1. Community Patrols of New Zealand National Database

2. HISTORY Initially suggested by Police after requests to ensure that CPNZ Patrollers had sufficient training to enable their operational deployment. Requirement under ‘Duty of Care’.

3. Concept adopted by CPNZ after the organisation was unable to accurately supply patroller numbers. CPNZ engaged in internal discussions on how to proceed. HISTORY

4. At about the same time the issue of a standard Identification Card also arose. Research was undertaken and a system designed for both the ID Card and National Database using one set of information. HISTORY

5. ID Card flow charts and Data entry forms created in late 2007. Presented to the National Council who discussed, agreed and passed the motion that the system should be immediately adopted. HISTORY

6. The original single entry form for the Database. HISTORY

8. PROBLEMS

9. The system is not being used as it was designed to be. As a result, a significant number of ID Cards have been issued without an accompanying Data Sheet. PROBLEMS

10. The main identified issue for non-entry is a lack of a supplied Card Number. A number of hand written sheets cannot be easily read by the Data Entry person. Computer generated sheets are best.

11. Patrollers were concerned about the security of their personal information. They suggested that there appeared to be an ‘all or nothing’ information request. PROBLEM

12. Some patrols were ‘short cutting’ the system and obtaining cards direct from the Card Maker. No information was being captured. PROBLEMS

13. As of November 2009, 771 members have been entered from 37 CPNZ Patrols. That was a response from 39.59% of the total CPNZ listed patrols. PROBLEMS

14. But, 1466 CPNZ Identity Cards had been issued! Major problem identified with the previous numbering system. 6 digit numbering system PROBLEMS

15. SOLUTION

16.  STOP the issue of numbers at Patrol Level.  National Advisory Email sent to all Patrols. SOLUTION

17. Redesign the System to create a SINGLE POINT of ISSUE for the CPNZ National Identity Card Number. All Patrols advised. Request the Card Maker to decline direct requests. SOLUTION

18. POLICE NEEDS

19. POLICE NEED A list of main contact persons for each Patrol. Simple name, position & phone numbers. This is in case of an event that requires additional, trained ‘on the ground’ staff to assist.

20. Future use is for Comms to enter CPNZ Patrols into the ‘I-Card Dispatch System’. Drop down, auto fill fields. Includes level of training received. May include ‘skill sets’. Satisfies ‘Duty of Care’ requirement. POLICE NEED

21. CPNZ NEEDS

22. CPNZ NEED Accurate membership numbers. Better understand it’s resources. Better able to target sponsorship. Being able to assess and offer training.

23. Supplying limited statistical data to stakeholders. Regular maintenance / updating of the Database. To undertake and ensure the security of the CPNZ Data. CPNZ NEED

24. PROTOCOLS

25. DATABASE  To ensure the Security of the Information supplied by Patrollers, A set of Database Protocols are written.  They are based on the 12 principles of the Privacy Act

26. DATABASE  They are considered to be a ‘ Policy Document ’ that may end up in your White Patrol Folders.  They are about to be released to all current Patrols.

28. DATABASE  This also required the re-design of the Data Entry Forms into:  Existing Member Entry Form  New Member Entry Form  These are simplified and have OPTIONAL areas.

31.  A Quick Reference Form was designed and has been sent out to all Patrols.  A request was made for all patrols to complete and return as soon as possible. DATABASE

34.  Await the results from the Quick Reference Form:  Police Comms Database can be assembled AND  CPNZ know (very quickly) how many people are engaged in Community Patrols! DATABASE

35.  To date:  48 Patrols have responded advising a total number of patrollers of 1528.  There are currently 118 patrols DATABASE

36.  The Easy Guide for the Database is written.  It simply outlines ‘ Who gets access to what ’.  It includes Flow Charts. DATABASE

38.  They are considered to be a ‘ How to do it ’ document that may also end up in your White Patrol Folders.  They are also about to be released to all current Patrols.

39.  ‘ Who gets access to what ’. ACCESS LEVELS DATABASE

40. ACCESS LEVELS

44.  ‘ How to do it ’. FLOW CHARTS DATABASE

45. FLOW CHARTS

52. A simple system for ID Cards Uses the same form for Database Security and Safety of Information Appropriate Access for various needs THE END RESULT

53. www.communitypatrols.org.nz Your District Representative Email: cpnz@clear.net.nz Attend the National Training Seminar in Taupo. MORE INFORMATION