ISIS User Manual
Contents
1. a Select Report Me X Filter By BS D a PJ E o lt gt Mstr Log Print Log C ccurred Submitted ds aie Sort By Site y E User Log Print Apt Date Range bt Print All 3 28 2001 B Type 5 Find Apt Report 3 28 2002 _ Find ptt Queue Repon EN Nature H E E Mail Queue E mail Time Range 00 Preview Re Print Queue Rpt 12 00 AM C Approved C Both f Close 11 59 PM Dispatch Slip E Incident Reports Both m E 7 Date Day Time Nature Location Fi Amt Area Type Secured Arrest Loss Time in Hrs Officer 8 Place Building 05 Store GiftShoj E LI FREED ALL 54 3 28 2002 Thu 12 37 P FRAUD FLIM FLAM Place Building 4 3421 0 FREED ALL 19 3 13 2002 Wed 12 12P LARCENY MISDEMEA Place Building t 04 Public Transpo C O 123 00 0 00 FREED ALL 12 2 22 200 Fri 12312P SHOPLIFTING Place Building SB Store Gift Sho M O 123 00 0 00 FREED ALL 7 2 19 2002 Tue 11 224 ALARM FIRE Place Building 04 34 Child Care rea O O FREED ALL 15 2 22 2002 Fi 12312P CONDITION OBSERVE Place Building t 04 Cafeteria Rest C O FREED ALL 14 2 22 2002 Fri 12 12P CONDITION OBSERVE Place Building t 04 Store Gift Sho C Oo FREED ALL 21 3 18 2002 Mon 12 12P PATIENT RESTRAINT Place Building 07 12 MaintenanceS O E 22 00 FREED Y 4 b Browse 8 CRIME FREEDMAN Rec Found 8 CAPS NUM After setting their desired filters superviso2. ALL 36 3 28 200 Thu 11 23A M A ACCIDENT Place Building Name 20 ALL 48 3 28 2002 Thu 11 57A ALARM SECURITY Place Building Name 5 Jatt 65 3 28 200 Thu 1212P PARKING TICKET Place Building Name 120 37 In the Master Log you have a few methods of printing E Print L The button prints the Log as displayed in the above example m n The button prints the highlighted report E The button begins a cycling process printing each report listed TIP Those will older slower PC s and printers may wish to use the Queue Repor button to place reports into a print bin for batch printing To use the batch printing feature highlight the desired reports one at a time pressing the _SUe4e Report button between each selection Reports placed into the print queue can be printed button in the Master Log or 1 by pressing the 2 from the Main Menu Institution Security Information System 1515 2000 Ox File Edit rite Dispatch Search Admin Maintenance Help Print Setup il Print Current Report Print Queued Reports Exit or 3 upon exiting ISIS when you will be automatically reminded as shown below 38 The below Report Print Queue window as automatically shown on exiting allows you to preview each report remove reports from the queue or print the entire queued batch Report 36 Site EERE Officer ETE
3. GRAPH LOG Log reports will look and act similar to the Master Log described in Chapter 1 Write STATISTICS Determine here whether you want the report sent directly to your Printer what type of Time Period 1 e Monthly Quarterly or Annual you want whether to limit the report to only Crimes or Services whether you want a detailed breakdown of Thefts by 46 dollar loss property type area type business hours vs non business hours and secured or unsecured area and e whether you want to show Outside Services used sj Analyze Data Enter Selection Criteria Report Style Log STATISTICS GRAPH Screen C Printer Stat SetUp Edit Cover Page Period Ending Month m Year yyy Period Typ f By Month By Quarter By Tear Report Type Crime Service f Both Includ Of the Larcenies Reported Outside Services Cover Page ie Clear a B Open ER Save X Close Property Analysis Any filter setting you have done on other Analyze Data tabs will additionally limit the data shown in the resulting report 47 GRAPH aj Site Setup Longwood Security Services Inc HERBIE ada Remove Al Analyze Data LARCENY OVER 250 108 FORGERY UTTERING A cua RECEIVING STOLEN PROPERTY Enter Selection Criteria Miscellaneous E 48 49 Chapter 5 MAINTENANCE Set Up amp Maintenance IMPORTANT Please
4. MASK All reports 1 Written by Someone else 2 All Older than three days and 3 all APP D reports Search Ticket Qry ALL Ticket and Tow amp all Vehicle Access SEARCH menu items As filtered by the above 2 SPECIFIC date ranges set under Maintenance Supervisor Approve Rpts Click Approve which then automatically tags w Sup s Log In Name can also press Calc Button in PW reports Click RTK Send E Mail A dmin Edit App d as it says Edit Approved Reports Data but only in the reports you have rights to see Does Not include Delete Rights Also has rights to add to Spell Check dct in And can edit On the Fly look up tables And can Reclassify Reports from Crime to Service amp vice versa Stat Reports All Analyze Data rights including Analyze Data Format Rename the button to Stat Report Format Delete Rpts As stated can delete reports Photo Array rename sic Also as stated Set Up Maintanance Site Set Up Alter Headers insert logos change addresses amp phone numbers etc Emp SetUp Set Up Inactivate but not delete all Users All Others As it says 1V AN OVERVIEW FEATURE HIGHLIGHTS ISIS 1s easy to use even for those unfamiliar with computers or with report writing e ISIS simple intuitive interface e along with 1ts modifiable drop down lists which help minimize typing and increases consistency in data gathering and later analysis e it s requ
5. 4 21 2002 E Te M E E Mail Queue E mail Tine ence ot Preview Rpt Print Queue Apt 2 00 AM 2 C Approved C Unapproved Both n IE 11 58 PM C Dispatch Slip C Incident Reports Both Site Reportit Date Day Time Al Nature Location A Amt Area Type Secured Arest Loss Time in Hrs Officer Name App d 4 Lj Ji 4 Y ured ACH 154297 4 18 2009 Thu 11 20 4 ALARM FIRE Pavilion Building 05 NA In Patient Floor Bil PEET 3357 MPC 154373 4221200 Sun 1 32P ALARM FIRE Duggan House 06 Common rea O 3 MENSAH TBC 154210 4 20 200 Sat 2004 ALARM SECURITY 1108 Boylston Streel BMT BE Common rea O O DEAN TBC 154209 4 20 200 Sat 255A ALARM SECURITY 1108 Boylston Streel BMT BE Common rea O 3 DEAN CH 154312 44207200 Sat 10 28P ALARM SECURITY Main Building SB 0040 Common Area O 3 SETTLES CH 154360 4 21 200 Sun 7 034 ALARM SECURITY X Farley Building 03 308 PatientExamA C O SETTLES Writing Multiple Reports of the Same Type When entering multiple reports of the same type e g Parking Tickets Door Opening Unlock reports or Condition Slips you can open a New Report form by pressing iNet Your first report will be saved and you can begin entering data for your next report without returning to the Main Menu Write screens 25 ay Ticket Report ie PARKING TICKET Date Location EEE Narrative E a El Im esp 26 Chapter 2 SEARCH DISPATCHER
6. SHIFT SUPERVISOR FUNCTIONS Reviewing and Approving Reports Locking Reports against Data Alterations The RTK Right to Know Clery Report Feature Calculating Patient Watch Time Queuing Reports for Batch Printing E Mailing Reports ADMIN INVESTIGATOR ADMINISTRATOR USES Master Log Recalling your User Log Finding a Report by Number Analyze Data Filtering Logs Statistic Comparisons and Trending Graphing Photo Line Up For Investigative Photo Arrays Blank Report Set For Emergency Use when your system goes down CHAPTER 5 MAINTENANCE SET UP amp MAINTENANCE IMPORTANT PLEASE READ BEFORE BEGINNING TO USE ISIS Setting up Look Up Tables An Overview Key Fields in databases Set Up Menu Site User Institution Preferences User Rights On the Fly User Tables Nature Notes Pseudonyms Establishing standard Required Fields Locations Property Types et al E Mail APPENDIX A HELP FAQ AND TROUBLE SHOOTING What to do first Re Launching ISIS Cannot Focus a Disabled Window ISIS asks for Required Field Info when it shouldn t Getting Technical Support from Longwood Security APPENDIX B ADDITIONAL SERVICES Special Needs Hard Copy of Manual 111 My UNDERSTANDING OF RIGHTS Red shows categories which may need to be renamed Write Data Entry as it says Enter Data Write a Report ONLY This 1s the DEFAULT for all ACTIVE Users Where will we set up enforce USER Site amp Field Office RULES
7. ES ReClassit Mature POLICE ASSISTANCE Reporttt 31616 X Cancel ot Next Date Location Tf Delete Time of ODecurence Distribution ais Time 3 24 Phi distributions OnProperty O Off Property Foom Streettt EE BuildingStreet 222 Floor I Area Secured Department E Area Tupe zs 4 W ATE Stas Approve AM 1082 Date Submitted 7 22 99 Time 3 24 Ph Approved By CONNELLY Property Subject Outside Services Using ISIS Nature Pseudonym feature system administrators can attach a variety of possible words and phrases to a single nature e g officers can use the terms Theft Stolen Property or Larceny and ISIS automatically translates their words into standard terminology used by your department Pseudonyms synonyms are used in the Property type and Area type look up tables as well The use of pseudonyms reduces officer frustration as they are no longer required to look through a long list of possible natures Pseudonyms also enforce data consistency and enhance the ease and completeness of later searching and reporting TIP Even using pseudonyms system administrators cannot anticipate every Nature Area or Property type needed In the tables included with ISIS we have used Z Other or Z Miscellaneous to allow officers to complete required fields The use of the preceding Z places these last resort picks at the bottom of their corresponding look u
8. or any combination you wish After adjusting your filters press the _S Merlog button to view a list of reports The default time frame is for reports submitted during the prior 24 hours After pressing the Master Log button your screen will look similar to the following Open any report shown by double clicking on it a Select Report Tol x Filter By TS Metrlog pem Site Longwood Security Officer gt Mstr Log IB H Print Log C ccurd D Sot By Site El User Log E Print Apt Print All Date Range c la Save Log 2 27 2001 E Type A 3 27 2002 E Find Apt Queue Report 21 Nature H E E Mail Queue E mail Tie Ros tot Preview Rpt Print Queue Rpt 12 00 AM E C Approved E Fi Close C Dispatch Slip Incident Reports Both Site Reportit Date Day Time Nature Location Amt Area Type Secured Arrest Loss Time in Hrs 4 ERR 8 2 19 02 Tue 12 12P ASSAULT OTHER Place Building N ama 05 Store Gift Shoj E El ALL 19 3 13 02 Wed 12 12P LARCENY MISDEMES Place Building Name 04 Public Transpo 7 O 123 00 0 00 ALL 12 2 22 02 Fri 1212P SHOPLIFTING Place Building Name SB Store Gift Sho M O 123 00 0 00 ALL 7 2 19 02 Tue 11 224 ALARM FIRE Place Building Name 04 34 Child Care Area 7 O ALL 18 2 25 02 Mon 12 12P DOOR OPENING Place Building Name 03 Lab Research 0 O ALL 15 2 22
9. 0 Hours Outside Services Entering the First Officer s name from a drop down list and the Date and Time On Duty 1 e when the watch started starts the clock Entering Date and Ended Time stops the clock Calculate H You must then press the button to capture and post the hours spent 40 Chapter 4 ADMINISTRATOR INVESTIGATOR FUNCTIONS ANALYZING DATA STATISTIC REPORTS GRAPHING e Institution Security Information System 1515 2000 Em ES File Edit Wrte Dispatch Search Admin Maintenance Help 3 X fs Eal Master Log Analyze Data f Photo Lineup Subject History Watch Notice Blank Report Set MASTER LOG For Master Log filtering and other features see Chapter 1 Officer Report Writing ANALYZE DATA OVERVIEW The are three 3 types of reports you can generate from inside Analyze Data 1 a LOG report similar to the previously discussed Master Log 2 STATISTICS report showing Monthly Year to Date and other comparisons or 3 anumber of bar line or pie GRAPHS As will be discussed you can do year to year graphical comparisons All ISIS reports default to include more or less All Information contained in your database Admin set default range But more often than not a report containing all data is not particularly helpful to your measuring or trending needs Instead your interest will likely center on a service or group of services a particular crime or
10. 02 Fri 12 12P CONDITION OBSERVE Place Building Name 04 Cafeteria Rest O ALL 14 2 22 02 Fn 1212P CONDITION OBSERVE Place Building Name 04 Store Gift Sho O O ALL 9 2 20 02 Wed 12 12P CONDITION OBSERVE Place Building Name 03 Cafeteria Rest 3 O ALL 20 3 13 02 Wed 12 12P PARKING TICKET Place Building Name 1 O O ALL 21 3 18 02 Mon 1212P PATIENT RESTRAINT Place Building Name 07 12 MaintenanceS 3 O 22 00 Y Browse 8 CRIME FREEDMAN RecFound 10 cars NUM Most officers will receive Data Entry rights from their system administrators People with Data Entry rights alone will see only the reports they have written and only until these reports have been approved unless your system administrator has also given rights to see your approved reports for some extended number of days Oftentimes supervisors will be given authority to approve reports As such supervisors will see all unapproved reports unless your system administrator has extended your rights to see approved reports for some extended number of days 23 Saving Personal Filters After setting your filters and opening the Log you may save your filters for later use For example an Investigator may wish to see only serious crimes or an Administrator may not wish to see all Dispatch Slips Parking Tickets or Condition reports a Save Log To Save your filters press the button while the Log 1s open To later Use your saved filte
11. Both EA ee a didi cg E Mail Queue E mail Sof Preview Apt Print Queue Apt fl Close pI ALL 8 2 19 2004 Tue 12 12P ASSAULT OTHER Place Building Name 05 Store Gift Shoj E LI ALL 19 3 13 2002 Wed 12 12 P LARCENY UNDER 251 Place Building Name 04 Public Transpor C O 123 00 0 06 H ALL 12 2 22 2002 Fri 12 12 P SHOPLIFTING Place Building Name SB Store Gift Sho M 123 00 0 06 a ALL 7 2 19 2002 Tue 11 224 ALARM FIRE Place Building Name 04 34 ChildCareArea 7 O E ALL 18 2 25 2002 Mon 12 12P DOOR OPENING Place Building Name 03 Lab Research C E ALL 15 2 22 2002 Fri 1212P CONDITION OBSERVE Place Building Name 04 Cafeteria Rest C O E ALL 14 2 22 2002 Fri 1212P CONDITION OBSERVE Place Building Name 04 Store Gift Sho C O E ALL 9 2 20 2002 Wed 12 12P CONDITION OBSERVE Place Building Name 03 Cafeteria Rest C O ALL 20 3 13 2002 Wed 12 12 P PARKING TICKET Place Building Name 1 Oo O E ALL 21 3 18 200 Mon 12 12P PATIENT RESTRAINT Place Building Name 07 12 MaintenanceS 7 O 22 01 CAPS NUM After identifying each of the reports you wish to send press the EMail button which will open the following window tr E Mail Information Report ID 152855 A Send X Cancel Descript DISORDERLY CONDUCT E Mail Distribution Email address Subject Add Message The first queued e mail report will automatically create a Subject in your e mail consisting of
12. Mazda MPV 4 Door Hardtop x Search By Pate If a vehicle or person was listed in a prior report the name description etc will appear in the user created lists To find prior entries type the first few letters or numbers in the Search field If there is a prior entry click on it to select it or highlight the desired record and press v DK the 1 button ISIS will then automatically complete all fields for which related data has been entered TIP Check the previously entered information for accuracy If you have additional or more up to date information add it now Spell correctly Your look up table entry will be used by others writing reports Incorrect spellings and incorrect plate numbers can affect later users If there is no prior entry or if you are uncertain of an accurate match x Cancel press the button and proceed to enter the information you have 12 Whether making a new entry or updating an earlier officer s record your most recent information will be automatically entered for future use by all TIP System Administrators maintain the integrity of user created tables e g for incorrect name spelling transposed plate numbers etc from the Main Menu Maintenance section These can be printed out for ease of updating 222 Frank you ought to check ours doesn t seem to work well spaces etc 13 Additional Items of Property Vehicles Persons and Subjects Some report
13. Missing can be required fields or not as determined on a Nature by nature basis by your system administrator After completing the first screen a user then presses tabs along the bottom of the screen to submit further information e g Property Vehicle Persons who may have requested services responded to incidents witnesses etc on to the Subject tab and finally the Narrative TIP The requirement prompt to submit certain important information will not be enforced unless you open each report tab Required fields must be completed Do not attempt to leave blank by turning off the computer or otherwise improperly exit ISIS when in the middle of writing a report Improperly exiting ISIS can corrupt your report forcing you to begin from scratch TIP If you find you need to obtain additional information for a required field enter something before exiting e g for Property of an unknown value you can enter a penny 0 01 for other required fields there is generally a Miscellaneous or Z Other pick provided Dates and Times are always Required Fields For your convenience the Occurrence Date field near the top of the report defaults to the day you opened the report Evening officers filing reports after midnight may need to roll the date back a day gi Crime Report Ox AA x ranma Site Prnt jew ReClassit Mature ANNOYANCE PHONE CALLS m Report BE ii Next dub Distribut
14. Nature MATE El Preview Report 4 Remove from Queue Print Queued Reports X Cancel Re Classifying Reports On occasion you may wish to change a report classification e g when an item of property reported as stolen turns out to be lost and found Crime reports can be reclassified as Service reports and vice versa Due to the differences in the data fields between other Report Types e g Condition Observed vs Medical Assist vs Tow etc only Crime and Service reports can be re classified Others must be re entered re written For these other report types we suggest you 1 Print the report and 2 if the narrative is lengthy cut and paste it into the desired form k ReClassit To change a report type between General Service and Crime press the E E button on the Date Loc tab the first tab of the Report s data entry screen When you press Re Classify a filtered list of Crimes or Services will open OE Select the Nature Description you desire and press Y 0 Right to Know Crime Statistics Many Educational Institutions publicly report certain crime statistics annually 39 To help ease this chore a RTK checkbox is provided on the crime report s Date Loc or first tab Checking this box as appropriate throughout the year may allow for faster end of year data compilation The use of the RTK checkbox is optional as users have a variety of filters and reports to chose fro
15. amp INVESTIGATOR INFO SEARCHES amp LOOK UPS SEARCH OVERVIEW In their day to day roles Dispatchers Shift Supervisors and Investigators may require information on a particular motor vehicle person etc Much of this information can be retrieved through the Main Menu Search selection y Institution Security Information System 1515 2000 mp x File Edit rote Dispatch Search Admin Maintenance Help F Parking Tickets amp Tows T a Eis E Es Photos amp Subjects JL Vehicle Access There are no required fields in ISIS Search or Analyze Data screens Users set their own search criteria as their needs and their department s policies and procedures require The search default setting is ALL Once set a user s preferred 1 e regularly used settings can be saved in a user specified directory according to each user s individual needs 27 Parking Ticket Tow Searches In the Parking Ticket Tow screen you can call for a complete history on a particular plate or you can search for vehicles with a violation history of greater than or equal to some number of vehicle tickets amp tows Y our search will include partial plate numbers You can filter your results by any combination of violation types vehicle makes colors body type state etc ai Analyze Data Parking Ticket T ow Report OF ES Enter Selection Criteria Sort By Plate gt Model Year From 1300
16. to 2099 E Date Model EEES Plate Number Violation Type Tow Reason Choose Violation Choose Tow Make Color Choose Makes Choose Colors State Body Type IALL Choose States VALL Choose BodyT ype l B Open EX Save X Close Property Vehicle By default ISIS will search for all violations within one year 229 To alter your date range press the General tab When your filter revised date range is set press the Process Tickets button TIP System administrators can set the Default Parking Ticket search range TIP Some departments periodically print hard copy hot sheets listing vehicles routinely in violation 1 e vehicles with gt or some number of past violations Taking this approach can reduce radio traffic from field officers requesting this information 28 The Vehicle Access report for those tracking the time and destination of vehicles entering their property works much the same as the Parking Ticket report No Ticket No Tow feature Have you or one of your officers ever mistakenly ticketed a company VIP or guest ISIS helps you control such intra department miscommunication with a feature that alerts users when a plate number has been flagged for special consideration In the following example on running a vehicle plate history the No Ticket No Tow warning shows John Doe may be receiving special parking
17. track service calls find parking ticket histories etc e Investigators using Search and Admin to locate subjects and photos and e Administrators using Admin to create Statistic Reports and Graphs according to a variety of filters and formats In addition to the Help Search and Index functions there are numerous screen sensitive Help windows that can be accessed on the fly using the standard F1 help button In addition everyone can use File for Printer Set Up Menu Queued Report batch printing Edit Containing Microsoft s standard Copy Cut and Paste features Write for Officers submitting Reports and Help da TIP It is recommended that ISIS Maintenance including Nature User Area Type etc be limited to one person or a small team of people Window Screen Sizing ISIS screens are set to work best in an 800x600 or higher environment Users whose screens are set to 640x480 will see some buttons on the right side of the screen cut off In all environments 800x600 and higher individual users can alter and save personal settings to best suit their equipment and preferences using standard drag and resize methods Once a window 1s resized or moved the new setting will be stored automatically in the user s personal settings profile TIP If using in a Meta Frame or Citrix environment users must set their log on Meta Frame or Citrix log on settings to 800x600 or higher B
18. your database As such training reports will temporarily appear in your database WRITING A REPORT Selecting a Report Nature System administrators control all Report Nature related Pseudonyms and other drop down lists If on a regular basis you have trouble finding a suitable report Nature Area or Property type or anything missing from any drop down list please advise your system administrator New natures pseudonyms and other codes can be easily added Selecting Report Nature from the main menu takes you to a list of Reports Natures Nature Pseudonyms and Report Notes Notes include your Department s unique information and instructions related to each report agi Select Nature of Incident for New Report Search Characters Search By a h fas al Mature E Nature Notes m ANNOYANCE PHONE CALLS M G L Elements 1 Telephoning ARSON M G L Elements 1 Malicious Burning of Property ASSAULT amp BATTERY DOMESTIC See Assault amp Battery Other ALSO ses Assault Domestic MORE ASSAULT amp BATTERY OTHER M G L Elements 1 Offensive ASSAULT amp BATTERY DY See Assault amp Battery Other for general elements ASSAULT DOMESTIC M G L Elements see Assault Other MORE HERE ASSAULT OTHER M G L Elements 1 Placing Another in reasonable Fear of AE ere Here to GATHER INFO NOT Give it QUT ATTEMPTED TOM BEFORE TOWING Please chec
19. 000 gt esa Print ReClassify Nature VEHICLE ASSIST Reportk 51 FrankF longwc 3 Cancel Date Location NE iare Time of Occurrence Distribution 3 28 2002 Day Thu Time 12 04 PM Email Addess H Dn Property Off Property FIGURA Hl Buildina Street Place Building Name Here Floor eb H Area Secured Department Area Type o RTK Stats Approve oe 102 Date Submitted 3 28 2002 Time 12 04 Ph Approved By FREEDMAN E Date Loc Property Subject Outside Services 36 Printing Reports Similar to the e mail feature reports can be printed from each Report s data entry screen or from the Master Log And reports can similarly be printed one at a time or queued for batch printing 4 General Service Report a Fara aras go T Longwood Security Services Inc Date Location g s Place Building Name Here far mein 4 Select Report 54 3 28 2009 Thu 12 37 P FRAUD FLIM FLAM Place Building Name 4 342 ALL 52 3 28 2002 Thu 1206P MA ACCIDENT Place Building Name 1 Jatt 51 3 28 2002 Thu 1204P VEHICLE ASSIST Place Building Name 8 Jatt 50 3 28 200 Thu 1203P REPAIR REQUEST Place Building Name 8 ALL 49 3 28 200 Thu 12 03P VEHICLE ASSIST ALL 46 328 200 Thu 11 49A VEHICLE ASSIST Place Building Name 5 ALL 43 3 28 20 Thu 11 46A VEHICLE ASSIST Place Building Name 3
20. EFORE LOGGING ON in order to see the entire screen TIP System Administrators can reset the default screen sizes to better suit their standard screen sizes and settings by Note you must reset the TmpAliasSetUp Chapter 1 WRITE OFFICER REPORT WRITING WRITE OVERVIEW s Institution Security Information System 1515 2000 DE XI File Edit Write Dlepatch Search Admin Maintenance Help E Report Mature X o Master Log Ji Report Training Report Nature allows users to select the title of the report being written ISIS unique Pseudonym feature discussed later greatly aids in finding an appropriate nature code ISIS will then pick the associated Report Form as set by your system administrator Master Log allows Officers who are interrupted while writing a report to later return to their unfinished report and complete it without losing their work All reports are automatically written to 1 e saved in your ISIS Database once an officer enters all information required on the first Report Writing screen 1 e the Date Loc tab shown later AND moves to the next tab window When writing a lengthy narrative it is strongly recommended that you press the 5 us hi 27 button periodically Report Training allows users to practice moving through ISIS s screens On exiting a training session all training reports are automatically deleted NOTE Officers write to
21. ISIS 2000 USER S GUIDE Data Gathering and Analyzing Practices For Implementing Better Security Decisions LONGWOODSS INSTITUTION SECURITY INFORMATION SYSTEM The 1 Incident Report Writing amp Data Base Management Tool for Effective Security Management A BRIEF HISTORY OF ISIS ISIS was developed with on going input from many security managers and officers beginning in 1995 Since then ISIS has been successfully used by hundreds of officers and administrators in many many environments including world renown healthcare and educational institutions and nationally recognized residential communities But the ISIS story goes back much farther than 1995 ISIS is rooted in the efforts of the Longwood Harvard Medical and Academic Committee on Security dating back to 1969 when the Committee with the help of computer experts at Harvard University and later at Northeastern University s School of Criminal Justice saw the need to better collect and analyze data for investigations cost analysis and effective management decision making In summary we ve drawn of the ideas and input of many many talented and dedicated professionals in making ISIS a reality for all Any oversights and errors you may find in ISIS are of course entirely the responsibility of yours truly and our development team We are committed to seeing that ISIS continues to grow and expand and have plans in the works to further enhance its functionality and eas
22. Read Before Beginning to use ISIS A7 WorkSheets Plus a Edit Spell Checker Please Wait 50 E _ Metros Master Log E User Log al Save Log Print Log Print Apt Print All Queue Report Queue E mail _ amp Pitkos eme Sema Queue Repon gs Emei E EMail TT ob Preview Apt Tips BUTTONS simplify 51 DE Y Data Entry 7 Next ee ReClassify Ti Delete x Cancel E Dispatch Slips ipsu 5 End W 0 Report 2 End With Report 22 Calculate Hours Pt Watch AB analyze data Open Save if Clear Photos gt 999 under Photo Search A ACCENNO gt under Property Change Se ae 99 under Property o Show Photo 53 W Search Ctrl Click to select multiple Better hint 54 The Date Loc tab in the above example will default to the site organization you selected at log in If you are assigned to only one site this will be your default site and there is no need to select a site at log in 55
23. anyone with the free web downloadable Adobe Acrobat Reader can view and print such reports Reports received via e mail will print out formatted and in a resolution more or less identical to what you receive off your own local printer Authority to send reports as e mail attachments is set by your system administrator on a user by user basis If you have e mail rights you can select a report or multiple reports for e mailing from either the Master Log or the individual Report screens E Mailing Single Reports Reports can be sent as they are being approved from the above Date Loc tab of each report OR from the Master Log In either case highlight the report you wish to send and press the EMal button 33 E Mailing Multiple Reports from the Master Log From the Master Log you can select and attach multiple reports to a single e mail Queue E mail address or to multiple addresses using the button Highlight the reports you wish to attach to an e mail one by one pressing the Queue E mail button between each selection ai selectreport uiid Filter By E i E i Mstr Log E Print Log C Occurred Submitted alte ALL Officer H User Log Print Rpt Sort By Site Print All Date Range 10 17 2001 E Type E Find Rpt Queue Report 4 17 2002 E E CARI Sed Nature E Time Range 12 00 AM C Approved C Unapproved Both C Dispatch Slip Incident Reports
24. e of use features Everyone at Longwood and especially our software developers wish you the very best in using ISIS We especially look forward to hearing any comments or suggestions you may have for future updates and changes Regards John T Connelly Esq CPP President isis longwoodsecurity com Licensed Users are authorized to make copies of this booklet and other set up materials and related documentation but solely for internal use including in the training of officers and others using this software in accordance with applicable licensing agreements described elsewhere Any other copying sharing or use constitutes a violation of existing copyright laws or your license agreement and make subject violators to criminal and or civil penalties Please contact Longwood Security Services Inc with questions or requests for permissions in this regard All Rights Reserved 1995 2002 Longwood Security Services Inc Boston MA CONTENTS AN OVERVIEW CHAPTER 1 CHAPTER 2 CHAPTER 3 CHAPTER 4 A Brief History Feature Highlights Windows Screen Sizing WRITE OFFICER REPORT WRITING Writing Reports Using Notes Pseudonyms Spell Check Master Log Screen Keyboard Navigation Tips and Shortcuts Using and UPDATING On the Fly Data Drop Down Lists Persons Subjects Vehicle Plate Numbers SEARCH DISPATCHER INFO SEARCHES amp LOOK UPS Parking Tickets amp Tows Photo amp Subject Searches Vehicle Access
25. iety of fields for Site Nature Time and other data Nearly all filter dialogue boxes operate in the same fashion As such we will use only a few examples beginning with choosing a Nature or group of Natures Press the Choose Natures button at the top center of the General tab screen and a filtering window similar to the following will open Choose Natures X Display Options All Incident Types JAll Crimes Crimes Against Persons Duns A gon eset Crimes Against Property Display Option group Soros will filter your list of Alarms Available Options Conditions Observed Door Openinas Available options Selected options ALARM FIRE ALARM MAINTAMENCE ALARM SECURITY BROKEN KEY COMPLAINT CONDITION OBSERVED CONTRABAND DISASTER DOMESTIC DISPUTE DOOR OPENING ELEVATOR MALFUNCTION ESCORT by Vehicle ESCORT by Walking freed When the above window first opened the top left Display Options box showed only Display Options EPTITTTTTITITITITTETITITTITITIITITITTITITTITIIITIIIIIIEIT SSA Incident Types fA Crimes All Services 44 By pressing All Services the Available Options list bottom left side of window is filtered to include just Services 1 e all crimes were removed from the list At this point you can further limit your available choices by clicking on a sub category of Alarms Condition Observed Door Unlocks etc Ind
26. ion a distribution _ o ii fe On Propert Jt Property HoomS treeth Building Street Floor so Area Secured Department Area Type El ATE Stats Approve Ro E Date Submitted 3 28 2002 Time 5 52 Fi roved By CONNELLY Date Lac Property 4 Vehicle Complainant witness Subject A Outside Services The reporting officer is required to fill in the Occurrence Time Time can be entered in either military or Greenwich format though military time is usually found to be more convenient for the report writer Time will be automatically converted to Greenwich Time a m p m time to help people not familiar with military time but who may later receive your report Occurrence Time is often critical for later analysis and possibly investigations That said with many crime reports such as Larcenies the exact Time of Occurrence is oftentimes not known e g when a theft occurs over a weekend in a closed building In such cases contact your supervisor for advice on your department s protocol for assigning estimating such unknown times For your convenience the Submitted Date and Time fields near the bottom of the report similarly default to the day and time you opened the report form TIP RE Screen Navigation Some users prefer the keyboard s Tab key in place of their mouse to navigate from field to field amp from data entry screen to data entry scree
27. ired fields combined with various nature specific forms prompting officers to include important information Note ISIS presently contains the following forms ai Blank Report Set IOl xl Report Forms v Alarm Emergency Response wv Condition Observed v Crime v Door Opening Y General Service Y Medical Assist v Parking Ticket w Patient Assist w Towed Vehicle v Vehicle Access Check All Uncheck All 4 Print X Cancel e ISIS professional looking easy to read print outs which can easily display your organization s logo and other department information e an email feature which makes distributing reports to interested department managers a few mouse clicks away requires Adobe Acrobat Writer and e its data search and graphing capabilities and more requires little or no training 1s designed for ease of set up and use and has been well received by all who have used it over the years ISIS MAIN MENU gi Institution Security Information System 1515 2000 2 OR x File Edit wrie Dispatch Search Admin Maintenance Help amp XHG ra ISIS integrated design allows for a compact yet powerful Main Menu that helps users quickly locate what they want to do without a lot of looking around or jumping from menu to menu The Main Menu is organized more or less by user group with e Officers using Write to enter reports e Dispatchers using Dispatch and Search to
28. ired or not If a report is to be filed as noted by pressing the End With Report button the Log Slip will be automatically converted into the start of an Incident Report and will be posted in the Master Log under the responding officer s name waiting for the officer to complete the report This start of a report will include all information provided by the Dispatcher except the dispatcher s Comments information If No Report is required dispatchers press the End w 0 Repor button and the Slip will post as a Dispatch Slip only After posting the cursor reverts to the Name field ready for the next caller s request ee 31 Chapter 3 SHIFT SUPERVISOR FUNCTIONS APPROVING E MAILING PRINTING LOCKING OFFICER REPORTS Approving Reports Generally Many departments require their Shift Supervisors review and approve all or certain reports before the end of each shift In ISIS Maintenance Nature Set Up screens system administrators identify which reports require approval After a report is approved it is locked Only people with specified rights to do so may open them And only those with even higher rights can alter edit or delete a report Approving and thereby locking down reports 1s an important data protection function To help with identifying reports needing approval Supervisors can filter the Master Log to show only reports that have not been approved
29. ity Services Inc FRAUD FLIM FLAM Subject Multiple Property and Subject photos can be attached to a single report by 18 Outside Services Many departments find it useful to track their interaction with outside agencies and companies Since not all incidents involve the use of outside services these are not required fields 4 Crime Report Longwood Security Services Inc Outside Services PEA AZ 19 Writing the Narrative It is suggested that narratives be written in chronological order For example ai General Service Report i Ir x A mp ew Safety and Security D epartment m A UT MEE 320 Newbury Street f OK El E Mail Site Boston Architectural Center Boston MA 02215 E Y em we HeClassily Nature POLICE ASSISTANCE za Reporttt 91620 A Cancel pe E E Narrative Thesaurus M Spell Check b P johnbeellongwoo Al approximately the above time on the above date while assigned as abserved was dispatched on a report of was dispatched to perfarm a service OF was appraached by who statedthat an D ate Loc 4 Property Subject 4 Outside Services 4 Narrative TIPS Report as fact only information known by you personally Facts are what you came to know based on one of your five senses 1 e what you personally saw heard smelled felt or tasted For information provided to you by another person always clearly s
30. ividual report Natures you wish to include in your report can be sent to the PEPA box by either double clicking or by pressing the gt button Filtering for Persons General Persons Subjects and Patients HH 22 aay Analyze Data Al ES Enter Selection Criteria Last Name First Mame Choose Status e a ALL q B E LasN First N 2 m Do Go to Main Menu for additional Subject Search if Ig features Race Sex Age Arrest Made Trespass Es Yes C No Both ls es C Mo Both E E Open Ed Save x Close Persons Filtering for Miscellaneous Outside Services Alarm types et al 45 gi Analyze Data Ir x Enter Selection Criteria Dutside Services larm Types Alarm Causes Choose Services Choose Alarm Types Alarm Choose Alarm Types Choose Alarm Causes FALL TALLY TALLY Door Open Cause ME Observed Patient Watch Hours Choose Door Open Cause Door Choose Door Open Cause Cause Choose Condtion Condtion Choose Hour Type TALL TALL TALL af Clear Eee w Bun Ej Open EX Save X Close Property Miscellaneous CHOOSING THE REPORT STYLE Log Statistic Summary or Graph On the last tab labeled Analysis you chose the type of report you want Clicking on the radial button of a report style will liven up options for a Log Statistics report or Graph Report Style qe STATISTICS
31. k the past history on this vehicle BODY RELEASE Assistance given to a Funeral Director BOMB THREAT Elements 1 Communicates in mast any way BREAKING amp ENTERING FORCIBLE Elements 1 Breaking of a Close and BREAKING amp ENTERING NO FORC See Notes under BAE Forcible BREAKING amp ENTERING MOTOR VE THEFT of Contents from Vehicle BROKEN KEY Tape broken key part to work order al Ld E New ril Clase View Hotes Step 1 In the Search Characters field type the first few letters of a Report Nature and you will be taken to the appropriate nature or its pseudonym In the above example we typed ASSP and were taken to ASSIST POLICE Step 2 You now have 2 options you may either e Go immediately to the report form s data entry screens by highlighting and double clicking the Nature of your report b New or by pressing the button OR you may e First review the instructions and tips provided by your Department by highlighting and double clicking on the related Notes Column or by View Motes pressing the button which will open a window similar to the following y Nature Notes We re Here to GATHER INFO NOT Give it OUT Our first obligation is to our organization and our community As such unless there appears to be an imminent threat to the safety of persons OH to the serious destruction of property we do not provide information which could be considered
32. m as will be discussed in the Administrator s Analyze Data chapter Patient Watch Time Tracking If your system administrator has turned on Patient Watch Reports officers and others with Data Entry rights will be able to use this form Most of the input screens are similar to other reports and require no further explanation In addition to providing standard reports and graphs Patient Watch reports can also track hours and officer time using the following screen a Patient Watch Report AT ES Lora lt vw 0D MIS DEPARTMENT Forss Peredresa des I asarida alane rr 74 2 Brookline Place OK El E Mail PA Brookline MA 00000 617 735 0600 ES Print A BeClassify Site Longwood Security Services Inc 617 735 0600 5 K j Nature PATIENT WATCH Security ys Report 71 FrankF longwe Pi Next Assist Requested by M D R N Name SMITH Title Ext Officer Name Date amp Time On Duty Status First Officer CURRAN 3 30 2002 11 16 AM zi Scheduled Relief Officer FREEDMAN y 3 30 2002 12 00 PM E Billable Remove 2nd Officer Relief Officer x N H Remove 3rd Officer Relief Officer Py 0 y Remove 4th Officer Relief Officer Py Hj Remove 5th Officer Assist Ended by M D R N Title Ext Date amp Ended Time Name JONES 3 30 2002 2 30 PM Scheduled Billable Calculate Hours 0 hrs and 44min 2hrsand30min Date Loc 5
33. n Moving to the next entry screen requires either pressing the tabs on the bottom of the data entry screen e g into Property Vehicle or Tabbing thru all fields which will then lead onto the next screen tab Drop Down Lists Look Up tables a k a drop down lists are set up by your system administrator and serve both to reduce the amount of typing required as well as maintain data consistency for effective data and investigation searches It is important to include all available information in the fields provided using drop down lists where available Information about Property Vehicles or People that is only included in your Narrative will not be retrieved in subsequent data searches 10 Crime Report E ziLI x Ld r MIS DEPARTMENT 3 E rcv ee 2 Brookline Place ra E M ail Site Longwood Security Services Inc y A 3 DET Print My ReClassify Nature LARCENY UNDER 250 E Reportit 19 FrankF longwc MX Cancel Subject z r Last Name First Name E Arrest Made ID DT y pol Race y Comp Age Height i Hair Color Scars Marks 120 lbs 121 140 lbs 141 160 lbs Yo 4 S how Ph oto gt Find Photo Clothing Warning apply to Fields with Drop down lists are signified by eithera ora El button on the right side of the field Those with the 3 dots can be opened by clicking anywhere in
34. or oer icd d Black 00000000 John Doe Last seen By John Doe 12 12 7001 Dae Discovered Gone 13 12 7001 Discovered Gone by John Doe Property pre S lof 9 rate 2 250 00 Model Dell Inspiron Chwner Stats Employee Phone 43456 Day Ime Wednesday 12 12 PM Day Fine Wednesday 12 45 PM Fhone Office Business Equip Additional property items persons subjects or vehicles etc will print out on page two and subsequent report pages 1f needed 15 Find Show Photo Overview 2222 I m still getting lost Users can attach and later view one or more photographs associated with their reports If a photo is attached the _66 Show Photo button will be active If a photo is not yet attached but either exists in a prior report or elsewhere on your computer you can find and attach the photo using the button 1f your system administrator has given you rights to do so 2 Property Pictures Property pictures can be found and attached using the following screen If your system uses ISIS default directories existing photos will be found under Drive letter Program Files ISIS Pictures Property aq Property Pictures EM henge Photo f Add New Photo x Cancel Description Subject Photos New Subject Photos To attach a recent photo press Go to the Drive where your photos are located and click on the file name 16 ay Photo Search Bl x Search Res
35. ort Time v Wednesday From 00 00 te 23 59 v Thursday wv Friday Right to Know flagged Reports v Saturday Y Sunday LC es C No Both Es Dispatch Slip C Incident Reports Both d Cear Cear Y Bun E Open EX Save X Close Property A After setting the General tab selections for Site Report Nature Report Date Time Ranges etc users move across the bottom of the screen opening tabs and setting filters for Location Property Vehicle etc There 1s no required order though the tabs are set up in more or less the same sequence as the report writing data entry tabs Analyze Data s default data settings is ALL 777 re order buttons on screen sic ra G o H After setting your filters limiting your search to defined criteria press ov Bm i If you wish to save these filters except for date range which must be set each time press E c the button as described above If you ve previously set filters for a report you intend to use regularly you needn t reset your filters Instead press the tah button and you will be taken to where you last saved your filters under a file name you assigned Double click on your saved file and you will 43 cde Cl To reset your filters to the default 1 e ALL press _ i Cen Building a Report Setting Filters Step by Step General Tab Beginning from the above main screen labeled General you set a var
36. p table TIP System administrators are encouraged to periodically run Analyze Data reports to find instances where Miscellaneous is being used so that they can more fully build their tables and pseudonyms over time Required Fields To ensure thoroughness in the report writing process each report requires various fields be completed If you do not complete a Required Field and attempt to leave that screen a prompt will appear asking you to complete the needed information y General Service Report ial x E XL Id Ak a Safety and Security Department T E 320 Newbury Street wv OK E Mail Site Boston Architectural Center v enii MA uzat a a pss Print ReClassi Nature Po LICE ASSISTANCE E Reporttt 91620 johnb longwoo Cancel Pi Next Date Location oes iff Delete Time of Occurrence Distribution Date 7 23 99 Day Fi Time 11 49 AM distribution 1 Institution Security Information System 1515 32 OnProperty C Off Pre l C9 Field AreaType must have a value Building Street Floor or Department E Area T e is v RTK Stats Approve gj eee 1082 Date Submitted 7 23 33 Time 11 49 AM Approved By CONNELLY Date Loc Property Subject Outside Services Property related fields such as Estimated Dollar Value Property Type Time Last Seen and Time Discovered
37. private or confidential IF IN DOUBT as always ASK your supervisor Fl Close El Save Department specific notes typically state what information should be included in a report who needs to be notified of a specific event your state s legal elements of a particular crime etc LEGAL DISCLAIMER For our users convenience and as an example of what is possible ISIS comes with notes containing the elements of several crimes based on Massachusetts General Law In no case should this information be used in lieu of legal advice State laws are constantly being changed and crime elements can vary widely ISIS 1s a data gathering and analysis tool only Y ou are strongly advised to seek the assistance of competent legal counsel in interpreting your needs in all legal matters Selecting a Nature by Using a Pseudonym Continuing with our example after we choose Assist Police from the Nature list ISIS brings us to the first data entry screen for a General Services report form see below Assist Police is in the nature list as a pseudonym not as an approved nature description Since the approved nature description as specified by your system administrator 1s Police Assistance the first data entry screen appears with our Assist Police pseudonym selection automatically converted to the preferred title Police Assistance ay General Service Report O x O Y o wena Site Print
38. privileges by your company O xl g Analyze Data Parki Enter Selection Criteria Sort By Plate d 123880 Model Year From 1900 to 2099 Date amp Plate Number Report Date Hodel From ci 22122002 to 04 21 2002 Violation Type Tow Heason VALL Choose Vinlatian Lm Warning E x Make No ticket Mo tom requested by Longwood Security Services Inc LL Owner John Doe Title Employee of the Month State IALL Choose BodyT ype B Open ER Save X Close Process Tickets ie Clear Property Vehicle TIP If you operate multiple sites the requesting site e g Longwood Security in this instance will be automatically identified This is a heads up notice only Officers may still enter a parking violation ticket or tow report if deemed appropriate 29 Photo Subject Search Dispatch Log Dispatchers can track service requests to timely completion as well as prompt officers to write certain reports by using the ISIS Dispatch feature sj Institution Security Information System 1515 2000 IOl x arch Admn Maintenance Help Ji Selecting the above Dispatch pick from the Main Menu will open the following screen s Dispatch Reporting Ioj xj Site y Report 36 X Cancel Date 3 28 2002 Day Thu Time 11 23 4M Start Name Buildina Street Floor Room Streettt Nature Phone As
39. r dictionary Thesaurus Thesaurus Lookup Topic Hour Verb Adi Adv Word Lookup Replace x Cancel ISIS also helps a user find replacement words synonyms for use in the Narrative 21 Using the Master Log to Return to a Report If interrupted while writing a report and 1f you ve proceeded past the Date Loc screen you may return to complete your report through the Master Log When first opened the Master Log screen will be blank Begin by adjusting your date range filter by pressing on the calendar pages in the top left corner of the Master Log ai elect Report Filter By Occurred amp Submitted Date Range Site ALL Officer Sort Bp Site Type Mature F Approved Unapproved F Dispatch Slip Incident Reports Site Report Date Day Time Nature Location Fr doing so will open the current month s calendar g April 17 2002 Aedes 5 w uM v9 ea HEN Se DUREE After beginning and ending dates you must press the above green check mark v to post your from and to date selections The forward and reverse buttons will change the date from month to month or from year to year 22 Before opening the Master Log you may additionally adjust a variety of filters to limit your view by site by officer submitting a report by type of report nature of report whether approved or not etc
40. rs as with any user can save personal filters l for later use by pressing the amp save 599 button while the filtered log remains open When reopening the log and after setting a desired date range users activate their E User Log personal filters by pressing the and not the Master Log button 32 APPROVING REPORTS HOW To approve a report go to the Date Loc tab and click off the Approve box Your user number will then automatically appear in the Approved By box and in the last column of the Master Log sj General Service Report Iof x gs MIS DEPARTMENT Loney 2 Brookline Place v OK E EMail 2d A Brookline MA 00000 617 735 0600 ES Print ral ReClassi Site Longwood Security Services Inc 617 735 0600 aad Nature MAY ACCIDENT Reporttt 52 FrankF longwe 2 Cancel Date Location Tue Tl Delete Time of Occurrence Distribution Date 3 28 2002 Day Thu Time 12 06 PM distribution a On Property Off Property Room Strestit Buildina Street Place Building Name Here eu Floor 1 Area Secured Department Area Type ee E 103 Date Submitted 3 28 2002 Time 12 06 PM Ap froved By 105 CURRAN CONNELLY Date Loc Property Subject Outside Services E Mailing Reports ISIS provides for e mailing reports E mail capability requires the purchase and installation of Adobe Acrobat Writer though
41. rs do not press the Master Log button instead press the A E UserLog button which will active your personal filters Regardless of whether you use the Master Log defaults or your own personally set A E UserLog filters you must set a Date Range for each use Press Y after setting your dates NOTE Some buttons appearing on the Master Log will be grayed out as determined by the rights assigned by your system administrator TIP to Filter for multiple Report Types or for multiple Natures you must hold down the Ctrl key when clicking your left mouse button 24 Sorting the Master Log The Master Log default sort 1s set in order of those natures that are usually of most importance and interest to security managers Therefore by default the sort 1s first by Crimes against Persons then by Crimes against Property then 2277 After displaying the Master Log 1t can be easily re sorted by any one of the included headers by pressing on the Header type e g Site Report Date Day The following example shows a Log filtered by pressing on Nate i So that reports are listed alphabetically by Nature desecription ay Select Report MT Xx Filter By a E eS lt p Mstr Log ES Print Log C ccurred Submitted E Officer Sort By Nature a User Log i Print Apt Save Log Print All Date Range ET 4 20 2002 E Type E Find Rpt Queue Report PELE
42. s will involve multiple items of property vehicles etc A Tool Bar is provided on each screen where including additional items may be necessary See the tool bar with the circled sign in the following screen shot a General Service Report Ox s gt A FE Safety and Security Department E T 320 Newbury Street w OK E E Mail Site Boston Architectural Center y pogan MA 02215 a i n Print E ReClassi Nature Po LICE ASSISTANCE a Report 91620 johnb longwoo Fi Next a y Last Name First Name FERE 7 Arest Made IDH ID Type poe i Race y Complexion zl Sex zl Age y Height y weight jui y FaciaiHar y Hair Color zl Hair Style zl Eyes xz Scars Marks o Showhoto Clothing ind Photo warming apply to EFE E READ FROM TRESPASS WARING CARD Date Loc Property Subject A Outside Services 1010 After completing the data entry for the first item press the button to add an additional item When additional items are placed in the report the forward and reverse arrow buttons gt will come alive as will the delete minus sign button When your report is printed there will be an indication on the first page of your report that there are multiple property items persons subjects vehicles etc This indication will be in the appropriate section header line 14 PROPERTY fem Description Notebook Computer Col
43. side a field TIP Drop Down lists 1f present can be opened by clicking anywhere inside a field It is not necessary to press directly on the gray button Drop down lists can also be opened by typing the first few letters of a selection or by pressing the Alt Down cursor Arrow or Alt L combinations on your keyboard User Created Look Up Tables In addition to system administrator created Look Up tables Users automatically create time saving Look Up tables when writing a report listing any Person Subject or Vehicle Plate Number These look up tables are immediately available for later use by all 11 Once created you can access the on the fly look up tables by double clicking on a Name or License Plate field in the Vehicle Persons or Subject screens You will then be taken automatically to a list of information submitted by your fellow officers e g see following motor vehicle plate screen Search Characters Plate EE Mao CE 3 o19FMC ssat E 08976CY Ma Red Nissan 240 SX 2 Door Hardtop E 224410 Ma Blue Honda Civic 4 Door Hardtop Bl 255BCB Ma Gray Toyota Camry 4 Door Hardtop E 2868FK Ma Red Chevrolet Cavalier 4 Door Hardtop E 2981 Ne Green Z see narrative KZ 650 Motorcycle B 332161 Ma Blue BMW 325 4 Door Hardtop fal S410WR Ma Green Mazda Protege 4 Door Hardtop E 3595KT Ma Green Mazda Mx 6 4 Door Hardtop E 377XZB Ma Green Chevrolet Blazer 4 Door Hardtop B 4232HR Ma Tan
44. signed To y Comments El Officer a On Scene End w 0 Report End With Report Response Log s The cursor will open on and later default back to the caller s Name field Dispatchers enter data by tabbing from field to field Typing the first letter s of a Building Name Floor Nature or Assigned Officer will automatically open a drop down list Highlighting the chosen code and Pressing Enter on the keyboard will post the chosen information and bring you to the next field 30 For the sake of speed there are no required fields A Start Time and Date will be automatically applied either when tabbing off the Assigned Officer field or by pressing the Start button The Log Slip will automatically post to the Response Log list System administrators assign 2 projected Response Time Intervals to each Nature When a nature sits in the Response Log field for longer than the 1st time interval without an officer reporting back that he or she has arrived on scene the related Response Log line turns Yellow When the 2nd interval passes without an on scene indication the line turns RED Upon arriving on scene an officer radios this information to dispatch and the C n 5 cene dispatcher stops the response time clock by pressing the button When an officer radios dispatch that they have completed their assigned task Dispatchers indicate whether a report is requ
45. tate the source of your information 1 e Specify who told you e g Mr Jones stated he saw the above Subject 1 running It 1s usually not necessary to repeat in the narrative the names plate numbers or other descriptions you already provided in the above fields A clear reference to the pertinent information is all that s needed e g the above vehicle or the above Subject 1 if there are more than one subjects is all that 1s required Most departments require that your opinions hunches and other thoughts be submitted separately Check with you supervisor for your department s policy 20 Spell Check Using Spell Check will help your reports appear more professional Spell Check Ei Ei Mot Found compaina 0000000000000 Replace With complainant Change All Change i NEN gnore All Ignore Add Auto Correct Help X Cancel Suggest Start Unda last Options ual Names such as people street and building names can be included in ISIS dictionary by your system administrator or other users with Edit Approved Reports rights To ensure misspelled words are not entered in your Department s custom dictionary many users will see the Add and other buttons grayed out indicating they are inactive for that particular user Notify your Network Administrator of any frequently used words such as Building and Street names missing from you
46. the Site code Incident Report number and Nature The sender s name will similarly be automatically entered You may change the Subject line 1f you wish You may also enter an e mail narrative if you wish Changes will occur on all 2229 Send Once you have added a message 1f desired press MIN and the following prompt will appear Information i The following Incident Reports will be e mailed 150821 148753 149094 Would you like to proceed Press Yes and each report will cycle through your system s email process and be sent as a Separate e mail 35 New e mail recipients may be added by pressing the MewEmailAddess button Outdated e mail addresses may be removed by highlighting the address to be deleted ee Email Address button and pressing the New e mail addresses will be automatically stored in a site wide table for later use by all with e mail rights To use the stored list either double click on the name or press the 2 gt gt l single item insert Ed button Press the all 2 button to include all email addresses A record of who was e mailed a report will be automatically created on the first screen of each incident report so sent These names will also print on any future hard copy of an e mailed report ml x gi General Service Report Te MIS DEPARTMENT Enc 2 Brookline Place Y OK z EMail Site Longwood Security Services Inc Brookline MA 00
47. type of crime or perhaps only one or more buildings area types time of day day of week or some combination of the above criteria 41 You can create a focused report by filtering out unwanted data or put another way you set your filters to include in your report ONLY data relevant to the issue at hand Filter Setting and Saving Filters for Re Use Setting filters can be cumbersome the first time If you intend to re use your filters you should save them under a report file for re use monthly quarterly annually or s E g more often using the pum following button which will open a screen similar to the Open EHE Look in 5 lais EM ke Desktop My Documents Bl hy Computer ci 3 Floppy amp b E 0107021733 E File name Es Network Neighborhood My Briefcase VERE Files of type You may use ISIS default location to save your reports or you may select another location In either case ISIS will automatically remember and return you to the last directory in which you saved a memorized report 42 USING ANALYZE DATA STEP BY STEP Analyze Data is ISIS most powerful search graph and analysis tool You begin building a report by setting filters in the following screen a Analyze Data Ioj x Enter Selection Criteria Site Nature ALL Choose Sites ALL Report Date Days From 12 30 2001 to 03 30 2002 v Monday Y Tuesday Rep
48. ults FirstName LastName Type lt X Cancel el m rr Search Critria A Search Clear Search Site Type LastName FirstName Alias Race Complexion Sex y Weight from Height from Age from Weight to y Height to y Age to HairColor Eye Color Marks Scars 4 Existing Subject Photos You may attach photos previously attached to another report to the report being written If you know the name and location of the photo you can use the button as described earlier If your system uses ISIS defaults existing photos will be found under Drive letter Program Files SIS Pictures Subject If uncertain whether or where a photo exists you can search for the photo using the above filtering criteria Highlighting a report will call up the related picture Subject History After searching for and locating a Subject you will find prior reports relating to that subject by pressing the Show History button to call up the following screen Doubling clicking on a report will open it 17 y Subject History Prior Trespass Warnings if any will be indicated by Site Code in the results list Trespass Warnings are added in the Subject tab see below Warnings can be given for multiple sites If your Department uses a standard warning to be read from a card this can be indicated here as well Crime Report Longwood Secur
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