Georgia Bureau of Investigation September Monthly Report FY2016 Presented to the Board of Public Safety November 19, 2015 Vernon M. Keenan Director Table of Contents I. Staffing and Backlog................................. 3 4 II. Administration Office of Privacy & Compliance/Open Records Personnel Staff Services........................................... 5 III. Investigative Division.................................. 6 9 IV. Crime Lab.............................................. 10 12 V. Georgia Crime Information Center................. 13 20 2 Vacant State Positions FY2016 Total Vacant Positions in DOFS Vacant Scientist Positions Total Vacant Positions in GCIC Total Vacant Positions in Admin Vacant Sworn Agent Positions Total Vacant Positions In the Investigative Division Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun 27 30 26 79 8 55 6 44 4 77 9 12 12 15 3 DOFS Backlog Chart Unworked Reports over 30 Days Old FY2016 Discipline Chemistry Firearms Forensic Biology Impressions Latent Prints Medical Examiners Miscellaneous Services Toxicology Trace Evidence Total Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 531 440 628 794 886 1,144 1,281 1,788 1,657 0 1 5 2,175 2,168 2,216 101 77 94 0 0 0 847 742 480 242 261 267 5,971 6,363 6,491 4 GBI Administration Office of Privacy & Compliance/Open Records Open Records Request Archives September 2015 319 21 Total FY2016 956 80 Personnel Employee Totals September 2015 Investigative Division Georgia Crime Information Center Division of Forensic Sciences Administration Total State Funded Positions 326 40 285 43 694 Grant Funded Positions 18 68 33 1 120 Total 344 108 318 44 814 Total State Funded Positions Vacant Investigative Division 15 Georgia Crime Information Center 6 Division of Forensic Sciences 26 Administration 4 Total 51 State Funded Vacancies Under Active Recruitment 5 1 15 3 24 5 INVESTIGATIVE DIVISION September 2015 Fiscal YTD Total Sworn Employees 250 (filled-includes grant) Total Investigative Hours Expended 25,369.75 79,622.25 Crimes Against Persons, includes Death Investigations Child Abuse Sex Crimes Missing Persons Assault, Kidnapping, Robbery, Terrorist Acts, Fugitive, Human Trafficking, etc. 8,702.00 4,606.50 2,114.00 531.00 40.00 1,410.50 29,235.50 15,169.50 7,833.00 1,621.50 118.00 4,493.50 Property Crimes, including Theft, Burglary, Forgery 2,803.50 8,229.50 Drug Investigations 3,590.00 9,643.50 Meth Lab Investigations 26.00 34.00 Polygraph Examinations 897.00 2,715.00 Background Investigations 119.00 585.00 Other Investigations, including Preliminary Investigations 4,890.25 16,153.75 Bomb Disposal Services 645.00 2,261.00 Crime Analysis 3.00 16.00 Crime Scene Specialists 3,694.00 10,749.00 All figures above represent Investigative Hours Total Seizures $855,388.50 $1,186,696.75 6 Investigative Hours Expended YTD FY2016 Crime Analysis >1% Bomb Disposal Services 3% Background Investigations 1% Crime Scene Specialists 14% Crimes Against Persons 37% Other Investigations 20% Polygraph Investigations 3% Meth Lab Investigations >1% Drug Investigations 12% Property Crimes 10% 7 Georgia - Authorized Central Storage (ACS) Program FY16 Quarterly Activity Report 1st Quarter July 1 - September 30, 2015 The Georgia Authorized Central Storage (ACS) program concluded the training and preparation phase and began operating on the first day of the period covered by this report. Prior to this date, hazardous waste disposal actions were handled by hazardous waste disposal companies working under a temporary, grant-funded contract with the State of Georgia. As of July 1, 2015, the Georgia ACS program had (9) ACS "container sites" set-up in regional areas throughout the state. Of these, only seven (7) began operating on July 1st. The site in Chatham County was a late addition to the program and DEA vendors did not complete delivery of essential equipment until August of 2015. In Ware County, the container and equipment were in place but new personnel assigned to operate the site had not yet completed all required training. This was completed in August and the site is now operational. By the end of the first quarter, all nine (9) sites were operational. It is important to note that the program is designed to allow sites to be taken off-line, as needed, in response to temporary equipment or training issues that may arise. Between July 1 and September 30, 2015, five hundred seventy (570) pounds of hazardous waste was removed from twenty (20) separate clandestine lab sites in Georgia. These materials were moved to regional ACS facilities for temporary storage in approved transportation packaging with a total volume of approximately 435 gallons. As of September 30, 2015, none of the nine (9) ACS facilities had reached the storage threshold necessary to trigger cleanout action by a licensed hazardous materials contractor. As stated previously, this was the first quarter of operation and the nine (9) ACS facilities began the period with no hazard waste in storage. Significant issues experienced during the preparation and training phase included insufficient slots in the 40-hour DEA Basic Lab Safety Course in Quantico, Virginia. The Georgia ACS program held four (4) 24-hour ACS Courses in the 18 months leading up to July 1, 2015. This served to train approximately 200 Georgia officers in the identification, mitigation, packaging, transportation and temporary storage of hazardous waste under the ACS program. However, many of these officers have not been able to attend the mandatory 40-hour Basic Lab Safety Course due to insufficient slots available through the DEA. An attempt was made to alleviate this issue via a request to leadership at the DEA Academy. The request asked the DEA Academy to hold the Basic Course session in Georgia to alleviate the backlog. Leadership at the DEA Academy denied the request and the backlog issues continues to impact the program. Another significant issue affecting the program has been the sudden change in ACS facility coordinators at the host agency level. At two facilities, this has created a situation where only one local ACS facility coordinator exists. The agreement between the GBI and the host agencies calls for the agency to designate at least two ACS facility coordinators. This is done to allow each facility to continue operating if one of the coordinators suddenly leaves the agency or is reassigned to other duties. In one case, the lone agency coordinator had to be absent from work for an extended period due to a family illness. This left no one operating the ACS facility and agencies operating in the regional area with no ACS coverage. The remedy is for the host agencies to meet the responsibilities defined under the written agreements by filling any facility coordinator vacancies in a timely fashion. 8 In summary, the program has operated as expected during the 1st quarter of FY 2016. With the exception of the issues outlined above, the program is working well. 9 Crime Lab Medical Examiners (includes all laboratories) September 2015 FY2016 YTD Autopsies Consultations Total ME Cases Managed 273 865 134 412 407 1,277 Clayton County Death Certificates 26 103 Percentage of Cases Released in 90 days: 81% Medical Examiner Activity, FY2016 Consultations 32% Autopsies 68% Confirmed CODIS Hits for September 2015 State Offender Hits 42 State Forensic Hits 5 National Offender Hits 16 National Forensic Hits 0 Total 63 Samples entered into CODIS for September 2015 1,084 Profiles in CODIS Forensic Casework Profiles Convicted Offender Profiles Missing Person/Unidentified Human Remain Profiles Staff/QC File Total 17,652 299,932 4 415 318,003 10 Laboratory Production Report Turnaround for September 2015 Laboratory Headquarters - Atlanta Central Regional - Macon Coastal Regional - Savannah Eastern Regional - Augusta Northeastern Regional Southwestern Regional - Moultrie Western Regional - Columbus # Released in 45 Days 3,339 336 254 241 1,551 201 158 Total % Released in Released 45 Days 4,189 80% 406 83% 376 68% 436 55% 1,588 98% 313 64% 193 82% System-wide Totals 6,080 7,501 81% Note: 91.3% Casework Reports were released within 90 days. Report Turnaround for Year-to-Date, FY2016 Laboratory Headquarters - Atlanta Central Regional - Macon Coastal Regional - Savannah Eastern Regional - Augusta Northeastern Regional Southwestern Regional - Moultrie Western Regional - Columbus # Released in 45 Days 10,322 1,053 623 744 4,173 566 539 Total % Released in Released 45 Days 13,282 78% 1,212 87% 1,184 53% 1,403 53% 4,300 97% 946 60% 641 84% System-wide Totals 18,020 22,968 78% 11 Crime Lab Reports Processed for September 2015 Department Requested Total Released Chemistry (includes Drug ID) Firearms Forensic Biology Impressions Latent Prints Medical Examiners Toxicology Trace Evidence 2,603 416 1,932 3 219 407 2,430 160 2,411 149 2,044 3 168 375 2,597 129 Total 8,170 7,876 Crime Lab Reports Processed FY2016 Department Requested Total Released Chemistry (includes Drug ID) Firearms Forensic Biology Impressions Latent Prints Medical Examiners Toxicology Trace Evidence 8,101 1,331 5,940 15 697 1,277 7,175 462 7,846 813 5,790 11 604 1,323 7,507 397 Total 24,998 24,291 12 Georgia Crime Information Center September 2015 NCIC SERVICES CJIS Network Statistics System Uptime: Messages Processed: 100% 58,097,622 CJIS Operations 1. Sex Offender Registry Records Added Month 186 FY2016 527 Database Totals 27,108 2. Protection Order Registry Records Added Month 3,421 FY2016 8,452 Database Totals 306,178 3. National Data Exchange (N-DEx) Number of Georgia agencies contributing to N-DEX: 3 Agencies/Users with N-DEx Inquiry Access Only (no data contributed) Added Removed Total with Inquiry Access Agencies 0 0 29 Users 0 0 39 4. Off-Line Search Requests Type of Request Month FY2016 Administrative (Criminal Justice 12 32 Agency) Open Records 1 1 Subpoena 2 3 Media 0 0 Possible CJIS Security Violations 7 12 13 CJIS Audits GCIC conducted 52 CJIS audits. Portal XL Migration Project AGENCY COUNT Total Agencies: 910 Completed: 827 Scheduled: 24 COUNTIES With Conversion Activity: 159 No Conversions Started: 0 DEVICE CONVERSIONS Number of Devices: 4,550 Devices Converted: 4,324 Devices Outstanding: 226 INFORMATION SERVICES Criminal History Identification Services 1. Criminal Fingerprint Transactions Received Submissions Submissions w/Palms Submissions w/Photos Monthly 40,807 16,050 11,873 FY 2016 126,315 50,312 37,058 Transactions processed within 2 hours of receipt: 94% 2. Applicant Fingerprint Transactions Received* Submissions Monthly 36,601 FY 2016 124,365 Transactions processed within 24 hours of receipt: 99% 3. Final Disposition Transactions Received Local Agency GCIC TOTAL Monthly 57,336 6,463 63,799 FY 2016 171,703 17,552 189,255 4. RAPID Transactions Submissions AFIS Hits NCIC Hits FBI RISC Hits Monthly 14,575 43% 39% 1% FY 2016 44,398 44% 41% 1% 14 5. Disposition Recovery Project Note: The Disposition Recovery Project has shifted its funding source from GCIC User Fees to the National Criminal History Improvement Program (NCHIP) grant. Currently, Fulton County is the only county being targeted. Provided to Vendors Completed Research Counties Monthly 2,707 1 FY 2016 1,125,321 7,611 1 15 PLANS & PROGRAM DEVELOPMENT AFIS REPLACEMENT PROJECT Project Description - GCIC replaced the Georgia Bureau of Investigation's 22 year old Automated Fingerprint Identification System (AFIS). The AFIS replacement enhanced fingerprint identification services to permit identification of criminals more rapidly through the use of state of the art alternative search methods and information sharing. Phase II of the project focused on the Image Archive system expansion. The expansion allowed divisions within GBI to store documents and easily retrieve when needed. Phase III focused on the FBI's Next Generation Identification (NGI) Increment 3 implementation which introduced two new features: palm submission capability and the use of the EFS (Extended Feature Set) profiles for latent searches of AFIS systems. The project is in Phase IV which focuses on the FBI's Electronic Biometric Specification Transmission (EBTS) v10.0 compliance for greater compatibility to NGI 4. Listed below are changes required for T-Net and AFIS: 1. Accept and process any EBTS v10.0 live scan submission that conforms to GBI edits. 2. Ignore additional National Institute of Standards and Technology (NIST) record types allowed by EBTS v10.0 but are not required by GBI and successfully pass a full NIST record to the FBI if needed. 3. Accept and process NIST transactions which submit Type 14 1000 pixels per inch (ppi) fingerprint images. 4. Ensure all incoming to GBI and outgoing to FBI transactions are in EBTs v10.0 format. 5. AFIS transactions sent to the FBI should include the photo if a photo is received with the transaction. 6. Store NIST file contained in NIST record types not used by AFIS in Image Archive. 7. Send FBI bound submissions from Individual Fingerprint Workstation (IFW) as EBTS v10.0. 8. Support EBTS v10.0 compliant inbound and outbound transactions on the interoperability interface. 9. Import EBTS v10.0 Latent Fingerprint Feature Searches (LFFS) and Latent Fingerprint Image Search (LFIS) files for latent input. 10. Continue to accept and process EBTS v9.x transactions that conform to GBI edits. Monthly Update - Work continues on the remaining items needed to import LFIS/LFFS transactions into IFW. EBTS 10.0 updates must be implemented at the local agency by December 31, 2015. Courtview continues work to complete the remaining CCH enhancements. Accomplishments This Reporting Period NGI Increment 4-EBTS 10.0 Compliance: The fix for importing LFIS transactions into IFW was received and installed. All EBTS 10.0 software updates are complete. CCH/Ident and Applicant Services Requested Enhancements: The GUI revamp/compatibility enhancements were completed and moved to test. There is one enhancement left to complete. 16 AFIS CCH/Ident Requested Enhancements: Five (5) of seven (7) AFIS enhancements are complete. GEORGIA SECONDARY METAL RECYCLER PROJECT Project Description - O.C.G.A. 10-1-360.1 and 10-1-353 require that GBI establish and maintain a database of required purchase transaction information from Secondary Metal Recyclers (SMR) that is accessible and searchable by Georgia law enforcement agencies. Monthly Update - Completed the SMR Participation Agreement and a revised Business Use Notice has been posted to the LeadsOnLine (LOL) website. Rules and Regulations outlining the terms and conditions of the use of the SMR system are being developed. Out of state law enforcement no longer has access to Georgia records. Accomplishments This Reporting Period New Business Use Notice posted. Removed access for out-of-state law enforcement. The following message will display when out of state law enforcement receive a hit on a Georgia SMR - "Ticket cannot be displayed. Out-of-state law enforcement personnel are prohibited by Georgia law from accessing the Georgia Secondary Metal Recyclers database." FINANCE AP UPLOAD PROJECT Project Description - In an effort to improve efficiency in operations, the GBI Accounting Department is seeking to automate the uploading of invoice/payment transactions to TeamWorks thus reducing, if not eliminating, the amount of data entry. The two areas for uploading transactions are the CJCC Victim's Compensation payments and various internal payments. The GBI Accounting Department has secured a contractor for the project and has obtained programming for a macro enabled spreadsheet that meets the State Accounting Office (SAO) flat file requirements (2010) from the GA Soil & Water Conservation Commission. This will serve as the starting point for the contactor in automating the upload of internal payments. The contractor will work with the CJCC to define what is needed to automate the uploading of invoice/payment transactions in their Crime Management Information System. Monthly Update - The AP application was moved to the production environment. Testing data has been provided and combined file sent to SAO for testing. Configuration changes based on testing results and feedback were completed. A second file was sent to SAO for testing. Accomplishments This Reporting Period Application moved to production server. Combined test file created. File submitted to SAO for testing. Developer completed corrections to application for re-testing. CJCC completed changes from testing and provided second test file. Internal end users entered second set of test data. Second file submitted to SAO for testing. 17 Created UAT Plan for AP Upload for review and completion by Accounting Director. FINANCE ACCOUNTS RECEIVABLE (AR) SYSTEM PROJECT Project Description - Finance/Accounting is requesting a replacement of their current Accounts Receivable (AR) system to process fee invoices and payments. The current system is not fulfilling operational needs and should be replaced before the next maintenance renewal period. Monthly Update - A meeting was held to discuss procuring options. The Accounting Director and team are to provide the finalized requirements to the Project Manager. Attendees will reconvene in early 2016 to reassess the need to extend the current vendor's contract. Accomplishments This Reporting Period Meeting held with Executive Sponsor, Business Sponsor, End User, Legal Counsel, PM Unit Manager, and Project Manager to discuss procurement options and how to proceed with the project. HUMAN RESOURCES (HR) TIMESHEET PROJECT Project Description - A timesheet system is currently in use by select non-sworn units of the GBI. Enhancements to this application were requested by the GBI Human Resources (HR) department, the business sponsor, and completed by an internal developer within the Application Support Unit. HR requested additional enhancements during the testing phase of the project which will be incorporated as an additional phase; currently Phase I and Phase II have been defined. HR expressed a need for additional future enhancements. A Project Manager was assigned to assist with incorporating the test pilot of Phase I and the defined items of Phase II. The approval and release of Phase I will occur before work begins on Phase II. The Project Manager will work with the assigned project IT developer and HR on completing Phase I and conducting the test pilot prior to beginning Phase II. Monthly Update - Phase 1 Release 1 Training Guide updates are complete. The Project Charter was distributed for signatures. Phase 1 Release 1 Pilot scheduled for October 1, 2015 through October 16, 2015. Accomplishments This Reporting Period Release plan for additional Phase I items, Phase II, and tentative Phase III created. Training Guide updated. Project Charter created and distributed for approval signatures. Listing of pilot group provided by Sponsor. Sponsor distributed communication on pilot to Command Staff and ADD's. PROTECTIVE ORDER REGISTRY (POR) APPLICATION DEVELOPMENT PROJECT Project Description - The current POR database is outdated and the application is no longer supported. In an effort to provide better information sharing for local law enforcement agencies and the National Crime Information Center (NCIC), the Georgia Protective Order Registry (POR) is in need of improving record data quality and expanding database capabilities by replacing the 18 existing application and infrastructure. In addition, the POR system requires greater compatibility with current web service technology. Monthly Update - All documents for RFS1415 have been signed and approved by GBI. Accomplishments This Reporting Period Signed and approved the Cost Solution Proposal for RFS1415. CHILD FATALITY SYSTEM REVIEW PROJECT Project Description - The current Child Fatality System's data captured by Question Pro is being reviewed to determine potential enhancements. A more customized robust database is needed to produce annual reports that impact policy changes and influence prevention initiatives for Child Fatalities in Georgia. Monthly Update - The Child Fatality unit has combined the data captured in Question Pro with the information obtained from the Sudden Death in the Young report to make "Question Pro Survey - CFR Death Form" for the coroners to report child death information. Accomplishments This Reporting Period Completed the current process flow diagram and requirements draft; submitted to the Child Fatality unit for review. PROJECT MANAGEMENT STANDARDIZATION PROJECT Project Description - The project objective is to standardize project management based on the Department of Administrative Services (DOAS) procurement process, Georgia Technology Authority (GTA) outsourcing guidelines and Project Management Institute (PMI) industry processes. A catalog of templates will be created to accompany the methodology developed. Review and recommendation for a Project Management collaboration tool will also be included in the project. Monthly Update - The project is in the planning process; gathering and collating requirements, meeting with stakeholders, reviewing current practices for managing projects, and reviewing DOAS and GTA Procurement Process. Accomplishments This Reporting Period Project Charter signed. Completed Project Charter template and received approval to keep as a template to use for standardization. 1st kick-off meeting - Introduce project, discuss and gather requirements from PM Unit Project Managers, Sponsor and Assistant Deputy Director. 19 CUSTOMER SUPPORT TRAINING ACTIVITIES Monthly Update - Ongoing training and agency support. Accomplishments This Reporting Period Conducted Terminal Agency Coordinator (TAC) Certification class in Helen Conducted Clerks Conference Training in Tifton Number of Classroom Trainings: 2 Number of Customer Visits: 57 Number of Training Hours: 16 New Site Assessment/Site Survey: 0 Number of Students Trained: 78 Total Computer Based Training (CBT) Help Desk Problem Resolution : 654 Total Suspicious Activity Report (SAR) Monthly Submissions of SAR Video: 42 20