SM010401

Maryland Police and Correctional Agencies

Custom Reports: "Rules of Operation"

(Revised January 17, 2008)

Overview

The Maryland Police and Correctional Training Commissions (MPCTC) certify all Maryland police and correctional officers annually to ensure every active officer meets or exceeds current state requirements for basic training, field training, in-service training, and firearms qualifications. This certification occurs each year after agencies have submitted their training and firearms records to the MPCTC as required by state law.

A series of special reports, developed at the request of the MPCTC, enables individual agencies to monitor certified employees for compliance with state regulations throughout the year. These reports can identify officers who are not in compliance with state standards well in advance of the MPCTC certification process, giving agencies ample opportunity get officers the training they need to avoid loss of certification. Additional features are provided for reporting training and firearms records to the Training Commissions by computer file thus eliminating the hassle of paper forms. These special reports and utilities can be accessed from the Custom Menu located on the Main Menu in Skills Manager.

This page documents activation of the Custom Menu and operation of all custom reports.

Activating the Custom Reports Menu
Field Training Non-Compliance Report
Non-Compliance Count by Agency Report
Training Non-Compliance Report
Non-Compliance with a Specific Course Report
Firearms Non-Compliance Report
Certification Lapse Report
Probationary Expiration Report
Supervisors Needing Training Report
Administrators Needing Training Report
Roster of Current Mandated Employees
Export Annual Training
Export Annual Firearms
Export Training by Course
Export Firearms by Course
Export Training & Firearms for Single Officer

Activating the Custom Reports Menu

The custom reports described in this document can be accessed from the Custom menu located on the Main menu in Skills Manager. This menu item is disabled after installing Skills Manager for the first time. Use the following instructions to activate the Custom menu item.

1. Launch Skills Manager and login.

2. Choose Utilities in the menu.

3. Choose Setup in the pop-up menu.

4. Click on the Options tab.

5. Enter the value MD in the Customization Code field.

6. Click OK to save your changes.

7. Choose Custom in the main menu and you should see a list of reports.

Field Training Non-Compliance Report

Purpose

Lists active police or correctional officers who have completed an Entry Level Training course but not a mandatory Field Training Course.

Operator Prompts

This report is designed to report on either police officers or correctional officers. When the report is launched, the operator is prompted to choose which type of officer the report will process.

Who appears on the report?

Active, certified officers who meet the following criteria and have not completed a field training course.

When the operator chooses to process Police agencies the following database conditions are evaluated . . .

Employment Table . . .

1. An officer must be "Active" and associated with a Police Agency.

Certification Table . . .

2. An officer must have a "Police Officer" (P) certificate with a status of "Probationary" (P).

Training Table . . .

3. The officer must have "passed" or "completed" a police entry level training course after January 20, 2003.
4. The officer has not completed the police field training course (PFT0001).

When the operator chooses to process Correctional agencies the following database conditions are evaluated . . .

Employment Table . . .

1. An officer must be "Active" and associated with a Correctional Agency.
Certification Table . . .

2. An officer must have a "Correctional Officer" (C) certificate with a status of "Probationary" (P).
Training Table . . .

3. The officer must have "passed" or "completed" a correctional entry level training course after January 1, 2004.
4. The officer has not completed the correctional field training course (CFT0001).

Non-Compliance Count by Agency Report

Purpose

Provides a count of officers by agency who are not in compliance with Maryland in-service training requirements.

Operator Prompts

This report is designed to report on all agencies. The operator is prompted to choose the period of time (this year or last year) for which the report will apply. "This year" represents the current calendar year and "Last year" the previous calendar year. The year represented in the Windows operating system date is assumed to be the current year.

Who appears on the report?

Active, certified officers who meet the following criteria and have not fulfilled the required in-service training hours and/or firearms qualifications. The report prints three totals for each agency:

Officers not in compliance with in-service training.
Officers not in compliance with firearms.
A total of officers not in compliance with in-service or firearms.

When the report is processed the following database conditions are evaluated . . .

Agency Table . . .

1. Only agencies with the attribute "Mandated" (MND) qualify for the report.
Employment Table . . .

2. Officers must be "Active" at one or more agencies. The most recent employment record for an agency must have a status of "Active".
Certification Table . . .

3. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
4. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Training Table . . .

5. Only training that falls within the date range selected by the operator qualifies for the report.
6. Only training with a status of "Passed" or "Completed" qualifies for the report.
7. Only training for MPCTC approved "courses qualifies for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
8. Qualified training hours are totaled for each officer. Officers at level "Base Level Mandated Officer" (1) or "First Line Supervisor" who have less than 18 hours of qualified training are tallied on the report.
Weapons Table . . .
9. Only firearms that fall within the date range entered by the operator qualify for the report.
10. Only firearms with a status of "Passed" or "Completed" qualify for the report.
11. When an officer's current agency is of type "Corrections" (COR) . . .
only firearms for MPCTC approved courses qualifies for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses do not qualify for this report).
12. When an officer's current agency is of type "Police" (POL) . . .
only firearms for state approved "Police" courses qualify for the report. These courses are identified by "Police" (P) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses do not qualify for this report).
14. Officers who have not qualified once with a "Duty Weapon in Normal Light" (D) and once with a "Duty Weapon in Low Light" (L) are tallied on the report.

Training Non-Compliance Report

Purpose

Lists officers who are not in compliance with Maryland in-service training requirements.

Operator Prompts

This report is designed to report on a single agency. When the report is launched, the operator is prompted to enter an Agency ID and to choose the period of time (this year or last year) for which the report will apply. "This year" represents the current calendar year and "Last year" the previous calendar year. The year represented in the Windows operating system date is assumed to be the current year.

Who appears on the report?

Active, certified officers who meet the following criteria and have not accumulated 18 hours or more of state-qualified in-service training.

When the report is processed the following database conditions are evaluated . . .

Agencies Table . . .

1. Only agencies with the attribute "Mandated" (MND) qualify for the report.
Employment Table . . .
2. Officers must be employed by the agency specified by the operator.
3. Officers must be "Active" at this agency.
4. Officers must be level "Base Level Mandated Officer" (1) or "First Line Supervisor" (2) to qualify for the report.
Certification Table . . .

5. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
6. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Training Table . . .

7. Only training that falls within the date range entered by the operator qualifies for the report.
8. Only training with a status of "Passed" or "Completed" qualifies for the report.
9. Only training for MPCTC approved courses qualifies for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
10. Qualified training hours are totaled for each officer. Officers who have less than 18 hours of qualified training are printed on the report.

Non-Compliance with a Specific Course Report

Purpose

Lists officers who have not completed a specific course.

Operator Prompts

This report is designed to report on a single agency. The operator is prompted to enter an Agency ID and to choose the period of time (this year or last year) for which the report will apply. "This year" represents the current calendar year and "Last year" the previous calendar year. The year represented in the Windows operating system date is assumed to be the current year. The operator also supplies the Course ID on which the report will operate.

Who appears on the report?

Active, certified officers who meet the following criteria and have not completed the course specified by the operator.

When the report is processed the following database conditions are evaluated . . .

Agencies Table . . .
1. Only agencies with the attribute "Mandated" (MND) qualify for the report.
Employment Table . . .
2. Officers must be employed by the agency specified by the operator.
3. Officers must be "Active" at this agency.
4. Officers must be level (1) Base Level Mandated Officer or (2) First Line Supervisor.
Certification Table . . .

5. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
6. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Training Table . . .

7. Only training that falls within the date range entered by the operator qualifies for the report.
8. Only training with a status of "Passed" or "Completed" qualifies for this report.
9. Officer did not successfully complete course specified by the operator.
Note: The operator can enter Courses other than those associated with (P) Police and (C) Corrections programs, as identified by the Program field of the Course record.

Firearms Non-Compliance Report

Purpose

Lists officers that are not in compliance with Maryland firearms qualification requirements.

Operator Prompts

This report is designed to report on a single agency. The operator is prompted to enter an Agency ID and to choose the period of time (this year or last year) for which the report will apply. "This year" represents the current calendar year and "Last year" the previous calendar year. The year in the Windows operating system date is assumed to be the current year.

Who appears on the report?

Officers who meet the following criteria and have not qualified once with a "Duty Weapon in Normal Light" (D) and once with a "Duty Weapon in Low Light" (L).

When the report is processed the following database conditions are evaluated . . .

Agencies Table . . .

1. Only agencies of type "Police" (POL) or "Corrections" (COR) qualify for the report.
2. Only agencies with the attribute "Mandated" (MND) qualify for the report.
3. Only agencies with the attribute "Carry Weapons" (WPN) qualify for the report.
Employment Table . . .
4. Officers must be employed by the agency specified by the operator.
5. Officers must be "Active" at this agency.
6. Officers at level (7) Chiefs, Deputy Chiefs, and Agency Heads are excluded from the report.
7. When an officer's current agency is of type (COR) Corrections . . .
only officers with a classification of (CO) Correctional Officer, (HD) Home Detention Unit, or (PP) Parole & Probation Agent qualify for the report. (Officers classified as Parole & Probation must also have an attribute of (APP) P&P Agent with Arrest Power).
Certification Table . . .

8. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
9. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Weapons Table . . .

10. Only firearms that fall within the date range entered by the operator qualify for the report.
11. Only firearms with a status of "Passed" qualify for the report.
12. When an officer's current agency is of type "Corrections" (COR) . . .
only firearms for MPCTC approved courses qualify for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
13. When an officer's current agency is of type "Police" (POL) . . .
only firearms for MPCTC approved courses qualify for the report. These courses are identified by "Police" (P) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
15. Officers who have not qualified once with a "Duty Weapon in Normal Light" (D) and once with a "Duty Weapon in Low Light" (L) are printed on the report.

Certification Lapse Report

Purpose

Lists officers with certifications that will expire in the current year.

Operator Prompts

Who appears on the report?

Active, certified officers who meet the following criteria and have a certificate that expires in the current year.

When the report is processed the following database conditions are evaluated . . .

Agencies Table . . .

1. Only agencies with the attribute " Mandated" (MND) qualify for the report.
Employment Table . . .
2. Officers must be employed by the agency specified by the operator.
3. Officers must be "Active" at this agency.
4. Officers at level (7) Chiefs, Deputy Chiefs, and Agency Heads are excluded from the report.
Certification Table . . .

5. Officers must have a "Police Officer" (P) certificate.
6. This certificate must have a status of "Certified" (C).
7. This certificate must have an Expiration Date in the current year.

Probationary Expiration Report

Purpose

Lists officers who have probationary certificates due to expire within the next 90 days.

Operator Prompts

This report is designed to report on a single agency. When the report is launched, the operator is prompted to enter an Agency ID.

Who appears on the report?

Active officers who meet the following criteria and have a probationary certificate within 90 days of expiration.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .
1. Officers must be employed by the agency specified by the operator.
2. Officers must be "Active" at this agency.
Certification Table . . .

3. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate witha status of "Probationary" (P).
4. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate witha status of "Probationary" (P).
5. This certificate must have a Probation End Date within 90 days of expiration, relative to the date this report is run.
Training Table . . .

6. Only training with a status of "Passed" or "Completed" qualifies for the report.
7. When the agency specified is of type "Corrections" (COR) . . .
and the officer has not attended an MPCTC approved "Entry Level Corrections" course. These courses are identified by "Corrections" (C) in the Program field and "Entry Level" (E) in the Subject field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
8. When the agency specified is of type "Police" (POL) . . .
and the officer has not attended an MPCTC approved "Entry Level Police" course. These courses are identified by "Police" (P) in the Program field and "Entry Level" (E) in the Subject field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).

Supervisors Needing Training Report

Purpose

Lists officers promoted to "First Line Supervisor" within the past 365 days who have not completed a supervisor level training course.

Operator Prompts

This report is designed to report on a single agency. The operator is prompted to enter an Agency ID.

Who appears on the report?

Active, certified officers who meet the following criteria, were promoted to supervisor within past 365 days, and have not completed a Supervisor course.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .
1. Officers must be employed by the agency specified by the operator.
2. Officers must be "Active" at this agency.
3. Officers must have been promoted to level (2) First Line Supervisor within the past 365 days.
Certification Table . . .

4. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
5. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Training Table . . .

6. Only training with a status of "Passed" or "Completed" qualifies for the report.
7. Only training for state approved "Police" and "Corrections" courses qualifies for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
8. Officer has not attended a state approved "Supervisor" course. These courses are identified by "Supervisor" (S) in the Subject field of the Course record.

Administrators Needing Training Report

Purpose

Lists officers promoted to "First Line Administrator" within the past 365 days who have not completed an administrator level training course.

Operator Prompts

This report is designed to report on a single agency. The operator is prompted to enter an Agency ID.

Who appears on the report?

Active, certified officers who meet the following criteria, were promoted to administrator within past 365 days, and have not completed an Administrator course.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .

1. Officers must be employed by the agency specified by the operator.
2. Officers must be "Active" at this agency.
3. Officers who were promoted to level (4) First Line Administrator with the past 365 days.
Certification Table . . .

4. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate with a status of "Certified" (C).
5. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate with a status of "Certified" (C).
Training Table . . .

6. Only training with a status of "Passed" or "Completed" qualifies for the report.
7. Only training for state approved "Police" and "Corrections" courses qualifies for the report. These courses are identified by "Police" (P) or "Corrections" (C) in the Program field of the Course record. (Individual agencies may add courses to the course catalog under other programs, however training events recorded for such courses are ignored and do not qualify for this report).
8. Officer has not attended a state approved "Administrator" course. These courses are identified by "Administrator" (A) in the Subject field of the Course record.

Roster of Current Mandated Employees

Purpose

Lists officers alphabetically with rank and certification status.

Operator Prompts

This report is designed to report on a single agency. The operator is prompted to enter an Agency ID. The report prints name, rank and certification status for all employees that are selected.

Who appears on the report?

Active, certified officers who meet the following criteria.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .

1. Officers must be employed by the agency specified by the operator.
2. Officers must be "Active" at this agency.
3. Employees with an action of (IH) "Hired as Instructor" are excluded from the report.
Certification Table . . .

4. When an officer's current agency is of type "Corrections" (COR) . . .
officer must have a "Corrections Officer" (C) certificate.
5. When an officer's current agency is of type "Police" (POL) . . .
officer must have a "Police Officer" (P) certificate.

Export Annual Training

Purpose

Exports training records to a text file for reporting annual training to the Maryland Police & Corrections Training Commissions.

Operator Prompts

This report is designed to report on one or all agencies at a time. The operator is prompted to enter a single Agency ID or choose all agencies, and to choose the period of time (this year or last year) for which the report will apply.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .

1. Officers must be currently or formerly employed by the agency(s) specified by the operator.
Training Table . . .
2. Only training that falls within the date range specified by the operator qualifies for output.
3. Only training with a status of "Passed" or "Completed" qualifies for output.

NOTE: Exported files (named XTrnHst.txt and XTrnMem.txt) are stored at the location specified by the Import & Export Folder field in the Setup dialog box. To view or change this setting, choose Utilities from the main menu and then Setup from the pop-up menu.

Export Annual Firearms

Purpose

Exports firearms records to a text file for reporting annual firearms to the Maryland Police & Corrections Training Commissions.

Operator Prompted for Options

When the report is processed the following database conditions are evaluated . . .

Employment . . .

1. Officers must be currently or formerly employed by the agency(s) specified by the operator.
Firearms . . .
2. Only firearms that fall within the date range specified by the operator qualify for output.
3. Only firearms with a status of "Passed" or "Completed" qualify for output.

NOTE: The exported file (named XWpnHst.txt) is stored at the location specified by the Import & Export Folder field in the Setup dialog box. To view or change this setting, choose Utilities from the main menu and then Setup from the pop-up menu.

Export Training by Course

Purpose

Exports training records from a single course for a specific training date, for reporting to the Maryland Police & Corrections Training Commissions.

Operator Prompts

This report is designed to report on one or more agencies. The operator is prompted to enter a single Agency ID or choose all agencies, to enter a date, and to specify a specific course.

When the report is processed the following database conditions are evaluated . . .

Employment Table . . .

1. Officers must be currently or formerly employed by the agency(s) specified by the operator.
Training Table . . .
2. Only training that falls within the date range specified by the operator qualifies for output.
3. Only training associated with the course specified by the operator qualifies for output.
4. Only training with a status of "Passed" or "Completed" qualifies for output.

NOTE: Exported files (named XTrnHst.txt and XTrnMem.txt) are stored at the location specified by the Import & Export Folder field in the Setup dialog box. To view or changer this setting, choose Utilities from the main menu and then Setup from the pop-up menu.

Export Firearms by Course

Purpose

Exports firearms records from a single course for a specific training date, for reporting to the Maryland Police & Corrections Training Commissions.

Operator Prompts

This report is designed to report on one or more agencies. The operator is prompted to enter a single Agency ID or choose all agencies, to enter a date, and to specify up to 3 specific courses.

When the report is processed the following database conditions are evaluated . . .

Employment . . .

1. Officers must be currently or formerly employed by the agency(s) specified by the operator.
Firearms . . .
2. Only firearms that fall within the date range specified by the operator qualify for output.
3. Only firearms associated with the course(s) specified by the operator qualify for output.
4. Only firearms with a status of "Passed" or "Completed" qualify for output.

NOTE: The exported file (named XWpnHst.txt) is stored at the location specified by the Import & Export Folder field in the Setup dialog box. To view or change this setting, choose Utilities from the main menu and then Setup from the pop-up menu.

Export Training & Firearms for Single Officer

Purpose

Exports training, firearms, and course records for a specific officer for the purpose of exchanging records with another agency, perhaps the officer's new employer.

Operator Prompts

This report is designed to report on a single officer. The operator is prompted to enter an officer's Certification Number and alternatively a date range.

When the report is processed the following database conditions are evaluated . . .

Training Table . . .

1. Only training that falls within the date range specified by the operator is exported.
Firearms Table . . .
2. Only firearms that fall within the date range specified by the operator is exported.
Course Table . . .
3. All courses referenced in the exported training and firearms records are exported.

NOTE: Exported files (named XTrnHst.txt, XTrnMem.txt, WpnHst.txtr, and Course.txt) are stored at the location specified by the Import & Export Folder field in the Setup dialog box. To view or changer this setting, choose Utilities from the main menu and then Setup from the pop-up menu.

by Steve Wesner

Crown Pointe Technologies , Inc.