Traffic Stop Reporting System (TSRS)

Administrator Guide

Commonwealth of MassachusettsExecutive Office of Public Safety

August 1, 2005

Commonwealth of Massachusetts – TSRS Administrator Manual

Revision History

Date Version Description Author6/21/05 1.0 Initial Draft Version Kevin Thorne6/24/05 2.0 First Revision Kevin Thorne6/28/05 3.0 Second Revision Kevin Thorne

Dave Czelusniak7/27/05 4.0 Comments from Jim Slater incorporated and

various updatesJim SlaterDave Czelusniak

8/11/2005 5.0 Comments and updates from Jim Slater Jim Slater

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Commonwealth of Massachusetts – TSRS Administrator Manual

Table of Contents

1 Introduction..........................................................................................................................11.1 Welcome to the TSRS.................................................................................................................11.2 System Requirements................................................................................................................. 11.3 TSRS Setup................................................................................................................................. 11.4 TSRS Database Backup..............................................................................................................1

2 Administration.....................................................................................................................22.1 Add a New User.......................................................................................................................... 32.2 Modify the Profile of an Existing User..........................................................................................42.3 Delete an Existing User...............................................................................................................52.4 Import Stop Reports.................................................................................................................... 62.5 Export Stop Reports....................................................................................................................82.6 Change Agency Code.................................................................................................................92.7 Audit Trail.................................................................................................................................. 10

Attachment A – Import Record Layout.......................................................................11

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Commonwealth of Massachusetts – TSRS Administrator Manual

1 Introduction

1.1 Welcome to the TSRS

The Traffic Stop Reporting System (TSRS) was developed at the request of the Executive Office of Public Safety (EOPS) to provide a tool for local police departments to use for the electronic data entry, storage, and analysis of stop reports.

The TSRS is a Microsoft Access-based system that provides an easy-to-use interface. This Administrator Guide will explain how to administer the TSRS software.

1.2 System Requirements

The TSRS software is designed to be loaded onto a single computer having the following characteristics:

- Windows 2000 or XP

- Microsoft Access 2000 or higher

- Screen resolution set to 800 x 600

1.3 TSRS Setup

Setting up the TSRS software for use requires very little effort. To set up the software, you must do the following:

1. Doublie-click the TSRS System icon on the Desktop to start the system.

2. Log into the TSRS as the system administrator. Use the following credentials:

UserID = AdministratorPassword = test14

You will be prompted to reset the Administrator password.

3. Enter your agency’s three-character CJIS Agency Code in the Enter CJIS Code dialog box and click OK.

4. Add users to the TSRS security table. Instructions for adding users can be found in Section 2.1 below.

Once these tasks have been performed, the TSRS software is ready for use.

1.4 TSRS Database Backup

Because the TSRS software is designed to run on a standalone PC, it is extremely important that the TSRS database be backed up on a regular basis to prevent the loss of data in the event of a PC failure. The system administrator should use whatever backup solution is available or customary in his/her agency to back up the TSRS database at least once a week.

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Commonwealth of Massachusetts – TSRS Administrator Manual

2 Administration

The Administration functions of the TSRS are only available to those users who have the Administrator role.

How to access the Administration functions of the TSRS:

1) Click on the Administration button on the TSRS Home Page. The following screen will appear.

The Administration functions available to the TSRS Administrator are as follows:

Add User: to add a new user to the TSRS system.

Modify User Profile: to change a TSRS user’s profile, including the user’s password.

Import Stop Reports: to import stop report data from another source (e.g., another TSRS database, an Excel spreadsheet, another Access database) into the TSRS database.

Export Stop Reports: to export TSRS data to an ASCII-formatted file to be used by another application or for import into another database.

Change Agency Code: to change your CJIS Agency Code should that ever become necessary.

Audit Trail: to view the system audit log for a specific Control Number.

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2.1 Add a New User

Things to know about adding a user:There are three (3) “roles” within the TSRS. These roles are:

Administrator: this is the highest role within the TSRS. Administrators have access to allTSRS functions, including the ability to add, modify, and delete user profiles.

Approver: a user assigned the role of Approver can access all of the functions within the TSRSexcept the Administration functions.

User: an individual assigned the role of User can enter, view, and edit his/her own stop reportsand can also change his/her own password.

A user can only have one role within the TSRS, so administrators need to make sure that each user is assigned the appropriate role when his/her account is created.

How to add a user:

1) Click the Add User button on the Administration page. The following screen will appear.

2) Enter in the required information. All fields, except Officer ID, are required.

3) Click the Save button.

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2.2 Modify the Profile of an Existing User

How to modify the profile of a current user:

1) Click the Modify User Profile button on the Administration page. The following screen will appear.

2) Click the Edit button for the user you wish to edit.

3) Modify the fields that need to be changed.

4) Click the Save button.

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Commonwealth of Massachusetts – TSRS Administrator Manual

2.3 Delete an Existing User

How to delete a current user:

1) Click the Modify User Profile button on the Administration page. The following screen will appear.

2) Click the Delete User button to the right of the user record you wish to delete.

A Warning dialog box will appear on the screen asking you to confirm the deletion. If you are certain you want to delete the specified user, click “Yes”. To cancel the deletion, click “No”.

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Commonwealth of Massachusetts – TSRS Administrator Manual

2.4 Import Stop Reports

The TSRS software allows you to import data into the TSRS database from another data source. For example, if you are running more than one copy of the TSRS software, you can import the stop reports from all running copies into one “central” TSRS database. You can also import data from an Excel spreadsheet or from any other data source from which you can extract an ASCII-formatted file.

Instructions for exporting traffic stop data from one TSRS database to another can be found inSection 2.5 of this guide. Appendix A contains the record layout required for importing data from a source other than another TSRS database.

How to import stop report data:

1) Click the Import Stop Reports button on the Administration page. The “Import from” dialog box will appear.

2) Enter the name of the file, including its path, in the “Import from” dialog box.

Example: \My Documents\test

Do not include the file’s extension.

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3) Click OK. If the file import is successful, the following message will appear on the screen.

If the file import is not successful, an error message will appear on the screen. Make the required corrections and then launch the file import function again.

Things to know about Importing Stop Reports:

Regardless of the source, the records to be imported into the TSRS must be stored in a text file with a file extension of “.txt”.

The record format for the import file can be found in Attachment A.

No editing or validation is performed on imported stop reports. Therefore, you must ensure the quality and integrity of the records being imported.

The data type of each field in the import file must be consistent with the data type of its corresponding TSRS field or the following error will display. The import function can still continue by clicking ‘Yes’, however the field(s) in error will not be populated.

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2.5 Export Stop Reports

The TSRS software allows you to export data from the TSRS database for import into another data source or application. For example, if you are running more than one copy of the TSRS software, you can export the stop reports from all running copies and then import those records into one “central” TSRS database. You can also export data for use in an Excel spreadsheet or for import into a Records Management System.

Instructions for importing traffic stop data into a TSRS database can be found in Section 2.4 of this guide. The record layout of the file produced by the Export Stop Reports function can be found in Appendix A.

How to export stop report data:

1) Click the Export Stop Reports button on the Administration page. The “Export to” dialog box will appear.

2) Enter the name of the text file you want to create, including the path, in the “Export to” dialog box.

Example: \My Documents\test

Do not include a filename extension.

3) Click OK.

If the data export is successful, the following message will appear on the screen.

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Commonwealth of Massachusetts – TSRS Administrator Manual

If the data export is unsuccessful, an error message will appear. Correct the error in the “Export to” dialog box and click OK.

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Commonwealth of Massachusetts – TSRS Administrator Manual

2.6 Change Agency Code

How to change your Agency’s CJIS Agency Code:

1) Click the Change Agency Code button on the Administration page. The following screen will appear.

2) Enter you three-character CJIS Agency Code in the CJIS Code field.

3) Click the Save button.

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2.7 Audit Trail

How to run an audit trail on a Traffic Stop Report:

1) Click the Audit Trail button on the Administration page. The Traffic Stop Reporting dialog box will appear.

2) Enter the Control Number of the Traffic Stop Report for which you would like the audit trail.

3) Click OK.

The Audit Trail for the Control Number you entered will appear on the screen as in the following example.

To print the on-screen Audit Trail, select “Print” from the File menu at the top of the report screen.

To close the Audit Trail window and return to the Reporting screen, click Close.

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Commonwealth of Massachusetts – TSRS Administrator Manual

Attachment A – Import Record Layout

Stop Report Table Definition Name Type Size

ControlNumber Text 7AgencyCode Text 8LocationCode Text 8OfficerID Text 5AgencyCaseNumber Text 20Date Date/Time 8Time Date/Time 8RaceOfDriver Text 25OptionalRace Text 50DriverGender Text 10NumAddOccupants Text 2RegStateCode Text 2RegNumber Text 10AssignmentStatus Text 40AssignmentOther Text 50ReasonForStop Text 30DYearOfBirth Text 5Residency Text 30CheckNoYOBR Yes/No 1SpeedDetByR Yes/No 1SpeedDetByE Yes/No 1SpeedDetByC Yes/No 1ResultOfStop Text 30DurationOfStop Text 30CitationNumber Text 15RoadClass Text 40SearchAsResult Text 50ReasonForSearchC Yes/No 1ReasonForSearchPC Yes/No 1ReasonForSearchRS Yes/No 1ReasonForSearchI Yes/No 1ReasonForSearchSIA Yes/No 1ScopeOfSearchD Yes/No 1ScopeOfSearchP Yes/No 1ScopeOfSearchV Yes/No 1ResultOfSearchNF Yes/No 1ResultOfSearchDDP Yes/No 1ResultOfSearchA Yes/No 1ResultOfSearchW Yes/No 1ResultOfSearchM Yes/No 1

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