On Wednesday, June 27, 2018 two new enhancements were launched in ICOTS. One enhancement adds completely new functionality to ICOTS, while the other provides improved user experience.
This is the eighth and final enhancement release to take place during FY 2018.
The descriptions of each change are as follows:
1.) Create a more system-driven process for subsequent state transfers - Currently, the process for subsequent state transfers consists only of triggering a specialized compact action request (CAR).
Request for Reporting Instructions
The first change is a radio button when creating an RFRI from the Assistants tab. The option for "an offender under supervision in the receiving state who wishes to transfer to a subsequent state" is now listed.
When the user selects the receiving state, only those cases between the sending state and selected receiving state will be displayed to choose from.
The new RFRI and compact case will already have the offender demographic, victim sensitive details, sex offender registration info, and criminal case information pre-populated from the current case.
When creating a transfer request from the Assistants tab, the list options now contains "for an offender under supervision in the receiving state who wishes to transfer to a subsequent state". After selecting that option, the user will be asked to which state does the offender wish to transfer, which creates the new receiving state on the subsequent compact case. The user is not prompt for which state the offender is currently in.
The list of cases shown on the next screen will include all those assigned to the user that do not have the selected state as the receiving state.
The new transfer request and compact case will already have the offender demographic, victim sensitive details, sex offender registration info, and criminal case information pre-populated from the current case.
The sending state user now has the option to select "Subsequent State Transfer" from the drop down menu associated with a compact case. Making this selection will give the user the option to either create a new RFRI or transfer request activity.
After selecting either activity and clicking 'Create', the user will then be asked to choose a new receiving state for the subsequent transfer.
2.) Encourage case withdrawal or re-submission for rejected transfer requests - Currently the sending state PO has to remember to withdraw their compact case, and often fails to do so.
Denied Reply to Transfer Request
The first change is to the email notification regarding the denial of a reply to transfer request (or the withdrawal of an approved reply to transfer request). The new message body reads as follows:
"This email is a notification that response to a Reply to Transfer Request for <Offender Name> (<Offender ID>) has been submitted and that the request has been denied. A new Transfer Request must be submitted or the compact case must be withdrawn. Please log into ICOTS for more information."
Denied Reply to Request for Reporting Instructions
The second change is to the email notification regarding the denial of a reply to a request for reporting instructions (or the withdrawal of an approved reply to request for reporting instructions). The new message body reads as follows:
"This email is a notification that a response to a Reply to Request for Reporting Instructions for <Offender Name> (<Offender ID>) has been submitted and that the request has been denied. A Transfer request must be approved before the offender can proceed to the receiving state or a new RFRI may be submitted. If no additional TREQ or RFRI will be submitted the case must be withdrawn. Please log into ICOTS for more information."
Obligation to Take Action on Rejected Case
The third change is a new email notification sent to the associated sending state users in the compact workflow sent every 30 days if the compact case has not been withdrawn or a new RFRI or transfer request has not been submitted. The email reads as follows:
"Subject: The case for <Offender Name> (<Offender ID>) requires attention
Body: This e-mail is a reminder that the case for <Offender Name>
(<Offender ID>) has been denied and the case requires attention or must be withdrawn."
Compact Workload Search Results
The final change is the addition of a new column in the compact workload search results. The compact case status is now displayed with the other fields. The 'Status' column can also be sorted alphabetically so it's easy to identify which cases are currently in rejected status.