The Richland Police Department worked with paper-based processes, which resulted in outdated, error-prone communication. Adventos, a Microsoft partner implemented SmartForce™, a Business-Critical SharePoint (BCSP) solution that provides a collaboration tool
across several internal and external teams, adds automated workflows, and increases productivity by 7.5% weekly.
|Richland Police Department
Richland Police Department is a 73 person police in the tri-cities area of Washington, with 58 sworn. They were facing multiple challenges to increasing officer effectiveness police. Approximately 6-8 hours per week, or 20% of their patrol officer time,
was being spent on administrative tasks, reducing their proactive policing time. The command and supervisory staff of 12 people spent ~50% of their time on administrative tasks.
Unsophisticated document management systems
||SmartForce allows a supervisor to pull together an entire squad regardless of location, share information with them, and allow them to share information with each other in the field. This dramatically increases effectiveness.
| Chris Skinner
Chief of the Richland Police Department
The existing administrative systems comprised multiple “homegrown” processes supported by Microsoft Excel and Word documents. For example, critical policy documents were saved on a network shared drive. Due to file growth and an un-managed file taxonomy,
employees struggled with finding the latest policy versions.
Richland PD was a “greenfield” situation; they had implemented few software-based administrative systems outside of their records management system. They managed multiple processes with paper-based elements which were highly time consuming. These included
shift briefing documentation (used to share information between incoming and outgoing shifts), training documentation, vehicle inventories, officer complaints, and use of force documentation. The paper-based processes contributed to a lack of accountability
and visibility. Supervisory staff found analyzing historical data to be almost impossible.
Lack of effective communication and collaboration tools
The dominant collaboration method had been e-mail, which is person-dependent, error-prone, and manual. It was easy to ignore, delay, or forget about an e-mail. Officers received frequent notifications, including crime bulletins, BOLO (be on the look-out),
and court summons. Most officers complained about not being able to find information in timely, situation appropriate manner.
Sub-optimal utilization of intelligence
Richland had invested heavily in crime analytics capabilities, including software. The crime analysis team distributed weekly reports consisting of crime heat maps and persons of interest (POI), primarily through email. This analysis was distributed weekly
and then was static until the next update.
Adventos worked with Richland to develop a Business Critical SharePoint Solution called SmartForce™. The primary third party system integration is with Bair Analytic’s ATAC RAIDS program. The solution has three primary components:
Collaboration tool. The solution allowed sharing of information across internal silos (shifts and squads) and also with external agencies and community groups.
Automated workflows. The team created multiple electronic forms and workflows to replace internal paper-based workflows, as well as a searchable and analyzable document management function which replaced the shared folder system.
Single sign on integration with leading Bair Analytics crime analytics software which in turn integrates with Richland’s record management system (RMS) to access crime data.
Increased collaboration and information sharing, leading to “smarter” officers
There are several examples of crimes being solved due to increased sharing of information across shifts and policing districts. According to Chris Skinner, Chief of the Richland Police Department, “SmartForce allows a supervisor to pull together an entire squad
regardless of location, share information with them, and allow them to share information with each other in the field. This dramatically increases effectiveness."
Richland’s SmartForce system also hosts a cross-agency auto-theft task force comprising ~300 sworn officers. The task-force shares photos and leads about suspects, which previously was done through emailed documents.
Improved utilization of crime analytics
The integration of Bair Analytic’s ATAC RAIDS program into SmartForce allows the officers to obtain near real time information on crime trends as well as crime predictions. This integration reduced dependence on the crime analytics team to run individualized
Increase in policing time, reduction in administrative tasks
Shift briefings were the primary information sharing process in place. Moving to SmartForce allowed the department to reduce time from 3 to 1.5 hours per weeks per officer, or a 3.5% increase in policing time. Furthermore, the organization reduced administrative
time and crime research time per week by 2 hours. In total, Richland decrease non-productive time by 3 hours per officer per week, or a 7.5% increase in productivity on a 40 hour week. This effectively meant an increase of ~3 officers on a base of 39 patrol
focused sworn officers.
Also, the eight supervisory staff have increased their time observing junior officers. For example, over a typical 12 hour shift, the supervisory staff spent approximately 4 hours on administrative tasks, which they estimate they have reduced to 2 1/2 hours.
Richland believes that this extra time will allow them to reduce both officer and civilian injuries, as well as other events that could lead to law-suits.
Department wide transparency in administrative processes
Officers can now locate documents quickly and easily, reducing search time and creating a “single source of truth”. This has eliminated the version control issue. Also, accountability has increased for documentation such as use of force, complaints, and
training as any user can see who is “next in line” to work on a document.
Return on Investment
Quantifiable benefits at this time are primarily centered on increased policing time due to more expedient administrative tasks and research time. Richland PD estimates that it has gained the equivalent of 3 more officers, at a cost of $150,000 per officer
per year, which equates to a $450,000 annual benefit. This benefit is several times the cost increase to purchase and maintain the system
Business-Critical SharePoint (BCSP) is a Microsoft partner programthatincludes
top solution and service providers who focus onLOB integration with SharePoint.
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