Calgary Police Service

How CPS Consolidated 4,000+ Spreadsheets

Calgary Police Service (CPS) is the 3rd largest police agency in Canada with close to 3,000 employees spanning over multiple divisions including 8 districts. They originally had set out to replace their old timekeeping solution and ended up purchasing InTime’s scheduling and workforce management software in 2012. CPS didn’t stop there, they made it their mission to integrate their entire technology stack to make better decision making when it came to resource allocation and processing. Read on to learn how they did it!

CALGARY POLICE SERVICE’S CHALLENGES

 

Before InTime, Calgary required multiple staff in each district to manage scheduling. Spreadsheets would need to be created weekly and were often inconsistent and inaccurate. Every year, CPS made a total of 52 excel docs with 10 tabs for each of their 8 districts to manage scheduling alone. They had many other manual processes that took a lot of administrative juice:

Spreadsheets Created Annually

Timesheets Manually Entered Annually

Manual Time-Bank Calculations Annually

INEFFICIENT PAYROLL PROCESS

Timesheets for each employee were manually entered into the payroll system each week, rules were applied and payments were issued. That’s 3000+ timesheets each week! In addition, CPS has a rule that one of their employee timebanks cannot exceed 185 hours. Anything exceeding this needed to be manually calculated and paid out for 200-300 employees each pay period.

INCONSISTENT DATA & DISPARATE SYSTEMS

Like many police agencies, CPS have multiple software systems to manage different aspects of their agency including RMS, HR, Payroll, CAD and more. What makes it even more complex for CPS is that they have a total of 140 custom in-house web applications. Because these systems don’t ‘talk’ to each other, they had a lot of inconsistencies and had to re-enter data into each system.

POOR BUDGET CONTROL

Calgary Police had no ability to restrict or provide accurate/timely reports on who receives pay premiums such as standby. They would need to retroactively analyze data in PeopleSoft and this would usually happen after the employee had already been paid.

CPS’ SOLUTION WITH INTIME

 

Calgary Police Service is decades ahead of industry standards when it comes to technology in law enforcement. Not only have they migrated from paper processes to specialized computing tools, they have integrated all these tools to improve operational efficiency and support better decision making. In fact, CPS has it’s own mission statement for InTime:

 

“A single source of schedule and employee data integrated service-wide to support decision-making and efficiencies in resourcing and processes.”

NO MORE SPREADSHEETS

From 4,160 spreadsheets a year to zero! InTime has streamlined all of Calgary Police’s scheduling and timekeeping, while giving them the flexibility to make unit changes and partial assignments. InTime has become Calgary’s operation hub, from which all data flows out of. The system is flexible enough to integrate with all their other systems.

BUILDING STAFFING MODELS

Most staffing models are based off industry averages for sick time, vacation, training and other variables that affect deployment. Calgary, on the other hand, analyzed real data from InTime on overtime, callouts, sick time, leaves and more to get better insight into deployment levels. They were able to build a staffing model that resulted in better response times, proactive time and officer availability.

BUILDING STAFFING MODELS

Most staffing models are based off industry averages for sick time, vacation, training and other variables that affect deployment. Calgary, on the other hand, analyzed real data from InTime on overtime, callouts, sick time, leaves and more to get better insight into deployment levels. They are able to utilize this data to work towards better response times, proactive time and officer availability.

BETTER BUDGET CONTROL

Before InTime, CPS had no ability to restrict pay premiums to only eligible members. They also had issues with monitoring pay related to temporary role changes. Now roles changes and pay rates are an automated process. InTime also ensures pay premiums are granted only to eligible members based on CPS’s union rules. An example of the cost savings this has created was a 50% reduction in the cost of Standby Premium.

%

REDUCTION IN STANDBY PAY

“InTime is a single source of schedule and employee data integrated service-wide to support decision-making and efficiencies in resourcing and processes.”

Nathan Douglas

Supervisor of Systems Development

HUMAN RESOURCE ANALYSIS

With InTime at the core, CPS uses integrated data from across their systems to answer important questions and gain insights on the following:

 

  • What is the true financial cost of a specific operation?
  • Are deployment strategies the best they can be?
  • Can we improve employee wellness by optimizing our resource management?
  • Trends on response time, coverage levels, staffing levels, call volume, on-scene time
  • Overtime requirements and allocation

HUMAN RESOURCE ANALYSIS

With InTime at the core, CPS is uses integrated data from across their systems to answer important questions and gain insights:

 

  • What is the true financial cost of a specific operation?
  • Are deployment strategies the best they can be?
  • Can we improve employee wellness by optimizing our resource management?
  • Trends on response time, coverage levels, staffing levels, call volume, on-scene time
  • Overtime requirements and allocation

“InTime is a single source of schedule and employee data integrated service-wide to support decision-making and efficiencies in resourcing and processes.”

Nathan Douglas

Supervisor of Systems Development

INTEGRATING ALL THEIR SYSTEMS

Calgary Police Service realized early on that having isolated software systems can lead to redundant, inconsistent and outdated information and made it their mandate to integrate their technology systems. Some of the integrations they have completed include:

 

PeopleSoft – Timesheets are auto-generated in InTime, approved by a supervisor, and then automatically passed to PeopleSoft for payroll processing. This mitigates the manual entry of approximately 156,000 timesheets per year!

NicheRMS™ – CPS uses InTime to push updates made to employee profiles including Unit, Rank and more into other systems so that information is only edited in a single system – dramatically reducing errors and improving efficiency

Microsoft Active Directory – Integrating InTime with Microsoft Active Directory synchronizes the Microsoft tool set with InTime updates, such as Microsoft Outlook for Contacts’ updated phone numbers, ranks, and other details

HOW DOES CPS INTEGRATE THEIR SYSTEMS?

Calgary Police Service is able to connect all their existing systems with InTime through a standardized language called Web Services. Want to learn more about their process? Download the ‘CPS Whitepaper: Data Integration in Law Enforcement’ by clicking the link below:

DOWNLOAD WHITEPAPER