Badger TraCS Guides
Office Workflow
- Geraldine Polster
Office Workflow |
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Getting the forms to the office
There are 2 ways forms are brought into the Office environment,
End-shifting-- Someone within your agency will be required to perform an end-shift on an Office computer. This will import all of the TraCS forms which have been end-shifted from Mobile computers (squads). This task can be done multiple times during the day depending on when your agency has Mobile computers performing end-shifts.
Web Services - automatically every 30 seconds from clients that are online. TraCS has an optional status called Completed which can be used by users to identify that a form are finished and includes the officer narrative.
NOTE: Best Practice for Web Services environments is to use the Complete status for officers to tell office staff they are done with the form and it is ready for processing. With the new baseline 21.01 series all system should be using web services. With web services all forms are available to all computers. Forms that used to be end-shifted when completed are now available. A change in the office workflow is needed. We suggest the following as a best practice.
When officers complete a form they mark it as completed to tell the office staff the form is ready for them to look at. Completed The Completed which can be used by users to identify that a form is finished and includes the officer narrative and diagram. Some forms do require a narrative when marking a form Completed, and if you Agency does not use the narrative in this way, create a agency default narrative such as “See Report” or anything else to use as a place holder.
Forms In the Office
After all of the forms are imported, those forms can be seen in the Forms Manager on any Office computer by users who have TraCS Supervisor access level. Any user can see their forms at any time.
Forms with a status of Completed should be reviewed for correctness. If the form is correct, the form should be accepted by clicking the Accepted button while in the form. If the form isn’t correct, it should be rejected by clicking the Reject button while in the form. A rejection reason will need to be given so the user knows what to correct. Rejected forms may be start-shifted back to the user for correction or corrected on any Office computer.
NOTE: Rejection works much better in a Web Services environment and with notifications set up, email can be sent to the officer when a form is rejected.
For more information on Accepted
For more information on Rejected
How to reject a form: Rejected Status: Rejecting a Form
How to fix a rejected form: Rejected Status: Fixing a Rejected Form
Once a form is accepted it can be transmitted to either court, DA or DOT. The TraCS software knows where each form is transmitted based off what is entered on the form or the kind of form. Once a form is transmitted the status will change from Accepted to Transmitted.
With the baseline 21.01 series all system should set up a batch server. This batch server should be set up to transmit all accepted forms. Transmitting will be an automatic process. Monitor for failed transmissions.
All transmitted forms may be archived to reduce the amount of forms shown in the Forms Manager. A common practice is to archive all citations after their court date.
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email badgertracs@dot.wi.gov or call 608-267-2096