Police NSPIS HR

NSPIS is the National Strategy for Police Information Systems.

NSPIS HR is an integrated Resource Management system designed for efficient management of Police Resources, designated and maintained specifically for the Police Service to streamline people processes across the Force.

NSPIS HR underpins a balanced HR Plan to drive Police Reform based on high data integrity and accuracy. Associated forums run by Forces to develop NSPIS HR provide a platform to develop NSPIS HR in a highly cost effective manner. Working with all interested parties, this research, planning and subsequent deliverables will keep NSPIS HR and Police HR professionals equipped with modern evolutionary solutions to meet Police Reform, Force, IT and HR agendas.

NSPIS HR delivers a single source of truth for Police HR data, Force wide, from Recruitment to Retirement in 4 areas:

Police Personnel (PP)

Duty Management (DMS)

Health & Safety (HSR)

Training & Administration (TAS)

Based on Oracle Applications and Technology, it has been designed to replace a myriad of legacy systems often found in-Force that lead to data duplication and inconsistencies of key people information. These disparate systems are expensive to develop and difficult to support. This may also lead to breaches in legislation. NSPIS HR replaces these disparate systems with one integrated system operating at the heart of Police HR needs. Designed to drive:

• Efficiency gains
• Operational Effectiveness
  
• Compliance
  
• Return on Investment

A commercial application that has to be 'bent to fit' will never offer all of the above. Significant sums would have to be spent to customise a commercial application, which would then be difficult to develop and support going forward.

Police NSPIS HR
Police Personnel

A complete HR system with Oracle HRMS as its core. It is a Web-based system that maintains all employee related data during their career.

COA Solutions has taken Oracle HRMS, extended and configured the functionality to meet the specific NSPIS requirements for Police Forces. These used in conjunction with Duty Management, Training Administration System and Health and Safety Reporting System provides the NSPIS Human Resource Solution. NSPIS is the National Strategy for Police Information Systems.

NSPIS PP incorporates Force specific business processes integrating the various modules to provide a total solution e.g. identified development needs are automatically placed on the nominations list for training within the Training Administration System. Upon successful completion the associated skills are updated within Personnel and the Duty Management System.

NSPIS Police Personnel incorporates the following key areas:

Recruitment
Personnel
Career Development
Occupational Health
Welfare

Features delivered by the system include the following:

• Multiple Recruitment Cycles
• Recruitment Source Information
  
• Recruitment Costing
  
• Letter Production
  
• Applicant to HR take-on
  
• Grades & Spinal Points
  
• Salary Planning
  
• Comprehensive employee details
  
• Jobs & Posts details
  
• Organisation Structure Details
  
• Creation of Organisation Charts
  
• Career Development
  
• Employee Performance
  
• Development Reviews (PDRs)
  
• Employee Training Details
  
• Complete Employee History
  
• Occupational Health
  
• Welfare
  
• Administration
  
• Management reporting
  
• ICF
  

Recruitment

Police Forces are under increasing pressure to attract and retain employees. The recruitment module enables the Force to run recruitment campaigns, advertise the vacancies in various media and monitor the effectiveness of these and their associated costs. Initial paper sifts can be performed by Recruitment via standard reports, matching applicants competency profiles to the requirements of the vacancy. Applicants can be processed either individually or 'en masse' through the various recruitment stages e.g.; Interviews, PIRs, Assessment Centres, etc. with associated correspondence produced automatically via mail merges. Once an Applicant is appointed their personal details are available within the Personnel module for processing.

Personnel

Personnel provide strategic information to the organisation for the best utilisation of resources. The Personnel Module incorporates Force specific Business Processes to assist in this task e.g.; identified development needs are automatically placed on the nominations list for training within the Training Administration Module. Upon successful completion the associated skills are updated within Personnel. The Personnel module enables the capture of Force specific data within Special Information Categories e.g.; Assaults & Injuries, Driving Licences/Accidents, Accelerated Promotion Scheme, Previous Service, Medical Tests, Qualifications & Skills, Security Checks. A suite of Force standard reports are provided including HMIC, Recruiting, Ethnicity, Strength & Absence, etc.

Career Development

With greater demands on Forces, and financial constraints it is ever more important to retain and motivate the existing employee base. The Career Development Module assists the Force with this task by recording and maintaining a Competency/Skill Framework associated to the Forces Strategic Goals and Objectives. This enables the Force to align employee development needs and goals with the Forces strategy.

Occupational Health

Records and maintains applicants' and employees' personal health details. Provides a secure environment for attachments to be held within Occupation Health Special Information.

Welfare

Records and maintains employee and associated family/contact welfare information. Provides a secure environment for attachments to be held within Welfare Special Information. The Launchpad gives users a single point of access to the NSPIS HR solution. Access is personalised via security to map users specific roles and responsibilities.

Event Manager

Event Manager is available with all COA Solutions NSPIS applications and is used to generate time-based events prompting the user to perform specified actions and record an outcome. Event Manager covers the following functional areas:

• Ad-hoc Event Generation
• Automated Event Generation
• Event Action and Removal
• Viewing Privileges (shared Access)
• Workgroups
• Security
• Integration with:
  
• NSPIS Training Administration System
  
• NSPIS Duty Management System
  
• NSPIS Health and Safety System
  
• NSPIS Self Service
  
• National Standard Interfaces:
  
• NSPIS National Management Information System (NMIS)
  
• National Level Directory Services (NLDS)
  

Police NSPIS HR
Training & Administration

Training Administration System (TAS) is a powerful course and student administration tool that helps you plan and execute internal and external training courses. This enables the Force to forecast employee training needs in line with their Corporate competency/skill strategy and allows the management and administration of the delivery to meet these needs. TAS is one of the 4 modules of COA Solutions NSPIS Human Resources Solution.

Practical & Compatible

TAS encompasses all stages of the training process, from initial identification of training needs to the actual completion of the course. TAS supports full cost analysis of training courses, including meals, accommodation, trainer costs, expenses etc.

Information relating to SKILLS maybe passed to the Duty Management System and Personnel, ensuring that skills are up to date and accurate across all business areas. This ensures that specific requirements of service can be met.

Functional Areas

• Course program planner
• Course details library
• Trainers reference
• Resources (rooms, equipment, accommodation, meals)
• Letter production
• Course results
• Costing and management information reports
• Security

Letter Production

• Nomination/confirmation of course place
• Joining instructions
• Briefing/training notes
• Change of duty notification
• Cancellation of course/course place
• Change of course notification
• Result certificates
• Ad-hoc and statistical reporting

Course Programmer functions

• View current program of courses
• Creating new courses
• Allocate resources/trainers
• Student search
• Build student class
• Allocate class to course
• Review bids for course
• Create student nominations
• Record student confirmations
• Allocations (accommodation, meals etc.)
• Book outside agencies
• Modification of course details
• Cancellation of student/course

Resource Management features

• Type and reference number
• Related courses
• Course logistics profiling
• Cost (internal/external)
• Joining instructions
• Number of trainers plus qualifications
• Report categories
• Venue characteristics and equipment
• Minimum/maximum number of students
• Budget reference numbers
• Integration with:
• NSPIS Police Personnel (Recruitment, Personnel, Career Development, Occupational Health and Welfare)
• NSPIS Duty Management System
• NSPIS Health and Safety System
• NSPIS Self Service
• NCALT / MLE (Planned 2006)

Police NSPIS HR
Health & Safety

Health and Safety Reporting System (HSR) allows Forces to meet the increasing demands placed upon them by Health and Safety legislation. With the prime objective being the safety of Officers, it also allows Forces to fully risk assess and avoid situations which can result in potentially expensive insurance and litigation claims. HSR is one of the 4 modules of COA Solutions' NSPIS Human Resources solution.

Practical & Compatible

HSR enables you to record and report accidents, incidents, diseases and risk assessments. HSR automates the flow of information to the Health and Safety Executive (HSE).

HSR incorporates Force specific business processes integrating the various modules to provide a total solution e.g. outcomes of individual employee risk assessments conducted by HSR are automatically notified to Personnel for appropriate action. Injuries and Assaults recorded in Personnel are automatically notified to HSR to undertake the appropriate investigations etc.

Safety

• Incident and accident recording and investigation
• Fully compliant with RIDDOR 95
• Total integration with NSPIS HR

Risk Assessment

• Assessment criteria (work activity, individual maternity, health related, training activity or public event)
• Assessment of associated hazards
• Who may be harmed and how
• Evaluation of risk
• Control measures
• Action manager

Checklists

• Facility to create own checklists
• Links completed questionnaires to personnel/post
• records/equipment/workplaces
• Register of competent assessors
• Facility to record all competent assessors
• Record-keeping and maintenance of all first-aiders in the organisation
• Recording of incidents and diseases (work related, third-party injuries, near miss, dangerous occurrences, property damage and assaults)
• Full Health and Safety investigation

Integration

• NSPIS Police Personnel (Recruitment, Personnel, Career Development, Occupational Health and Welfare)
• NSPIS Training Administration System
• NSPIS Duty Management System
• NSPIS Self Service

Police NSPIS HR
Duty Management

The Duty Management System (DMS) is a comprehensive and flexible rota/shift management system. Developed specifically for the UK Police Force, DMS is one of the 4 modules of COA Solutions' NSPIS Human Resources Solution.

Practical & Compatible

Whether you're tracking individual Officer duty-status, or need to see the bigger picture and monitor manning levels to better manage your resources, DMS enables you to analyse shift-trends, manning levels and abstractions at any level, ensuring the right person, with the rights skills are deployed at the right time to the right location.

As part of COA Solutions' NSPIS Human Resources Solution it will significantly reduce the time lag between absence from duty and personnel notification.

In addition to tracking shift status it also provides for Rest Days, TOIL, Holidays, Sickness and Absence and the Management of Overtime. DMS incorporates Force specific business processes integrating the various modules to provide a total solution.

System Features

• Multifunctional multi-duty planning and maintenance
• 'Desktop' ease of use including Batch Processing
• Complies with Police Regulations
• Supports Staff Flexitime scheme (Force configurable)
• Shift planning to nearest minute
• Absence control facilities
• Minimum Cover breach warnings
• Compliance with Working Time Regulations
• Overtime/TOIL processing
• Summary Personnel Details with Leave/TOIL data and balances
• Diary and Information recording
• Personal Equipment Maintenance log
• Major Event Planning/Operational Orders Module

Proven Benefits

• Automates time-consuming tasks
• Improves cost-effective management of resources
• Aids procedures and morale
• Offers better decision-making capabilities
• Improves use of overtime budget
• Focuses tactical and operational planning
• Helps you to meet manning levels
• Ensures correct deployment of skills
• Excellent at responding to demands

DMS offers

• Different shift patterns to be defined for future shifts and duty rosters
• Association between different cycles and different groups
• Definition, monitoring and variation of minimum manning levels for different days or time periods
• Force Configurable Systems that meet Police Regulations
• Administration including:
• Organisational Structure ('Tree Diagrammer')
• Shift/Roster and ARD patterns library
• Access and Menu Security with full Audit Trails
• Archiving and automatic rolling forward of rosters
• Configurable reports on a wide range of shift calendar, duty, sickness and leave related management information.
• MG10 witness availability form production
• E-mail or printed duty notifications

Development methodology provides:

• Intuitive, user-friendly graphical interface
• Fully-featured relational database
• Extensive security facilities
• A wide range of end-user graphical report generation and analysis tools
• Platform and network portability

Integration

• NSPIS Police Personnel (Recruitment, Personnel, Career Development, Occupational Health and Welfare)
• NSPIS Training Administration System
• NSPIS Health and Safety System
• NSPIS Self Service

National Standard Interfaces

• NSPIS Command and Control
• NSPIS Case Preparation (Planned 2006)
• NSPIS Custody (Planned 2006)

Police NSPIS HR
Self Service

The NSPIS HR Self Service for NSPIS HR is the 'fifth' NSPIS HR module and is designed to devolve access to key HR data to all staff via the Force intranet.

This will include the ability for an employee to check the personal details held about them in the NSPIS HR system and electronically notify the relevant contact if there is a change to the data. An automated 'annual record check' facility will enable Forces to achieve conformance to the Data Protection Act in an efficient manner.

Also included in the module is the ability for an employee to check duties, leave balances, sickness history and training/skills history. Self Service for NSPIS HR has been designed to reduce administration and drive efficiency gains across the Force. It also frees up HR to focus on value added work.

Key Functionality

• Assists the Force to comply with the Data Protection Act
• Staff have access to and take responsibility for their own data
• Annual personal record check returns can increase to over 95%
• Reduced queries and requests for information from HR department
• Efficiency savings by removing of duplicate keying & reducing paper based systems
• Improvements in the quality of data
• Provision of duties information to officers via Self Service with a very low administration overhead
• Improved auditing of Force personal information and reduced costs of administering the periodic HR audit check
• Devolvement of HR and reduction in bureaucracy
• Enables HR to spend less time on administration and more time on strategic activities
• Total integration with the other NSPIS HR modules Police Personnel, Duties Management, Training Administration and Health & Safety Reporting

Integration

• NSPIS Police Personnel (Recruitment, Personnel, Career Development, Occupational Health and Welfare)
• NSPIS Training Administration System
• NSPIS Health and Safety System
• NSPIS Duty Management System