Working with Amended Crashes
- Tigran Grigoryev (Unlicensed)
Once a Crash form has been sent successfully to the DOT, it is placed in Transmitted status. The form will no longer be depletable nor editable. If the form needs updating/editing, then an amended crash form needs to be created. The Amended crash form is created by using the replicate function in TraCS. Unlike most replicate functions which need a status of Validated, amended crashes will only be created/replicated if the Original Crash form is in Transmitted status. If an officer does try, they will receive the following message.
1st Amended Crash Form
If an officer is amending the crash form for the first time. Hint: The Amended History Group is missing from the original. The individual completing the amend will be doing a replicate from the original Crash form.
Go to an Office Workstation
a. Note: Can use a mobile computer if using Web Services.
Find Original Crash Form
a. Note: The original might be in the Archive
b. If the Original form is in Archive then “unarchive” it.
Replicate from Original. To Replicate:
a. Either Highlight form and click “replicate” from the Forms Manager or
b. Highlight form, right click choose “open form” then click from the Forms Viewer. Note: this option is better for Web Services Clients.
c. Choose:
d. Enter the reason for the Amend.
e. A new Crash form will be opened and marked as an Amended report. The Amended form opens in Edit mode.
f. Make the Changes.
**Note the reason for the Amend was not placed in the Narrative like the older forms but placed in its own Narrative Field in the Description Group.**
g. There was also a record of amend on original report in the Amended History Group.
When Finished with the Amended Report, Validate and Transmit to the State.
2nd and subsequent Amended forms
If one or more amended reports have already been completed for a specific crash, to get the most up to date information for the Crash form, a replicate needs to be performed on the last amended report transmitted to the state. There are a few ways to find the report that should be used to replicate to the amended report. The suggested way is as follows:
Find the Original Crash
Open the Original Crash
On the Original Crash there is an Amended History Group(s),
In the last Amended History group (largest number) on the form.
Look at the Amended Document Number field.
Find the Amended Document that is needed.
By clicking “forms in case” in the left Navigation Bar
In this example 0DB0TQT5VC or the 5th item in the list:
Click that report to open.
Click “replicate” from the Forms Viewer
Choose Amended Crash
Enter the reason for the Amend.
A new Crash form will be opened and marked as an Amended report. The Amended form opens in Edit mode.
A record of amend will be placed on the original report in the Amended History Group
Make the Changes.
Validate Report
Go through Agency checks if necessary
Transmit Report
If an officer does not follow the suggest way, they could receive the following messages.
Note: odd things might happen for Web Services Client if not all forms are loaded on the machine.
From the Original
This message means that the last Amended Report found on in the list has been started but not finished. It is not in Transmitted status so has not been to the State. The Officer should open the report on the list, look at it, finish/transmit it or maybe delete if necessary.
This message means that there are amended crash report(s) found that have been finished and transmitted to the state. Basically, now they have to do an amend of the amend. So should look up the last amended crash report sent to the state to get the most up to date data from the form. Note: Make sure the changes needed have not already been completed. The last amended crash report document number is in the message.
From an Amended Form
This message means that there is another amended crash report(s) found on the Original Crash Report of this Amend is not the most recent. That Amended Crash Report has been finished and transmitted to the state. They should look up the last amended crash report sent to the state to get the most up to date data from the form and conduct the replicate from that form. Note: Make sure the changes needed have not already been completed. The last amended crash report document number is in the message.
This message means that the last Amended Report found on the Original Crash Report of this Amend is not the most recent. The most recent amended crash report has been started but not finished. It is not in Transmitted status so has not been to the State. The Officer should open the report on the error message, look at it, finish/transmit it or maybe delete if necessary.
Deleting the Amended form
Status: of Transmitted
Once a form in TraCS has been transmitted it can no longer be deleted. The only option to modify the form is to complete another amended form.
Status: anything but Transmitted
TraCS will look Up Original Crash Form
TraCS will then remove Amended History Record from Original Form
c. TraCS will Delete Form