Proposal to modify/enhance ICOTS application:

Update Language on CCN Due Notifications

Proposed by: Technology Committee (via DCA Liaison Committee) 

Enhancement No: ER_2020_01_CCNDueNotifications_Technology

Users Impacted:

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

Statement of Need:

Improve the timing and wording of the Case Closure Notice is due/due notification emails so it is clear the receiving state is responsible for submitting the Case Closure Notice on the Supervision End Date or within 10 business days after the Supervision End Date.  Currently, the notice is sent to both the sending state and receiving state POs several times up to 30 days in advance of the supervision end date.  It simply indicates when it is due but says to log into ICOTS and complete it which causes the sending state user to question why they are receiving the instruction to submit a CCN if they aren't supervising the offender.  It also gives the receiving state PO the impression it should be submitted when the notification is received which could be up to 30 days in advance of the supervision end date.  

It is recommended that the body of the CCN due notification be changed as follows:  "This email is a reminder that the supervision end date for John Doe (111111) is currently XX/XX/20XX.    If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile.    If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date."

Current Practices:

The CCN is due/due email notifications often cause sending state users to contact the Compact Office to find out why they are being asked to submit a CCN when they aren't supervising and Compact Offices have to tell them to ignore that request.  These types of notifications cause users to then ignore other ICOTS notifications they receive because they begin to feel ICOTS notifications aren't always applicable or accurate.  In addition, it causes receiving state users to submit CCNs in advance of the supervision end date which is not allowed by Compact rules.  

                                                                                                                        

                                                                                                                         

The following information is drafted by the Technology Committee

Justification of Enhancement Priority:

This correction and clarification of the CCN due notification will reduce the amount of confusion and contacts with the Compact offices as well as the premature creating and ultimate return of CCNs submitted into the workflow in advance of the supervision end date. This will save time and reduce frustration as well as increase the credibility of ICOTS notifications. In addition, adding the guidance directed to the sending state PO will hopefully encourage them to verify cases will be able to close on the expiration date or extend the expiration their state's procedures prior to the SED rather than denying CCNs on or after the SED and asking the receiving state to continue to supervise. 

Region/Committee action:

DCA South Region March 2019: Julie Lohman (DCA Virginia) drafted enhancement request language and sent to DCA Liaison Committee for review and recommendation to Technology Committee.

DCA Liaison Committee May 2019: DCA J. Lohman (VA) presented an ICOTS enhancement request prepared by the Commonwealth of Virginia and the South Region States. The enhancement improves the timing and wording of the Case Closure Notice due notification emails. 

The committee moved to forward the enhancement request proposed by the Commonwealth of Virginia and the South Region States to the Technology Committee for approval. Motion carried.

Technology Committee November 2019: Chair C. Moore (GA) stated that the committee received two enhancement requests from the DCA Liaison committee for review and approval. The first request was to add more specific information to the ICOTS case closure due notifications.

Commissioner D. Blanchard (UT) expressed his support for the proposed concept to clarify Case Closure Notice. He noted that the proposal had no impact on other ICOTS processes.

Training Coordinator M. Spring suggested also adding instructions on how to change the supervision end date (SED), if the date was incorrect.

DCA D. Cobb (MI) agreed with the proposed addition.

ICOTS Project Manager X. Donnelly expressed his support for this enhancement request.

Commissioner D. Blanchard (UT) moved to approve the proposed enhancement request with the addition of instructions on how to change the Supervision End Date. Commissioner B. Jean (NH) seconded. Motion passed. 

Technology Committee July 14, 2020: The committee reviewed the comment received for the ER_2020_01 Update Language on CCN Due Notifications enhancement.

The committee decided to leave the proposal as it was originally written.

Commissioner J. Lopez (WI) moved to approve ER_2020_01 Update Language on CCN Due Notifications enhancement as written for full Commission vote at the 2020 ABM. Commissioner D. Blanchard (UT) seconded. Motion passed.

Impact on Other ICOTS Processes:

None

Impact to External Data:

None

Development Cost:

$2,190

Functional Specifications

Modify the body text on the Case Closure Notice Is Due to read:

This email is a reminder that the supervision end date for <Offender Name> (<Offender ID>) is currently <Supervision End Date>. If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date."

Modify the body text on the Case Closure Notice Is Due Today to read:

This email is a reminder that the supervision end date for <Offender Name> (<Offender ID>) is today (<Supervision End Date>). If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date."

Modify the body text on the Case Closure Notice Was Due to read:

This email is a reminder that the supervision end date for <Offender Name> (<Offender ID>) was due on <Supervision End Date>. If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date."