Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008 The ICOTS application is offered by the Interstate.

Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008
The ICOTS application is offered by the Interstate Commission on Adult Offender Supervision (ICAOS), and Appriss. Appriss is also the provider of the Victim Information and Notification Everyday (VINE) service, MethCheck, and JusticeXchange.

Name? District? How Long with the DOC?
Introduction Name? District? How Long with the DOC? Rate Your Knowledge of Interstate scale 1 to 10 (1-what’s interstate? 10--memorized the Compact Rules and can recite them in your sleep) DOC Field Services – added slide

Interstate and Using ICOTS
Minnesota Compact Unit processes Transfers statewide each year …as of 7/31/08, the DOC had 801 cases transferred out (excluding Supervised Releasees) and 709 cases transferred in that ICOTS will be used for progress reports, violation reports, and discharge reports. DOC Field Services – added slide

Existing for Northern Region (as of 7/31/08)
Transferred Out (Excludes Supv Release) Bemidji 22 Center City 62 Detroit Lakes 86 Grand Rapids 24 Moorhead 182 St. Cloud 46 Transferred In Bemidji 36 Center City 57 Detroit Lakes 60 Grand Rapids 24 Moorhead 186 St. Cloud 38 ISR 7 (North/South) DOC Field Services – added slide

Existing for Southern Region (as of 7/31/08)
Transferred Out (Excludes Supv Rel) Albert Lea 59 Chaska 57 Litchfield 31 Mankato 55 Marshall 48 Winona 129 Transferred In Albert Lea 41 Chaska 55 Litchfield 41 Mankato 31 Marshall 37 Winona 96 DOC Field Services – added slide

RECEIVED FROM North Dakota 236 Wisconsin 159 South Dakota 52 Texas 43
TOP TEN RECEIVED FROM North Dakota 236 Wisconsin 159 South Dakota 52 Texas 43 Iowa 38 Colorado 21 Missouri 19 Montana 15 Florida 14 Idaho 10 SENT TO North Dakota 189 Wisconsin 128 Iowa 86 South Dakota 37 Texas 34 Illinois 28 Washington 11 California 10 Missouri and Michigan 9 DOC Field Services – added slide

Video…. Video - Overview MN DOC Field Services – added slide

What is ICOTS? Who Can Use ICOTS What is ICOTS?
ICOTS is a web-based application that will allow member states to facilitate all compact business processes and other case based activities Near paperless system Who Can Use ICOTS Each state determines who the users will be and administrates their users. Users are required to agree and adhere to the ICOTS Privacy Policy ICOTS is a web based application that facilitates the process of transferring the supervision of offenders from one state to another. Other Compact cased based activities will be completed through the system. Users approved by their state compact administrator can use ICOTS. The data for ICOTS is stored at a central location and is accessible from any internet connected computer. Workflow components such as notifications and requests are initiated within the application.

Process Flow The processes that are completed using ICOTS can have several variations. Your answer to one question will affect the next steps you need to complete or questions you need to answer. A great example is the process of selecting the reason for transfer on the Transfer Request. This slide shows a sample of a process that can have different results based on how a person reacts to certain questions. Point out that answers to certain questions result in certain patterns. In a particular process, you will have to answer questions. Based on your answers certain other questions or requirements will be adjusted or added. As an instructor, you will need to be familiar with the process. You should talk about how some parts of the process must have other parts complete before they can continue. This chart should be explained at a high level to show that fact. MN DOC Field Services – modified slide

MN DOC Field Services – modified slide

Workflow ICOTS provides a managed workflow that controls the flow of information User roles are defined in the ICOTS workflow to allow for review, accountability and reassignment. User roles are defined in the ICOTS workflow to allow for review, accountability and reassignment. The roles include: PO: able to initiate Compact functions and submit for review to a PO Supervisor. This role also receives assignments through notification of the ICOTS system PO Sup: reviews the entries of a PO for accuracy and completeness prior to submitting to a compact office for final submission to another state. This user also has the ability to reassign cases between PO users affiliated with them. Compact Office: gatekeeper for all submissions received and going out of the state. This role may also reassign cases and perform functions in the absence of a PO or PO Sup.

Compact Office & PO Supervisors
Workflow POs Create compact activities Supervise offenders Compact Office & PO Supervisors Review and approve information Have the ability to reassign cases from officer to officer There is no way for managed data to leave the state without Compact Office approval Talking Points: PO Supervisor is somewhat of a misnomer, only reviews ICOTS tasks.

Logging in… Accessing ICOTS
MN DOC NOTE: Username will be agent’s address. If he/she forgets password, click here…a new password will be ed to the user and there will be a 20 minute window to log in with new password. In order to demonstrate the initial stages of accessing ICOTS you will click on the demo link on the slide and a webpage will open in a new window. Starting on the login page. Describe the process of obtaining a user ID and login information. Username is address. Contact agency administrator/state administrator Briefly explain the hardware/software requirements. This is a web based application and the requirements are the same as they are for running the internet. Logging in…

Common ICOTS Tools Dropdown Menu Add multiple values (DOB, SSN, AKA) Remove an added value Select a date Item has been saved Talking Points: There are several icons and tools that users will observe in ICOTS. Briefly mention each of the listed items.

Common ICOTS Tools Generates an ICAOS Form Deletes the current selected activity Attached document Required field Radio button Preview button – when a user clicks on the “Preview” button the system will generate the information on the current process into a standard ICAOS for printing Delete button – Users will only be able to delete tasks which they have created. Once an item has been submitted it cannot be deleted by anyone. This button will only delete the currently loaded activity; it will not delete an offender or any other information on the offender’s record. For instance, if you are completing a Transfer Request Reply and decide that you need to start over completely you can click the “Delete” button to erase all of the information that you have entered. This will not effect the Transfer Request that you are replying to.

Adding an Attachment Common ICOTS Tools
If you upload an attachment you MUST enter a description Talking Points: Throughout the application users will be given the opportunity to attach files to an offender’s record. When attaching files users must provide a description for each file that they upload. If they cannot attach a file they can user the description field to input the required data. MN DOC NOTE: 1 megabyte limit per attachment.

Main Portal Flow Page All processes can be initiated and continued once you login Demonstration and Talking Points: You should highlight the fact that each of the processes are laid out on this page. This will be the default page you go to once you login. If you do not have any processes that are not yet completed, you will be able to continue them upon logging in. You can also initiate any of these processes: Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state. Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency. Transfer Request – This is how you begin the transfer process from your state to another state. Transfer Request Reply – You will need to conduct this process when it has been requested that an offender be transferred to your jurisdiction. Notice of Departure – When an offender begins the transfer process, you will need to use this process. Notice of Arrival – This process will allow you to make notification that an arrival of al offender has taken place and they have reported as requested. Progress Report - This process allows you to view the progress on various functions. Offender Violation Report – Offender Violation Report is used to notify the sending state that an offender is in violation of the terms of supervision in the receiving state to whom has assumed responsibility for the offender's supervision. Response to Violation Report – Response to Violation Report is used to respond to a Violation Report that has been submitted by another state who currently is assuming responsibility for the offender's supervision. Case Closure Notice – This notice informs you that a particular case is closed. Compact Action Request – This is a function that will allow you to initiate a compact action. Compact Action Request Reply Case Note -

Video-Transfer Request Assistant
DOC Field Services – added slide

ICOTS-How will this affect me?
Outgoing Transfer Request Handout Supervisor Agent Bifurcated States – a possible twist Support Staff DOC Field Services – added slide

Initiating a Transfer Request
Talking points: The processes and functions in ICOTS can all be accessed from the initial page. We will process the transfer request. Select transfer and continue. Explain that the ICOTS system will prod the user with questions and will not allow progression to happen unless the questions are answered. Based on the criteria and answers given, you will be taken to the appropriate screens. Continue through the request. Complete all information as you do. It will be best to plan out the “fake” information you will be entering in.

Transfer Explain: “Checkmark” saving feature – ICOTS saves your progress as you complete each task. You can resume partially completed previously entered activities. The “grayed out” submit button – Ensures users fully complete the request before submitting it. The Preview Button – Generates the information in the current Form format for printing

Transfer Explain: The Application that must be signed can be printed (pre-populated with the offenders information) You can scan and attach it for the receiving to review. You must verify that it has been signed. After each of these screens you will be taken back to the Transfer Request checklist. MN DOC NOTE: In order for other information to be entered on this form, this needs to be one of the LAST STEPS BEFORE PREVIEWING, PRINTING AND SUBMITTING.

Transfer Explain: How the response to the question drives the next prompt

Transfer Explain: How the response to the question drives the next prompt System helps to enforce the ICAOS rules by directing the user – Relationship Type dropdown Employment OR Means of Support, not both.

Transfer Explain: How the response to the question drives the next prompt Click on the select button to display the NCIC Code selection tool

Transfer Explain: How the NCIC dropdowns work – each dropdown further narrows your options of codes Or you can enter the NCIC code directly DOC MN NOTE: If transferring both supervised release file and probation file, when receiving state is a bifurcated state (which has two entities supervising probationers and supervised releasees), an error will warn that one of the cases will need to be removed and submitted on a separate transfer request before being allowed to proceed.

Transfer MN DOC NOTE:, Adding a “Special Condition” allows the user to copy the conditions from the probation agreement and paste into the Description field--instead of adding separate conditions. If Supervised Releasee, add “Special Condition”, then attach the release agreement. Explain: How the dropdowns work – Common conditions are listed, all others can be indentified with “Special Condition”

Transfer Explain: That this is for reporting financial obligations, not tracking them. There is no way to enter payments or subtraction from the total that is entered.

Transfer Explain : If the offender is identified as a sex offender the user must provide additional details.

Transfer MN DOC NOTE: Attachment limit of 1000 kb –camera settings need to be 640 x 480 to prevent the file size to exceed this limit. Explain : Only Front facing is required Automatically resizes the image Only accepts png, jpg, gif, and tif file types

Transfer Explain: The common construct that is seen on the remaining screens. Yes/No Question If yes, description/attachment construct

Transfer MN DOC NOTE: When all steps are completed, preview and print to give to OASI for entry into CSTS. Explain : Submit button is now active. After submitted the request cannot be deleted. Preview Button allows you to print the information in a format that is similar to today’s forms. Forwards to your Supervisor/Compact office

Transfer – what next? If accepted by receiving state, notice will be sent through ICOTS. Agent will go through Departure Notice process when prompted and time is appropriate. *NOTE: For Supervised Releasees, a 279 is required to assign to Interstate agent, the district supervisor will need to reassign to Interstate agent. The file will be closed in CSTS. DOC Field Services – added slide

Video-Transfer Request Reply

ICOTS – How will this affect me?
Incoming Transfer Reply Assistant Handout – Incoming Interstate Transfer Supervisor Agent Support Staff DOC Field Services – added slide

Transfer Request Reply
You will be given a choice of which offenders for which you would like to initiate a request. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen.

Explain : Select a Transfer Request to reply to. Columns are sortable Only displays cases that have been assigned to you.

Explain : Confirms that you have the correct offender.

MN DOC NOTE: As Supervisors review the transfer request for the first time, they need to print off and forward to agent/support staff for entry into CSTS. Explain : Works that same as the Transfer Request Not all items require action, just the ones with the checkboxes -- items are for informational purposes

Explain : All review items are displayed in a fixed table

Explain : If the investigation determines that the provided information is incorrect or lacking the user can provide an explanation. The Offender’s Address, Transfer Reason, Justification, Offender information, Employment/Means of Support Screens all work the same way.

Explain : DOB will also be collected for others in the home. You can add multiple people to this list.

Explain : Works the same as it does on the Transfer Request

Explain : The condition that you cannot comply with is highlighted in yellow.

Explain : Your choice will determine the following prompts. IF accepted then either issues reporting instructions or refers to previously issued reporting instructions IF rejected then request an explanation

MN DOC NOTE: To make sure the form is accurate, Click Preview then Print before clicking “Submit”. Give the printed copy to support staff for entry in CSTS. Explain : Submit is now active.

Transfer Reply – what next?
Departure Notice submitted by sending state. Upon arrival, agent completes Arrival Notice process. DOC Field Services – added slide

Video-Offender Violation

Violation Report Violation Report You will be given a choice of which offenders for which you would like to initiate a violation report. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen.

Violation Report Explain:
Select a case that has either an approved set of Reporting Instructions or an accepted Transfer Request

Violation Report The processes and functions in ICOTS can all be accessed from the initial page (go to that page in the demo). We will process the violation report. Select violation report and continue. Continue through the Violation Report. Once a process is completed, it will have a check mark but can still be edited. Information can be saved for a user to return and complete a process. You can also start the various topics from this page. The next slide will be Residence information.

You must verify their residence and update if more accurate information is available.

You must verify their offender’s employment and update if more accurate information is available.

Information must be provided regarding a violation including: new arrest, new convictions, custody status, absconsion, etc.

Depending on the disposition that you select you will be asked to supply different types of information: Sentence information, incarceration status, criminal case information and offense information

Violation Report Explain: Enter details regarding last contact

Any information regarding the violation can be entered on this screen.

If there is any supporting documentation about the violation you can include them by uploading any attachments.

You can provide any details about the offender’s custody status.

Violation Report Explain: A recommendation concerning the violation is required prior to submitting the violation report. MN DOC NOTE: Significant Violations Only – defined as violations requiring the offender to be returned to sending state or a warrant be issued. If not significant, complete Interstate Restructure and submit via “Progress Report” assistant in ICOTS. DOC Field Services – modified slide

Once all items have been resolved you can now submit the Violation Report

Offender Violation Response
Video – Offender Violation Response DOC Field Services – added slide

Response to Violation Report
Response to Violation Report – Allows you to respond to an Offender Violation Report You will be given a choice of which offenders with violation reports for which you would like to initiate a response. Response to Violation Report – Allows you to respond to an Offender Violation Report You will be given a choice of which offenders with violation reports for which you would like to initiate a response.

Explain: Allow of the components of the violation report are contained in the response so the user doesn’t need to navigate to any other screen. The only action item is the response

Explain: The user has the ability to select one response or a combination of responses depending on the details of the situation.

Overview of Remaining Processes
Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state. The remaining slides display the checklist screens for the remaining processes.

Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency.

Notice of Departure – When an offender has made arrangements to depart from the receiving state you will need to use this process.

Notice of Arrival – This process will allow you to make notification that an arrival of an offender has taken place and they have reported as requested.

Overview of Remaining Processes (Cont’d)
Progress Report - This process allows you to annotate the offender’s progress as requested or on an annual basis.

Case Closure Notice – This will allow you to close a compact case.

Compact Action Request – Compact Action Request is utilized for all correspondence in ICOTS. Users should not each other directly. Compact Action Request Reply – Compact Action Request Reply is used to respond to a Compact Action Request that has been submitted by one state who is requesting some sort of action from another state. Case Note - A Case Note is utilized for all notations which need to be made to a Compact Case. Explain: Each of these processes provide the user with the standard description/attachment construct. Compact Action Request and Reply generate notifications; Case Notes do not Case notes are assigned to the offender, not to the user. Any user in the system can view case notes.

ICOTS provides two main types of searches: Offender Search
Searching ICOTS provides two main types of searches: Offender Search Retrieves specific offender for review, edit or action Compact Workload Search Provides a list of all pending activities for a user Offender Search – The tool used to load the offender profile Compact Workload – This search retrieves a “to-do” list for the user. It will list all pending and not yet completed activites

Offender Profile Searching You can search for offenders. Explain:
any information that is entered is saved so that you can create a new offender if they are not listed in the system. The Offender Profile interface will be described in depth later in the presentation.

Searching Talking Points:
If you don’t see the offender that you are searching for then you can create a new offender

Update and view information
Offenders Tab Update and view information Add Address Add Employment Manage Demographics Add SSN’s Add DOB’s Add Alias’s Add State ID #’s Add Additional Photos DOC Field Services – added slide

Compact Workload Searching
Depending on your user role, you can see offenders that might be assigned to others in your department. The Compact Workload provides a variety of searching options so that it is flexible enough to narrow your caseload to exactly the cases you wish to view.

Important Resource that Contains:
Compact Workload Tab Important Resource that Contains: Action Needed Partially Completed Actions Status of Submitted Actions DOC Field Services – added slide

Offender Profile Overview
Explain: Offender Profile can be used to view any information that has been entered into ICOTS on an offender. Offender information can also be edited through the profile (new addresses, aliases, identifying numbers, employments, etc. ) You can also initiate new actions from the offender profile.

Offender Profile Overview
The Offender Profile will allow you to view and edit information about an offender. Address information Means of Support/Employment Information Identifying Information (Aliases, DOBs, SSNs, photographs, etc.) DOC Field Services – modified slide

Reports Summary Reports (Demographic, Crime & Offense Information)
Accepted Offender Transfers Cases Processed Total Active Offenders Summary Reasons Summary Summary by Crime Offender Demographics Action Required Reports Overdue Replies to Transfer Requests (45 Day Rule) Overdue Transfer Requests (15 Days after Reporting Instructions) Overdue Reply to RFRI for Offender Living in the Receiving State at Time of Sentencing (2 Business Day Rule) Overdue Progress Reports Overdue Case Closure Overdue Replies to Violation Reports (10 Business Days) Overdue Transfer Requests after Expedited Reporting Instructions Approved MN DOC NOTE: At this time, these reports are intended for use by MN Interstate Compact Unit. Examples of standard reports….

You may need to print, file, or document certain forms.
These forms can be generated from the ICOTS system.

Passwords – 20 minute window Attachments – 1 megabyte limit
Points to Remember Passwords – 20 minute window Attachments – 1 megabyte limit Cutting and Pasting where possible Special Conditions Restructures and other forms? DOC Field Services – added slide

Users – Manage Account – On Vacation? Change Supervisor
Users and Help Tabs Users – Manage Account – On Vacation? Change Supervisor Help – List of Interstate Compact Rules DOC Field Services – added slide

With ICOTS, you can: Summary
Complete Transfer documentation either as the sending or receiving state. Report on offender status and progress. Make notification of arrivals and departures. Report and track violations. Make Case Notes. You should summarize all the various functions and open the floor for additional questions. Make sure you include, either in your statements or in the discussion, that ICOTS will allow you to perform all functions related to offenders moving between states. It will also allow you to suspend action and take it up at a later time. Also very important: Various actions and processes must be complete before they can be submitted. The ICOTS program will prompt you for information if it is needed or if you answer other questions in certain ways. This is done to assure that the processes are completed per rule and are complete. This will make the process move faster over all since there will be less back and forth between states.

MN DOC Field Services Implementation Plan – handout
Where do we go from here? MN DOC Field Services Implementation Plan – handout Training In the District ICOTS User Form Live Date 10/6/08 Re-submit pending outgoing requests DOC Field Services – added slide

Assessment 1. You (agent) receive an from ICOTS stating a transfer request has been assigned to you. After logging into ICOTS, what tab do you click on to locate the request? A. Users B. Assistants C. Compact Workload D. Offenders DOC Field Services – added slide

Assessment True or False 2. Before a transfer request can be submitted to another state, it will be reviewed by the supervisor and Interstate Compact Office. DOC Field Services – added slide

3. The username for ICOTS will be:
Assessment 3. The username for ICOTS will be: A. The user’s first initial and last name B. The user’s favorite food C. The user’s address D. The user’s first car DOC Field Services – added slide

4. The password will be: A. Fed Ex’d by 10/3/08 B. Sent via e-mail
Assessment 4. The password will be: A. Fed Ex’d by 10/3/08 B. Sent via C. Picked by the user D. First B and then C DOC Field Services – added slide

Assessment 5. When a new password is ed to the user, the user can log in to ICOTS with the new password: A. Within a week and then change the password. B. Within 60 days and then change the password. C. Within 20 minutes and then change the password. DOC Field Services – added slide

Assessment 6. If a password window of 20 minutes expires before the user can log in, the user must: A. Write a 5-page essay on why they will not wait 20 minutes again. B. Sign away their firstborn child for a new password. C. Try to log in with the old password. D. Go to the website, click link for a new password to be ed again. DOC Field Services – added slide

7. How long does an agent have to complete a transfer request reply?
Assessment 7. How long does an agent have to complete a transfer request reply? A. 60 days from date of receipt B. 60 days from date submitted by sending state C. 45 days from date of receipt D. 45 days from date submitted by sending state DOC Field Services – added slide

Assessment 8. For processing a transfer request, why wait to download the application until the last steps? A. So all information is filled in on the application before the offender signs. B. It isn’t downloaded at the end. DOC Field Services – added slide

Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008 The ICOTS application is offered by the Interstate.

Similar presentations

Presentation on theme: "Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008 The ICOTS application is offered by the Interstate."— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008 The ICOTS application is offered by the Interstate.

Similar presentations

Presentation on theme: "Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008 The ICOTS application is offered by the Interstate."— Presentation transcript:

Similar presentations

About project

Feedback