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:
1 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.
2 Name? District? How Long with the DOC? IntroductionName? 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
3 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
4 Existing for Northern Region (as of 7/31/08) Transferred Out (Excludes Supv Release)Bemidji 22Center City 62Detroit Lakes 86Grand Rapids 24Moorhead 182St. Cloud 46Transferred InBemidji 36Center City 57Detroit Lakes 60Grand Rapids 24Moorhead 186St. Cloud 38ISR 7 (North/South)DOC Field Services – added slide
5 Existing for Southern Region (as of 7/31/08) Transferred Out(Excludes Supv Rel)Albert Lea 59Chaska 57Litchfield 31Mankato 55Marshall 48Winona 129Transferred InAlbert Lea 41Chaska 55Litchfield 41Mankato 31Marshall 37Winona 96DOC Field Services – added slide
6 RECEIVED FROM North Dakota 236 Wisconsin 159 South Dakota 52 Texas 43 TOP TENRECEIVED FROMNorth Dakota 236Wisconsin 159South Dakota 52Texas 43Iowa 38Colorado 21Missouri 19Montana 15Florida 14Idaho 10SENT TONorth Dakota 189Wisconsin 128Iowa 86South Dakota 37Texas 34Illinois 28Washington 11California 10Missouri and Michigan 9DOC Field Services – added slide
7 Video….Video - OverviewMN DOC Field Services – added slide
9 Process FlowThe 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
11 WorkflowICOTS provides a managed workflow that controls the flow of informationUser 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 systemPO 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.
12 Compact Office & PO Supervisors WorkflowPOsCreate compact activitiesSupervise offendersCompact Office & PO SupervisorsReview and approve informationHave the ability to reassign cases from officer to officerThere is no way for managed data to leave the state without Compact Office approvalTalking Points:PO Supervisor is somewhat of a misnomer, only reviews ICOTS tasks.
13 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 administratorBriefly 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…
14 Common ICOTS ToolsDropdown Menu Add multiple values (DOB, SSN, AKA) Remove an added value Select a date Item has been savedTalking Points:There are several icons and tools that users will observe in ICOTS. Briefly mention each of the listed items.
15 Common ICOTS ToolsGenerates an ICAOS Form Deletes the current selected activity Attached document Required field Radio buttonPreview button – when a user clicks on the “Preview” button the system will generate the information on the current process into a standard ICAOS for printingDelete 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.
16 Adding an Attachment Common ICOTS Tools If you upload an attachment you MUST enter a descriptionTalking 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.
17 Main Portal Flow PageAll processes can be initiated and continued once you loginDemonstration 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 ReplyCase Note -
18 Video-Transfer Request Assistant DOC Field Services – added slide
19 ICOTS-How will this affect me? Outgoing Transfer RequestHandoutSupervisorAgentBifurcated States – a possible twistSupport StaffDOC Field Services – added slide
20 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.
21 TransferExplain:“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
22 TransferExplain: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.
23 TransferExplain:How the response to the question drives the next prompt
24 TransferExplain:How the response to the question drives the next promptSystem helps to enforce the ICAOS rules by directing the user – Relationship Type dropdownEmployment OR Means of Support, not both.
25 TransferExplain:How the response to the question drives the next promptClick on the select button to display the NCIC Code selection tool
26 TransferExplain:How the NCIC dropdowns work – each dropdown further narrows your options of codesOr you can enter the NCIC code directlyDOC 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.
27 TransferMN 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”
28 TransferExplain: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.
29 TransferExplain :If the offender is identified as a sex offender the user must provide additional details.
30 TransferMN 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 requiredAutomatically resizes the imageOnly accepts png, jpg, gif, and tif file types
31 TransferExplain:The common construct that is seen on the remaining screens.Yes/No QuestionIf yes, description/attachment construct
32 TransferMN 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
33 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
34 Video-Transfer Request Reply DOC Field Services – added slide
35 ICOTS – How will this affect me? Incoming Transfer Reply AssistantHandout – Incoming Interstate TransferSupervisorAgentSupport StaffDOC Field Services – added slide
36 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.
37 Transfer Request Reply Explain :Select a Transfer Request to reply to.Columns are sortableOnly displays cases that have been assigned to you.
38 Transfer Request Reply Explain :Confirms that you have the correct offender.
39 Transfer Request Reply 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 RequestNot all items require action, just the ones with the checkboxes-- items are for informational purposes
40 Transfer Request Reply Explain : All review items are displayed in a fixed table
41 Transfer Request Reply 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.
42 Transfer Request Reply Explain :DOB will also be collected for others in the home.You can add multiple people to this list.
43 Transfer Request Reply Explain :Works the same as it does on the Transfer Request
44 Transfer Request Reply Explain :The condition that you cannot comply with is highlighted in yellow.
45 Transfer Request Reply Explain :Your choice will determine the following prompts.IF accepted then either issues reporting instructions or refers to previously issued reporting instructionsIF rejected then request an explanation
46 Transfer Request Reply 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.
47 Transfer Reply – what next? Departure Notice submitted by sending state.Upon arrival, agent completes Arrival Notice process.DOC Field Services – added slide
48 Video-Offender Violation DOC Field Services – added slide
49 Violation ReportViolation ReportYou 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.
50 Violation Report Explain: Select a case that has either an approved set of Reporting Instructions or an accepted Transfer Request
51 Violation ReportThe 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.
52 Violation Report Explain: You must verify their residence and update if more accurate information is available.
53 Violation Report Explain: You must verify their offender’s employment and update if more accurate information is available.
54 Violation Report Explain: Information must be provided regarding a violation including: new arrest, new convictions, custody status, absconsion, etc.
55 Violation Report Explain: 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
56 Violation ReportExplain:Enter details regarding last contact
57 Violation Report Explain: Any information regarding the violation can be entered on this screen.
58 Violation Report Explain: If there is any supporting documentation about the violation you can include them by uploading any attachments.
59 Violation Report Explain: You can provide any details about the offender’s custody status.
60 Violation ReportExplain: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
61 Violation Report Explain: Once all items have been resolved you can now submit the Violation Report
62 Offender Violation Response Video – Offender Violation ResponseDOC Field Services – added slide
63 Response to Violation Report Response to Violation Report – Allows you to respond to an Offender Violation ReportYou 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 ReportYou will be given a choice of which offenders with violation reports for which you would like to initiate a response.
64 Response to Violation Report 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
65 Response to Violation Report Explain:The user has the ability to select one response or a combination of responses depending on the details of the situation.
66 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.
67 Overview of Remaining Processes Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency.
68 Overview of Remaining Processes Notice of Departure – When an offender has made arrangements to depart from the receiving state you will need to use this process.
69 Overview of Remaining Processes 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.
70 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.
71 Overview of Remaining Processes (Cont’d) Case Closure Notice – This will allow you to close a compact case.
72 Overview of Remaining Processes (Cont’d) 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 notCase notes are assigned to the offender, not to the user. Any user in the system can view case notes.
73 ICOTS provides two main types of searches: Offender Search SearchingICOTS provides two main types of searches:Offender SearchRetrieves specific offender for review, edit or actionCompact Workload SearchProvides a list of all pending activities for a userOffender Search –The tool used to load the offender profileCompact Workload –This search retrieves a “to-do” list for the user. It will list all pending and not yet completed activites
74 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.
75 Searching Talking Points: If you don’t see the offender that you are searching for then you can create a new offender
76 Update and view information Offenders TabUpdate and view informationAdd AddressAdd EmploymentManage DemographicsAdd SSN’sAdd DOB’sAdd Alias’sAdd State ID #’sAdd Additional PhotosDOC Field Services – added slide
77 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.
78 Important Resource that Contains: Compact Workload TabImportant Resource that Contains:Action NeededPartially Completed ActionsStatus of Submitted ActionsDOC Field Services – added slide
79 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.
80 Offender Profile Overview The Offender Profile will allow you to view and edit information about an offender.Address informationMeans of Support/Employment InformationIdentifying Information (Aliases, DOBs, SSNs, photographs, etc.)DOC Field Services – modified slide
81 Reports Summary Reports (Demographic, Crime & Offense Information) Accepted Offender TransfersCases ProcessedTotal Active Offenders SummaryReasons SummarySummary by CrimeOffender DemographicsAction Required ReportsOverdue 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 ReportsOverdue Case ClosureOverdue Replies to Violation Reports (10 Business Days)Overdue Transfer Requests after Expedited Reporting Instructions ApprovedMN DOC NOTE: At this time, these reports are intended for use by MN Interstate Compact Unit.Examples of standard reports….
82 You may need to print, file, or document certain forms. These forms can be generated from the ICOTS system.
83 Passwords – 20 minute window Attachments – 1 megabyte limit Points to RememberPasswords – 20 minute windowAttachments – 1 megabyte limitCutting and Pasting where possibleSpecial ConditionsRestructures and other forms?DOC Field Services – added slide
84 Users – Manage Account – On Vacation? Change Supervisor Users and Help TabsUsers – Manage Account – On Vacation?Change SupervisorHelp – List of Interstate Compact RulesDOC Field Services – added slide
85 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.
86 MN DOC Field Services Implementation Plan – handout Where do we go from here?MN DOC Field Services Implementation Plan – handoutTraining In the DistrictICOTS User FormLive Date 10/6/08Re-submit pending outgoing requestsDOC Field Services – added slide
87 Assessment1. 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. UsersB. AssistantsC. Compact WorkloadD. OffendersDOC Field Services – added slide
88 AssessmentTrueorFalse2. 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
89 3. The username for ICOTS will be: Assessment3. The username for ICOTS will be:A. The user’s first initial and last nameB. The user’s favorite foodC. The user’s addressD. The user’s first carDOC Field Services – added slide
90 4. The password will be: A. Fed Ex’d by 10/3/08 B. Sent via e-mail Assessment4. The password will be:A. Fed Ex’d by 10/3/08B. Sent viaC. Picked by the userD. First B and then CDOC Field Services – added slide
91 Assessment5. 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
92 Assessment6. 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
93 7. How long does an agent have to complete a transfer request reply? Assessment7. How long does an agent have to complete a transfer request reply?A. 60 days from date of receiptB. 60 days from date submitted by sending stateC. 45 days from date of receiptD. 45 days from date submitted by sending stateDOC Field Services – added slide
94 Assessment8. 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