FAC Meeting Notes 2020

Charter

Monday, December 9, 2019

4:05 PM

<<FAC_Charter.pdf>>

Open

February 12, 2020 Agenda

Tuesday, October 22, 2019

11:25 AM

February 12, 2020 Notes

Tuesday, February 4, 2020

1:20 PM

• Having issue with releasing packs. No HP printers in office cannot test pull baseline back.

• Volunteers -- 6 agency volunteers for 1 week.

  • Outagamie.

  • 1/2 volunteer West Bend. They can set up a test environment.

  • State Patrol

• Training/testing version.

• Testers would like to receive the changes spreadsheet.

• Getting ready for fall 2020 pack

  • No major changes

  • Some cleanup issues will be handled.

  • TLT support changes for RP process

  • No user visible changes as most will be behind the scene changes

  • Transmit all data on the form

    • Does height or weight of passengers get reported or will it be reported?

      • FAC response was No

    • Race

      • FAC see no reason to collect this.

      • Should not be a required field.

  • Emergency Vehicle Validation

    • Issues with legally parked vehicle validation

  • Train / Bus Occupants vs Number recorded

    • Getting better data, but could be better

    • Only driver and injured parties were required.

    • F2 help improvements

  • Autocycles

    • New statute changes definition

    • Many changes to DMV systems needed

  • Any Features needed?

    • Send any requests to CRU

• System is working pretty smoothly

• Did notice that some agencies were no longer transmitting

  • Agency believed they were transmitting, but forms did not go through

  • No error messages were received.

  • Issue is believed to be fixed.

    • Fixed in 19.01.09

  • Once fixed, agencies just need to retransmit the forms.

• Should we be proactive in monitoring transmissions?

  • FAC is non-committal on this.

  • May be interested in getting a daily response, but not have it list all agencies, just my agency.

• Working on a data quality response to agencies.

  • Looking at quality of reports and contacting agencies for corrections.

  • Have a TRCC funded developer to help in this.

• Failed Transmission

  • Was seeing about 10 reports per day.

  • CRU contacts agencies about this.

    • Issues were discovered and fixed at the agency level.

  • Number of failed reports has been decreasing.

• Future Plans, Major Projects

  • CRU Reporting Data Linkage Server

  • On-Line F2 help and data dictionary

    • Looking for permission to apply for TRCC funding

  • TraCS Developer for Crash form and build/testing automation

    • Looking for permission to apply for TRCC funding

  • ATV / UTV additional Elements

    • How should these be collected?

      • Similar to Truck Bus section ?

        • Seems most reasonable

        • Would be best to not add these for all crashes.

    • Should these be collected?

      • OK to collect

  • Private property / Parking Lot crash simplification

  • Fatal supplement on DT4000

    • Also looking at fatal notification form for transmission

    • Look at ways to change tab order, or adding notification button.

  • Operating AS / Unit Type/Vehicle type simplification

  • Validation Rule simplification

  • Orthographic Photography as Diagram Background

• Postponed until March Pack

• Transmission may not be ready.

• DOJ outreach

  • Do we need to have scenarios for when to complete a form.

    • Do not need this

    • DOJ will provide a workflow to determine if/when a report is needed.

• Ambitious project

• Hope to implement in 2021

• Working to identify rules and data elements needed

  • DOJ not confident all will be ready by fall

  • DOJ looking to have a full release in fall 2021

• Looking at issues with other agency data requirements.

  • Do not want to mess up other data needs.

• DOJ will be able to parse out data to send to other agencies

  • All data sent to DOJ

  • May have a long term goal of data sharing among agencies.

• Fall data needs for release

  • Meeting with other partners (share list) about what data is needed.

  • Developing validation rules needed per partner

• DAIT system may be ready for fall implementation

  • Have a system in place with schema

• Will release an internal report (Geri?)

• Fields added to form

  • Prescription Drug Monitoring program

    • See their notes

  • Probation and Parole

    • Need some added

      • Registered Sex Offender

      • On Supervision

      • Rental vehicle information

    • Would like to have data transmitted to them

    • Suspected Act 33 (who decides this)

      • Could be officer and/or DA

      • Many DA will send it back.

      • May not be needed.(FAC agrees it is not needed)

  • DAIT

    • Have pinged their test server successfully

    • Do not have data to send

    • They have a listing of required fields. (see notes in incident sharepoint)

      • Case Number discussion

        • Needs to be unique and not hand keyed

        • Will be the document number

        • Can there be more than 1 document number?

          • Yes, dait will combine

          • Needs further discussion as to how this will work

    • Need to associate all charges with individuals

    • Would like to have Booking information including ATN

    • Can have multiple officers included on the form

      • One is Primary, others are officer witness.

      • Question: Will the officer witness need to supply a supplemental report?

    • Requires a narrative for each form

      • Could also be an attachment

  • Human Trafficking, Overdose, Child Protection Services have not met with yet.

• Minimal requirements at implementation

  • What are the bare minimum needed.

• DNR Transmission of DNR Citation

  • Will go to wijis and dnr

• UFAD

•  

• DSP Hosted Database

  • Set to pilot with the March release.

  • Changes from last update

  • What agencies can expect

    • There will only be web clients at the agency

    • User ID will be an email address.

  • Transmission

    • Only done in the office environment

    • DSP will be setting up batch transmission.

      • Help desk will become familiar with the program

    • RMS

      • Will be split off as a separate process.

      • Will be sent to a network location

        • Agency will download after transmission

      • How long will a form stay available to download?

        • Not yet determined,

        • Forms will be deleted after download

      • There will be 5 options for rms download

        • 7.3

        • 10

        • PDF

        • 7.3 with PDF

        • 10 with PDF

        • All options will contain an imbedded PDF

    • Survey

      • How often do you transmit

      • What time is best to transmit

      • How often do you need this done

      • What schedule for table updates works best.

      • What attachment would/should be used?

        • File Link or File Upload

      • Would you be able to save attachments on your Master Computer/Server/PC

      • Would you want to share your data with other agencies, or only see your own?

• Table updates

  • Agency will make updates on the hosted database

  • Table updates are not an immediate update.

  • Agency will receive updates if available, at logon.

  • Will have a deadline for updates to be done.

• Imports

  • TraCS will be importing all databases

  • Users and support will be grabbed by TraCS for updates before installation

  • Log and data will be imported at installation time.

  • Working on programing migration utility for March

    • Migrate Users and Support buttons.

• Exports

  • Working on exporting log and file data with TEG

  • This will be available at the fall time frame.

  • Exports into a file that can be imported easily.

  • This will be available for any agency that wants to move data.

• Moving off access

  • Do it yourself

  • Help desk help

  • Another agency to host

  • Do nothing

• Archiving

  • What is the advantage with web services?

• Distributions

• Attachments

  • Will not allow embedded attachments

  • File upload attachments will be used and limited to 1 mb

    • This may need to be increased in size.

  • Will reside on the hosted server as an encrypted file

  • Check with State Patrol on how they manage to use both file link and file upload

• Citation Numbers

  • Should work the same as it does now, with a few possible coding changes

• Notifications

  • Email notification can be used.

  • Right now we can only send to form owner and

• Master Index

  • Can agencies see other agencies data?

    • Not at this time.

    • May be something that could possibly be done in the future.

      • Ho Chunk and others interested in this

      • Allow each agency the option to share or not.

      • Should have an audit trail of who and when performed the query.

• Maintenance

  • Help desk will help with updates

  • We will start to require updates

• End shifting

  • Web services does not end shift.

  • Forms are uploaded every 30 minutes.

  • If offline, forms will upload went machine comes back online.

• Need volunteers with webservices to test March pack

• Discuss a survey sent to law enforcement for the OWI McNeely Search Warrant

  • What would need to be added for your judge/court to use this warrant? If we make any changes, we'd like to incorporate everyone's needs not, just one agency at a time.

• Statute Tables

  • Geri's powerpoint discussion

    • Missing about 6400 statutes in TraCS

    • Will work on gradually adding them throughout the year

  • Tables

    • DNR

    • Traffic

    • NTC

    • Felony (this would be a new table)

  • Should felonies be listed in table other than the Traffic?

    • Only in the felonies table

  • Should Misdemeanors be placed in the NTC table

    • Yes they should

  • When are misdemeanors used?

    • Some DA's require a ticket verses erefferal

    • Some cases will need to have both a ticket and erefferal

    • Used as a summons for court appearance

      • Sauk County requires a paper trail

  • May need a new form for a summons.

    • Check with DAIT to see if they have something in place already.

  • Should we survey other agencies or is the FAC comfortable enough

    • No need to survey.

  • FAC feels that we should proceed with creating 4 different tables.

• Meeting Dates

  • For August, try to meet on a Tuesday, since we don't know when the National Model meeting will occur.

  • May

  • August

  • Nov / Dec

• Other topics if needed

  • Modes

    • Do they need to be updated

    • Still used?

• User Conference

  • Distribute Dar's handout

  • Review proposed costs and explain the rationale

    • Is it OK to go to $80 for both days

    • Don't want to raise the price every year

  • Thoughts on providing a Drop In session

  • Suggestions for Vendor

    • Contacts

  • Suggestions for Lunch topic

  •  

  • New people or old people.

    • Welcome to tracs beginner 101. maybe a webinar with a video. Maybe leave out of conference. Wong

    • Get people to do webinar so everyone is up to speed.

    • Didn't even know the search button works. Tracs admin beginner

    • Do both at conference. Also do webinar. Also likes hands on. Rader

    • How do you get 4 hours of UFAD. Had clerk completely lost. Middle part of crash reports how to deal with errors. A video for crash middle level. Best practice how to train TraCS. Train the trainer. Tom

    • Governors conference slots for training crash form. Mike.

    • Prioritize these.

    • Drop In sessions.

      • Ad hoc with drop in's

      • Drop in through out the day. Will not rent a room.

    • Ideas for lunch presentation. Send to dar or help desk

  • Registration fee

    • Increasing.

    • Last year in the hole. Usually have a cushion.

    • 80 and be done. So not to raise it two years in a row.

      • ** raise it to 100 and go to Vegas**

    • Vendors will be invited.

      • Send names and contact to help desk.

  • Don't want Affidavit

    • Want a programable cause statement.

    • Change title from affidavit to probable cause statement.

    • Add county to probable cause statement

    • Each agencies should check their forms to see is anything needed in their county could be incorporated.

    • Tom to meet with Washington County judge on his changes.

    • We will revisit at the next meeting.

    •  

  • Referrals:

    • 3221:  Accepted, may already be done for Crash.

    • 3231:  Accepted

    • 3267:  Accepted

    • 3270: Declined

    • 3280: Declined, this is a cache issue, not a TraCS issue as TraCS only parses the data.  Could be a machine error.

• Not on 13th

• Not on memorial day week

• Week of 18th Thursday best tentative May 21st

• August

• Meet on Statute Table Discussion Tuesday

• Tentative August 11th

• November

• Tentative November 18th

May 21, 2020 Agenda

Tuesday, October 22, 2019

11:25 AM

May 21, 2020 Notes

Tuesday, October 22, 2019

11:25 AM

Attendees

August 11, 2020 Agenda

Monday, August 3, 2020

9:45 AM

August 11, 2020 Notes

Monday, August 3, 2020

9:45 AM

Attendees

November 18, 2020 Agenda

Tuesday, November 17, 2020

11:23 AM

November 18, 2020 Notes

Wednesday, November 18, 2020

8:52 AM

Attendees

What we have done since the last meeting:

• Released Fall Pack on Monday, November 16th

• Statistics on Pack Testing:

  • Created and tested 12 pack versions

  • Fixed 16 issues

  • Made 57 Enhancements

  • Added 2 new forms

  • Statutes

    • Added - 5

    • Modified - 54

    • Deleted - 16

  • Court updates - 10

  • Agency updates - 6

• Hosted a TraCS Conference

• Migrated more agencies to the Hosted Environment

Incident Form:

• Released Monday with the fall pack

• Goal was to have 99% of the form fields included

• In order to transmit the form agencies must contact DA IT via email (PROTECT@DA.WISCONSIN.GOV)

• Demonstrated and reviewed form

• Does not have the Attachment group

  • Must use attachment form

• Includes Property form

  • More work to be done in Phase 2

• Attachment form

  • Updated for DA eReferral transmission

  • Must send the incident form before you can send the attachment

  • Can only send 1 attachment form

    • If you want to send another attachment, you need to create a new form.

• Phase 2

  • Release in Fall 2021

  • Main focus is getting the form NIBRS compliant

  • Will be adding validation rules

  • Transmission to DOJ

  • 3 other forms to be worked on

    • New Supplemental form

      • Narrative for the incident

    • New Evidence form

      • Main goal is to get all the fields into the form

    • Arrest

      • Want to get this form in sync with the incident form

  • More work on the Property form

    • Needs to be linked to the incident form

    • Will be working on summarizing data needed

    • Would also link to evidence form

  • Race field

    • Limited attributes

    • Currently use the DMV attributes

      • These do not always meets NIBRS standards

    • Need to find a way to include

    • What are the differences between DMV and NIBRS

      • Ethnicity vs Race

        • Hispanic is not a race, but ethnicity

      • Suggestion:

        • One race field with all attributes

          • Then depending on where it is transmitted to have a translation table.

      • Brenda will be sending us their tables that they use.

    • We may need two fields as the race will not come in from eTime

    • Mike S.: This may cause some issues with expanded race field as this may need to be added to the crash form as people will want to have a finer granularity in this reporting this field.

    • CJIS committee looking into this issue.

      • DMV has individual self-identify

      • DOC assigns race.

  • Looking at starting user testing in May 2021

    • Trying to find a good way to get agencies into test environment to test

    • Working on setting up a test machine at an agency.

  • Evidence form

    • Looking for evidence technicians to be part of the committee and/or testers.

    • Let Geri know if you are interested.

• Supplemental form

  • Name of form?

    • Is Supplemental ok?

    • Tom: Yes, it is commonly called that.

    • Travis: Supplemental works best.

    • Brenda: Supplemental is what DA is expecting as well.

    • Decision: Keep the form name as Supplemental.

  • Summary group placement

    • Form type - what form this came from

    • Form Reference Number - number to tie back to incident

    • eReferral

    • Date

    • Time

    • Incident Report Type

    • Agency Category

    • Agency Sub Category

    • Lead Agency

    • Lead Agency ORI Number

    • Lead Agency Case #

    • This order looks good

      • Decision: Move Incident Report Type to top of group ( FAC recommends)

  • Statement Group

    • Narrative set at 0, this allows SQL to set the size of the field.

    • This is an agency setting.

    • RMS would only take the first X number of characters based on agency settings, but narratives could be longer.

  • Planned reports

    • Intent to Revoke

      • Decision: FAC stated that this would not be used for OWI forms.

    • DA IT

    • Others?

  • What other forms could this be used with?

    • Could this be used as the narrative for OWI forms?

      • Would this need a citation number field?

        • Not needed.

    • This form is used by officers on scene to describe the scene, but are not the arresting officer.

User Conference Update:

• Challenge to put together a virtual conference

  • Not really familiar with virtual software

• Was able to cancel in person location for this year.

  • Agreed to move this to next year.

• Sessions

  • Set schedule for 2 session per day for 3 days

  • Comments were mostly positive.

  • Attendance ranged from 50 to 150 per session

  • All were recorded for later viewing

• Question handling

  • Could send in questions using email or YouTube chat

• Comments received

  • Received about 50

  • Mostly positive

• Planning on in person conference in Fall 2021

• Should we alternate between virtual and in person every other year?

• There will be a document put together with all comments and sent out.

• Looking for suggestions for next year's topics for lunch presentation and or breakout sessions.

  • Racine PD malware attack

  • Send to Dar

Crash Update

• Good News

  • Things are going smoothly

    • Very low incidents for failed transmissions on a daily basis

  • Fall pack

    • Modest changes made to the crash form

• Not so good news

  • Down about 3.5 positions

  • Working hard to keep up

    • Trying to get staff level back up

• Questions for FAC

  • Unit status

    • There are 10 different responses available

      • Can we par the list down

      • Would like to keep:

        • In Transit

        • Hit and Run

        • Legally Parked

        • Illegally Parked

        • Non Contact

    • On Emergency can be handled with the use of other fields.

    • Discussion:

      • No discussion from the committee

    • Will continue exploring this option.

  • Summary fields

    • On Emergency flag has been changed in the Fall Pack

      • Set by Emergency Vehicle Use field

    • Reporting Threshold changed already

    • Should the Hit and Run field be set by the use of the vehicle status.

    • Discussion:

      • Wang: No objection

      • Tom: No objection.

    • Will continue on looking at this option.

UFAD

• Not usually the source form for replication to other forms.

• Would be better to replicate from other forms.

  • Warning

  • ELCI

  • NTC

  • DNR

  • Incident

  • Crash

  • Citizen Contact

  • Arrest

  • Call for Service

UFAD Update:

• 197 agencies using UFAD

• Would like to be able to print non reportable reports.

  • It is in Open status so not able to print

  • Find a way to change status or allow printing

• Are there any possibility to add new fields?

  • Yes, Taser use is one issue.

  • Would like to have agency use only fields

  • Is this something that we should ask in our survey?

    • Yes, it is a good place to start.

• DOJ to put together list of fields to add to form in the future and send to TraCS.

  • Will try to have this done for the February FAC meeting.

• FAC will be the group that will help lay out the new fields on the form.

• Issue discussed

  • Non Reportable forms cannot be printed since they are in open status

    • Should be able to either validate with no rules and set status to Validated.

    • Or allow printing of Non Reportable forms in Open status

      • Cannot allow Reportable form to print in Open status.

    • Decision: TraCS will work on addressing this issue in the next couple of pack releases.

Arrest Form

• What is in the Arrest form that isn't in the new Incident form?

  • Incident form contains all the fields that are on the Arrest form.

• Agencies should just use the Incident form and have the Arrest form as a print option if needed.

  • Arrest form has charge(s) listed, so it must stem from some incident.

• There may be agencies that do not use the Incident form, but still need an Arrest form.

• Further discussion on the need/use of the Arrest form

Hosted Environment

• 9 agencies

• 16 pilot agencies left

• 184 agencies on the waiting list

• Will go with the rest of the list in alphabetical order

• Will be sending out emails to agencies in A and B soon.

• 3 staff members doing this as well as other duties.

• Trying to do 3 agencies per week.

  • Smaller agencies could possibly be done more than 1 per week.

• Looking at other options

  • Increase time for staff

  • Trying to get additional help for this.

Referrals

• 3461 Allow changing case number and case information post transmission

  • Declined. Training issue. This can be done now.

• 3476 - Call for Service form

  • Point 1: Create table for Department codes

    • Declined

    • Each agency has their own codes.

    • MACH outputs in text form only.

  • Point 2: Add complainant to Person Type list

    • Accepted

    • MACH does not have this but it will not be an issue and come over blank. Agency can then select from dropdown list.

  • Point 3: Replicate to and from forms

    • Accepted

      • Replicate will be difficult as the Call for Service can have multiple individuals and it is hard to select the correct one to replicate

      • Add New would be the best route to go.

      • Should be consistent for all forms.

• 3516 - Need warning for mismatched counties

  • Accepted

    • Will create a warning message when location and plaintiff counties are not the same.

    • This will be done for Circuit Courts only

• 3549 - Statute description re-order

  • Declined

  • This is a training issue.

  • We understand the databar window is small and the whole description cannot be seen.

  • Full description is listed in the description field. Officers need to check for the correct description and go back and reselect the correct one.

• 3552 - Failed Transmission status unable to retransmit after correcting error

  • Accepted

  • Fix should be to use the Clear button to remove the Failed Transmission status and set to Issued to allow fix.

• 3571 - Allow Days to Correct to be larger than 99.

  • Accepted

  • Will need to be done for the Fall 2021 pack

What is on the horizon

• Migration rollout

• Send out survey

• New pack

• Set up Evidence form committee

Thank you to Joe Jeanty, Tom Lichtensteiger, and Wang Lee for your time, support and dedication to Badger TraCS. We appreciate your participation and assistance to the Badger TraCS Forms Advisory Committee.

Schedule next meeting

• Next meeting will be in February

• The 11th or 18th should not be used

• Brian to send Doodle poll with Tuesday, Wednesday dates out to members.

Questions:

• Web services

  • Is there an why to know if the officer is done with a report.

    • On web services there is no end-shifting. Should use status

      • Officer should mark the form in Completed status when they are done with it

      • Completed status signals office staff that they can look/work with the form

        • Office staff can reject or put in accepted, or transmit.

    • For a 3 step process, it is missing the middle step.

      • Should use the Tags field instead.