Proposal to modify/enhance ICOTS application:

Include Preview of the Comment Field and Specialization in CAR Email Body

Proposed by: Technology Committee (via KS)
Enhancement No: ER_2020_05_CommentPreviewinCAREmails_Technology

Users Impacted:

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

Statement of Need:

Currently as multiple compact action requests (CAR) are being submitted, it is important to note that some carry more weight, liability, and concern than others. There are also simple, low priority CAR's being submitted as well. If the email notification showed a preview or sample of the context of the compact action request and specialization then compact office staff and supervision officer users would be able to prioritize CAR's regarding violations, retaking, travel permits, and delay action on CARs such as "clean up" or "OK" responses.

National Office Suggestions:  Include ALL specialization indicators in CAR email notifications as described in ER_2020_04_NewCARSpecializationTravelPermits_Technology (regarding travel permits)

Current Practices:

Currently, compact office staff and users open each compact action request to view what is sent, relating to their caseload.

The following information is drafted by the Technology Committee

Justification of Enhancement Priority:

This was also discussed with the DCA Liaison Committee and received a positive response. This will allow users to focus on high priority items at the time of delivery, and process less impactful requests as time allows. Many users I have spoken to wait and review all CAR's at one time, maybe once a week or less often. Therefore, they are not seeing those high priority requests coming through, and managing all requests the same.

Region/Committee action:

Technology Committee April 20, 2020: The committee reviewed ER-2020-05 Include Preview of the Comment Field and Specialization in CAR Email Body enhancement submitted by the Technology Committee (via DCA M. Billinger) with consideration of suggested changes by the national office to include the specialization of all CAR email notifications.

Commissioner D. Blanchard (UT) moved to approve and refer enhancement proposal ER-2020-05 Include Preview of the Comment Field and Specialization in CAR Email Body to posting for comments as presented. Commissioner B. Jean (NH) seconded.  Motion passed.

Technology Committee July 14, 2020: The committee reviewed comments received for ER_2020_05 Include Preview of the Comment Field and Specialization in CAR Email Body enhancement.

ICOTS Project Manager X. Donnelly clarified that even though enhancement ER_2020_05 goes together with the enhancement ER_2020_04, both enhancements can function separately.

Commissioner D. Blanchard (UT) moved to approve ER_2020_05 Include Preview of the Comment Field and Specialization in CAR Email Body enhancement as written for full Commission vote at the 2020 ABM. Commissioner M. Pevey (WA) seconded. Motion passed.

Impact on Other ICOTS Processes:

Email notification only.  No impact on rules or process.

Impact to External Data:

Add new ‘preview text’ column to the compact_action_requests table provided in data export.  ‘Specialization’ column already provided.

Development Cost:

$6,420

Functional Specifications Drafted by National Office:

Modify the Compact Action Request Notification to read:

Subject: A Compact Action Request for <State> offender <Offender Name> (<Offender ID>) has been submitted (<Specialization>)

Body: This email is a notification that a Compact Action Request for <State> offender <Offender Name> (<Offender ID>) has been submitted. This is regarding <Specialization>. Please log into ICOTS for more information

Preview: <Description text block of the first Attachment on the Compact Action Request>

When the CAR is associated with a Compact Activity, it should read:

Subject: A Compact Action Request for<State> offender <Offender Name> (<Offender ID>) has been submitted (Regarding <Compact Activity Type>)

Body: This email is a notification that a Compact Action Request for <State> offender <Offender Name> (<Offender ID>) has been submitted. This is regarding a(n) <compact Activity Type> transmitted <Compact Activity Transmission Date>. Please log into ICOTS for more information

Preview: <Description text block of the first Attachment on the Compact Action Request>

Description text block should be limited to the first 100 characters.

This text change is only added in the Compact Action Request notification, not the CAR Response.

Modify the Compact Action Request Response Notification to read:

Subject: A Compact Action Request for <State> offender <Offender Name> (<Offender ID>) has been submitted

Body: This email is a notification that a Compact Action Request Response for <State> offender <Offender Name> (<Offender ID>) has been submitted. This is regarding <Specialization>. Please log into ICOTS for more information