Compact Office Staff Training February 2018

Training Agenda FY2018 ICOTS Enhancements Update (Release #3) New Electronic Privacy Policy and End User Agreement New attachments for Case Closure Notice New denial explanation added to email notifications for ‘Invalid Case Closure Replies’ User Admin/Compact Staff Role Reminders Release #4 Enhancements/Tentative date New Dashboard Report Added for Transfer Reply Due Dates

FY 2018 ICOTS Enhancements More Attachments / VREP & CCN (Attachment sections for RFRI, TREQ, CCN) General Offender Profile (“Tolled” functionality + “CONFIDENTIAL RECORD” indicator) Workflow Control (Comments as case notes, case note notifications + restrict duplicate activities) New Processes (Subsequent State Transfer, Rejected Cases & Online End User Agreement) TREQ and RFRI Changes (Move application to end of list, Counts for NCIC offenses, text field for gang “other”) Release rank does not determine when enhancements will be put into production. Explain new process of smaller releases and ind enhancements going into PREP

New Electronic Privacy Policy /End User Agreement LAUNCH DATE: February 15, 2018!! Launch to ICOTS-February 15, 2018

No more Paper Agreements Required! States are still responsible for training users PRIOR to creating/activating an ICOTS account! ICAOS Rules ICOTS Procedures Privacy Policy Updated PP Ondemand Module! Launch to ICOTS-February 15, 2018

Expect Emails!! Email notifications sent to ICOTS Compact Office Designee EVERY user logging in on or after February 15th MUST electronically sign the agreement! ALL emails from ICOTS come from same email address. Setting up rules? Use subject line Xavier sent list Feb 8, will share at the end of session Expect a lot of emails https://support.interstatecompact.org/hc/en-us/articles/360000299168-Code-Release-33-2-0-ICOTS-Enhancements-2-15-18

NEW Case Closure Attachments Sentencing documents when closing for new sentence, death verification, etc. Launch to ICOTS-February 15, 2018

NEW ‘Invalid’ explanation added to Case Closure Reply Email Know why denied without having to log in Launch to ICOTS-February 15, 2018

Next Enhancements Coming Soon! New Violation Response added for ‘unavailable’ offenders “When advised that the offender is available for retaking, we will request/issue a warrant” Case Notes to generate email notifications New Confidential record indicator for offenders excluded from PWP Plan of Supervision tab of Offender’s profile to include ’financial obligation’ information These are user experience so we likely won’t schedule a formal training like this, but look for the announcement from National Office AND in the support site Tentative Launch to ICOTS-Late Feb/Early March 2018

Helpdesk Reminder! National Office is level 2/3 support to STATE Admins/Compact Office Staff ONLY End Users, login, browser, website access and email routing issues should be addressed locally 1st launched in 2008 only 1 -2 designated people could contact as we have a small staff and NO ONE full time for. Gotten a little lax over the years as technology improved so just want to remind that NO does not have staff to support the 30k active users, states must ensure users know where to get assistance. Over 90% of our tickets are not from those who should be contacting our office. Directory on our website https://www.interstatecompact.org/icots-directory-search

User Admin Reminder! States must AUDIT users regularly! DCA’s it’s YOUR NAME on the ICOTS forms! Do you know who is designated to transmit on your behalf? Ensure User Roles are appropriate & individually is TRAINED on their ICOTS Role! Admin & Compact Office Roles should be LIMITED! Per Privacy policy, states should have guidelines established for user admin Reviewing training issues for ABM and with ICOTS in general, a few states have a LOT of Compact staff and admins that flags concern. Quick glance this morning, several states have 10+ admins, one state had 54 compact staff. That is concerning as these roles should not be given to those who’s responsibilities don’t fit or it they were not trained to understand the impact of their actions in ICOTS.

State to State ‘Send Back’ is Bad for Business! NOT to be used to challenge/request withdraw DOES NOT remove obligation to respond but DOES remove your ability to respond IS NOT a time saver Causes CONFUSION & unnecessary workflow Compact staff’s button of choice, but isn’t going to address the issue at hand in most cases or long term if there’s a review issue of activities coming out of a particular state. Plus doing this makes a lot of our reports inaccurate and ICOTS was not designed to be a communication tool state to state. Sending back DOES affect compliance reports!

Need Clarification from other state? Use the TOOLS!! CAR’s/Addendums(OVR) Minor clarifications Clerical error that can be addressed quickly Request for Withdraw Substantial issues Transmitted in error/Not appropriate use of activity A call/email to DCA is MORE EFFECTIVE to address deficiency in another state’s review processes! For TREQ’s and other activities, use CARs associated with activities. States sending unverified or incomplete information/documentation is really a compliance issue.

NEW Transfer Reply DUE DATE report Assistant document updated and new article on ICAOS Support https://www.interstatecompact.org/icaos- dashboards Help: https://support.interstatecompact.org/hc/e n-us/categories/203550447-Reports PUBLISHED!!-February 5, 2018

11/12/2018 Questions