Watch Tour Manager Operations Manual

Transcription

1 Watch Tour Manager Operations Manual

2 INTRODUCTION... 1 SECTION 1 - DEFINING WATCH TOURS DEFINING LOCATIONS DEFINING SCHEDULES Defining a Frequency Based Schedule Defining a Fixed-Time Based Schedule CONFIGURE LOCATIONS... 7 SECTION 2 ALARMS WATCH TOUR MANAGER ALARM NOTIFICATIONS ACTIVE ALARMS WINDOW SECTION 3 - RUNNING REPORTS ALARM HISTORY REPORT WATCH TOUR REPORT SECTION 4 SECURITY SECURITY MANAGEMENT FUNCTIONS New User View/Edit User Delete User SECTION 5 STAFF DATABASE INTEGRATION XML FILE DESCRIPTION XML FILE EXAMPLE SECTION 6 SYSTEM CONFIGURATION GLOSSARY... 19

3 Introduction A Watch Tour is a process by which a correctional officer physically observes a series of stations in a correctional facility. As the officer passes by each station, his or her presence will be detected and documented by the system. Shift managers can later run reports to determine whether the Watch Tours were completed accurately. Additionally, staff managers can setup scheduled Watch Tours, and the system can automatically report Watch Tour inaccuracies. Section 1 - Defining Watch Tours Certain properties must be defined before an officer can engage in a Watch Tour. There are three steps to defining a Watch Tour: Define Locations. Define Schedules. Configure Locations. This section will describe each of these steps. 1.1 Defining Locations A location is a physical area in your facility in which a Watch Tour may be performed. For instance, you may want to setup a location called Pod A or Housing Unit 1. How you name the location really depends on the physical layout of your facility. This section will describe how to define a location. In Watch Tour Manager, on the main ribbon bar, click Define Locations. The following screen will appear: Page 1 of 20

4 To add a new location, click the Add New button and you will see the screen below: Scanners only. Not applicable for PSD based Watch Tours. Enter the Location and the ID*. Refer to the list below for a description of each of these fields. Location - This should be a description for the location (i.e. Pod B or Unit 2 ). ID* - The bar coded value of the actual bar code plate mounted at this location. An officer will scan this bar code when he or she enters this area of the facility. *A location ID is only applicable when using a scanner for Watch Tours. If using PSDs, the bar code is not applicable and will not be visible. The Location Bar Code value can be typed in or scanned using the mini scanner attached to the terminal. Scanning the bar code will automatically enter the information into the ID field. If the officer is defining a new location, then he or she will still be required to enter the Location description as mentioned above. An example of a location barcode plate is shown below: When manually entering the ID value from the location barcode plate, drop the LC from the displayed text and only enter the five (5) digit numeric value found on the barcode plate. 1.2 Defining Schedules This section describes how to setup a weekly schedule for the Watch Tour. There are two different types of schedules: Frequency Based and Fixed-Time Based. Note: It is not a requirement that you use schedules. If you do not use schedules, officers will be able to engage in Watch Tours at any given time throughout the day; however, alarms will not be generated when Watch Tours do not occur. If you desire alarms to be generated, you will need to use schedules. Page 2 of 20

5 A Frequency Based schedule should be used when you want to specify how often a Watch Tour should occur in a given time frame during the day. With this type of schedule, you can setup different time frames and frequencies for different days of the week. Here is an example of a Frequency Based schedule. The Watch Tour should occur every 45 minutes between midnight and 2100, and then every 15 minutes from 2100 to midnight: Day of Week Start Time End Time Frequency Sunday minutes Sunday minutes Monday minutes Monday minutes Tuesday minutes Tuesday minutes Wednesday minutes Wednesday minutes Thursday minutes Thursday minutes Friday minutes Friday minutes Saturday minutes Saturday minutes A Fixed-Time Based schedule should be used when you want to specify the specific times you want a Watch Tour to be conducted. Here is an example of a Fixed-Time Based schedule. The Watch Tour should occur at midnight for Sunday through Saturday, and on Mondays, Wednesday, and Fridays, a Watch Tour should also occur at 1200: Day of Week Start Time Sunday 0000 Monday 0000 Monday 1200 Tuesday 0000 Wednesday 0000 Wednesday 1200 Thursday 0000 Friday 0000 Friday 1200 Saturday 0000 Page 3 of 20

6 1.2.1 Defining a Frequency Based Schedule In Watch Tour Manager, click Define Schedules on the main ribbon bar. The following screen will appear: To add a new schedule, click the Add New button and the screen will appear as follows: Now, enter a Schedule Name to describe your schedule. Next, choose Frequency Based as your Schedule Type. Page 4 of 20

7 Click the New Time button. A screen like the one below will appear. Enter in the Day of the Week, Start Time, End Time, and the Frequency (in minutes). Then click the Save button. Repeat the previous step until you have defined all of your times for each day of the week. Your screen should then appear similar to the one below. When you are finished adding the times needed for your schedule, click the Save button. You can click Cancel to return to the selection grid Defining a Fixed-Time Based Schedule Page 5 of 20

8 In Watch Tour Manager, on the main ribbon bar, click Define Schedules. The following screen will appear: To add a new schedule, click the Add New button and the screen will appear as follows: Now, enter a Schedule Name to describe your schedule. Next, choose Fixed-Time Based as your Schedule Type. Click the New Time button. A screen like the one below will appear. Enter in the Day of the Week and the Start Time. Then click the Save button. Page 6 of 20

9 Repeat the previous step until you have defined all of your times for each day of the week. Your screen should then appear similar to the one below. When you are finished adding the times needed for your schedule, click the Save button. You can click Cancel to return to the selection grid. 1.3 Configure Locations Now that you ve defined locations and schedules, you can configure your locations for Watch Tours. This section will describe how to add stations to a location, as well as how to apply a schedule to that location. In Watch Tour Manager, on the main ribbon bar, click Configure Locations. The following screen will appear: Page 7 of 20

10 In the location grid, select the location you would like to configure and click the Select button. The screen will display the Watch Tour configuration for the selected location as shown below. Next, you will fill in the fields to configure that location. The list below describes each of these fields: Schedule - Choose a schedule that you defined in the previous section. If you do not want to use a schedule for this location, select -Free Form- from the drop down list. By selecting -Free Form-, there will be no restrictions on when and how often the Watch Tour should occur. Page 8 of 20

11 Minimum Duration (in Minutes) - If the Watch Tour is completed faster than this time, an alarm is generated. Maximum Duration (in Minutes) - If the Watch Tour takes longer than this time, an alarm is generated. Annunciate if tour has not started X minutes after schedule start time If checked, an alarm will be generated if the officer does not start the Watch Tour within the defined number of minutes. Allow Tour To Start X minutes before scheduled start time - Allows Watch Tours to begin up to the specified number of minutes before the configured start time. Enforce Station Sequence - If this is checked, an Alarm is generated if the officer passes or scans a station out of sequence. When you are ready to add stations, click the New Station button. NOTE: The previous fields need not be entered at the time the stations are entered. If the schedule configuration is not known, leave Free Form as the default schedule. The screen below will appear: Enter both a Station Name and the ID corresponding to that station then click the Save button. Station Name This should be a description for the station (i.e. Pod A Station1 ). ID For scanner based Watch Tours, the ID is the bar coded value of the actual bar code plate mounted at this station. When using PSDs, the ID is the MAC address of the exciter mounted at this station. An officer will pass by this Exciter as he or she progresses through the Watch Tour. Page 9 of 20

12 After you have added all of your stations, your screen should look similar to the one below. To adjust the station sequence, you can select a row and use the Move Up and Move Down buttons to rearrange the sequence. If Enforce Station Sequence is not checked, these buttons will be disabled. When you have entered the information, click the Save button. You can click Cancel to return to the selection grid. Page 10 of 20

13 Section 2 Alarms While engaging in a Watch Tour, the following alarms can be generated by the system: Watch Tour Not Started On Time If the location is configured to produce this alarm, the alarm will be annunciated if the configured allowance time expires (i.e. five minutes after the scheduled start time). Watch Tour Completed Too Quickly The Tour completed faster than the Minimum Duration. Watch Tour Completed Out of Sequence The Tour was completed out of sequence. Watch Tour Timed Out The Tour was not completed before the Maximum Duration. Watch Tour Incomplete The Tour was not completed by the officer. Additional Alarms that can be generated by the system: Staff Import Format Error A row being imported failed validation due to a format issue. Staff Import Duplicate Error A row being imported matches a user already manually entered. Staff Import Failure Too many format errors or a file error has occurred that prevented any Staff data from being successfully imported. 2.1 Watch Tour Manager Alarm Notifications When logged into the Watch Tour Manager, a blinking Alarm button and an audible beep will indicate that the system has generated alarms that need to be acknowledged. The button will appear in the Operations Group on the ribbon bar. Clicking this button will open the Active Alarms Window. 2.2 Active Alarms Window To acknowledge alarms, select the checkbox for each alarm to be acknowledged and click the Acknowledge button. As alarms are acknowledged, they will be removed from the grid. Note: Click Cancel at any time to close the form. Page 11 of 20

14 Section 3 - Running Reports An administrator or supervisor can run reports to view the details of the Watch Tours and Alarms that have been generated. The available reports can be initiated from the Watch Tour Manager by clicking the Reports button on the main ribbon bar, and selecting the desired report. 3.1 Alarm History Report The Alarm History Report provides history about all Alarms that have been generated by the system. On the main ribbon bar, click Reports and Alarm History Report. The following screen will appear: As shown above, a supervisor can input a date range and click Print or Preview Report. By selecting a specific Location, you can filter the reports data to only Alarms generated in the selected Location. It s important to note that you can also select the Active Alarms Only check box. By selecting this, your report will only include Alarms that have not been acknowledged. The following is an example from the Alarm History report: Pod A Time of Alarm Type Acknowledged By Acknowledged Time 02/03/ :01:48 Watch Tour Not Started on Time 02/02/ :46:24 Watch Tour Incomplete Kent, Jillian J 02/02/ :47:55 Pod B 02/03/ :46:01 Watch Tour Incomplete 02/02/ :46:22 Watch Tour Incomplete Kent, Jillian J 02/02/ :48:47 Pod C 02/03/ :00:01 Watch Tour Timed Out Kent, Jillian J 02/03/ :10:29 02/03/ :01:48 Watch Tour Not Started on Time Kent, Jillian J 02/03/ :20:31 Page 12 of 20

15 3.2 Watch Tour Report The Watch Tour Report will produce a detailed report of all Watch Tours that have occurred. On the main ribbon bar, click Reports and Watch Tour Report. The following screen will appear: As shown above, a supervisor can input a date range and click Print or Preview Report. By selecting a specific Location, you can filter the reports data to only Watch Tours in the selected Location. It s important to note that you can also select the Exceptions Only check box. By selecting this, your report will only include Watch Tours that generated alarms (i.e. Timed Out, Out of Sequence, etc ). The following is an example from the Watch Tour report: Location Date Time Officer Name Officer Badge POD A POD B POD C 11/30/ :45:01 Kent, Jillian J 4436 WATCH TOUR START Watch Tour Description 11/30/ :47:30 Kent, Jillian J 4436 STATION 1 LATE START 11/30/ :50:53 Kent, Jillian J 4436 STATION 2 11/30/ :52:40 Kent, Jillian J 4436 STATION 3 11/30/ :55:59 Kent, Jillian J 4436 STATION 4 11/30/ :57:19 Kent, Jillian J 4436 STATION 5 11/30/ :00:06 Kent, Jillian J 4436 WATCH TOUR STOP /01/ :00:00 Pair, Robert K 5522 WATCH TOUR START 12/01/ :06:22 Pair, Robert K 5522 WATCH TOUR INCOMPLETE TIMED OUT /01/ :00:01 Gallaway, Jon B 1142 WATCH TOUR START 12/01/ :00:29 Gallaway, Jon B 1142 STATION 1 12/01/ :10:40 Gallaway, Jon B 1142 STATION 2 12/01/ :15:50 Gallaway, Jon B 1142 STATION 3 12/01/ :20:03 Gallaway, Jon B 1142 WATCH TOUR STOP Page 13 of 20

16 Section 4 Security Within Watch Tour Manager, an administrator or supervisor can add or remove staff members as well as edit their user information. To access the Security Management module within Watch Tour Manager, click the Security button on the main ribbon bar. 4.1 Security Management Functions This section will describe how to add, edit, and delete a user: On the main ribbon bar, click Security. The following screen will appear: This grid lists each user within Watch Tour Manager. Using the mouse, you can right-click the User Information grid to display a menu of options. This pop-up menu allows you to add a New User, View or Edit the selected user, or Delete the selected user. This section describes each of these options. Page 14 of 20

17 4.1.1 New User Selecting New User on the pop-up menu will open a User Information form like the one below: Enter the following information: Badge, Password, and Security Level. The following security levels are supported: Administrator An administrator can access all functions of the system including alarms, reports, locations, stations and security. Supervisor An operator can access the Watch Tour Manager application, but can only run reports and acknowledge alarms. This user cannot access location/station configuration or security. Operator Operators do not have access to the Watch Tour manager. Operators can be assigned equipment (i.e. PDAs or PSDs) and they can engage in Watch Tours. After you have completed the information, your screen should look similar to the one below: Click Save to save the information and return to the User Information grid. Note: Click Cancel at any time to close the form. Page 15 of 20

18 4.1.2 View/Edit User Selecting View/Edit User on the pop-up menu will open the User Information form allowing you to edit the information for the selected user. Change or add the information as needed and click Save to save the information and return to the User Information grid. Note: Click the Cancel button at any time to close the form Delete User When you select Delete User on the pop-up menu, Watch Tour Manager will verify that you want to delete the currently selected user. Select Yes to delete the user and return to the User Information Grid. Page 16 of 20

19 Section 5 Staff Database Integration When the Watch Tour Manager is integrated with a staff database, staff data will be periodically imported into Watch Tour Manager. The format for data representation is XML. This file should contain a snap shot of staff members. In the scenario, the password and security level are the only fields that can be changed from the user information screen (see section 4.1.1). For configuration of the import interval and the shared location, please see Section 6 - System Configuration. 5.1 XML File Description StaffMember Element Element Name Data Type Required Max Format Description ID Number Yes A Unique number for the staff member. FirstName String Yes 15 Free Text The first name of the staff member. MiddleInitial String No 1 Free Text The middle name of the staff member. LastName String Yes 15 Free Text The last name of the staff member. Badge String No 10 Free Text The Badge Number of the staff member. 5.2 XML File Example <Root> <StaffMember> <ID>1</ID> <FirstName>Johnny</FirstName> <MiddleInitial>M</MiddleInitial> <LastName>Williams</LastName> <Badge>16978</Badge> </StaffMember> <StaffMember> <ID>2</ID> <FirstName>Maria</FirstName> <MiddleInitial>J</MiddleInitial> <LastName>Denton</LastName> <Badge>31547</Badge> </StaffMember> <StaffMember> <ID>3</ID> <FirstName>Aurther</FirstName> <MiddleInitial>B</MiddleInitial> <LastName>Smith</LastName> <Badge></Badge> </StaffMember> </Root> Page 17 of 20

20 Section 6 System Configuration The following configuration values are supported in the Administrative section of Watch Tour Manager: Watch Tour Device Type Valid values are PDA or PSD. Staff Integration Active When active, only the password and security level fields will be active on the user information screen. Additionally, when this is active, the import interval and import shared location must be specified. Import Interval The interval, in minutes, for how often the Staff database xml file is imported. Valid values are between 5-60 minutes. Import Shared Location The full directory path where the xml import file will be located. The Staff database vendor or County IT will be responsible for placing the xml file in this location. Page 18 of 20

21 Annunciate if tour has not started X minutes after start time Allow tour to start X minutes prior to start time Enforce Station Sequence Exceptions Only Fixed-Time Based Schedule Free Form Watch Tour Frequency Based Schedule Import Interval Glossary If this is checked, an alarm will be generated if a tour is not started X minutes after the visit start time. Used to provide an allowance of time to arrive at the first station in a tour. Allows an officer to start a tour early. The number of minutes defines how early an officer can start the tour. This tells the system to generate alarms if the officer passes a station out of sequence while engaging in a Watch Tour. When running the Watch Tour Report, the user can specify that they only want to see Watch Tours that generated alarms (i.e. Watch Tour - Timed Out, Out of Sequence, etc ). A type of schedule which the user can specify at what specific times they want a Watch Tour to be conducted during the day. A type of Watch Tour where officers can engage in Watch Tours at any time during the day with no restrictions. A type of schedule which a user can have different time frames and frequencies for different days of the week The interval, in minutes, for how often the Staff database xml file is imported. The full directory path where the xml import file will be located. Import Shared Location Location A physical area in your facility in which a Watch Tour may be performed. Maximum Duration (in Minutes) If the Watch Tour takes longer than this time, an alarm is generated. Minimum Duration (in Minutes) If the Watch Tour is completed faster than this time, an alarm is generated. PDA PSD Schedule Schedule Name Schedule Type Security Level Staff Database Integration Staff Import Duplicate Error Staff Import Failure Staff Import Format Error Station Name User Username A PDA is a personal digital assistant. Watch Tour Manager can be set to use PDAs, in which case officers would use a PDA to scan each station in the Watch Tour. A PSD is a personal safety device worn an officer s belt. As an officer passes by each station, the PSD will send out a signal to the system documenting his or her presence. Defined times when a Watch Tour should be performed. This is a descriptive name for a schedule. Type of schedule. Can be Frequency Based or Fixed-Time Based. The level of access a user has in the system. Supported security levels are Administrator, supervisor, and operator. Watch Tour Manager can be integrated with an existing Staff Database. A row being imported matches a user already manually entered. Too many format errors or a file error has occurred that prevented any Staff data from being successfully imported. A row being imported failed validation due to a format issue. This is a descriptive name for the station (i.e. Pod A Station1 ). A user is a person which has the ability to log in to PDAs, be assigned PSDs, or log in to the Watch Tour Manager application. When entering a new user, the user s last name will be used as the username when logging into the Watch Tour Manager application. Page 19 of 20

22 Users Grid The Users Grid, which is found in the Security Maintenance section, displays the users configured within Watch Tour Manager. Watch Tour A process by which a correctional officer physically observes a series of stations in a correctional facility. Watch Tour Completed Out of An alarm that is generated when an officer scans or passes a station out Sequence of order for a location that is configured to enforce sequencing. Watch Tour Incomplete An alarm that is generated when a Watch Tour is not completed. Watch Tour Report Provides detailed information about all Watch Tours that have occurred. Watch Tour Not Started On Time An alarm that is generated when the officer does not scan or pass the first station within the allotted time. Watch Tour Timed Out An alarm that is generated when a Watch Tour is not completed in the allotted time. Page 20 of 20