STATE REPORTING

FCCC New Clerk Training

May 7, 2014

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Guide to Acronyms

CLERC – Child Support Enforcement System

OBTS – Offender Based Transaction & Criminal

Case Management System

SRS – State Reporting System

MECOM - MEntal COMpetency

TCATS – Traffic Citation Accounting Transmission

System

Statewide Programs

Court Applications

•Criminal

•Civil

•Traffic

•Probate

Criminal (OBTS) Reporting

Your Clerk’s Office Technology

Other Applications

•Recording/Indexing

•Jury

•Child Support (CLERC)

Finance Applications

•Payroll

•Accounts

Receivable/Payable

•General Ledger

Miscellaneous

Applications

•Office Automation

•Web Sites/E-Commerce

Technical

Infrastructure

•PC’s, Servers

•Networks

•Devices CCIS Upload – Case Data

Traffic (TCATS) Reporting

Article V Leg. Reporting

Judicial (SRS) Reporting

FDLE Criminal History

Office of the State Courts

Administrator (OSCA)

Department of Highway Safety

& Motor Vehicles (DHSMV)

Clerk of the Court Operations

Corporation (CCOC)

Comprehensive Case

Information System (CCIS)

Internet Portal

MyFloridaCounty.com (IPAS)

- ECommerce Internet Portal MyFloridaCounty Payments

Child Support State

Disbursement Unit (SDU) Child Support Payments

CLERK’S

CMS

CHILD SUPPORT

State Reporting

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Child Support Reporting

Requirements – DOR Collections

Florida Statutes 61.181

(7) The depository shall provide to the Title IV-D agency the date provided by a payor, as required in s. 61.1301, for each payment received and forwarded to the agency.

(8) On or before July 1, 1994, the depository shall provide information required by this chapter to be transmitted to the Title IV-D agency by on-line electronic transmission pursuant to rules promulgated by the Title IV-D agency.

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Child Support Reporting

Requirements – SDU Reporting

Florida Statutes, § 61.1824, created the State

Disbursement Unit (SDU), a statewide child

support-processing unit, as required by the

Federal government, in an effort to increase

child support collections. The SDU is located in

Tallahassee and is managed by the Florida

Department of Revenue (DOR).

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Child Support Reporting

Requirements – State Case Registry

Florida Statutes 61.1825

(1) The Department of Revenue or its agent shall

operate and maintain a State Case Registry as provided

by 42 U.S.C. s. 654A. The State Case Registry must

contain records for:

(a) Each case in which services are being provided by the

department as the state's Title IV-D agency; and

(b) By October 1, 1998, each support order established or

modified in the state on or after October 1, 1998, in which

services are not being provided by the Title IV-D agency.

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Child Support Reporting

FACC Central Site

Coordinates all External Interfaces

Monitors DOR/SDU/SCR File Transfers

Verifies DOR/SDU/SCR File Transfers

Single Point of Contact for SDU

Child Support Network

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Child Support Reporting

CLERC System Description

Statewide Distributed Application

Maintains All Child Support Cases

Used by all 67 Florida Counties

Maintained and Supported by FACC

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Child Support Reporting

CLERC System Functions

Data Master for SDU – Daily Updates

Verifies SDU receipts for disbursement at the

term level

Supports All Local Court Related Activities

Processes Private Cases - CDU

Supports all SCR/SDU Requirements

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Child Support Reporting

SDU Interface Control Document (ICD)

Documents and Defines all File Layouts between

SDU, FACC Central Site, CLERC and DOR

Includes business rules and field requirements

Maintained by DOR - X

Changes are mutually agreed upon and

implemented by all partners

FACC Central Site

Florida SDU

SDU Receipt File (270)

SDU Receipt Processing

SDU Disbursement Processing $ RECEIPTS $

3:00 PM

DAY 1

County Clerk Local Depository

DOR

CLERC Processing

FLORIDA IV-D Processing

$ RECEIPTS $

SDU Lockbox File

Private Disb. File

$ Pre-94 Private Disbursements $

$ SDU Disbursements $

IV-D Coll. File

OTC File $$

7:30 PM DAY 1

9:00 PM DAY 1

7:00 AM DAY 2

8:00 AM

DAY 2

Day 2

Central Site Processing

IV-D Coll. File

IV-D Disb. File

OTC File $ (950) $

Private Disb. File (305)

IV-D Disb. File (306)

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Child Support Reporting

CLERC System Status

Application Needs to be Updated

FCCC will begin an Requirements Gathering

Analysis During Fiscal Year 2014-2015

FDLE/SRS/MECOM

State Reporting

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Criminal History Reporting

Requirements

Based on 1985 Legislation (amendments to Chapter 943, F.S.) which created the Offender Based Transaction System (OBTS)

Clerk’s OBTS data is used to update the FDLE Computerized Criminal History (CCH) with court disposition information

Information is transmitted electronically to FDLE

Monthly reporting frequency

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Criminal History Reporting

Standards

Criminal Justice Data Dictionary

Defines all data elements and values

Standard across all local OBTS systems

Meets the needs of all agencies

FDLE, OSCA, DJJ, DOC

Criminal History Reporting

Covers Six Phases of a Court Case

Basic Phase

Initial Phase

Prosecutor Phase

Court Phase

Sentence Phase

Post Sentence Phase

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Criminal History Reporting

Clerk Issues – Impact on Local Application

Criminal history reporting has a major impact on

your local OBTS application

FDLE requires an error rate not to exceed 4% for

each file submission

Local OBTS application edits should identify and

allow error correction before transmission to LOGAN

Any changes to the OBTS Data Dictionary will require

changes to your local application ($$)

Criminal History Reporting

What is LOGAN?

Provides three basic functions:

Data Transmission

Edit Data Validation

Reporting and monitoring tools

Website - http://logan.flcjn.net/Joseph/

Unsecured

Secured

Documentation available

Training Guide

Data Element Dictionary

Data Standards

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SRS Reporting

Requirements

Based on State OBTS Legislation and Supreme Court

Administrative Orders

SRS stands for Summary Reporting System

Data is used for the annual certification of judicial need

process

SRS data measures the judicial workload component for

appointments, Legislative and budget issues

Information is transmitted electronically to OSCA

Reporting frequency is typically monthly

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SRS Reporting

Standards

Similar to Criminal History Reporting, the data is

based on the Criminal Justice Data Dictionary

Defines all data elements and values

Standard across all local OBTS systems

OSCA also provides information regarding data

layouts, etc

SRS Forms for Civil/Probate Cases

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SRS Reporting

Clerk Issues

SRS reporting requirements impact all the local

Clerk’s court applications

SRS data may be highly scrutinized because of

its impact on the Judicial Process

SRS Reporting is audited on a regular basis

There may be issues regarding local Clerk data

and how it is interpreted by OSCA

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SRS Reporting

Scoring

Both Filing and Disposition categories are scored

Statute numbers, charge level and degree, filing

dates, etc are needed to properly classify a case

for SRS Reporting

Reporting

Basic statistics about the data processed

List of cases including the field(s) in error and

reason for discrepancy

Clerk’s Office reviews and amends the data as

necessary

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SRS Reporting

www.flcourts.org

SRS Manual

SRS Memoranda

SRS Forms

Frequently Asked Questions (FAQ’s)

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MECOM

MEntal COMpetency is used to restrict the purchase of

firearms by criminal defendants FS 790.065:

determined incompetent to stand trial

found not guilty by reason of insanity

adjudicated mentally defective or involuntarily

committed to a mental institution

Defendant demographic information must be entered in the

Florida Department of Law Enforcement’s MECOM system

The clerk of court must report this data to FDLE within one

month of adjudication.

TCATS

State Reporting

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Program Overview

Traffic Citation Accounting & Transmission System (TCATS)

The first TCATS record was processed January 2, 2002

Provides an automated statewide traffic system to improve the accountability of traffic citation information and the accountability for monies collected from the violations

Provides a means by which all 67 counties can communicate with a UTC repository.

Provides Law Enforcement the means of transmitting UTC data electronically.

Provides for electronic reporting of UTC to DHSMV including Dispositions and Collections

Provides for Independent Ad-Hoc Reporting

Provides audit reports to Clerks and DHSMV

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Program Overview

Florida Statutes Chapter 318.18

(8)1(a) … the department shall contract with the Florida

Association of Court Clerks, Inc., to design, establish, operate, upgrade, and maintain an automated statewide Uniform Traffic Citation Accounting System to be operated by the clerks of the court which shall include, but not be limited to, the accounting for traffic infractions by type, a record of the disposition of the citations, and an accounting system for the fines assessed and the subsequent fine amounts paid to the clerks of the court. On or before December 1, 2001, the clerks of the court must provide the information required by this chapter to be transmitted to the department by electronic

transmission pursuant to the contract.

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ICD (Interface Control Document)

Standards

All reporting requirements are defined in the TCATS ICD (Interface Control Document). Recommended transmission frequency - daily

Provides uniform format for transmitting data to DHSMV

Initial Citation (Arrest) Information Disposition Information D-6 Information Law Enforcement Electronic Reporting Criminal Financial Obligations Toll Authority Citation Paid with in 30 days

Evolves in order to:

Improve quality of data Allow for additional TCATS requirements Address new or modified legislation Current ICD is Version 6.0.1

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FACC Central Site

Law Enforcement

DHSMV

67 County Clerks

D-6

(Page 58)

UTC

(Page 8,13)

Dispositions

(Page 19,31)

Paper Citations

ALL COUNTIES

UTC/

Dispositions

(Page 53)

D-6

(Page 58)

Arrests

(Page 61)

Electronic

Citations

(Page 44,48)

Electronic

Citations

(Page 44,48)

TCATS PROCESS FLOW

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Validation Points

3 Types of Data Edits Local Edits

The goal is to identify all errors locally

TCATS Edits Based on TCATS ICD

Formatting/Load Errors – .log files

Validation Errors - .rpt file

Electronically reported back to county for each county transmission to TCATS

DHSMV Edits Electronically reported back to county through TCATS for all data received at DHSMV

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Continuing Education & Support

Ongoing Support

Advisories

Training Material

Article V – Fine and Distribution Requirements

Appendix C

Error Documentation

FAQ’s

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FHP E-CITATIONS Benefits

Provide complete and reliable data for citations issued by FHP Troopers No longer have to decipher often illegible, handwritten information Reduce manual data entry by importing electronic citation data

Project Status

Data is available for all 67 counties FHP is currently using TCATS ICD 6.0.1 58 counties are LIVE processing FHP e-citations 46 counties are accepting e-citations in TCATS 6.0.1 99.98% success rate for e-citations processed at Central Site

TCATS Error Processing

Error Reports should be monitored to ensure citation is recorded on Drivers record.

Local Errors Must be corrected prior to transmission to Central Site

Central Site Errors Citation,Dispostion,D6

Error reports transmitted back to counties

Resend to TCATS

DHSMV Errors UTC,ARREST,D6 and Criminal Suspension

Error reports transmitted back to counties

Resend to TCATS

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TCATS Option in CCIS

Authorized CCIS Users Options

TCATS Inquiry Citation (& Disposition) Inquiry from TCATS

D6 Suspension Inquiry from TCATS

DRC1 Functionality

D6 Clearance

D6 Re-open

D6 transaction Report

Child Support Suspension

DL transcript Search

DL Transcript Report

TCATS Error Reports Error Management Tool used by Clerks, FACC and DHSMV to track various aspects of error tracking

Ability to view outstanding TCATS Central Site and DHSMV error reports by date range

County specific access for Clerk staff in originating county

FACC and DHSMV access statewide

TCATS Option in CCIS

www.flccis.com

Questions

?