CS-214 1. Position Code REV 3/2001 State of Michigan Department of Civil Service Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 Federal privacy laws and/or state confidentiality POSITION DESCRIPTION requirements protect a portion of this information.
This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form.
This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE.
2. Employee’s Name (Last, First, M.I.) 8. Department/Agency Michigan State Police
3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) Administrative Services Bureau
4. Civil Service Classification of Position 10. Division Departmental Specialist 13 Criminal Justice Information Center
5. Working Title of Position (What the agency titles 11. Section the position) Statewide Records Management Program Specialist 6. Name and Classification of Direct Supervisor 12. Unit Monica Jenkins, Departmental Manager 14 Michigan Incident Crime Reporting
7. Name and Classification of Next Higher Level 13. Work Location (City and Address)/Hours of Work Supervisor 7150 Harris Drive, Dimondale Robert Phelps, Departmental Manager 15 40 hours per week – hours may vary
14. General Summary of Function/Purpose of Position This position serves as the program specialist responsible for programmatic maintenance of the Michigan Incident Crime Reporting (MICR) program, the National Incident Based Reporting System (NIBRS), and the Use of Force (UoF) data collection. NIBRS and UoF are administered by the Federal Bureau of Investigation (FBI). These programs require specialized management and technical knowledge of all three collections. This is the sole position for analyzing and interpreting MICR, NIBRS, and UoF program code. This position is responsible for the integrity of the data through the analysis of source data, testing of applications, and error resolution. This position is also responsible for the overall development, implementation and instruction of the MICR training program for presentation to law enforcement agencies across the state.
For Civil Service Use Only
Page 1 15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent.
Duty 1 General Summary of Duty 1 % of Time 30 Act as the program specialist for the State of Michigan’s Incident Crime Reporting (MICR) system Maintain complete responsibility for developing criteria and technical specifications for changes to the MICR application; programmatically, through federal requirements, or when legislatively mandated.
Individual tasks related to the duty. Serve as the subject matter expert managing the continuous changes within the MICR application. Sole technical resource and liaison with the Department of Technology, Management & Budget (DTMB) on the MICR application. Assess identified issues within the MICR application and determine course of action to resolve issues. Determine escalation priority on program issues and provide detailed information to DTMB management and/or Criminal Justice Information Center (CJIC) command. Participate in the rewrite of the MICR application. Make independent decisions based on issues and/or problems found within the technical aspects of MICR. Sole contact for the maintenance of approximately 320 law enforcement agencies’ File Transfer Service (FTS) mailboxes. These agencies submit crime data to MICR through these mailboxes. Liaison with DTMB/FTS staff to address issues with FTS mailboxes Troubleshoot programming errors and determine reason(s) why errors are occurring. Provide direct, on-site assistance to DTMB programmers to resolve issues in program code. Document changes required for the state system while testing the impact on edits and accuracy. Create and maintain a regression test plan. Conduct first pass testing on completed work requests. Assign second pass testing to MICR staff. Make independent decisions and prioritize Bugzilla, JIRA, and Remedy Requests assigned to DTMB. Record results of all testing in Bugzilla/JIRA and an ongoing Issues Log. Analyze Java code for correct program interpretation. Develop Crystal Reports for analysis of specific state and/or agency needs. Serve as technical support to law enforcement and other state and federal agencies on a daily basis, answer inquiries regarding crime statistics interpretation, policies, rules, state regulations and/or for verification, and completion or correction of crime data. Responsible for processing of data to meet deadlines. Respond and follow up to various telephone and email inquires requiring interpretation and review of laws and Acts. Explain work instruction and adapt, if necessary, pertinent general methods and procedures to meet required needs. Must become knowledgeable of all screen elements, dialog boxes, message boxes, and express actions to be performed or utilized by unit employees concerning MICR and the MICJIN portal. Determine when vendor issues need to be escalated to departmental manager for re-testing and recertification of agencies’ data. Responsible for agency mailboxes established through the FTS. Responsible for requesting mailbox activation and/or deactivation, along with passwords, with DTMB. Assist law enforcement agencies in submitting data and retrieving error files and reports from the FTS. Train MICR staff in the use of the FTS, Migrate, and dxgweb.
Page 2 Duty 2 General Summary of Duty 2 % of Time 30 Act as the program specialist for the FBI’s National Incident Based Reporting System (NIBRS). Maintain complete responsibility for developing criteria and technical specifications for changes to the NIBRS conversion; programmatically, through federal requirements, or when legislatively mandated.
Individual tasks related to the duty. Serve as the subject matter expert managing the continuous changes for the NIBRS program. Act as sole technical resource to assist the public, other agencies, or law enforcement for Michigan. Solely responsible for IT requests and liaison with Department of Technology, Management & Budget (DTMB) on the NIBRS program. Assess identified issues within the NIBRS process and determine course of action to resolve issues. Determine escalation priority on program issues and provide detailed information to DTMB management and/or Criminal Justice Information Center (CJIC) command. Make independent decisions based on issues and/or problems found within the technical aspects of the NIBRS conversion. Troubleshoot programming errors and determine reason(s) why errors are occurring. Provide direct, on-site assistance to DTMB programmers to resolve issues in program code. FBI liaison for Michigan’s data submissions to NIBRS. Ensure complete electronic files are submitted to the FBI on a monthly basis. Analyze monthly NIBRS submissions for compliance and complete monthly error resolution. Document changes required for the state system while testing the impact on edits and accuracy. Independently make decisions based on issues and/or problems found within the technical aspects of the NIBRS program. Continually monitor and resolve NIBRS data errors to stay under the federally mandated error percentage for continued reporting to the NIBRS program. Create and maintain a regression test plan. Conduct all testing on completed work requests. Make independent decisions and prioritize Bugzilla, JIRA, and Remedy Requests assigned to DTMB. Record results of all testing in Bugzilla/JIRA and an ongoing Issues Log.
Page 3 Duty 3 General Summary of Duty 3 % of Time 30 Act as the program specialist for the FBI’s Use of Force data collection. Maintain complete responsibility for developing criteria and technical specifications for implementation and all future changes to the UoF collection; programmatically, through federal requirements, or when legislatively mandated. Act as the subject matter expert on the collection of Use of Force data involving law enforcement officers in Michigan.
Individual tasks related to the duty. Act as the subject matter expert on the collection of the data involving use of force by law enforcement officers in Michigan. Review all documentation and specifications provided by the FBI to determine what data will be collected. Act as the liaison with the FBI and law enforcement agencies for Michigan’s collection of this data. Attend and contribute to FBI conference calls regarding this collection. Create a mechanism by which the data will be collected. Track use of force incidents through the media to ensure agencies are reporting. Create a tracking mechanism for all Use of Force incidents. Create monthly reports to be provided to Michigan State Police command staff. Review specifications for batch file submission and ensure that agencies comply. Act as liaison with DTMB staff to ensure a mechanism is available to provide the data to the FBI. Liaison with MSP’s Office of the Director to query BlueTeam/IA Pro and ensure that MSP is contributing to this collection.
Duty 4 General Summary of Duty 4 % of Time 10
Establish, administer and evaluate the MICR training program.
Individual tasks related to the duty. Develop and revise MCIR training program for presentation to law enforcement agencies and records management associations. Instruct MICR staff technicians and analysts to assist with training. Responsible for conducting personalized training for specific agencies and/or records management vendors in a classroom setting. Coordinate training with staff instructors, host agencies, and participants. Maintain participant certification through MCOLES Information and Tracking Network (MITN). Register course with MCOLES and MSP Training Academy, establish rosters, and update as courses are completed. Develop evaluation forms for training participants. Evaluate comments/suggestions from law enforcement agencies; adapt training program based on user need. Develop webinars on MICR changes.
Page 4 16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary. This position authorizes and prioritizes issues and/or changes to the programming of the MICR and NIBRS programs. Decisions are made based on immediate needs of agencies using the MICR application. This position is solely responsible for the FBI’s collection of Use of Force incidents. Content changes to the MICR training program are made by this position.
17. Describe the types of decisions that require your supervisor’s review. Decisions regarding major changes in the MICR program, content of final documentation. Recommendations that would require a change to Public Act 319 of 1968, as amended. Decisions that contain budgetary issues.
18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2. This position works in a heavy workload situation to meet frequent deadlines and it involves long periods of confined sitting in front of a computer terminal. Meetings, training and occasional conferences will require the ability to travel.
19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.) NAME CLASS TITLE NAME CLASS TITLE
20. My responsibility for the above-listed employees includes the following (check as many as apply):
Complete and sign service ratings. Assign work. Provide formal written counseling. Approve work. Approve leave requests. Review work. Approve time and attendance. Provide guidance on work methods. Orally reprimand. Train employees in the work.
21. I certify that the above answers are my own and are accurate and complete.
Signature Date
NOTE: Make a copy of this form for your records.
Page 5 TO BE COMPLETED BY DIRECT SUPERVISOR 22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? Yes.
23. What are the essential duties of this position? Provide system expertise on the department’s incident crime reporting system and act as liaison to the FBI’s NIBRS program. Provides direction to the division in developing and administering the MICR program. This position is responsible for maintaining the MCIR system including the portal options and all administrative tables. This position is the expert on MICR, and conducts training on data collections fields and rules that apply to each field. In addition, this person works with DTMB staff to write new, or modify existing, specifications for the MICR program.
Knowledge of state and federal guidelines, regulations, policies, and procedures are necessary in this work.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. This position will be the subject matter expert in the new collection of Use of Force (UoF) data, as mandated by the FBI. This application is brand new, and this position will be involved in all aspects of its collection, from meetings and conference calls with the FBI on specifications, being the liaison with the FBI and all Michigan law enforcement agencies for this data collection.
25. What is the function of the work area and how does this position fit into that function? The Michigan Incident Crime Reporting program collects and maintains criminal data from all law enforcement agencies in Michigan, including Use of Force and Custody Deaths prior to arrest. The section maintains, processes, trains, and provides quality review of data submitted. The area compiles statistical data for release to law enforcement community, federal and state governmental agencies, Michigan’s governor, media, other state agencies and the general public. Michigan’s data is also released at the national level by the FBI.
Page 6 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: A college degree or equivalent experience.
EXPERIENCE: Two years as an Analyst 11 or one year at an Analyst 12 level
KNOWLEDGE, SKILLS, AND ABILITIES: Extensive knowledge of the MICR database and reporting requirements and edits. Extensive knowledge of NIBRS. Ability to train law enforcement staff on proper submission of incident data to the MICR program.
CERTIFICATES, LICENSES, REGISTRATIONS: None.
SPR: The employee must not have a criminal history on record in Michigan or any other state.
NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. 27. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.
Supervisor’s Signature Date TO BE FILLED OUT BY APPOINTING AUTHORITY 28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.
29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date Page 7 Page 8