Professional Standards Suite

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Welcome mailto:reed@segreant.com

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Segreant provides Human Resources Software tracking applications that automate Professional Standards Requirements. Software that tracks individuals according to your organization’s hierarchy based on your unique policies. The result is a tighter operation with better records, morale, and confidence in the system.

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The software: Creates records and reports that are defensible in the event of litigation. Continuously informs and coaches employees – eliminates yearend confusion and employee surprise. Calculates cumulative scores. Gathers 360° information, across roles, functions, workgroups, and supervisors. Generates intervention, status, and due diligence reports by any time period.

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The software is safe and secure – inside and out. From the inside, the software is password and user id driven. Access is available by policy. When you logon, you can only see and make changes appropriate for your rank, role, location, and position. From the outside, this is a LAN application. Your existing security is intact and protecting the network. The software itself uses sophisticated data storage called ‘strings.’ Even if ‘hacked’, the ‘strings’ are useless.

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Table of Contents (You can click on a link below to go directly to that section. Or, to see the entire presentation simply hit enter.) Segreant Software Professional Standards Suite: Performance Appraisal Training andamp; Certification FTO Early Intervention All of which work with the Notification Module. Providing employee risk management tools for 20 years. mailto:bjones@segreant.com

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O.K., you want an easy and powerful way to manage performance evaluation in your organization – Here it is. Performance Appraisal

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Performance Appraisal Powerful Easy to use Easy to understand

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If you want to create an entry about your job performance, go to the 'Performance Note' Menu.– Select 'Self'.

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If you want to enter a note about a Subordinate’s job performance – Select 'Subordinate'

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The software will post a list of your subordinates. – Select the Subordinate you wish to enter information about. If you are a supervisor and are assigned 'Down-line' rights, you will be able to open up the list of people who are your subordinates - and their subordinates. (The number of layers you may view 'Downline' can be adjusted.)

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Upon selection of a name,

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… the software will automatically load the list of characteristics called 'Booklets' assigned to that person or that role. Some examples might be: 'Job Tasks', 'Dimensions', or 'Competencies'.

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The date of the entry will be entered automatically by the system. As you open the correct 'booklet', you will see a list with + signs to the left of it. If you click your mouse on the + sign it will open up the list to the next layer. You may select any item or combination of items within a single booklet.

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On the left side of the screen you will see the unique set of fields that you are required to complete for each 'booklet'.

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When you have selected all the items and completed the fields, you may click on 'Evaluate' at the bottom right of the form. This opens an area for you to enter your observations about the incident being evaluated.

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First, you must enter whether you have discussed the entry with the employee by entering a 'Y' or 'N' into the 'Note' and the date if your response is 'Y'. This will allow you to append information. If you are the supervisor of of record, you will not need to complete the verification step.

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If your response is 'No', simply complete the form.

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Entering 'Complete' saves the entry and assigns it a unique tracking number. If you Review an Entry, you may update it later by selecting 'Update'. If you are the supervisor of record, you may also 'Approve' notes entered by others.

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The supervisor of record can see the total number of notes, and can even click the number and review the notes themselves. When the Appraisal period is up, the Supervisor clicks 'Calculate' and scores are presented by category and tallied.

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Early Intervention Application

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Benefits: Identify and track risk factors before they get out of hand. Assign and route confidential information to the right people. Implement agency specific thresholds, notifications, and calculations. Accumulate policy and procedure recommendations to reduce risks. Invoke intervention steps from panel review members and others involved in intervention. Collect input from panel review members and others involved in intervention.

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Early Intervention Software that is easy to use and produces meaningful information to support Risk Management objectives. Take a look….

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If involved in, for example, a Use of Force Incident, Pursuit or Accident and you want to initiate the record, by entering your information about yourself – Select 'Self'.

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If you want to enter a note about a subordinate – Select 'Subordinate'

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The software will post a list of your subordinates. – Select the Subordinate you wish to enter information about.

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If you are a senior officer and are assigned 'Downline' rights, you will be able to open up the list of people who report to your subordinates. (The number of layers you may view 'Downline' can be adjusted by your system administrator.)

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When you select a name, EI booklets associated with that person become available for entry.

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There are two categories of booklets – one is for information about an issue of EI concern. Use these booklets to capture and process information and details. The other booklet is an EI Case Management Booklet, for you to use to enter the changes in status or assignment or to manage an EI Case as a case.

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The date of the entry will be entered automatically by the system. As you open the correct 'booklet', you will see a list with + signs to the left of it. If you click your mouse on the + sign it will open up the list to the next layer. You may select any item or combination of items within a single booklet.

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As you select items a red checkmark will appear next to the item. On the left side of the screen you will see the unique set of fields that you are to complete for each 'booklet'.

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Enter all information currently available to you on the left side of the screen.

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Your subordinates may enter information into Booklets through their own logon. An example would be a Use of Force incident.

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When you have selected all the items and completed the fields, you may click on 'evaluate' at the bottom right of the form. This opens an area for you to enter narrative information about the event.

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You must also enter whether you have resolved the issue by entering a 'Y' or 'N' into the note and the date if your response is 'Y'. This will allow you to append information about how the issue was resolved. It can be set up so you will need to verify even your own entries – this allows you to update and append information to the entry.

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If a subordinate makes an entry and you log onto the system, you may go to the 'EI Note' Menu and choose 'Verify' to approve entries. Each entry will have information about the date it was entered and the source of the entry. If you have verification rights, you will be able to verify the information in the form.

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If a subordinate makes an entry and you log onto the system, you may go to the 'Review' item in the 'EI Note' Menu and select to review entries from Direct or Downline subordinates.

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Each entry will have information about the date it was entered and the source of the entry – as well as other fields – clicking on the top of a list will sort the list. In the open box, if you type in a level, the software will load up a list of employees at all levels you wish to view.

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When you open an entry to review it, if you select the 'Update' button you can open the entry up to add further input. The software will retain or save the earlier version for data quality purposes. To find the latest version of an entry, simply sort the list of entries for the most recent version in your Review List.

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You can resize the panes. Below is the same window as the previous slide. It looks different because it has been adjusted to make it easier to see the 'EI Note Fields' and 'Narrative' panes.

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To see and create a combined report of activity and incidents regarding one of your subordinates, you may go to the EI Report menu and select pending E.I. Reports for your subordinates.

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And then select the subordinate you wish to create or view a report for. NOTE: You may have rights to several Segreant Applications, so select Early Intervention from the 'drop down' list.

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Enter the time range in the first two date fields at the upper left of the form. Enter the date for the report into the upper Right date field.

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At the bottom Left of the form is a 'Calculate' button. Clicking on this button will pull all records from the window of the date range you have selected into the report and the number of items pulled up will be displayed in the EI Management Report in the 'Entries' column.

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If you click on an entry number, the group of entries that are related in the database will be posted in a box on the screen. You may then review each of these in turn and may even update them with additional information. Type in the first few letters of the name you wish to rise to the top of the list.

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On the lower Left of the form are options for you to change the status of the report. At the point you select 'Preliminary Report', the file will appear on the 'Pending List' for your direct supervisor.

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Once your Supervisor has approved these reports, they will be routed up-line for approval. Upon final approval, they will appear on the 'Completed Reviews' list.

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Training andamp; Certification Protect your organization. Make sure your training and certifications are current.

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Our Training andamp; Certification Software is powerful, easy to use, and does away with tedious filing and bulky file folders. (It even saves trees!) Please take a look.

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With data entry rights, you can enter training notes as a surrogate for an employee, a supervisor, an instructor, or even the Training Manager. – Select 'Training Data Entry'.

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The software will post a list of all employees. – Select the employee you wish to enter information about.

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Upon selection of a name you will see a screen where you can elect to enter a note as a 'Direct Supervisor' or 'Self'.

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When you select your 'role' the software will automatically load the list of 'Booklets'. Some examples might be: 'Roll Call', 'Request Training For a Subordinate', or 'Certifications'.

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There are two categories of booklets – one is for information about a training course or program. Use these booklets to capture and process information and details. The other is for administration. The administrative booklet is for you to use to enter the changes in the composite training portfolio of the Employee.

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The date of the entry will be entered automatically by the system.

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As you open the correct 'booklet', you will see a list with + signs to the left of it. If you click your mouse on the + sign it will open up the list to the next layer.

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As you select items a red checkmark will appear next to the item. You may select one item within a single booklet. When you have entered the required field (in this case it is the date assigned to training) you will be able to evaluate or process the training course.

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On the left side of the screen you will see the unique set of fields that you are to complete for each 'booklet'. PLEASE NOTE: You may set policies that require a field to be completed such as the 'date assigned' field. Enter all information currently available to you on the left side of the screen.

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Employees may enter information into 'Booklets' through their own logon. An example would be a course they have taken at a local Junior College.

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When required fields are completed, clicking on 'Evaluate' at the bottom right of the form opens an area to enter narrative information about the event.

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Enter whether you have verified that the training was completed by entering a 'Y' or 'N' into the note and entering the date you verified the training. This will allow you to append information about the course itself. Some organizations are set up to automatically verify entries made by the training manager.

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If an employee desires to make an entry and log onto the system, they may go to the 'Training Note' Menu and choose 'My Record' to make an entry. Each entry will have information about the date it was entered and the source of the entry. These entries will not be automatically verified. The Training Manager will need to verify them.

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If an employee makes an entry and you log onto the system, you may go to the 'Review' item in the 'Training Note' Menu and select to review entries from Direct or Downline subordinates. (See Below) Each entry will have information about the date it was entered and the source of the entry – as well as other fields – clicking on the top of a list will sort the list. In the open box, if you type a few letters, the software will sort the records to load up the items you are seeking.

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You can select the entries to Review.

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When you open an entry to review it, if you select the 'Update' button you can open the entry up to add further input. The software will retain or save the earlier version for data quality control purposes. To find the latest version of an entry, simply sort the list of entries for the most recent version in your Review List.

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Here you see the fields for entry opened out upon selection of 'Update'.

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To see and create a combined report of activity and incidents regarding one of your subordinates, you may go to the Training Report menu and go to pending Training Reports for your subordinates.

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Enter the time range in the first two date fields at the upper left of the form. Enter the date for the report into the upper Right date field.

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At the bottom Left of the form is a 'Calculate' button. (See Above) Clicking on this button will pull all records from the window of the date range you have selected into the report and the number of items pulled up will be displayed in the Training Report in the 'Entries' column.

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When the up-line supervisor or personnel officer has approved these reports, they will appear on the 'Completed Reviews list'.

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Our FTO Software is powerful, easy to use, and does away with that huge file cabinet loaded with single sheets of paper. (It even saves trees!)

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You manage the entire FTO process through a point and click interface. Here is a sample of the San Jose Model. If you are driven more by SIFA or by problem- Solving models, even these can be easily enabled and tailored to your organization.

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A single entry can track many items quickly and easily. All your dates and activities are retained.

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The officer in training can record his own comments and notes inside the system – the trainee can maintain a developmental diary.

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Drop-down lists allow you to speed through the entry process, but be precise about every training activity.

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This is not just a one way system. The trainee can also make observations about the FTO (if that is your policy).

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Open up the files of your trainees to enter notes about their training – No need to search through long lists Approve notes that have been entered by new FTO’s or by other 'coaches' to keep a rich – but accurate record.

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When the FTO period is complete – the entire record is available. --------------- Every entry, every score, every comment -------------- For any window of time.

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Insure the quality of your FTO Program. Accumulate information on the performance of your FTO’s or the FTO program itself from Trainees or other FTO’s.

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You have better things to do with your time than locate and organize paper files about Early Intervention, Training andamp; Certification, FTO, and Performance Appraisal issues. Segreant’s Notification and Reporter Module will actively send you e-mails or 'pop-up' notifications on your desktop. Whenever scheduled or triggered events occur such as a Use of Force or a Certification lapses ----- you’ll know!

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Notification Icon When you click on the notification icon, you can set the connection rules for your desktop.

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Notification Icon You can configure the 'Notification Client' to automatically notify you if any criteria of importance to you are met.

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Notifications are driven by rights of access, just like all Segreant Software.

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You can pre-set when a trigger value is reached or a date for a scheduled report is met and then set your notification client to 'poll' for notifications. As soon as your criteria are met, you are notified and can view the report, go to the program to work with the 'raw' information or dismiss the notification (the software will record your actions).

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Reporter Icon If you want to configure a report or notification, you can log onto the Reporter and design your own reports or you can use reports that Segreant provides for you.

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Select the tables you want to see.

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Link the fields in the tables together.

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Set the filters and the sorting.

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You can even set up mathematical or statistical operations to run on your tables. And now you see the table and can save it as a standard, a scheduled, or a triggered notification report.

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Simple and Rapid Implementation Project Managers: Your organization assigns one and we assign one. Policy Confirmation: Your organization reviews and confirms policies. (We can provide templates!) Tailored Measurement Tools: You set up your measurement strategy. You may draw from our 'best in class' booklets and protocols. We send you simple spreadsheets to complete to set up your organization’s structure. We build your unique application and test it before we install. Your IT section gives us access to the server you want the software to run from. Your program is installed, updated, and maintained through the internet or RAS.

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System Requirements Network Windows NT/2000 Server SQL Server 7.0 minimum or for under 250 employees we include MSDE 'light' version at no charge 10 to 50 MB hard disk space.