REPORT TO COUNCIL
SUBJECT
Title
Action on National Crime Statistics Exchange funding from the Bureau of Justice Statistics and Federal Bureau of Investigation and Related Budget Amendment
Report
BACKGROUND
SCPD currently submits monthly crime statistics to the FBI via Uniform Crime Reporting (UCR). UCR is a nationwide program that law enforcement agencies across the country voluntarily report data on crimes that occur in their jurisdiction to the FBI. The program was created with the objective to generate reliable, comparable information for law enforcement administration, operations and management.
Each month, participating agencies report the number of known index crimes, number of crime cases cleared and crimes reported to the police in their jurisdiction. There are Part I and Part II crimes reported as well as two crime categories - Crimes Against Persons and Crimes Against Property. UCR does not differentiate between completed and attempted crimes. Eight (8) UCR data points, referred to as Part I Crimes, are currently submitted via written documents to the FBI to be entered into a computer system for analysis; only the most serious crime is reported even if multiple crimes occurred. Annually, the FBI publishes a crime report.
DISCUSSION
The FBI is transitioning to a NIBRS-only data collection by January 1, 2021. In addition, California will have additional state specific reporting requirements, referred to as CANIBRS (California National Incident Based Reporting System). NIBRS is an incident-based reporting system for collecting and reporting data on crimes. Ultimately, NIBRS will improve the detail and overall quality of crime data, which will help law enforcement and communities around the country use resources more strategically and effectively.
NIBRS data is generated for each law enforcement agency’s Records Management System (RMS) and includes every incident and arrest in the Group A offense category and only arrest information in the Group B category. Like UCR, NIBRS reports Crimes Against Persons and Crimes Against Property. Unlike UCR, NIBRS also reports a third category - Crimes Against Society. A total of 46 data points are collected in NIBRS; all crimes associated with an event are included. NIBRS data can also be submitted electronically through a Records Management System (RMS).
The Bureau of Justice Statistics (BJS), in partnership with the Federal Bureau of Investigation’s (FBI) Criminal Justice Information Services (CJIS) Division, made funds available through National Crime Statistics Exchange (NCS-X) to support National Incident Based Reporting System (NIBRS) reporting by law enforcement agencies. The NCS-X funding may be used to establish or enhance, through improved automation, the capabilities of our agency to transition to NIBRS.
SCPD’s existing RMS is not NIBRS-compliant and does not collect the necessary data for NIBRS reporting purposes. The Department’s new Computer Aided Dispatch / RMS system will need to include NIBRS compliant data fields.
At the time of SCPD’s Request for Proposals (November, 2016) for a new RMS system, CANIBRS had not yet identified its requirements. The details for the new CANIBRS requirements have yet to be published by the California Department of Justice. However, additional professional services will be required to make RMS CANIBRS compliant before our expected “go live” date of Fall 2019. NCS-X funding will allow SCPD to enhance the automation of the RMS system and configure the data necessary to meet CANIBRS requirements.
On May 14, 2018, the Santa Clara Police Department (SCPD) submitted a NCS-X grant application for $387,000 ($181,650 for RMS NIBRS upgrade, $25,350 for consultant services, $180,000 for mobile devices for personnel assigned to a patrol vehicle) in funding strictly to support the agency’s transition to NIBRS. On September 25, 2018, the City of Santa Clara was notified of a grant award in the amount of $207,000 for RMS NIBRS upgrades ($181,650) and consultant services ($25,350), which is recommended to be allocated to the Capital Project for the CAD/RMS Upgrade.
This one-time grant funding also allows the Department to provide end-user training in a train-the-trainer method to teach Records Division employees on how to collect, audit and submit NIBRS and CANIBRS reports.
The additional scope of work will include:
• Schedule, prepare the agenda for and facilitate monthly updates via phone or web conference between the SCPD and the Bureau of Justice Statistics (BJS) to discuss project updates
• Provide monthly project updates to Police management
• Develop and submit quarterly financial status reports in accordance with NCS-X grant requirements
• Develop and submit semi-annual grant progress reports in accordance with NCS-X grant requirements
• Develop and submit monthly written project status reports that update the status of each task identified, report the progress made toward completion of each task, and provide an update on budget expenditures in each of the budget categories, as defined in the grant application
• Participate in regular status meetings between the SCPD Project Team and RMS vendor to discuss NIBRS data collection, validation and submission
• Support external communications to the Department’s stakeholders regarding the transition to NIBRS by tailoring and/or refining templates provided by NCS-X
• Maintain a project plan throughout the course of the project. The plan will track the project schedule, action items and the outcome of resolved issues. Regular status meetings with the Project Team will serve as a means of tracking project progress and managing detailed project issues that affect project scope, schedule, budget and quality.
• Serve as a technical advisor to the Police Department as it transitions to NIBRS-based crime reporting. In this role, DELTAWRX would be available to review vendor-provided documentation, draw on lessons learned from other agencies that have transitioned to NIBRS, and provide ad hoc support.
At the time of this report, CANIBRS has yet to finalize the specifications for the upcoming transition. As a result, the staff cannot yet enter into specific negotiations for the RMS and CANIBRS solutions. Meanwhile, NCS-X requires grant recipients to accept the funding within 45 days of award notice. As such, the staff is requesting the Council accept the funds at this time. Staff will return to the Council to amend contracts for the RMS and CANIBRS solutions as necessary.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of a California Environmental Quality Act (“CEQA”) pursuant to the CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Acceptance of the $207,000 grant award from the National Crime Statistics Exchange, and corresponding appropriation of grant funds, will allow the Police Department to become NIBRS and CANIBRS compliant.
Budget Amendment
FY 2018/19
|
|
Current |
Increase/ (Decrease) |
Revised |
|
539-General Government CIP Fund |
|
|
|
Revenues |
|
|
|
|
Grants (539-6118-55800-(G)-NIBRS) |
$0 |
$207,000 |
$207,000 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Program 7747 (Police-911 Dispatch/ Communications) |
|
|
|
|
Equipment (539-6118-80500-(G)-NIBRS) |
$0 |
$207,000 |
$207,000 |
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a Cooperative Agreement with the National Crime Statistics Exchange, substantially similar to the attached form; and,
2. Approve a budget amendment in the amount of $207,000 in the 911 Dispatch/Communications Capital Project.
Staff
Reviewed by: Michael J. Sellers, Chief of Police
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Award Report and Cooperative Agreement with the Bureau of Justice Statistics