Transcript Leadership Academy Presentation - The University of Texas at Austin

Leadership
Academy
Presentation
Sally F. Muir
June 4, 2002
Communication
Linking APD Patrol Officers
Through E-Mail
Communication
Backbone 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.
Communication
Internal 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 resources
Lock 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.”