Managing Investigative Cases

This chapter includes information that federal and municipal law enforcement agencies and emergency response teams can use to track and manage lead, incident, and evidence information, and to develop suspect and group profiles that investigative teams can share. It includes the following topics:

Scenarios for Investigative Case Management

This topic describes how investigative case management might be used. You might use investigative case management differently, depending on your business model. This topic includes the following scenarios:

Managing Incidents and Cases

An agent at a call center for a police department receives a call from a local citizen who wants to report a disruptive gathering at a nearby home. She creates an incident report and assigns an incident investigator.

The agent receives a second call from an anonymous caller reporting gunshots near the location of the earlier disturbance. She creates a second incident report, and then, using information that the caller provides, creates a suspect record and a group record and associates these records with the incident. Because the incident involves a potential threat to public safety, she sends an investigator to the crime scene.

The investigator follows up on the incident and finds that several persons are injured. He assigns his work time to the incident, and then decides to escalate the incident to a case. From the incident record, the investigator creates a case record and attaches several digital photographs from the crime scene to the case record. He records the activities that he completed while on the scene, adds a public note sharing details from interviews with his team, and then adds a private note for an unverified tip that he receives.

The investigator queries his team's open caseload for other cases associated with the same group. He finds several other cases that another team member is working on. The investigator associates his case with the team member’s cases. The two investigators confer to decide which of them is listed as the primary investigator for the case.

Managing Child-Welfare Incidents

An agent who works at a Child Protection Services agency receives a call from a nurse at a hospital who suspects that the parents of one of her patients is physically abusing the child patient. The agent creates an incident report using the information that the nurse provides. She notes in the report that the nurse is a mandatory reporter because the nurse must report her suspicions for legal reasons. This incident report includes information about the nurse, her allegations, the child, the child’s parents, and other relevant information.

The agent immediately performs a safety assessment of the incident to help her determine the safety of the child. After performing this assessment, the agent knows that the situation is urgent. Meanwhile, the agent’s manager reviews the incident report and decides that sufficient information exists to further investigate the incident, so he approves the incident. Consequently, the screening decision for the incident report changes to a status of Screened In. Subsequently, the agent escalates the incident to a case for investigation and assigns a social worker to the case. The social worker visits the family’s home, talks with the parents and child, evaluates the home environment, and uses the gathered information to perform a family assessment of the case to help him determine the family’s ability to care for the child.

After performing the family assessment, the social worker decides to temporarily place the child in the custody of her grandparents. The social worker also creates a service plan for the case contacts. This plan includes scheduled visits to a therapist for the child and the parents. To prepare for the case’s court hearing that is scheduled in a few months, the social worker keeps track of court documents, court correspondence, and court activities that relate to the case. After the court hearing, the social worker records information about court decisions for the case.

Managing Suspects and Groups

A detective with a municipal police department is investigating a local gang in connection with a series of homicides. A colleague tells him that a suspect in a recent shooting incident might have ties to the gang that the detective is investigating. The detective reviews the shooting case and notes that witnesses identified the suspect using an obvious alias. He searches the suspect records for the alias and finds a match, confirming that an individual using the alias and matching the suspect’s description is associated with a gang he believes is involved in several shooting cases.

The detective accesses the gang’s group record and reviews the hierarchy to determine the suspect’s relationship with other gang members. He finds that one of the suspect’s subordinates is a previous shooting victim. The detective uses an informant to gather additional information, placing the suspect at the recent incident at the time of the shooting. The detective determines that the suspect might have had a motive and the opportunity to commit the previous crime. He updates the suspect record with the activities he performed and the notes he gathered, and then generates a Case Overview Report about the shooting investigation to use in requesting a warrant for the suspect’s arrest.

About Tracking Evidence for Cases

Siebel Public Sector allows agencies to effectively track and manage items of evidence, providing a flexible repository of physical items. The same piece of evidence can be related to several incident, lead, and case records. Agents can relate items of evidence within and between cases to establish key investigative links. You can serialize evidence items as part of a case, using the specific numbering methodology of your agency. For more information, see Process of Managing Evidence Items.

You can initially record evidence collected at a crime scene (for example, a weapon) as an asset, and then convert the evidence to an evidence record in multiple cases. Agents can link several evidence items with the same underlying asset.

Using activity templates or specific instructions, agencies can standardize the handling of different types of evidence. Users can select start and end times for items of evidence. Start and end times can be useful when tracking documents that are valid only for a specific amount of time, for example, yearly employment verification documents.

About Generating New Serial Numbers

If automatic serialization is enabled for the Siebel Public Sector application, then you can update the serial number that is automatically generated for a case, lead, or evidence record. You update the serial number when field values in the record change, and when those field values determine the serial number. Also, you update serial numbers when the serialization rule for the serial number changes after the serial number was last generated. When you click the Regenerate All button, the serial numbers for the selected record and some associated records are regenerated.

For example, if you change the Territory field in a case record from New York (NY) to New Orleans (NO), then you can click Regenerate All to update the serial number for the case and for an associated item of evidence. If the serial number for the case is NY-2B-296-3964041, and the serial number for the associated item of evidence is NY-2B-296-3964041-296-3964055, then when you click Regenerate All, the new serial number for the case is NO-2B-296-3964041, and the new serial number for the associated item of evidence is NO-2B-296-3964041-296-3964055. For more information about serialization, see About Serialization Rules.

The Regenerate All button behavior differs slightly between screens:

When you click Regenerate All in the Cases screen, the serial numbers for the selected case record, any associated evidence records, and any associated attachment records are regenerated. The serial numbers for associated Lead records remain unchanged. For more information, see Generating New Serial Numbers for Leads.
When you click Regenerate All in the Evidence screen, the serial numbers for the selected evidence record and any associated attachment records are regenerated. The serial numbers for associated subevidence records and related evidence records remain unchanged.
When you click Regenerate All in the Leads screen, the serial numbers for the selected lead record and any associated attachment records are regenerated. The serial numbers for associated sublead records remain unchanged. For more information, see Generating New Serial Numbers for Subleads.

Process of Administering Investigative Cases

This process consists of tasks that administrators typically perform when administering investigative cases. Your agency might follow a different process according to its business requirements.

To administer investigative cases, administrators perform the following tasks:

Configuring Thresholds for Risk Assessments

After a user completes a risk assessment for a child-welfare incident, the user clicks the Evaluate button in the Risk Assessment dialog box for the Assessment field in the Incident form. The Incident Priority field changes to Urgent if the Percent field for the assessment is greater than an established threshold. Administrators can configure this threshold.

This task is a step in Process of Administering Investigative Cases.

To configure the thresholds for risk assessments

Log in to Siebel Tools or Web Tools as an administrator and create a new workspace.
Select Business Component in the Object Explorer, and then select the PUB HLS Incident business component.
If you want to configure the threshold for case risk assessments, then select the HLS Case business component.
Navigate to Business Component, then Field, and select the Assessed Priority field.

In the Calculated Value field, change the threshold value.

In the following expression for the Calculated Value field, the threshold value is 0.7:

IIF ([Assessment Max Score] IS NOT NULL AND [Assessment Score] IS NOT NULL AND [Assessment Max Score] <> 0.0 AND [Assessment Score]/[Assessment Max Score] >= 0.7, LookupValue('PUB_CASE_PRIORITY','Urgent'), LookupValue('PUB_CASE_PRIORITY','Standard'))

Deliver the changes to the Integration Branch.

Eliminating Approval Requirement for Incident Escalations

Before a user can escalate a child-welfare incident to a case, all approvers must approve the child-welfare incident. Administrators can eliminate this approval requirement.

This task is a step in Process of Administering Investigative Cases.

To eliminate the approval requirement for incident escalations

Log in to Siebel Tools or Web Tools as an administrator and create a new workspace.
Select Applet in the Object Explorer, and then select the PUB HLS Incident Form Applet - Header applet.
Lock this applet so that you can change it.
Navigate to Applet, then Applet User Prop in the Object Explorer.
Select the CanInvokeMethod: CreateCase user property, and delete it.

Note: If you want to modify, and not eliminate, the approval requirement, then you can change the text in the Value field for this user property instead of deleting the property.
Deliver the changes to the Integration Branch.
Unlock this applet.

Roadmap for Managing Investigative Cases

This roadmap consists of processes and tasks that users typically perform when managing investigative cases. Your agency might follow a different roadmap according to its business requirements.

To manage investigative cases, users perform the following processes and tasks:

Process of Managing Incident Reports

An incident represents the information about an event that might be of interest to an agency. For example, an incident might be a report of a leaking fire hydrant. An agency can receive incident information by phone, email, and fax. Also incident information can come from independent research that agents conduct.

Incident records might be created automatically from the content of incoming messages and email notes. Usually, a member of the investigative team is responsible for following up on the incident information to determine whether the incident warrants further action and whether the incident is associated with other incidents, leads, and cases. An agent, who has knowledge of appropriate criteria, might decide to upgrade an incident to a case.

This process consists of tasks that users typically perform when managing incident reports. Your agency might follow a different process according to its business requirements.

To manage incident reports, users perform the following tasks:

This process is a step in Roadmap for Managing Investigative Cases.

Creating Incident Records

An investigator or agent at a call center creates incident records and enters details about what happened, where the incident occurred, and other information.

This task is a step in Process of Managing Incident Reports.

To create an incident record

Navigate to the Incidents screen, then the Incident List view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Incident Number	Displays an automatically generated number that uniquely identifies the incident.
Incident Summary	Type a summary description of the incident. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Incident Summary field text that the citizen types on the site.
Status	Displays a status of Active for the incident. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Status field value that the citizen selects on the site.
Employee	Displays the ID of the user who creates the incident record. You can assign additional users to the incident but designate only one user as the primary employee for the incident.
Source Name	Select the contact who provides the information about the incident. If the contact record does not exist, then create a new contact record. Drill down on this field to navigate to the Contacts screen. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the name of the citizen if the citizen enters a user ID and password to access the site. If the citizen does not enter a user ID and password to access the site, then this field displays a name of Guest Customer.
Source Type	Select the type of source for information about the incident. Values include Email, Phone, Fax, News Media, Open Source, and Other. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays a value of Web.
Case Name	Select a case that is associated with the incident. When you select a case name, the Case Number, Case Serial number (#), and Case Owner fields in the More Info view for the incident are populated.
Intake Category	Select the category for a child-welfare incident. Values include Abuse and Neglect. You can select a value in this field only if the Type field of the incident is Child Welfare.
Intake Type	Select a further clarification of the intake category. The values that you can select depend on the value that you select in the Intake Category field.
Intake Sub Type	Select a further clarification of the intake type. The values that you can select depend on the value that you select in the Intake Type field.
Mandatory Reporter	Select this check box if the person who notifies you of the incident must do so for legal reasons. You can select this check box only if the Type field of the incident is Child Welfare.
Source Organization	Select the source organization for the information about the incident. If the contact that you select as the value for the Source Name field has an associated account, then this field is populated with the primary account for the contact.
Incident Priority	Select a value to indicate the importance of incident investigation. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Priority field value that the citizen selects on the site.
Date Occurred	Select the date and time that the incident occurred. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Date Occurred field value that the citizen selects on the site.
Date Created	Displays the date and time that you create the incident record. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the date and time that the citizen reports the incident.
Date Reported	Select the date and time that the citizen reports the incident. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the date and time that the citizen reports the incident.
Description	Type a detailed description of the incident. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Description field text that the citizen types on the site.
Group	Displays the group name that users select in the Groups view of the Incidents screen. You can also add groups to or remove groups from the groups list using this field.
Location	Select the location of the incident. You select this location from a predefined list.
Source Reliability	Displays the source reliability if the contact in the Source Name field contains a value for reliability.
Group Suspect Full Name	Displays the suspect name that users select in the Group Suspects view of the Incidents screen. You can also add suspects to or remove suspects from the suspects list using this field.
Cleared Exceptionally	Select this check box to indicate that the incident is cleared because of exceptional circumstances. When you select this check box, you must also select values for the Cleared Exceptionally Reason and Exceptional Clearance Date fields.
Cleared Exceptionally Reason	Select the reason this incident is cleared. Values include Extradition Denied and Prosecution Declined.
Exceptional Clearance Date	Select the date and time that the incident is cleared.
Type	Select the type of incident. Values include Animal Control and Noise Complaint. When a citizen reports the incident on a self-service Web site for Siebel Public Sector Self Service, this field displays the Incident Type field value that the citizen selects on the site.
Account Name	Select the account that is related with the incident. For more information about associating accounts with incidents, see Adding Account Information to Incidents.
Media Interest Flag	Select this check box to indicate that the incident might be a source of media interest.
Sub-Status	Select a further clarification of the incident status. The values that you can select depend on the value that you select in the Status field.
Sub-Type	Select a further clarification of the incident type. The values that you can select depend on the value that you select in the Type field.

Drill down on the Incident Summary field.

In the More Info view, complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Approval Template	Select a template that determines the approval routing for the incident. The incident record is automatically routed to each approver’s inbox until the record has all approvals in the chain. For more information, see Reviewing Approvers for Incidents and Submitting Incidents for Approval.
Screening Decision	Displays the status of the screening decision for the incident. This field is populated as a result of the decisions of approvers for the incident. Values include: Awaiting Screening Decision. A screening decision is not yet made. This field value appears after you submit an incident for approval. Screened In. Sufficient information exists to further investigate the incident. This field value appears after all approvers approve the incident. Screened Out. Not enough information exists to further investigate the incident, or a child-welfare incident does not meet the legal definition of abuse or neglect. This field value appears if any approver rejects the incident.
Related Incident Name	Select another existing incident that is related to this incident. When you select an incident for this field, the Related Incident Number field is populated.
Related Incident Number	Displays the number for another existing incident that is related to this incident.
Keywords	Type the words that investigators can use to search for similar incident characteristics. Investigators can type these words in the Keywords field in the Incidents Home view of the Incidents screen to find those incident records with matching keywords.
Offender Name	Displays the offender name that users select in the Offenders view of the Incident List view of the Incidents screen. You can also add offenders to or remove offenders from the offenders list using this field.
Victim Type	Select the type of victim, a person or an account. For more information, see Adding Account Information to Incidents.
Victim Name	Displays the victim name that users select in the Victims view of the Incident List view of the Incidents screen. You can also add victims to or remove victims from the victims list using this field.

Adding Details to Incident Records

Numerous views allow members of the case team to add supporting documentation and activities to an incident record.

This task is a step in Process of Managing Incident Reports.

To add details to an incident record

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.

Navigate to the appropriate view, and create a new record.

The following table describes some of the views.

View	Description
More Info	Use this view to view some incident fields and to enter values in some of these fields.
Evidence	Use this view to create a new evidence record for the incident. For more information, see Process of Managing Evidence Items.
Leads	Use this view to associate existing lead records with the incident or create a new lead record. For more information, see Process of Managing Lead Information.
Arrests	Use this view to add arrest information to the incident. For more information, see Adding Arrest Information to Incidents.
Offenses	Use this view to add offense information to the incident. For more information, see Adding Offense Information to Incidents.
Offenders	Use this view to add offender information to the incident. For more information, see Adding Offender Information to Incidents.
Victims	Use this view to add victim information to the incident. For more information, see Adding Victim Information to Incidents.
Assets	Use this view to associate assets with the incident.
Circumstances	Use this view to add circumstantial information to the incident. For more information, see Adding Circumstantial Information to Incidents.
Subjects	Use this view to add details about individuals who you have not yet definitely identified. For more information, see Adding Subject Information to Incidents.
Contacts	Use this view to associate existing contact records with the incident or create a new contact record. For more information, see Adding Contact Information to Cases.
Service Requests	Use this view to initiate a request for action or service fulfillment for the incident. For more information about service requests, see Siebel Field Service Guide.
Cases	Use this view to associate existing case records with the incident, create a new case record, and review the case history for the incident. For more information, see Creating Case Records.
Audit Trail	Use this view to determine who modified the incident record and when the user made the changes.
Activities	Use this view to create the follow-up tasks for the incident and to assign each task to a team member. For more information, see Managing Activities for Cases.
Attachments	Use this view to associate electronic files, such as documents, images, and other media, with the incident. For more information, see Adding Attachments to Cases.
Groups	Use this view to associate existing group records with the incident or create a new group record. For more information, see Creating Profiles for Groups.
Notes	Use this view to add other information to the incident record. For more information, see Adding Notes to Cases.
Group Suspects	Use this view to associate existing suspect records with the incident or create a new suspect record. For more information, see Creating Profiles for Group Suspects.
Accounts	Use this view to associate existing account records with the incident and create a new account record. For more information, see Adding Account Information to Incidents.
Incident Time Tracker	Use this view to assign user time to the incident. For more information, see Assigning Time to Incidents Using Time Tracker.
Assessments	Use this view to assess a child-welfare incident. For more information, see Assessing Child-Welfare Incidents.
Allegations	Use this view to add allegation information to the incident. For more information, see Adding Allegation Information to Incidents.
Approvers	Use this view to review the approvers that are listed in the approval template for the incident. For more information, see Reviewing Approvers for Incidents.

Adding Offense, Allegation, and Arrest Information to Incidents

In the Offenses, Allegations, Offenders, Victims, and Arrests views on the Incidents screen, users can list the offenses committed, designate the appropriate allegations, record information about individuals involved in an incident, and record any completed or attempted arrests. Agents can track individuals in multiple incidents, even when an individual has a different role in each incident.

The offenses, allegations, offenders, and victims and that you can associate with a record depends on the records that users create in the other views. For example, the victims who you can associate with an offender using the Victims view in the Offenders view of the Incidents screen depends on the victim records that users create in the Victims view of the Incidents screen. Therefore, it is recommended that you create information in the following order:

Create all offense, allegation, offender, victim, and arrest records in the Offenses, Allegations, Offenders, Victims, and Arrests views of the Incidents screen.
Create records in the Arrests view last because this view depends on the other views for information.
Go back to each of these views and use the subviews to associate the appropriate information with the related record. For example, associate victims and offenses with offenders.

To add offense, allegation, and arrest information to incidents, perform the following tasks:

This task is a step in Process of Managing Incident Reports.

Adding Offense Information to Incidents

Perform the following procedure to add offense information to incidents.

To add offense information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Offenses view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Offense Name	Select the name of the offense that relates to this incident. When you select an offense name, the Offense Code and Offense Category fields are populated. In the List of Values view of the Administration - Data screen, administrators can set up the offense LOVs to include the offenses for your organization. They add values to a Type field of PUB_OFFENSE_NAME, PUB_OFFENSE_CATEGORY, and PUB_OFFENSE_CODE by setting the Parent LIC field in PUB_OFFENSE_NAME and then mapping to the appropriate category and code. For more information about constrained LOVs, see Siebel Applications Administration Guide.
Status	Select the status of the offense. Values include Attempted and Completed.
Location Type	Select a type that describes the location of the offense.
Motivation Type	Select the probable motivation for the offense. Values include Anti-Racial and Anti-Religious.
Motivation Sub-Type	Select a further clarification of the motivation type. The values that you can select depend on the value that you select in the Motivation Type field.

(Optional) If you want to associate additional records with the offense record, then complete the following steps:
1. If you want to add offenders to the offense record, then navigate to Offender view, add a record in the Offenders list, select the offenders, and click OK.
  Before you can add offenders in this view, you must add or create the offender records in the Offenders view in the Incident List view of the Incidents screen. For more information, see Adding Offender Information to Incidents.
2. If you want to add victims to the offense record, then navigate to the Victim view, add a record in the Victims list, select the victims, and click OK.
  Before you can add victims in this view, you must add or create the victim records in the Victims view in the Incident List view of the Incidents screen. For more information, see Adding Victim Information to Incidents.
3. If you want to add weapons or other forms of force to the offense record, then navigate to the Force view, and create new records in the Force list.
4. If you want to add assets to the offense record, then navigate to the Assets view, add a record in the Assets list, select the assets, and click Add.
  Before you can add assets from this view, you must add or create the assets using the Assets view in the Incident List view of the Incidents screen.
5. If you want to add notes to the offense record, then navigate to the Notes view, and create new records in the notes list.
  For more information, see Adding Notes to Cases.
6. If you want to add attachments to the offense record, then navigate to the Attachments view, and create new records in the Attachments list.
  For more information, see Adding Attachments to Cases.

Adding Allegation Information to Incidents

Perform the following procedure to add allegation information to incidents.

To add allegation information to incidents

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Allegations view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Allegation Name	Select the name of the allegation. In the List of Values view of the Administration - Data screen, administrators can edit the allegation LOVs to include the allegations for your organization. They add values to a Type field of PUB_ALLEGATION_NAME. For more information, see Siebel Applications Administration Guide.
Allegation Code	Displays the allegation code for the allegation name that you select.
Allegation Category	Displays the allegation category for the allegation name that you select.
Classification Decision	Select the status of the decision about the allegation. Values include Investigating, Approved, and Rejected.

(Optional) If you want to associate additional records with the allegation record, then complete the following steps:
1. If you want to add victims to the allegation record, then scroll down, navigate to the Victim view, add a record, select the victims, and click OK.
  Before you can add victims in this list, you must add or create the victim records in the Victims view in the Incident List view of the Incidents screen. For more information, see Adding Victim Information to Incidents.
2. If you want to add offenders to the allegation record, then scroll down, navigate to the Offender view, add a record, select the offenders, and click OK.
  Before you can add offenders in this view, you must add or create the offender records in the Offenders view in the Incident List view of the Incidents screen. For more information, see Adding Offender Information to Incidents.

Adding Offender Information to Incidents

Perform the following procedure to add offender information to incidents. Offender records that you add to an incident also appear in the Contacts view for the incident.

To add offender information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Offenders view.
Create a new record, and complete the fields as appropriate.

Note: Alternatively, add a record, and select an offender from a list of both contacts and group suspects. If you select a record for a person who is also an employee (a user created the record in the Employees view of the Administration - User screen), then you cannot change the record from this view. If you select any other record (a user created the record in the Contacts or Group Suspects screen), then you can change the record.
(Optional) If you want to associate additional records with the offender record, then complete the following steps:
1. If you want to add offenses to the offender record, then navigate to the Offenses view, and create new records in the Offenses list.
  Before you can select an offense in the Offense Name field, you must create the offense records in the Offenses view in the Incident List view of the Incidents screen. For more information, see Adding Offense Information to Incidents.
2. If you want to add notes to the offender record, then navigate to the Notes view, and create new records in the notes list.
  For more information, see Adding Notes to Cases.
3. If you want to add victims to the offender record, then navigate to the Victims view, and complete the following steps:
  - In the Victims list, add a record, select the victims, and click OK.
    Before you can add victims in this view, you must add or create the victim records in the Victims view in the Incident List view of the Incidents screen. For more information, see Adding Victim Information to Incidents.
  - In the Relationship to Victim list, select the type of relationship that the offender has with the victim.
4. If you want to add allegations to the offender record, then navigate to the Allegations view, and create new records in the Allegations list.
  Before you can select an allegation in the Allegation Name field, you must create the allegation records in the Allegations view in the Incident List view of the Incidents screen. For more information, see Adding Allegation Information to Incidents.

Adding Victim Information to Incidents

Perform the following procedure to add victim information to incidents. Victim records that you add to an incident also appear in the Contacts view for the incident.

To add victim information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Victims view.

Create a new record, and complete the fields as appropriate.

Note: Alternatively, add a record, and select a victim from a list of contacts. If you select a record for a person who is also an employee (a user created the record in the Employees view of the Administration - User screen), then you cannot change the record from this view. If you select any other record (a user created the record in the Contacts screen), then you can change the record.

The following table describes some of the fields.

Field	Description
Resident Status	Select the resident status of the victim. Values include Nonresident, Resident, and Unknown.
Status	Select the status of the victim. Values include Active, Inactive, and Deceased.
Child Current Condition	Select the current condition of the victim in a child-welfare incident. Values include Safe, Unsafe, and Unknown.
Child Current Location	Select the current location of the victim in a child-welfare incident. Values include Home, School, Friend’s Place, and Neighbors.
Officer	Select this check box if the victim is a police officer.
Type of Activity	When a police officer is the victim, select the type of activity the officer was performing. You must select the Officer field to select data in this field.
Assignment Type	When a police officer is the victim, select the designation of the officer’s assignment. You must select the Officer field to select data in this field.
Victim #	Displays an automatically generated number that uniquely identifies the victim.

(Optional) If you want to associate additional records with the victim record, then complete the following steps:
1. If you want to add offenses to the victim record, then navigate to the Offenses view, and create new records in the Offenses list.
  Before you can select an offense in the Offense Name field, you must create the offense records in the Offenses view in the Incident List view of the Incidents screen. For more information, see Adding Offense Information to Incidents.
2. If you want to add offenders to the victim record, then navigate to the Offenders view, and complete the following steps:
  - In the Offenders list, add a record, select the offenders, and click OK.
    Before you can add offenders in this view, you must add or create the offender records in the Offenders view in the Incident List view of the Incidents screen. For more information, see Adding Offender Information to Incidents.
  - In the Relationship to Victim list, select the type of relationship that the offender has with the victim.
3. If you want to add notes to the victim record, then navigate to the Notes view, and create new records in the notes list.
  For more information, see Adding Notes to Cases.
4. If you want to add injuries to the victim record, then navigate to the Injuries view, and create new records in the Injuries list.
5. If you want to add allegations to the victim record, then navigate to the Allegations view, and create new records in the Allegations list.
  Before you can select an allegation in the Allegation Name field, you must create the allegation records in the Allegations view in the Incident List view of the Incidents screen. For more information, see Adding Allegation Information to Incidents.

Adding Arrest Information to Incidents

Perform the following procedure to add arrest information to incidents.

To add arrest information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Arrests view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Last Name	Select an offender for the arrest. Before you can select an offender, you must add or create offender records in the Offenders view in the Incident List view of the Incidents screen. For more information, see Adding Offender Information to Incidents.
Arrest Status	Select a status for the arrest. Values include Completed or Attempted.
Arrest Sequence #	Displays a number for each new arrest record. The first arrestee has a value of 1, the second has a value of 2, and so on.
Multiple Incidents Indicator	Select this field to indicate that the offender is involved in multiple incidents.

(Optional) If you want to associate additional records with the arrest record, then complete the following steps:
1. If you want to add notes to the arrest record, then navigate to the Notes view, and create new records in the notes list.
  For more information, see Adding Notes to Cases.
2. If you want to add activities to the arrest record, then navigate to the Activities view, and create new records in the Activities list.
3. If you want to add offenses to the arrest record, then navigate to the Offenses view, and create new records in the Offenses list.
  Before you can select an offense in the Offense Name field, you must create the offense records in the Offenses view in the Incident List view of the Incidents screen. For more information, see Adding Offense Information to Incidents.
4. If you want to add attachments to the arrest record, then navigate to the Attachments view, and create new records in the Attachments list.
  For more information, see Adding Attachments to Cases.

Adding Circumstantial Information to Incidents

In the Circumstances view of the Incidents screen, users can record details about an incident for a specific category, such as aggravated assault or murder.

This task is a step in Process of Managing Incident Reports.

To add circumstance information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Circumstances view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Category	Select the category for the incident. Only certain types of incidents warrant additional circumstantial details. Values include Murder, Justifiable Homicide, and Negligent Manslaughter.
Type	Select the type of category for the circumstances. The values that you can select depend on the value that you select in the Category field.
Sub-Type	Select a further clarification of type for the circumstances. The values that you can select depend on the value that you select in the Type field.

Adding Subject Information to Incidents

In the Subjects view of the Incidents screen, users can record details about individuals who might be involved in the incident but whose identity they might not have confirmed. They might not know the names and full details of these individuals, but using their descriptions, investigators can match these individuals to possible group suspects and contacts.

This task is a step in Process of Managing Incident Reports.

To add subject information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Subjects view.
In the Subjects list, create a new record.
In the Matches list, create a new record for each contact or suspect who might match the subject’s description.
Although you can manually add individuals in the Matches list, the actual matching is a process that is run externally to Siebel Public Sector. This external process searches a database for the appropriate record and displays the associated details in the Matches list.

Adding Account Information to Incidents

Offenders can commit offenses against a person, a company (account), or both. Examples of account victims include incidents of setting fire to a warehouse, breaking windows, and stealing money from a bank or store. If someone is hurt during such an incident, then the incident has a person victim in addition to the account victim. When creating an incident report, users can specify the type of victim using the Victim Type field in the More Info view in Incident List view of the Incidents screen.

You can add existing and new accounts to incidents using the Accounts view in the Incident List view of the Incidents screen. For more information about creating account records, see Siebel Applications Administration Guide.

This task is a step in Process of Managing Incident Reports.

To add account information to an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Accounts view.
Create a new record, and complete the fields as appropriate.
(Optional) If you want to add offenses to the account record, then scroll down, navigate to the Offenses view, and create new records.
Before you can select an offense in the Offense Name field, you must create the offense records in the Offenses view in the Incident List view of the Incidents screen. For more information, see Adding Offense Information to Incidents.

Reviewing Approvers for Incidents

Incidents sometimes require approval from several people in an organization. In the Incident Approval Template view of the Administration - Case screen, administrators can set up the approval templates that users can select. Each template includes a predefined list of approvers. For more information, see Creating Approval Templates for Incidents.

When you select an approval template for an incident record, the Approvers view is populated with the list of approvers on the approval template. The approver list is read-only. Users cannot edit, delete, and add records to maintain the integrity of the approval process. If the incident owner’s position is in the approval template, then the incident owner’s position is not populated in the approver list. You cannot approve your own incident.

The Sequence Number field in this view determines the order in which the incident is routed to each user. When users select an approval template for an incident and then submit the incident for approval, the incident is routed automatically to the inbox of the first approver in the chain of approval.

The Approval Status field in this view contains no data before anyone approves or rejects the incident. After approval or rejection, this field is automatically set to Approved or Rejected. If you resubmit a rejected incident, then the Approval Status field is cleared.

This task is a step in Process of Managing Incident Reports.

To view an approver list for an incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Approvers view.
The approver list for the incident appears.

Submitting Incidents for Approval

When you select an approval template for an incident record, the Approvers view is populated with the list of approvers on the approval template. After this view is populated with the list of approvers, you can submit the incident for approval. Approvals are routed according to the sequence number for each approver. For more information, see Creating Approval Templates for Incidents.

After you submit an incident for approval, the incident is routed to the inbox of the first approver in the chain of approval. After that approver approves the incident, the incident is routed to the next approver in the chain, and so on. For more information, see Approving Cases in the Inbox.

This task is a step in Process of Managing Incident Reports.

To submit an incident for approval

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
In the More Info view, select an incident approval template from the Approval Template field.

Note: If you do not see the template that you need in the Select Template dialog box, then make sure that the Incident Type and Incident Priority values are correct. The correct templates appear when these values match the values in the template record.
Click Submit.
The Status field of the incident record changes to Submitted, the fields become read-only, and the incident record is routed to the first individual in the chain of approval.
To recall an incident submitted for approval, click Recall.
The incident record is removed from the approver’s inbox.
You can recall incidents that you submit for approval before approvers start reviewing the incident records in their inboxes.

Escalating Incidents to Cases for Investigation

If an incident warrants immediate escalation to a case for investigation, then you can generate a case from the incident record. Before you escalate a child-welfare incident to a case, all approvers must approve the child-welfare incident. For information about eliminating this approval requirement, see Eliminating Approval Requirement for Incident Escalations.

When all approvers approve a child-welfare incident, the Screening Decision field in the More Info view for the incident record changes from Awaiting Screening Decision to Screened In. The Create Case button is disabled for incident records with a value of Child Welfare in the Type field if the value in the Screening Decision field of the record is not Screened In.

Note: You can create multiple cases from an incident and add multiple cases to an incident.

This task is a step in Process of Managing Incident Reports.

To create a case from an incident

Navigate to the Incidents screen, then the Incident List view.
Select an incident record, and scroll down to the Incident form.
Click Create Case.
The More Info view of the Cases screen appears, and the new case is added to My Cases.

Assessing Child-Welfare Incidents

Agents can assess a child-welfare incident to determine further action that they must take regarding the incident. To assess a child-welfare incident, you select an appropriate assessment template for the incident. This template facilitates uniformity in the assessment process.

After you save the selected assessment template, a list of attributes that you must evaluate appears in the Assessment Attributes list. To evaluate an attribute, you enter an appropriate value for the attribute. In the Assessment Attributes list, you cannot add attributes to or delete attributes from the assessment template.

Agents can perform the following types of assessments:

Risk Assessment. This type of assessment determines the risk of future abuse to the child and considers factors such as the ability of members in the extended family or faith groups to help the child.
Safety Assessment. This type of assessment determines the safety of a child and considers factors such as the age of the child, the type of abuse, and the possibility of more abuse. An agent performs this type of assessment immediately after recording and adding details to a child-welfare incident.
Family Assessment. This type of assessment determines the family’s ability to care for the child and considers such factors as the family history.
Reunification assessment. This type of assessment determines the viability of uniting the child with the family.

You select an assessment type in the Type field when you create an assessment template. For information about creating assessment templates, see Siebel Applications Administration Guide.

Agents can escalate a child-welfare incident to a case. For more information, see Escalating Incidents to Cases for Investigation.

After escalation, agents can also perform case assessments for the Safety, Risk, Family and Reunification assessment types. For cases, agents perform assessments in the Assessments view for cases.

This task is a step in Process of Managing Incident Reports.

To assess a child-welfare incident

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the child-welfare incident.

Navigate to the Assessments view, create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Template Name	Select a template that includes the appropriate attributes to assess the child-welfare incident.
Name	When you save the record, displays the name of the template that you select followed by an automatically generated number that uniquely identifies the assessment, but you can change this name.
Description	Displays the description of the template that you select, but you can change this description.
Assessment Score	Displays the total of the Total Score fields for the assessment attributes that are associated with the template. This field is populated after you assign values to assessment attributes.
Maximum Score	Displays the highest score possible for the template that you select. For each assessment attribute in the template, the Weight field is multiplied by the highest value possible in the Score field. The sum of these results is the maximum score for the template.
Percent	Displays the result of the Assessment Score divided by the Maximum Score. This field is populated after you assign values to assessment attributes.
Active Template	Displays a check in the check box to indicate that the template is active. Administrators designate an active template in the Sales Assessment Templates view of the Administration - Data screen.
Updated	Displays the current date and time.

In the Assessment Attributes list, enter a value for each attribute to assess the child-welfare incident.

The following table describes some of the fields.

Field	Description
Order #	Displays the order number for the attribute when you save the assessment record. Administrators set up the order number for each attribute when they set up the template.
Attribute Name	Displays the attribute name when you save the assessment record. Administrators set up the name for each attribute when they set up the template.
Value	Select the value that is applicable to the attribute for the child-welfare incident.
Comment	If necessary, type more information about the Value field.
Weight	Displays the weight for the attribute when you save the assessment record. Administrators set up the weight for each attribute when they set up the template.
Score	Displays the score for the value that you select. Administrators set up the score for each value when they set up the template.
Total Score	Displays the result of the Weight field multiplied by the Score field.
ID	Displays an automatically generated number that uniquely identifies the assessment attribute.
Maximum Score	Displays the result of the Weight field multiplied by the highest value possible in the Score field.

If you are assessing risk for the child-welfare incident, then complete the following steps:
1. Click the select button in the Assessment field of the Incident form.
2. In the Risk Assessment dialog box that appears, select the risk assessment that you want to evaluate.
  You can evaluate a risk assessment that is associated with an active template.
3. Click Evaluate.
  If the Percent field of the assessment is greater than an established threshold, then the Incident Priority field changes to Urgent. For information about configuring this threshold, see Configuring Thresholds for Risk Assessments.

Process of Managing Incident Time

This process consists of tasks that users typically perform when managing incident time. Your agency might follow a different process according to its business requirements. Frequently, you track incident time for legal reasons.

To manage incident time, users perform the following tasks:

Note: Before users can assign time to incidents, the administrator must make sure that the necessary day and week periods of time are set up in the Periods view of the Administration - Data screen. For more information, see Siebel Applications Administration Guide.

This process is a step in Roadmap for Managing Investigative Cases.

Assigning Time to Incidents Using Time Sheets

Using a time sheet, users can assign their time and the time of other users to an incident. You create a time sheet to record the time that users work on incidents for a period of a week. Other users must authorize you to assign their time. For more information, see Setting Up Proxies for Time Assignments.

This task is a step in Process of Managing Incident Time.

To assign time to an incident using a time sheet

Navigate to the Time Sheets screen, then the Time Reporting view.
Alternatively, you can navigate to the Calendar screen, then the Time Reporting view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Time Sheet #	Displays an automatically generated number that uniquely identifies the time sheet.
Name	Displays your user ID. If you select My Time Sheets in the visibility filter, then you cannot change your user ID. If you select Time Sheets By Me in the visibility filter, then you can select the user IDs of other users who authorize you to assign their time to incidents.
Period	Displays the period that contains the current date if that period is set up in the Periods view of the Administration - Data screen, but you can select a different period for the time sheet.
Start	Displays the starting date for the period when you select a value in the Period field.
End	Displays the ending date for the period when you select a value in the Period field.
Status	Displays a status of In Progress.
Submit To	Displays the user ID of the time sheet approver, but you can change this user ID. Frequently, the time sheet approver is the manager of the user who is designated in the Name field. To find the manager of the user who is designated in the Name field, navigate to the Positions view of the Administration - Group screen, note the parent position for this user, and then query for this position to find its user. If the user in the Name field has no parent position, then you must select a value in this field. For automatically created time sheets, the Submit To field can contain no value. For such time sheets, you must select a value in this field to avoid an error message when you click the Submit button. For more information, see Process of Managing Approval for Time Sheets.
Time Sheet Total	Displays the time in hours that you assign to this time sheet.
Division	Displays the division for the user in the Name field.

Drill down on the Name field of the time sheet record.

In the Incident Time Reporting view, create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Creator	Displays your user ID.
Date	Displays the date for the time. You can change this date.
Type	Select the type of time. Values include Court and Litigation.
Incident	Select the incident that is associated with the time.
Caption	Displays the name of the incident when you select a value in the Incident field.
Status	Displays the status of the incident when you select a value in the Incident field.
Reported Hours	Type the total time in hours that the person worked on the incident.
Staff	Select the user ID for the person who worked on the incident. If this record is associated with a time sheet, then this field is populated with the user ID in the Name field of the time sheet.
Billable	Select this check box if the time is billable to the incident.

Note: The time item record that you create also appears in the Incident Calendar view of the Calendar screen (if the record applies to your time), in the Incident Time Tracker view of the Incidents screen, and in the Bulk Incident Time Entry view of the Time Reporting screen. Likewise, time item records that you create in one of these views also appear in the Incident Time Reporting view and the other two views.

(Optional) Scroll down to the Description and Comments section, and enter a description, public comments, and private comments about the time.
Repeat Step 4 and Step 5 for all of the time that you want to assign to this time sheet.
(Optional) Select a record, and click Next Day.
A new record is created with the values in the Creator, Staff, and Billable fields of the selected record and with a value in the Date field that is one day after the date of the selected record.

Assigning Time to Incidents Using Calendars

Using the calendar, users can assign their time to an incident.

If users want to use the calendar to assign the time of other users to an incident, then administrators must configure the Incident Calendar view to accommodate these time assignments. For more information, see Configuring Time Entry Views.

Users can assign incident time by scheduling an activity and without scheduling an activity. Only the time that you assign to an incident by scheduling an activity appears on the calendar. For more information about administering and using the calendar, see Siebel Applications Administration Guide and Siebel Fundamentals.

Note: The time that you assign to an incident is automatically associated with the appropriate time sheet. The appropriate time sheet has a time period that includes the date for the time assignment record, has the same owner as the time assignment record, and does not have a status of Submitted. If such a time sheet does not exist, then it is automatically created.

This task is a step in Process of Managing Incident Time.

To assign time to an incident using a calendar

Navigate to the Calendar screen, then the Incident Calendar view.
The Incident Time Items list shows your incident time items for the selected calendar date, and the Incidents list shows the incidents that are assigned to you regardless of status. At the end of the Incident Time Items list, the values in the Reported Hours field are totaled.
Click the button for the daily, weekly, or monthly view to see the calendar format that you want.
The Incident Time Items list shows your incident time items for the selected date, week, or month.
To assign your time to an incident by scheduling an activity, complete the following steps:
1. In the calendar, create a new record for an activity that is associated with the incident.
2. In the calendar form, enter a name for the activity in the Description field, select the activity type in the Type field, select the associated incident in the Incident field, and complete the other fields as appropriate.
  When you select the associated incident, a new time record is added to the Incident Time Items list.
3. (Optional) To assign time to multiple incidents, select additional incidents in the Incident field.
  For each incident that you select, a new time record is added to the Incident Time Items list with a Reported Hours field value that corresponds to the Duration field value in the calendar form. You can change the Reported Hours field values for the records in the Incident Time Items list. If you change the date and duration in the calendar form, then the corresponding field values in the Incident Time Items list do not automatically change, but you can manually change these corresponding field values.
4. In the Incident Time Items list, select the time type in the Type field.
  If you change the date, incident, and reported hours in a record in the Incident Time Items list, then the corresponding field values for the scheduled activity in the calendar do not automatically change.
5. Click Save This One to return to the calendar.
To assign your time to an incident without scheduling an activity, create a new record in the Incident Time Items list.
For information about the fields in this view, see Assigning Time to Incidents Using Time Sheets.

Assigning Time to Incidents Using Time Tracker

Using the time tracker feature, users can assign their time to an incident. They can assign this time while working on the incident or after their work is complete.

If users want to use the time tracker feature to assign the time of other users to an incident, then administrators must configure the Incident Time Tracker view to accommodate these time assignments. For more information, see Configuring Time Entry Views.

Note: The time that you assign to an incident is automatically associated with the appropriate time sheet. The appropriate time sheet has a time period that includes the date for the time assignment record, has the same owner as the time assignment record, and does not have a status of Submitted. If such a time sheet does not exist, then it is automatically created.

This task is a step in Process of Managing Incident Time.

To assign time to an incident using time tracker

Navigate to the Incidents screen, then the Incident List view.
Drill down on the Incident Summary field of the incident record.
Navigate to the Incident Time Tracker view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Staff	Displays your user ID. For other records in this view, this field might contain the user ID for another person who worked on the incident.
Name	Displays the name of the user ID in the Staff field.
Type	Select the type of time. Values include Court and Litigation.
Date	Select the date for the time.
Reported Hours	Type the total time in hours that was worked on the incident. This field displays the time difference between the start and stop time when you click the Start Timer and Stop Timer buttons.
Billable	Select this check box if the time is billable to the incident.

To assign time to an incident while you are working on the incident, complete the following steps:
1. When you begin the work, click Start Timer.
  The Start field is populated with the current time.
2. When you complete the work, click Stop Timer.
  The Stop field is populated with the current time.
To assign time to an incident after your work is complete, enter the time in hours that you worked on the incident in the Reported Hours field.

Assigning Time to Incidents Using Bulk Entry

Using the bulk entry feature, users can assign their time and the time of other users to multiple incidents. Other users must authorize you to assign their time. For more information, see Setting Up Proxies for Time Assignments.

A single user can assign time to the incidents for multiple other users. When you use a time sheet, the calendar, or time tracker to assign time to incidents, the time record automatically appears in the Bulk Incident Time Entry view of the Time Reporting screen.

If administrators configure client-side import for the PUB Bulk Incident Time Item business component, then users can import time item records from a CSV or TXT file into the Bulk Incident Time Entry view. For information about importing data, see Siebel Fundamentals. For information about configuring client-side import, see Configuring Siebel Business Applications.

To successfully import a field value, the column name for the field in the import source file must exactly match the field name in the business component. Import failure can occur when the import does not populate a required field or attempts to populate some fields with invalid values. If the import attempts to populate the Staff field with an invalid value, then the field is populated with the first value in the field drop-down list, and a Partial Import warning statement results.

Note: The time that you assign to an incident is automatically associated with the appropriate time sheet. The appropriate time sheet has a time period that includes the date for the time assignment record, has the same owner as the time assignment record, and does not have a status of Submitted. If such a time sheet does not exist, then it is automatically created.

This task is a step in Process of Managing Incident Time.

To assign time to incidents using bulk entry

Navigate to the Time Reporting screen, then the Bulk Incident Time Entry view.
Alternatively, you can navigate to the Calendar screen, then the Bulk Incident Time Entry view.
Create a new record, and complete the fields as appropriate.
For information about the fields in this view, see Assigning Time to Incidents Using Time Sheets.
Repeat Step 2 for all of the time that you want to assign to incidents.
(Optional) Select a record, and click Next Day.
A new record is created with the values in the Creator, Staff, and Billable fields of the selected record and with a value in the Date field that is one day after the date of the selected record.

Running Time Reports for Incidents

To review the user time that is allocated to incidents, you can run preconfigured reports that show detailed and summarized information about this time. You run these time reports in the Bulk Incident Time Entry view of the Time Reporting screen. In this view, you can see the following time records:

The time records for your time. These records include:
- The time records that you create for yourself
- The time records that your past and present proxies create for you
The time records for delegator users for whom you are a proxy. These records include:
- The time records that these delegator users create for themselves
- The time records that the past and present proxies (including you) for these delegator users create for the delegator users

The time reports that you run from this view include only information about the time records that you can see in this view and the time records that include your user ID in the Staff field.

If necessary, administrators can configure the header information in report templates, such as the address and logo of the organization, as well as the appropriate data to include in the report body. To configure report templates, you must use Oracle Business Intelligence Publisher Add-in for Microsoft Word. For more information about configuring report templates, see Business Intelligence User Guide, which is available from the application menu in the add-in application. (Select Start, Programs, Oracle BI Publisher Desktop, and then BI Publisher User Guide.)

Administrators can use the PUB Incident Time Item integration object to create new time reports for incidents. For information about creating and configuring new reports and about running reports, see Siebel Reports Guide.

This task is a step in Process of Managing Incident Time.

To run a time report for incidents

Navigate to the Time Reporting screen, then the Bulk Incident Time Entry view.
(Optional) Query for the data to include in the report.

Note: If you do not query for data, then all of the view data with a Status field of Active is included in the report. Although you can query all view fields to further restrict the data to include in the report, you obtain meaningful report data if you query the following view fields: Date, Start Date, End Date, Incident, Staff, and Type.
Click Reports in the toolbar.
The Run Report pane appears.

In the Run Report pane, complete the appropriate fields.

Some fields are described in the following table.

Field	Description
Report Name	Select an available report. The available reports apply to the screen and view to which you navigate.
Custom Name	Type a custom name for the report if you want to name the report a different name from the value in the Report Name field.
Output Type	Select the output type for the report.
Report Locale	Select the locale for the report.

Click Submit.
The designated report runs.
Click My Reports to navigate to the Reports view of the BI Publisher Reports screen.
A record for the run report appears in the Reports view.
Drill down on the Report Name field in the Reports view to display the report in a new window.
You can print the report by using the print feature for the application in which it appears.

Process of Managing Lead Information

Using lead management, agencies can track and manage clues and activities of interest. Agents can quickly create a lead as part of a case, assign the lead to an agent, add details about the lead, and then route the lead for approval. When approved, agents can route leads manually or automatically. Agencies can receive leads routed from other investigators and departments and manage leads in a single queue. For standardization purposes, you can serialize leads as part of a case according to the specific numbering methodology of your agency.

This process consists of tasks that users typically perform when managing lead information. Your agency might follow a different process according to its business requirements.

To manage lead information, users perform the following tasks:

This process is a step in Roadmap for Managing Investigative Cases.

Creating Lead Records

Perform the following procedure to create new lead records.

If automatic serialization is enabled for the Siebel Public Sector application, then you can update the serial number that is automatically generated for a lead record. You update the serial number when field values in the record change, and when those field values determine the serial number. Also, you update serial numbers when the serialization rule for the serial number changes after the serial number was last generated.

When you click Regenerate All in the Leads screen, the serial numbers for the selected lead record and any associated attachment records are regenerated. The serial numbers for associated sublead records remain unchanged. If you add a lead record on the Leads view of any screen (except for the Cases screen), then you must navigate to the Leads screen to regenerate the serial number.

Note: The Case Name field is mandatory when you create a new lead record. Because you can associate leads with multiple cases, the lead serial number generated is based on the primary case record.

This task is a step in Process of Managing Lead Information.

To create a lead record

Navigate to the Leads screen, then the Lead List view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Lead ID	Displays an automatically generated number that uniquely identifies the lead.
Lead Name	Type a descriptive name for the lead.
Lead Priority	Select the importance of the lead. Values include Routine, Deadline, Immediate, and Priority.
Lead Type	Select the type of lead. Values include Investigative, Administrative, and Site Visit.
Lead Sub-Type	Select a further clarification of the lead type. The values that you can select depend on the value that you select in the Lead Type field.
Lead Serial #	Displays the serial number for the lead. A serialization rule populates this field when you save the record. According to the default serialization rules, the serial number assigned to each lead is based on the primary case number associated with the lead. For example, if the case number is NY-2B-296-3964041, then the lead serial number might be NY-2B-296-3964041-296-3964055.
Lead Status	Displays a status of Active for the lead.
Lead Sub-Status	Select a further clarification of the lead status. The values that you can select depend on the value that you select in the Lead Status field.
Assigned To	Displays the ID of the user who creates the lead record. You can assign additional users to the lead. The user who creates the lead record remains the primary team member for the lead.
Approval Template	Select a template that determines the approval routing for the lead. The lead record is automatically routed to each approver’s inbox until the record has all approvals in the chain. For more information, see Reviewing Approvers for Leads and Submitting Leads for Approval.
Case Name	Select a case that is associated with the lead. When you select a case name, the Case Number, Case Serial number (#), and Case Owner fields are populated. You can associate multiple cases with a lead.

Adding Details to Lead Records

Numerous views allow members of the case team to add supporting documentation and activities to a lead record.

This task is a step in Process of Managing Lead Information.

To add details to a lead record

Navigate to the Leads screen, then the Lead List view.
Drill down on the Lead Name field of the lead record.

Navigate to the appropriate view, and create a new record.

The following table describes some of the views.

View	Description
More Info	Use this view to view some lead fields and to enter values in some of these fields.
Accounts	Use this view to associate existing account records with the lead and create a new account record. For more information, see Adding Accounts to Cases.
Activities	Use this view to create the follow-up tasks for the lead and to assign each task to a team member. For more information, see Managing Activities for Cases.
Activity Plans	Use this view to associate a predefined activity plan containing activities with the lead. For more information, see Managing Activities for Cases and Siebel Applications Administration Guide.
Addresses	Use this view to associate existing address records with the lead or create a new address record. For more information, see Adding Addresses to Cases.
Assets	Use this view to associate assets with the lead.
Attachments	Use this view to associate electronic files, such as documents, images, and other media, with the lead. For more information, see Adding Attachments to Cases.
Cases	Use this view to associate existing case records with the lead, create a new case record, and review the case history for the lead. For more information, see Creating Case Records.
Contacts	Use this view to associate existing contact records with the lead or create a new contact record. For more information, see Adding Contact Information to Cases.
Diseases	Use this view to associate a disease or medical condition with the lead. For more information, see Creating Disease Records.
Evidence	Use this view to associate existing evidence records with the lead or create a new evidence record. For more information, see Process of Managing Evidence Items.
Groups	Use this view to associate existing group records with the lead or create a new group record. For more information, see Creating Profiles for Groups.
Subjects	Use this view to add details about individuals who you have not yet definitely identified. For more information, see Adding Subject Information to Incidents.
Sub-Lead	Use this view to create lead records that are directly associated with the lead. You can drill down on the Lead Name field of a record in this view and add details to the sub-lead record in the same way that you add details to any lead record.
Group Suspects	Use this view to associate existing suspect records with the lead or create a new suspect record. For more information, see Creating Profiles for Group Suspects.
Households	Use this view to record details relating to a household rather than an individual. For example, if officers investigate a domestic disturbance at a household, then they can record information for that household rather than for an individual. For more information about households, see Siebel Applications Administration Guide.
Incidents	Use this view to associate existing incident records with the lead or create a new incident record. For more information, see Process of Managing Incident Reports.
Notes	Use this view to add other information to the lead record. For more information, see Adding Notes to Cases.
Service Requests	Use this view to initiate a request for action or service fulfillment for the lead. For more information about service requests, see Siebel Field Service Guide.
Approvers	Use this view to review the approvers that are listed in the approval template for the lead. For more information, see Reviewing Approvers for Leads.

Generating New Serial Numbers for Leads

Perform the following procedure to generate a new serial number for a lead that is associated with a case. This procedure allows you to generate a new lead serial number directly from the Leads view of the Cases screen. Alternatively, you can note the lead name, navigate to the Leads screen, and regenerate the lead serial number.

This task is a step in Process of Managing Lead Information.

To generate a new serial number for case leads

Navigate to the Cases screen, then the Case List view.
Drill down on the Case Name field of the case record.
Navigate to the Leads view.
Select the lead record to update with a new serial number.
Click Regenerate All.
The lead serial number is updated.

Generating New Serial Numbers for Subleads

Perform the following procedure to generate a new serial number for a sublead that is associated with a lead. This procedure allows you to generate a new sublead serial number directly from the Sub-Lead view of the Leads screen. Alternatively, you can note the sublead name, navigate to the Leads screen, and regenerate the sublead serial number.

Note: The format of the serial number for the sublead changes if you regenerate the number from the Leads screen because the triggered serialization rule is different. The Case Lead rule performs serialization in the Leads screen, while the Lead Sub-Lead Rule performs serialization in the Sub-Lead view in the Lead List view of the Leads screen. For more information, see About Serialization Rules.

This task is a step in Process of Managing Lead Information.

To generate a serial number for a sublead

Navigate to the Leads screen, then the Lead List view.
Drill down on the Lead Name field of the lead record.
Navigate to the Sub-Lead view.
Select the sublead record to update with a new serial number.
Click Regenerate.
The sublead serial number is updated.

Copying Leads

You can copy a lead record to create a new record that contains the original record’s attachments and information, such as associated contacts, accounts, and assets. Not all records are copied to the new record. Activities, activity plans, approval records, and sublead records are not copied to the new lead record.

This task is a step in Process of Managing Lead Information.

To copy a lead record

Navigate to the Leads screen, then the Lead List view.
Select a lead, and scroll down to the Leads form.
Select Copy Record in the menu that appears when you click the cogwheel icon.
A duplicate record is created with the same Lead Name and Case Name values.
In the Lead Name field, enter a new name to more easily distinguish the lead from the original record.
Save the record.
The serial number for the new lead record is generated. The case determines this serial number.

Reviewing Approvers for Leads

Leads sometimes require approval from several people in an organization. In the Lead Approval Template view of the Administration - Case screen, administrators can set up the approval templates that users can select. Each template includes a predefined list of approvers. For more information, see Creating Approval Templates for Leads.

When you select an approval template for a lead record, the Approvers view is populated with the list of approvers on the approval template. The approver list is read-only. Users cannot edit, delete, and add records to maintain the integrity of the approval process. If the lead owner’s position is in the approval template, then the lead owner’s position is not populated in the approver list. You cannot approve your own lead.

The Sequence Number field in this view determines the order in which the lead is routed to each user. When users select an approval template for a lead and then submit the lead for approval, the lead is routed automatically to the inbox of the first approver in the chain of approval.

The Approval Status field in this view contains no data before anyone approves or rejects the lead. After approval or rejection, this field is automatically set to Approved or Rejected. If you resubmit a rejected lead, then the Approval Status field is cleared.

This task is a step in Process of Managing Lead Information.

To view an approver list for a lead

Navigate to the Leads screen, then the Lead List view.
Drill down on the Lead Name field of the lead record.
Navigate to the Approvers view.
The approver list for the lead appears.

Submitting Leads for Approval

When you select an approval template for a lead record, the Approvers view is populated with the list of approvers on the approval template. After this view is populated with the list of approvers, you can submit the lead for approval. Approvals are routed according to the sequence number for each approver. For more information, see Creating Approval Templates for Leads.

After you submit a lead for approval, the lead is routed to the inbox of the first approver in the chain of approval. After that approver approves the lead, the lead is routed to the next approver in the chain, and so on. For more information, see Approving Cases in the Inbox.

This task is a step in Process of Managing Lead Information.

To submit a lead for approval

Navigate to the Leads screen, then the Lead List view.
Drill down on the Lead Name field of the lead record.
In the More Info view, select a lead approval template from the Approval Template field.

Note: If you do not see the template that you need in the Select Template dialog box, then make sure that the Lead Type, Territory, and Lead Priority values are correct. The correct templates appear when these values match the values in the template record.
Click Submit.
The Status field of the lead record changes to Submitted, the fields become read-only, and the lead record is routed to the first individual in the chain of approval.
To recall a lead submitted for approval, click Recall.
The lead record is removed from the approver’s inbox.
You can recall leads that you submit for approval before approvers start reviewing the lead records in their inboxes.

Process of Managing Evidence Items

This process consists of tasks that users typically perform when managing evidence items. Your agency might follow a different process according to its business requirements. For more information, see About Tracking Evidence for Cases.

To manage evidence items, users perform the following tasks:

This process is a step in Roadmap for Managing Investigative Cases.

Creating Evidence Records

Perform the following procedure to create new evidence records.

If Oracle Business Intelligence is integrated with Siebel Public Sector, then you can select an evidence record and view the record’s Top 10 Suspects list that appears next to the evidence list. For more information about integrating Oracle Business Intelligence with Siebel Public Sector, see Process of Configuring Embedded Analytics.

You can view the Top 10 Suspects list to help you to select the suspects for the evidence record. This list shows the names of suspects for the cases with the same Case Type field as the case for the evidence record. The number of cases that are associated with each of these suspects determines the order in which the suspects appear in this list. For example, if all fraud cases in Siebel Public Sector have a total of 20 suspects, and if suspect John Doe is associated with the largest number of those cases, then the John Doe is the first suspect in the Top 10 Suspects list.

If automatic serialization is enabled for the Siebel Public Sector application, then you can update the serial number that is automatically generated for an evidence record. You update the serial number when field values in the record change, and when those field values determine the serial number. Also, you update serial numbers when the serialization rule for the serial number changes after the serial number was last generated.

When you click Regenerate All in the Evidence screen, the serial numbers for the selected evidence record and any associated attachment records are regenerated. The serial numbers for associated subevidence records and related evidence records remain unchanged. If you add an evidence record on the Evidence view of any screen (except for the Cases, Leads, Incidents, and Assets screen), then you must navigate to the Evidence screen to regenerate the serial number.

This task is a step in Process of Managing Evidence Items.

To create an evidence record

Navigate to the Evidence screen, then the Evidence List view.

Note: If Oracle Business Intelligence is integrated with Siebel Public Sector, then navigate to the Evidence screen, then the Evidence Analytics view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Evidence Number	Displays an automatically generated number that uniquely identifies the item of evidence.
Evidence Name	Type a descriptive name for the item of evidence.
Evidence Status	Displays a status of In Process. Values include Archived, In Process, Locked, and Marked for Deletion.
Evidence Substatus	Select a further clarification of the evidence status. The values that you can select depend on the value that you select in the Evidence Status field.
Evidence Type	Select the type of evidence. Values include Document, Personal, and Vehicles.
Evidence Subtype	Select a further clarification of the evidence type. The values that you can select depend on the value that you select in the Evidence Type field.
Parent Case	Displays the original case name for an appeal case. This field applies only to appeal cases. For more information about appeal cases, see Process of Managing Appeal Cases.
Evidence Serial #	Displays the serial number for the evidence. A serialization rule populates this field when you save the record. According to the default serialization rules, the serial number assigned to each item of evidence is based on the case number associated with the item. For example, if the case number is NY-2B-296-3964041, then the item of evidence serial number might be NY-2B-296-3964041-296-3964055.
Evidence Owner	Displays the ID of the user who creates the evidence record. You can assign additional users to the evidence but designate only one user as the primary owner of the evidence.
Asset Number	Select the number of asset, if any, that is associated with the item of evidence.
Asset Product	Displays a description of the asset that is associated with the item of evidence when you select an asset number.
Case Name	Select a case that is associated with the item of evidence. When you select a case name, the Case Number field is populated.
Evidence Parent	Select an item of evidence, if any, that is associated with this item of evidence (for example, bullets from a gun). The item of evidence that you create is listed in the SubEvidence view for the parent item of evidence.
Group Suspects	Displays the suspect name that users select in the Group Suspects view of the Evidence screen. You can also add suspects to or remove suspects from the suspects list using this field. If Oracle Business Intelligence is integrated with Siebel Public Sector, then you can select an evidence record and view the record’s Top 10 Suspects list that appears next to the evidence list. You can view this list to help you to select the suspects for the evidence record.

Adding Details to Evidence Records

Numerous views allow members of the case team to add supporting documentation and activities to the evidence record.

This task is a step in Process of Managing Evidence Items.

To add details to an evidence record

Navigate to the Evidence screen, then the Evidence List view.
Drill down on the Evidence Name field of the evidence record.

Navigate to the appropriate view, and create a new record.

The following table describes some of the views.

View	Description
More Info	Use this view to view some evidence fields and to enter values in some of these fields.
Accounts	Use this view to associate existing account records with the evidence and create a new account record. For more information, see Adding Accounts to Cases.
Activities	Use this view to create the follow-up tasks for the evidence and to assign each task to a team member. For more information, see Managing Activities for Cases.
Activity Plans	Use this view to associate a predefined activity plan containing activities with the evidence. For more information, see Managing Activities for Cases and Siebel Applications Administration Guide.
Attachments	Use this view to associate electronic files, such as documents, images, and other media, with the evidence. For more information, see Adding Attachments to Cases.
Audit Trail	Use this view to determine who modified the evidence record and when the user made the changes.
Contacts	Use this view to associate existing contact records with the evidence or create a new contact record. For more information, see Adding Contact Information to Cases.
Groups	Use this view to associate existing group records with the evidence or create a new group record. For more information, see Creating Profiles for Groups.
Group Suspects	Use this view to associate existing suspect records with the evidence or create a new suspect record. For more information, see Creating Profiles for Group Suspects.
Notes	Use this view to add other information to the evidence record. For more information, see Adding Notes to Cases.
Related Evidence	Use this view to associate other evidence records with the evidence.
Service Requests	Use this view to initiate a request for action or service fulfillment for the evidence. For more information about service requests, see Siebel Field Service Guide.
SubEvidence	Use this view to create evidence records that are directly associated with the evidence. You can drill down on the Evidence Name field of a record in this view and add details to the sub-evidence record in the same way that you add details to any evidence record.

Copying Evidence

You can copy an evidence record to create a new record that contains the original record’s attachments and information, such as associated contacts, accounts, and assets. Not all records are copied to the new record. Activities, activity plans, and subevidence records are not copied to the new evidence record.

This task is a step in Process of Managing Evidence Items.

To copy an evidence record

Navigate to the Evidence screen, then the Evidence List view.
Select an evidence record, and scroll down to the Evidence form.
Select Copy Record in the menu that appears when you click the cogwheel icon.
A duplicate record is created with the same Evidence Name and Case Name values.
In the Evidence Name field, enter a new name to more easily distinguish the evidence from the original record.
Save the record.
The serial number for the new evidence record is generated. The case determines this serial number. The serial number for any related evidence records stays the same.

Creating Evidence Items from Assets

In the Assets view of the Cases screen, agents can add assets to the case record to log items they collect during investigation. They can convert this asset to an item of evidence for the case.

The following procedure assumes that you already associated an asset with the case record.

This task is a step in Process of Managing Evidence Items.

To convert a case asset to an evidence record

Navigate to the Cases screen, then the Case List view.
Drill down on the Case Name field of the case record.
Navigate to the Assets view.
Select an asset, and click Create Evidence.
The Evidence view appears with a new converted asset record. A unique number is automatically assigned to the item. The asset is now listed under the Assets and the Evidence view.

Process of Managing Profiles for Group Suspects

This process consists of tasks that users typically perform when managing profiles for group suspects. Your agency might follow a different process according to its business requirements.

To manage profiles for group suspects, users perform the following tasks:

This process is a step in Roadmap for Managing Investigative Cases.

Creating Profiles for Group Suspects

Suspect records provide profile information about individuals who investigators believe are associated with unlawful acts. When investigating an incident, the investigative team maintains a comprehensive history of activities and associates documents and other media with the suspect record. This information is important for building a case and can help the investigative team avoid duplication of effort. To indicate that a suspect is the primary individual of interest, select the Primary check box in the record.

This task is a step in Process of Managing Profiles for Group Suspects.

To create a profile for a group suspect

Navigate to the Group Suspects screen, then the Group Suspect List view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Group	Select the name the group that is associated with the suspect.
Status	Displays a status of Active for the suspect.
Team	Displays the ID of the user who creates the suspect record. You can assign additional users to the suspect but designate only one user as the primary member of the investigative team.
Global Watchlist	Select this check box to indicate that the suspect is on the global watch list.

Adding Details to Suspect Records

In the Group Suspect screen views, the investigator can document relationships, groups, and addresses associated with the individual. Investigators can also link the suspect to incidents and cases, add attachments, and develop activities to broaden the scope of the suspect file.

This task is a step in Process of Managing Profiles for Group Suspects.

To add details to a suspect record

Navigate to the Group Suspects screen, then the Group Suspect List view.
Drill down on the Last Name field of the suspect record.

Navigate to the appropriate view, and create a new record.

The following table describes some of the views.

View	Description
More Info	Use this view to view some suspect fields and to enter values in some of these fields.
Immigration Info	Use this view to review a suspect’s photographs, identity, and credential history. For more information, see Process of Managing Immigration Contacts.
Accounts	Use this view to associate existing account records with the suspect and create a new account record. For more information, see Adding Accounts to Cases.
Activities	Use this view to create the follow-up tasks for the suspect and to assign each task to a team member. For more information, see Managing Activities for Cases. For example, while conducting research on a suspect, an investigator calls a police department to follow up on an incident that is associated with the suspect. The investigator creates an activity record to record the call.
Addresses	Use this view to associate existing address records with the suspect or create a new address record. Select the Primary field to indicate the suspect’s primary address. For more information, see Adding Addresses to Cases.
Attachments	Use this view to associate electronic files, such as documents, images, and other media, with the suspect. For more information, see Adding Attachments to Cases.
Evidence	Use this view to associate existing evidence records with the suspect or create a new evidence record. For more information, see Process of Managing Evidence Items.
Cases	Use this view to associate existing case records with the suspect, create a new case record, and review the case history for the suspect. For more information, see Creating Case Records.
Credentials	Use this view to add information about immigration credentials for the suspect. For more information, see Documenting Immigration Contact Credentials.
Relationships	Use this view to provide details about individuals who associate with the suspect.
Groups	Use this view to associate existing group records with the suspect or create a new group record. For more information, see Creating Profiles for Groups.
Households	Use this view to add information about households that are associated with the suspect. For more information about households, see Siebel Applications Administration Guide.
Identity History	Use this view to list all identities, past and present, that are associated with the suspect. For more information, see Documenting Identity History.
Incidents	Use this view to associate existing incident records with the suspect or create a new incident record. For more information, see Process of Managing Incident Reports.
Leads	Use this view to associate existing lead records with the suspect or create a new lead record. For more information, see Process of Managing Lead Information.
Notes	Use this view to add other information to a suspect record. For more information, see Adding Notes to Cases.
Photographs	Use this view to add photograph files for the suspect.
Stays	Use this view to create visitor stay records for the suspect. For more information, see Creating Visitor Stay Records.

Process of Managing Profiles for Groups

This process consists of tasks that users typically perform when managing profiles for group suspects. Your agency might follow a different process according to its business requirements.

To manage profiles for group suspects, users perform the following tasks:

This process is a step in Roadmap for Managing Investigative Cases.

Creating Profiles for Groups

A group record provides profile information about international and domestic organizations.

This task is a step in Process of Managing Profiles for Groups.

To create a profile for a group

Navigate to the Groups screen, then the Groups List view.

Create a new record, and complete the fields as appropriate.

The following table describes some of the fields.

Field	Description
Name	Type the name of the group.
Description	Type a description containing other information about the group.
Leader	Select the leader of the group. You can select the leader from the suspect list that you previously associated with the group.
Status	Displays a status of Active for the group.
Parent Group	Select the name of the parent group, if applicable. The parent group record must already exist.
Membership	Type the estimated number of members in the group.
Team	Displays the ID of the user who creates the group record. You can assign additional users to the group but designate only one user as the primary member of the investigative team.
Threat	Select the type of threat. Values include Armed Robbery, Biological Weapons, Chemical Weapons, Cybercrime, Kidnapping, Murder, Nuclear Weapons, and Other.
Associated Groups	Select another group name that is affiliated with the group.

Adding Details to Group Records

Investigators can use the Groups screen views to add notes and attachments, visualize the hierarchy of the group, link the group to incidents, cases and suspects, and schedule follow-up activities.

This task is a step in Process of Managing Profiles for Groups.

To add details to a group record

Navigate to the Groups screen, then the Groups List view.
Drill down on the Name field of the group record.

Navigate to the appropriate view, and create a new record.

The following table describes some of the views.

View	Description
Accounts	Use this view to associate existing account records with the group and create a new account record. For more information, see Adding Accounts to Cases.
Activities	Use this view to create the follow-up tasks for the group and to assign each task to a team member. For more information, see Managing Activities for Cases.
Addresses	Use this view to associate existing address records with the group or create a new address record. Select the Primary field to indicate the group’s primary address. For more information, see Adding Addresses to Cases.
Attachments	Use this view to associate electronic files, such as documents, images, and other media, with the group. For more information, see Adding Attachments to Cases.
Cases	Use this view to associate existing case records with the group, create a new case record, and review the case history for the group. For more information, see Creating Case Records.
Evidence	Use this view to associate existing evidence records with the group or create a new evidence record. For more information, see Process of Managing Evidence Items.
Hierarchy	Use this view to see a graphic representation of the group hierarchy for a parent group with associated groups and associated suspects.
Incidents	Use this view to associate existing incident records with the group or create a new incident record. For more information, see Process of Managing Incident Reports.
Leads	Use this view to associate existing lead records with the group or create a new lead record. For more information, see Process of Managing Lead Information.
Notes	Use this view to add other information to the group record. For more information, see Adding Notes to Cases.
Group Suspects	Use this view to associate existing suspect records with the group or create a new suspect record. For more information, see Creating Profiles for Group Suspects.
Contact	Use this view to associate existing contact records with the group or create a new contact record. For more information, see Adding Contact Information to Cases.