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Applicable To: Bureau, division, and section commanders |
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Approval
Authority: Chief Richard J.
Pennington |
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Signature: Signed by RJP |
Date Signed: 9/23/08 |
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| Table of Content | |||
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To establish a uniform procedure for the control, development, modification, and approval of all official Departmental forms for which the Atlanta Police Department is the proponent agency. Forms developed for use within a division or section, are approved at the division or section level.
The Atlanta Police Department will establish a uniform procedure for the control, development, modification, and approval of all official Departmental forms.
3.2 Division and section commanders are responsible for the implementation of this directive within their commands. They will also be responsible for submitting proposed new or revised Departmental forms to the Planning and Research/Accreditation Unit for review and approval and for identifying the forms that are necessary to perform normal and routine functions.
3.3 The Planning and Research/Accreditation Unit is responsible for the agency's form management program, to include the following: maintaining accountability of agency forms; assigning a form control number for each form; scheduling a review of agency forms to assess whether or not they meet current requirements and should be retained; reviewing all requests for approval of new or revised forms; determining whether any form should be revised or rescinded; identifying the need for new forms; conducting a procedural analysis; conducting a design analysis; and ensuring that the format is consistent with the data-processing requirements of the Department.
3.4 The Property Control Unit will print forms and will manage the supply of forms.
4.1 Form Development and Analysis
4.1.1 The initial development and analysis of a form, and how it will be used, may be done by the person who first recognizes the need for a form. Any employee who recognizes the need for a new or revised official Departmental form may initiate a request for a form.
4.1.2 The Planning and Research/Accreditation Unit will search its form control files see if there is an existing form that can supply the needed information or be adapted to supply the information.
4.1.3 Special attention will be given to the layout of the form to ensure design guidelines are met.
4.1.4 Generally, forms will be generated by computer, and either printed or made available through the network. In most instances, forms should be designed on a standard 8 1/2 x 11 sheet of paper.
4.3.1 Departmental forms will be developed by the proponent unit, section, or division based upon identified requirements to record and transmit information. Prior to use, the proponent will ensure that:
1. The proposed form is reviewed by the Planning and Research/Accreditation Unit (PRAU) to ensure that the format used is compatible with the Department's data-processing system;
2. The form receives an agency control number from the PRAU Manager.
4.3.2 When it becomes necessary to modify an agency form, the proponent will adhere to the same steps as outlined above for form development and analysis.
4.3.3 The Planning and Research/Accreditation Unit will include forms in the review of directives.
On most forms, the margins will be 1/3 inch at top and bottom, and 1/2 inch on the sides. If the forms are to be placed in ring binders, allow a binding margin of 7/10 inch on the left side. When using post binders, allow a margin of one inch on the binding side.
The use of adequate, clear instructions helps people to understand a form and fill it in correctly. When instructions are included, use the guidelines below:
4.5.1 Place brief, general instructions if any at the top of a form or below or near the title in order to immediately tell the reader the following;
1. How many copies are required;
2. Who should submit the form;
3. Where, when, and to whom copies should be sent; and
4. Place any instructions needed to amplify captions or column headings in parentheses after the caption or heading.
4.5.2 Place routing information or instructions on copy distribution in the lower margin.
4.5.3 References to detailed instructions appearing elsewhere should be included in the brief, general instructions.
4.5.4 Never place lengthy instructions within entry spaces. Lengthy instructions should be shown:
1. On the front of a form if there is enough room for both the instructions and the data that is to be filled in;
2. On the back of a form if there is not enough room on the front;
3. On the cover of a pad of forms; and/or
4. In a written directive.
4.6 Facilitating the use of office equipment
4.6.1 Whenever possible, the Planning and Research/Accreditation Unit will prepare and distribute electronic versions of forms, in word processing, spreadsheet, or other format to facilitate the completion of forms.
4.6.2 Whenever possible, the Planning and Research/Accreditation Unit will design hard copy forms with appropriate spacing for completion by typewriter.
4.6.3 Whenever possible, avoid using blackened fields with white or reverse font, and broad dark lines. This will reduce the use of toner in copy machines.
Box design is the allocation of space for the convenient insertion of the desired information. This is done by carefully computing space requirements and by placing the block number, name, definition, or item description in the upper left corner of a space that is bounded by four lines. The size of the box is determined by the size of the potential entry, and the entry is inserted beneath the wording. Figure 1 demonstrates how boxing saves space and simplifies filling out a form. If a form is printed on the front and back sides, try to place all entry spaces on the front, so the form can be processed without turning it over.
REQUEST FOR PERSONNEL DATA
figure 1
4.7.2 Combined box and columnar design: Columnar, or tabular, design is used when several entries of the same type are to be listed under one heading. The design may consist of a primary, or main, heading centered across the top of a column with the primary heading subdivided into secondary headings. Whenever possible the box design should be combined on the same form. See figure 2
figure 2
4.7.3 Check off boxes: Check off boxes should be used when a limited number of definite, pre-selected optional entries are required or when responding to a "yes" or "no" question.
Before arranging the sequence of items on a form, the procedures, systems, and office machines involved in using the form should be considered. Often the ideal sequence for filling in a form does not coincide with retrieving the data. Find a compromise to accommodate both fill-in and retrieval as effectively as possible. Arrange items in a sequential and logical order. To reinforce continuity in design, follow these three basic arrangement factors.
1. Group data: Group the data to be filled-in or retrieved by each office or person according to the sequence of the processing steps. Items are generally grouped as follows:
a. Identification data: Includes items such as form title, person's name, number, address, instructions, etc. This group should always include items to which first reference is made in filing, grouping, or classification.
b. Reference and entry data: The data based on the purpose of the form.
c. Authentication and signature: Found on forms involving approval actions such as authorizations, certifications, and statements.
2. Establish item sequence: Sequence the items to eliminate any unnecessary fill-in motions and to make it as easy as possible to both transcribe and retrieve the data. When possible, arrange similar items on related forms in the same order.
3. Align data: Arrange the fill-in on a form so the flow of entry is continuous from left to right and top to bottom. This continuous flow minimizes wasted motion.
4.7.5 Signature: When a signature is required, it should be placed at the bottom of the page or with the part or section of the form to which it applies. The title of the signer and the date signed should be grouped together. Whenever possible, place signatures in the same sequence as the processing steps or the work flow. When two or more signatures are needed, they may be arranged side-by-side or one below the other.
figure 3
4.8.1 All requests for new or revised forms will be submitted to the Planning and Research/Accreditation Unit commander for review.
4.8.2 The review will consider every aspect of the form. If, after the review, the form is found to be essential, a check of the file will be made to see if there is a similar or related form that supplies the same or similar information. If a similar or related form exists, every effort will be made to rearrange or reword items so it will serve both purposes. The review and response to the requesting agency will be completed within ten working days.
4.8.3 The Planning and Research/Accreditation Unit will review and update forms when their accompanying SOP's are reviewed and updated.
4.9 Filing: Forms control files will be maintained by the Planning and Research/Accreditation Unit. Current and obsolete forms will be stored electronically, with an additional hard (paper) copy file of current forms.
4.10 The Planning and Research/Accreditation Unit commander will approve or disapprove all requests for new or revised official Departmental forms for which the Atlanta Police Department is the proponent agency based on necessity and compliance with this written directive.
4.11 A monthly notification of revised or new forms will be published in the Atlanta Police Daily Bulletin. The notice will indicate whether to continue use of the current form(s), and the disposition of remaining stocks. Revised forms, or new forms that replace existing forms, will contain an appropriate rescission notice adjacent to the form number.
5.1 Official Departmental Form: All forms produced by the Police Department used to conduct official business between the Atlanta Police Department and agencies outside the Department or between bureau or divisions within the Department.
5.2 Proponent: Bureau, division, or section commander who controls the flow and content of information in the form, and therefore, the design of the form. For example, the Personnel Services Unit is the proponent of the personnel order.
APD.SOP.1031 “Forms Management”, issued October 1, 2005
APD.SOP.1030 "Written Directive System" |
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