Allocation & Distribution of Personnel.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 16.100 ALLOCATION AND DISTRIBUTION OF PERSONNEL Revised: December 6, 2011 I. PURPOSE: The purpose of this directive is to allocate the deployment of personnel of the Boca Raton Police Services Department by determining service...

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 16.100 ALLOCATION AND DISTRIBUTION OF PERSONNEL Revised: December 6, 2011 I. PURPOSE: The purpose of this directive is to allocate the deployment of personnel of the Boca Raton Police Services Department by determining service demands through the use of workload assessments and computer based or manual methods of personnel allocation and distribution. II. POLICY: The Department will allocate personnel based on workload demands because the correct allocation of personnel can have a significant influence on the efficiency and effectiveness of the agency. III. DEFINITIONS: Allocation: The determination of the overall numbers of personnel for the Department and for each organizational component within the Department. Bureau: A component of a Division that has multiple functions led by a bureau commander who reports to a division commander. Civilians: Non-sworn personnel. Command Structure: Ranking order of agency personnel. Community Service Officers: Paraprofessionals responsible for non-violent crime activities such as traffic crash investigations, all traffic-related calls for service, Teleserve, enforcing parking regulations, and handling traffic control at school crossings and other sites where necessary, e.g., traffic light out. Districts: Geographical sections of the City. Division: An administrative and/or operational component of the Department. Organization: Divided into functional responsibilities and levels of authority. Section: An organizational component that groups related tasks or functions under the control of one supervisor. Specialty Assignment: An assignment that addresses specific needs not otherwise met by any division, section, or unit and often characterized by increased levels of responsibility and specialized training, but within a given position classification, e.g., SWAT Team, Dive Team, etc. Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 1 of 8 Squad: Subordinate organizational component of a district supervised by a sergeant. Team/Task Force: Workgroup whose primary assignment is in functional areas of the agency and are brought together for a special purpose as needed. Unit: An organizational group of personnel assigned to a specialized task and under the command of a single supervisor. Volunteer: A private citizen who works for and with the Department without any compensation or benefits. Work Assignment: For the purpose of this directive, work assignment will refer to an officer’s shift assignment. IV. PROCEDURE: A. DEPARTMENT ORGANIZATION 1. DIRECTION: a. The Department is organized into areas of functional responsibilities called divisions, bureaus, districts, sections, squads, and units, and levels of authority, e.g., rank or position that are commensurate with responsibility. b. Reporting directly to the chief of police are two (2) assistant chiefs, and the supervisor of Internal Affairs. c. In the absence of the chief of police, an assistant chief will assume the duties and responsibilities of the chief of police. d. In the absence of the chief of police and all assistant chiefs, a district/bureau commander will be designated to assume the duties and responsibilities of the chief of police. e. A district/bureau commander shall designate someone to assume his/her duties and responsibilities in his/her absence. 2. DIVISIONS: a. There are two (2) divisions in the Department: the Community Services Division (CSD) and the Field Services Division (FSD). b. These Divisions are subdivided into bureaus, units, etc. c. The Community Services Division is a support component that includes functions involving records, information technology, budget, fiscal, communications, administrative services, planning and research, crime analysis, Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 2 of 8 hiring, accreditation, training, special operations, and is commanded by an assistant chief. d. The Field Services Division is the principal organizational component within the Department involved in road patrol functions and includes investigative services, VIN, crime lab, and is commanded by an assistant chief. Field Services is divided into districts that are each overseen by a captain. Each district is divided into zones 3. TEAM/TASK FORCE: a. A team or task force is brought together for a special purpose, as needed. b. A supervisor(s) is selected when a group is developed. c. Supervisors report to the bureau or division commander under which their function falls or as designated by the chief of police for staff control purposes. B. DEPLOYMENT OF PERSONNEL: 1. WORKLOAD ASSESSMENTS: a. The Department allocates personnel to, and distributes them within, all organizational components in accordance with documented workload assessments conducted, at a minimum, once every three years. b. Workload assessments are not necessarily scientific determinations of needs for service, but involve evaluation to ascertain the number of personnel necessary to complete a specific number of tasks or to fulfill certain objectives. c. The Department can avoid over or understaffing by ensuring that the personnel strength of an organizational component is consistent with the workload. d. Annually, in preparation for the yearly budget submission, command staff personnel will review staffing within their respective components. e. Workloads will be studied with special consideration being given to components having workload backlogs. f. The nature or number of tasks, as well as their complexity, location, and time required for completion, are some of the factors influencing workload demands that should be considered in allocating personnel. g. With careful analysis, personnel allocation should have a positive influence on Department operations. 2. PERSONNEL ALLOCATION TO THE PATROL COMPONENT: Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 3 of 8 a. Within the Department, the allocation of personnel to the patrol component is based on a workload assessment containing an analysis including the following, at a minimum: i. Number of incidents handled by patrol personnel during a specified period. ii. Average time required handling an incident at the patrol level, or measurement of a sampling of cases. iii. Calculation of the percentage of time, on the average, that should be available to the patrol officer for handling incidents during a specified period, such as an eight or 12-hour shift. iv. Time lost through days off, holidays, and other leave, compared to the total time required for each patrol assignment. b. The figures used for the analysis of allocation of personnel are derived from in-house computer generated printouts. c. The computer assisted system is used for allocating and distributing patrol personnel. d. The Field Services Division commander or his/her designee calculates the figures. e. The Field Services Division personnel shall be distributed in accordance with the workload. f. Command staff personnel, to coincide with the yearly budget presentation, accomplish the reassessment. C. WORKLOAD ASSESSMENTS AND DISTRIBUTION OF PERSONNEL: 1. At a minimum every three years, each bureau commander will examine workloads within his/her bureau for manpower allocation/personnel distribution to equalize individual workloads within each Department organizational component. 2. Each bureau commander shall submit a report containing the workload details of his/her bureau to their division commander for review which details will include the following: a. A list of the responsibilities of the bureau with each responsibility defined b. All units of each bureau with the responsibilities of each unit c. The number of personnel assigned to each unit Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 4 of 8 d. The number of assignments made to each bureau e. The average time needed to complete the assignments, which may be done with a sampling of assignments. f. The method used to determine the average time must be explained. g. Employing the above figures, calculate the average workload of each unit’s personnel. The individual workloads should be relatively equal; great discrepancies will require adjusting the manpower distribution within each Division. 3. The following general guidelines expand on the above criteria and should be useful in calculating the allocation and distribution of personnel: a. Tabulate the total number of assignments for each unit. b. Break down the assignments into categories. c. Identify the number of assignments in each category. d. Identify the amount of time required for each assignment, consider the location of each assignment and any other factors that are necessary to complete a task, and calculate the average amount of time required for each task within each unit. e. Identify the amount of personnel necessary to complete the assignments within each unit and allot time for time off and additional assignments that may arise. Tasks shall be assigned so that the work is as equally distributed as possible, stating the criteria used to distribute assignments. f. Total the number of personnel required by each unit to obtain the total number of personnel required for each division. 4. Each of the tabulations and justifications shall be included in a report to the chief of police, who shall determine the total number of personnel to be budgeted after reviewing the breakdown from each division commander. D. SPECIALIZED ASSIGNMENTS: 1. SPECIALIZED ASSIGNMENTS AND TEAMS: a. To address specific needs not otherwise met by any other division, bureau, section or unit, the chief of police may establish specialized assignments, components or teams that are appointed or filled through a selection process. b. Employees shall apply for the specialty assignment in response to an announced opening by submitting a letter of intent via their chain of command. Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 5 of 8 c. The position opening(s) shall be filled through an appointment or other selection process. d. The selection processes for specialized assignments and positions shall be described in the applicable Departmental Standards Directives, Standard Operating Procedures, and the Agreement between the City of Boca Raton and the FOP. 2. SPECIAL ASSIGNMENT EVALUATIONS: a. Division commanders shall review annually, as part of the budgetary process, all positions under their command, including the number of personnel required for the specialty unit to determine whether to continue the assignment and if any positions should be designated as civilian positions. The division commander will recommend any changes in positions to the chief of police. b. The assignments or teams to be evaluated include, but are not limited to, the following: i. Bomb Squad ii. Crisis Negotiation Team (CNT) iii. Special Weapons and Tactics (SWAT) Team iv. Underwater Search and Recovery Team (USRT) v. Any other component as requested by the chief of police. c. The following will be considered in evaluating the specialized assignments: i. The amount of time required for each assignment ii. The location of each assignment iii. Factors necessary to complete a task iv. The average amount of time required for each task within each category v. The amount of personnel necessary to complete the assignments, including time off and additional assignments that may arise. d. Each of the tabulations and justifications shall be included in the annual report to the chief of police, who shall determine the total number of personnel to be budgeted from each specialty. Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 6 of 8 e. Annually, each specialty unit supervisor shall submit to the chief of police, via the chain-of-command, an evaluation report, which should include, but not be limited to, the following: i. A statement of the initial problem or condition that required the specialized assignment ii. A statement to reflect the continued operational need for the component iii. E. Organizational placement. CIVILIAN POSITIONS: 1. The Department employs civilians in positions not requiring the duties of a sworn officer (e.g. community service officers, communications, records, clerical, and crime scene technicians). 2. Sworn personnel may be assigned temporarily to civilian positions in case of an urgent Department need, on special occasions due to personnel shortages, to broaden an officer's experience, when placed on an administrative assignment pending an investigation or when placed on a light-duty status. 3. The chief of police is responsible for determining whether sworn or non-sworn personnel will fill positions based on the needs of the Department to use personnel in the most efficient manner. 4. As part of the budgetary process a review of each job description will take place to verify that the tasks are consistent with the class description for that particular assignment. During the review, the commander will give thought to whether any sworn positions under his/her command should be designated as civilian. Should a position be identified as civilian, the commander will notify the chief of police for review during the budgetary process. V. REFERENCES: A. City Reporting Area Map B. City Zone Map C. Line-up Sheet D. Manpower Distribution Analysis E. Workload Analysis Report F. Time Sheet Analysis Effective: October 10, 1988 Revised: December 6, 2011 Allocation and Distribution of Personnel Directive No. 16.100 Page 7 of 8 G. Florida State Statutes 316.640(3)(c) and 943.10 Approved: Daniel C. Alexander Chief of Police Effective: October 10, 1988 Revised: December 6, 2011 Date: Allocation and Distribution of Personnel Directive No. 16.100 Page 8 of 8