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Interstate Commission for Adult Offender Supervision | Ensuring Public Safety for the 21st Century

• First 5 ICOTS Enhancements of FY 2019

On March 6, 2019, 5 new enhancements and 1 bug fix were launched in ICOTS. This is the first of several enhancement releases to take place during FY 2019.

* NOTICE * – The first 3 of the 5 enhancements listed below involve new, or updated, email notifications for compact activities. It’s important to note that only Appriss is able to test the notifications on their internal QA system as the ICOTS testing environment (ICOTS PREP) does not allow for email notification testing. We anticipate 1 or more of these 3 enhancements may possibly launch with a small bug. Appriss will be ready to address any that are reported as quickly as possible. If you experience any with the new release, please report them to the ICOTS Helpdesk.

The description of the changes are as follows:

1.) Add Sending State to Subject and Body of Compact Notifications – The sending state will be listed for the associated compact case and within the body of the email directly before the offender’s name. This clarifies whether an offender is coming into or going from a state.

The text for the email subject and body will appear like this:

From: ICOTS Notification <icots@globalnotifications.com
Sent: Wednesday, February 13, 2019 2:30 PM
To: {Recipient Email Address}
Subject: A Notice of Arrival for {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) was due on 01/30/2019.

This e-mail is a reminder that an Arrival Notice for {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) was due on 01/30/2019 and is now overdue. Please log into ICOTS and complete it, or send a Notification of Failure to Arrive.

____________________________________________________________ 
Offender Name: {Offender First Name} {Offender Last Name} 
DOB: 03/03/1983 
ICOTS Offender #: {Offender_ID} 
ICOTS Case #: {Compact_Case_ID} 
Sending State: {Sending State} 
Receiving State: {Receiving State} 
Supervision Type: Probation 
Special Status: None 
Offender Profile: https://icots.interstatecompact.org/ICOTS/offenders/{Offender_ID}
____________________________________________________________ 
NOTICE: This electronic mail transmission is for the use of the named individual or entity to which it is directed and may contain information that is proprietary and/or confidential. It is not to be transmitted to or received by anyone other than the named addressee (or a person authorized to deliver it to the named addressee). It is not to be copied or forwarded to any unauthorized persons. If you have received this electronic mail transmission in error, delete it from your system immediately without copying or forwarding it, and notify the sender of the error by replying via email, so that our address record can be corrected.

2.) Generate Notifications when Offender Changes Primary Residence – All users associated with a case will receive a notification when an offender’s primary residence changes. Address updates made using the offender profile generate one notification, however if the primary residence was changed using a compact activity, like a Progress Report or Violation Report, the user will receive an additional notification.

The primary residence email will appear like this:

From: ICOTS Notification <icots@globalnotifications.com
Sent: Tuesday, February 19, 2019 2:23 PM
To: {Recipient Email}
Subject: The Primary Residence for {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) has been updated.

This e-mail is is to inform you that {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) has changed their primary residence. Please log into ICOTS for more information.

____________________________________________________________ 
Offender Name: {Offender First Name} {Offender Last Name} 
DOB: 02/20/1979 
ICOTS Offender #: {Offender_ID} 
ICOTS Case #: {Compact_Case_ID}
Sending State: {Sending State} 
Receiving State: {Receiving State} 
Supervision Type: Probation 
Special Status: None 
Offender Profile: https://icots.interstatecompact.org/ICOTS/offenders/{Offender_ID} 
____________________________________________________________ 
NOTICE: This electronic mail transmission is for the use of the named individual or entity to which it is directed and may contain information that is proprietary and/or confidential. It is not to be transmitted to or received by anyone other than the named addressee (or a person authorized to deliver it to the named addressee). It is not to be copied or forwarded to any unauthorized persons. If you have received this electronic mail transmission in error, delete it from your system immediately without copying or forwarding it, and notify the sender of the error by replying via email, so that our address record can be corrected.

3.) Generate Notifications when Notice of Arrival is Due – Upon transmission of a Departure Notice, the assigned user responsible for indicating arrival of the offender in the other state receives an email establishing a ‘due date’ for submission of a Notice of Arrival. The ‘due date’ is the offender’s ‘report date’ (as provided by the same state on the preceding reporting instructions/transfer approval.)

Note: As the ‘due date’ is established by the preceding ‘report date’ or ‘date to report’ and no activity exists to change this element after a reply is sent, the compliance measure for submitting a Notice of Arrival may not be in line with this notification. Therefore this notification should be considered as a management tool. As stated in Rule 3.104-1 offenders are expected to report and arrive in a receiving state no later than 5 business days after departure.

The arrival notice due notification will appear like this:

From: ICOTS Notification <icots@globalnotifications.com
Sent: Saturday, February 16, 2019 6:01 AM
To: {Recipient Email}
Subject: A Notice of Arrival for {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) is due today.

This e-mail is a reminder that an Arrival Notice for {Sending State} offender {Offender First Name} {Offender Last Name} ({Offender_ID}) is due today (02/16/2019). Please log into ICOTS and complete it, or send a Notification of Failure to Arrive.

____________________________________________________________ 
Offender Name: {Offender First Name} {Offender Last Name} 
DOB: 04/15/1999 
ICOTS Offender #: {Offender_ID} 
ICOTS Case #: {Compact_Case_ID} 
Sending State: {Sending State} 
Receiving State: {Receiving State} 
Supervision Type: Probation 
Special Status: None 
Offender Profile: https://icots.qa.appriss.com/ICOTS/offenders/{Offender_ID} 
____________________________________________________________ 
NOTICE: This electronic mail transmission is for the use of the named individual or entity to which it is directed and may contain information that is proprietary and/or confidential. It is not to be transmitted to or received by anyone other than the named addressee (or a person authorized to deliver it to the named addressee). It is not to be copied or forwarded to any unauthorized persons. If you have received this electronic mail transmission in error, delete it from your system immediately without copying or forwarding it, and notify the sender of the error by replying via email, so that our address record can be corrected.

4.) Float Column Headers on Compact Workload, Assistants Tab, and Manage Case Load – Column headers for Compact Workload, the Assistants Tab, and Manage Case Load will float at the top of the page if the results scroll past the bottom. Users can also easily sort each column ascending or descending by clicking on the title of the column.

Compact Workload

Assistants Tab

Manage Case Load

5.) Allow In-Screen Special Status Filtering to Compact Workload Results – A new sorting feature on the Compact Workload will allow for sorting by special status which includes registered sex offender, victim sensitive, or history of assault. The filter is located at the top-right of the compact workload.

Select the special status from the dropdown:

Only those associated cases will then be displayed:

Bug Fix: Add ‘Order Offender to Return to Sending State’ Back to Response Options on RVR – When a bug fix addressing the recommendation and response options on both the OVR and RVR was launched in January, it inadvertently removed the option to "Order Offender to Return to Sending State" from the Violation Response activity in the appropriate circumstances. This release will include a fix for that bug and add the option back to the RVR.