November 24, 2020
As you are undoubtedly aware, the FBI has mandated that all law enforcement agencies adopt the NIBRS reporting standards beginning on January 1, 2021. In response to this mandate, ProPhoenix has been working with the State agencies and selected law enforcement agencies to develop, deploy, and test the new State mandated NIBRS components within the ProPhoenix records system. The intent of these efforts was to ensure that ProPhoenix was fully prepared for all agencies to transition to the newly mandated reporting requirements prior to the January 1, 2021 target date. ProPhoenix is pleased to announce that we have achieved these goals and have officially implemented NIBRS within Phoenix.
This post is intended to provide you an executive summary of the project, with specific focus on project timelines and associated costs. We have also created detailed configuration documents available for download from CRM. Customers wishing to configure their system to capture and report NIBRS to the State can follow our instruction documents. There will be a nominal fee for those that wish to have ProPhoenix configure their system for the transition, but the choice is yours.
With the Jan 1, 2021 deadline looming, agencies will need to begin the deployment as soon as possible. The reporting requirement means that the agency must begin collecting NIBRS data as part of case reporting on January 1st, with submission and certification of the State to begin shortly thereafter. Each customer will need to update to the latest version of Phoenix 2020, which has the latest tools available to assist with a smooth transition.
There is no cost for the NIBRS enhancements to our software. Each agency may wish to configure their systems to properly report NIBRS. Installation and User Training documents are available in CRM. Each agency wishing to have ProPhoenix implement NIBRS for them will be charged a fee of $2,500 per agency, which will include the following services:
Install and configure the NIBRS service
• Configure the NIBRS service in RMS
• Coordinate with the State to collect the State connectivity details (firewall config, credentials)
• Configure the submission credentials, and link in RMS and verify the connectivity from RMS
Configure the NIBRS Static Data
• Download the latest State statue and update the Charge table state statutes to be the same as State statute (Charge code & NIBRS)
• Update FBI NIBRS code list
• Update 23 NIBRS related coded tables (e.g., Race, Property Type)
NIBRS - Report Entry, Error Check & Submission Training
• Up to 8 hours of online training
Training Services: Training is intended to familiarize key agency users/administrators with how NIBRS has been implemented in the software, and how to use the new NIBRS management tools. Training provided is a baseline of up to 8 hours of online focused training, with extended training options available.
Optional Training: The stated cost proposal includes up to 8 hours of online training services. If the agency wishes to contract ProPhoenix to provide additional user training, we would be happy to develop a training approach to specifically meet the needs of the agency, and are prepared to provide additional online or on-site sessions. Please review the desired training needs with your ProPhoenix representative.
Agency Internal NIBRS Familiarization: While not a direct cost item for the agency, it is important for the agency to begin to familiarize personnel with the fundamental requirements of NIBRS reporting. Your agency staff needs to know the basics of NIBRS before we begin training in the ProPhoenix RMS NIBRS component and use the reporting software. This task is a self-directed educational process in which the agency prepares internal plans to expose users to the fundamental concepts of NIBRS. We recommend you add the following FBI NIBRS User Manual link to your RMS link screen so your users can review the requirement and scenarios, and to ensure that your NIBRS records personnel have a good understanding of these reporting requirements.
ProPhoenix has created a 7-step rollout process, which can be adapted for each agency and made operational prior to the January 1, 2021 NIBRS commencement target. We have provided a summary description below, with a detailed description of each task following.
1. FAMILIARIZE key agency stakeholders with the fundamentals of NIBRS reporting. Your agency staff needs to know the basics of NIBRS. This task is a self-directed educational process where the agency prepares internal plans to expose users to the fundamental concepts of NIBRS. Start this familiarization as soon as possible. We have found that users in states now submitting NIBRS are reporting the majority of the submission errors are due to a lack of knowledge on NIBRS requirements.
2. Update to the latest 2020 RMS release. The NIBRS software has been completed by ProPhoenix and is ready for deployment to the agency's production system. The core NIBRS components will be installed as part of the current RMS release, and will be provided to agencies under a current ProPhoenix support agreement at no additional cost. Upgrade to Phoenix 2020 is a MUST and needs to be scheduled as soon as possible.
3. CONFIGURE required services as detailed in the Installation Documents:
a. Phoenix NIBRS Web Service Installation Guide
b. Phoenix NIBRS RMS Configuration Guide
4. ProPhoenix has enabled the ability for agencies to update their Charge tables from our setup databases. The Charge tables are properly coded for NIBRS reporting. This makes the NIBRS data work within your existing reporting process.
5. TRAIN your staff for properly reporting NIBRS. There are many more data points and validation needed for NIBRS than for UCR summary reporting. If you contract ProPhoenix to configure your system, an 8-hour online training course will be included. Training services are purchased from ProPhoenix in accordance with the agency's desired training approach. We have also created a NIBRS Scenarios Guide available in CRM that can be used to train your staff with various common scenarios using NIBRS.
6. Create a plan, which should include the agency's internal timeline and milestones.
7. CERTIFY with the State. This will require dual UCR and NIBRS data collection for 3 months to certify with the State. Once certified, legacy UCR data collection can be discontinued and removed from the data entry screens.
For scheduling purposes, it is very important to let us know which option of installation you with to use, self-directed, or contracted services from ProPhoenix.
If you are a Phoenix User Agency, and unsure of NIBRS transition, or interested in Phoenix software and would like more information how we can help with NIBRS reporting, contact us at 609-953-5311.