FAC Meeting Notes 2021

Charter

Monday, December 9, 2019

4:05 PM

<<FAC_Charter.pdf>>

Open

February Agenda

Monday, January 4, 2021

8:15 AM

Race Field:

Change the Dropdown text descriptions - race codes would stay the same as well as the data going to state agencies and RMS's

• Questions: Would the ACLU accept DMV's definitions for the attributes?

• Unknown - is this needed? DMV doesn't require this field, Milwaukee could have any blanks changed to Unknown in their database.

•  Should we update the F2 Helps for all the Race fields in all forms?

  • Here are a couple examples of TraCS F2 Help for Race:

    • ‘ The Race of the person involved in the crash’

    • ‘Select the defendant’s race’.

• Review how it would look on forms

• Review how it would look on printed forms - Office/Public

February Notes

Wednesday, February 24, 2021

8:41 AM

Roll call taken.

Introductions made.

Brian reviewed the FAC Charter

Survey Results

• 175 Agencies responded

• Survey is used for planning the direction of TraCS

• About half of the responding agencies are still using Access

  • Plans

• Questions or comments?

2021 User Conference

• Still unknown what the guidelines will be for gathering.

• We will be virtual again this year.

  • We will be contacting the hotel about moving the date to 2022.

• Will setup like a in person conference

  • All sessions would be recorded

  • Will start to use the Breakout Room feature

  • Have a general session then go to breakout rooms

• Sessions

  • Hosted Environment

  • Web services

  • Overview of NIBRS Incident form

  • Refresher: Using the Citation form

  • Advanced Features

  • Basic Adhoc Reporting and other types of Searches

• Training

  • All sessions would be recorded

  • Move to second day

  • Office Management

  • TraCS Administrator

  • Moving form Access to SQL

  • Advanced Adhoc Reporting

  • How to complete the NIBRS Incident form

  • Possible session ideas

    • Crash form

    • UFAD

    • Evidence Form

    • General refresher: setting up batch transmissions, parking tickets, other Features that makes TraCS more user friendly

• Comments and Questions

  • Derek: overall it looks great. UFAD overview and training would be beneficial. Have added 260 agencies since the last time we presented.

  • Paul: in person would be better if the climate changes as networking with others would be possible in person.

  • Is it better to have the conference a whole day verses spread out over 3 days.

    • Derek: Like the idea of having it spread out over a few days.

    • Mike: if any presentation have a "water cooler" feature to allow side conversions. Another idea would be to have presenters available for general questions a day later.

  • Do we need to have a Q & A session?

    • Would be for any questions not just conference presentations

    • Support Hour?

Hosted Environment Update

• TEG is working on TraCS for Web

  • Login available on any device

  • This will be a few years down the road.

• Baseline will be available in July 2021

  • We will not be releasing this baseline in the fall as there is not enough time to do thorough testing.

• Migration takes a lot of time to handle.

• Help desk staff is doing this on top of other duties.

• We are doing about 3 agencies a week.

• We will not get everyone over by the end of the year.

• Issue

  • Download of tables and RMS was not working.

  • Currently testing and hope to release later today

  • Crash form Area of Damage

    • Currently testing and hope to release soon

• Pack release

  • Next pack may be in July

  • Then the Fall pack

  • Working on single file release with the update server

• Internship

  • We will be hiring an intern this year to help with the migrations

Race

• Milwaukee and ACLU compromise

• Jeff:

  • Under a pseudo consent decree

  • ACLU definitions for races

    • Not sure where they found these

• Review of Race table

  • Most TraCS forms have the race field.

• Printed form

  • What text should be printed?

• F2 Help

  • Should we add the DMV description to the help files?

• Unknown

  • Jeff: Unknown is not necessary for TraCS, but just for their no contact form.

  • We will not be creating a U for unknown. Agencies would have to add something on the back end.

• Discussion

  • Brenda: Change to description is not an issue, as the Code is what gets passed to state agencies.

  • Mike: The ACLU description for A is more restrictive

  • Chad: I don't have any initial concerns to descriptions and I like the F2 idea of adding description to assist officers. It would assist the officers on patrol.

  • Mike: Are the codes taken from the DL?

    • Up until a few years ago race was mandated. It is no longer a required field. Race can be left blank, as it is self reported.

  • Jeff: Could go back to ACLU about changing the Native Hawaiian or other Pacific Islander

  • Mike: There is a push to have race included

  • Paul: Would rather have just a letter code

  • Kevin Bauer: So if you are transmitting your wis license info from your external search does it change the race or do you manually have to change the code since dmv doesn't use the same codes?

    • The codes that come in from search would be applied.

  • Kevin Bauer: As long as we don't change the code, everything should be fine

  • Dar: Mike do you want to have the text printed?

    • Mike: I would prefer to have the text printed on the crash form.

  • Dar: Showed the email for UCR values for Race that has A - Asian, B - Black, I - American Indian / Alaskan Native, P - Native Hawaiian or Other Pacific Islander, U - Unknown, W - White

    • Travis: in a perfect world MACH and eTime would bring over the codes that we need. Is there a way to add what the Incident form has an make a conversion? We should start to prepare and look at this?

    • Dar: DMV has indicated that they will never change any race codes unless forced by Feds.

    • Travis: may need to add additional fields on forms, what external search returns and the UCR race. Then convert back to the standard code for transmission.

  • Dar: Any volunteers to write up definitions and send around for comments.

    • Mike S.

    • Check for ALCU / Feds for their definitions. Derek will check.

    • Open

      

Open

• Form review

  • ELCI: forms shows the text, reports show codes only

  • Crash: form shows code, printed shows the text

  • Warning: Form shows text, printed shows the code

• Decisions

  • Add DMV Descriptions to F2 help files.

  • Change the dropdown descriptions to ACLU

    • Chad - Yes

    • Brente - Yes

    • Paul - I guess OK

    • Brenda _ Yes

    • Kevin Bauer - Yes

    • Travis - Yes

    • Jeff - Obviously, yes for us. And I can check in and get back to you as to whether the ACLU has any objection to adding Asian along with the Native Hawaiian and PI

    • Daniel - yes, maybe look into what will be the definition for Asian

    • Mike - I'm good with a change and support unified definitions and F2 help across tracs

Break - 11:04

Update on Incident / Evidence forms

• History

  • Started in June 2019 with the creation of a workgroup

  • Worked with DOJ and DAIT to create a field listing.

  • Viewed forms that Iowa had created in TraCS

  • Created the validation rules

    • Still a work in progress

  • Form design was done by the FAC members

  • Phase I release in Fall 2020

    • DA Transmission

    • Need to contact DAIT before being allowed to transmit

    • Added attachments

    • Basic property form

    • Have received positive feed back from those that are using it.

  • Phase 11 - Fall 2021

    • Add NIBRS complies

    • Transmission to DOJ

    • Updating Property form

      • Will contain evidence as well

    • Supplemental form

      • Contains additional attachments and / or narratives

• Demo

  • Making minor changes to become NIBRS compliant

    • No Report for month

    • New field for Total Property Loss

    • New field Cargo Theft

    • Removed the citation number field

  • Property Evidence form

    • Summary group review

      • Found in Vehicle field

        • If Yes, then a vehicle group opens

      • Still working on a field of the dropdown list tables.

    • Individual group

    • Chain of Custody

      • Working on getting a popup box to make changes instead of making the change on the form

    • Disposition

      • Used when property is disposed of.

• We don't believe that all the work will be completed by this fall. Some will be pushed off until Phase III in the Fall of 2022

Blood Draw Search Warrant (3333)

• Issue with Aurora

  • Need name of hospital on the warrant.

  • Add drop box to add hospital name

  • Issue with refusal

  • Under section 3 of warrant.

• OWI Warrant - Approved

  • Jeremy Krusemark - Burlington PD - He discussed his concerns and suggested changes.

    • This verbiage is the same as what Milwaukee county uses

  • Option 1: Have dropdown fields that select the different versions

  • Option 2: Have two versions of the OWI Warrant

    • Old and new

    • Decision: OPTION 2 was selected

  •  

  •  

Issues

• 3608 accepted

• 3614 declined training issue

• 3616 accepted

• 3626 accepted

• 3880 accepted supervisor or system admin might not work depending upon environment

  • 3 is already there

Next Meeting Dates

• May 19 - Wednesday

• Aug 18 - Wednesday

• Nov 3 - Wednesday

May Agenda

Monday, April 26, 2021

9:03 AM

May Notes

Wednesday, May 12, 2021

2:23 PM