Section 3 - Computer SystemsA. SECTION 3
COMPUTER SYSTEMS
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COMPUTER AIDED DISPATCH (CAD)
General Overview
Computer Aided Dispatch (CAD) is the most used computer system within'the
Communications Center and some portions can be accessed by others within
the Gilroy Police Department who have the proper computer privilege. CAD is
used to enter calls, dispatch calls, keeps status of personnel /equipment, access
history for responding personnel and various other purposes. CAD is also used
to assign case numbers to both Police and Fire calls for service. CAD has a Geo
File which consists of addresses, streets and common place business names. It
also consists of premise file information that include hazards, history,
alarm /gate codes, resident or business contact information.
PSC's also use the CAD system to perform want checks (subject, vehicle,
property etc.) through several systems: Criminal Justice System (CJIS), National
Crime Information'Center (NCIC), Automated Management Information System
(AMIS), National Law Enforcement Telecommunications System ( NLETS), Police
Information Network (PIN), Oregon Law Enforcement Data System (LEDS) are all
part of the larger network of intricate computer systems all linked together
under one large acronym of CLETS (California Law Enforcement
Telecommunications System). The inquiry that you chose to use in the CLETS
terminal will determine which system(s) will provide your returns. These
various systems will be discussed in later chapters.
LOGGING on to CAD for the first time
From a blue screen, you will be asked to log onto Windows. User name should
be `911'. This will be entered in the box. In the PASSWORD box, enter `911'
then click OK. Next step is to click on the "Gilroy Live" shark icon. This will
open a `SYSTEM SIGN -ON' box. In the Operator box enter your CJIC number,
enter your CJIC number again in the password box. This will open multiple
CAD screens. You may have to minimize. the `MAVERICK MAPPING SCREEN'. At
this point, the 6 CAD screens will be working with will display on your monitor.
These windows can be moved and resized until you feel comfortable with your
window set up. They can be changed at any time. Once you have them where
you want, right -click the small shark icon in the lower right corner. Highlight
and click on `modify profile settings'. A box in the upper left corner will open,
make sure your CJIC number is showing in the pull down box, and then click on
the `SAVE CURRENT AS' button. Then click on the `SET AS DEFAULT' button.
This should save your settings. Click `QUIT'.
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CAD SCREENS
Command Window
The Command Window is where all commands are typed, CLETS requests are
made, unit updates and comments are entered along with mask entry requests.
Pending and assigned events can be opened and held, units are dispatched and
cleared from calls from this screen. Although some functions can be done with
the mouse, most of the information entered will. be in the command window.
The Command Window also shows your history, the history of what you have
typed.
System Status
The System Status screen displays the date, what terminal you are logged on to,
your CJIC number and what `groups' you monitor /control (further on this
function later in your training). A message box will populate in this window,
displaying any message(s) you may have pending for you to view. These
messages could include returns from running a subject, vehicle or property
through the CLETS system, message from another terminal, or a BOL (or other
information) over the state wide system. This message may also display in
different colors, indicating what priority of the message.
Pending Events
When an event is created and entered, it goes to the Pending Events screen.
This screen shows calls that have not been dispatched. It also shows calls that
have been dispatched but put on `hold' for various reasons. Until . the call is
reassigned or closed it will stay in the `PENDING EVENTS' screen. This screen
displays information at a glance. It will tell you the type of call, a brief
description, whether it's a Police or Fire call, what beat it belongs in, and also
prioritizes. Calls in this screen will also be highlighted by color for different
prioritizations.
Unit Status
The Unit Status screen displays assigned calls for both Police and Fire. From
this screen information about whether a unit is dispatched, on scene, en- route,
C4 etc. is found. Different colors signify different statuses. This screen can
also be arranged to suit the individual PSC. Most PSC's choose to either look at
the Unit or the Sequence # in the first column. This screen also shows what
type of call, if it's a PD or FD detail, beat and the address. This screen is
divided into 3 parts. Most Unit Status information appears in the center box,
traffic and pedestrian stops will appear in the top portion of the window. The
bottom portion is for the units that are in an `out' (administrative out) status.
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Police Available Units
r The Police Available Units screen displays all Police units logged on. They can
be viewed in several ways. Selecting `UNIT' lists all units assigned or not in an
alphabetical fashion. `BEAT' lists all units by beat assignments. `TYPE', lists all
units by type of unit. SHOW, if `SHOW' is checked it will show all units, whether
assigned to a call or in an `out' status. If `SHOW' is not checked, only available
personnel are displayed.
Fire Available Units
The Fire Available Units screen shows all Fire units logged on. They can be
viewed in several ways. `UNIT' lists all apparatus, assigned or not in an
alphabetical fashion. `BEAT' lists apparatus by station. `TYPE' lists all
apparatus by type. `SHOW', if `SHOW' is checked all apparatus will be displayed
whether assigned to a call for service or not. If. `SHOW' is not checked, only
available apparatus are displayed.
The CAD portion of your training will be covered more in depth using.the
Tiburon CAD User Manual.
i _...
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CLETS SYSTEM
CLETS operating manual is published by the Department of Justice, Division of
Law Enforcement and is designated as an easy look -up guide to CLETS message
formatting.
The CLETS system is a high speed message switching system which allows law
enforcement and criminal justice agencies to obtain CJIS, NCIC and DMV
information. CLETS has a direct interface with Oregon and Nevada.. An agency
can also transmit a free test message to another agency within California or via
NLETS to another state. Broadcast messages can also be transmitted to
participating agencies connected to the APB network. Nationwide or Regional
broadcasts may be sent via NLETs.
The CLETS system will provide all law enforcement user agencies with the
capability of obtaining information directly from federal (NCIC), and state
(DOD. In addition, the system will provide fast and efficient point to point
delivery of messages between agencies.
All CLETS messages are confidential and are for official use only. Examples of
some of the messages acceptable for transmission .over CLETS are:
• Requests for record validation (i.e. warrant confirmations etc.)
• Requests for prisoner pick -up and transportation.
• Administrative Messages (EADMIN /CADM)
This network is used to transmit and receive point -to -point normal and
emergency law enforcement administrative messages. Terminal operators have
the capability of sending a message to one to six terminals simultaneously.
Messages to be transmitted through CLETS have no character limit. If the
message is directed to NLETS, it must be less than 5000 characters, including
CLETS. and NLETS header or it will be rejected by CLETS. All messages, however
should be as brief as possible while still conveying the required information.
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CLETS QUERIES /MASKS
CLETS query - ARTICLE
CLETS query - GUN
CLETS query - NAME
CLETS query - DRIVERS LICENSE
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CLETS query - VEHICLE
10 -29 Query Vehicle: QV
CJIS,NCIC
Minimum information: License Plate
Receive: Stolen, repos, holds on vehicles for crimes,
missing person(s) associated w /vehicles, wants on
people associated with vehicle, impounds, towed /stored,
recovered vehicles.
10 -29 (by VIN) Query VIN: QV CJIS,NCIC
Minimum information: VIN
Receive: Stolen, repos, holds on vehicles for crimes,
missing persons(s) associated w /vehicles, wants on
people associated w /vehicles, impounds,
towed /stored, recovered vehicles.
10 -28 Query Registration: QV DMV,CJIS
Minimum information: License Plate
Receive: Registration information and a 10 -29
Query Vehicles Registered to: QVRT (mask)
Minimum information: last, first names
To narrow down returns, provide lsr 3 digits of address & city
You can run a 10- 28/1029 on the command line using one of these format:
QV (sP) LIC /ABC123
QV (sp) VIN /1FABP1111111 (generally 17characters long, 0 is always.
a `zero', never the alpha `o').
10 -29's and 10 -28s can also be run in the `plate' field on a comment
(i.e. C csp> key Seq # or Unit ID COMMENT: PLATE:
Remember to always LOGM to the associated Sequence of Unit #.
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SUBJECTS
10 -29A
CLETS ENTRIES
People
MUPS1 (Enter Missing Person)
EMV (Enter Missing Person Vehicle)
MUPS2 (Locate Missing Person)
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CLETS ENTRIES
Vehicles
EV Enter Stolen Vehicle
EVR Enter Repossessed Vehicle
EVS Enter Stored Vehicle
EVSH Enter Impounded Vehicle
EVL1 Enter Stolen /Lost Plate - 1 plate
EVL2 Enter Stolen /Lost Plate - 2 plates
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SUPERVISED RELEASE FILE/ CONTACT MESSAGE
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CLETS ADMINISTRATIVE MESSAGE MASKS
The following CAD format or mask can be utilized when sending an Admin
Messages:
CADM California Administrative Message
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NADM National Administrative Message
FREE Free Form Message
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- CALIFORNIA JUSTICE INFORMATION CENTER (CJIC) SYSTEM
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'1_
JUVENILE RECORD SYSTEM - JRS
Definition
JRS (Juvenile Record System) is the section of CJIC that deals with juveniles.
Agencies within Santa Clara County are able to perform probation and warrant
checks on juveniles with criminal histories in Santa Clara County.
LEAN - Law Enforcement Name Query
LEAN is used to find an active juvenile probationers' FILE NUMBER, if one exists
in JRS. Enter the juvenile's name and DOB, hit ENTER. If JRS finds a match
meeting at least 70% of the criteria entered, a listing of FILE# and names
associated with the FILE# will be displayed as probable matches through what
is called the LEAQ mask.
• If at least one match is found, the results will show information such as
name, date of birth, status, unit and type associated with the FILE #.
o Place the cursor at the FILE# entry you want to view and hit F10.
LEAQ will be displayed.
If only 1 probable match is found, and it matches 100 %, LEAQ will be
displayed.
If the Search does not result in a match, NAME ENTRY NOT FOUND
message will be displayed.
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LEAQ - Law Enforcement Juvenile Query
LEAQ allows you to query detailed information about a minor. LEAQ is
accessed most often for the following reasons:
• To view detailed information about a minor such as full name, personal
descriptors, etc.
• To compare available information about a minor to information.on a FILE
# in JRS to confirm identity.
• To view the NOTABLE HEARING RESULTS for a minor, such as orders
pertaining to any, program or search and seizure.
• To obtain the Deputy Probation Officer's telephone number.
LEAQ Field Descriptions
Several fields of this mask are self - explanatory (i.e. name, descriptors, etc). The
following is a list of the rest of the fields and brief explanations. In .JRS, you can
hit the "F1" kev from anv field and it will take you to an overview of the
definition and anv associated code lists for that field, if further explanation is
needed.
WARRANT DATE - The date a warrant was issued for the minor. If a
warrant exists, the date will be red. Any additional warrant information
will need to be gathered by running
the person through CLETS.
• FILE - FILE# - a number that identifies a specific minor in JRS
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• PET - The delinquent petition number issued by the District Attorney to
identify a specific minor
• IC - Indicates a minor's physical custody status
o E - Escaped
o Y - In physical custody
o (blank) - Not in physical custody
• STATUS - The current status of a minor's case or involvement with
juvenile probation
• CS - Courtesy Supervision - minor is on probation in a different
county. Minor is being supervised by the Santa Clara County
Probation Department as a courtesy. Minor has an assigned
probation officer and has a set of probation conditions.
• IS - Informal Supervision /Probation - Minor is placed on informal
supervision for 6 months by the probation department. Minor is
not a ward of the court but has probation conditions. The minor
has an assigned probation officer.
• NR - No Record. The citation or the in custody matter is pending
the probation officer's action.
• 0 - Official Case - Minor has pending charges filed by the DA's
Office. Minor has an assigned probation officer but he /she is not
on probation.
• ODEJ - Deferred Entry of Judgment - Minor is on active probation;
however, not a ward of the court. Minor is on DEJ for one year and
has an assigned probation officer.
• OIS - Official Case Court Informal Supervision. Minor is placed on
informal supervision by the court for 6 months. Minor is not a
ward of the court but has probation conditions and an assigned
probation officer
o ONW - Official Case Non Ward. Minor is on probation; however not
a ward of the court. Minor has an assigned probation officer and a
set of court condition
• OW - Official Case Ward of the Court - On active probation and has
a set of court orders. The Minor has an assigned probation officer.
• For any addition status code definitions, use the F1 key.
• STATUS DATE - The date of the last status update to a minor's case.
• PC296 FLAG - Indicates the minor's current level of compliance with
PC296
o C - Has complied
o E - Eligible for buccal swab based on offenses
o P - Compliance is pending a CII number
o R - Buccal swab has been rejected
CII - The number assigned by the California DOD's Bureau of Criminal
Identification and Information to identify a set of fingerprints
DCQ - The location of any distinguishing characteristics of a minor, such
as SMT's
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• PC - Any physical characteristics of the minor
• PCD - PC description
• UNIT - The unit or probation officer assigned to the case or the unit in
which the minor's folder resides
• UNIT ASSIGN DATE - The date the unit was assigned to the current unit
• PO CODE - The ID number of the probation officer assigned to supervise
the minor
• PO NAME - The name of the minor's probation officer
• PO PHONE# - The telephone number of the Deputy Probation Officer
• ACTIVE - Indicates whether the minor is actively involved in the juvenile
justice system
• FILE LOCATION - The physical location of the specific minor's file
• PRIOR STATUS - The designation of the minor's status prior to the
current status
• PRIOR PO - Prior probation officer
• PRIOR UNIT - Prior probation Unit
• SCHOOL - The current or latest school attended by the minor
• GRADE - The current or highest grade achieved in school by the minor
• LAST ATTENDANCE DATE - The date the minor last attended school
• MEDICAL - Medical Problems afflicting the minor
• MEDICAL CONSENT DATE - The date the minor's parent or guardian
signed the medical consent form
• GANG AFFILIATION - The gang with which a minor is affiliated
• COMMENTS - Information pertinent to the minor or a person associated
with the minor
• PURGE - Indicates whether a case /juvenile may be purged
• NOTABLE HEARING RESULTS - conditions of a minor's probation
o - ABSENCES - No unexcused absences /tardies
o - CONVICT - No contact with victim
o -TATTOO - No new gang tattoos
o CHEMTEST - Chemical testing
o CURFEW - Curfew
o GANG ORD - Gang orders
.o NO GA - No gang activity
• NO LOGOS - No gang logos
• NO PAGE - No paging devices
• SO SCHGR - Not allowed to be on ANY school grounds unless
attending school
• NO WEAP - No weapons
• NO 12 YRS - Not in reach of any minor 12 years of age or younger
• NONASSOC - Non association (specific individuals will be listed)
• PPGM - No contact with probationers, parolees, or gang orders
• S &S - Minor is subject to search and seizure
• 186.3 - Minor must register as a gang member
0
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PETO - Juvenile Sustained Petition Offense
At the end of the LEAQ returns, you can hit SHIFT F1 and go to PETO to find out
the Sustained Petition Offense(s), or the charges for which the minor has been
convicted.
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r.,
BU 1 DING SECURITY SYSTEMS
There are several (audio, visual or both) building security systems within the
GPD building. Some of these systems are recorded, others are not.
CCure
The 'CCure' icon is located on the desktop of your PC. It allows us to
momentarily unlock various (pedestrian, roll-up, vehicle) doors with the
building.
To log -on to CCure:
Click `CCure System' icon
- Enter your User Name and Password
(unless otherwise advised this will be your last name in both fields)
- You will be provided several options. Click `Monitoring Station Client'
- Click on the green door icon (near the top of the screen)
- You may find that you need to enlarge the NAME field so that you can
better read the locations (i.e. associated sides of building - street
names).
- Select the door that you are to open by clicking on it and selecting
`momentarily unlock temporarily'. This will open the corresponding
door for a few seconds only to allow entry.
Network Client
The `Network Client' icon is located on the desktop of your PC. It allows
us to view (in real time) up to 16 of the GPD building (interior and
exterior) cameras.
To log -on to Network Client:
- Click the `Network Client' icon
This will then open the Network Client software program.
- Click on `hive Display' on the Network Client taskbar
This will provide you up to (depending on the setting that you have it set
to) a 16 window view of some of the interior and exterior of the GPD
building. If you would like it narrowed down to less windows with larger
views you can click on the corresponding window view.
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PLC
The PLC system is a totally independent system that allows us to
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MUGSHOT SYSTEMS
We have two internal mugshot photo retrieval systems available to us in
Communications. These systems allow us to retrieve photos of previous in-
custodies.
These systems can be a great resource for when needing additional descriptors
on a subject and /or when we are attempting to locate someone and need a
picture to confirm. If needed, photos can be printed for dissemination to our
patrol officers.
Gilroy Mugshot
These photo files are specific to subjects who were taken into custody by Gilroy
Police Department.
To log into the Gilroy Mugshot system both the user name and password are
officer.
Santa Clara County DOC Mugshot
These photo files are specific to subjects who were taken into custody by
Department of Corrections.
To log into the DOC Mugshot system both the user name and password are:
gpduser.
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RECORDS MANAGEMENT SYSTEM (RMS)
The RMS system is used throughout the Police Department to process and store
records, documentation, process local warrants, file police reports, perform
crime analysis and a wide variety of other functions.
To log -on the RMS local system, double click on the `Production (Tiburon Inc.)'
icon on the desktop. When the window opens it will ask for an Oper ID and
password. Enter your Oper ID, which is your last initial then a 0 (zero) and then
your 4 -digit CJIC (i.e. h01234). Click on `sign on' and you will be logged onto
the RMS system. Your CJIC number will appear on the top right side of the
screen in the `user' field, along with your terminal number. The main Tiburon
RMS Menu screen will also appear.
The main menu will provide you with five file options to select from.
Communications mainly use the `Web Query 2000' file and the `Police System'
file.
WEBQUERY 2000
WebQuery allows you to perform several functions. General. searches are the
most commonly performed functions by Communications personnel.
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General Searches
Name Search: Allows you to search for a subject by name. Name must be
an exact match to get a hit. You may also fill in other fields - sex /race/DOB
etc. (not mandatory).
Name Descriptor Search: Allows you to search a subject by partial name or
date of birth along with other information. This is the most common
search engine for Communications. By keying in a DOB we are able to get
all name hits born on that day. Partial Name feature allows us to input a
name, even if we are unsure how to spell it or are unsure of the exact name
it will perform a search based on the data provided.
Location Search: Putting in an address will give all calls for service history
at that address.
Vehicle Search: Inputting a license number or VIN will give all contacts
we've had with that particular vehicle. A partial License Plate can also be
entered and then narrowed down from there.
Property Search: These are listed by Serial or Owner applied number(s).
You can also use the other fields to narrow the search.
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Field Contact Search: Allows you to search for F.L's based on location.
Inquiry on a subject by NAME
- Choose the `Name Search' under General Searches
- Enter the "Name ": last name (comma), first name
- If you have an exact match, the. name will appear in the next screen
- Click on the man icon, it will provide the subjects local RMS record
Inquiry on a subject by NAME DESCRIPTOR
This may be done in two ways, by either entering in the partial name that
you have (including wildcards or ?) or by DOB.
- Using the partial name, enter the portion of name (last, first)
- This may give you several possible matches
- Scroll through them, choosing the one with matching DOB
Click on the `man' icon to see this SUBJECTS local RMS record
The other manner would be using DOB only as a search parameter..
- Using the DOB, enter the date of birth in both start date and end date
fields. This will provide you with several possible matches
- Scroll through them, choosing the one with the matching Name
- Click on the `man' icon to see this SUBJECTS local RMS record
Inquiry by LOCATION
- Enter the address (digits and street name)'you are searching and use
your down arrow or hit ENTER.
- This will provide you basic 1 -2 line information on the address if one
is found in the RMS system.
- Click on the house icon (to the left of the address)
- This will bring you to a more detailed view of any information we have
available for the specific address.
Inquiry by VEHICLE search
- The vehicle search file allows you to search by License #, VIN# or by
partials using (* and ?) wildcards.
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Report Information Retrieval
There are times that it is necessary to retrieve information from directly from
the report itself. This information may not necessarily be available on the
original CAD event.
In order to retrieve the report you must click on the Production (Tiburon Inc.)
icon. Then click through the following tabs until you reach the `Incident
Retrieval' folder tab.
- Operation
- Incident
- Incident Retrieval
This will bring you to a case # field. Enter the associated case # (9 digits) and
click `search' this will retrieve the available report narratives. The ls' page will
mostly consist of basic information (dates /times, primary officer, status of
report, type of incident, incident location etc.). At the bottom of this page,
under the `Additional Information' section there will be two options:
ARS narrative
ARS report summary
Click on the icon associated to `ARS Narrative' this will bring up the actual
report narrative for your further review.
Bicycle Registration
It is recommended that citizens register their bicycles with the GPD in order to
have their serial numbers and owner contact information on file. These
registrations are entered into the RMS system by Records personnel.
In order to retrieve bicycle registration information, you must click on the
Production (Tiburon Inc.) icon. Then click through the following tabs until you
reach the `Bicycle Registration List' folder tab.
- Community
- Bicycle
- Bicycle Registration List
There are two (by owner name, by serial #) different ways to search and then
clicking `search'.
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If the bike has been registered with GPD a detailed registration window will
appear.
This list will include bike owner information (Name Address, Phone Number as
well as bike description (color, make /model etc.).
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TRACKER TOOL (3SI)
The 3SI tracking tool is a GPS tracking device placed in money bags at financial
institutions that subscribe to 3SI's service. When activated the GPS will begin
tracking the money bags, the alarm will be activated on the 3SI software (you
shall here a loud repetitive beep) and this will activate a map that will show you
updated locations of the bags as they are being tracked by the 3SI system.
The 3SI `tracker tool' icon is located on the desktop. Double click the icon. A
small log in window will appear. Type in the User Name and Password.
User Name: GilroyComm
Password: ____________
(The Password is maintained b the Communications Supervisor
and must be changed every months. For reference, the
Password is listed in NOTEQ files, under Passwords).
After entering the User Name and Password, click `OK'. A small `Tracker Alerts'
window will appear showing `tracker tool status' and `tracking device status'..
Under these two statuses a white box will list any activated 3SI's in the local
area.
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WARRANTS (LOCAL /RMS) FILE
If a warrant is located in the RMS system between 0600hrs- 2400hrs, the
warrant will be confirmed by placing a call to the Records department. Advise
them that you are calling to confirm a warrant and provide them the subjects
Name and DOB. They will then perform a hand search for the actual warrant in
their warrant drawers. They will call back with either the confirmation or advise
that they were unable to confirm the want. Document the confirmation or lack
of confirmation on the associated CAD event.
Should the warrant be located between 2400- 0.600hrs (Records closed hours),
Records has input all their local warrants into a file (i.e. `Warrants' File) on the
desktop. Communications can confirm the warrant themselves by clicking on
the `Warrants' icon on the desktop. This will bring you to an alphabetical list of
ALL local (RMS) warrants in the system. Confirm the warrant by verifying that
the subjects Name and DOB are a match as well as the count (charge) and
amount that you had originally located in the RMS system. Document the
confirmation or lack of confirmation on the associated CAD event.
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- WEB VIN ASSIST
WEB VIN ASSIST is not available at this time.
The system that we are using as a substitute in the interim is
vwwv.vinaudit.com.
Although this system will not provide us all the information that VIN ASSIST
will and can, it is an additional resource that we have available, to attain limited
VIN information.
To use this website, go to Internet Explorer and type in the web page name (i.e.
vinaudit.com). A window will appear requesting the VIN number. Enter the
VIN, this will then retrieve basic vehicle information to include (make, model
and style of the associated vehicle). Document the make, model and style
information that it provides on your associated CAD event.
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