RTI acquisition procedural model

In the previous section, the unit handling the RTI in the STD was discussed, in an attempt to provide a detailed understanding into the responsibilities discharged by the personnel involved in the processing of RTI. In the former discussion, the central operations performed by the CRO were mentioned, to clarify the importance of her position towards a quality RTI handling. The cubicle of the CRO is perceived as one of the key stages of information processing in the local traffic department. The officer is responsible for determining the quality level of the fundamental information that should be captured into the local data system. In addition, the valuable support of the Clerk in ensuring sustainable RTI processing system was not excluded.

Generally, it is essential to discuss the procedures used in the STD in acquiring and transferring RTI from the data outsourcing stage to the data processing stage within the jurisdiction of the local traffic department. However, according to the model displayed in the Figure 11 below, five police departments are classified under the jurisdiction of STD with regard to RTA matters. The five police departments considered are Cloetesville, Franschhoek, Groot- Drankenstein, Klapmuts and Stellenbosch. The diagram in Figure 11 illustrates the acquisition and transfer of RTI between the SM and SAPS involved in the management of the traffic issues within the Stellenbosch locality. The dash-arrow in the diagram indicates the direction of transferring the RTI, from one office to another through some checkpoints to determine the level of quality; while the bold-arrow indicates the districts, the departments and the offices involved in the process within the Stellenbosch locality.

The five police departments mentioned in the diagram constitute the locations prone to RTA within the jurisdiction of SM. Moreover, as diagrammatically illustrated in the Figure 11, the transfer of information commenced with the action carried out by the accident victim or the eyewitness in reporting or notifying a nearest police department in the districts where the accidents actually occurred. Occasionally, the STD/MMT is also notified about the incident, wherein the attention of other authorised agencies such as the emergency response [ambulance services] and protection services [fire] are required to salvage the situation on the location.

Right after the report of the incident, the nearest Police Department [SAPS] is expected to respond rapidly, by assigning Police Officers on rapid response duty to attend to the incident. In the process, the services of the Traffic Officers, Emergency Response [Accident] and Protection Services [Fire] are also required at the scene of the accident. Afterward, the dimension of the accident will be determined by the Police Officer, to ascertain the classification of the accident before commencing with the data collection process. The Police Officer determines if the accident is fatal or nonfatal, in order to clarify whether a case docket will be opened, and instantaneously commences with the collection of RTI [data] with the use of the

ARF, as the primal data collection tool. In some cases, where the traffic officer is present at the scene of the accident, then he/she decides to collect the information [data] at the incident. As earlier stated, it depends on the dimension of the incident. At this stage, the reporting officers are expected to be conversant with the procedures required in the completion of the ARF, in accordance with the training given as guideline towards the effective application of the form. SM-WC 024 Accident Locations SAPS Jurisdictions Cloetesville Franschhoek Groot- Drankenstein Klapmuts Stellenbosch Accident Victims or Eyewitnesses Stellenbosch Traffic Department [STD/MMT] Nearest Police Department [SAPS] Traffic Officer Police Officer Data collection process-AR Forms Data collection process-AR Forms Supervisory Office [AR Form Office]

Accident Response Unit Emergency Response [Accident] Protection Services [Fire] Provincial Database [RTMC] Clerk Control Room Officer [Radio Control] Allocation of receipt number Queries on irregularities Validation process Registration of completed AR forms Data processing Validation process Data capturing [IPAS] Delivery of completed AR form

Figure 11: Procedural model for RTI acquisition in the Stellenbosch Traffic Department [STD]

After completing the ARF, the police officer submits a completed copy of the ARF to a Supervisory officer, who is in charge of the ARF office at the Police Department [SAPS]. Thereupon, the Supervisory officer performs necessary evaluation process to determine consistency, completeness, and accuracy of the reportage before registering the accident into the SAPS 176 Accident Register. The evaluation process performed by the Supervisory officer is classified as first validation process.

In any case where the Supervisory officer finds the report of the accident sufficient, then certified copies of the completed ARFs will be transferred to the local traffic department through the use of a Delivery Note Form [DNF]. Otherwise, a query will be issued with reference to the poor quality of accident coverage, which compels the reporting officer to implement the necessary corrections as indicated by the Supervisory officer. The DNF is established to support process uniformity while transferring RTI along the information processing line, from one local authority to another local authority (Sluis 2001). In some cases, the local traffic

department requested for completed ARFs from the local police department, in an attempt to initiate a rapid process of the RTI as scheduled on daily and monthly basis.

The DNF is delivered to the ARU, and received by the Clerk, who allocates the receipt number of the completed forms, and also register the details of the Police Officer delivering the completed ARFs. These steps are followed to ensure consistency in the record keeping process for reference purposes. The Clerk checks the validity of the forms completed by determining the particulars of the Police Officers, who recorded the accidents on the ARF.

Subsequently, the Clerk submits the evaluated copies for proper examination, with the aim of ascertaining the level of correctness of the information provided in the completed ARFs. In any case, if errors are discovered at the cubicle of CRO/DCO, then a query will be issued to the SAPS by particularising the exact areas or data fields that require immediate corrections. Once the returned copies are declared valid, then certified copies will be captured. Thereafter, the CRO/DCO determines the next processing stage of RTI depending on the quality of the information. However, the sequential operations performed by the CRO/DCO within the ARU as illustrated in the Figure 11, are validating of RTI, capturing of RTI into the IPAS, and transferring of RTI to the next stage of data processing.