POPS: FORMS PROCESS EXAMPLE
This document gives an overview of the forms feature in the Police Officer Portal System (POPS) using examples of:
- • Officer One, a patrol officer receiving the review;
- • Officer Two, the patrol officer’s Sergeant; and
- • Officer Three, the Captain authorizing and creating the final record.
For the Sergeant to begin, go to ‘Forms’, look for ‘My Forms’, and click the ‘Create’ icon.
After the icon is clicked, you will see the different TYPES of forms your user login is authorized to create:
The possible types are:
- • Performance Review
- • Foot Pursuit
- • Force Form
- • Uniform Order
- • General Form
- • Accidents
- • Citizen Complaints
- • PTO
- • Discipline
Summary of roles in this example
- • Officer One is the road patrol officer that is receiving the review.
- • Officer Two is the road patrol supervisor (Sergeant) filling out the review data.
- • Officer Three is the Captain signing (authorizing) the form and marking it completed.
- • Once completed, the form will appear in the “Performance Review” section of Officer One’s history.
- 1. The Sergeant will go to Forms - My Forms then click ‘new’:
- 2. Choose Form Type (Performance Review)
- 3. Choose Template - in this case “Service Rating V7.2 Biannual”
- 4. Create a unique title of the form, i.e. ‘Officer One Bi Annual Review’
- 5. Click “Create form”.
- 1. Choose who to create the form “On behalf of”. This determines whose history this form will appear in once completed.
- 2. Choose the “Register On” date. This will show up in the officer history as the “date of review”.
- 3. Choose who to assign to and click “update”.
- 1. It is required to assign the form to a person in the system. It can be assigned to yourself or to someone else.
- 2. If you assign it to yourself, it will show up in your “Forms Assigned to Me” section and you can continue to edit it until you mark it completed.
- 3. If you assign it to someone else, it will show up in their “Forms Assigned to Me” section for them to edit, review, or complete as applicable. Make sure you have filled out the form entirely before you click ‘Update’. Once you click ‘Update’ you will not be able to edit this form, it will become the control of Officer Three.
After the ‘Update’ button is clicked, it will now show up in Officer Three’s “Forms assigned to me” section.
In this example, Officer Three will login and click “Forms Assigned to Me” and then click into the form.
The Captain (Officer Three) has several actions he or she can take:
- • Add a note that will not be in the form, but will follow the form wherever it goes next.
- • Edit the form
- • Sign it and assign it to another supervisor or person for additional authorization.
- • Authorize it and mark it completed. Once it is marked completed it will no longer be in Officer Three’s queue; it will appear in Officer One’s history.
In the example below, Officer Three is clicking “Sign and mark completed” to sign and complete the form.
After the form is marked completed, it will display in the Officer History in the ‘Performance Review’ Category.
When the performance review form is opened by the officer, or any management, the permanent data can be viewed.
Top Half of completed form example
Second Half of completed form example
Comments that follow the form wherever it goes
Note the ‘attachments’ feature, which allows for any scanned documents to be attached to this form during the lifecycle of start to finish. This feature is not outlined in this example.