Goal #1: Fill the current FTE custodian vacancy · 1st & 2nd Quarter Report (July 1, 2018 –...

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


Completed

1.3 Hire new custodian

1.3.1 Have the new custodian in place with all requirements met


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


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


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


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


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


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.


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.


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


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


On-going

Goal #9: Complete the revision of the Police Directive Manual Revise 5 directives per month.


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.


On-going

Goal #10: Maintain re-accreditation assessment preparedness 10.1 Successfully complete CALEA time sensitive annual review of accreditation files and statistical tables.


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


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


(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.


(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.


(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


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


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.


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


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


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


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


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


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


On-going

Goal #1: Fill the current FTE custodian vacancy · 1st & 2nd Quarter Report (July 1, 2018 –...

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