user release notes web view · 2017-11-202.4.creating a new case from the ... the only...

Force Information Systems Ltd

Centurion National Complaint Form

Version 2.96th September 2017

forceinformationsystems Commercial in Confidence

forceinformationsystemsCenturion eForm

6th September 2017

forceinformationsystems - 2 of 20 - Commercial in Confidence

forceinformationsystemsCenturion eForm

6th September 2017

Contents1. Introduction.................................................................................................................................................4

2. eForm Data Extraction................................................................................................................................4

2.1. Workflow Correspondence Folders...................................................................................................4

2.2. eForm Document Selection...............................................................................................................6

2.3. eForm Matches Form........................................................................................................................7

2.3.1 Complainant..................................................................................................................................8

2.3.2 Allegation....................................................................................................................................10

2.3.3 Agent for the Complainant..........................................................................................................13

2.3.4 Witness........................................................................................................................................14

2.3.5 Subject.........................................................................................................................................14

2.4. Creating a new Case from the eForm data......................................................................................17

3. Changing the eForm Recipient Email Address.........................................................................................19


forceinformationsystemsCenturion eForms

6h August 2017

1. IntroductionCenturion provides functionality for extracting data from the FIS National Complaint Form (eForm).

A Centurion Case can be created using data extracted from the eForm. FIS has chosen to use a fillable Adobe PDF form as the standard for Centurion.

FIS has developed a National Complaint Form as specified by the National Centurion User Group. The form can only be altered by FIS and cannot be changed by forces. The only thing which can be modified is the recipient email address, which is set using the ‘Populate Email.exe’ (Chapter 3).

Other electronic forms may become available in the future.

2. eForm Data ExtractionThe eForm is intended to function in various ways, such as being downloaded online, completed and submitted by the Complainant/Agent. At the front desk, it can be filled in manually either by the Complainant/Agent or by the operator. Alternatively, the operator can type into the form directly from an email or verbal communication.

Once completed, it is the responsibility of the force to ensure that it is placed in the appropriate folder on the file system to allow processing by Centurion.

2.1. Workflow Correspondence FoldersThe Workflow module in Centurion has the functionality to extract data from the eForm and insert it into a Centurion Case. The full description for Workflow is in the Centurion User Guide.

The returned Complaint form must put into one of the Workgroup Correspondence folders.

The example shown below shows a completed Complaint form called ‘National Complaint Form.pdf’ and is in the ‘New Complaints’ folder under the Centurion Correspondence folder.



6h August 2017

The next time the Workflow screen refreshes, it will pick up any documents from the current workgroup folder, including any electronic Complaint forms.

Data can only be extracted and inserted into the eForm with specific FIS field names and references built into it, as in the National Complaint Form supplied by FIS. Any other pdf or Word document can still be attached to a Case Record using Workflow, but the data it contains will not populate the Centurion Case.



6h August 2017

2.2. eForm Document SelectionClick on the eForm document from the list as shown below. In this example, ‘National Complaint Form.pdf” is the eForm document selected.

Click on the Create Case button to create a new Centurion Case of the required type.

Centurion will show the following choice:

Click on ‘Yes’ to a create a new Case using data from the eForm.

Click on ‘No’ to create a new Case without using data from the eForm.

Click on ‘Cancel’ to return to Workflow.



6h August 2017

2.3. eForm Matches FormAfter opting to create a new Case using the eForm data, the following eForm Matches screen appears.

The nodes shown are dependent on the information contained in the eForm document and Centurion database.

Information is presented in sections reflecting the sections on the eForm. The example used here comprises:

Complainant 1

Allegation 1

Agent 1 (for the Complainant)

Witness 1

Subject 1

Subject 2

The mandatory marker against the top node of each section of the matches tree view indicates that it must contain information before the form can save.

The top node or header for a section summarises the details entered onto the eForm for that section.

Each node apart from the Complainant has a ‘Do not include this #####’. If you want not to bring in this segment of information from the eForm, you will tick this node.



6h August 2017

2.3.1 ComplainantOn the example shown above, the header node for Complainant1 annotates:

“Donald Edwards, 23/07/1964, 5 Newgate St Chester, CH1 1ER”.

It displays the following information as completed on the eForm:

Forenames

Surname

Date of Birth

Address

Postcode

Centurion stores Person details as nominal records so that the most up to date details store against the Person table on the Centurion database. When a Case generates without using an eForm, the Centurion operator performs an enquiry on the Person index, and if there is an existing record already saved on Centurion, the operator would update it and take a snapshot onto the Case to create a Complainant.

The eForm mechanism is designed to mirror this manual process.

Centurion automatically searches for Person matches against the details completed on the eForm based on the following criteria:

Surname and DoB combined - if matches found, no further searches.

Surname only - if matches found, no further searches.

DoB only - if matches found, no further searches.

Matches show below the section header as indented rows followed by:

Internal Centurion Person reference (in parenthesis)

In the example shown above, there is a record matching the eForm already on Centurion, and this selects by ticking the adjacent box. The eForm has some additional information that is not already on the Centurion Person record:

Surname

Date of Birth

Address

Postcode

To manually enter the information, the operator would fill these in on the existing record or change any out of date information. Therefore the automatic process does the same and updates the existing nominal Person record.

If the operator is not happy with any of the matches they can decide to create a new Person record by ticking the Create New Person Record box. In this scenario, the existing record in Centurion is a different person to the one we want to use.

The standard Centurion New Person screen presents any relevant information from the eForm already filled in. Mandatory fields must contain information, and then the record will save.



6h August 2017

Centurion will snapshot the chosen Person record as a Complainant with a Complainant Status of Complainant Directly Affected when it creates the new Case.



6h August 2017

2.3.2 AllegationThere is no nominal record for an Allegation as the Allegation is new for each incident. The only option is to create a new one by ticking Create New Allegation record.

New allegation shows:

Information has to be entered on this screen as indicated by the mandatory field colouration.

This information does not collect from the Complainant who filled in the form as it would not be known to them. As the data is mandatory, it must contain information before Centurion can create a Case.

Allegation Classification validation table



6h August 2017

Allegation Type validation table

Both Organisational and Individual Allegation types show here.

Allegation Sub Type Validation table

This window will only show if Allegation Type F Discriminatory Behaviour is selected.

Received in Force

A historical or current date.



6h August 2017

Suitable for LR validation table

Geographical Location validation table

Displays Geographical Locations set up for the current force.



6h August 2017

Centurion will create an Allegation from the information entered on the screen above, together with data entered on the eForm (such as Allegation summary), when it creates the new Case.

2.3.3 Agent for the Complainant The example shown above, the section for Agent1 annotates:

“NA 83 Wyndham Rd Chester CH1 5SF”.


Company

Agent Type

Address

Postcode

Centurion stores Agent details as nominal records so that the most up to date details sit in the Agent table. When a Case generates without using an eForm, the Centurion operator performs an enquiry on the Agent index, and if there is an existing record already saved on Centurion, the operator would update it and take a snapshot onto the Case to create a Complainant Agent.


Centurion automatically searches for Agent matches against the details completed on the eForm based on the following criteria:

Agent Type and Company combined - if matches found no further searches will action.

The company only - if matches found no further searches will action.


Internal Centurion Agent reference (in parenthesis)

In the example shown above, there is no record matching the eForm already on Centurion. If there was you select this and tick the adjacent box.

When the process actions manually, the operator would change any out of date information or add new information. Therefore the automatic process does the same and updates the existing nominal record.



6h August 2017

If the operator is not happy with any of the matches they can decide to create a new Agent record by ticking the Create New Agent Record box.

The standard Centurion New Agent screen presents with any relevant information from the eForm already filled in. Mandatory fields must contain information, and then the record will save.

Centurion will snapshot the chosen Agent record as a Complainant Agent when it creates the new Case. Agent 1 will link to Complainant 1.

2.3.4 WitnessWitness sections process in the same way as Complainants. Create an existing Person record, or select an existing one.

Centurion will snapshot the chosen Person record as a Complainant with a Complainant Status of Witness when it creates the new Case.

As the witness pulls from the Person table, it shows us the same existing record which shows for the Complainant. Again this is not relevant.

2.3.5 SubjectOn the example shown above, there are two Subjects detailed on the eForm. The section for Subject1 annotates:

“04354 Bakewell”.



6h August 2017


Collar Number

Surname

Centurion stores Staff details as nominal records so that the most up to date details store stored in the Staff table. When a Case creates without using an eForm, the Centurion operator performs an enquiry on the Staff index, and if there is an existing record already saved on Centurion, the operator will take a snapshot onto the Case to create a Subject.


Centurion automatically searches for Staff matches against the details completed on the eForm based on the following criteria:

Surname and Collar Number combined - if matches found no further searches will action.

Surname only - if matches found no further searches will action

Collar Number only - if matches found no further searches will action


Internal Centurion Staff Reference in parenthesis

In the example shown above, there is no record matching the eForm already on Centurion.

If the process carried out were manual, the operator would fill these in on the existing record or change any out of date information. Therefore the automatic process does the same and updates the existing nominal record.

If the operator is not happy with any of the matches they can decide to create a new Staff record by ticking the Create New Staff Record box.

However, the Staff Import process should regularly run so the Staff details should be up to date and it should not be necessary to create a new Staff record.

The standard Centurion New Staff screen presents with any relevant information from the eForm already filled in. Mandatory fields must contain information, and then it saves.

We repeat this process for the second subject and so on.



6h August 2017

Centurion will snapshot the chosen Staff record as a Subject when it creates the new Case.



6h August 2017

2.4. Creating a new Case from the eForm data

When all mandatory sections have completed, the eForm Matches form will display the Save record button. When the Save button depresses, Centurion will create a new Case of the specified type. Any Person, Staff or Agent records generated and saved during the preliminary process described above will have been snapshot onto the new Case as Complainants, Agents for Complainants, Witnesses and Subjects. Allegation details from the eForm and extra information completed in the preliminary process add to the Case.

The following message is displayed (showing the next sequential Case Reference):

Centurion has created the Case and added all the entities from the eForm to the Case.

Click OK to this message and the Case Update screen is displayed. Mandatory fields should complete for the new Case.

It is possible to exit from the Case at this point without completing the mandatory fields.



6h August 2017

Doing this is bad practice and should not be done as an incomplete Case will be stored in the database.

However, the Case could not finalise without completing these fields.

Centurion will have linked Complainants to any Allegations and linked Allegations to any Subjects. Witnesses are not automatically linked. The linking can be adjusted manually if necessary.

When the Case saves, a message box is displayed:



6h August 2017

If you select OK, the eForm document moves from the Workflow Correspondence folder into the specific folder for the new Case. It is linked automatically to the Case and displays in the documents tab.

If Centurion cannot bring in certain information from the form, there will be an entry per value in the notes tab.

3. Changing the eForm Recipient Email Address

Each force will require a different recipient email address for complainants to email. Also, email addresses will likely change over time.

At the bottom of the eForm is an ‘Email to:’ field. This field should contain your PSD inbox email address for complaints.

To change this, simply open the PDF form, scroll down to the bottom and type or paste in the email address.



6h August 2017

Now save the document. It will give you a warning stating that there are incomplete mandatory text boxes. Although this message is correct as your form should be empty at this stage, the form will still save successfully.

The eForm is now ready to use. It is advisable that you test the form before adding it to your website.


user release notes web view · 2017-11-202.4.creating a new case from the ... the only...

Documents