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New State Crime Reporting System Status

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Questions?

                          Contact Minnesota NIBRS/CRS Coordinator Patti Zafke ​

patricia.zafke@state.mn.us or 651-793-2453

July 20, 2016

The FBI has announced that it has formalized plans to discontinue using the Summary Reporting System (SRS) to receive crime data. The FBI intends to fully transition to the National Incident-Based Reporting System, or NIBRS, for crime data collection by January 1, 2021. A letter from the Department of Justice details the agency’s plan.

NIBRS requires electronic submission from a records management system at the local agency level. Crime data cannot be made “NIBRS ready” at the Bureau of Criminal Apprehension (BCA).

The good news here in Minnesota is that work is already underway to transition to NIBRS. The BCA is building a NIBRS data submission process into the state’s new Crime Reporting System (CRS). The BCA is testing NIBRS submissions in a pilot underway now in Carver County; Nobles County will participate in a second pilot later this year. The BCA plans to begin statewide deployment of the NIBRS submission process sometime next year.

The FBI developed a video that provides high-level information about NIBRS and the FBI’s plan to switch solely to NIBRS for crime data.

Law enforcement agencies are encouraged to begin exploring submitting crime data via NIBRS. Begin discussions with the BCA and your RMS vendor today.

March 1, 2016

Last month, the BCA transitioned from eReports to Summary Reports – one of many steps we’ll take over the next year or so as part of the larger Crime Reporting System project. Agencies and RMS vendors were notified of this change in January. The new Summary Reports are located in the Supplemental Reporting System (SRS).

You’ll notice several changes when you use the new reports. Among them,

  • New data validation and error messages
  • New summary reports
  • Minnesota Offense Code (MOC changes)

You can find much more information about the new Summary Reports, which is located in MyBCA in SRS, on the Crime Reporting System project page at https://dps.mn.gov/divisions/bca/bca-divisions/mnjis/Pages/crime-reporting-system.aspx.

Effort to Transition to Incident-Based Crime Reporting Moves Forward

In January, the BCA began initial testing with one of the three NIBRS pilot agency vendors and anticipate completing this testing early in 2016. The remaining two agencies and their vendors are developing and testing, and we anticipate completing their testing early to midyear. We are seeking funding options to assist with additional agency onboarding and adapters.

The BCA is in the process of certifying NIBRS submissions with the FBI. We are excited to tell you that our December submission was processed with a 0% error rate. Once we achieve three consecutive months of less than a 4% error rate and complete various NIBRS certification criteria outlined in the FBI’s NIBRS User Manual, the State of Minnesota will be officially NIBRS certified.

For CRS project updates, monitor the CRS project webpage.

To learn more about the CRS project and NIBRS, contact Minnesota NIBRS/CRS Coordinator Patti Zafke at patricia.zafke@state.mn.us or 651-793-2453.

View sample RFP language to support the NIBRS reporting requirement.

Sample RFP language – summarized version

February 8, 2016 

This is a reminder that the BCA is transitioning from eReports to the new Summary Reports reporting tool tomorrow, February 9. We first told you about this change last month. It is a step in the process of replacing the state’s Criminal Justice Reporting System (CJRS) with the new Crime Reporting System (CRS). Detailed information about this change and how to use the new tool can be found on the BCA CRS Project Page at https://dps.mn.gov/divisions/bca/bca-divisions/mnjis/Pages/crime-reporting-system.aspx and on the BCA CJIS Launch Pad.

We’ll install the new Summary Reports software tomorrow morning. We expect it will take a few hours to complete. During this process, you may experience slower than normal response times, or duplicate response messages. These will end when the installation is complete and there’s no need for any action on your part. Also, error messages will look a bit different moving forward.

Watch for more information in the future as we continue toward the new Crime Reporting System.

We appreciate your patience as we complete this task. If you experience any issues that continue beyond tomorrow, please contact the BCA Service Desk at 651-793-2500 or bca.servicedesk@state.mn.us.

 
January 22, 2016

For many months we’ve been telling you about the new Crime Reporting System, or CRS, the BCA is building to replace our 40+ year old Minnesota Criminal Justice Reporting System (CJRS). This process requires many steps that will take place over the next year, one of which will happen on February 9, 2016, when the BCA transitions from eReports to the new Summary Reports.

This move does not affect how agencies submit data for 2015. Agencies have until March 10, 2016, to correct 2015 data errors. Agencies should begin using the new Summary Reports tool in place of eReports when it becomes available. This will ensure the most accurate data when correcting errors.

The new Summary Reports provide a better overall user experience including improved error reports and validation procedures, easier access to reports, and other functionality. The attached Summary Crime Reporting Changes document provides more detail on many of the changes that will become effective February 9, including two minor changes RMS vendors must make before the switch happens. We’ve communicated with vendors about these changes, which are also detailed in the attached document. You can also find this document on the

Learning how to use the new reporting tool

With the launch of the new tool on February 9, 2016, I encourage law enforcement personnel responsible for criminal justice reporting to take advantage of these training opportunities and other resources available now.

  • Summary Reports in SRS Training – an online training
  • Summary Reports Training Guide
  • MN Summary Reports – Definitions
  • Summary Error Messages – Complete List

All of these resources can be found in the CJIS Launch Pad. Click on MNJIS Training, then CJRS and Summary Reports Training, and finally Summary Reports in SRS Training and Documents.

The new Summary Reports are located in MyBCA in the Supplemental Reporting System. If you need to add SRS to your MyBCA account, email a request to the BCA Service Desk, bca.servicedesk@state.mn.us.  Contact your agency TAC if you or your staff do not have a MyBCA account. eReports will remain in SRS until mid-2016.

If you have any questions you can contact Minnesota NIBRS/CRS Coordinator Patti Zafke at patricia.zafke@state.mn.us or 651-793-2453.

We’re making additional changes which won’t impact agencies but are part of the larger CRS project.

We are excited to take this next step toward modernizing Minnesota’s crime reporting processes. There are more changes to come as we fully implement the new system and begin our transition to incident-based (NIBRS) reporting. Watch for more information about the system in the weeks ahead.

 
 
December 15, 2015

Summary uniform crime reporting will undergo some significant changes in early 2016. The first happens this week.

One of the bigger changes down the road will be to move crime data eReports to the Supplemental Reporting System (SRS.)  To prepare for this move, we’ll make two small navigational changes this Wednesday, December 16.

1. Eliminate the UCR/CJRS Reports tab – This tab is being removed because all it does is show which crime data reports are available to agencies through eReports. Information on which reports are available in eReports is also posted on Launch Pad in the MNJIS Training application in the CJRS Training and eReports Documents folder.  This change does not affect how you access eReports or use SRS.

2. Changes to the Agency Reports & Printing tab – This tab (see Current view screenshot below) currently contains your SRS form reports.  This tab will be renamed “Summary Reports” (see New view screenshot below) in preparation for an SRS form display in this spot early next year.  After this change is made you will continue to access your SRS reports from this tab by clicking the blue, underlined report title link (see New view below), which will take you to the usual report criteria page.  This change will not affect your ability to view and print existing reports.

Current view


New view


We first told you about these changes in the Summer and Winter issues of the MNJIS Connection newsletter and are excited for you to see these changes and more as the new Crime Reporting System nears. Please have your agency TACs share this information with all UCR and SRS users at your agency. And, if you have additional staff needing access to SRS, please submit a request to the BCA Service Desk at bca.servicedesk@state.mn.us.

 
June 1, 2015

Crime Reporting System (CRS) NIBRS Pilot Agencies Selected

The BCA has selected the Minnesota law enforcement agencies which will participate in the NIBRS pilot project.

Minnesota’s law enforcement agencies will transition from Uniform Crime Reporting (UCR) Summary to National Incident Based Reporting System (NIBRS) reporting. NIBRS data collection ensures each state is submitting uniform data which allows for apple-to-apple data comparisons across jurisdictions and across the nation. Each state must pass the FBI’s certification process which requires submissions with less than 4% error rate.

In February 2015, the BCA solicited Minnesota law enforcement agencies to participate in the pilot phase of the project. The pilot will allow  the selected agencies to test and refine the submissions from their local records management system (RMS) to the BCA. Those test submissions will then be sent to the FBI. Each submitting agency will work towards state NIBRS certification which aligns with the FBI certification process. 

The Rogers Police Department, Carver County Sheriff’s Office and Nobles County Sheriff’s Office have been selected for the initial pilot phase of the project, which we hope to begin later this summer. Once this phase is complete, additional agencies will be transitioned. Statewide deployment is anticipated in late 2016/early 2017.

Thank you to all of the agencies who submitted proposals to take part in the pilot. The CRS project team looks forward to working with each agency as they transition to the NIBRS.

March 25, 2015

Vendor Adapter Specifications

Vendors may now obtain from the BCA vendor adapter specifications for the new Crime Reporting System.

February 12, 2015

Crime Reporting System Project: Call for Pilot Agencies

The Bureau of Criminal Apprehension (BCA) has received state funding to replace Minnesota’s Criminal Justice Reporting System (CJRS) with a new crime reporting system (CRS). When this occurs, the state will begin to move from submitting crime statistics to the FBI via summary format to using an electronic-only National Incident-Based Reporting System (NIBRS) format. 

Using NIBRS, agencies provide data on each single crime occurrence, rather than just the most serious crime in an incident. Collecting more detailed crime statistics than those gathered today provides agencies information needed to plan crime prevention programs, deploy resources where they will have the most impact on public safety and many other planning initiatives.  Crime statistics are used for different purposes by law enforcement administrators, elected officials, media, criminologists and others.

Pilot agencies sought

The BCA is seeking one to two law enforcement agencies to participate in a NIBRS pilot which is anticipated to take place mid-2015. An initial draft of Minnesota (MN) NIBRS adapter specifications will be posted by the first week of March at https://dps.mn.gov/divisions/bca/bca-divisions/mnjis/Pages/crime-reporting-system.aspx. Funding will be available to develop or modify adapters for agencies and their vendors to meet the MN NIBRS specifications. The BCA will enter into a Joint Powers Agreement (JPA) with the pilot agency(ies) and each agency will work with its RMS vendor to implement adapter changes for MN NIBRS submissions. The BCA will work with the pilot agency(ies) and their vendor on coordination and testing. This will be approximately a 6 month effort. Agencies and/or vendors must complete a certification process which will include three consecutive months of submissions at less than a 4% error rate to the BCA. 

Pilot(s) will be selected based on the following criteria:

  • Vendor
    • RMS vendor’s experience with BCA adapters
    • Breadth of vendor client base in Minnesota
    • Volume of current crime statistics data
    • Existing support for NIBRS within the RMS
    • Vendor/agency test environment existence
    • Ability of RMS to complete Extensible Markup Language, or XML, submissions
    • Vendor support of field reporting component functionality within the RMS
    • Cost of creating adapter
    • Ability to complete integration work within pilot timeframe (approximately late summer, 2015 to early, 2016)
    • Vendor’s plan for implementing, training and supporting the agency’s transition to NIBRS
  • Agency

    • Resources available to support training, implementation and completion of  testing during pilot
    • Volume of agency’s crime reporting to make testing meaningful
    • Number of sworn officers in agency
    • Agency’s experience with the RMS

Letters of interest should be from the law enforcement agency including a cost proposal from the agency’s RMS vendor. The letter should address how the agency’s vendor meets the criteria listed above.

Submit a letter of interest by end of day March 31, 2015.

The BCA will select pilot agency(ies) by April 15, 2015 and will initiate the contracting process immediately following the selection to ensure a late summer start date.

December 12, 2014

Minnesota Sheriff's Association Winter Conference attendees saw a presentation regarding the new crime reporting system and NIBRS. View the PPT presentation.

November 21, 2014

When agencies transition to NIBRS, the more detailed reporting may lead to the perception of an increase in crime. Of course, this is not the case. Rather, NIBRS reporting provides a more complete view of incidents in which multiple crimes occurred. We’ll provide information on messaging in the months ahead. In the meantime, take a look at some information the FBI has prepared about how the change to NIBRS can impact crime data.

September 25, 2014

BCA Criminal Justice Information Users Conference attendees saw a presentation regarding the new crime reporting system and NIBRS. View the PPT presentation.

September 1, 2014

Article about NIBRS from the September 1 edition of MNJIS Connection:

Better data through the National Incident Based Reporting System (NIBRS)

When the BCA and Minnesota law enforcement agencies transition to the new Crime Reporting System, we’ll also transition to a different method of crime reporting. Right now, agencies provide Summary crime data to the BCA. Once the new system is in place, Minnesota will transition to National Incident-Based Reporting System, or NIBRS, format reporting.

The most significant difference between NIBRS and Summary reporting is the degree of reporting detail. In Summary reporting, agencies tally the occurrences of eight Part 1 crimes. In NIBRS, up to 58 incident and/or arrest data elements are collected on 23 Group A offense categories containing 49 specific crimes and 10 Group B offense categories. This level of reporting provides law enforcement agencies, the state and the FBI with more detailed, accurate and meaningful data that includes where the crime occurred, what form it took and the characteristics of its victims and perpetrators.

Right now in the U.S. approximately 63% of the 17,710 agencies participating in the UCR program report Summary data; 37% report NIBRS data. The number of states switching to NIBRS continues to grow. Currently, the distribution of UCR reporting by state is as follows:

  • Summary Only: 21 states

  • NIBRS Only: 15 states

  • Hybrid (combination of Summary and NIBRS): 22 states

To learn more about the CRS project and NIBRS, join us at the 2014 Criminal Justice Information Users Conference where we will host a topic table and NIBRS Overview session or contact the CRS project NIBRS Liaison, Patti Zafke at patricia.zafke@state.mn.us or at 651-793-2453.

June 5, 2014

Two important events are scheduled where criminal justice agency personnel and law enforcement leadership can learn more about the new Crime Reporting System project and about the transition to NIBRS incident-based reporting.

  • On June 25, the BCA will hold an FBI-sponsored NIBRS Executive Forum for an open discussion on the considerations for transitioning from UCR Summary to NIBRS incident-based reporting. Topics include implementation, change management and media considerations. This forum is for Minnesota law enforcement agency leadership. Register on the BCA’s Criminal Justice Training & Education (CJTE) Website. Click on Search for Courses and enter the keyword “Forum.”
  • On September 23-24, the BCA will hold the 2014 BCA Criminal Justice Information Users Conference in St. Cloud. Session topics include the new criminal history system and the transition to NIBRS reporting. Law enforcement personnel responsible for managing or reporting UCR data are encouraged to attend. Post credits are available. Register on the BCA’s CJTE Website. Click on Search for Courses and enter the course type “conference.”
January 27, 2014

The following dates are pertinent to RMS vendors for Minnesota NIBRS specifications:

  • Vendor Conference (with project update)                                                  April 23, 2014
  • Vendor review of specifications & feedback                                              Summer 2014
  • Final Minnesota incident submission specifications published                   Fall 2014

Vendor conference information will be provided on https://dps.mn.gov/divisions/bca/bca-divisions/mnjis/Pages/information-for-vendors-conferences.aspx   

December 30, 2013

The Staff Augmentation RFP for the criminal history system (CHS) and crime reporting system (CRS) is now posted. Proposals must be entered into SWIFT to be considered and must be received before the closing on January 27 at 2 p.m. To receive the posting go to http://supplier.swift.state.mn.us and follow these steps:

  • From this page, scroll down and to the right and click on the Sell Event BCA – CRIMINAL HISTORY AND CRIME REPORTING SYS. This takes you to the Sourcing Information page.

  • On the Sourcing Information Page, click OK to go to the Event Details page (summary of RFP information).

  • To see the entire RFP, you must log in to SWIFT. The event ID is 2000002123.

November 27, 2013

Formal Solicitations and Requests for Proposals (RFP)

The Staff Augmentation RFP for CHS and CRS as well as the CHS RFP will be posted on the SWIFT site below. If you are interested in receiving an invitation to this solicitation please email Maureen Janke at maureen.janke@state.mn.us to have your company added to the invitation.
 
Your company MUST be registered in SWIFT to receive that invitation.
 
Title your email on the subject line: 
  1. Interested Party - CHS/CRS Staff Augmentation RFP
  2. Interested Party - CHS RFP

    In that email include:

  • Company Vendor number as listed in SWIFT
  • Company Contact name and phone number

• Notices for all RFPs defined by Minn. Stat. §16C.02, subd.7 are published in the State Wide Integrated Financial Tools (SWIFT) Supplier Portal, or in the State Register.

Professional/Technical Service Contracting Opportunities

Sample Contract

October 16, 2013

The Bureau of Criminal Apprehension made a brief presentation regarding the status of the new state crime reporting system project at its Vendor Conference on October 16, 2013.

August 15, 2013

The Minnesota Bureau of Criminal Apprehension will hold a meeting from 9 a.m. to 11:30am on Wednesday, October 16, 2013 to discuss progress on several BCA initiatives regarding criminal justice information sharing in the state of Minnesota.  Information on project architecture, the new crime reporting system and the new criminal history system will be provided.  The meeting will take place at the Bureau of Criminal Apprehension offices at 1430 Maryland Ave. E. in St. Paul.  In addition, limited participation may take place via web conference.  (To make arrangements to participate remotely, please contact Jill Oliveira at the information listed below.)

Vendors, particularly those working with local agencies to manage records, as well as agency information technology staff are encouraged to attend this meeting.  Please RSVP.  For more information or to RSVP contact Jill Oliveira, Public Information Officer, at 651-793-2726 or jill.oliveira@state.mn.us.

July 15, 2013

The Minnesota Bureau of Criminal Apprehension (BCA) received state funding to replace Minnesota’s Criminal Justice Reporting System (CJRS). The current system is over 40 years old and is built on obsolete technology which is difficult to integrate with other systems and cannot be modified to meet changing state and federal reporting requirements. The project will deliver a system for the electronic reporting of crime statistics by law enforcement agencies to be used in the Minnesota (MN) and Federal Bureau of Investigation (FBI) crime publications. It will also create a basic state records management system (RMS) for agencies without their own RMS and provide a reporting tool for agencies to view their crime statistics. The new crime reporting system will automate the crime reporting process that currently requires manual intervention and will reduce the effort required to maintain crime statistics and produce crime reports.

The state will transition from a summary based reporting system for crime statistics to an electronic-only National Incident Based Reporting System (NIBRS) format. NIBRS provides much more detailed and comprehensive information for crime statistics than is gathered today in Minnesota.

Funding

Funding was appropriated for Fiscal Years (FY) 2014, 2015, 2016, and 2017. Minnesota fiscal years run July 1 to June 30, and fiscal year 2014 started July 1, 2013. The funding profile is shown below.

  • FY 2014 - $1,360,000
  • FY 2015 - $1,360,000
  • FY 2016 - $1,360,000
  • FY 2017 - $380,000

Planning for this project is in the very early stages. The BCA anticipates that development of the new system will take approximately three years. Funding covers project planning and analysis, and project execution to include: requirements gathering, analysis & design, development, testing and a 6 month pilot.  In addition, creating new and updating existing adaptors for use by local agencies to communicate with the BCA will be required.

Impact of Consolidation on RFP

The majority of the funding was directed to Minnesota’s centralized IT organization, MN.IT (formerly known as Office of Enterprise Technology), but the project work will be directed by the BCA and carried out by BCA and MN.IT technical staff located at the BCA.

Since the centralization of IT under MN.IT is relatively new, processes such as issuing a Request for Proposals (RFP) are evolving. As of July 1, 2013 MN.IT has primary responsibility for issuing RFPs for professional/technical services and IT equipment and software. These as yet undefined processes may impact when an RFP is issued.

Timeframe for an RFP

We are currently in the planning phase for the project – during this time it will determined if RFPs will be needed for the different components of the new Crime Reporting System and whether staff augmentation will be needed to support this effort.

We appreciate your interest in the new Crime Reporting System project. Watch the top of this page for additional information on this project as it becomes available.