Chicago Police DepartmentSpecial Order S03-01-08
Administrative Message Center
Issue Date:13 August 2014Effective Date:13 August 2014
Rescinds:06 June 2011 version and S03-01-07
Index Category:Field Operations
I.GENERAL INFORMATION
  • A.The Administrative Message Center (AMC) intranet application:
    • 1.replaces the Administrative Message Facsimile Network (AMFN).
    • 2.provides the following advantages:
      • a.limits paper-based messages sent by facsimile machines,
      • b.allows a message to be displayed on the Department’s intranet homepage,
      • c.allows files to be electronically attached to the administrative message, and
      • d.increases the security of a message sent throughout the Department.
    • 3.does not require a login to browse, search, or read an administrative message.
  • B.Department members the rank of sergeant and above have the authority to create, correct, cancel, and send a message using the AMC. These users are designated within the AMC as Message Authors.
  • C.A User Guide to the Administrative Message Center (AMC) is available on the Department’s intranet with information on creating, correcting, canceling, and sending a message using the AMC.
  • D.Messages in the AMC may be searched and filtered by:
    • 1.date range when a message was created,
    • 2.the type of message created (i.e., Death, Gang, General, Hospitalization, Lost and Theft, Missing),
    • 3.message status (i.e., Normal, Cancelled, Corrected/Additional Info.), and
    • 4.keyword search.
      NOTE:
      Filter controls may be combined to limit the results of a search. For example, a member may search Lost and Theft messages between a specific date range with a keyword search of “Glock” to display theft messages involving Glock brand name items between the specified date range.
  • E.Messages posted in the AMC that correct or cancel an existing message will display a link back to the original message it corrects/cancels. Conversely, original messages that have been corrected/canceled will be marked as corrected/canceled and a link to the correcting/canceling message will be displayed.
II.PROCEDURES
  • A.Unit commanding officers who wish to authorize members under their command as Message Authors not already designated in this directive, will submit a Bureau of Administration (BA) Service Request form (CPD-60.107) through channels to the Managing Deputy Director, Public Safety Information Technology (PSIT). The form will include the name(s), employee number(s), and PC Login Identification Number(s) of the member(s) the unit commanding officer is requesting authority as a Message Author.
  • B.Reviewing/Receiving Messages
    • 1.The unit commanding officer/district station supervisor or a designee will periodically monitor the AMC throughout their tour of duty.
    • 2.All messages received in the unit’s Message-In Box (for Unit) via the CLEAR system will be immediately referred to the unit commanding officer/district station supervisor.
    • 3.Affected commanding officers/district station supervisors will:
      • a.initial and date messages that are to be read at roll calls.
      • b.ensure that AMC messages are delivered to individuals/units in a timely manner.
III.PROCEDURES IN THE EVENT OF APPLICATION UNAVAILABILITY
  • A.Members unable to access the AMC application on a Department computer, will telephone the Help Desk for assistance.
  • B.In the event of system unavailability, PSIT will notify all affected units via the Message-In Box (for Unit) with information regarding the expected duration of the unavailability.
  • C.When a unit commanding officer/district station supervisor determines or is notified that the AMC application is unavailable, they will:
    • 1.determine if the unavailability is the result of a planned service interruption conducted by PSIT.
    • 2.ensure a notification is made to the Help Desk, if not a preplanned event.
    • 3.follow the instructions by Help Desk personnel relative to procedures for sending messages during system unavailability.
(Items indicated by italics/double underline were revised.)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
12-111 PMD