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What is TITAN

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					What is TITAN .........................................................................................................................1 TITAN Toolbar Overview .......................................................................................................2 Direct Officer Submission Workflow .................................................................................3 Centralized Submission Workflow .....................................................................................5 TITAN Toolbar Startup Features ............................................................................................6 User Setup .............................................................................................................................6 Starting the Toolbar ..............................................................................................................8 TITAN Toolbar Processing Features ......................................................................................9 Sending and/or Receiving Reports ......................................................................................9 Correcting a Rejected Report ............................................................................................11 Amending Reports..............................................................................................................13 Moving Reports ..................................................................................................................14 TITAN Toolbar Additional Features.....................................................................................17 Submitted ............................................................................................................................17 Notes ...................................................................................................................................18 Helpful Tips ............................................................................................................................20

What is TITAN
TITAN (Tennessee’s Integrated Traffic Analysis Network) is a suite of tools and a centralized data and document repository for public safety information managed by TDOS (Tennessee Department of Public Safety). TITAN has been designed to accept reports submitted by local law enforcement agencies and store and validate the data contained within the report for completion and accuracy. The TITAN repository also creates document images of submitted reports and stores them for future access and records retention requirements. The three primary TITAN tools available to local law enforcement agencies are: 1) TRACS – TRACS is the front-end collection tool utilized by most Tennessee law enforcement agencies to collect and validate report information in the field prior to submitting this information to TDOS for acceptance. TRACS has been designed to replace the paper report completion and submission process. TRACS has built in validations to ensure the report information is collected completely and accurately by the officers in the field, eliminating the cumbersome and error prone issues associated with paper reports. 2) TITAN Toolbar – The TITAN toolbar works in combination with TRACS to provide a mechanism which allows local agencies to submit their completed and validated reports directly to the TITAN repository. The toolbar also returns to the local agency reports that have been accepted so that they may be easily amended in the future, as well as reports that have been rejected so that they may be easily corrected and resubmitted.

3) TITAN Web Portal – The TITAN web portal is the central source of information about the TITAN project and the gateway for access to the report data a documents submitted by the local law enforcement agencies. Tools are available from the web portal which provide access to retrieving and displaying images of accepted submitted reports, querying the data stored from the submitted reports, and requesting and generating formatted reports using the data from the submitted reports.

TITAN Toolbar Overview
The TITAN toolbar is an application that is designed to allow law enforcement agencies who utilize the TRACS software a tool to securely send and receive validated report document directly to and from the central TITAN repository. Agencies utilizing the TRACS software must utilize the toolbar to submit their reports to the TITAN repository upon completion of the local agencies operational processes. To utilize the toolbar an agency must complete a users agreement with TDOS which outlines the terms and conditions associated with electronic report submission. Once the agreement has been processed the agency can install the toolbar software and upon receipt of TDOS generated userid(s) and password(s) an agency can begin completion and submission of TRACS created and validated reports. There are two primary methods an agency may choose from when utilizing the toolbar for submission of their TRACS reports to the TITAN repository. 1) Direct Officer Submission – This method allows officers, upon completion and validation of TRACS reports, to submit their reports directly to the TITAN repository for processing. If the report(s) are accepted they will be returned directly to the officer and can be amended at any time and re-submitted to the TITAN repository. If the report(s) are rejected they will be returned directly to the officer and can be corrected and re-submitted to the TITAN repository. The two primary agency requirements for this option are: a. Each officer must have a unique TITAN userid and password created by TDOS b. Each officer’s laptop/MDT must have network access to the internet when submitting reports. This access can be achieved through wireless, hotspot, or wired connection to the internet.

Direct Officer Submission Workflow

Officer Creates and Validates report(s) in TRACS

Officer launches TITAN Toolbar and Logs on with Officer Userid and Password

Officer Submits Report(s) using toolbar Send/Receive option

Reports sent to TITAN for Processing

Officer Retrieves Processed Report(s) using toolbar Send/Receive option

2) Centralized Submission – This method allows officers to complete and validate reports within the TRACS software and then move these reports from their local workstation/MDT to a centralized workstation(s) for submission to the TITAN repository for processing. If the report(s) submitted are accepted they will returned directly to the workstation they were submitted from and can be amended from that workstation or moved back to the officer’s workstation/MDT at any time and re-submitted to the TITAN repository. If the report(s) are rejected they will be returned directly to workstation they were submitted from and can be corrected from that workstation or moved back to the officer’s workstation/MDT for correction and then re-submitted to the TITAN repository.

The two primary agency requirements for this option are: a. The central submitter(s) must have a unique TITAN userid and password created by TDOS b. Each officer must have access to a removable/remote media (ex: thumbdrive) or a network share where the completed reports can be moved to/from c. The centralized workstation(s) must have network access to the internet when submitting reports. This access can be achieved through wireless, hotspot, or wired connection to the internet.

Centralized Submission Workflow
Officer Creates and Validates report(s) in TRACS

Officer launches TITAN Toolbar and utilizes Move option to move reports to removable or remote media

Central Workstation User launches TITAN Toolbar and utilizes Move option to move reports to local workstation from removable/remote media

Central Workstation User Logs on with Central User ID and Password

Central Workstation User Submits Report(s) using toolbar Send/Receive option

Reports submitted to TITAN for processing

Central Workstation User Retrieves Processed Report(s) using toolbar Send/Receive option

TITAN Toolbar Startup Features
User Setup
Following the installation of the toolbar software, each user is required to create a user profile. When the toolbar is started the TITAN Toolbar Users screen is presented. Select the “New” option to create a new toolbar user.

On the User Configuration screen, enter the following pieces of information:

1) Badge Number- IMPORTANT: The value entered in this field must be unique for each officer at your agency. Also, this value must be the same value that is placed in the “Badge Number” field in the TRACS report. 2) Agency – Select your agency from the drop down list. If your agency is not listed please contact TDOS. 3) First Name – Enter the officer’s first name. 4) Last Name – Enter the officer’s last name. 5) Show Move To/From ? - Select this checkbox if you wish to use the Move feature of the toolbar (See Centralized Submission) 6) Verify the TRACS install path is correct. If TRACS has been installed to a location other than the default, use the “Browse” button to navigate to and select the TRACS.exe. 7) Select the “OK” button to save your new user profile 8) Your new user entry will be displayed and highlighted in the toolbar user list

Starting the Toolbar
1) Select the “Start” button to start the toolbar application

2) If you are connected to the internet and you wish to send/receive reports to/from the TITAN repository, you may enter your unique userid and password at the prompt and select the “Logon” button.

3) If you are not connected to the internet or you do not wish to send/receive reports to/from the TITAN repository, you may select the “Continue” button.

4) The TITAN toolbar application will be started.

TITAN Toolbar Processing Features
Sending and/or Receiving Reports
TRACS reports are sent to and received from the TITAN repository in one step. Each time you utilize the Send/Receive option, validated reports from your local workstation can be transmitted to the TITAN Repository for processing and Accepted/Rejected reports which have been processes will be returned to your local workstation for storage and/or correction. After you have created and validated one or more reports within TRACS you must utilize the Send/Receive option on the toolbar to Send the report to the TITAN repository and Receive completed reports back from the repository. 1) Select the Send/Receive option from the toolbar

2) Validated TRACS reports matching the badge number in the users profile will be displayed and can be submitted to the TITAN repository for processing

3) Select the Logon/Transmit Option 4) If you are not logged on, you will be prompted to enter your userid and password. If you are logged on the selected reports will be submitted to the TITAN repository 5) A transmittal summary will be displayed to show the status of each file sent to the TITAN repository

6) If reports were previously submitted to the TITAN repository for processing and the TITAN processing has been completed, these reports will be returned to the local workstation for storage and or correction. 7) The returned reports will be reported in the transmittal summary based on the reports status (Accepted, Rejected)

Correcting a Rejected Report
Each report that is sent to the TITAN repository is reviewed by the TITAN system for completeness and accuracy. If a validation error is found by the TITAN repository in a submitted report it will be returned to the submitter for correction. The original TRACS report will be sent back with an error listing specifying details about the errors found in the report. 1) If a report has been rejected in addition to the report being listed in the transmittal summary when it is returned, a notification message will be displayed each time the toolbar is started as a reminder that the report must be correct and resubmitted to the TITAN repository

2) Select the “Rejected” option from the TITAN toolbar

3) Select the report to correct from the reject list and pick the “View Error(s)” button

4) Review the error listing and select the “Correct Reject” button

5) The report will be moved back to TRACS for correction

6) Return to TRACS, correct the error and send the report back to the TITAN repository for processing (See “Sending and/or Receiving Reports”)

Amending Reports
After a report has been submitted to the TITAN repository and returned as Accepted, it may be amended to add new or revised information that becomes available in the future. The process of amending a report is simple as changing or adding the additional information to the original report and re-submitting it to the TITAN repository for processing.

1) Once accepted the original report should be returned to the machine where the report was transmitted to the TITAN repository from 2) Select the “Accepted” option from the TITAN toolbar

3) Locate the report to be changed by sorting the list with the column headings. Clicking the column heading once will sort the reports in ascending order, clicking a second time will sort the reports in a descending order 4) Select the check box next to the report to be amended 5) Select the “Amend Report(s)” option

6) The report will be moved back to TRACS for amendment

7) Return to TRACS, correct the error and send the report back to the TITAN repository for processing (See “Sending and/or Receiving Reports”)

Moving Reports
The Titan Toolbar “Move to” and “Move from” options are primarily used when a TRACS report creator does not have network access to directly transmit completed and

validated reports to the TITAN repository. Internet access is required to transmit reports to the repository. The move features allow for the movement of completed TRACS reports from a workstation to removable media (ex: USB drive) or other network attached location (ex: network share). NOTE: IT IS THE RESPONSIBILITY OF USER TO ENSURE THAT PROPER CARE IS TAKEN WHEN MOVING REPORTS TO OTHER MEDIA LOCATIONS. MAKE CERTAIN TO NOTE THE LOCATION WHERE THE REPORTS WERE MOVED AND SECURE THAT LOCATION FROM LOSS OR CORRUPTION. 1) Select the “Move To” option from the TITAN toolbar. NOTE: Only validated TRACS reports will be displayed in the list. 2) Locate the report to be changed by sorting the list with the column headings. Clicking the column heading once will sort the reports in ascending order, clicking a second time will sort the reports in a descending order. You can also use the “Filter By” option to limit the report listing by the following categories a. All - Display all validated report files from all locations b. TRACS – Document – Display all validated report files not submitted yet submitted c. TITAN – Accepted – Display all validated report files submitted and accepted d. TITAN – Rejected – Display all validated report files submitted and rejected e. TITAN – Submitted – Display all validated report files submitted but not yet returned

3) Select the check box next to the report(s) to be moved 4) Select the “Browse” option and navigate to the location you wish to move the files to (this information is saved for each user and if the location does not change this step is only performed one time) 5) Select the “Move Files To” option 6) The report(s) will be moved TO the location specified (If this location was a removable USB drive, etc. it can be removed from the workstation and given to the supervisor/clerk just as if you were passing along paper reports) 7) To accesses the report files that were moved at another location, you must use the “Move From” option 8) Start the Titan Toolbar application on the device needing access to the report files 9) Select the “Move From” option 10) Locate the report to be changed by sorting the list with the column headings. Clicking the column heading once will sort the reports in ascending order, clicking a second time will sort the reports in a descending order. You can also use the “Filter By” option to limit the report listing by the following categories a. All - Display all validated report files from all locations b. TRACS – Document – Display all validated report files not submitted yet submitted c. TITAN – Accepted – Display all validated report files submitted and accepted d. TITAN – Rejected – Display all validated report files submitted and rejected e. TITAN – Submitted – Display all validated report files submitted but not yet returned

11) Select the check box next to the report(s) to be moved 12) Select the “Browse” option and navigate to the location containing the report files (this information is saved for each user and if the location does not change this step is only performed one time) 13) Select the “Move Files From” option 14) The report will be moved FROM the location specified (If this location was a removable USB drive, etc. it can be returned to the officer for re-use for additional reports)

TITAN Toolbar Additional Features
Submitted
The submitted feature of the TITAN toolbar ensures that reports are not lost or forgotten during the time period between submitting a completed report to the TITAN repository and the report being returned when TITAN processing is complete.

All reports that have been submitted to TITAN for processing are maintained in this list until they have been returned. NOTE: YOU MUST PERIODICALLY PERFORM A SEND/RECEIVE TO CHECK FOR COMPLETED REPORTS. IF A REPORT HAS NOT BEEN RETURNED FROM THE TITAN REPOSITORY FOR 3 TO 5 DAYS PLEASE CONTACT THE TITAN SUPPORT DESK BEFORE USING THE “RESUBMIT” FEATURE. After contacting the help desk and determining that a report has been lost or processing has failed and the report requires resubmission: 1) 2) 3) 4) Select the report(s) from the list Select the “Resubmit” option Enter your user id and password The report(s) will be re-sent to the TITAN repository for processing

Notes
Notes are used as a notification mechanism from the TITAN help desk to users of the TITAN Toolbar. Each time you perform a send/receive the toolbar will check for any new notes created by the help desk staff. A confirmation that a new note has been received will be displayed to you.

Select the “Notes” option from the TITAN toolbar to view the new note and all notes which have been received from the help desk staff.

To view the details of the note, select the note and pick the “View Note” Option. The details of the note will be displayed.

Helpful Tips
1) Selecting any of the toolbar options once will expand the toolbar to view the details of the option selected. Selecting the toolbar option a second time will close the details of the option selected. This save screen space if you choose to leave the toolbar running between options. 2) More than one officer can utilized the same workstation to create TRACS reports. Each officer must have a unique user setup in the toolbar user list. 3) If you have a report that has been rejected by TITAN, you can leave the TITAN error listing up as an aid while you correct the errors in TRACS 4) If your report is reject by TITAN and the reason cannot be corrected within TRACS, please contact the help desk and report the exact error that is unable to be corrected.