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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
Statewide Programs
Court Applications
•Criminal
•Civil
•Traffic
•Probate
Criminal (OBTS) Reporting
Your Clerk’s Office Technology
Other Applications
•Recording/Indexing
•Jury
•Child Support (CLERC)
Finance Applications
•Payroll
•Accounts
Receivable/Payable
•General Ledger
Miscellaneous
Applications
•Office Automation
•Web Sites/E-Commerce
Technical
Infrastructure
•PC’s, Servers
•Networks
•DevicesCCIS Upload – Case Data
Traffic (TCATS) Reporting
Article V Leg. Reporting
Judicial (SRS) Reporting
FDLE Criminal History
Office of the State Courts
Administrator (OSCA)
Department of Highway Safety
& Motor Vehicles (DHSMV)
Clerk of the Court Operations
Corporation (CCOC)
Comprehensive Case
Information System (CCIS)
Internet Portal
MyFloridaCounty.com (IPAS)
- ECommerce Internet PortalMyFloridaCounty Payments
Child Support State
Disbursement Unit (SDU) Child Support Payments
CLERK’S
CMS
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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.
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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).
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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.
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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
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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
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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
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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
FACC Central Site
Florida SDU
SDU Receipt File(270)
SDU ReceiptProcessing
SDU DisbursementProcessing$ RECEIPTS $
3:00 PM
DAY 1
County Clerk Local Depository
DOR
CLERCProcessing
FLORIDA IV-DProcessing
$ RECEIPTS $
SDU LockboxFile
Private Disb.File
$ Pre-94 PrivateDisbursements $
$ SDU Disbursements $
IV-D Coll.File
OTC File$$
7:30 PM DAY 1
9:00 PM DAY 1
7:00 AM DAY 2
8:00 AM
DAY 2
Day 2
Central SiteProcessing
IV-D Coll.File
IV-D Disb.File
OTC File$ (950) $
Private Disb.File (305)
IV-D Disb.File (306)
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Child Support Reporting
CLERC System Status
Application Needs to be Updated
FCCC will begin an Requirements Gathering
Analysis During Fiscal Year 2014-2015
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Criminal History Reporting
Requirements
Based on 1985 Legislation (amendments to Chapter 943, F.S.) which created the Offender Based Transaction System (OBTS)
Clerk’s OBTS data is used to update the FDLE Computerized Criminal History (CCH) with court disposition information
Information is transmitted electronically to FDLE
Monthly reporting frequency
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Criminal History Reporting
Standards
Criminal Justice Data Dictionary
Defines all data elements and values
Standard across all local OBTS systems
Meets the needs of all agencies
FDLE, OSCA, DJJ, DOC
Criminal History Reporting
Covers Six Phases of a Court Case
Basic Phase
Initial Phase
Prosecutor Phase
Court Phase
Sentence Phase
Post Sentence Phase
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Criminal History Reporting
Clerk Issues – Impact on Local Application
Criminal history reporting has a major impact on
your local OBTS application
FDLE requires an error rate not to exceed 4% for
each file submission
Local OBTS application edits should identify and
allow error correction before transmission to LOGAN
Any changes to the OBTS Data Dictionary will require
changes to your local application ($$)
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
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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
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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
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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
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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
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SRS Reporting
www.flcourts.org
SRS Manual
SRS Memoranda
SRS Forms
Frequently Asked Questions (FAQ’s)
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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.
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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
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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.
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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) InformationDisposition InformationD-6 InformationLaw Enforcement Electronic ReportingCriminal Financial Obligations Toll Authority Citation Paid with in 30 days
Evolves in order to:
Improve quality of data Allow for additional TCATS requirementsAddress new or modified legislationCurrent ICD is Version 6.0.1
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FACC Central Site
Law Enforcement
DHSMV
67 County Clerks
D-6
(Page 58)
UTC
(Page 8,13)
Dispositions
(Page 19,31)
Paper Citations
ALL COUNTIES
UTC/
Dispositions
(Page 53)
D-6
(Page 58)
Arrests
(Page 61)
Electronic
Citations
(Page 44,48)
Electronic
Citations
(Page 44,48)
TCATS PROCESS FLOW
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Validation Points
3 Types of Data EditsLocal Edits
The goal is to identify all errors locally
TCATS EditsBased on TCATS ICD
Formatting/Load Errors – .log files
Validation Errors - .rpt file
Electronically reported back to county for each county transmission to TCATS
DHSMV EditsElectronically reported back to county through TCATS for all data received at DHSMV
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Continuing Education & Support
Ongoing Support
Advisories
Training Material
Article V – Fine and Distribution Requirements
Appendix C
Error Documentation
FAQ’s
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FHP E-CITATIONS
BenefitsProvide complete and reliable data for citations issued by FHP TroopersNo longer have to decipher often illegible, handwritten information Reduce manual data entry by importing electronic citation data
Project StatusData is available for all 67 countiesFHP is currently using TCATS ICD 6.0.158 counties are LIVE processing FHP e-citations46 counties are accepting e-citations in TCATS 6.0.1 99.98% success rate for e-citations processed at Central Site
TCATS Error Processing
Error Reports should be monitored to ensure citation is recorded on Drivers record.
Local ErrorsMust be corrected prior to transmission to Central Site
Central Site ErrorsCitation,Dispostion,D6
Error reports transmitted back to counties
Resend to TCATS
DHSMV ErrorsUTC,ARREST,D6 and Criminal Suspension
Error reports transmitted back to counties
Resend to TCATS
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TCATS Option in CCIS
Authorized CCIS Users Options
TCATS InquiryCitation (& 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 ReportsError 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