Proposal to modify/enhance ICOTS application:

Add New CAR Specialization for Travel Permits (consider/suggest additional indicators) with Indicator to be included in Email Subject (as described in 05_CommentPreviewinCAREmails_Technology)

Proposed by: Technology Committee (via KS)
Enhancement No: ER_2020_04_NewCARSpecializationTravelPermits_Technology

Users Impacted:

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

Statement of Need:

With rule 3.110, Travel Permits, taking effect on April 1st 2020, receiving state users utilize compact action requests to notify offenders will be traveling to the sending state. Currently, when submitting a compact action request, ICOTS does not have a travel permit specialization option. Adding the travel permit option to the "specialization" drop down menu and adding the "travel permit" language to the ICOTS email notification will allow sending states to sort through ICOTS notification emails and notify victims in a timely manner.

National Office Suggestions: 

• As adding a new selection to the drop down menu for CAR specializations, the Commission should consider other specializations that could be added. 
• As the new drop down choice is a different technical change than the email notifications, the committee should consider including the email language change to ER_2020_05_CommentPreviewinCAREmails_Technology and have ALL specializations provided in the email notifications and previews. 

Current Practices:

Rule 3.110 took effect on April 1st. It is anticipated most users use compact action requests for travel permit notifications. Currently ICOTS users receive a "generic" email notification indicating a compact action request has been submitted. To view the content of the CAR, users have to access ICOTS and open the compact action request. This is problematic with users who have a large case workload as they receive hundreds of notifications on a daily basis.

The following information is drafted by the Technology Committee

Justification of Enhancement Priority:

This enhancement will allow sending states to manage the travel permit compact action requests and victim notifications in a timely manner.

Region/Committee action:

DCA Liaison Committee February 24, 2020: The committee reviewed an enhancement proposal informally submitted by DCA S. Hammond. By adding the travel permit option to the "specialization" drop down menu and adding the "travel permit" language to the ICOTS email notification, sending states would be able to sort through ICOTS notification emails and notify victims in a timely manner.

The committee was in favor of the proposal.

Currently, Iowa does not have an appointed commissioner. DCA M. Billinger (KS) will ask his commissioner to sign on the enhancement.

DCA M. Billinger (KS) inquired about amending the proposal by adding a comment field to CARs.

ICOTS Project Manager X. Donnelly stated it would affect different process and recommended submitting this concept as a separate request.

DCA M. Billinger (KS) serves on the Technology Committee and plans to submit this concept directly to the Technology Committee.

DCA D. Clark (ME) moved to forward IA enhancement request to the Technology Committee for consideration. DCA S. Hammond (IA) seconded. Motion passed.

Technology Committee April 20, 2020: The committee reviewed ER-2020-04 Add New CAR Specialization for Travel Permits with Indicator in Email Subject enhancement submitted by the Technology Committee with support from DCA Liaison Committee (via M. Billinger.)  The committee considered the modifications suggested by national office to include the specialization in email notifications as described in ER-2020-05 and that the Commission should consider and propose additional drop-down options with this proposal during the comment period.

Commissioner J. Lopez (WI) moved to approve and refer enhancement proposal ER-2020-04 Add New CAR Specialization for Travel Permits with Indicator in Email Subject as recommended for all CAR email notifications to posting for comments as presented. Commissioner M. Pevey (WA) seconded. Motion passed.

Technology Committee July 14, 2020: The committee reviewed comments received for ER_2020_04 Add New CAR Specialization for Travel Permits with Indicator to be included in Email Subject enhancement.

DCA J. Lohman (VA) supports this enhancement. She suggested considering other specialization language to add to emails specific to existing specialized CAR: “1) Third state transfer and develop instructions for who and how the third state transfer is initiated as users often think the receiving can submit the TREQ to the subsequent state and sending state users often do not know how to select the specialized Transfer Request that copies case materials over to a new case/transfer; 2) When a progress report is requested, adding language to the email that reminds users to use the progress report already created when the CAR was submitted rather than creating a new one that does not satisfy the deadline for submission.”

ICOTS Project Manager X. Donnelly clarified that any progress report transmitted after one is requested fulfills the requirement created with the specialized CAR, regardless of whether the original progress report was deleted by the sending state user.

Commissioner J. Lopez (WI) moved to approve ER_2020_04 Add New CAR Specialization for Travel Permits with Indicator to be included in Email Subject enhancement as written for full Commission vote at the 2020 ABM. Commissioner D. Blanchard (UT) seconded. Motion passed.

Impact on Other ICOTS Processes:

No impact on rules or process.

Impact to External Data:

None. ‘Specialization’ column is already provided to the compact_action_requests table in data export. This new selection will be added to the existing table.

Development Cost:

$3,480

Functional Specifications Drafted by National Office:

Modify the Specialization Dropdown list on the Action Request screen of the Compact Action Request Builder to add the Specialization: Travel Permits.

Confirm the Specialization Travel Permits is displayed in the Compact Action Reply on the Review Compact Action Request form.