interstate compact offender tracking system end-user training

Interstate Compact Offender Tracking System

End-User Training

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

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

Accessing ICOTS

Logging in…

Main Portal Flow Page

All processes can be initiated and previously initiated processes can be continued once you login

Common ICOTS Tools

• Adding an Attachment

– If you upload an attachment you MUST enter a description

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

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.

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

Searching

ICOTS provides two main types of searches:

• Offender Search– Retrieves specific offender

• Compact Workload Search– Provides a list of all active cases and pending

activities for a user

Searching

• Offender Profile – You can search for offenders.

Searching

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

might be assigned to others in your department.

Transfer

• Initiating a Transfer Request

Demo

Transfer Request Reply

• Transfer Request Reply

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

Violations

Violation Functions

Violations

• Response to Violation Report – Allows you to respond to an Offender Violation

Overview of Remaining Processes

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

Overview of Remaining Processes

• Request for Reporting Instructions Reply – This will allow you to respond to a Request for Reporting Instructions.

Overview of Remaining Processes

• Notice of Departure – This process will allow you to notify a state when an offender has made arrangements to depart.

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 the offender has reported as instructed.

Overview of Remaining Processes (Cont’d)

• Progress Report - This process allows you to document the offender’s progress on an as requested or annual basis.

Overview of Remaining Processes (Cont’d)

Case Closure Notice – This process is used to notify that a case is being closed.

Overview of Remaining Processes (Cont’d)

• Compact Action Request – This is a free form transaction that will allow you to request or notify another state of any action that is not addressed by a specifically named compact process.

• Compact Action Request Reply – Compact Action Request Reply is used to respond to a Compact Action Request if a reply is required.

• Case Note - A Case Note is utilized for all notations which need to be made to a Compact Case.

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.)

• New compact processes can also be initiated from the Offender Profile. – Transfer requests– Violation reports

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

Forms

• Forms may be generated from the ICOTS system.– Available for

• Print• Save

Summary

With ICOTS, you can:• Complete Transfer documentation either as the

sending or receiving state.• Report on offender status.• Make notification of arrivals and departures.• Report and track violations.• Make Case Notes.