Skip to Main Content View Text-Only

Police Bureau

Sworn to protect. Dedicated to serve.

Phone: 503-823-0000

Fax: 503-823-0342

Non-Emergency: 503-823-3333

1111 S.W. 2nd Avenue, Portland, OR 97204

0345.00 Employee Information System (EIS)

345.00, Employee Information System (EIS)

Refer:

  • Directive 215.00, Sworn Represented Member Performance Evaluations
  • Directive 940.00, After Action Reports

 

Definitions:

  • Alert: Automatic notification to the Employee Information System Administrator that a member has reached a pre-established threshold.

 

  • Alert Management System (AMS): The AMS generates electronic alerts based on thresholds programmed in EIS. The AMS is an electronic system to process alerts.

 

  • Employee Information System (EIS): The EIS consists of a read-only database that collects information from external data sources, the Alert Management System, and the Performance Discussion Tracker.

 

  • Intervention: A non-disciplinary process designed to give members feedback on their performance and/or behavior.

 

  • Performance Discussion Tracker (PDT): A system within EIS that allows supervisors to record conversations about member performance and/or behavior and any follow up on those conversations.  Members may also submit rebuttal information to the system.

 

  • Supervisor Review: A review of information concerning a member’s performance and/or behavior leading up to a threshold being met.

 

  • Threshold: Pre-programmed criteria, such as use of force ratio, complaints, and traumatic incidents, established by the Chief of Police, as possible indicators that a member may benefit from assistance or a non-disciplinary intervention.

 

Policy:

1.  It is the policy of the Bureau to develop and encourage personnel. EIS will play a significant part in this process by fostering positive career development through effective supervisory response.

2.  It is the policy of the Bureau to offer appropriate support whenever possible behavior and/or performance problems exist, which could undermine or adversely affect the achievement of member or Bureau goals.

3.  It is the policy of the Bureau that the Employee Information System (EIS) will not be used for disciplinary purposes.  EIS is an aid to identifying and addressing performance and behavior issues that fall outside of the disciplinary process.

 

Procedure:

1.  Supervisor Review of Employee Data:

1.1.  When a member transfers to a new assignment, the member’s direct supervisor shall review the member’s Employee Information System (EIS) record within thirty (30) days of their arrival and document this review occurred in the member’s Performance Discussion Tracker (PDT).

1.2.  Supervisors will use EIS to review a member’s performance twice annually in conjunction with a member’s performance evaluation.

1.2.1.  Supervisors will, at minimum, review the various external data sources and the PDT.

1.2.2.  After concluding the review, the supervisor shall document the review occurred in the member’s PDT.

1.3.  EIS contains aggregate and comparison data that may be useful in completing the evaluation and facilitating a career development conversation.

2.  Alert and Review Process:

2.1.  If a member has reached a threshold, an alert is automatically generated in the Alert Management System (AMS). Every alert is evaluated by the EIS Administrator.

2.1.1.  If the EIS Administrator requests a Supervisor Review, the alert is sent to the member’s Responsibility Unit Manager.

2.1.2.  If the EIS Administrator does not request a Supervisor Review, the alert is sent to the Professional Standards Division Lieutenant for review as outlined below.

2.2.  When an alert is received, the Responsibility Unit Manager will evaluate the alert and decide if a Supervisor Review is appropriate. 

2.2.1.  All Supervisor Reviews should follow the process outlined below. 

2.2.2.  If the Responsibility Unit Manager decides a Supervisor Review is not needed, the alert will be sent to the Professional Standards Division Manager for review as outlined below. 

2.3.  Any decision made during this process, and the reason(s) for it, should be documented in the “case notes” section of the alert.

3.  Supervisor Review Process and Responsibilities:

3.1.  Supervisor Reviews are generally initiated based on an alert received by a Responsibility Unit Manager.  However, a Responsibility Unit Manager may initiate a Supervisor Review without an alert by notifying the EIS Administrator.

3.2.  Supervisor Reviews should be completed within thirty (30) days. Exceptions to this requirement may be granted by the EIS Administrator for good cause.

3.3.  The Supervisor Review process shall be treated as a confidential personnel matter. Supervisors should avoid discussing the alert, review, and intervention process of a member in public settings.

3.4.  When assigned a Supervisor Review, the supervisor will review the member’s performance and forward a recommendation to the Responsibility Unit Manager.

3.5.  A review of performance as described above may consist of any or all of the following:

3.5.1.  A review of information contained in the EIS data sources;

3.5.2.  A review of information contained in the EIS, PDT;

3.5.3.  A review of reports, IAD case files, after actions, and other written documentation; and

3.5.4.  A discussion of the member’s performance with the member’s supervisor(s);

3.6.  At the conclusion of the review, the supervisor shall make an intervention recommendation to the Responsibility Unit Manager.

3.6.1.  A list of interventions can be found in EIS under the “Supervisor Review” tab.

3.6.2.  The intervention recommended should be based on the information gained during the Supervisor Review process.

3.7.  The Responsibility Unit Manager will review the recommendation made by the supervisor and approve an intervention(s).

3.7.1.  The Responsibility Unit Manager is responsible for ensuring interventions are completed.

3.8.  The outcome of the supervisor review will be documented in the “case notes” section of the alert.

4.  Performance Discussion Tracker (PDT):

4.1.  The PDT allows supervisors to record discussions about a member’s performance and behavior.

4.2.  Supervisors who counsel a member or engage in other non-disciplinary corrective action, whether during normal operations or during an after action review in accordance with Directive 940.00, After Action Reports, shall make an entry about their activity in the PDT. At minimum, the entry shall contain a brief synopsis of the incident and an indication of how additional information may be obtained (e.g. contacts the supervisor, review an after action, etc.).

4.3.  Supervisors who observe positive behavior or performance that does not rise to the level of a commendation are encouraged to discuss the observation with the involved member(s) and make an entry to the PDT.

4.4.  Upon notification that a member’s use of force has resulted in a finding of liability in a civil trial, the EIS Administrator shall make an entry reflecting the event in the member’s PDT. 

4.5.  Supervisors who make an entry in the PDT regarding a member will notify the member in writing that the entry was made.  

4.6.  Members may submit a rebuttal to entries madein the PDT by writing a memorandum through their chain of command. An electronic version of this memorandum must be submitted to the EIS Administrator for entry into the PDT.

5.  Performance Discussion Tracker (PDT) and After Actions:

5.1.  Supervisors who investigate a member’s force event, vehicle pursuit, or collision and prepare an after action pursuant to Directive 940.00, After Action Reports, shall, prior to forwarding their investigation to the next level of review, place an entry in the member’s PDT that lists:

5.1.1.  the case number of the incident,

5.1.2.  the nature of the incident and, if applicable, the type of force used,

5.1.3.  whether the incident was within policy,

5.1.4.  any positive performance, and

5.1.5.  any training deficiencies, policy deficiencies, or poor tactical decisions identified as well as any non-disciplinary corrective action taken to remedy them.

5.2.  Pursuant to Directive 940.00, After Action Reports, all after action reports described above, must be reviewed by the member’s chain of command.  A manager (lieutenant or above) who is reviewing an after action report prepared by a subordinate shall make an entry in EIS under the following circumstances:

5.2.1.  When the manager identifies a previously unidentified training deficiency, policy deficiency, or poor tactical decision made by the member, the manager shall make an entry in the member’s PDT in accordance with this Directive, in addition to ensuring the appropriate corrective action is provided to the member.

5.2.2.  The manager concludes the critique, analysis, or other commentary provided by any subordinate level of review is inadequate, inaccurate, or incomplete, the manager shall, if the matter is not referred to the Internal Affairs Division, provide the appropriate non-disciplinary corrective action and document it in the subordinate’s PDT with:

5.2.2.1.  the case number of the incident,

5.2.2.2.  the nature of the incident,

5.2.2.3.  the nature of the deficiency, and

5.2.2.4.  the non-disciplinary corrective action taken.

5.2.3.  Entries made in accordance with direction given above may require the manager to make entries in multiple subordinates’ PDTs.

5.2.4.  In each of the two (2) above instances, the manager shall make the entry in the PDT prior to forwarding the investigation to the next level of review.

5.3.  When a subordinate’s performance on an after action investigation or review exceeds the expectations of the organization, managers and supervisors shall make an entry to the subordinate’s PDT documenting the performance.

6.  Professional Standards Division (PSD) Responsibilities:

6.1.  The EIS Administrator is responsible for the following:

6.1.1.  Maintain EIS;

6.1.2.  Manage the AMS, including alerts and open reviews;

6.1.3.  Monitor access and usage of EIS;

6.1.4.  Assist other members with EIS, including AMS and PDT, when requested;

6.1.5.  Solicit and provide feedback on the system and its usage to all Bureau members;

6.1.6.  Develop and provide on-going training to all Bureau members;

6.1.7.  Semiannually and as directed, conduct data analysis of units and supervisors to identify and compare patterns of activity in accordance with established PSD Standard Operating Procedures.

6.1.8.  Semiannually and as directed, select a sample of employees to ensure the review of EIS as described in this Directive has occurred.

6.1.9.  Produce an annual report describing EIS usage and trends.

6.1.10.  Develop and train sufficient alternate EIS Administrators to provide EIS service if the EIS Administrator is unavailable for an extended period.

6.2.  The PSD Lieutenant is responsible for reviewing alerts recommended for closure by the EIS Administrator and either closing them or referring them to the Responsibility Unit for review.

6.3.  The PSD Manager is responsible for reviewing alerts sent back to PSD by Responsibility Unit Managers and either concurring with the chosen course of action or sending the alert back for additional action.

7.  Employee Information System (EIS) Data Access and Retention:

7.1.  Access to EIS is controlled by the EIS Administrator.

7.2.  All Bureau members will have access to their own data in EIS.

7.3.  A supervisor will have access to the EIS data of any subordinate members in their chain of command.

7.4.  Temporary or additional access may be granted by request to the EIS Administrator.

7.5.  The Chief, Assistant Chiefs, the PSD Manager, the PSD Lieutenant, the EIS Administrator, and alternate EIS Administrators have entire Bureau access.

7.6.  EIS retains all data for five (5) years, after which it is automatically purged.

7.6.1.  This provision covers entries in the PDT as well as the AMS.

7.6.2.  Data from outside sources (RegJIN, SAP, and others) is obtained each night on a rolling five (5) year basis.  Prior data is discarded before new data is acquired.

8.  Public Records Requests:

8.1.  The Bureau considers information contained in EIS generally to be exempt from public disclosure. The Bureau will not disclose information directly from EIS unless required to do so by law.

8.2.  Requests for information EIS acquires from a data source will be sent to the agency or division responsible for creating and maintaining the requested data.

 

9.  Information Usage:

9.1.  Information viewed in EIS shall not be attached to any disciplinary files or notes, nor will it be used for any discipline purpose. 

9.2.  EIS will be used to review member performance, document steps taken to improve member performance or behavior, and acknowledge positive member performance or behavior, so as to foster positive career development.

History:

  • Originating Directive Effective: 06/11/11
  • First Revision Effective: 10/30/14
  • Next Review Date: 4/30/15
  • Review By: Professional Standards Division