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CALEA ACCREDITATION COMPLIANCE EXPRESS (CACE)

 

The CALEA Accreditation Compliance Express (CACE) is a special purpose computer program for agencies to use during the completion of their self-assessment and after CALEA Awarded.  The program provides the user a powerful tool in completing the steps necessary to achieve and maintain the accredited agency status and serves as a valuable assistant in the overall management of the accreditation process.  In order to use CACE, your computer system will need to satisfy the following minimum set of requirements: IBM PC or compatible system; Windows 95, 98, NT, 2000, XP, or another 32 bit PC compatible operating system; 32 Megabytes of random access memory (RAM); Monitor and color graphics card that supports a resolution of at least 800 by 600; CD ROM drive; Hard disk drive with 75 megabytes of available space; Printer; and MAPI compliant email package, such as MS Outlook.  All of the requirements listed above will most likely be met on any PC system that is purchased in the future or acquired within the past couple of years.

 

CACE offers an easy-to-use process to designate your level of compliance for each standard and to document your compliance with each standard.  In addition to these basic functions, the program provides you with procedures to track completion status, reporting status and responsibility for completing the compliance requirements for each standard.  The proofs of compliance normally require the entry of textual information that refers to a written directive contained within your standard operating procedures manual or some other relevant documentation.  To facilitate the entry of this proof of compliance text, a general word processing capability has been incorporated into the software that contains most of the functionality afforded by most Windows word processing systems.  A word search and replace and spell checking options are included with the software.  The actual standard titles, text, and commentary published in each of the accreditation program’s Standards Manual is built into CACE so that the users can view this information directly to guide them in completing the process.  The Table of Contents, Chapter Introductions, and Glossary from the Standards Manual have also been incorporated into the software package.  Numerous reporting options and utilities are also provided within CACE to maximize its efficiency and usefulness to the user.

CACE contains six main areas: (1) the Main Menu; (2) the Tool Bar Control; (3) the Navigation Control; (4) the Standard Information Section; (5) the Standard Text Field; and (6) the Status Bar.

The Main Menu of CACE contains a set of nine options for user selection. Each of these nine options will contain a number of additional submenu items that will allow you to access the options and features built into the program.

The Tool Bar appears just below the Main Menu and contains a set of 14 icons for your selection. Each of these icons represent a corresponding item that can be selected from one of the options shown on the Main Menu, but is sometimes easier to access through the simple clicking of the icon.

The Navigation Control appears to the right of the Tool Bar control and consists of twelve separate buttons. The buttons are designed to allow the user a way to navigate through the various Standard Text Fields. There are three colors of Navigational Buttons: Yellow (text forms, with limited edit ability), White (ISSR print function for current standard), and Blue (fully editable text form).

The Standard Information Section appears just below the Navigation Control and includes the following:

  1. Title displays the designation for the standard corresponding to the current standard number.
  2. Standard Number shows the number for the standard corresponding to the current standard number. This information is automatically provided through entries in the CACE database.
  3. Type of standard is shown in this field. The three types of standards are Mandatory, Other than Mandatory, and Not Applicable by Agency Function.
  4. Multiple Bullets indicates if the standard contains bulleted text. Yes if the standard has bullets, No if it does not. CACE permits the agency to track each bullet or item as a separate entity within the program.
  5. If the standard contains bulleted text, the Bullet Indicator will be shown (i.e., a, b, c).
  6. Assigned Compliance field is a drop down box. The available selections for the assigned compliance level are dependent of the type of standard.
  7. There are three Types of ISSRs: On-site, Panel, and Off-site. Within CACE, there is an additional type you can use – Unassigned. This value can be used as an interim category until the user and CALEA determine which ISSR type to assign.  
  8. Assigned To party can be individuals, departments, etc., that have the responsibility for completing the compliance requirements for the standard.
  9. Prepared By party can be individuals, departments, etc., that have the responsibility for preparing the documentation showing the compliance for the standard.
  10. Expected Completion is a date field you can add to show when the standard review and compliance is an expected to be completed.
  11. Actual Completion is a date field you can add to show when the standard review and compliance was actually completed.
  12. Last Report Completed is a date field that shows when the last report needed for this standard was done.
  13. Next Report Due is a date field that shows when the next report needed for this standard will be completed.
  14. User Defined Field is a fully functional date field the users can classify.
  15. File Is Ready For Assessor is a check box that can be used to designate when a standard is complete for CALEA Assessor review.
  16. Report Frequency is a drop down box that show the occurrence of reports.

Status Bar appears on the bottom of the CACE screen and contains the program identification and version number.

The Standard Text Field Section appears just below the Standard Information Section. The content of this section varies depending on the selection made for the Navigation Control. Depending on which Navigational Control button is pressed; the following screens will appear in the Standard Text Field:

  1. Standards Manual (Std);
  2. Table of Contents of Standards Manual (ToC);
  3. Introduction to Standards Manual (Intro);
  4. Chapter Introduction to Standards (Chap);
  5. Glossary from the Standards Manual (Glos);
  6. Individual Standard Status Report (ISSR)
  7. Written Directives (WDir);
  8. Written Documentation (WDoc);
  9. Observation Of (Obs);
  10. Interview With (IW);
  11. Non Compliance (NComp); or
  12. Agency Notes (Note).

 

CACE combines the information, the user has provided in the Standard Information and the Standard Text Field sections to define their proofs of compliance or an indication of why the standard is not in compliance for each standard, into an Individual Standard Status Report (ISSR) report.  The ISSR is a form used by CALEA that contains your compliance information for a given standard.  Two separate formats are used for the ISSR—one for standards that are in compliance and one for standards that are not in compliance. There is an ISSR produced for each standard using the compliance information and textual information that you have provided and stored into the CACE database. These ISSR forms are free floating in that the CACE software is responsible for placing the textual information within the appropriate proof of compliance category, and in producing multi-page documents where necessary.  You can optionally provide your proofs of compliance for each separate bulleted item within CACE and even print these individual ISSRs. However, the ISSR for the main standard must establish your compliance information for each bulleted item even if the information is provided on an individual bulleted item.

 

CACE also has a prompt feature called “Task Reminders” that allows the user to track reports and activities due and send reminder emails to individuals who are designated in the standards Assigned To or Prepared By fields, when needed.

 

After CALEA Awarded, agencies are required to maintain compliance with applicable standards, to keep their proofs of compliance up to date, and to live by the letter and spirit of those standards. On the first and second anniversary of the initial and subsequent awards, the agency is asked to submit a report summarizing the maintenance experience for the preceding year.  In the report, the agency declares its continued compliance with applicable standards.  CACE has a feature that will allow you to complete, print, email, and store this report from within the program.

 

The CACE Program is part of the initial agreement, but can be purchased separately. The law enforcement accreditation version is $750, public safety communications and training academy accreditation versions are $600, and recognition version is $535.  To acquire CACE, visit the CALEA website (Order Forms)Section or call 800-368-3757.

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