interstate compact offender tracking system end-user training for doc field services sept-oct, 2008

Interstate Compact Offender Tracking System

End-User Training for

DOC Field ServicesSept-Oct, 2008

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)

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Introduction

Interstate and Using ICOTS

Minnesota Compact Unit processes 75-90 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 36Center City 57Detroit Lakes 60Grand Rapids 24Moorhead 186St. Cloud 38ISR 7 (North/South)

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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

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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

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SENT TO• North Dakota 189• Wisconsin 128• Iowa 86• South Dakota 37• Texas 34• Illinois 28• Washington 11• California 10• Missouri and

Michigan 9

Video….

• Video - Overview

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What is 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

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.

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.

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

Accessing ICOTS

Logging in…

MN DOC NOTE: Username will be agent’s e-mail address. If he/she forgets password, click here…a new password will be e-mailed to the user and there will be a 20 minute window to log in with new password.

Common ICOTS Tools

Dropdown Menu

Add multiple values (DOB, SSN, AKA)

Remove an added value

Select a date

Item has been saved

Common ICOTS Tools

Generates an ICAOS Form

Deletes the current selected activity

Attached document

Required field

Radio button

Common ICOTS Tools

• Adding an Attachment

– If you upload an attachment you MUST enter a description

MN DOC NOTE: 1 megabyte limit per attachment.

Main Portal Flow Page

All processes can be initiated and continued once you login

VIDEO

• Video-Transfer Request Assistant

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ICOTS-How will this affect me?

• Outgoing Transfer Request

• Handout– Supervisor– Agent

• Bifurcated States – a possible twist

– Support Staff

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Transfer

• Initiating a Transfer Request

Transfer

Transfer

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

Transfer

Transfer

Transfer

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.

Transfer

Transfer

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.

Transfer

Transfer

MN DOC NOTE: When all steps are completed, preview and print to give to OASI for entry into CSTS.

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

• Video-Transfer Request Reply

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ICOTS – How will this affect me?

• Incoming Transfer Reply Assistant

• Handout – Incoming Interstate Transfer– Supervisor– Agent– Support Staff

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Transfer Request Reply

• Transfer Request Reply

• You will be given a choice of which offenders for which you would like to initiate a request.

Transfer Request Reply

Transfer Request Reply

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.

Transfer Request Reply

Transfer Request Reply

Transfer Request Reply

Transfer Request Reply

Transfer Request Reply

Transfer Request Reply

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.

Transfer Reply – what next?

Departure Notice submitted by sending state.

Upon arrival, agent completes Arrival Notice process.

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Offender Violation

• Video-Offender Violation

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Violation Report

• Violation Report

• You will be given a choice of which offenders for which you would like to initiate a violation report.

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

Violation Report

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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.

Violation Report

Offender Violation Response

• Video – Offender Violation Response

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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

Response to Violation Report

Overview of Remaining Processes

• Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state.

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.

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.

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.

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.

Overview of Remaining Processes (Cont’d)

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

Overview of Remaining Processes (Cont’d)

• Compact Action Request – Compact Action Request is utilized for all correspondence in ICOTS. Users should not email 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.

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

Searching

• Offender Profile – You can search for offenders.

Searching

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

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Searching

Compact Workload– Depending on your user role, you can see offenders that

might be assigned to others in your department.

Compact Workload Tab

• Important Resource that Contains:– Action Needed– Partially Completed Actions– Status of Submitted Actions

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Offender Profile Overview

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.)

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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.

Forms

• You may need to print, file, or document certain forms.

• These forms can be generated from the ICOTS system.

Points to Remember

• Passwords – 20 minute window

• Attachments – 1 megabyte limit

• Cutting and Pasting where possible– Special Conditions

• Restructures and other forms?

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Users and Help Tabs

• Users – Manage Account – On Vacation?

• Change Supervisor

• Help – List of Interstate Compact Rules

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Summary

With ICOTS, you can:• 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.

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

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Assessment

• 1. You (agent) receive an e-mail 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. Offenders

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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.

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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 e-mail address

D. The user’s first car

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Assessment

• 4. The password will be:A. Fed Ex’d by 10/3/08

B. Sent via e-mail

C. Picked by the user

D. First B and then C

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Assessment

• 5. When a new password is e-mailed 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.

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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 e-mailed again.DOC Field Services – added slide

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

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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.

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