Chicago Police DepartmentDepartment Notice D17-06
Chicago Automated Time and Attendance (CATA) System Pilot Program - Phase III
Issue Date:20 July 2018Effective Date:22 July 2018
Rescinds:01 March 2018 Version
Index Category:Department Notice
I.Purpose
This directive:
  • A.informs members that the Department is expanding the Chicago Automated Time and Attendance (CATA) system pilot program Department-wide.
  • B.introduces the CATA Swiping Procedures form (CPD-11.970).
II.General Information
  • A.The Chicago Automated Time and Attendance (CATA) system will be used by the Department to maintain accurate employee time and attendance records. The automation of this function enables the Department to collect, calculate, maintain, and retrieve time and attendance information more efficiently to the benefit of both the Department and its members.
  • B.The CATA system is a City of Chicago workforce accountability initiative and its use is required of all City of Chicago departments and agencies.
  • C.The CATA system will be used by all identified sworn and civilian Department members to swipe in at the beginning of their assigned tours of duty. Members will be required to swipe out ONLY if accruing authorized overtime. In these instances, the member will swipe in at the beginning of his/her assigned tour of duty and swipe out at the completion of the overtime event.
    NOTE:
    Field Training Officers (FTOs) are exempt from the swiping out requirement for the completion of an overtime event, when the overtime earned is only for the completion of Daily Observation Reports (DORs), Cycle Summary Reports (CSRs), Final Summary Reports (FSRs) and/or Remedial Summary Reports (RSRs).
  • D.Until further notice, all current manual or automated timekeeping procedures will continue in conjunction with the new CATA system, including the completion of the Attendance and Assignment Sheets, Time and Attendance Records, CLEAR Overtime application, and Overtime/Compensatory Time Reports.
  • E.The Chicago Automated Time and Attendance (CATA) system pilot program is on-going and operational. The Department-wide implementation includes ALL Department members, both sworn and civilian, identified by their district/unit commanding officers that report on duty at a Department facility, City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader. A list of facilities with CPD designated identification card readers can be found on the Wire homepage.
  • F.Members assigned to attend court for overtime compensation in which a member reports to a Department facility, City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader will swipe in at the beginning of his/her court overtime event and swipe out at the completion of his/her court overtime event.
  • G.Members assigned to an overtime initiative in which the member reports to a Department facility will swipe in at the beginning of his/her assigned tour of duty and swipe out at the completion of his/her tour of duty. This includes, but is not limited to:
    • 1.member working regular day off in his/her unit of assignment,
    • 2. Voluntary Special Work Opportunities (VRI, CTA, CHA, etc.),
III.Prohibitions
Under no circumstances will any member swipe for another member. Swiping for another member or entering another member's information into the CATA identification card reader is prohibited. It is a violation of the Department Rules and Regulations (i.e., disobedience of an order or directive whether written or oral) and will result in administrative and/or criminal charges against the member which may include discipline up to and including separation.
IV.Scope
  • A.The Phase III Department-wide implementation will include every district and unit in the Chicago Police Department.
  • B.The Department-wide implementation of the Phase III pilot program will start on 22 Jul 2018 at 0001 hours.
  • C.At this time:
    • 1.District commanders/unit commanding officers will submit a To-From-Subject report for approval to the Office of the Superintendent detailing the justification of those members under their command that they are requesting to be exempt from the CATA swiping pilot program.
      NOTE:
      On a quarterly basis, after the initial To-From-Subject submission, district commanders/unit commanding officers will re-submit a To-From-Subject report for approval to the Office of the Superintendent detailing the justification of those members under their command that they are requesting to be exempt from the CATA swiping pilot program.
    • 2.the CATA system will not be used to produce payroll or the accumulation/deduction of contractual time off. Paychecks or the management of a member's contractual time will not be determined by information derived from the CATA system.
    • 3.timekeepers and designated unit supervisors are not required to make any entries or edits in the CATA system.
  • D.While not included in Phase III implementation, the CATA system pilot program is expected to be tied to producing payroll, recording overtime, and managing the accumulation of compensatory time and use of any contractual paid time off.
V.Procedures
  • A.All affected members, whether sworn or civilian, will swipe in at the beginning of their tour of duty at the identification card readers at a Department facility where they are assigned or detailed.
  • B.Members assigned to a tour of duty that starts at a City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader will swipe in at the beginning of their tour of duty.
    REMINDER:
    The in-out swipe requirement is in effect for every member attending court for overtime compensation or working an overtime initiative or program (e.g., VRI, CTA) that begins and ends at a Department facility, a City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader.
  • C.Members assigned to a tour of duty at a non-Department facility or a Department facility that does not have Chicago Police Department designated identification card reader, the swipe requirement will be waived.
    NOTE:
    Department members who are exempt from the swipe requirement will ensure prior approval consistent with Item IV-C-1 of this directive.
  • D.When using an identification card reader located at a Department facility, City of Chicago facility, or a Cook County facility where they are assigned or detailed, all identified Department members will swipe in no earlier than 7 minutes before and no later than 7 minutes after their scheduled starting time.
    NOTE:
    Any swipe will be rounded to the nearest quarter hour and will not change the affected member's authorized start time or be considered overtime without prior approval of the appropriate unit supervisor.
  • E.Members will ensure each swipe is successfully completed by:
    • 1.swiping their identification card with the picture side of the card facing out and the bar code toward the card reader. With the photo positioned at the bottom, slide the card from the top of the card reader to the bottom.
      NOTE:
      Before inserting the identification card into the card reader, members will ensure that the bar code on the identification card is clean and dry.
    • 2.placing their right hand into the mouth of the time clock above the pegs.
      NOTE:
      At this time, members do not have to place their right hand ON the card reader platform or make contact with the finger pins. The readers are not capturing any biometric data or fingerprints.
    • 3.ensuring that the green light on the card reader activates, a low-toned “beep” accompanies the swipe, and an “OKAY” message appears on the screen.
    NOTE:
    If a swipe fails to register successfully, the member will attempt an additional swipe. If the time clock malfunctions or does not accept the swipe, the member will notify his/her immediate supervisor and the Help Desk (4-DATA). Department members will refer to the CATA Swiping Procedures form CPD-11.970 for swiping instructions.
  • F.An affected member who is required to swipe in but fails to do so (e.g., reporting to a non-Department facility, lost identification card, forgot to swipe) will notify his/her immediate supervisor upon the discovery of the missed swipe. The notified supervisor will ensure the appropriate actions are taken and the manual or automated timekeeping systems reflect the member's attendance status.
    NOTE:
    At this time, unit supervisors are not required to make any entries or edits in the CATA system for missed swipes.
  • G.Members will not adjust their start time, duty hours, day-off-group, or work schedule without prior approval of the appropriate unit supervisor.
  • H.Members will not work overtime without prior approval of the appropriate unit supervisor.
    NOTE:
    Time captured by the CATA system in excess of a member’s scheduled tour of duty will not be used for overtime payments or compensatory time accruals. All overtime payments and compensatory time accruals will continue to be recorded in accordance with the Department directive titled “Payroll and Timekeeping – Overtime / Compensatory Time / Working Out of Grade.” Discrepancies in ending times between the Overtime/Compensatory Time Report (CPD-11.608) and CATA system not consistent with the seven-minute allowance must be resolved by a supervisor, the rank of captain or above.
  • I.Department members who are required to swipe in using the CATA system:
    • 1.and are using compensatory time at the beginning of an abbreviated tour of duty will swipe in at the time the member actually reports on duty.
    • 2.and are working overtime (e.g., extension of tour) within their unit of assignment will swipe out at the time the member actually reports off duty.
    • 3.and are working a regular day off within their unit of assignment for overtime compensation will swipe in at the beginning of their assigned tour of duty and swipe out at the end of their assigned tour of duty.
    • 4.are not required to swipe in and out for lunch periods.
    NOTE:
    Members will continue to submit an Overtime/Compensatory Time Report (CPD-11.608) to record overtime earned or to request time off in accordance with the Department directive titled “Payroll and Timekeeping – Overtime / Compensatory Time / Working Out of Grade.”
  • J.A member whose identification card is lost, stolen, or inoperable will obtain a replacement consistent with the procedures outlined in the Department directive titled "Department Identification Cards and Photos."
    REMINDER:
    Under no circumstances will any member swipe for another member. Swiping for another member or entering another member's information into the CATA identification card reader is prohibited. It is a violation of the Department Rules and Regulations (i.e., disobedience of an order or directive whether written or oral) and will result in administrative charges against the member which may include discipline up to and including separation.
VI.Program Compliance
  • A.On a monthly basis, authorized members will generate management reports that identify affected Department members' and individual units’ levels of compliance.
  • B.Authorized members will:
    • 1.select the Jaspersoft application found under the "Applications" icon on The Wire homepage;
    • 2.log in to Jaspersoft with CLEAR credentials;
    • 3.select "Swipe Reports" folder; and
    • 4.select appropriate compliance report.
      NOTE:
      District commanders/unit commanding officers will ensure the appropriate unit personnel have the required access to the Jaspersoft Reporting application. Additional access may be requested via a BTS Action Request (CPD-60.107) to the Information Services Division.
  • C.The unit supervisor responsible for the approval of the daily Attendance and Assignment Records will review the compliance reports and ensure that unit members are complying with the CATA Pilot Program swiping requirements.
  • D.District commanders/unit commanding officers will review the compliance reports and take the appropriate action to ensure that members under their command are complying with the procedures outlined in this directive.
(Items indicated by italics/double underline were revised or added.)
Eddie T. Johnson
Superintendent of Police
17-132 mwk/kt