Electronic Crash Reporting for the New MMUCC PR-1: A REFRESHER September 9, 2015 KTI Headquarters

Transcription

1 Prepared by the Connecticut Department of Transportation (CT DOT) and the University of Connecticut For Use by the Connecticut State Police and Municipal Police Officers Electronic Crash Reporting for the New MMUCC PR-1: A REFRESHER September 9, 2015 KTI Headquarters Revisiting MMUCC Terms and Concepts Understanding the DOT s Final Edit Rules Managing Data Quality with the new MMUCC PR-1

2 Welcome and Course Overview Opening Activities Welcome and introductions Sign-in sheet with contact info/post credits Ground rules Housekeeping Course goals Adapt To Final Edit Rules For MMUCC PR-1 Course objectives Revisit Top Ten MMUCC Elements Understand Edit Rules and Warnings Discuss special cases and DQ issues Review Training Resources and Technical Assistance

3 Course Modules MMUCC PR-1 Refresher Course Agenda Module 1: Welcome and Course Overview Progress To Date: How Are We Doing? Statutory Requirements and Agency Policy Open Discussion on Challenges and How They Have Been Resolved Ongoing software fixes and updates How have officers taken to the new MMUCC PR-1? Module 2 Refresher Review of MMUCC PR-1 Core Elements What is MMUCC-Why Its Important Crash Investigation Update Video-Episode 2 Review of Top Ten MMUCC Elements One More Time UCONN MMUCC Error Videos (Animation) Top MMUCC PR-1 Edit Rules Requiring Review Instructor Discussion: Validating the PDF KTI discussion: How DOT s Final Edit Rules Will Be Applied In Your Software

4 Course Modules MMUCC PR-1 Refresher Course Agenda Module 3: MMUCC Resources Moving Forward Managing Data Quality-DOT Policy on Missing Cases, Parking Lot Crashes Sample training templates Training and self help videos on UCONN Web site Weekly newsletters, officers Pocket Guide, New Edit Rules Brochure On site MMUCC refresher trainings Weekly monitoring of vendor updates Module 4: Demo New Features of Crash Data Repository Crash Summary, basic and advanced query tools-a quick review Crash Data Templates For Grant Management Ability to generate heat maps Import of citation data Comparing old and new PR-1 Data Private parking lot crashes Course Wrap Up and List of Contacts for Technical Assistance

5 Module 1 Welcome and Course Overview Progress To Date Since the new MMUCC PR-1 went into effect on January 1, 2015: Over 69,579 MMUCC PR-1 crash reports have been received electronically (either through fillable PDF or vendor software) Only 1677 cases with errors; 32,397 cases with warnings (only 53 of 115 edit rules being enforced at the FTP site) About 30,000 cases processed at the DOT and uploaded to UCONN for retrieval and analysis Some vendor software issues exist but being resolved Transition for larger departments has been a challenge but all are adjusting Field Coordinator Daily Outreach- training, crash upload issues

6 Module 1 Welcome and Course Overview Progress To Date Since the new MMUCC PR-1 went into effect on January 1, 2015 Estabished Technical Support Function at UCONN: Field coordinators, Training videos focusing on MMUCC edit rules; importance of crash reporting, weekly newsletters; technical assistance in data processing, weekly phone calls with CAD/RMS vendors; daily follow up with cities and towns Sample Video Crash Investigation Update Episode 2

7 Module 1 Welcome and Course Overview MMUCC PR-1 Challenges Goal: Turn current warnings on as edits at FTP site by end of calendar year (Acceptance Rules 54 through 115) Current Warning Situation Averaging about 50 per cent mostly related to incomplete fields, misuse of non applicable and none, alcohol drug test status and type, most harmful event, distance from nearest intersection, transport to nearest medical facility, damaged areas of vehicle DOT coders fixing as needed to assure accurate location, consistency with diagram and narrative (increases processing time) Most vendor software does not show warnings; fillable PDF does Working with all vendors to achieve upgrades Primary emphasis completing all blank fields No valid Data Element or Attribute to be left behind

8 Module 1 Welcome and Course Overview Why Crash Reporting: Because We Must and It Advances Our Safety Mission State Statute: (a) (1) The Commissioner of Transportation shall prescribe for the Division of State Police within the Department of Emergency Services and Public Protection and for each police department and officer and other suitable agencies or individuals a uniform investigation of accident report, in such form as the Commissioner shall prescribe, which form shall be followed in filing all such reports (2) In each motor vehicle accident in which any person is killed or injured or in which damage to the property of any one individual, including the operator, in excess of one thousand dollars is sustained, the police officer, agency or individual who, in the regular course of duty, investigates such accident, either at the time of or at the scene of the accident or thereafter, by interviewing the participants or witnesses, shall, within five days after completing such investigation, complete and forward one copy of such report to the Commissioner of Transportation. Internal Crash Investigation Policies : All incidents related to the public s safety especially a fatal or serious injury crash need to be part of the department s official record in order to share data with the public, insurance providers, State or Federal entities including the NCIC if other charges are involved. Private parking lot and citizen reported PDO crashes after the fact not DOT requirements

9 Module 1 Welcome and Course Overview Group Feedback Open Discussion on Challenges Faced In Implementing the MMUCC PR-1 (first six months) and How They Have Been Resolved Software fixes and updates; hardware issues Issues encountered supervisory review, revised cases (supplements), resubmission of rejected cases, local backlogs, training, FTP site issues Other Issues that the DOT, UCONN, or RMS providers can help fix?

10 A Reminder: What is MMUCC and Why Is It Important? National Guidelines for the Collection of Crash Data (CT Fully Compliant) Stands for Model Minimum Uniform Crash Criteria (MMUCC) Enhances crash investigations with more precise and relevant data Connects the dots-able to tell the whole story of a crash: every data point has potential to save a life Puts CT in position to compete for more research funds and grant money

11 A Reminder: What is MMUCC and Why Is It Important? Helps to improve quality of our crash investigations Easier retrieval and analysis of data (contributing factors, location etc) Necessary to receive funding from the Federal government Sets performance goals for the State for crash and injury reduction Able to target resources to high problem locations and risk taking behaviors Helps local law enforcement agencies better support grants for high visibility enforcement and public education Real-World Benefits MMUCC 4.0 stimulated electronic crash reporting to DOT through vendor upgrades and an electronic PR-1

12 1 Slide 12 MMUCC Data Fields -Not That Much Has Changed ORANGE No change to elements/attributes TEAL Elements/attributes are similar to/original; changes are insignificant, such as expanded choices PURPLE Elements/attributes are similar to/original; changes are significant, such as modified definitions GREEN Elements/attributes entirely new

13 Revisiting The Top TEN MMUCC Elements Quick Refresher and Questions, If Any Top 10 PR-1 Elements to Understand Injury Status and Crash Severity Driver Actions Driver Distracted by and Condition at Time of Crash Contributing Circumstances Road/Environment/Vehicle Trafficway Ownership and Class Sequence of Events First/Most Harmful Event and Location of First Harmful Event Manner of Impact Motor Vehicle Damage Motor Vehicle Action

14 Top TEN #1 Injury Status (K) Fatal death within 30 days (720 hours) after the motor vehicle crash occurred (A) Suspected Serious Injury : Severe Laceration resulting in the underlying tissue/organs or muscle to be exposed, Unconscious when removed from the collision scene, Paralysis (B) Suspected Minor Injury : lump on the head, cuts on the skin surface with minimal bleeding and no exposure to deeper tissue. (C) Possible Injuries no wounds or injuries are readily evident (O) No Apparent Injury There is no physical evidence of injury and the person does not report any change in normal function.

15 Top TEN #2 Driver Actions Actions by the driver that may have contributed to the collision Based on the judgment of the law enforcement officer investigating the crash Need not match Violation Codes (Title 14) Choose up to four for each driver Overtaking Cyclist

16 Top TEN #3 Driver Distracted By Document Distractions influencing driver performance Distractions can be inside the motor vehicle (internal) talking, eating, drinking, map reading, applying makeup, shaving, electronics Distractions can be outside the motor vehicle (external) rubber-necking, house hunting, tag sale Conditions at Time of Crash Any relevant condition of the individual (motorist or non-motorist) that is directly related to the collision emotions, illness, fatigue, alcohol

17 Top TEN #4 Contributing Circumstances Contributing Circumstances Motor Vehicle Any obvious preexisting defects or maintenance conditions Investigator s judgment as to whether contributed to the crash Example: tires, wheels, windshield, etc. Be aware of major defect recall campaigns (ignition switch, accelerator, airbag exploding) Contributing Circumstances, Environmental Apparent environmental conditions which may have contributed to the crash Examples: weather conditions, animal in roadway, glare Contributing Circumstances, Road Apparent road conditions which may have contributed to the crash Examples: road surface conditions, obstructions, traffic control device inoperative

18 Top TEN #5 Trafficway Ownership Identify ownership of the land (public/private, N/A) where collision occurred Use private road code only for crashes entirely contained in a location not owned by the public and which the vehicles involved never traveled over public property Private road code includes parking lots Trafficway Class When in a traffic-way, class further distinguishes between On Road or Not on Road On Road If the collision originated or the location of at least one harmful event occurred on the roadway or shoulder Not on Road If the collision event did not originate on the roadway or shoulder and no harmful events occurred there either, (e.g. separator, median, roadside) Check parking lot box, if applicable

19 Top TEN #6 Sequence of Events Choose in sequential order (order of occurrence) Choose up to four events related to this motor vehicle Determine events based on the motor vehicle not the driver Include non-collision as well as collision event statement Choose from categories:» non-collision» collision with person, MV, or non-fixed object» collision with fixed object Expanded definitions and examples in IG Most Harmful Event Choose the Most Harmful Event» One of the Sequence of Events that resulted in the most severe injury or, if no injury, the greatest property damage involving this motor vehicle

20 Top TEN #7 First Harmful Event and Location of First Harmful Event First Harmful Event: First injury or damage producing event that characterizes the collision type Non Collision: Overturn, Rollover Collision with Person, Vehicle, or Non Fixed Object: Deer, MV In Operation, Falling Cargo Collision with Fixed Object: Bridge Support, Guardrail, Tree Location of the first harmful event: location within or outside of the trafficway On Roadway Shoulder Median Roadside In Parking Lane or Zone Off Roadway Location Unknown Outside of Right of Way (Traffic Way

21 Top TEN #8 and #9 Manner of impact Identify the manner in which two motor vehicles in transport initially came together without regard to the direction of force Refers only to collisions between two or more motor vehicles Single Vehicle Crash = 88 Motor Vehicle Damage Initial Contact Point: Approximate contact point on this vehicle associated with this vehicle s initial harmful event; if the initial harmful event was not a collision, then code Non-Collision Damaged Areas: Identify all areas damaged on the vehicle as a result of the collision Extent of Damage: Identify the extent to which the damage affects the vehicle s operability rather than the cost to repair

22 Top TEN #10 Motor Vehicle Action Controlled maneuver for this motor vehicle prior to the beginning of the sequence of events negotiating a curve, backing, changing lanes, overtaking/ passing, turning, parked Choose attribute that best shows what vehicle was doing prior to crash

23 CURRENT DOT WARNINGS SOON TO BECOME EDITS: KEY POINTS TO REMEMBER Complete ALL data fields Not Applicable should never be used on the first field when you have multiple checkboxes Properly assign Not Applicable values. Not applicable means it did not apply to this crash and is not possible. Where none mean the data element is possible but the event or action did not happen. None vs Not Applicable Not Ejected vs Not Applicable Not Deployed vs Not Applicable No Visible Damage vs Not Applicable No Contributing Action vs Not Applicable MMUCC Error Video Episode 1

24 Top Data Fields With Errors or Warnings! A Walk Through MMUCC PR-1 Elements Serving As Warnings For Now Data Elements With Multiple Choices: Must enter a valid attribute value in the first box of a data element with multiple choices Contributing Circumstances for Vehicle cannot be left blank or entered as 88 or non applicable unless vehicle is parked, non collision or unknown if multiple choices exist, at least the first checkbox must have a value» Example: Enter 00 for None in first box and Blank or 88s for other boxes Contributing Circumstances Environmental cannot be left blank or entered as 88 or non applicable for all occurrences if multiple choices exist, at least the first checkbox must have a value» Example: Enter 02 for visual obstruction and Blank or 88s for other boxes

25 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Data Elements With Multiple Choices: Must enter a valid attribute value in the first box of a data element with multiple choices Contributing Circumstances Roadway cannot be left blank or entered as 88 or non applicable for all occurrences if multiple choices exist, at least the first checkbox must have a value» Example: Enter 01 for backup due to prior crash and 88s or non applicable for other boxes Driver Actions cannot be left blank or entered as non applicable- same rule as contributing circumstances» Example: Enter 04 for ran red light, 02 for ran off roadway and Blank or 88s for other boxes

26 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Data Elements With Multiple Choices: Must enter a valid attribute value in the first box of a data element with multiple choices Condition (driver or non motorist) at time of crash cannot be left blank or entered as non applicable for all occurrences» Example: Enter 01 for apparently normal and Blank or 88s for the other boxes Weather condition cannot be left blank same rule as contributing circumstances» Example: Enter 01 for clear and Blank or 88 for other box (Note you are not citing weather as a contributing factor, you are just describing conditions)

27 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now If First Harmful Event = Motor Vehicle in Operation then Manner of Impact cannot be blank or 88 (Not Applicable).» Example: Two motor vehicles crash, describe how they came together using manner of impact (i.e. 03 angle collision)» Example: Car hits a tree, Enter 88 for Manner of Impact

28 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Most Harmful Event must be one of the sequence of events for the vehicle» Example: You can t enter Collision with a tree (Standing) if your sequence of events are: Collision with a vehicle in motion Collision with a parked motor vehicle Ran off road Downhill runaway

29 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now If the number of motor vehicles in a crash=1, and there are no bicycles, then the first harmful event cannot be Collision with a motor vehicle in operation or a parked vehicle» Example: Enter any code from non collision, collision with person, non fixed object or fixed object except codes for motor vehicle in operation or parked vehicle Sequence of events cannot be left blank or entered as non applicable unless vehicle unit type is parked, non collision, or unknown» Example: Enter any code for sequence of events as long as you have entered 01 for motor vehicle in operation for motor vehicle type

30 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Completing The Location Field: If crash is not at an intersection, then direction and distance from nearest landmark is required; GPS coordinates help but DOT needs a second backup method to locate crash on roadway» Example: Enter distance in feet or tenths of a mile from name of nearest intersecting road. town line, or mile marker Recording Vehicle Damage Using The Clock Diagram Value of damaged areas cannot be left blank or entered as non applicable Estimate» Use 00 for None and not leave Blank or use 88 for remaining checkboxes» Example: Enter value from 1 through 12 for initial contact point or none for first box and 88 for all other boxes

31 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Checking Non Motorists Boxes Value of non motorist actions/circumstances at time of crash cannot be left blank or non applicable for all occurrences; at least first checkbox must have a value» Example: Enter 01 if non motorist is crossing roadway Value of non motorist safety equipment cannot be left blank or non applicable for all occurrences; at least first checkbox must have a value» Example: Enter 00 for none and 88 for non applicable if no safety equipment was in use

32 Top Data Fields With Errors or Warnings! Overview Of MMUCC PR-1 Elements Serving As Warnings For Now Crash Date The crash date must be equal to or prior to the current date The approval date must be equal to or prior to the current date Motor Vehicle Count and Relationship To Sequence of Events and Manner of Impact The crash must contain at least one vehicle No Time Travel Allowed If the motor vehicle count =1, then the Sequence of Events cannot include collision with a motor vehicle in motion or a parked vehicle If the motor vehicle count=1, then the manner of impact must be blank or non applicable

33 Top Data Fields With Errors or Warnings! Other Acceptance Rules and Warnings Occurring At The FTP Site That Could Cause Problems Ejection status of the motorist must be consistent with body type (must be enclosed vehicle with restraint systems) Use of Person ID must be unique throughout the report (e.g. Unit 1 Person ID 1; passenger Person ID 2; Unit 2 Person ID 3 (Not 1) Manner of Impact Must be completed for all collisions with other motor vehicles Warning: Driver Field The crash should contain at least one driver Warning: Work Zones If first harmful event=work zone/maintenance equipment then work zone must be checked Yes and work zone location, type, workers present, and enforcement present must be completed

34 Top Data Fields With Errors or Warnings! Additional Acceptance Rules Serving As Warnings for Now Name of Roadway On which vehicle is traveling must be included (unless vehicle is not on roadway) If Vehicle is not a bicycle Then vehicle body type must be included If person type is driver or passenger then the following fields on driver and passenger pages must be completed: Seating position, restraint system, helmet use, injury status, transported to first medical facility, ejection status and air bag deployment

35 Top Data Fields With Errors or Warnings! Additional Acceptance Rules Serving As Warnings for Now If person type is driver or non motorist then the following fields are required: Condition at time of crash, action taken by officer, alcohol test status, type of alcohol test, drug test status and type of drug test If person type is driver, then all driver license fields are required Also speed related and driver distraction fields If person type is non motorist, then the following is required Action or Circumstances prior to crash, going to and from school, non motorist action or circumstances at time of crash, location, safety equipment use, and distraction fields

36 Instructor Discussion How Validations Will Work In Your MMUCC PR-1 Crash Report Field questions from Fillable PDF Departments: Acceptance Rules To Be Enforced at the FTP site by January 1, 2016 Rationale Behind The Rules- easier/faster processing at the DOT, more complete and efficient validations within your software, fewer supervisor questions and rejections Special case discussion: parking lots, evading vehicles, supplemental reports Instructor (KTI staff) demos how validations will work in new e-crash software update (mid October) Discussion and Questions Recommendations to the DOT or vendor for making validation checks run more smoothly

37 Module 3: MMUCC Resources Moving Forward Managing Data Quality-DOT Guidance on Missing Cases, Parking Lot Crashes, and Revised Supplemental Reports DOT Guidance: Parking Lot Crashes Local departments may submit parking lot crashes to the FTP site; address of parking lot and distance from nearest intersection or landmark optional Parking lot cases will be flagged at DOT which will upload cases to UCONN for processing; departments will be able to retrieve data, analyze, and locate parking lot crashes using GPS coordinates Departments must check 02 for private road (includes parking lots) for Trafficway Ownership and 04 parking lot for Trafficway Class

38 Module 3: MMUCC Resources Moving Forward Managing Data Quality-DOT Guidance on Missing Cases, Parking Lot Crashes, and Revised Supplemental Reports DOT Guidance: Missing Cases (Cases Rejected at FTP Site, Cases in Test File never resubmitted) Local departments strongly encouraged to resubmit missing cases to get full credit for highway safety problems; simply request a missing case report from Field Coordinators. There are approximately 1600 rejected cases in the DOT system that have not been refiled Departments that have already released rejected cases as official reports subject to FOI requirements should try to assure that reports meet State criteria for accuracy and completeness; Departments should fix DOT rejected reports,resend them to the FTP site, file them as corrected reports in their local RMS systems and disseminate revisions to interested parties as appropriate Moving forward, departments should consider holding internally approved reports for 24 hours to allow time for DOT error messages to be sent back. Reports completed during the weekend (Friday 6:00 pm through Monday 6:00 am) should be held until such time as DOT can send out error messages beginning Monday morning

39 Module 3: MMUCC Resources Moving Forward Managing Data Quality-DOT Policy on Missing Cases, Parking Lot Crashes, and Revised Supplemental Reports DOT Guidance: Revised Cases (Supplemental Reports) Local departments strongly encouraged to submit supplemental reports that add more information to the original crash report filed with the DOT (e.g. evading drivers). Within the local system, supplemental reports (added narrative, driver, and vehicle pages are attached to the original paper report For electronic reporting, departments should submit a revised report (checkbox at the end of the narrative page) with the same case number as the original. The DOT system will override the original report.

40 Module 3: MMUCC Resources Moving Forward Officer Guidance and Instruction Tools Weekly newsletters Self Help You Tube Videos MMUCC refresher slides for roll call trainings Weekly Vendor Calls with DOT and UCONN Access to Contact List for Error Messages from FTP Site Sample officer s Pocket Guide and streamlined Investigator s Guide

41 Module 3: MMUCC Resources Moving Forward Review of Training and Self Help videos on UCONN Web site Training Material DOT Web Site: Training Material UCONN Web Site: Training Videos MMUCC Error Video Episode 1 Chuck Grasso Crash Investigation video (Episodes 2 and 3) MMUCC PR-1 Crash Course (18 minutes) Fillable PDF Work Flow Importance of the Crash Data Repository (CDR)

42 Module 4: MMUCC Resources Moving Forward Module 4: Demo New Features of Crash Data Repository State Crash Summary Tables Basic and advanced query tools for individual departments- A quick review of ( old PR-1 data)» Basic Tool- tables and trend charts Advanced Tool: All date ranges, locations, contributing factors Advanced Tool: 2015 MMUCC PR-1 data (30,000 records)» Summary tables Crash Diagrams Mapping Capability-heat and pin maps Coming Soon: Crash Data Templates For Grant Management Import of citation data Merging of old and new PR-1 Data for query purposes Private parking lot crashes

43 Current Highway Safety Grant Template STATEMENT OF THE PROBLEM AND BACKGROUND INFORMATION (CONTINUED): ( INSERT LOCAL DUI CRASH AND CITATION STATISTICS AND LOCAL PROBLEM ID HERE) DATA MUST INCLUDE ALCOHOL-RELATED FATAL AND INJURY CRASH DATA, DUI ARREST DATA,TIME OF DAY AND DAY OF THE WEEK AND LOCATIONS WHERE THE PROBLEM EXISTS. MAKE SURE TO INCLUDE YOUR PERFORMANCE MEASURES, (WHAT IS YOUR BENCHMARK, WHAT ARE YOUR GOALS AND HOW WILL YOU MEASURE YOUR SUCCESS). Alcohol Crashes Alcohol Fatalities Alcohol Injuries DUI Arrests

44 Module 3: MMUCC Resources Moving Forward MMUCC PR-1 Refresher Training Important MMUCC PR-1 Deployment Contacts Vendor Technical Specifications Mike Gracer User Credentials FTP Site Rory Belanger User Credentials Easy Street Draw Rory Belanger Crash Submission Issues Rory Belanger Mike Gracer Highway Safety Office LEL/Grants Ed Hedge Fillable PDF Installation and Training Eric Jackson MMUCC PR-1 Training/Data Quality Management Chuck Grasso Kevin Slater Crash Data Repository Eric Jackson Field Coordinators Chuck Grasso Kevin Slater Crash Data Analysis Kerry Ross Maribeth Wojenski

45 Module 3: MMUCC Resources Moving Forward Closeout and Wrap Up Recap of the workshop Main takeaways Questions and discussion Optional Post Workshop Meeting with Instructors To Discuss Missing Cases, Parking Lot Case, Revised Cases