1. Compact Office Staff Training
February 2018

2. 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 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

3. 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

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

5. 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

6. Expect s!!
notifications sent to ICOTS Compact Office Designee
EVERY user logging in on or after February 15th MUST electronically sign the agreement!
ALL s from ICOTS come from same address. Setting up rules? Use subject line
Xavier sent list Feb 8, will share at the end of session
Expect a lot of s

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

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

9. 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 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

10. Helpdesk Reminder!
National Office is level 2/3 support to STATE Admins/Compact Office Staff ONLY
End Users, login, browser, website access and 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

11. 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.

12. 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!

13. 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/ 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.

14. NEW Transfer Reply DUE DATE report
Assistant document updated and new article on ICAOS Support
dashboards
Help: n-us/categories/ Reports
PUBLISHED!!-February 5, 2018

15. 11/12/2018
Questions