leadership academy presentation sally f. muir june 4, 2002
TRANSCRIPT
Leadership Academy
Presentation
Sally F. Muir
June 4, 2002
Communication
Linking APD Patrol Officers Through E-Mail
CommunicationBackbone to any business, organization, group, or relationship.
Information must flow from top to bottom and also from the bottom up.
Communication
Early 1990’s – Extensive audit done on the Austin Police Department.
Findings included:
Internal communications
needed to be improved.
CommunicationInternal departmental newsletter was developed.
One-page “Xeroxed” document on colored paper.
Distributed with paychecks.
Communication
Newsletter has evolved into an 8-page document.
Still distributed with paychecks once a month.
Communication
Early 1990’s –Personal computers were new to APD.Adjustment from typewriter to PC was slow.Written information still distributed to employees by inter-office mail.Time was an issue – people got information at different hours & days. No consistency.
Communication
One-on-one communication is essential but information is often “interpreted”.
APD as a Department
Tremendous growth at APD
1998 – reorganization & de-centralization
6 area commands
Multiple facilities across Austin
Technology at APD
Department going through technology adjustments
Mobile Data Terminals in patrol cars
MDTs – Getting information to officers
Switching over to DEORS system of report entry & retrieval.
Technology at APD
1998 – “Outlook ’97” incorporated into APD computer system.
First real means of distributing information out to employees quickly.
1999 – upgraded to “Outlook ’98”
Technology at APD
Linked APD from Chief level down through detective level, including most civilians.
600+ patrol officers not linked to system
Officers worked on the street – did not have a “desk” workspace.
Communication
Summer of 2001 – Chief Knee set up numerous small meetings with patrol officers representing all six area commands.
Officers encouraged to “bring to the table” any issues or problems/solutions.
Communication
Officers asked for ability to have e-mail accounts. Issues included:
1. Access to computers & getting information
2. Finding out departmental changes from watching television news coverage
3. Feelings of frustration, anger and disappointment with department
Areas of Interest
No computer access for patrol officers.
No e-mail accounts for patrol officers.
Information can not go out to patrol at the same time that it is sent to the rest of the department.
Officers feel they don’t get information.
Officers learn about department changes from the nightly news.
Analysis
The individual as a psychological system. Understanding how a person takes in information, organizes it, and then interprets that information.
Analysis
In listening to the officers at the meetings, it was obvious that their perception was that they were not getting all the information that they needed.
Analysis
Equity
Socialization
Overcoming Resistance to Change
Motivation Through Consequences
Conflict Management Theory
Adult Development Theory
32% (241) of APD’s 750 patrol officers are 30 years of age or younger.
They grew up in the “computer age”
Played video games & “surfed” internet
Would expect to have access to computers
Physical Capital
By investing in something tangible, like computer hardware & software, e-mail accessibility can be possible for patrol officers; thus, the department can be brought together through the sharing of information.
Managing the Environment
Adapting the structure through e-mail enhancement for the distribution of information to patrol officers.
Response – Action Plan
Meet with APD Manager from Information Systems Department.
Discuss the feasibility of e-mail accounts for patrol officers.
Discuss possible costs involved.
E-mail Project
There are four possible options for this project. Each having some advantages and disadvantages.
Option 1
Add e-mail accounts for officers that are similar to other employees’ accounts.
Cost: $1,500 per each fully-equipped PC
Set-up approximately 650 profiles on 30-40 PCs.
Support cost is probably prohibitive.
Option 2
Utilize roaming profiles for each of the 600+ officers.
Security concerns.
Support costs & network bandwidth requirements would probably be prohibitive.
Option 3
Add “shift or platoon” e-mail accounts that would be shared by multiple officers.
Would not allow for confidentiality.
Possible “temporary fix”.
Option 4
Investment in a Citrix Metaframe Server system.Functions similar to a “dumb terminal”.Applications run directly on the server.Access to network resourcesLock down stations for added security in less secure areas.Most feasible system for implementation.
Response – Action Plan
Conduct informal survey of the department on the “need” for an expanded e-mail system for patrol officers.
Response – Action Plan
Meet with APD financial officer to discuss funding.
This would be an “unbudgeted” item for either this year or next year’s budget.
Response – Action Plan
Look for alternative funding sources such as:
• The Austin Crime Commission
• Corporate sponsors (high-tech)
• Grants from state or federal agencies
Response – Action Plan
Meet with Training division to discuss necessary training for officers which may include:
1. In-service training for current officers
2. Additional training for cadets in the Academy
Response – Action Plan
Develop criteria for utilizing the “APD-All” e-mail account, including possible uses for the “patrol” account.
Information to Distribute
Information from the Chief
Crime data -a particular crime/crime pattern
Overtime – Special events
APD news releases – approximately 40 releases are put out to the media/public each month
Training and in-service information
Information to Distribute
Job postings
Promotion & retirement ceremonies
Death & funeral notices
City Manager messages
Assessment
Conduct a follow-up survey of patrol officers at six months from time of implementation to determine if they:
1. Are receiving information through the e-mail system
2. Feel that what they are receiving is useful information
Assessment
Conduct survey of command staff, supervisors, and civilians to determine level of satisfaction with the e-mail system as means of distributing information out to patrol officers.
Assessment
Obtain statistical data to show quantity of data being sent through e-mail system to patrol officer accounts.
Assess the financial impact of project on budget.
Leadership in Action
Information is essential
to achieving
the mission of APD.
“To protect and serve Austin’s diverse community so that residents and visitors feel, and are, safe.”