STATE REPORTING FCCC New Clerk Training May 7, 2014
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 2
Your Clerk s Office Technology Statewide Programs Court Applications Criminal Criminal (OBTS) Reporting FDLE Criminal History Civil Traffic Probate CLERK S CMS Judicial (SRS) Reporting Office of the State Courts Administrator (OSCA) Other Applications Recording/Indexing Traffic (TCATS) Reporting Department of Highway Safety & Motor Vehicles (DHSMV) Jury Child Support (CLERC) Article V Leg. Reporting Clerk of the Court Operations Corporation (CCOC) Finance Applications Payroll Accounts Receivable/Payable General Ledger Miscellaneous Applications Technical Infrastructure PC s, Servers Networks Devices Child Support Payments CCIS Upload Case Data Child Support State Disbursement Unit (SDU) Comprehensive Case Information System (CCIS) Internet Portal Office Automation Web Sites/E-Commerce MyFloridaCounty Payments MyFloridaCounty.com (IPAS) - ECommerce Internet Portal
State Reporting CHILD SUPPORT
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. 5
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). 6
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. 7
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 8
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 9
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 10
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 11
Florida SDU Day 2 $ RECEIPTS $ SDU Receipt Processing SDU Disbursement Processing $ SDU Disbursements $ 3:00 PM DAY 1 SDU Receipt File (270) OTC File $ (950) $ Private Disb. File (305) IV-D Disb. File (306) 8:00 AM DAY 2 FACC Central Site Central Site Processing 7:00 AM DAY 2 IV-D Disb. File 9:00 PM DAY 1 DOR FLORIDA IV-D Processing IV-D Coll. File SDU Lockbox File OTC File $$ Private Disb. File IV-D Coll. File 7:30 PM DAY 1 County Clerk Local Depository $ RECEIPTS $ CLERC Processing $ Pre-94 Private Disbursements $
Child Support Reporting CLERC System Status Application Needs to be Updated FCCC will begin an Requirements Gathering Analysis During Fiscal Year 2014-2015 13
State Reporting FDLE/SRS/MECOM
Criminal History Reporting Requirements Based on 1985 Legislation (amendments to Chapter 943, F.S.) which created the Offender Based Transaction System (OBTS) Clerk s OBTS data is used to update the FDLE Computerized Criminal History (CCH) with court disposition information Information is transmitted electronically to FDLE Monthly reporting frequency 15
Criminal History Reporting Standards Criminal Justice Data Dictionary Defines all data elements and values Standard across all local OBTS systems Meets the needs of all agencies FDLE, OSCA, DJJ, DOC 16
Criminal History Reporting Covers Six Phases of a Court Case Basic Phase Initial Phase Prosecutor Phase Court Phase Sentence Phase Post Sentence Phase
Criminal History Reporting Clerk Issues Impact on Local Application Criminal history reporting has a major impact on your local OBTS application FDLE requires an error rate not to exceed 4% for each file submission Local OBTS application edits should identify and allow error correction before transmission to LOGAN Any changes to the OBTS Data Dictionary will require changes to your local application ($$) 18
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
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 20
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 21
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 22
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 23
SRS Reporting www.flcourts.org SRS Manual SRS Memoranda SRS Forms Frequently Asked Questions (FAQ s) 24
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. 25
State Reporting TCATS
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 27
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. 28
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 29
TCATS PROCESS FLOW Paper Citations 67 County Clerks Electronic Citations (Page 44,48) Law Enforcement UTC (Page 8,13) Dispositions (Page 19,31) D-6 (Page 58) Electronic Citations (Page 44,48) FACC Central Site ALL COUNTIES Arrests (Page 61) UTC/ Dispositions (Page 53) DHSMV 30 D-6 (Page 58)
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 31
Continuing Education & Support Ongoing Support Advisories Training Material Article V Fine and Distribution Requirements Appendix C Error Documentation FAQ s 32
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 33
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
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 35
TCATS Option in CCIS www.flccis.com
Questions?