Case Study

Lower Allen Township PD (PA)

How Lower Allen streamlined their compliance processes to save time and money.

Numbers at a glance

19 Sworn Officers
4 Civilians
7 Auxiliary
18,000 Population Served
PLEAC & CALEA Accredited

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Problem

In 2012, Lt. Leon Crone of Lower Allen Township Police Department began the practice of collecting policy signatures electronically to simplify the tracking of officer acknowledgment, but still didn’t have an easy way to maintain and make policy edits. Without a way to control policy revisions,Lower Allen would have multiple versions in their shared drive, putting employees at risk of following outdated versions.

When the time came to update policies, each series of changes would take a day or more to make because the policy would be dropped in an interdepartmental mailbox, the receiver would mark up their changes and then drop it back into the sender’s mailbox. The next day, the changes would be made on the Word copy of the policy and dropped back in the mailbox to await furtherfeedback. All told, the entire revision and review process could take days or weeks to complete. Once a policy was finally updated, Lt. Crone would need to remember which standards applied to which policies and manually update his PLEAC and CALEA accreditation files.

When it came time to ensure all officers were up to date on their training requirements, Lt. Crone would have to sift through both paper training records and Excel spreadsheets. With training records in two places and no proactive reminders in place, officers were often left scrambling at the last minute to meet their mandated trainingrequirements.

"Processes that used to take hours, can now be done in minutes, saving us valuable personnel time to focus on actual police work and solving problems in our community."

  • Leon Crone
  • Lieutenant-in-Charge
  • Lower Allen Township Police Department

Solution

In early 2013, Lower Allen purchased PowerDMS to streamline their policy management and accreditation processes. Lt. Crone noticed immediate gains in process efficiencies in theareas of policy updates, building accreditation files and maintaining employee training records.

With PowerDMS’ version control, employees were no longer at risk of looking at an outdated policy and can only access the most current published version. Policy reviews are much more proactive with automated reminders to regularly review, rather than waiting for a change in state law or an accreditation standard. Policy updates are made in real-time with online workflows and collaboration.

Lt. Crone’s daylong waits for changes are gone: he now sees suggestions and edits in real time. Once policies are updated, Lt. Crone is automatically notified which PLEAC and CALEA standards have been impacted, so he no longer has to go hunting for which standards to update.

By loading all of their training records in PowerDMS, Lt. Crone has a convenient central location for all officer training. With reporting, he can quickly see who has or hasn’t completed their required training hours. Additionally, 30-60 days prior to a trainingrequirement expiring, he can proactively remindofficers with automated reminders in PowerDMS.

ROI

Using PowerDMS to streamline their daily operations has allowed Lower Allen to achieve a greater level of operational excellence. Lt. Crone is operating more proactively with automated reminders rather than reacting to policy or accreditation standards changes. The time it takes to update a policy has been cut in half and can be completed in as little as a day. Lt. Crone is also proactively alerted when a policy change affects his accreditation, rather than spending his timefiguring out what he needs to update.

    Problem

  • Employees had access to multiple versions of a policy
  • Policy updates were slow and time consuming
  • Difficult to manage accreditation files after policy changes
  • Officer training records in multiple formats

    Solution

  • Employees can only access the most current policy
  • Policy updates are made in real-time
  • Automatic reminders of which standards are impacted by a policy change
  • All training records are in one place

    ROI

  • Employees are well informed and not at risk of following an outdated policy
  • 50% reduction in time to update policies
  • Cut time to prepare accreditation files by 50%
  • Officers are proactively reminded of upcoming training and are no longer scrambling to meet mandatory hours

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Training
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Accreditation
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