SECURITY INTELLIGENCE SYSTEMS(A Pa1538.g.akamai.net/7/1538/13355/v001/homeoffice.download.akamai... · SECURITY INTELLIGENCE SYSTEMS(A) Principles: ... SECURITY INTELLIGENCE SYSTEM

SECURITY INTELLIGENCE SYSTEMS(A)

Principles:

Principle 1.Deal fairly, openly and humanely with prisoners

and all others who come into contact with us.

Principle 3.Value and support each other's contribution.

Principle 6.Obtain best value from the resources available.

SECURITY INTELLIGENCE SYSTEM (FAMILIARISATION)

INDEX

CONTENTS

-i-


INTRODUCTION TO COURSE PACK

This course pack has been developed to standardise the content of thiscourse throughout Training Services.

No changes may be made to the content of the pack without the prioragreement of the Lead Trainer, who should contact the Curriculum

Development Unit at Newbold Revel prior to amending packs that havebeen accredited by the Training Services Programmes Board.

Whilst you are encouraged to deliver the material in your own style, youmust ensure that the course aim and objectives are achieved.

The Lead Trainer for this pack is:

Andy HudsonSecurity & Regimes TrainingPSC Newbold Revel

Tel. 01788 834140

- ii -


COURSE AIM AND OBJECTIVES

COURSE AIM

To provide participants with the knowledge and skills required to inputinformation into S.I.S. and then interrogate the system.

COURSE OBJECTIVES

By the end of the course the student will be able to:

• Add/amend prisoner information

• Update prisoner's images• Search the database for specific prisoners

• Produce reports on prisoners• Create prisoner profiles and reports• Add/amend intelligence information (inputting of S.I.R.'s)• Produce an inmate intelligence card

• Produce a special index card• Produce other intelligence based reports

• Produce Graphical reports• Add/amend visits information

• Produce visits reports• Add/amend MDT information

• Produce forms for Adjudications

• Produce MDT reports• Transfer information on a floppy disk

• Import information from a floppy disk• Create a query using Microsoft Query

- iii -


Additionally course members nominated as Administrators by thereestablishment will be able to:

• Manage password access• Add a new user

• Change access levels of users

- iv -


........'........' Introductions, Prisoner images Producing Reports_2_ Domestics

_ !_iProducing reports Graphical Reports

__'_N ]o_ Basic Computer

_:_ Prisoner Profiles:_:__ Skillsi;:.i;_ Profile reports_d_N

_:,_'-.',!_ Add/Amend prisoner_iI:__:_:_ Add/Amend_,!_ information....... _ _, _' T + 11-_

_,,_,_._ m_e_._ence

....._E_ Add/Amend Visits Add/Amend MDT Microsoft Query

_ __® ......._' Administrators_N package-i:N_v_-,. _'_ " Producing Reports Produce

_e_: _ _'_'_ Adjudication papers

___ Passwords and User_:N_.,*_ ? _i®_ maintainance_:;:,__ Produce MDT

;::_i' .... _o_ _ reports

_'_ v_ _i_*_ Transfer In,._•:,_ Transfer Out

-v-


COURSE DOMESTICS

The following topics should be covered under the head ofDomestics:

SECURITY

Fire/Bomb Orders

Car ParkingIdentity Cards

Information/Handouts received during the course

DOMESTICS

Dress Accommodation

Meal Times Personal PropertyBreakfast 07.30-08.30 ChapelLunch 12.00 - 13.30 College Bar 17.30-23.00Dinner 18.00 - 19.00 Smoking PolicyLibraryAny Special Dietary needs? Toilet FacilitiesCoffee/Tea comfort breaks

Length of course College Shop 12.30-13.0017.00-18.30

Facilities: Telephone (private and business)Weights RoomPitch and Putt,

CroquetGym

Local Life (Brinklow)

Cheques: Bar - up to £25.00 Valid Bankers Card Required (50pcharge)

-1-


INTRODUCTION

Trainers Note

This part of the session is designed as an ice-breaker, to enable

individuals to relax and get to know each other and of course thetrainers.

METHODOLOGY

Trainers Note

It is advisable to write the questions you wish the participants toanswer on either a whiteboard or flipchart. For example:

1 Who are you?

2 Which establishment do you work in?

3 What experience have you with computers, S.I.S?

4 A little about themselves.

Allow each participant approximately 2/3 minutes to talk throughthe questions. After all the participants have answered both

trainers should then introduce themselves, and in doing so shouldbriefly outline the course content covering the course Aims andObjectives.

-2-


DAY ONE - SESSION ONE

DURATION - 15 MINUTES

BASIC COMPUTER SKILLS

AlMS

To develop basic computer skills to ensure a common level of

knowledge upon which the classroom training can build.

OBJECTIVES

At the end of the session participants will be able to:

1 Turn on the computer and monitor

2 Adjust the settings for the mouse

RESOURCES REQUIRED

OHP's

WHITEBOARDCOMPUTERS with

WINDOWS 95, OFFICE 97 PROFESSIONAL and S.I.S. loaded.

METHODOLOGY

FORMAL PRESENTATION and DISCUSSION"HANDS ON" COMPUTER PRACTICE

-3-


Basic Computer Skills

Turn Computers On, Base Unit first, then monitor

Explain screen layout.

Small pictures on the screen are called Icons.

Open Icon called My Computer, by double click on left mouse key.

Open Icon called Control Panel, by double click on left mouse key.

Open Icon called Mouse, by double click on left mouse key.

Explain how to alter speed of double click on left mouse key andhow to practice the use of the double click.

Close Mouse screen, single click on OK button

Explain the use of the three control buttons on the program taskbar.

Close the Control Panel, using the X control button

Close My Computer, using the X control button.

-4-


DAY ONE - SESSION TWO

DURATION - 1 HOUR 15 MINUTES

Add/Amend Prisoner Information

AIMS

To provide participants with the knowledge and skills required toinput prisoner information into S.I.S. and then produce relevantreports.

OBJECTIVES


1 Add/amend prisoner information

2 Update prisoners images

3 Search the database for specific prisoners

4 Produce reports on prisoners

RESOURCES REQUIRED

OHP'sWHITEBOARDCOMPUTERS with


METHODOLOGY


-5-


INTRODUCTION

The S.I.S. database is the development of the "Preston" system thatwas developed by Gareth Edwards at Preston prison. This systemwas originally designed solely for the use of the staff at HMPPreston, but as neighbouring establishments saw it, and liked it,they asked for a copy for themselves.

As time went on this led to a "domino" effect with more and more

establishments using the system. Ultimately the system became too

big for HMP Preston to continue managing, with over sixtyestablishments involved.

At this point Security Group where asked to take over the system.This was done initially by upgrading the already establishedsystem in order to ensure that it was year 2000 compliant, toprovide an audit trail and to add the facility of the LIDS downloadof prisoner information. In addition to this, funding was madeavailable to provide a helpdesk facility.

Since the rollout of the S.I.S. an upgrade, based on requests fromstaff "in the field", has been developed and that is the version thatwe will be training on this course

-6-


The database comprises of four sub-systems:

1. Collator - which contains details of all prisoners in theestablishment

2. Visits - which is a "booked visits" system.

Neither of these two sub systems have access to any of the Securityinformation.

3. Security - used by the security department for inputtingintelligence information. From the Security sub system it ispossible to access all information in from Collator's, Visits, andsecurity sub systems.

4. Administration - used to manage passwords and staff levels ofaccess to S.I.S.

The Administration sub-system will be covered tomorrowafternoon but only for those of you who are going to be theadministrator at your establishment.

Trainers note." The Administration sub-system will only need to becovered on those occasions when an administrator is on thecourse.

So let's start with add or amending prisoner information.

Trainers note." Ask the students to turn to their computers.

-7-


Add/Amend Prisoner Information

Double click on the Security Icon

When password screen appears, click OK. No password requiredfor this training system.

An acceptance screen will appear,

Trainers note." Read through the information on the acceptancescreen and explain that by clicking on the accept button you areaccepting the liability as stated.

Single click on the accept key.

Explain that the S.I.S. allows data from LIDS to be transferred

avoiding the time consuming task of manually inputting records.This should happen on a daily basis at every establishment.

Trainers note." It is important that the LIDS download is conducteddaily in order to keep the prisoner information up to date.

Issue a LIDS disk to each student.

From the main switchboard select the Database Utilities Button.

Then select the Lids Data Transfer button. A Message "ClearingImport Table" is displayed followed by a screen that asks you toselect the required file.

Insert your floppy disk into the disk drive. In the field that says"Look in" use the drop down list to select Floppy (A:). In "Files oftype" select all files.

-8-


Select the 4x4sis file and click on the Open button. A number of

messages will appear in sequence as the transfer takes place.Answer "Yes" to any warning confirmations that appear.

If there are any errors in the Data, an error screen will appearinforming you that records have not been transferred. You will also

have the option of displaying a table of the corrupt data.

Single click on the Add/amend prisoner information button.

Single click on the Add/amend prisoner information button.

Explain the screen layout.

Single click on the Prisoners details button.

Explain the screen layout.

Close Form

Trainers note." Explain that the LIDS download will normally lookafter data entry into the system. This is done by downloadingtoday, all the information about movements that happenedYesterday. So we are working one day behind!

There are occasions when a prisoners details needs to be inputimmediately, in order to be able to process an urgent SIR.

-9-


MANUAL ENTRY OF PRISONER DATA

Trainers note." hand out the handouts of "dummy" information forinputting.

Single click on Add/Amend Prisoners

Single click on Add/Amend Prisoners

Single click on the New Record button.

Type in the Prison Number, press the Enter Key,

Type in the prisoners surname, all in lower case, press the EnterKey,

Type in the prisoners first names, press the Enter Key,

Type in or select the wing from the drop down box, press the EnterKey,

Type in or select the landing from the drop down box, Press theEnter Key,

Type in the cell number, press the Enter Key,

Type in the date received, press the Enter Key,

Type in the category, press the Enter Key,

Type in the current offence, press the Enter Key,

Type in the current sentence, press the Enter Key,

-10-


Single click in any of the relevant risk analysis buttons appropriatefor this prisoner.

Trainers note: The risk analysis information will always need to bedone manually as this information is not available via LIDS.

If any Escape history is known for the prisoner then enter thedetails in the "Escape History" field.

Single click on the Prisoners Details button

Type in the CRO number, press the Enter Key,

Type in the date of birth, press the Enter Key,

Type in the Alias name (if the prisoner has one), press the EnterKey,

Type in the Nickname (if the prisoner has one), press the EnterKey,

Type in the address, press the Enter Key,

Type m the Area, press the Enter Key,

Type m the Town/City, press the Enter Key,

Type m the County, press the Enter Key,

Type m the Post code, press the Enter Key,

Type in any convictions of importance, press the Enter Key,

Type m any peculiarities, press the Enter Key,

Type m any remarks, press the Enter Key,

-11-


Type in the height (in meters), press the Enter Key,

Type in or select the complexion from the drop down box, pressthe Enter Key,Type in or select the hair from the drop down box, press the EnterKey,

Type in or select the eyes from the drop down box, press the EnterKey,

Type in or select the build from the drop down box, press the EnterKey,

Type in or select the face from the drop down box, press the EnterKey,

Type in or select the accent from the drop down box, press theEnter Key,

Type in or select the ethnic origin from the drop down box, pressthe Enter Key,

Type in the occupation, press the Enter Key,

Close Form.

Single click on New Record.

Repeat the above operations tbr the two remaining prisoners.

Single click on Close Form.

Trainers note." Point out that any information that is inputmanually will be overwritten by subsequent LIDS downloads.Therefore it is important that whoever inputs information onto

-12-


LIDS, in the establishment, is providing sufficient and accurateinformation.

UPDATE PRISONERS IMAGES

Trainers note." Ask if prisoner's images are being used back inestablishments? Explain that due to the many different cameras etcused for capturing images we are not able to demonstrate this partof the process.

However, we are going to look at how we transfer the images oncethey have been taken. It is important that the images are savedusing the prison number as the filename and that they are"bitmap "' images.

Single click on the update images button.

Type in the path name c:\image\

Trainers note." Explain that the easiest way is that all images arestored in a folder called "'image" on the computers C drive.Alternatively they can be taken straight from a disk.

Single click on the "apply current images" button, the program willthen run.

Trainers note." What is actually happening is that the database isnow searching the image folder looking for any prison numbersthat match those on the system, and adding the image.

When it has connected all the images a report will appear onscreen.

Trainers note." The subsequent report is a list of all the prisonerson the system who don't currently have an image.

-13-


Moving Around the Reports Screen

To move through this screen, move the mouse pointer over thereport and becomes a magnifying glass.

Single click on the left mouse key, a full page will appear onscreen. If you click the left mouse key again, it will zoom in to thearea of the screen that the magnifying glass was over.

To move from page to page, there are four arrow keys at thebottom of the screen. The line arrows take you from the beginningof the report to the end of the report; the single arrows move youfrom page to page. To exit the report press the Escape key on thekeyboard.

Single click the Close Form button.

FINDING SPECIFIC PRISONERS

Trainers note." There are occasions when we may need to find aspecific prisoner in order to alter or update their details.

Single click on add/amend prisoner information,

Single click in prisoner by number, Enter prison number to find,press the Enter Key.

Single click on current prisoner by surname, enter surname to find,press the Enter Key.

Scroll down until you find the correct inmate, single click in thatrow, then single click on go to selected prisoner.

-14-


Trainers note." There is also a way that we can search for aprisoner when we aren't sure of their full details.

Single click on the word EDIT on the tool bar, single click on theword find. A find box will appear on screen. Type in the part ofthe prison number to find (e.g. KN), in the match field select anypart of field, single click on find first, if this is not the prisoneryour looking for click find next until you find the correct prisoner.

Single click the Close Form button.

Single click on Return to main menu.

-15-


PRODUCING REPORTS

Trainers note." Explain that now the information is on the systemthere are several useful reports that we can draw from thedatabase.

From the main menu single click on reports button.

Single click on collators reports

Single click on reports on prisoners (current)

Single click on report by prison number, enter the prison number,press the Enter Key

To print this report single click on the tool button that looks like aprinter.

Press the Escape key to exit the report.

Single click on report by CRO number, enter the CRO number


Single click on report by surname, enter the surname, press theEnter Key


Single click on report by nickname, enter the nickname, press theEnter Key,


-16-


Single click on reports on prisoner current (continued)

Single click on report by date of birth, enter first date, press theEnter key, enter the second date, press the Enter key,


Single click on prisoner by home town, enter town required, pressthe Enter Key,


Single click on report on prisoners with a history of drugs


Single click on report on prisoners with a drug related offence,


Single click on report on prisoners with a security file,


Single click on return to collators menu,

Single click on BRIF report, enter a prisoners number, press theEnter Key,

To print this form, single click on the printer tool button,


-17-


Single click on 4 images report, enter prisoners number, press theEnter Key,


Single click on alpha list,

Move the mouse point over the small rectangle between the scrollarrows and hold down the left mouse Key, this will show theprison roll.

Press the X button at the top of the table.

Trainers note." Explain that all of the Discharged prisoner reportswill be blank as there aren't any discharged prisoners on thisdatabase.

Single click on current prisoners - risk analysis reports.

Single click on prisoners with a violent nature.


Single click return to main menu

Single click on exit

-18-


Exercise

Having completed the Add/Amend Prisoner Information part of thesystem you should now be able to complete a record for a prisonerunaided.

Return to Add/Amend Prisoner Information and create a new

prisoner of your own. You will need to make-up all theinformation including a Prison Number. Remember the PrisonNumber as we will keep returning to your prisoner over the nexttwo days. Feel free to be as creative as you want in relation to thisprisoner in order that you will recognise them on future reports.

Any Questions- Check Objectives

-19-


DAY ONE - SESSION THREE


Prisoner Profiles

AIMS

To provide participants with the knowledge and skills required tocomplete a Prisoner Profile and produce Prisoner Profile reports.

OBJECTIVES


1 Create prisoner profiles

2 Produce prisoner profile reports

RESOURCES REQUIRED



METHODOLOGY


- 20 -


INTRODUCTION

Once a prisoner has been input onto S.I.S. it is possible to create a"Prisoner Profile" using information such as:

• Co-Defendants

• Adjudications• Offence Details

• Custodial History

From the main menu select Add/Amend Prisoner Information,

Select Add/Amend Prisoner Profiles,


A blank record will now be displayed.

Creating a new Prisoner Profile

Type the prison number into the Prison Number field and pressEnter,

The prisoners details should appear on screen.

Type in the date that you are creating the profile, i.e. today's date,and press Enter,

Enter the remaining information that you know about the prisoner.

Using the check boxes, down the right hand side of the screen,Enter any specific risks that are known about the prisoner.

-21 -


Once all the information has been entered you can either createmore prisoner profiles by selecting the New Record button or exitthe screen by selecting Close Form.

Updating a prisoner profile

As our knowledge about a prisoner increases we can update theirprisoner pro file.


In the field at the top of the screen called "Prisoner by No" Enterthe prisoner's number and press Enter.

The prisoners record should appear,

Add or amend any relevant information, ensuring that you updatethe "Date of Profile".

Producing Prisoner Profile Reports

Various reports can be extracted from S.I.S. utilising the PrisonerProfile information.

From the main menu select Reports, Profile Reprts.

Select Profile Report by Prison Number and enter the prisonnumb er.

Escape from the report.

All other reports use the "checkboxs" of specific risks. They willgive you a list of all prisoners that have been highlighted inrelation to those risks. Have a look at a couple of these in relationto the information that you have input today.

- 22 -


Exercise

You should now be able to produce a Prisoner Profile. Using theprisoner that you created earlier, add the prisoner profileinformation. Again you will need to use your imagination to comeup with the details.

- 23 -


DAY ONE - SESSION THREE

DURATION - 1 HOUR

Add/Amend Intelligence Information

AIMS

To provide participants with the knowledge and skills required toinput intelligence information into S.I.S. and then produce relevantreports.

OBJECTIVES


1 Add/amend intelligence information (inputting of S.I.R.' s)

2 Produce an inmate intelligence card

3 Produce a special index card

4 Produce other intelligence based reports

RESOURCES REQUIRED



METHODOLOGY


- 24 -


ADD/AMEND INTELLIGENCE INFORMATION

INTRODUCTION

The main purpose of the Security Intelligence System is to replacethe manual versions of Inmate Intelligence Cards and SpecialIndex Cards whilst incorporating the 4x4 system of evaluation.These are a requirement of Chapter 15 of the Security Manual andthe S.I.S. has been approved, by Security Group, as an acceptablealternative to the handwritten cards.

There are also additional features such as the control of "closed"visits and "banned visitors".

Trainers note." Ask the students to turn to their computers.

Double click on Security Icon.

No password required to enter the database, click OK

Single click on yes, in the accept screen.

Single click on Add/amend prisoner information,

Single click on Add/amend prisoner information,

Single click on Open security visits form, for RP2614 Abbott.

Single click in check box for closed visits,

Single click in the authority field, enter The Governor, press theEnter Key.

To type in today's date hold down the Ctrl Key and press the SemiColon Key. Press the Enter Key.

- 25 -

SECURITY INTELLIGENCE SYSTEM (FAMII_,IARISATION)

Single click on Close Form.

Single click on Close Form, to return to the switchboard.

UPDATING THE CONTROL FILE FOR THE SIR PREFIX

Single click on Database utilities,

Single click on update control file.

Do not alter the record path to database, press the Enter Key,

Change the establishment code (LO - the first two letters of theestablishments transfer code), press the Enter Key.

Trainers note." Explain that by using the establishment code as aprefix makes all SIR numbers unique to your establishment. In thefuture this will enable effective transfer of data by disk.

Type in the character N, press the Enter Key.

Single click on the X button to close the control file box.

Single click on return to main menu.

- 26 -


ADDING S.I.R. DATA

Single click on add/amend intelligence information.

Single click on inmate intelligence information.

Type in the prison number, press the Enter Key,

Type in the date of the incident, press the Enter Key.

Type in the location of the incident, press the Enter Key.

Type in or select the source code for the SIR, press the Enter Key,

Type in or select the accuracy code for the SIR, press the EnterKey,

Type in or select the category code for the SIR, press the EnterKey,

Type in or select the consequence code for the SIR, press the EnterKey,

Move the mouse pointer to the right hand end of the SIR numberand single click on the left mouse button. The establishment code

will appear in the SIR number field, type the SIR number withoutany spaces (i.e. LO 1/98), press the Enter Key three times.

Type in the name of the reporting person. This will enable us youto keep a check on information previously supplied by a memberof staff in order to accurately evaluate them as a source.

Type in the intelligence report for that prisoner,

- 27 -


Trainers note." Explain that "best practice" is to input enoughinformation to make it understandable without referring back tothe source document. This should include the prison number and

name of every prisoner on the SIR (including the prisonercurrently being inpuO. This will also make it easy to "copy andpaste" which we will be looking at later.

Single click on New intelligence report,

Type in the remaining intelligence reports in the same manner.

To copy one field on to a new report form the previous report holddown the Ctrl Key and press the @ Key on the keyboard.

Close Form.

There will be occasions when, having input information, you willneed to update or correct the information.

Single click on add/amend intelligence information,

Single click on Inmate Intelligence Information,

Select the SIR by SIR number button,

Type in the SIR number and click on OK,

Select the prisoner whose record you want to update and thenselect "Display Selected SIR"

A similar search can be done using the Prison number by selectingSIR by prison number.

Close Form

- 28 -


Miscellaneous Intelligence

Not all intelligence relates to specific prisoners and has previouslybeen difficult to input into S.I.S. There is now an additional facilityfor inputting miscellaneous information.

Select the "Miscellaneous Intelligence Information" button.

Input the miscellaneous SIR(s) using the same method as forPrisoner Intelligence.

Close form.

Exercise

Now return to Add/Amend Intelligence and add two or threeintelligence records for your prisoner.

- 29 -


DAY ONE - SESSION FOUR

DURATION - 1 HOUR

Producing Intelligence Reports

AlMS

To provide participants with the knowledge and skills required toproduce intelligence reports.

OBJECTIVES


1 Produce an inmate intelligence card

2 Produce a special index card

3 Produce other intelligence based reports

RESOURCES REQUIRED



METHODOLOGY


-30-


PRODUCING AN INMATE INTELLIGENCE CARD ANDSPECIAL INDEX CARD

The two reports you are most likely to be asked for, and particularby the audit team, are Intelligence reports and Special Index cards.These are two of the mandatory requirements of Chapter 15 of theSecurity Manual

Single click on Reports,

Single click on Intelligence Reports.

Single click on report by prison number, type in prison number,press the Enter key,

To print this report single click on the printer button on the toolbar.

To exit the report press the Escape Key,

For a Special Index card Single click on Intelligence Reportscontinued, and Intelligence reports by category code,

Type in a category code such as "dr" for drugs. This is the reportthat is referred to as a Special Index card as it lists all S.I.R.'s of aparticular category.

-31 -


PRODUCING OTHER REPORTS

Single click on report by SIR number, type in SIR number, pressthe Enter Key,


Single click on report by prisoners location, type in the requiredwing, press the Enter Key,


Single click on report by prisoners surname (current), type insurname, press the Enter Key,


Report by prisoners surname (discharged) is blank.

Single click on intelligence reports continued,

Single click on report by date written, type in first date, press theEnter Key, type in the second date, press the Enter Key,


Single click on report by category code, type in category code,press the Enter Key,

To print this report single click on the printer button on the toolbar,


-32 -


Single Click on category code and location (current), type in thewing required, press the Enter Key, type in the category coderequired, press the Enter Key,


Single click on report by incident location,


Single click on return to previous menu.

PRODUCING GRAPHICAL REPORTS

Single click on graphical reports,

Single click on graphical report by category code, single click onthe last 12 months, select the category code.

Single click on the word File on the toolbar, single click on theword Print Preview,

To exit the report press the Escape Key, the single click on CloseForm,


-33 -


Single click on graphical report by wing,

Single click on the last 12 months, select the wing required,


To exit the report press the Escape Key, the single click on CloseForm.


Single click on graphical reports by date range,

Single click on the last 12 months,




Single click on intelligence within date range and incident location,

Single click in incident location field, select incident location,press the Enter Key, type in the first date, press the Enter Key, typein the second date, press the Enter Key.



-34-


Single click on graph by date written, select first date, press theEnter Key, type in the second date,



Single click on graph by residential unit, type in wing required,press the Enter Key,




Single click on exit.


-35 -


DAY TWO - SESSION ONE


Add/Amend Visits

AlMS

To provide participants with the knowledge and skills required toinput visits information into S.I.S. and then produce relevantreports.

OBJECTIVES


1 Add/amend visitors details

2 Add/amend visits

3 Produce visits reports

RESOURCES REQUIRED



METHODOLOGY


-36 -


ADD/AMEND VISITS

BOOKING VISITS

Double click on the Security Icon.

Highlight the user name in the logon box, type in your user name,press the Tab key, type in your password, press the Enter Key,

Single click on the accept button.

Single click on add/amend visits.

Use today's date, therefore press the Enter Key,

Type in or select from the drop down box a 01:30 visit, press theEnter Key,

Type in or select from the drop down box a convicted visit,

Type visiting order number, press the Enter Key twice,

Type in the prisoners number (RP2614), press the Enter Key),

This will flag up on screen that this visit must take place underclosed conditions,

Single click on the ok button, single click on the find arrow in thetype of visit field, select a closed visit, press the Enter Key.

In the event that a particular visit needs to be video recorded therelevant checkbox should be ticked.

Single click on the save key,

-37-


INPUTTING VISITORS DETAILS

Single click on visitors details,

Type m the first visitors surname, press the Enter key,

Type m the visitor first names, press the Enter Key,

Type in the visitors address, press the Enter Key,

Type in the Area, press the Enter Key,

Type in the Town/City, press the Enter Key,

Type m the County, press the Enter Key,


Type in or select from the drop down list the type of visitor,

Single click on copy selected visitor to booking form,

Single click on visitors details,

Single click on new visitor,

Type in the second visitors surname, press the Enter key,

Type in the visitor first names, press the Enter Key,

Type in the visitors address, press the Enter Key,

Type in the Area, press the Enter Key,


-38 -


Type inthe County, press the Enter Key,

Type in the Post code, press the Enter Key,

Type in or select from the drop down list the type of visitor,

Single click on new visitor

Type m the third visitors surname, press the Enter key,

Type m the visitor first names, press the Enter Key,

Type m the visitors address, press the Enter Key,

Type m the Area, press the Enter Key,


Type in the County, press the Enter Key,


Type m or select from the drop down list the type of visitor,

Single click on Close Form,

Single click in Visitor ID field, type in the number 2, press theEnter Key,

Single click in Visitor ID field, type in the number 3, press theEnter Key,

Visitor three is not coming on this visit, single click on the grayrectangle to the left of the visitor number,

-39-


Press the Delete Key on the Key board, press the Enter Key.

Single click on new visit,

Press the Enter Key,

Type in or select from the drop down box a 01:30 visit, press theEnter Key,

Type in or select from the drop down box a convicted visit, pressthe Enter Key,

Type in a visiting order number, press the Enter Key twice,

Type in prison number, press the Enter Key,

Single click on the save button,

Single click on visitor details,

Single click on new visitor, type in all of visitor number foursdetails,



Single click on new visitor, type in all of visitor number fivesdetails,



Press the Enter key,

- 40 -


Type in or select from the drop down box a 01 "30 visit, press theEnter Key,

Type in or select from the drop down box a convicted visit, pressthe Enter Key,

Type in a visiting order number, press the Enter Key twice,

The inmate number is not known, single click on prisoners details,type in prisoners surname, press the Enter Key,

Scroll down until you find the correct prisoner, single click in thatline,

Single click on copy prison number,

Single click on the save button.


Single click on new visitor, type in all of visitor number six'sdetails,


To book a visitor who has forgotten their ID number, single clickon visitor details,

Single click on visitor by surname, type in the visitor's surname,press the Enter Key,

Scroll down until you find the correct visitor, single click in thatline,

-41 -


Single Click on book visitor, single click on copy selected visitor tobooking form.


Book a visit for a prisoner, using three of the visitors already onthe system.

Close Form,

Single click on add/amend visits,

Single click on visits today,

Single click in one of the visits, single click on go to selected visit.

Single click in visit confirmed.

Single click on visit by date, type in today's date, press the EnterKey,

Single click in one of the visits, single click on go to selected visit,

Single click in visit confirmed.

Single click in visit search prisoner number, type in a prisonnumber, press the Enter Key, type the date of the visit, press theEnter Key, type in the type of the visit, press the Enter Key.

Single click on close form.

- 42 -


PRODUCING REPORTS

Single click on reports, visits reports, visits reports continued

Single click on report by prison number, type in prison number,press the Enter Key,


Single click on report by surname, type in a surname, press theEnter Key, type in residential unit, press the Enter key.

To exit the report press the Escape Key, return to previous menu,

Single click on daily reports,

Single click on daily prison reports, type in today's date, press theEnter Key,


Single click on daily wing reports, type in today's date, press theEnter Key, type in a residential unit, press the enter key


Single click on return to previous menu,

Single click on booked visit reports,

Single click on all booked visits,

Trainers note: The "all booked visits '" report will only work onceyou have got some visits booked ahead of today!

- 43 -



Single click on booked visits for today,



Single click on reports on visits within a period,

Single click on visits in a date range, type in the first date, press theEnter Key, type in a second date, press the Enter Key.


Single click on visits in date range by type, type in type of visit,press the Enter Key, type in first date, press the Enter Key, type insecond date, press the Enter Key.


Single click on visits on a particular day, type in today's date, pressthe Enter Key,


Single click on booked visits within a period (sorted), type in thefirst date, press the Enter Key, type in a second date, press theEnter Key,


Single click on unconfirmed visits on a particular day, type intoday's date, press the Enter Key,

- 44 -





SECURITY VISITS INFORMATION

/

Double click on the security Icon

Type in your password, press the Enter Key,

Single click on the accept key,

Single click on add/amend visits information,


Single click in barred visitor check box,

Single click in the authority field, type in the Governor, press theEnter Key,

Type in the reason for barring the visitor but do not press the EnterKey,

Single click on close form

Single click visits today, select the visit with visitor 3 and 4,

Single click in visitor ID field, type in the number 1, press theEnter Key, this should flag up on screen that this visitor is barredfrom the prison.

- 45 -


Single click on the OK button,


Single click on copy selected visitor to booking form, this againshould flag up on screen that this visitor is barred from the prison.

Single click on the OK button.

Single click on the hand button that points to the right,

Single click in the special security check box,

Single click on copy selected to booking form, this should flag ayes in the security box.

Close form.

PRODUCING MORE VISITS REPORTS

Single click on reports,

Single click on visits reports,

Single click on report on type of visit,

Single click on report on closed visits,


Single click on return to previous menu,

- 46 -


Single Click on reports on visitors,

Single click on visits by visitor surname, type in a surname, pressthe Enter Key,


Single click on barred visitor reports,



Exercise

Using the prisoner that you created yesterday, enter two visits fordifferent dates, with at least two visitors on each visit.


- 47 -


DAY TWO - SESSION TWO

DURATION - I HOUR30 MINUTES

Add/Amend MDT

AlMS

To provide participants with the knowledge and skills required toinput MDT results and produce relevant reports.

OBJECTIVES


1 Add/Amend MDT information

2 Produce forms for Adjudications

3 Produce MDT reports

RESOURCES REQUIRED



METHODOLOGY


- 48 -


INTRODUCTION

All Mandatory Drug Testing results can now be input onto S.I.S.This is particularly useful for producing paperwork for subsequentadjudications.

From the main menu select Add/Amend MDT information,

Select Drug Test Details.

To add a new record select New Record,

Enter the prisoners number and press Enter, the prisoners namesshould appear automatically.

Enter the remaining data in the relevant fields, using the drop downlists where appropriate.

Also use any checkboxes that are relevant. From these checkboxesthe S.I.S. is able to generate some useful reports which we willlook at later.

On receipt of adjudication results the record should be updated.

In order to search for a record, to update it, single click in the fieldMDT Ref No. Search and type in the MDT reference number, thenpress enter. You can now update that record.

Once all the data has been entered you can either select NewRecord, to continue with more MDT information, or Close Form.

- 49 -


Producing paperwork for Adjudications

Having entered all of the relevant information for an MDT resultyou can now produce the necessary documentation for subsequentAdjudications.

There are three different charges, under Prison Rules, to consider:

• Administers a Controlled Drug (para. 9)• Administers on Temporary Licence

• Disobeys any Lawful Order (para. 22)

The process is the same for each of the charges so, having decidedwhich charge, we will just look at Administers a Controlled Drug(para. 9).

From the Add/Amend MDT menu select Administers 9,

Select Administers 9 again.

In order to continue you will need the MDT reference number.You will also need to know the charge number for theadjudication. This will be provided by the adjudication liasonofficer who will normally be one of the staff in the segregationunit.

Enter the MDT reference number, the test details on the right handside will appear automatically.

Enter the Charge number and location.

-50 -


The Charging Officer's details are entered via the drop down list.The names of the officers in your establishment, who are likely tobe placing prisoners on report for MDT, need to be input onto thesystem by your S.I.S. Administrator.

The Rank of Officer and Sample Positive for, are also entered via adrop down list.

On completion you can either select New Charge to enter furthercharges or Close Form to finish.

Having entered the information the S.I.S. can now be used togenerate the adjudication papers:

• F254• F1127

• F256

From the Administers 9 menu select F254,

Enter the charge number, this will display the F254 for that charge.To print click on the printer icon at the top of the screen.

Escape from that report and select F1127 to display an F1127 forthe charge. Escape,

And select F256, this will display the relevant information for theF256 but, due to the nature of this form, in order to print it you willneed to feed a blank F256 into your printer. You may need to testthis back at you establishment in order to ensure that the F256 isfed into your printer the correct way.

The final piece of paperwork is the Express Defences which can beselected from the Administers 9 menu. This provides the prisonerwith all the relevant information in relation to his charge.

-51 -


Producing MDT Reports

If you return to the main menu and select Reports, MDT reportsthere are several reports based on the MDT information.

You should now be familiar with process for viewing reports sospend ten minutes looking at the available MDT reports.

Exercise

Using the prisoner that you created yesterday, enter MDT resultsand the relevant adjudication information.

- 52 -


DAY TWO - SESSION THREE


Transfer Information In/Out

AIMS

To provide participants with the knowledge and skills required totransfer prisoner records to/from other establishments.

OBJECTIVES


1 Transfer information on a disk to other establishments

2 Import information on a disk, from other establishments

RESOURCES REQUIRED



METHODOLOGY


-53 -


Transferring SIS Information via floppy disk.

An important feature of the S.I.S. is the facility to transferinformation, to other establishments via a floppy disk. This worksby exporting data on specified prisoners, and importing data onprisoners on receipt from other establishments. This featureremoves the need for staff to key information onto S.I.S. that haspreviously been keyed into another prisons S.I.S.

Select Database Utilities from the main menu.

Select Transfer Information - out.

Select the button to clear the Selection table

Enter the path to output a:\

Using the dropdown list select the prison number of the prisonertransferring out (use the prisoner that you created earlier).

Trainers note." A separate disk should be used for eachestablishment that prisoners are transferring to.

Each time a number is selected the prisoner will be added to theSelection table. Once all relevant prisoners have been selected youcan view the selection by clicking on the "Display Selections"button.

If you are happy with the selection, close the form and select theTransfer Data Out button which is the centre button on the screen.

Various messages are displayed showing the progress of theexport. The information will be encrypted in order that it cannot beaccessed directly from the disk.

- 54-


The following data is transferred during this operation:

* Prisoner details

• Intelligence details• Visits details

• Closed visits details• Prisoner Profile details• MDT details

Transfer S.I.S. Information In.

On receiving a disk from another establishment you can thenimport the information into your S.I.S.

Trainers note. Ask the students to swap disks with the person nextto them.

From the Database Utilities menu select Transfer SIS Information- IN.

Enter the path for input files a:\ and select the transfer Data buttonat the bottom of the screen.

Various messages will be displayed showing the progress of theimport. Select yes during any warning messages that appear.

Once the process has completed the Database Utilities screen willbe displayed.

-55 -


Exercise

Ask the person whose disk you have for the Prison Number thatthey created. Using the reports, that you should now be familiarwith, have a look at the information in relation to the prisoner. Youshould look at:

• Intelligence reports

• Prisoner Information reports

• Prisoner Profile reports• MDT reports

• Visits reports

-56-


DAY TWO - SESSION FOUR


MICROSOFT QUERY

AIMS

To provide participants with the knowledge and skills required tocreate queries using Microsoft Query

OBJECTIVES


1 Create queries using Microsoft Query

2 Add criteria to a query

RESOURCES REQUIRED



METHODOLOGY


- 57 -


MICROSOFT QUERY

INTRODUCTION

Microsoft Query is a powerful tool for querying the data within adatabase. It is not actually a part of the S.I.S. package but part ofthe Microsoft Office Professional 97 package.

It may not have been installed on your computers, back atestablishments, as it isn't part of the standard installation. It is,however, on the Office disk as an option to be installed. You mayneed to contact your IT department, or systems manager, in orderto get it installed.

Compared to the S.I.S. MSQuery appears "daunting", but after afew attempts you will soon realise the benefits and become more atease with it.

It may put you at ease to know that, whilst using MSQuery, youcannot damage, or lose, any of the data in the S.I.S.

Double click on the Microsoft Query Icon,

Single click on the new query button, which is the button on theleft at the top of the screen.

Single click on options, type in C:\fourx4, press the Enter Key,(this only needs to be done the first time that MS Query is used,otherwise skip this instruction and move on to the next).

Single click on Fourx4,

Single click on OK, type in your user name, press the Tab Key,type in your password, press the Enter Key,

-58 -


On the left of the "Query Wizard" is a list of tables in the S.I.S.database. The S.I.S. is what is known as a relational Database

Management System (DBMS) and all the data that you have inputis organised by subject and stored in these tables. Informationabout how the subjects of these tables are related is also stored.

This ensures that all relevant information can be linked togethere.g. Intelligence on a particular prisoner.

You don't need to know how this works but it is useful, whenstarting to build queries, to have an idea how information is storedand linked.

Scroll down in the left hand box to find the table UsysPRISONERINFORMATION,

Single click on the + to the left of the word prisoner information,

You will now see a list, of the fields of information that you input,in the Prisoner Information screen in S.I.S.

Double click on the word prison number to move it to the righthand box,

Single click on to top arrow in between the two boxes, to movesurname to the right hand box,

Single click on to top arrow in between the two boxes, to movefirst names to the right hand box,

What you have done here is selected the fields that you would liketo see on your finished query. You may also use these fields to setcriteria in order to interrogate the information held in S.I.S.

- 59-


If you have changed your mind about the fields that you haveselected you can remove them.

To move first names back to the left hand box, single click on theword First names, single click on the arrow that points to the lefthand box.

To move all the fields back into the left hand box, single click onthe double arrow that points to the left hand box.

Lets start that query again and add some additional fields.

Single click on the word prison number, click three times on thearrow that points to the right hand box,

Scroll down using the scroll arrow, single click on currentsentence, click twice on the arrow that points to the right hand box,

Single click on offences, single click on the up arrow, to the rightof the field box.

Single click on next twice.

Sort by Surname, click on the drop down arrow at the end of thefirst field and select surname,

Sort by First names, click on the drop down arrow at the end of thesecond field and select first names,

Single click on finish,

Single click on the line arrow at the bottom of the table, the recordnumber should read 1209,

What have here is a table which includes every prisoner on S.I.S.

- 60 -


Now we can use this table to begin interrogating, or querying, thedata.

Single click on the word criteria, single click on add criteria,The field should read Prison number,

Change the operator to read begins with, single click on the dropdown arrow at the end of the operator field, scroll down and selectthe word begins with.

Highlight the value in the values field, type in the characters ca,single click on add, single click on close.

Single click on the line arrow, the record number should read 896.

So by setting one simple criteria we have reduced the table by over300 prisoners. Now we can add come more criteria.

Single click on the word criteria, single click on add criteria,

Change the field to read offences, single click on the drop downarrow at the end of the field box, scroll up, select the wordoffences,

Change the operator to read contains,

Highlight the value, type in the word drug, single click on add,single click on close.

Single click on the line arrow, the record number should read 121.


Change the field to read surname,

-61 -


Change the operator to read begins with,

Highlight the value in the values box, type in the character t, singleclick on add, single click on close.

There should be three records on screen.

Single click on the lower X button at the top right hand corner,single click on the no button.

Once we have created a query we can save it and use it againwhenever we need the same information. Obviously some query'sare used once only, such as the one we just did. Others, however,may be used regularly. A good example of this would be a prisonNominal Role.

Think about the kind of information that you might need on yournominal role and start a new query to include that information.

• PrisonNumber• Surname

• Forename

Once you have done that we will use the nominal role as a startingpoint for more queries. This is something that you may considerdoing when you get back to your establishment.

Near the top of the screen there is a box that has UsysPrisonerInformation at the top, and all of the fields list inside it. This is thetable we are currently using to retrieve the Prison Number,Surname and Forenames. An important table to link everythingtogether is UsysPrisoner, so we are going to add that table.

- 62 -


On the top row of buttons towards the middle is a button with a

cross on it. If you hold your mouse pointer over it, it should sayAdd Table(s).

Single click on that button, this will show a list of all the tables thatwe saw when we set up our original query.

Scroll down until you find the UsysPrisoner table, double click onUsysPrisoner, this will add the table to the screen, next toUsysPrisoner Information.

If you now scroll up and down in each table you will see that thereare different fields in each table, however each table has Prisonnumber and Prisoner ID. You will also see that these fields are

linked in order to create a relationship between the informationstored in each table.

This is the point where I would save this query as "nominal role.To do this go to File at the top of the screen, select Save As and infilename type in "nominal role".

We will now use our nominal role as the starting point for futurequeries.

In the UsysPrisoner table, that you now have on screen, scrollup/down until you find street, double click on street and it will beadded to your query.

Repeat this for area and town.

Move your mouse pointer until it is over the column header Streeton your nominal role, single click and the whole column shouldnow be highlighted.

- 63 -


Single Click on the word criteria, single click on add criteria,

Change the operator to read begins with,

Highlight the value in the values box, type in the number 21.

Single click on add, single click on close.

Single click on the line arrow, the record number should read 14.Remember we started of with over 1200 records!

Single click on the column header town, to highlight the towncolumn,


Change the operator to read equals, single click on the valuesbutton, scroll down to Huddersfield, single click on Huddersfield,single click on OK.

Single click on add, single click on close.

There should be four records on screen, (two inmates live at thesame address).

If you want to remove any of the criteria that you have added thereare two ways to do this.

The first allows you to remove one criteria at a time,

Move your mouse pointer over the thin grey bar above the criteriathat you want to remove, when the pointer changes to a downwardpointing arrow single click. The criteria column should now behighlighted, press the delete button on your keyboard and thecriteria will be removed.

- 64 -


The other way to remove criteria is useful if you want to removeall of the criteria that you have set. Single click on the word criteriaat the top of the screen and select remove all criteria.

So far we have only looked at data held in two tables,UsysPrisoner Information and UsysPrisoner. There is a lot ofuseful information held in other tables as well.

See if you can create a query, using your nominal role as a startingpoint, to find out how many prisoners have blue eyes.

As a clue you will need to add another table in order to get thatinformation.

Trainers note: First Add the table UsysEyes, then double click onEyes to add the field to the nominal role. Add criteria so that theoperator reads equals and the values reads blue.

Remove all criteria. If you want to remove fields of data from yournominal role select the column header that you want to remove e.g.Eyes, so that the column is highlighted, and press the delete key.

Now see if you can create a query that includes all prisonerslocated on A wing, Landing 2.

Trainers note: Add tables UsysWing and UsysLanding, doubleclick on Wing and Landing. Add criteria for Wing equal to A wingand Landing equal to Landing 2.

Remove all criteria and additional field leaving just the originalnominal role information.

Now find out how many prisoners have the name John.

- 65 -


Trainers note." Add criteria that asks for first names, with anoperator of contains, and a value of John. Ask for the result anddiscuss the different answers explaining that if the wrong operatoris used then the results will be wrong. An operator of equals willignore those with two first names and an operator of begins withwill ignore those whose second name is John.

To print this table, single click on the small rectangle the left of thecolumn header, prison number, this will highlight the whole table.

Single click on the word edit,

Single click on the word copy,

Single click on the start button at the bottom left hand comer of thescreen,

Move up to the word programs, move across onto the program list,single click on Microsoft Excel.

Single click on the word Edit.

Single click on the word paste,

Single click on the word format, move down to the word column,single click on the word auto fit section.

Single click on the print key.

Single click on the top X button at the top right hand comer, singleclick NO.

Single click on the top X button at the top right hand comer, singleclick NO.

- 66 -


DAY TWO - SESSION FIVE


ADMINISTRATOR

AlMS

To provide participants with the knowledge and skills required tobe the Administrator if the S.I.S. database.

OBJECTIVES


1 Manage password access

2 Add a new User

3 Change access levels of users

RESOURCES REQUIRED



METHODOLOGY


- 67 -


Administration Database

Double click on the Icon call Admin

Type in the word Administrator.

There is no password set, press the Enter Key on the Keyboard.

Single click on the Database Details; explain about Sema helpdesk. Single click on Close Form.

Single click on House Keeping.

Single click on House Keeping (Landings)

Single click on the Close Form button

Single click on the House Keeping (Visiting Times)

Single click on the find arrow of the Visiting time to Find, todisplay the list of times (these can be altered to suit each prison)

Close form

Single click on House Keeping (Categories of Special IndexCards)

Single click on the find arrow of Category to find, to displaycategory list. (These cannot be changed)

Close Form

Single click on House Keeping (Visit Types).

- 68 -


Single Click on the find arrow of the type of visit to find box, todisplay the list of types of visits.

Single click on VP in the list.

Single click on delete visit type, single click yes, then single clickyes again.

Close form

Single click on House Keeping (Type of visitor)

Single click on the find arrow of the type of visitor to find box, todisplay the list of visitor types (these can be altered to suit eachprison)

Close Form


Single click on House Keeping (continued)

Explain that all these categories must not be altered, because theyare all on the LIDs download, except House Keeping (accents).

Single click on House Keeping (Accents)

Single click on the find arrow of the accent to find box, to displaythe list of accents.

Close Form.

Single click on return to main menu

- 69 -


Single click on Database Utilities

Single click on Record path to database. Ensure that this is notaltered.

Single click on the X at the top of the control box.

Return to Main Menu.

Single click on the password button.

The word administrator will be in the user name box, single clickin the New password box, type in a password, this must bebetween 4 and 20 characters, all in lower case, Press the Enter Keyon the

Keyboard.

Verify the password by typing it in again, and then press the Enterkey three times.

Single click on the find arrow at the end of the wordAdministrator, and single click on the word Collator.

Single click in the new password and type in a new password,press the Enter key.

Verify the password, press the Enter key three times.

Repeat this procedure for Operations and Visitors.

Close Form

- 70-

SECURITYINTELLIGENCESYSTEM(FAMILIARISATION)

NEWUSER

Single click on User Maintenance, Highlight the wordadministrator and type in your Surname, all in lower case, press theEnter key, single click on the yes key that appears on screen.

Enter a PID number, (LIDs logon Code), and press the Enter KeyTwice.

Type in a new password, press the Enter Key, then Verify thepassword, but only press the Enter Key once.

Double click on the words Visits.

Single click on the Ok button on Screen, then Single click on theclose button.

Single click on the Exit button.

Double click on the visits icon,

Highlight the word Administrator and type in the new user name,press the tab key, enter the new users password, then press Enter.

Hold down the Ctrl key and press the F8 key, this allows the userto change their own password.

Single click on the close button, then single click on the exitbutton.

Now try to open the Security database.

Updating User Access Levels

Double click on the Admin icon.

-71 -


Highlight the user name and type in administrator, press the tabkey, and enter the administrator's password. Press the enter key.

Single click on user maintenance,

Using the drop down list select the new user that you have setup.Single click on the GRP button.

Double click on the word security, single click on the word Close,single click on exit.

Double click on the Security icon,

Highlight the word administrator and enter the new users name,press the tab key, and enter the new users password. Press the enterkey and click on the accept button.

Single click on the exit button.

Removing User Access

Double click on the Admin icon.

Highlight the user name and type in administrator, press the tabkey, and enter the administrator's password. Press the enter key.

Single click on user maintenance,

Using the drop down list select the new user that you have setup.

Single click on the DEL button, single click on the word "yes".

If you check on the drop down list the user will not be on the list.

Single click on the Close button.

- 72 -


Audit trails

Single click on Audit Trail Enquiry,

Single click on display complete audit trail,

Exit by clicking on the X button.

Single click on audit trail by user within a period,

Type in yesterdays date, press the space bar, type in a time, pressthe Enter key

Type in todays date press the space bar, type in a time, press theEnter key,

To exit single click on the Door button.

Single click on return to main menu,


- 73 -

Inmate Details

Prison Number: KN2549Surname: BatesFirst name: John EdwardAddress: 20 St Helens Street

Lea

GainsboroughLincs.DN21 1TS

Date of Birth: 13/7/73

Nickname: WoodyOffence: Possession of drugs with intent to supplySentence: 4 yearsPre cons: Assault, GBH, supply drugsCRO Number: 185967/85U

Category: BPeculiarities: 1" scar above right eye

Tattoos left arm swallow, panthers head.Right arm heart + scroll

Height: 182cmEthnic Origin: WhiteHair: Brown

Eyes: BlueBuild: ProportionalFace: Oval

Occupation: Fabricator

Date Received 20/4/2000Cell Location: B2-23

Inmate Details

Prison Number: K3VI3899Surname: Johnson

First name: Andrew ChristopherAddress: 181 Ridings Road

LincolnLincs.LN23 2WE

Date of Birth: 31/12/64Nickname:

Offence: Theft, burglarySentence: 1 yr 6 mthsPre cons: No pre cons availableCRO Number:

Category: BPeculiarities: Tattoos left arm 2 x swallows, cross

JennyHeight: 175cmEthnic Origin: WhiteHair: Blonde

Eyes: BlueBuild: StockyFace: Round

Occupation: Unemployed

Date Received 20/4/2000Cell Location: AI-10

Inmate Details

Prison Number: MA 1335Surname: SmithFirst name: Colin PaulAddress: 35 The Baulk

WorksopNottsDN10 1SR

Date of Birth: 12/3/69Nickname:Offence: Fraud

Sentence: 2 years 2 monthsPre cons: Assault, theft, fraudCRO Number: 1463/91R

Category: BPeculiarities: States None

Height: 180Ethnic Origin: Black CaribbeanHair: Black

Eyes: BrownBuild: SlimFace: Oval

Occupation: Accountant

Date Received 20/4/2000Cell Location: D3-3

Prisoner Profile Information

Prison Number: KN2549

Date of Profile: Todays dateDate of Sentence: 10/04/2000Co-Defendant: CA7808 Wilson

Adjudications: Nil

Current Offence Details: Bates was arrested outside a popularGainsborough nightclub in

possession of a bag of 200 ecstasytablets.

Custodial History: 2 years for conspiracy to supplydrugs. 12 months for Assault, 18months for GBH.

Additional Information: Bates has a dislike of women in

positions of authority.

Updated Information:

Further information from the police that a large quantity ofheroin was also found, when Bates home address was searchedafter his arrest.

Security Information Record

Prison Number: KN2549Surname: BatesDate: 20/4/2000

Location: A WingSource: B

Accuracy Code: 3Cat. Code: DRCons. Code: LHSIR Number: 1/2000

Report: Information received that this KN2549 BATES

has been smoking cannabis with another inmateon a wing.


Prison Number: KN2549Surname: BatesDate: 23/4/2000

Location: B WingSource: X

Accuracy Code: 4Cat. Code: DRCons. Code: HLSIR Number: 2/2000

Report: Information received that KN2549 BATES is

going to receive drugs on a visit on the28/4/2000.


Prison Number: I_VI3899Surname: JohnsonDate: 25/4/2000

Location: A WingSource: A

Accuracy Code: 1Cat. Code: ESCons. Code: HHSIR Number: 3/2000

Report: Information received is that KM3899

JOHNSON is planing to escape on the30/4/2000


Prison Number: MA1335Surname: SmithDate: 2/5/2000Location: Wood millSource: A

Accuracy Code: 1Cat. Code: AICons. Code: LLSIR Number: 4/2000

Report: MA1335 SMITH assaulted KM3899 Johnsonin the wood mill on 02/05/2000


Prison Number: Not I_aownSurname: Not KnownDate: 1/5/2000

Location: B wingSource: X

Accuracy Code: 4Cat. Code: DECons. Code: L/HSIR Number: 5/2000

Report: It is believed that a number of prisoners on Bwing intend to refuse to return to their cellsafter association over the coming weekend.

Visitor Details

Surname: Smith

First Names: Anne LynnAddress: 35 The BaulkArea:

Town: WorksopCounty: NottsPostcode: DN10 1SR

Type ofvisitor: Domestic

Visitor Details

Surname: TaylorFirst Names: Liz

Address: 13 High StreetArea: Morton

Town: GainsboroughCounty: LincsPostcode DN21 3DO


Visitor Details

Surname: Banks

First Names: PhillipAddress: 24 Claremont RoadArea:

Town: GainsboroughCounty: LincsPostcode DN21 3TY


Visitor Details

Surname: Johnson

First Names: MargaretAddress: 181 North RoadArea:Town: Lincoln

County: LincsPostcode


Visitor Details

Surname: JohnsonFirst Names: SimonAddress: 181 North RoadArea:Town: Lincoln

County: LincsPostcode


Visitor Details

Surname: BishopFirst Names: JuliaAddress: 17 Retford RoadArea: RanskilTown: Retford

County: NottsPostcode

Type of visitor: Domestic

MDT Information

Prison Number: KN2549MDT RefNo: 123/00Time of test: 13:00Date of test: 14/04/00

Type of test: RandomTime result received: 10:30Date result received: 23/04/00Result of MDT: Positive

Sample Positive for: Heroin, Cannabis

MDT RefNo: 123/00

Charge No: LO456/00Location: B WingCharging Officer: Not SpecifiedRank of Officer: Not SpecifiedSample Positive for: Heroin

Course Domestics and Introduction To PSC Newbold Revel

Welcome to the college.

Those participants that are residential, have they been allocatedaccommodation?

Remind participants that all rooms have self-locking doors, particularlyrelevant to those without en suite.

The security of personal belongings remains the responsibility of participants.

Fire and Bomb alerts will be announced, as will the evacuation/muster area.This is a Prison Service site, and as such, security remains a concern.

Smoking Policy.

Meal Times and Facilities.

Vending Machines.

Cash Point Machine.

Use of Telephones.

Local facilities.

Use of the Chapel.

Use of the Library.

Use of Golf & Crochet equipment.

Equal Opportunities & Race Relation Policies provided in every area and willbe adhered to.

Coffee breaks.

Meals on last day.

Certificate list.

Name Cards.

End time of course.

Course Domestics and Introduction To PSC Newbold Revel

Welcome to the college.

Those participants that are residential, have they been allocatedaccommodation?

Remind participants that all rooms have self-locking doors, particularlyrelevant to those without en suite.

The security of personal belongings remains the responsibility of participants.

Fire and Bomb alerts will be announced, as will the evacuation/muster area.This is a Prison Service site, and as such, security remains a concern.

Smoking Policy.

Meal Times and Facilities.

Vending Machines.

Cash Point Machine.

Use of Telephones.

Local facilities.

Use of the Chapel.

Use of the Library.

Use of Golf & Crochet equipment.

Equal Opportunities & Race Relation Policies provided in every area and willbe adhered to.

Coffee breaks.

Meals on last day.

Certificate list.

Name Cards.

End time of course.

Day One. Session One.

SIS FAMILIARISATION. is minutes. J/

Turn on the computer. Base unit first, followed by the monitor.

Explain screen lay out .... The small pictures are called icons etc.

Open the icon 'My Computer' by placing the cursor over it with the mouse andthen a Double Left Click (DC) on the mouse.

Open the icon 'Control Panel' in the same manner.

Open 'Mouse'

Explain.The way to open any icon from a 'desk top' is to Double Click the Left Button on theMouse.

FROM HERE IN THESE NOTES A DOUBLE LEFT CLICK WILL BE

REFERERED TO BY DC.A SINGLE LEFT CLICK WILL BE REFERED TO BY SC.

CLOSE SCREEN WILL BE REFERED TO BY X, UNLESS THERE IS ACLOSE SCREEN OPTION ON THE WORKSHEET.

ALTERING THE MOUSE SPEED.Point arrow over the sliding scale on screen.SC and hold.

Move the slide from the left to the right WITHOUT LETTING GO OF THEMOUSE BUTTON. Replace the mouse speed at around three quarters of theway towards the right.DO NOT PLACE THE ARROW AT THE FASTEST SPEED AS THECOMPUTER BECOMES EXTREMELY DIFFICULT TO OPERATE AND ITIS EVEN HARDER TO GO BACK INTO THE SYSTEM AND REOPEN THECONTROL PANEL.

SC on Close

SC on OK

Close the 'control panel' with X (top right of screen)

Close 'my computer' with X

Session Two [ 1 hour,15 minutes [

A BRIEF HISTORY OF SIS. SECURITYINTELLIGENCE SYSYEMS.

Gareth Evans developed a system of recording Security Informationat HM Prison Preston some time ago.

As word got around regarding the success of his system, otherestablishments in the area wanted to install his work in their own

security departments. The work eventually became too big tomanage.

The departments Security Group therefore took over control of theproject, and developed it further, to what we now recognise as SIS.

The Database is comprised of Four Sub Systems.

• COLLATOR. Contains all of the basic details of inmates in theestablishment.

• VISITS. The booked visits system.

Neitherof thesetwosub systemshaveaccessto any of thesecuritysub systems.

• SECURITY. Used by the security department for recording allintelligence information. From this sub system it is possible toaccess all information from Collator, Visits and Security subsystems.

• ADMINISTRATION. Used to manage passwords and staff levelsof access to SIS.

The class are to now face their computers.

2

ADD/AMMEND PRISONER INFORMATION

DC on Security icon.

No password is required on the training computers here. So SC on OK.

When the acceptance screen appears, read the warning notice and accept liability as

stated by SC on OK.

Explain.

The SIS system allows data from LIDS to be transferred into it, thus avoiding the

time consuming task of manually inputting prisoner records.

This should happen at every establishment on a daily basis (usually over night.) It is

important that the LIDS download does occur every day in order to keep prisoner

information up to date.

Due to the transfer taking place at the end of the day, the SIS system is always 24hours behind.

There will be occasions when you will need to input information on a prisoner prior

to his information being transferred over from LIDS. We are therefore going to enter

the prisoners whose records we are going to work on throughout this course

manually.

ISSUE LIDS DISK TO EACH STUDENT. Explain that this disk is a simulation of

• the LIDS transfer.

IT IS IMPORTANT THAT THE CLASS RECOGNISESTHE NEED TO STICK TOGETHER FROM THIS POINT

ONWARDS. IT IS USUAL FOR THERE TO BE AVARYING LEVEL OF UNDERSTANDING OF THE

SUBJECT MATTER, INDEED SOME OF THEM MAYALREADY BE WORKING ON SIS AT SOME LEVEL.

ALL MUST AGREE THAT FOR THE TRAINING TO BEOF VALUE TO ALL, WE MUST STAY TOGETHER,

WORKING AT THE PACE OF THE SLOWEST CLASSMEMBER.

From Main Menu select DATABASE UTILITIES

Select LiDS TRANSTER

A message appears 'Clearing Import Table' followed by a screen that asks the user to'Select the required file'

INSERT THE DISK INTO THE CORRECT DRIVE.

In the field 'LOOK IN', use the DROP DOWN BOX (DDBox) to selectFLOPPY (A)

In the field; 'FILES OF TYPE', select ALL FILES

Select the 4x4 SIS file

SC on Open

A number of messages will appear in sequence as the data transfer takes place.

Answer 'Yes' to any warning confirmations which may appear.

If there are any errors in the data transfer, an error screen will appear informing theuser that records have not been transferred. If this happens, Exit the system and beginagain.

When the transfer is complete, a menu will appear. SC on RETURN TO MAINMENU.

SC on ADD/AMEND PRISONER INFORMATION


Explain the screen layout for the prisoner displayed.

RP2614 ABBOTT

SC on PRISONER DETAILS Explain the Screen Layout.

CLOSE FORMCLOSE FORMRETURN TO MAIN MENU

MANUAL ENTRY OF PRISONER DETAILS.

Issue HAND OUT 1.

SC on PRISONER INFORMATION

SC on PRISONER INFORMATION

SC on 'NEW RECORD'

Page 2 of Handout 1. TYPE IN THE NUMBER OF PRISONER

KN2549 BATES

...followed by the rest of the details on Page 2.

Note.

Go through Bates" details item by item as a class, allowing time for questions anddiffering typing speeds. Also explain the use of Drop Down Boxes where theyappear.Explain that the user is to place a tick in any of the relevant 'RISKASSESSMENT' Boxes. This will always have to be done manually is thisinformation is not available via LIDS. These tick boxes, and the 'ESCAPEHISTORY' are a case of judgement if the information is not

Once all of the information required on this page is entered, (after the tick boxes asthere is no escape history in the case of Bates) SC on PRISONERS DETAILS.

Input all of the rest of the information as explained (First item: CRO Number, Lastitem: Occupation.)

Note over ...

Note.

Explain that the computer requires the prisoner's height in metres. This willrequire their converting prior to input.

I See Illustrations. Page 3. I

When all of Bates' details have been entered, SC on CLOSE FORM

SC on NEW RECORD

REPEAT THE ABOVE ON THEIR OWN FOR THE REMAINING PRISONER

PROFILES IN HAND OUT 1.( Pages 3 & 4.)

KM3899 JOHNSON & MA1335 SMITH

Once completed SC on CLOSE FORM

RETURN TO MAIN MENU

EXIT SIS

Note.

Point out to the group that any information, which is input manually, will beoverwritten by subsequent LIDS downloads. It is therefore important that whoeveris responsible for entering LIDS information in the establishment is providingsufficient, accurate information.

UPDATE PRISONER IMAGES

ARE PRISONER IMAGES BEING USED AT THE CLASSES OWNESTABLISHMENTS?

Explain:DUE TO THE FACT THAT MANY DIFFERENT TYPES OF CAMERAS ARE BEINGUSED FOR TAKING PRISONER PHOTOGRAPHS, WE ARE UNABLE TODEMONSTRATE THIS PART OF THE PROCESS.HOWEVER, WE ARE GOING TO LOOK AT HOW WE TRANSFER THE IMAGESONCE THEY HAVE BEEN TAKEN.IT IS IMPORTANT THAT THE IMAGES ARE SAVED USING THE PRISONNUMBER AS A FILE NAME AND THAT THEY ARE 'BITMAP' IMAGES.

SC on DATABASE UTILITIES

SC on UPDATE IMAGES

TYPE IN PATH NAME ;

C:\IMAGE\It is advisable to write this path name on the white board, explaining that it has tobe exact, ie NO SPACES and in UPPER CASE. Explain that the easiest way toaccess these files is for the Administrator to store images in a folder called'IMAGES' on the Computers 'C Drive' (Alternatively they can be taken straight

from a disc.)

SC on APPLY CURRENT IMAGES

The programme will now run. Explain that the system is searching for any prisonnumbers on the system and adding the corresponding images.

When it has connected all of the images, a report will appear on screen. This report isa list of all of the prisoners on the system who do not have a current image.

To move around the screen, move the cursor over the report and it becomes amagnifying glass.

SC while over the report. A full page will appear on screen.

Another SC will zoom in to the part of the report that the magnifying glass is over.

To move from Page to Page, SC on the arrows on the screen. To move from the

beginning to the end of the report, use the arrows at the bottom left of the screenwhich have a line on the screen button.

Exit the report by pressing 'ESCAPE' on the keyboard.

CLOSE FORM

RETURN TO MAIN MENU.

FINDING A SPECIFIC PRISONER.

There are times when we may need to find a specific prisoner in order to amend orupdate their details.



The 'Prisoner by Number' Box is highlighted in Blue.

Type in a number (Try KN2549). Enter.

Bates' details should appear.

SC on PRISONER BY SURNAME.

Type in a name (Try JOHNSON).Enter.

Scroll down the list which appears to find the correct prisoner.

SC on far left of the correct prisoners details. This should highlight this prisonersdetails.

SC on 'DISPLAY SELECTED PRISONER'

There is also a way of searching for a prisoner when we are not sure of the fulldetails.

SC on the word 'Edit' (On the 'TOOLBAR' at the top of the screen.)

SC on the word 'Find'

A box appears on the screen.

Type in the part of the prison number to be found. (eg KN) in the 'Match Field'

Select 'Any Part' of the field via the DDBox

SC on 'Find First'

ff this is not the prisoner who you are looking for...

SC on 'Find Next' Until you locate the correct inmate.

SC on CLOSE WNDOW

SC ON CLOSE FORM

RETURN TO MAIN MENU

lO

PRODUCING REPORTS

Now that the information is on the system, there are several interesting and usefulreports that can be drawn from the data base.

MAIN MENU

SC on REPORTS

SC on COLLATORS REPORTS

SC on REPORTS ON PRISONERS (CURRENT)

SC on REPORT BY PRISON NUMBER

Enter a prisoners number. (Try MA1335 SMITH) ENTER

SC on 'Printer Icon' at top of screen.

An Identification Form will be displayed. See Illustrations._ page 4, I

ESCAPE (on keyboard) TO EXIT

Allow the class to find reports in various ways from the reports menu. By this stage,they should be confident enough to 'explore' on their own. Do however, draw their

attention to finding a prisoner by DATE OF BIRTH. This report is useful when youknow an approximate age of someone who you wish to identify.Method as follows:

SC on REPORTS

SC on COLLATOR REPORTS

SC on PRISONERS (CURRENT)

SC on PRISONERS (CURRENT) CONTINUED

SC on REPORT BY DATE OF BIRTH

ENTER FIRST DATE

SC on OK

ENTER SECOND DATE

SC on OK

11

ESCAPE on keyboard to EXIT. See Illustrations. Page 5.

It may well be helpful to run through the B.R.I.F. Report (BODY RECEIPTINFORMATION REPORT)When this is completed, run through the ALPHA LIST

ALPHA LIST

From the reports menu.

SC on ALPHA LIST

Explain that this is a full prison roll, although it is likely that all will have seen analpha list previously.

Move the Cursor over the small rectangle below the top arrow on the right ofthe screen.

SC and Hold the click in. Move the rectangle slowly downwards to scrollthrough the roll

X to EXIT

12

REPORTS (Conclusion)

SC on REPORTS

SC on COLLATORS REPORTS

SC on CURRENT PRISONERS

EXERCISE

LOOK AT THE 'VARIOUS RISK ANAI,YSIS REPORTS. THESE ARE

REPORTS AVAILABLE FROM THE 'TICK BOXES' WHICH VVERE

COMPI.ETEt) ON THE PRISONERS WHO YOU ORIG1NAIA_Y ENTEREt)ONTO TIlE SYSTEM.

HAVE A 1,OOK A't- RISKS _,VHICH YOU ENTERED FOR THE EX<-_,MPt_E

PRISONERS {BATES, ,JOHNSON, AN[) SMITH)

ESCAPE to EXIT

RETURN TO MAIN MENU

SC on EXIT

EXERCISE.

HAVING COMPLETED THE ADD/AMEND PRISONER INFORMATION

PARI OF I'HE SYSTEM, YOU SHOULD ALL NO'v_, BE ABLE TO ENTER <-xPRISONER UN-AIDED.

RETURN 1"O FHE ADI)/AMEND PRISONER INFORMATION SCREENAND CREATE A PRISONER OF YOUR OWN.

MAKE UP ALL OF I_HE INFORMATION INCLUDING NAME ANDNUMBER.

MAKE A NOTE OF HIS NUMBER AS WE WILL BE RETURNING I"O"YOUR' PRISONER AGAIN THROUGHOUT THE COURSE.

BE AS CREATIVE AS _/OU LIKE WITH THE PRISONER, TO MAKE SURE

THAT YOU RECOGNISE HIM AGAIN IN THE FUTURE.

13

Session Three.

30minutes. ]PRISONER PROFILES

Once a prisoner has been input into the SIS it is possible to create a prisoner profileusing information such as• Co-defendants• Adjudications• Offence Details

• Custodial History

From Main Menu Select ADD/AMEND PRISONER INFORMATION

Select ADD/AMEND PRISONER PROFILES

Select ADD/AMEND PRISONER PROFILES

A Blank record is now displayed.

Creating a New Prisoner Profile.

Type in the prisoners number into the prison number field which is highlightedin blue. (Use Bates' details from Page 5 of the handout)

Bates' details should appear.

Type in the date that you are creating the profile.

Explain that it is imperative that you input a date into this boxevery time you create or amend a profile.

Enter the remaining information about Bates from the handout (Ignore thebottom 'Updated Information' for the time being.)

Use the 'tick boxes' where appropriate.

Once all of the information has been inputted, you may create more prisonerprofiles by selecting NEW RECORD or exit by CLOSE FORM.

CLOSE FORM.

14

Updating the Prisoner Profile

As our knowledge about the prisoner increases we can update their profiles.

Select ADD/AMEND PRISONER PROFILE

Select ADD/AMEND PRISONER PROFILE

Enter Bates' number. Enter.

[ See lllustra_ons. Page 8. [REMEMBER TO ENTER THE DATE!

Enter the information at the bottom of Page 5 of the handout.

CLOSE FORM

RETURN TO MAIN MENU

Producing Prisoner Profile Reports

Various reports can be extracted from SIS utilising the prisoner profileinformation.

Select REPORTS

SC on PROFILE REPORTS

Select 'PROFILE REPORT BY PRISON NUMBER'

Enter Bates' Number: KN2549

The form which is produced can be printed by using the printer icon.

CLOSE FORM

The class may now explore the various reports available to them. They may wish toview the Risk Analysis reports relating to the information relevant to 'theirprisoner'.

EXERCISEPRODUCE A PROFILE REPORT USING THE PRISONER WHO YOU

CREATED,AGAIN_ BE AS IMAGINATIVE AS YOU LIKE.

15

Session Three.1 hour.

ADD/AMEND INTELLIGENCE INFORMATION.

Explain:

The main purpose of SIS is to replace manual versions of Inmate IntelligenceCards and Special Index Cards whilst incorporating the 4x4 system of evaluation.These systems are a requirement of Chapter 15 of THE SECURITY MANUAL(and audit baselines)

SIS has been approved by SECURITY GROUP as an acceptable alternative.There are also additional features such as the control of 'Closed visits' and'Banned visitors'

From Main Menu



RP2614 ABBOTT is displayed

SC on OPEN SECURITY VISITS (Above Close Form Button.)

SC in Check Box for CLOSED VISITS (A tick will appear)

SC in Authority field. Type in 'THE GOVERNOR'

Enter todays date

Enter a reason for placing the prisoner on closed visits. ENTER

SC on CLOSE FORM

SC on CLOSE FORM

RETURN TO MAIN MENU

16

UPDATING THE CONTROL FILE FOR S.I.R. PREFIX

SC on DATABASE UTILITIES

SC on UPDATE CONTROL FILE

Three boxes are displayed. Ignore the top box as the displayed path is appropriate forthis system. There is no need therefore to record a path to the database. ENTER.

CHANGE THE ESTABLISHMENT CODE TO LO (For Lowmoor Prison: ourExample prison.)

Each Prison has its own unique prefix.

In the box referring to 'Watson' Type 'N' as Watson is not installed atLowmoor.

SC on X to close the control file box.

RETURN TO MAIN MENU.

ADDING SIR DATA.

SC on ADD/AMEND INTELLIGENCE INFORMATION

SC on ADD/AMEND INTELLIGENCE INFORMATION

Hand Out Page 6

TYPE IN BATES' NUMBER (KN2549)

Enter the rest of the SIR information for Bates. Where there is a DDBox, use it!

Explain that where the SIR Number is entered, there is to be no space between thecharacters. Remind the group that we are working at Lowmoor, Therefore thePrefix is LO.

Advise the group to input the name of the reporting person. (In this case they mayuse their own names) to enable us to maintain a check on the accuracy of previousinformation for 4x4 evaluation purposes.

IT IS BEST PRACTICE TO INPUT SUFFICIENT DETAIL TO SAVEREFERING BACK TO THE ORIGINAL DOCUMENT. THIS WILL ALSOMAKE IT EASIER TO 'CUT AND PASTE', WHICH WE WILL LOOK ATLATER.

17

See Illustrations. Page 10_

SC on NEW INTELLIGENCE REPORT (When the group has finished Bates' firstSIR)

ENTER THE THREE REMAINING SIR's FROM PAGES 6 and 7 of HANDOUT 1. (BATES, JOHNSON and SMITH) BUT BEFORE THEYCOMMENCE...

TO COPY ONE FIELD ON TO A NEW REPORT FROM THE PREVIOUSREPORT, HOLD DOWN THE CONTROL KEY AND PRESS @ (Towards theright of the middle row of the keyboard)

This is useful if more than one prisoner is relevant on the same SIR or morethan one SIR about the same prisoner requires inputting.

CLOSE FORM when all four SIR's HAVE BEEN ENTERED.

AMENDING AN EXISTING SIR RECORD

SC on INTELLIGENCE INFORMATION

Select SIR by SIR NUMBER (Bottom left of screen)

Type in an SIR NUMBER that you have just entered and SC OK

Select the prisoner whose record you wish to update and select DISPLAYSELECTED SIR.

AMEND THE SIR ACCORDINGLY

CLOSE FORM

A similar search may be activated by using the prison number. SELECT SIRBY PRISON NUMBER

18

MISCELLANEOUS INTELLIGENCE.

Not all intelligence relates to specific prisoners. [ See Illustrations. Page 11.

SC on MISCELLANEOUS INTELLIGENCE INFORMATION

ENTER THE INFORMATION FROM PAGE 8 OF THE HAND OUT. CLOSEFORM

EXERCISE.

RETURN TO AI)D/AMELNI) iNTELIAGENCE AND ADD-1"}{¢OOR IftREESIR'S FOR YOUR {}TVNPRISONER.

19

Session Four. 1 hour.

PRODUCING INTELLIGENCE REPORTS

To View all SIR's on a particular prisoner:

SC on REPORTS

SC on INTELLIGENCE REPORTS


Type in Prisoners Number

Enter

To Print, SC on Printer Icon on Tool Bar

ESCAPE TO MAIN MENU.

SPECIAL INDEX CARD

SC on REPORTS

SC on INTELLIGENCE REPORTS

SC on INTELLIGENCE REPORTS CONTINUED

SC on INTELLIGENCE REPORT BY CATEGORY CODE

TYPE IN DR (DRUGS)

This report is refered to as a SPECIAL INDEX CARD. It lists all SIR's of aparticular category.

There are various reports available. Allow the group to look at these, particularlyAreas of the Prison and Surnames.

Draw their particular attention to REPORTS BY DATE WRITTEN, which allowsthe production of(for example) a monthly summary.

20

PRODUCING GRAPHICAL REPORTS

SC on GRAPHICAL REPORTS

SC on GRAPHICAL REPORTS BY CATEGORY CODE

SC on LAST TWELVE MONTHS

SELECT THE CATEGORY CODE DO NOT PRESS ENTER

sc on 'File' (on the toolbar)

SC on Print Preview. ESCAPE TO EXIT.CLOSE FORM

SC on RETURN TO PREVIOUS MENU

SC on GRAPHICAL REPORT BY WING

SC on LAST TWELVE MONTHS

SELECT WING REQUIRED

SC on 'File' (on the toolbar)

SC on Print Preview

ESCAPE TO EXIT

CLOSE FORM

Allow the group to look at the various graphs available to them in the samemanner

INTELLIGENCE REPORTS WITHIN A DATE RANGE ORFROM A PARTICULAR LOCATION.

... REPORTS ARE ALL AVAILABLE FROM WITHIN THE GRAPHICALREPORTS MENU.

Allow the group to explore these by using the areas of their own reports, and theirown prisoner. The dates will of course usually be 'today'

21

Day Two. Session One.

ADD/AMEND VISITS. [ 1h°ur'30minutes"I

We will now look at how to provide course members with the knowledge and skillsrequired to input visits information into SIS and to then produce relevant reports.

SC on ADD/AMEND VISITS.

ENTER TODAYS DATE. ENTER.

TIME (DDBox-I.30) ENTER

CONVICTED VISIT (DDBOX) ENTER

V.O. NUMBER. ENTER X 2 (These fields contain information which we do nothave at this time)

PRISONERS NUMBER. RP2614. ENTER

When the box refering to closed visits appears CLICK ON OK

TYPE OF VISIT (BOTTOM RIGHT) SELECT CLOSED VISITS. ENTER.

SAVE... (BOXTO RIGHT OF INMATES NAME)

EXPLAIN TO THE GROUP THAT IT IS NECESSARY TO CONTINUE USINGSAVE THROUGHOUT THE USE OF 'VISITS'. OTHERWISE THEINFORMATION WHICH THEY ENTER WILL NOT BE OF USE.

INPUTTING VISITORS DETAILS

SC on VISITORS DETAILS

Type in Visitor details for 'Liz Taylor' to visit Bates.(From page 9 of Hand Out)

Do this as a group.(Use DDBox for type of visit)

SC on COPY SELECTED VISITOR TO BOOKING FORM (Bottom Left ofScreen)

A box appears on the prisoners information page. The visitor should now be on.

[ See Illustration Page l3 I

i if: : _ i i :i _ il i • i _ _ j if=_ _:, j ..... _ i_ ! i _ _ , _iI, _ _ ,• :i_ii! _i _i_ _ _ :r!i i_ _ _iill !_ i iii=i _ :

To remove a visitor who is not coming...

Find Bates' details on the system.

'Phillip Banks' will not be coming.

SC on Rectangle to left of Visitors Details.

Press Delete on Keyboard.

The visitor should now be removed.

Allow the group to enter the visitor details on page 11 of the hand out (SimonJohnson) and to book this visitor for JOHNSON.

ENTERING VISITS DETAILS WHEN THE PRISON NUMBERNOT KNOWN

SC on NEW VISIT .ENTER

1.30 VISIT. ENTER

CONVICTED VISIT. ENTER

V.O NUMBER. ENTER X2

PRISON NUMBER NOT KNOWN

SC on PRISONERS DETAILS

Type in PRISONERS SURNAME (BATES) ENTER

SCROLL DOWN TO CORRECT PRISONER

SC ON THAT LINE

SC on COPY PRISON NUMBER

SAVE

SC on VISITOR DETAILS

SC on NEW VISITOR

TYPE IN ALL OF VISITOR SIXES DETAILS (Julia Bishop)

SC on COPY SELELECTED VISITOR TO BOOKING FORM

TO BOOK A VISITOR WHO HAS FORGOTTEN THEIR I/DNUMBER


SC on VISITOR BY SURNAME

TYPE IN NAME. ENTER

SCROLL DOWN TO CORRECT VISITOR

SC on THAT LINE

SC on BOOK VISITOR

SC on COPY SELECTED VISITOR TO BOOKING FORM.

SC on NEW VISIT

CLOSE FORM

BOOKING A VISIT FOR A PRISONER USING VISITORSALREADY ON THE SYSTEM

DO NOT FORGET TO KEEP USING THE SAVE BUTTON. t

SC on ADD/AMEND VISITS

SC on VISITS TODAY

SC IN ONE OF THE VISITS

SC on GO TO SELECTED VISIT

SC IN VISIT CONFIRMED

SC on VISIT BY DATE

Type TODAYS DATE. ENTER

SC IN ONE OF THE VISITS

SC on GO TO SELECTED VISIT

SC on VISIT CONFIRMED

SC IN VISIT SEARCH PRISON NUMBER. ENTER

Type in DATE OF VISIT.ENTER

Type in TYPE OF VISIT

CLOSE FORM

PRODUCING REPORTS

SC on REPORTS

SC on VISITS REPORTS

SC on VISITS REPORTS CONTINUED


ENTER Bates' Number (KN2549)

ESCAPE TO EXIT

SC on REPORT BY SURNAME

Type in a Surname (Try Johnson). ENTER

ESCAPE TO EXIT

SC on DAILY REPORTS

SC on DAILY PRISON REPORTS

Ttpe in Todays date. ENTER

ESCAPE TO EXIT

SC on BOOKED VISITS

SC on ALL BOOKED VISITS

(THIS WILL ONLY SHOW FOR DAYS AFTER TODAY)

ESCAPE TO EXIT

Allow the group to look at the various other reports which are available to themvia the Reports system.

SECURITY VISITS INFORMATION

SC on ADD/AMEND VISITS INFORMATION


Choose a visitor who is due visit

SC in BARRED VISITOR BOX

SC in AUTHORITY FIELD

Type in 'THE GOVERNOR'. ENTER

Type in a reason for barring.

DO NOT PRESS ENTER

SC on CLOSE

SC on VISITS TODAY

SELECT THE VISIT WITH YOUR BARRED VISITOR

SC IN VISITOR I/D FIELD BOX (BOTTOM LEFT)

Type in YOUR BARRED VISITORS NUMBER. ENTER

THIS SHOULD 'FLAG UP' ON SCREEN THAT THIS VISITOR ISBARRED

SC on OK


SC IN SPECIAL SECURITY CHECK BOX

SC IN COPY SELECTED VISIT TO BOOKING FORM. SECURITY BOXSHOULD NOW READ 'YES'

CLOSE FORM

__i _ i_'_ ,,]i]]_ !_ il,'i ri '__'• _ -I' _ _I '

Session Two. I 1 hour, 30 minutes.

ADD/AMEND MDT

This session is designed to provide the course members with the knowledge andskills required to input MDT results onto SIS and produce relevant reports.By theend of the session, the group will be able to:ADD�AMEND MDTINFORMATION, PRODUCE ADJUDICATION FORMS and PRODUCE MDTREPORTS.

SELECT 'ADD/AMEND MDT INFORMATION'

SELECT DRUG TEST DETAILS

TO ADD A NEW RECORD, SELECT 'NEW RECORD'

ENTER PRISONERS NUMBER (Use Banks from Page 12 of Hand Out) ENTER.

Banks' name should appear.

ENTER REMAINING DATA USING 'DROP DOWN' CHECK BOXES

WHERE APPROPRIATE. I :s e !llusaaonPage 14 [FROM THESE CHECK BOXES, SIS IS ABLE TO GENERATE SOMEUSEFUL REPORTS WHICH WE WILL LOOK AT LATER.

ON RECEIPT OF ADJUDICATION RESULTS, THE RECORD SHOULD BEUPDATED.

IN ORDER TO SEARCH FOR A RECORD TO UP DATE IT, SINGLE CLICKIN 'MDT REF. NO. SEARCH' AND TYPE IN THE MDT REFERENCENUMBER. ENTER.

THIS RECORD MAY NOW BE UPDATED.

ONCE ALL THE RELEVANT DATA HAS BEEN ENTERED, EITHERSELECT 'NEW RECORD' TO CONTINUE INPUTTING INFORMATIONOR 'CLOSE FORM'.

PRODUCING PAPERWORK FORADJUDICATIONS

HAVING ENTERED ALL OF THE RELEVANT INFORMATIONFOLLOWING AN MDT RESULT, IT IS POSSIBLE TO PRODUCE THENECESSARY DOCUMENTATION FOR THE SUBSEQUENTADJUDICATION.

THERE ARE THREE SEPARATE CHARGES UNDER PRISON RULES TOCONSIDER:

• ADMINISTERS A CONTROLLED DRUG.PARA.9• ADMINISTERS WHILE ON TEMPORARY LICENSE• DISOBEYS ANY LAWFUL ORDER.PARA.22

Explain.

THE PROCESS IS THE SAME FOR EACH OF THE CHARGES,THEREFORE HAVING DECIDED WHICH CHARGE IS RELEVANT, THECOURSE WILL ONLY LOOK AT 'ADMINISTERS 9'

FROM ADD/AMEND MDT MENU, SELECT ADMINISTERS 9

SELECT ADMINISTERS 9 AGAIN.

In order to continue, you require the MDT reference Number and the adjudicationcharge number. This is usually available from segregation unit staff.

ENTER THE MDT REF. NO.

TEST DETAILS SHOULD APPEAR ON RIGHT HAND SIDE.

ENTER THE CHARGE NO. AND LOCATION.

THE CHARGING OFFICERS DETAILS ARE ENTERED VIA THE 'DROPDOWN' BOXES.

NAMES OF USUAL MDT STAFF MAY BE PUT ONTO SIS BY THE SISADMINISTRATOR.

RANK OF OFFICER AND 'SAMPLE POSITIVE FOR' ARE ALSO ENTERED VIA'DROP DOWN' BOXES.

AT THE END OF THE FORM, EITHER SELECT NEW CHARGE OR CLOSEFORM.

HAVING ENTERED THIS INFORMATION, SIS MAY NOW BE USED TOGENERATE ADJUDICATION PAPERWORK:

• Fl127• F254• F256

FROM 'ADMINISTERS 9', SELECT F254.

ENTER THE CHARGE NUMBER.

THIS WILL DISPLAY THE F254 FOR THAT CHARGE, AND MAY BEPRINTED USING THE ICON AT THE TOP OF THE SCREEN.

PRESS ESCAPE.

SELECT Fl127. NOTE 1TIS NOW COMPLETED.

1: See lllus_ationPage 16 & 17PRESS ESCAPE.

SELECT F256. FEED BLANK F256 INTO THE PRINTER, AND PRINT.

(TRIAL THIS BACK AT YOUR ESTABLISHMENT.)

ESCAPE.

'EXPRESS DEFENCES' FROM 'ADMINISTERS 9' PROVIDES A PRINTOUT OF THE INFORMATION CARD FOR PRISONERS,

PRODUCING REPORTS.

ALLOW THE GROUP TO LOOK AT THE 'MDT REPORTS' MENU ANDOPTIONS.

EXERCISE:

INPUT A POSITIVE MDT RESULT FOR THE PRISONER WHO _VASCREATED BY THE CLASS EARLIER.

10

Session Three.30 minutes.

TRANSFER INFORMATION IN/OUT

This session will show the group how to transfer prisoner records to�from otherestablishments.

At the end of the session participants will be able to Transfer information on a diskto other establishments and Import information on a disk, from otherestablishments.

Transferring SIS Information via floppy disk.

Explain.

An important feature of the S.I.S. is the facility to transfer information, to otherestablishments via a floppy disk. This works by exporting data on specifiedprisoners, and importing data on prisoners on receipt from other establishments. Thisfeature removes the need for staff to key information on S.I.S. that has previouslybeen keyed into another prisons S.I.S.

Select Database Utilities from the main menu.

Select Transfer Information - out.

Select the button to clear the Selection table.

Enter the path to output a:\

Using the DDBox select the prison number of the prisoner transferring out (usethe prisoner that you created).

Note: A separate disk should be used for each establishment that prisoners aretransferring to.

Each time a number if selected the prisoner will be added to the Selection table.

Once all relevant prisoners have been selected you can view the selection byclicking on the "Display Selections" button.

WE ARE NOT ACTUALLY TRANSFERRING THIS INFORMATION SOESCAPE AT THIS POINT.

11

Explain:

The following data is tran ,ferred during this operation:

• Prisoner detail

• Intelligence de ails• Visits details

• Closed visits d!;tails

• Prisoner Profik details

• MDT details

TRANSFER S.I.S. I1_FORMATION IN

On receiving a disk from _mother establishment you can then import the informationinto your S.I.S.

From the Database Utiliti¢ s menu select Transfer SIS Information - IN.

Again, we will not be practising this here today.

12

Session Four. 1 hour, 30 minutes.

MICROSOFT QUERY

This session aims to provide participants with the knowledge and skills required tocreate queries using Microsoft Query.

At the end of the session participants will be able to Create queries using MicrosoftQuery and Add criteria to a query.

MICROSOFT QUERY: INTRODUCTION

Explain:

Microsoft Query is a powerful tool for querying the data within a database. It isnot actually a part of the S.I.S. package but part of the Microsoft OfficeProfessional 97 package.

It may not have been installed on your computers, back at establishments, as itisn't part of the standard installation. It is, however, on the Office disk as an

option to be installed. You may need to contact your IT department, or systemsmanager, in order to get it installed.

Compared to the S.I.S. MSQuery appears "daunting", but after a few attemptsyou will soon realise the benefits and become more at ease with it.

It may put you at ease to know that, whilst using MSQuery, youcannot damage, or lose, any of the data in the S.I.S.

DC on the Microsoft Query Icon,

SC on the new query button, which is the button on the left at the top of the screen.

SC on options, type in C:\fourx4, press the Enter Key, (this only needs to bedone the first time that MS Query is used, otherwise skip this instruction and moveon to the next).

SC on Fourx4.

SC on OK, type in your user name, press the Tab Key, type in your password,press the Enter Key (on this system, as with S.I.S., the username Administratorisused without a password).

Explain:On the left of the "Query Wizard" is a list of tables in the S.I.S. database. The

S.I.S. is what is known as a relational Database Management System (DBMS)and all the data that you have input is organised by subject and stored in these

13

tables. Information about how the subjects of these tables are related is also

stored. This ensures that all relevant information can be linked together e.g.Intelligence on a particular prisoner.

You don't need to know how this works but it is useful, when starting to buildqueries, to have an idea how information is stored and linked.

Scroll down in the left hand box to find the tableUsysPRISONERINFORMATION

SC on the + to the left of the word 'prisoner information'

You will now see a list of the fields of information that you input in the PrisonerInformation screen in S.I.S.

DC on the word 'prison number' to move it to the right hand box

SC on to the top arrow in between the two boxes to move surname to the righthand box

SC on to the top arrow in between the two boxes to move first names to the righthand box

What you have done here is selected the fields that you would like to see on yourfinished query. You may also use these fields to set criteria in order to interrogate theinformation held in S.I.S.

If you have changed your mind about the fields that you have selected you canremove them, simply by a single click on the word in the right hand box. SC on thearrow that points to the left hand box.

To move all the fields into the left hand box, SC on the double arrow that points tothe left hand box.

We will now start that query again and add some additional fields.

SC on the word prison number, click three times on the arrow that points to theright hand box.

Scroll down using the scroll arrow, SC on current sentence, click twice on thearrow that points to the right hand box.

SC on offences, SC on the up arrow, to the right of the field box.

SC on next twice.

Sort by Surname, click in the DD Box at the end of the first field and select'surname'.

14

Sort by First Names, click in the DD Box at the end of the second field and select'first names'.

SC on finish.

SC on the line arrow at the bottom of the table, the record number should read1209.

What we have here is a table which includes every prisoner on S.I.S.

Now we can use this table to begin interrogating, or querying, the data

SC on the word 'criteria', SC on 'add criteria'. The field should read Prisonnumber.

Change the operator to read 'begins with', SC in the DD Box at the end of theoperator field, scroll down and select the word 'begins with'.

Highlight the value in the values field, type in the characters 'ca', SC on add,SC on close.

SC on the line arrow, the record number should read 896.

So by setting one simple criteria we have reduced the table by over 300 prisoners.Now we can add some more criteria.

SC on the word 'criteria', SC on 'add criteria'.

Change the field to read 'offences', SC in the DD Box at the end of the field box,scroll up, select the word 'offences'.

Change the operator to read 'contains'.

Highlight the value, type in the word 'drug', sc on add, SC on close.

SC on the line arrow, the record number should read 121.


Change the field to read 'surname'.

Change the operator to read 'begins with'.

Highlight the value in the 'values box', type in the character 't', SC on add, SCon close.

There should be three records on screen.

15

SC on the lower X button at the top right hand corner, SC on the no button.

SAVING A QUERY

Once we have created a query we can save it and use it again whenever we needthe same information. Obviously some query's are used once only, such as theone we just did. Others, however, may be used regularly. A good example ofthis would be a prison Nominal Role.

Exercise:

Think ab,_)ut the kind of information that you might need on ym_r nominal r_ote_ncl start _ine_v query t_>include that information.

• PrisonNumber• Surname• ]_;OFell altle

Once you have clime that _;e wilt use the nominal role as a starting point Furmore queries, This i:ssomething that you may consider doing when you get back

t_',your establishment,

Near the top of the screen there is a box that has UsysPrisoner Information at the top,and all of the fields list inside it. This is the table we are currently using to retrievethe Prison Number, Surname and Forenames. An important table to link everythingtogether is UsysPrisoner, so we are going to add that table.

On the top row of buttons towards the middle is a button with a cross on it. Ifyou hold your mouse pointer over it, it should say Add Table(s).

SC on that button, this will show a list of all the tables that we saw when we set upour original query.

Scroll down until you find the 'UsysPrisoner' table, DC on UsysPrisoner, thiswill add the table to the screen next to UsysPrisoner Information.

If you scroll up and down in each table you will see that there are different fields ineach table, however each table has Prison number and Prisoner 1I). You will also see

that These fields are linked in order to create a relationship between the informationstored in each table.

This is the point where I would save this query as 'nominal role'. To do this go toFile at the top of the screen, select 'Save As' and in filename type in 'nominalrole'.

We will now use our nominal role as the starting point for future queries.

16

In the UsysPrisoner table, that you now have on the screen, scroll up/down untilyou find street, DC on street and it will be added to your query.

Repeat this for area and town.

Move your mouse pointer until it is over the column header 'Street' on yournominal role, SC and the whole column should now be highlighted.


Change the operator to read 'begins with'.

Highlight the value in the values box, type in the number '21'.

SC on 'add', SC on close.

SC on the line arrow, the record number should read 14. Remember we started offwith over 1200 records !

SC on the column header 'town' to highlight the town column.


Change the operator to read 'equals', SC on the 'values' button, scroll down toHuddersfield, SC on Huddersfield, SC on OK.

SC on 'add', SC on 'close'.

There should be four records on screen (two inmates live at the same address).

If you want to remove any of the criteria that you have added there are two ways todo this.

The first allows you to remove one criteria at a time.

Move your mouse pointer over the thin grey bar above the criteria that youwant to remove, when the pointer changes to a downward pointing arrow, singleclick. The criteria column should now be highlighted, press the delete button onyour keyboard and the criteria will be removed.

The other way to remove criteria is useful if you want to remove all of the criteria thatyou have set. Single click on the word criteria at the top of the screen and selectremove all criteria.

So far we have only looked at data held in two tables, UsysPrisoner Information andUsysPrisoner. There is a lot of useful information held in other tables as well.

17

;_I_21_i1i: _()_ (,'i (KK-,iI:I A (_L_I_K_¸ Li31_"_(_f_)bl_ P-i_)_\11_'i_i ii!JI 1_i_,

\ "_f _ _ i_t_\i( ; P( ) _>iT, 1-t _ F t i\i_i_() I/] H _,)% 31 _ INY P HiS C}_,_E i_5 i_A _ l'2B 1_LiK I-i'_1_25,

A5 A (/i,Ct"), _()_ Y, It_L ?_.F,ED-fO _1)t)A."_(}IHKR I:_Bt_F, i_\_(.)Rt) t;]t_ i{;GET T _t .:\]' IN F! ) RM A T t 0.\_,

First add the table UsysEyes, then double click on Eyes to add the field to the

nominal role. Add criteria so that the operator reads equals and the values readsblue.

Remove all criteria. If you want to remove fields of data from your nominal role

select the column header that you want to remove e.g. Eyes, so that the column ishighlighted, and press the delete key.

N()_ 5E.E I1: _OLi CAN CREA I'E A QUERY i'HA f INCLUDES AI_LPI:_IS()NERS/(}CATEI) ON A WING, LANDING 2.

Trainers Note: Add tables UsysWing and UsysLanding, double click on Wing and

Landing. Add criteria for Wing equal to A wing and Landing equal to Landing 2.

Remove all criteria and additional field leaving just the original nominal roleinformation.

NO}} FIND OU-1- ttOW iv,IANY PRISONERS HAVE IHE NAME JOHN

Trainers Note: Add criteria that asks for first names, with an operator of contains,and a value of John. Ask for the result and discuss the different answers

explaining that if the wrong operator is used then the results will be wrong. An

operator of equals will ignore those with two first names and an operator of beginswith will ignore those who second name is John.

To print this table, SC on the small rectangle on the left of the column header,prison number, this will highlight the whole table.

SC on the word 'edit'.

SC on the word 'copy'.

SC on the start button at the bottom left hand corner of the screen.

Move up to the word 'programs', move across onto the program list, SC onMicrosoft Excel.

SC on the word 'Edit'.

18

SC on the word 'paste'.

SC on the word 'format', move down to the word 'column', SC on the word'auto fit section'.

SC on the print key.

SC on the top X button at the top right hand corner, SC 'NO'.

SC on the top X button at the top right hand corner, SC 'NO'.

19

SECURITY INTELLIGENCE SYSTEMS(A Pa1538.g.akamai.net/7/1538/13355/v001/homeoffice.download.akamai... · SECURITY INTELLIGENCE SYSTEMS(A) Principles: ... SECURITY INTELLIGENCE SYSTEM

Documents