise 5 directives per month.
Objectives Target Dates Assignment Progress Report
9.1.1 Five directives will be identified
for completion every month. This
goal will be measured by the
revision, publication and
employee signatures of at least 4
police directives per month.
The process
is on-going;
it began
during
FY17Q1 and
will be
completed
by FY20Q1.
Accreditation Mgr II
On-going
Goal #10: Maintain re-accreditation assessment preparedness 10.1 Successfully complete CALEA time sensitive annual review of accreditation files and statistical tables.
Objectives Target Dates Assignment Progress Report
10.1.1 Ensure all files and tables are accurate and complete prior to CALEA CSM annual review.
FY17Q4 and
on-going in
Q4 of each
FY
Accreditation Mgr I
Completed for FY17 and FY18. This is an on-going process.
10.2 Meet or exceed CALEA’s requirements for proofs of compliances
10.2.1 Coordinate with Accreditation
liaisons to obtain 100 percent of
the required documentation to
meet or exceed the
requirements of the standards.
FY17Q4 and
on-going in
Q4 of each
FY
Accreditation Mgr I
Completed for FY17 and FY18. This is an on-going process.
10.3 Successfully pass the annual review of the CALEA customer service member
10.3.1 This will be measured by
successfully passing the annual
review of the CALEA customer
service member conducted
during FY18Q1.
FY18Q1 and
on-going
Accreditation Mgr I
Completed successful off-site review in 2017 and 2018. On track to successfully complete the 2019 off-site review.
Goal #11: Coordinate, assess and analyze all Department inspections &audits 11.1 Select a person to act as the compliance officer
Objectives Target Dates Assignment Progress Report
11.1.1 Gain approval for an additional FTE to serve as the compliance officer. Develop a process, conduct interview and hire for the position.
FY19Q4 SSD Captain Approval of FTE was not funded in the FY2020 budget. Efforts will continue to fill this position. Ongoing.
11.2 Conduct an audit needs analysis
11.2.1 The audit needs analysis will determine appropriate and pertinent items and functions to be audited.
Begin FY20Q1 and on-going
Compliance officer (CO) – The SSD
commander will assume
responsibilities until the CO
position is filled
Approval of FTE was not funded in the FY2020 budget. Efforts will continue to fill this position. Ongoing.
11.3 Coordinate and/or conduct monthly staff inspections
11.3.1 Develop and manage a monthly inspection of a function or an item that ensures department policy compliance and acts as proof of compliance for CALEA standards
Begin FY20Q2 and on-going
(CO) – The SSD commander will
assume responsibilities
until the CO position is filled
Approval of FTE was not funded in the FY2020 budget. Efforts will continue to fill this position. Ongoing.
11.4 Create reports that details individual inspection/audit findings and all AAD recommendations
11.4.1 Analyze and assess results of all inspections and audits to identify issues and make thoughtful recommendations to improve operations.
Begin FY20Q2 and on-going
(CO) – The SSD commander will assume responsibilities until the CO position is filled
On-going
11.5 Inspection and Audit Follow-up
11.5.1 AAD will follow-up with the appropriate entities within 90 days to ensure identified issues have been corrected and approved recommendations have been implemented appropriately.
Begin FY20Q3 and on-going
(CO) – The SSD commander will assume responsibilities until the CO position is filled
On-going
11.6 Coordinate the completion of all inspections and audits required per Department policy and CALEA standards
11.6.1 AAD will maintain all inspections/audits and ensure relevant information is included. AAD will analyze reports to identify issues or areas of improvement.
FY20Q and on-going
(CO) – The Accreditation Mgr II will assume responsibilities until the CO position the is filled
On-going
11.7 Monthly directive/legal review on Power DMS
11.7.1 AAD staff will select one directive per month for review for sworn and civilian staff to review via PowerDMS that will include a brief quiz.
FY19Q4 Accreditation Manager II
On-going
Goal #12: Reclassification of PES staff 12.1 Reclassify PES from GS9 to GS13
Objectives Target Dates Assignment Progress Report
12.1.1 Complete a memorandum
explaining why PES should be
categorized as Property &
Evidence Technicians rather
than as Police Services Clerks as
they are currently
Memorandu
m and
packet
submitted to
City HR by
end of
FY18Q2
Implementation by end of FY18Q3
Captain Support
Services
Memorandum resubmitted on current format FY19Q3.
Goal #13: Obtain “Satisfactory” ratings on all audits and inspections conducted 13.1 Obtain “Satisfactory” ratings on all audits and inspections conducted
Objectives Target Dates Assignment Progress Report
13.1.1 Ensure accurate data is obtained
and entered and all property is
stored correctly regarding the
Quarterly Impound Audit; Semi-
annual inspection of property
control procedures; Annual
audit by a commander assigned
outside the SSD; Annual
commander’s unannounced
inspection
Various
dates
throughout
the year
Property &
Evidence
Supervisor
This is an on-going process. Numerous audits and inspections were conducted throughout 2018 to ensure updated and correct information is entered into the Property and Evidence database. All audits and inspections received a satisfactory rating in 2018.
Goal #14: Identify and implement an electronic Asset/Quartermaster system 14.1 Test capabilities of the current program in RMS.
Objectives Target Dates Assignment Progress Report
14.1.1 Evaluate the Asset Management
Program in RMS to determine if
it is an acceptable
quartermaster program.
FY17Q4 through FY18Q1
Property &
Evidence
Supervisor
Completed. The current RMS was determined to be an unacceptable quartermaster master system. Based on the above information, SSD will no longer moved forward and this goal will be removed.
14.2 If current RMS is acceptable:
14.2.1 If acceptable, enter all uniform
and equipment in stock and all
uniforms and equipment
assigned to employees by
FY18Q4.
Property &
Evidence
Supervisor
Based on the evaluation of the current RMS, no information will be entered. Based on the above information, SSD will no longer moved forward and this goal will be removed.
14.3 If the current program is not acceptable, identify an appropriate asset management program
14.3.1 Research quartermaster
programs that are available as
well as those being utilized by
agencies in the area to identify a
suitable program.
FY19Q4 and
enter all data
by FY20Q4.
Property &
Evidence
Supervisor
This goal has been postponed due to funding. With a source of funding identified in FY19Q2, a new target date of FY19Q4 has been set to identify an acceptable quartermaster program.
Goal #15: Mitigate odor emanating from Drug Vault 15.1 Install HVAC system to mitigate odor from drug vault
Objectives Target Dates Assignment Progress Report
15.1.1 Work with DGS to identify a
contractor that will install a new
HVAC system.
FY18QI
Captain Support
Services Division
Completed
Goal #16: Develop a training program for all PES Clerks 16.1 Develop an in-house training program for all PES
Objectives Target Dates Assignment Progress Report
16.1.1 Development of the in-house
training program that will used
to train clerks on all five
positions listed above as well as
the daily tasks.
FY18Q2
Property &
Evidence
Supervisor
Completed
16.2 Ensure all current PES Clerks have completed the approved in-house training program.
16.2.1 Ensure all current PES Clerks
have completed the approved
in-house training program.
FY18Q4 Property &
Evidence
Supervisor
Completed. All current property & evidence clerks have successfully completed the training program.
16.3 Ensure all PES Clerks are certified as Evidence Specialists by Clerks
16.3.1 Send at least one PES Clerk to
the International Association for
Property & Evidence INC.
training each FY until all clerks
are certified as Specialists.
FY18Q4 Property &
Evidence
Supervisor
Closed Based on research conducted, the APD in-house training course is more effective and comprehensive for Departmental needs. This item will be removed from future strategic plan.
16.4 Ensure adequate training budget for FY18.
16.4.1 Ensure adequate training budget
so that all PES clerks can attend
yearly training
FY18Q1 Captain Support
Services Division
Completed
Goal #17: Identify alternative storage solutions for non-evidentiary items 17.1 Identify alternative evidence storage locations
Objectives Target Dates Assignment Progress Report
17.1.1 Work with FSMS to identify
possible storage areas at APHHQ
and vet the feasibility of the
suggested locations through
chain and through COP.
FY18Q2 Property &
Evidence
Supervisor
Completed. Additional storage for large items has been identified on APD property.
Goal #18: Ensuring daily operational needs of department are met (Fleet) Objectives Target Dates Assignment Progress Report
18.1.1 Research and Analyze current trends and technologies as it relates to public safety functions, fleet vehicles, and installed equipment
On-going Fleet Manager FM staff continue to research new technologies and trends with an emphasis on identifying eco-friendly alternatives to current gasoline vehicles.
18.1.2 Provides purchasing specifications for the replacement schedule for FY2019 Replacement Cycle for 2019.
October 15, 2018
Fleet Manager Completed
18.1.3 Fill the vacant position of Fleet Maintenance Coordinator position
FY19Q3 SSD Captain/HR Commander
On-going
Goal #19: Ensure the fleet is managed for safety and efficiency Objectives Target Dates Assignment Progress Report
19.1.1 Monitor the monthly maintenance of the fleet vehicles to ensure vehicles remain up to date with the maintenance schedule
Monthly
Fleet Staff Successfully completed for CY18. This is an on-going process.
19.1.2 Maintain the fire extinguisher program for all vehicles
On-going Fleet Staff Successfully completed for CY18. This is an on-going process.
19.1.3 Upgrade or replace the current Fleet database to provide better search functions and better report generating capabilities
Identify program FY19Q2 and enter data FY20Q2
SSD Captain/Fleet Manager
On-going
19.1.3 Monitor the Fleet database for accuracy, as vehicles are reassigned regularly due to work demands.
On-going Fleet Staff/ Police Commanders
This is an on-going audit procedure performed by the Fleet Manager.
Goal #20: Research and develop Energy Efficient options
Objectives Target Dates Assignment Progress Report
20.1 Explore means to provide energy efficiency, lowering emissions and improving fuel economy
Monthly Fleet Staff FM have identified eco-friendly alternatives to the Department’s current gasoline vehicles; however, a test and evaluation period will be necessary to ensure the hybrid vehicles are suitable for Department needs.
20.2 Stay well-informed of new technology by attending the Fleet Expo and maintain dialogue with leaders in the industry.
On-going
Fleet Staff On-going. Fleet staff attended the 2018 Fleet Expo and will attend the Expo in 2019. Fleet staff routinely engage other jurisdictions and industry representatives regarding new technology.
20.3 Train necessary Fleet staff on Faster database utilized by the Department of General Services
FY19Q3 Fleet Staff On-going
20.4 Quarterly analysis of Faster database regarding fuel consumption and usage of all APD vehicles
Beginning FY19Q4 and on-going
SSD Captain/Fleet Manager
On-going
20.5 Complete annual report detailing status of APD fleet to include fuel consumption, mileage, age and general condition of vehicles
Beginning FY19Q4 and on-going
SSD Captain/Fleet Manager
On-going
Recommended