Community Patrols of New Zealand National Database

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’.

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

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

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

The original single entry form for the Database. HISTORY

PROBLEMS

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

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.

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

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

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

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

SOLUTION

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

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

POLICE NEEDS

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.

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

CPNZ NEEDS

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

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

PROTOCOLS

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

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.

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.

 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

 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

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

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

 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.

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

ACCESS LEVELS

 ‘ How to do it ’. FLOW CHARTS DATABASE

FLOW CHARTS

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

Your District Representative Attend the National Training Seminar in Taupo. MORE INFORMATION