Proposal to modify/enhance ICOTS application:

Update Rejected Case Notifications

Proposed by: Technology Committee (via VA)
Enhancement No: ER_2020_06_UpdateRejectedCaseNotifications_Technology

Users Impacted:

PO (Field User), Supervisor, Compact Office, State Administrator

Statement of Need:

Requires attention notification is misleading/incorrect:
"Case for [Sending State] offender [name and number] requires attention" FOLLOW-UP ICOTS notification reads,
"This e-mail is a reminder that the case for John Doe (1234567) has been denied and the case requires attention or must be withdrawn." In addition to this being sent when a Transfer has actually been denied after RIs were approved, it is also sent when Reporting Instructions have been denied, no Notice of Departure sent, and a Transfer Request is still pending thus causing confusion and giving incorrect information that a case has been denied when it hasn't and that it requires attention when it doesn't.
This notification should be more specific to cover all scenarios. It should read,

"This e-mail is a reminder that the case for John Doe (1234567) requires attention due to a denied Request for Reporting Instructions or rejected Transfer Request.  Review the ICOTS Profile to determine whether the case should be withdrawn, a new Request for Reporting Instructions or Transfer Request should be transmitted or to confirm the case is awaiting a Transfer Reply from the receiving state. As a reminder, ensure the offender is only in the receiving state in compliance with Compact rules. Contact your Compact Office for assistance or clarification on rules or procedures." 

Current Practices:

Users are often confused, concerned and take inappropriate actions when hearing the case has been rejected but the transfer is actually still pending and there is no Notice of Departure.

The following information is drafted by the Technology Committee

Justification of Enhancement Priority:

Provide more clarification, less confusion and less contacts to Compact Offices to explain why they are being told a case has been rejected when it hasn't been.

Region/Committee action:

Technology Committee April 20, 2020: The committee reviewed ER-2020-06 Update Reject Case Notifications enhancement submitted by the Technology Committee (via DCA J. Lohman) with consideration of suggested changes by the national office to ensure the email is specific rather than generic.

The committee discussed adding a link to the directory as proposed by the national office.  DCA M. Billinger (KS) and DCA J. Lohman (VA) expressed their concerns that users would try to reach out to other states if they had a link to the directory. Both DCAs were against providing the link.

Commissioner M. Pevey (WA) moved to approve and refer enhancement proposal ER-2020-06 Update Reject Case Notifications to posting for comments as amended. Commissioner J. Lopez (WI) seconded. Motion passed.

Technology Committee July 14, 2020: There were no comments submitted for ER_2020_06 Update Rejected Case Notifications enhancement.

Commissioner M. Pevey (WA) moved to approve ER_2020_06 Update Rejected Case Notifications enhancement as written for full Commission vote at the 2020 ABM. Commissioner J. Lopez (WI) seconded. Motion passed.

Impact on Other ICOTS Processes:

No impact.

Impact to External Data:

No impact.

Development Cost:

$1,170

Functional Specifications Drafted by National Office:

Modify the body text on the Requires Attention notification body text to read: “This e-mail is a reminder that the case for <Offender Name> (<Offender ID>) requires attention due to a denied Request for Reporting Instructions or rejected Transfer Request. Review the ICOTS Profile to determine whether the case should be withdrawn, a new Request for Reporting Instructions or Transfer Request should be transmitted or to confirm the case is awaiting a Transfer Reply from the receiving state. As a reminder, ensure the offender is only in the receiving state in compliance with Compact rules. Contact your Compact Office for assistance or clarification on rules or procedures."

Stop transmitting this notification when Case Status = Accepted and the RFRI-Reply has been denied. It should only be transmitted when the Case Status is Pending.