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									Mecklenburg County Criminal Justice Agencies

Integrated Criminal Justice Information System
Business Requirements Specification

System Requirement Specification

June 2000

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Business Requirements Specification

All rights reserved. This Business Requirement Specification is confidential. It is copyrighted © and the sole property of Mecklenburg County. It may not be reproduced in any form or by any means, without the written permission of Mecklenburg County. This Business Requirement Specification (BRS) was produced using the PowerPlus America PowerSpec/2000 expert system specification and documentation software.

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Table of Contents
The System Requirements Specification.......................................................................................... 5 How To Use This Business Specification ......................................................................................... 5

BUSINESS EVENTS ........................................................................................................................... 8

BUSINESS OBJECTS ..................................................................................................................... 463

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Business Requirements Specification

Business Requirements Specification

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The System Requirements Specification
The following document is a business specification resulting from an in-depth analysis of the Business Area. This analysis process included a thorough Requirements Discovery Session held recently with representatives from the client organizations. This document provides the essential business, system and technology requirements for the System. Because the specification is based on the analysis of business requirements, it defines the needs of the Business Area rather than the “system” solution. Known and agreed technology requirements, system design, constraints and controls have also been specified where needed. Best efforts have been made, however, not to impose a bias towards any current or potential technology or business procedure. This “lack of bias” enables the system and business processes to be designed by applying the technologies which best suit the project objectives and this Business Requirement Specification. These detailed design specifications will be included in subsequent deliverables. This document is partitioned into two basic sections. The first section consists of Business Events. This section describes the various business processes and conditions to be supported by the System. The second section consists of Business Objects which define all of the governing business rules and information needed to support the processes of the business.

How To Use This Business Specification
For a particular question or area of interest, do one of the following: 1. Identify the subject of interest and go to the Business Objects section for information on that subject. 2. Identify the verb, process, activity or function and review the Event Process diagram and narrative for that business function. The beginning of the document and the beginning of each section identify the events and/or objects and the page on which they can be found. Each event also contains a cross-reference index of the participating objects to allow easy access to the definitions, data attributes and business rules for the objects participating in the Event. Following the Requirements Discovery Session, unanswered or unasked questions may be identified. Accordingly, this document may contain annotations or questions directed to particular readers. These comments are included where the analyst has identified that some clarification, explanation, expansion or example is required. For processes, policies, rules and information within the scope of your responsibility, please answer all of the highlighted questions and provide and initial any change to the document that you see necessary.

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Business Requirements Specification

Business Events
This section describes all of the business events or conditions within the scope of the project. It is also sometimes known as the “Business Process Model”. Each “Event” represents an essential requirement, condition or state that exists to which the business must respond. The response to the essential Business Event is described by the following: A single event process diagram for each essential process. At the center of the diagram is a circle which represents the actual “Event Process” that transforms information inputs and outputs. A rectangle with a shadow represents a “Terminator” which is an external source or destination of information (ie., a person, entity or system such as Customer, Supplier, Payroll). An open ended rectangle is an “Object.” An object represents a logical grouping of related pieces of information that we need to know about in the business (eg., Customer information, Order information, Employee information).
EVENT PROCESS

TERMINATOR

OBJECT

OBJECT OBJECT
data input data flow

TERMINATOR

data input

information output data flow

OBJECT

EVENT PROCESS
data flow

OBJECT

Arrows may lead into or out of the Event Process. Arrows going out indicate that information is being remembered or recorded about that Object; or some information is being provided to a Terminator. Arrows leading into the Event Process indicate that information is to be found or retrieved from an Object or that some information is received from a Terminator. Each Event Process Diagram illustrates the fundamental data required, and what is needed to be done with this information. Each diagram is also supported by a descriptive narrative for each event as well as the governing business rules for each of the relevant objects.

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Business Objects
The second section describes the essential Objects of the business. It is sometimes known as the “Business Information Model”. It consists of the information required by the business to support each condition or event. Each Business Object is detailed in this section and will consist of : • • • • The Governing Business Rules (GBR) that are the policies & rules of the business The required Data Items that describe each Object The Unique Identifier which is the primary key that the system uses (and users may use) to be able to find a specific occurrence of an Object Foreign Keys which are the unique identifiers of other Objects and allow the system to “join” and get related information from other Objects.

How the events are processed, how the data is physically organized, named and viewed, and how the system is ultimately implemented is not the purpose of this business specification. The data attributes and objects in this specification represent the business view of the client rather than a database design.

The Governing Business Rules Table
This table may also be included in the systems specification. The Governing Business Rules Table is a unique analysis tool that ensures completeness and accuracy of the requirements specification. The use of this table during the analysis of the Business Area enables us to quickly uncover all the essential policies and business rules for the system and business. In addition to generating the detailed rules that are documented in the Business Objects section, it also provides a prescription for the database design --- which can be produced directly from the business requirements.

Any project questions or concerns may be addressed to Dwayne Campbell, Project Manager, Mecklenburg County Court Services PowerPlus GBR Approach™ methodology questions can be addressed to PowerPlus America at 1-800-268-8706.

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Business Events
Court Services (CS) - Officer Advises of An Arrest ............................................................................... 14 CS - It is Time to Check for Outstanding Document .............................................................................. 16 CS - It is Time to Perform Criminal History Search................................................................................ 18 CS - Subject Arrives .......................................................................................................................... 22 CS - A Visual Arrest Affidavit is Sworn................................................................................................. 26 CS - An Outstanding Document Request Is Received ........................................................................... 28 CS - Subject is Served with An Outstanding Document ......................................................................... 30 CS - It is Time to Match Subject Fingerprint ......................................................................................... 32 CS - Arrest Identification is Completed ................................................................................................ 34 CS - A Charge is Added to An Arrest .................................................................................................. 36 CS - It is Time to Perform Risk Assessment ........................................................................................ 38 CS - It is Time to Make a Court Services Release................................................................................. 42 CS - It is Time to Perform Case Management....................................................................................... 44 CS - It is Time to Notify Subject of Court Appearance ........................................................................... 46 CS - Subject Complies with Release................................................................................................... 48 CS - Subject Does Not Comply........................................................................................................... 50 CS - Court Disposition is Received...................................................................................................... 52 CS - An Arrest is Deleted/Terminated.................................................................................................. 54 CS - An Outstanding Document is Received ........................................................................................ 56 CS - An Outstanding Document is Removed ........................................................................................ 58 CS - An Outstanding Document is Transferred ..................................................................................... 62 CS - It is Time to Consolidate Arrest History ........................................................................................ 64 CS - A Charge Is Expunged................................................................................................................ 66 CS - Magistrate Takes Action............................................................................................................. 68 CS - IITT Notify School Of Juvenile Arrest............................................................................................. 70 CS - Arrest Subject Does Not Arrive .................................................................................................... 72 Magistrate (MG) - Subject is Presented............................................................................................... 74 MG - It is Time to Prepare a Magistrate's Order.................................................................................... 76 MG - It is Time to Set Court Date........................................................................................................ 78 MG - It is Time to Set Pre-Trial Conditions of Release........................................................................... 80 MG - Subject Initial Appearance is Conducted...................................................................................... 82 MG - Subject is Interviewed/Additional Information is Required............................................................... 84 MG - No Probable Cause is Found/Defendant is Released .................................................................... 86 MG - A Domestic Violence Bond Amount is Established by D.C. Judge ................................................. 90 MG - Initial Appearance is Postponed.................................................................................................. 92 MG - Subject is Placed on Out of County Hold..................................................................................... 94 MG - A Petition is Filed...................................................................................................................... 96 MG - A Warrant is Requested............................................................................................................. 98 MG - A Cash Bond is Paid ............................................................................................................... 100 MG - Payment is Received............................................................................................................... 102 MG - A Driver's License is Revoked for DWI....................................................................................... 104 MG - Bond Amount/Release Condition is Revised............................................................................... 106 MG - A Magistrate Alert Notice is Received ....................................................................................... 108 MG - An Outstanding Document is Issued ......................................................................................... 110 MG - A Bond is Terminated .............................................................................................................. 112 Public Defender (PD) - Counsel is Appointed by Court ........................................................................ 114 PD - IITT Screen clients ................................................................................................................... 116

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PD - IITT Assign Counsel to a Case .................................................................................................. 120 PD - An Assignment is Terminated ................................................................................................... 122 PD - Subject Walks In ..................................................................................................................... 124 PD - A Court Appearance is Scheduled / Re-scheduled ...................................................................... 126 PD - A Case is Dismissed by D.A..................................................................................................... 128 District Attorney Misdemeanor (DAM) - An Arrest Packet is Received/Screened ................................... 130 DAM - Case First Appearance is Conducted (1101) ............................................................................ 132 DAM - An Out of Custody First Appearance is Conducted................................................................... 134 DAM - A Case is Dismissed by D.A.................................................................................................. 136 DAM - A Case is Sent to Dispute Settlement ..................................................................................... 138 DAM - A Subpoena is Issued............................................................................................................ 140 DAM - A Case Appears in District Court ............................................................................................ 142 District Attorney Felony (DAF) - A Case is Screened Pre-Warrant ....................................................... 144 DAF - A Case is Screened Post-Warrant ........................................................................................... 146 DAF - A Case is Received................................................................................................................ 148 DAF - Property Team Receives Felony Arrest Packet ......................................................................... 150 DAF - Property Team Assigns Bond Date and Probable Cause Date.................................................... 152 DAF - IITT Contact Victim / Family.................................................................................................... 154 DAF - A Bond Hearing is Conducted ................................................................................................. 156 DAF - IITT Attend Probable Cause Hearing......................................................................................... 158 DAF - IITT Plea Offer / Negotiate....................................................................................................... 160 DAM - A DMV Report is Requested / Received .................................................................................. 162 DAM - A Forfeiture Hearing is Conducted........................................................................................... 164 DAM - A Case is Reinstated............................................................................................................. 166 DAM - A Case is Appealed From District Court .................................................................................. 168 DAM - An Arraignment on Misdemeanor Appeals is Conducted in Superior Court .................................. 170 DAM - A Misdemeanor Appeal Case is Scheduled for Trial.................................................................. 172 DAM - A Felony Case which Resulted From a Misdemeaner is Indicted ............................................... 174 DAM - A Court Appearance is Rescheduled....................................................................................... 176 DAM - A Motion for Appropriate Relief is Filed in District Court ............................................................ 178 DAM - IITT Contact Victim / Witness................................................................................................. 180 Drug Treatment Court (DTC) - A Subject is Referred to DTC By DA ...................................................... 184 DTC - Acceptance/Enrollment Occurs ............................................................................................... 188 DTC - A Bi-weekly DTC Court Appearance Occurs ............................................................................. 190 Fine Collection (FC) - Subject Enters Post Judgement Center ............................................................. 192 F/C - IITT Monitor Payments............................................................................................................. 194 F/C - IITT Notify subject of non-compliance ........................................................................................ 196 F/C - IITT Enforce compliance (Notice of hearing)................................................................................ 198 F/C - A notice is returned ................................................................................................................. 200 F/C - A Payment Plan is Paid in Full (DMV)....................................................................................... 202 Sheriff’s Office (MCSO) - IITT Review the Court Docket........................................................................ 204 MCSO - IITT Analyze Subject's Prior Record (including DCI)................................................................ 206 MCSO - IITT Conduct a Subject Classification Interview....................................................................... 208 MCSO - A Subpoena for Documents is Received................................................................................ 210 MCSO - IITT Assign General Housing to a Subject (Post 1st Appearance)............................................ 212 MCSO - An Inquiry is Made About Subject's Housing ......................................................................... 214 MCSO - IITT Transport a Subject....................................................................................................... 216 MCSO - A Subject Makes a Request ................................................................................................ 218 MCSO - IITT Re-evaluate Custody Level............................................................................................. 220 MCSO - IITT Calculate a Sentence End Date ..................................................................................... 222 MCSO - IITT Calculate a Subject's Final Release Date........................................................................ 224 MCSO - A Request for Time Spent in Jail is Received (Pre-trial Time)................................................... 226 MCSO - IITT Move a Subject From County Custody to DOC ................................................................ 228

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MCSO - IITT Move a Subject from County Custody to Federal.............................................................. 230 MCSO - IITT Move a Subject From County Custody to Another County................................................. 232 MCSO - IITT Move a Subject From County to Another State................................................................ 234 MCSO - IITT Move a Subject From County to Hospital ........................................................................ 236 MCSO - IITT Return a Subject to County From Institution .................................................................... 238 MCSO - IITT Accept a Subject to County From Another State ............................................................. 240 MCSO - IITT Return A Subject to County From Federal....................................................................... 242 MCSO - IITT Return a Subject to County from DOC ............................................................................ 244 MCSO - Subject's Records Arrive for "Booking" From Court Services/Magistrate................................... 246 MCSO - IITT Update Court Disposition............................................................................................... 248 MCSO - IITT Release a Subject From Custody ................................................................................... 250 MCSO - IITT Produce the Daily Court Docket ..................................................................................... 254 DTC - IITT Prepare DTC Subject Progress Report ............................................................................... 256 DTC - Subject Completes a Program................................................................................................. 258 Superior Court (SC) - An Indictment Arrives From the Grand Jury ......................................................... 260 SC - Mail From a Subject Arrives ...................................................................................................... 264 SC - IITT Conduct a first Setting Court Appearance............................................................................. 266 SC - IITT Schedule a Bond Hearing ................................................................................................... 268 SC - A Case is Appealed From District Court to Superior Court ........................................................... 270 SC - IITT Do a Judgment Commitment ............................................................................................... 272 SC - IITT Issue an OFA for Failure to Appear...................................................................................... 274 SC - IITT Forfeit a Bond.................................................................................................................... 276 SC - IITT Determine if Case is a Capital Case..................................................................................... 278 SC - IITT Respond to a Motion to Suppress........................................................................................ 280 SC - IITT Conduct a Plea Hearing...................................................................................................... 282 SC - IITT Conduct a Plea Conference................................................................................................. 284 SC - IITT Remand a Case to District Court ......................................................................................... 286 SC - IITT Hear a Probation Violation Case.......................................................................................... 288 SC - IITT Review the Status of a Case ............................................................................................... 290 SC - IITT conduct a competency hearing............................................................................................ 292 DAF - IITT create a Grand Jury indictment.......................................................................................... 294 DAF - IITT schedule / conduct first setting.......................................................................................... 296 DAF - IITT create a discovery/plea offer packet ................................................................................... 298 DAF - A person is evaluated for DTC / structured day.......................................................................... 300 DAF - Evaluate a subject (based on record) person for deferred prosecution.......................................... 302 DAF - A motion for appropriate relief is received.................................................................................. 304 DAF - IITT create a structured sentencing worksheet .......................................................................... 306 DAF - A writ is issued (federal, but not extradition) ............................................................................. 308 DAF - Receive a subpoena from another state.................................................................................... 310 DAF - IITT determine if a subject has other pending felonies ................................................................ 312 DAF - IITT determine co-defendants for a case ................................................................................... 314 DAF - IITT reduce a felony to a misdemeanor ..................................................................................... 316 DAF - A request for a change of representation is received .................................................................. 318 Department of Community Corrections (DCC) - A court places a subject on probation............................ 320 DCC - A subject applies for deferred prosecution ................................................................................ 322 DCC - A subject on probation violates probation conditions.................................................................. 324 DCC - The parole commission grants parole....................................................................................... 326 DCC - IITT Register a Subject who is a convicted sex offender ............................................................. 328 DCC - A request arrives from out of state/county probation/parole supervision ....................................... 332 DCC - IITT complete a pre-sentence investigation ............................................................................... 336 DCC - IITT perform a death row investigation....................................................................................... 338 DCC - IITT prepare a travel permit for a probationer/parolee .................................................................. 340 DCC - A case is closed.................................................................................................................... 342

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MCSO - A notice of a 'report in' is received......................................................................................... 346 MCSO - A report-in fails to appear..................................................................................................... 348 MCSO - IITT prepare a statistical report ............................................................................................. 350 Charlotte Mecklenburg Police Department (CMPD) - IITT research a suspected subject ......................... 352 CMPD - A call is received and responded to....................................................................................... 354 CMPD - IITT conduct preliminary investigation .................................................................................... 356 CMPD - IITT appear in court.............................................................................................................. 358 CMPD - IITT make an arrest by warrant ............................................................................................. 360 CMPD - IITT clear a case by arrest.................................................................................................... 362 CMPD - IITT research a location........................................................................................................ 364 CMPD - IITT research an object ........................................................................................................ 366 Chemical Dependancy Center (CDC) - A subject arrives for a pre-trial assessment ................................ 368 CDC - A subject arrives for post-trial assessment ............................................................................... 370 CDC - A subject complies / fails to comply with judgement ................................................................. 372 CDC - IITT act on a referral of a subject.............................................................................................. 374 CDC - A subject completes a program............................................................................................... 376 CDC - A non-DWI assessment is ordered .......................................................................................... 378 CDC - A subject arrives for CDC / post judgement service center orientation ......................................... 380 CDC - An agency requests to become a provider................................................................................ 382 CDC - IITT notify a subject that an assessment is required .................................................................. 384 Juvenile Services (JS) - A courier delivers a package of charges........................................................... 386 JS - IITT hear a juvenile petition......................................................................................................... 388 JS - IITT complete a social history..................................................................................................... 390 New Alternative for Violent Actions (NOVA) - A subject arrives with court referral................................... 392 NO - IITT schedule a subject into a class........................................................................................... 394 NO - IITT assess progress of a subject .............................................................................................. 396 NO - IITT put subject on pending status ............................................................................................. 398 NO - IITT appear in court .................................................................................................................. 400 Structured Day Program (SDP) - A subject reports for initial Structured Day ......................................... 402 SDP - IITT assess a subject ............................................................................................................. 406 SDP - IITT graduate an SDP subject.................................................................................................. 408 MCSO - Partial arrest information arrives ........................................................................................... 410 MCSO - An officer arrives with a subject ............................................................................................ 412 MCSO - IITT fingerprint / photograph a subject.................................................................................... 414 MCSO - IITT conduct an alcohol breath test ....................................................................................... 416 MCSO - A bondsman arrives with a subject ....................................................................................... 418 MCSO - IITT check the paperwork ..................................................................................................... 420 District Attorney Juvenile (DAJ) - A detention hearing is held ............................................................... 422 DAJ - A juvenile arrives for arraignment .............................................................................................. 424 DAJ - IITT disposition a subject (sentence)......................................................................................... 426 DAJ - IITT conduct a juvenile adjudicatory hearing (trial)....................................................................... 428 DAJ - IITT review a rejected felony case............................................................................................. 430 DAJ - A juvenile is discovered ........................................................................................................... 432 DAJ - A case is transferred to Superior court for trial........................................................................... 434 DAJ - An appeal of a transfer is received............................................................................................ 436 DAJ - Respond to divert a petition ..................................................................................................... 438 DAJ - IITT approve a petition ............................................................................................................. 440 District Court (DC) - IITT create the docket ......................................................................................... 442 DC - A first appearance is conducted (1101) ...................................................................................... 444 DC - IITT record a sentence.............................................................................................................. 446 DC - IITT try a non-traffic misdemeanor case...................................................................................... 448 DC - IITT try a traffic misdemeanor case ............................................................................................ 450 DC - A subject applies for "10 day" limited driving privileges................................................................. 452

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DC - A motion for appropriate relief is received.................................................................................... 454 DC - A probation violation occurs ...................................................................................................... 456 DC - A subject sends jail mail........................................................................................................... 458 DC - IITT adjust a bond..................................................................................................................... 460

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Court Services (CS) - Officer Advises of An Arrest

Officer
Partial Arrest Info.

Arrest

Arrest Number

Traffic/DWI

Advise of an Arrest
Valid

Arrestee

Subject

Officer

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471

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Advise of an arrest
Process Narrative:
Periodically, an officer will advise of a partial arrest. Record the name, race, gender, age/date of birth of the subject and in the event the arrest is a traffic arrest, the subject's driver's license number. Record the arrest including whether it is a traffic arrest or not, whether the arrest is a DWI (Y/N). Find the officer advising of the arrest. In the event that the officer is not known, find the default (dummy) code for the officer's agency. (Allows for tracking of incomplete arrests). Following the recording of the necessary data, generate and record the arrest number.

Comments/Questions:
• Should there be a default (dummy) officer code for each agency to allow for the tracking of an arrest to the agency level at the least. Present practice is to enter a CTSV officer code that does not track the arrest (if incomplete) to the agency. The project team that participated in the requirements discovery session, determined that the default agency code will alleviate what is presently seen as a serious procedural issue.

Technology Considerations:
The system must be capable of assigning arrest numbers automatically and sequentially. Upon entering the arrest, the system must be capable of preparing subject identification and arrest worksheet outputs automatically (eg., barcode wristbands, etc.).

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CS - It is Time to Check for Outstanding Document
Holding Agency
Advise of Arrest Outstanding document

Officer

Holder Partial

Arrest Officer

Agency

Check for Outstanding document

Existing/ Type/ Holder

Subject

Outstanding Document

Physically Available

Outstanding Document Repository

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481

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Check For An Outstanding Document
Process Narrative:
For each subject that is arrested, it is necessary to check for outstanding documents. Based on the subject information provided by the officer, determine if there is an outstanding document. In the event that there is a match, determine if the outstanding document is in the repository (physical check). In the event the outstanding document is available, notify the arresting officer that there is an outstanding document to be served. (Applies to Visual Arrest only). In the event the outstanding document is being held OUTC or has been transferred, find the agency that is holding the outstanding document and notify them that the subject has been arrested. Record the date and time that the holding agency was notified of the subject arrest. Pull the outstanding document, and record the date and time pulled. Provide the outstanding document, if physically available, to the officer for service.

Comments/Questions:
• Issue: The paperwork is created and is somewhere. Need to keep track of paperwork. What stage is the ability to use electronic signatures at?

Technology Considerations:
E-mail possibility of informing out of county agency. There is to be a statewide repository system put in place that will see the storage of "paperless" outstanding documents with retrieval on demand.

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CS - It is Time to Perform Criminal History Search
Arrest CIS
PID# Previous/ CIS DISP. Candidate List/ History Request History

Charge Case
Arrest/ Charge

PMNI

Analyst

Name/Race Gender/DOB

Subject Name Address
PID/AKA SSN O/S Doc

Perform Criminal History Search

DCI NCIC

QH/QR SID/FBI O/S/PMNI/ CIS/DCI

Alias Name

For Service

Search

Repository O/S Document Officer

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510

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Perform Criminal History Search
Process Narrative:
** CLARIFICATION OF CRIMINAL HISTORY SEARCH SEQUENCE IS REQUIRED ** For each arrest that has been received, find the subject. Provide the subject name, race, gender and date of birth to PMNI for matching to known subjects. In the event the subject is known to PMNI, record the PID returned by PMNI. Record any additional name(s) that are returned by PMNI. Based on the PID number, find any previous arrest(s), charge(s) and case(s). Provide the PID number to CIS and request a criminal history. Record the results of the CIS criminal history search including the SID and FBI number, previous arrest(s), charge(s) and case(s).

Remember the analyst that conducted the search(es). ----------------The analyst requests criminal history from PMNI. A PID may be obtained from an PMNI search. A CIS search is performed. Court information system is accessed and further criminal history is generated. A DCI/NCIC search is performed next. Analyst runs a QH search followed by a QR search. QR produces hard copy of all the record for the subjects. If no information is received from PMNI, no CIS search is done as there is no PID number. The analyst then does a CR search. The analyst searches outstanding documents. If there are discrepancies, demographics are added to keep the arrest record current. Send in the name, race gender and DOB of the subject to PMNI. A candidate list is received. The analyst chooses the right one and request a data dump. A PID number is returned if there were previous arrests. This is recorded on the subject file. Addresses, aka, SSN, charges of previous arrests, date and charge and location of these arrests are part of the information returned as a result of the search. One charge code per arrest is returned from PMNI.

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Based on PID number send information to CIS. The criminal history is returned with disposition on the charge. A court case number is sent for every charge the subject has.

Comments/Questions:
• CIS and DCI searches must wait for the return of a positive PID number - verification of identification based on fingerprint search.

Technology Considerations:
The system must be capable of generating PID numbers for newly identified subjects. The system must be capable of providing access to criminal histories either "on-line" or in hard-copy format.

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CS - Subject Arrives
Officer Target
Subject Traffic PossiblePTL Traffic Target Detail Complete

Arrest

Citation

Charge Accept Subject Subject Address Employment
Demo Demo Code Partial

Arrest Officer

Witness

Officer

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Target 100 ...................................................................................................................................... 500 Address.......................................................................................................................................... 510

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Accept Subject
Process Narrative:
For each subject that arrives, determine if there is a partial arrest for the subject. In the event that there is no partial arrest, create an arrest. In the event that there is a partial arrest, the partial arrest is to be completed. Record or verify the subject information including the following: - primary name elements - race - gender - age/date of birth (multiples) - height - weight - hair color - eye color - social security number Record or verify address information. Record or verify name information including the following: - type (arrest, court, alias) - first name - middle name - last name - suffix name - alias SSN (if applicable) - alias age/date of birth - driver's license number (multiple) Record or verify employment/education information including the following: - name of employer/school Record the complaint number if the arresting officer is from an agency that requires the use of a complaint. In the event the arrest is a traffic arrest or the officer agency is the NCHP, record the citation information including:

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- citation number (if traffic charge or if SHP, any charge) - accident indicator - commercial driver's license number - vehicle make - vehicle model - vehicle year - vehicle type (passenger, van, truck) - tag number - tag state - location (highway, unknown) - NCHP patrol area (if NCHP arrest) Record witness information. Record the officer(s) that participated in the arrest and the role(s) that they played. Record the charge(s) that are a result of the arrest including the charge code and the charge literal. Ensure that the charge code and charge literal match. Record the arrest complete date and time.

Comments/Questions:
• • In the event the subject is between the ages of 16-18, school information is required to be recorded for notification purposes. In the event the arresting agency is the CMPD, the recording of a complaint number is mandatory. Allow the recording of complaint # for any agency.

Technology Considerations:
Address automatic additive address (error if it doesn't match street file). Prompting and error condition if address seems out of range or invalid. Forms are to be automated. The system must be capable of providing the appropriate charge literal based on the entry of a valid charge code. In the event the subject is between the ages of 16 and 18, the system should prompt the operator to record educational information.

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Business Requirements Specification

CS - A Visual Arrest Affidavit is Sworn

Analyst
Sworn affidavit ID

Analyst

D/T Sworn

Swear Out Affidavit on Visual Arrest

visual

Arrest Charge

Affidavit

Officer Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499

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Swear Visual Arrest Affidavit
Process Narrative:
For each visual arrest it is necessary to swear an affidavit. Record the date and time that the affidavit was sworn, the purpose of the affidavit, whether there is a DA concern (prosecutorial concern), whether the subject was sober/drinking/drinking heavily and whether the arrest is a result of domestic violence. Remember the officer that swore the affidavit and the analyst who notarized the affidavit.

Comments/Questions:
• Visual arrest affidavits are not required for federals, bond terms, certain probation or parole violations.

Technology Considerations:

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CS - An Outstanding Document Request Is Received

Outstanding Document
Exist/Do Not Serve Request

Officer Dispatch Bondsman
Response

Analyst

ID

Accept outstanding document request

Code Physical

Officer Repository

Search

Officer ............................................................................................................................................ 468 Outstanding Document .................................................................................................................... 478 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486

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Receive Outstanding Document Request
Process Narrative:
For each request for an outstanding document that is received, record the search including the date and time that it was requested. Based on the subject of the request, determine if there is an outstanding document. In the event that an outstanding document is found, determine if the outstanding document is physically available in the repository. If the outstanding document is found, notify the requester that the outstanding document is available. Record the disposition of the search and remember the analyst who performed the search. In the event that the outstanding document requested is not found, record the inquirer. Notify them when it is found.

Comments/Questions:
•

Technology Considerations:

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CS - Subject is Served with An Outstanding Document

Officer
Date Served Service

Subject

O/S to serve

Serve O/S Document

Arrest

To be served

Subject Name

Serving

Date served

O/S Document Officer

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Name ............................................................................................................................................. 507

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Serve Outstanding Document
Process Narrative:
For each outstanding document that is to be served on a subject/name, find the outstanding document. Serve the document on the subject and/or the subject/name. Record the date and time served. Remember the officer who served the outstanding document. Remember the arrest to which the outstanding document has been "attached".

Comments/Questions:
•

Technology Considerations:

Page 32

Business Requirements Specification

CS - It is Time to Match Subject Fingerprint
Livescan Analyst
Fingerprint

Subject Name

SID Assign/ New Alias

Candidate ID Date/minutae

PID to Match Search SID REQ

Fingerprint Match Subject F/P Arrest

AFIS

Candidate SID

F.P

Search Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507

Business Requirements Specification

Page 33

Match subject Fingerprint
Process Narrative:
For each fingerprint scan that is received from the Livescan, find the arrest (process number). Review the criminal history. Record any edits made to the fingerprint minutiae by the analyst. Remember the analyst who made the edits to the fingerprint. Request a search of the fingerprint and provide the candidate subject(s) to the analyst for verification. In the event the arrested subject fingerprint matches a known subject fingerprint, update/remember the subject with the known PID and SID number. In the event the arrested subject fingerprint does not match, record a new PID for the subject and request an SID number for the subject and record the SID number. Record the search including the date and time of the search, the type and the disposition of the search. Remember the analyst that performed the search.

Comments/Questions:
• • SID number is only valid on AFIS system. FBI number is used for verification purposes for identification purposes.

Technology Considerations:
The system must be capable of generating PID numbers for newly identified subjects - no match found.

Page 34

Business Requirements Specification

CS - Arrest Identification is Completed
O/S Doc Subject Name
SID/PID OFA by PID Verify PID/SID Assign By PID Target positvely ID Positive ID

Agency Analyst

Target
Required Target 100 Manage

Complete Arrest ID Analyst
Charge Check Digit Target Arrest

Search

Agency

Arrest Charge

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Target 100 ...................................................................................................................................... 500 Name ............................................................................................................................................. 507

Business Requirements Specification

Page 35

Complete Arrest Identification
Process Narrative:
For each arrest that is to be completed, find the arrest. Find the subject and name(s) for the arrest. Ensure that the subject has a PID and SID. In the event that the subject does not have a PID the analyst will assign a PID. In the event a new PID number is assigned, record and remember the new PID number. Based on the subject PID, determine if there are any outstanding document(s) for the subject (OFAs). Record the document search. Based on the subject PID, determine if the subject is a target. Record the search. In the event the subject is a target, find the agency that is responsible for the target, and notify the agency that a target subject is in custody. Assign the charge a check digit and record the date and time the arrest was "identification complete". Remember the analyst that completed the identification.

Comments/Questions:
•

Technology Considerations:
The system must be capable of assigning sequential check digits to charges upon request by the analyst.

Page 36

Business Requirements Specification

CS - A Charge is Added to An Arrest
Officer Subject Name
Fugitive Fugitive Affidavit

Officer Magistrate
Add. Charge

Bondsman
Fugitive Arrest

Officer
Want Warrant OFA

CTSV Add Charge to Arrest Arrest

Fugitive Affidavit

O/S Doc Charge Affidavit Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499

Business Requirements Specification

Page 37

Add Charge to Arrest
Process Narrative:
For each charge that is to be added to an arrest, find the arrest. Find the subject and name for the arrest. Find the charge(s) that exist for the arrest. Record the new charge including the charge code and the charge literal. In the event the charge is for an outstanding fugitive want or warrant, record the affidavit including the date and time sworn, etc. Record the state and agency that has requested the fugitive apprehension. Record the charge (charge literal) that is the subject of the fugitive warrant. Remember the analyst who notarized the affidavit. Remember the officer who added the charge to the arrest.

Comments/Questions:
• The charge on a fugitive warrant must be captured "literal" as charge codes may not match across agencies/states.

Technology Considerations:

Page 38

Business Requirements Specification

CS - It is Time to Perform Risk Assessment
Reference Living Relationship
verify request/response

Subject

Subject Name Address Employer
Known Current/Previous

Arrest Charge Case
Personal co-signer

Perform Risk Assessment
Drug/Alcohol/Psych

Treatment
interviewer current/previous compliance

D/T recommend

Reference

Interview Analyst Release

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516

Business Requirements Specification

Page 39

Perform Risk Assessment
Process Narrative:
For each arrest that has had the arrest identification complete, find the subject of the arrest. Determine the subject status - active or "do not release" (status 58). Determine the subject name, address, employment, living relationship and/or treatment. Receive additional or new information from the subject and record the additional or new address, employment, living relationship and/or treatment information. In the event that the subject has a "do not release" (status 58) notation, an interview is to be recorded with the proper release recommendation and a justification for release recommendation noting the "do not release". Record reference name, address, relationship, phone, etc. Find any previous arrest and charge for the subject based on the subject PID. Contact the reference and verify the information that has been provided by the subject. In the event the reference provides additional or differing information, reconcile and record the additional or differing information. Record the details of the interview including: - date opened - time opened - information verified by reference (yes/no) - unavailable for interview reason - Vera point score - pending reason - release recommendation - justification for release recommendation - date complete - time complete In the event that a release recommendation is made, obtain and record additional reference information. Notify the magistrate of the release recommendation. If a client of the DTC is arrested, notify the DTC immediately prior to the release of the client.

Page 40

Business Requirements Specification

If a client is being brought back in on an OFA, check if fine/collection has annotated the OFA of a “no bond or comply”.

Comments/Questions:
• • A refusal by the subject of the opportunity to be interviewed is deemed to be an interview, but must result in the recording of an "unavailable for interview reason". It must clearly show that the subject refused the interview. A set of standards is to be established that will be used for automated "scoring" of subject prior to RA interview.

Technology Considerations:
The system should be capable of providing an automated recommendation based on a "scoring" of subject information. This automated "interview" is to be provided to the RA Analyst for review and reconciliation. (There are presently 30 objective requirements that could be scored - Mecklenburg County resident for previous six months, etc.) The Vera point scoring of subjects is to be considered for automation.

Page 42

Business Requirements Specification

CS - It is Time to Make a Court Services Release

Analyst Reference
Magistrate Hearing Complete/ Court/ Bond

Magistrate MCSD

Co-Sign Willingness to Co-Sign

Buck Slip

Subject Living Relationship Make Court Services Release
Approved Cond./ Prev. Modif Comm. for to Mag. Order Co-SIgn Order Co-SIgn Court/Bond Previous for Co-Sign Release Recommendation

Arrest Charge Case

Analyst

Interview

Additional Refernce

Release

Reference

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Relationship.................................................................................................................................... 509 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516

Business Requirements Specification

Page 43

Make a Court Services Release
Process Narrative:
For each notification that a subject has been seen by the magistrate (received from the magistrate/sheriff), determine if a release recommendation was made during the risk assessment interview. Record the court date, time and location and the bond information for the case and charge. Record additional reference information for the subject for both personal and co-signer references. For each co-signer reference, determine if the reference has been the subject of any previous arrest, whether the co-signer reference is the subject of any outstanding document and/or whether the co-signer reference has been the subject of a previous release. In the event the co-signer reference is not suitable to the analyst, receive additional or alternate co-signer reference information from the subject. In the event the co-signer is acceptable to the analyst, contact the co-signer reference and determine if the co-signer reference is willing to act as a co-signer reference. Notify the subject of the condition(s) of the proposed release and record the date and time that the subject agreed to the condition(s). Find the release (committal order) issued by the magistrate and modify the committal from "to sheriff" to "to court services". Record any additional conditions that have been imposed by the magistrate. Notify the co-signer reference of the condition(s) of the release and record the date and time that the release was co-signed by the co-signer reference. Notify the sheriff that the subject is prepared for release (issue "buck-slip").

Comments/Questions:
• The analyst/subject can stop the release process at any time. Or another type of release occurred.

Technology Considerations:

Page 44

Business Requirements Specification

CS - It is Time to Perform Case Management
Analyst Court Appearance
Assigned

Arrest
Appearance courtroom/bond

Subject Address Employment Treatment Living Relat.
Verify

Charge Case

Perform Case Management
Veripoint

Notify of Assignment

Interview Reference

Release

Analyst

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 45

Perform Case Management
Process Narrative:
For each arrest that has had a subject released find the release and the condition(s) of the release. Find and verify the completeness of the following information: - subject - address - employment - treatment - living relationship Find the risk assessment interview and the reference/co-signer including the Vera point score. Find the arrest, charge and case including the court appearance information provided by the magistrate. Record the court appearance including the date, time and location of the appearance. Assign an analyst (case manager) to the release and remember the analyst that has been assigned. Notify the analyst of the assignment.

Comments/Questions:
•

Technology Considerations:

Page 46

Business Requirements Specification

CS - It is Time to Notify Subject of Court Appearance

Analyst

Subject
Notificatio n

Subject Employment Address Phone Number

Out of Complianc e oos/badad

Reminder/ Response

Notify Subject of Court Date

D/T Notify

Court Appearance Analyst
Assigned XX Days

Release

Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510 Release.......................................................................................................................................... 514 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 47

Notify Subject of Court Appearance
Process Narrative:
Periodically, it is time to notify a subject of an upcoming court appearance. For each court appearance that is scheduled to take place in XX days (XX for letter notification), find the subject, the subject address and/or the subject employment. Notify the subject of the date, time and location of the court appearance. Record the date of the letter notification. In the event the letter is returned as undeliverable, find the analyst who is assigned to the release and notify the analyst that the letter notification has been returned. ---------------For each court appearance that is scheduled to take place in XX days (XX for telephone notification), find the subject, the subject phone number (if available) and/or the subject employment phone number. Notify the subject of the date, time and location of the court appearance. Record the date and time of the telephone notification and the disposition of the telephone notice: left message with person, left message with voice mail, no answer, spoke to subject or out of service. In the event the disposition of the telephone notification is out of service, find the analyst that is assigned to the release and notify the analyst that the telephone notification was unsuccessful.

Comments/Questions:
•

Technology Considerations:
Provision should be made for the automated notification of subjects of court appearances. Automation could include IVR, email or fax.

Page 48

Business Requirements Specification

CS - Subject Complies with Release

Analyst

case court date info verify

Subject

16-20 age

conferenc e court date

Subject Address Employment
Confirm/ Note verify

Comply with Release
first call date frequenc y Require d

Court Appearance

Arrest Charge

Bond Cond

Release

Record Future

Interview Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 49

Complied with Release
Process Narrative:
For each act of compliance by a subject with a court services release, find the release. Find the conference (call-in, office conference or field visit) that is scheduled and record the date and time that it was conducted. Find the next scheduled court appearance and verify that the subject is cognizant of the date, time and location of the court appearance. Find the subject, address and employment information and verify the current information. Record any new or update subject, address or employment information. Record any comment/note for the arrest and/or charge, court appearance and/or conference. Remember the analyst that documented the compliance.

Comments/Questions:
•

Technology Considerations:
There is a potential that IVR technology may be used to manage and monitor subject compliance with the condition(s) of the release.

Page 50

Business Requirements Specification

CS - Subject Does Not Comply
Subject Reference
Contact OFA Respons e

Magistrate Analyst
Notify of missed call Action

Subject Address Reference
Assigne d Contact

Violate Compliance

OFA Analyst Notified Schedule d missed FTA

Outstanding Document

FTC/ Bond Term/ Prev Cond

Interview

Call in frequenc y

Analyst Release

Court Appearance

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Analyst........................................................................................................................................... 486 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 51

Violated Compliance
Process Narrative:
For each non-compliance find the subject. (Non-compliance is indicated by the failure to make a court appearance, failure to comply with a scheduled conference or a new arrest or charge is added). Find the analyst (case manager) that is assigned to the release. Notify the analyst of the non-compliance. Contact the subject and/or the subject reference and/or the co-signer reference and determine the reason for the non-compliance and record any comment/note for the conference, release and/or court appearance. In the event the release is to be terminated due to non-compliance, provide the necessary information to the magistrate to allow a CTSV - Failure to Comply (OFA) to be issued for the re-arrest of the subject. Record the details of the CTSV - Failure to Comply (OFA). Record the date and time of the termination of the release and the reason for the termination. In the event that the subject is re-arrested, determine if the bond (charge) is to be terminated.

Comments/Questions:
•

Technology Considerations:

Page 52

Business Requirements Specification

CS - Court Disposition is Received

Analyst
Case Dispos. Case Disposition

Court

Do not release Case Dispos.

Accept Court Disposition Subject
Status release do not release

Arrest Charge Case

Analyst

Release

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Release.......................................................................................................................................... 514

Business Requirements Specification

Page 53

Receive Court Disposition
Process Narrative:
For each court case disposition that is received from the court, find the arrest, charge and case. Record the case disposition (guilty/not guilty/voluntary dismissal, etc.). Find the release, if applicable, and record the date that the release was terminated (ended) and the reason for the termination (court case closed). Find the analyst assigned to the release and notify the analyst of the court case disposition. In the event that the analyst wishes to prevent the subject from future release consideration, record the "do not release" status on the subject (status 58). Summarize compliance history for future arrest reference.

Comments/Questions:
•

Technology Considerations:
CIS is to provide the disposition to CJIS automatically. Other notifications of the disposition will be required for other systems/agencies that require access to the information. Disposition resides on CIS only. We record in RA Case Management - this could be automated.

Page 54

Business Requirements Specification

CS - An Arrest is Deleted/Terminated

MCSD Officer Officer PID
PID Incorrect

Request/ Reason

Subject

Delete/ Terminate Arrest

'Open'

Arrest
Delete/ Terminate/ Reason

Charge

Analyst

Terminator Arresting

Officer

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494

Business Requirements Specification

Page 55

Delete/Terminate an Arrest
Process Narrative:
For each request to delete or terminate a charge or arrest, find the charge and/or arrest. Determine that the arrest is "open" and that action has not been taken by the magistrate. Record the deletion of the charge or arrest and the reason for the deletion or termination. In the event that the charge that was deleted or terminated is the last or only charge on the arrest, delete or terminate the arrest. In the event the charge and/or arrest is to be deleted or terminated because of a PID non-match, find the officer that made the arrest and notify the officer of the deletion or termination and the name of the subject. Remember the analyst who deleted or terminated the charge and/or arrest.

Comments/Questions:
• An arrest cannot be deleted or modified once the Magistrate has taken action. The arrest can only be expunged. If the magistrate takes action in error and manually notifies the clerk of the change it can be expunged.

Technology Considerations:

Page 56

Business Requirements Specification

CS - An Outstanding Document is Received

Repository
O/S Doc

Clerk Sheriff Magistrate

Shuck/ Location

Accept O/S Document

OutC

Felony O/S Doc Issued/entered Expiration Date

Analyst

DCI O/S Doc NCIC

Outstanding Document .................................................................................................................... 478 Analyst........................................................................................................................................... 486

Business Requirements Specification

Page 57

Accept Outstanding Document
Process Narrative:
For each outstanding document that is received from the Clerk, Sheriff, Magistrate and Out of County Office record the type of outstanding document, the date it was issued and the date that it was entered/received. Record the charge code for the outstanding document. In the event that the outstanding document is an OUTC, record the county name that issued the outstanding document. Record the repository number for the outstanding document and deposit the outstanding document in the repository. In the event that the charge code denotes a felony, notify the DCI of the outstanding document. Remember the analyst who received/recorded the outstanding document.

Comments/Questions:
•

Technology Considerations:
OFA Grand Jury Indictment. The charge code has to match the State requirement, not 999999 as currently entered. Enter ability to create free text charge code. The system must generate repository numbers for each outstanding document received. Entry of a felony charge code should automatically notify DCI of the newly received outstanding document should not require re-entry of the data to another system.

Page 58

Business Requirements Specification

CS - An Outstanding Document is Removed
Agency CMPD DA
About to O/S Doc Expired Expire Purge Retairn Void Y/N Strike do not serve

Repository

Subject Name Address

Purge Instr.

Magistrate

Age

Remove O/S Document

Analyst

O/S Doc Search Doc Transfer

Revised Expired to match Never Retain Purge

Purged Warrant OFA Struck Warrant in Issuing

Case Agency CIS

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Document Transfer .......................................................................................................................... 521

Business Requirements Specification

Page 59

Remove Outstanding Document
Process Narrative:
For each outstanding document that has been in the repository for XX months, find the subject (including PID, driver's license number, SSN, date of birth, Name (alias) and address for the outstanding document. Based on the subject, name and address for the outstanding document, determine if there are any other outstanding documents in the repository for the same subject. In the event that there are newer outstanding documents in the repository, record a new expiration date for the older outstanding document to match the newest outstanding document found. In the event that no other outstanding documents are found, notify the CMPD, the DA's office and the issuing agency of the impending removal. In the event that the DA, the CMPD or the issuing agency wish to retain the outstanding document, record a new edit date for the outstanding document. In the event that the DA, the CMPD or the issuing agency does not wish to retain the outstanding document, remove the outstanding document from the repository and record the date and reason for the removal. CIS may notify CTSV of outstanding documents that are to be stricken. In the event the outstanding document is to be stricken, find the outstanding document, remove the outstanding document from the repository and record the date and reason for the removal. In the event that the outstanding document is to be dismissed or voided, find the outstanding document, remove it from the repository and record that date and reason for the removal. In the event the outstanding document that was removed was a warrant, find the case to which the warrant applies and purge the case. Notify CIS of any removed warrants. In the event that an outstanding document is "lost", record a do not serve date and reason for the lost outstanding document. Remember the analyst who removed the outstanding document.

Comments/Questions:
• How is the new system account for the existence of the warrants? How to create a CR number for the case?

Page 60

Business Requirements Specification

• •

Notification of purge O/S document (DA)? Is the removal of an outstanding document a full logical and physical purge, or is there to be a listing of removed outstanding documents maintained for future reference (see M. Sloop)? Sloop: currently have printouts

Technology Considerations:
System must match by name, address, DOB,PID#. DA wants a return warrant to be assigned a CR number. All notifications of agencies are to be automated. The recording of an edit date for an outstanding document is to "restart" the clock for expiration date purposes.

Page 62

Business Requirements Specification

CS - An Outstanding Document is Transferred

Agency Agency
Request

O/S Doc

Transfer O/S Document Analyst
Arrive New Holder

O/S Doc Doc Transferred Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481 Analyst........................................................................................................................................... 486 Document Transfer .......................................................................................................................... 521

Business Requirements Specification

Page 63

Transfer Outstanding Document
Process Narrative:
For each request for an outstanding document transfer, find the outstanding document. For each outgoing document transfer, record the document transfer including the date and time of the transfer, to whom the document was transferred and the reason for the transfer. For each incoming document transfer, record the document transfer including the date and time of the transfer, from whom the document was transferred and the reason for the transfer. Remember the "holder" of the outstanding document. Remember the analyst who effected the document transfer.

Comments/Questions:
•

Technology Considerations:
Receiver of transfer must accept acceptance and custody of document. How is this to be done? Code? Going out can be a default. Coming in Court Services receives it.

Page 64

Business Requirements Specification

CS - It is Time to Consolidate Arrest History

Clerk Analyst
Consolidatio n

Court Services

CMPD
CMPD MCSO

multi PID

Subject Name
Remove newest PID

Consolidate Arrest History
For all PID's

Arrest Charge Case

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507

Business Requirements Specification

Page 65

Consolidate Arrest History
Process Narrative:
Periodically, it will be determined that a subject has been assigned more than one PID number. For each subject that is identified to have more than one PID, find all arrest, charge and case information for each of the PID's. Consolidate the arrest, charge and case history to the oldest PID numbered subject. Delete the subject(s) with the PID numbers that are newest and that have had the history transferred. Notify the Clerk of the Superior Court, Risk Assessment, CMPD and the MCSO of the PID consolidation and/or any other agency that requires notification. Remember the analyst that performed the consolidation.

Comments/Questions:
• Notification "list" is to be determined.

Technology Considerations:
Notification of consolidation is to be automated.

Page 66

Business Requirements Specification

CS - A Charge Is Expunged
Court
Order to Expunge D/T No Arrest by Charge Authority

Subject F/P Address Name Employment Treatment Phone Number Living Rel.
By Charge

Expunge

Analyst

Expunge Charge
To be Expunged

Charge

NoCharg e Remains

Complaint Arrest Citation

Case

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Expungement.................................................................................................................................. 522

Business Requirements Specification

Page 67

Expunge Charge
Process Narrative:
For each order to expunge that is received from the court, find the charge to be expunged. For each charge find the case. For each case find the arrest. In the event there are additional charge(s)/case(s) for the arrest, expunge the relevant charge/case. In the event that no additional charge/case exists for the arrest, the arrest is also expunged. In the event that the arrest is to be totally expunged, find all relevant data that was created/recorded with the arrest. Expunge the data. Record the date and time of the expunge and the court order number. Remember the analyst who executed the expunge.

Comments/Questions:
• Is any record of expungement allowed to be kept? AOC and SBI have a record of who has had records expunged.

Technology Considerations:

Page 68

Business Requirements Specification

CS - Magistrate Takes Action

SBI/DCI

Magistrate
Charge Action Taken Local PID Subject Demo Mag. Action Charge NPC new SID New W/Y SID

Arrest Charge Case

Subject Name Address
New PID SID #

Action is taken by Magistrate

Interface to SBI & DCI

Analyst Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Analyst........................................................................................................................................... 486 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 69

Action is Taken By Magistrate
Process Narrative:
For each arrest that is "actioned" by the magistrate, find the charge(s) and/or case(s) for the arrest. For each charge, record the magistrate's disposition. In the event that the charge has been accepted, notify the SBI/DCI of the acceptance. In the event that the charge was NPC'ed, determine if the subject has just been assigned an "A"-SID (firsttimer). If so, provide the subject, name and address information to SBI/DCI to confirm the "A"-SID number. Determine if the subject was identified using "W"-SID or "Y"-SID. In the event that this arrest is a "first-time" arrest, provide the subject, name and address information to SBI/DCI to confirm the SID number. Record the date and time that the information was interfaced to SBI/DCI for the arrest. Submit fingerprints. Remember the analyst who notified the SBI/DCI.

Comments/Questions:
• AFIS transfer confirm? Would the provision of an indicator assist in ensuring that notifications are made/completed in a timely manner?

Technology Considerations:

Page 70

Business Requirements Specification

CS - IITT Notify School Of Juvenile Arrest
Parent/ Guardian
All Notices

School

Felony Notice to Principal

Mag. Action Charge Accept

Arrest Charge

Subject
16-18

Notify School of Juvenile Arrest

Parent/Guard Notice School

Case

Parent/ Guardian

Living Rel.

Employment/Ed Address

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 71

Notify School of Juvenile Arrest
Process Narrative:
For each arrest that has been acted upon by the Magistrate and that has had the charge(s) accepted, determine if the subject is between the ages of 16 and 18. In the event that the subject is between the ages of 16 and 18, find the living with relationship (parent/guardian) and address for the living with relationship. Notify the subject's parent/guardian of the date of the arrest and the charge(s) that have been accepted by the magistrate. In the event the charge is a felony, find the subject employment/education (school) and address and notify the principal of the school of the arrest and the charge(s) that have been accepted by the magistrate. Record the date that the parent/guardian was notified. Record the date that the employment/education (school) was notified.

Comments/Questions:
• Notifications should probably also be given to DA and CMPD.

Technology Considerations:

Page 72

Business Requirements Specification

CS - Arrest Subject Does Not Arrive
Officer Agency Subject
Request to Clarify

Response

Analyst

Confirm Partial Arrest Arrival

Reset Time Del. D/T Del. Reason PTL XX Old

Arrest

Officer Agency

Notify of Arrest

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Agency........................................................................................................................................... 481 Analyst........................................................................................................................................... 486

Business Requirements Specification

Page 73

Confirm Partial Arrest Non-Arrival
Process Narrative:
For each arrest that remains in a partial status for XX hours, find the officer and/or agency that requested the arrest. Notify the officer/agency of the non-arrival and request clarification. In the event that the officer/agency requests that the arrest remain open, reset the arrest (event) time. In the event that the officer/agency does not intend to proceed with the arrest, terminate the arrest and record that date and time of the termination and the reason for the termination. Remember the analyst who terminated the arrest.

Comments/Questions:
•

Technology Considerations:
Messages will be fed to laptop computers.

Page 74

Business Requirements Specification

Magistrate (MG) - Subject is Presented
Subject Address Name
Magistrat e change dispositio n

Magistrate

Arrest Charge Citation

Arrest info

Relationship Receive an arrest

Revise / delete add / NPC disposition

Victim / witness

Sworn

Affidavit

Magistrate

ID Required by charge Reason for arrest Criminal history ID / Qualified

Search

Vehicle

Outstanding Documents

Officer Analyst

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Affidavit........................................................................................................................................... 499 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Magistrate ...................................................................................................................................... 523 Vehicle........................................................................................................................................... 525

Business Requirements Specification

Page 75

Receive an arrest
Process Narrative:
For each Subject arrested a Magistrate will review the case; Retrieve the Subject's information including address information, and name information. Retrieve the officer information, including the name of the department and officer's ID #. Remember magistrate information. Retrieve the victim / witness information including any relevant "living with" relationship. Receive the charge, arrest, citation and affidavit information (For DWI cases, there could be many affidavits depending on who does intoxilyzer work. Must be qualified chemical analyst). Also include outstanding documents such as the reason for the arrest and warrants. Include the police reports if they are available. Get the criminal history (Search). If a vehicle is involved, retrieve the vehicle information, especially the year, make, model, license number, color, and owner (vehicle information is located on the Affidavit that is a hard copy) Revise the charge information (may add, revise, delete or NPC the charge).

Comments/Questions:
• Intoxilyzer form review

Technology Considerations:

Page 76

Business Requirements Specification

MG - It is Time to Prepare a Magistrate's Order
Subject Victim / witness Address Employment / education
Driver's licence

Magistrate's order
bond / release cond

Arrest Charge Case

Target Prepare a magistrate's order

Revocation

role arrest / transport / witness

Arrest officer

Magistrate

order

Subject

Magistrate' s order

time / date / location

Officer

DA

Court appearance

Clerk of court Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Target 100 ...................................................................................................................................... 500 Case.............................................................................................................................................. 502 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523 Magistrate's Order ........................................................................................................................... 527 Revocation...................................................................................................................................... 535

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Page 77

Prepare a magistrate's order
Process Narrative:
A Magistrate prepares an Order; Retrieve the Subject's information including address, the charge, arrest and case information, information about employment / education, information about the arresting officer and witnesses. Retrieve the victim / witness information including address. Remember magistrate information Retrieve court appearance information. If it is a DWI charge (or driving after consuming under 21), if probable cause has been found, prepare a revocation order (Y/N) Based on intoxilyzer results revoke driver's license privileges, and "RATERS". If it is a contempt order, record the contemptible action(s), fine amount, service sentence, and suspension condition. Record the information on a Magistrate's Order. Send copies of the magistrate's order to the defendant, the DA, Clerk of Court.

Comments/Questions:
• • • The bond amount and conditions for release should be included on the release order. The bond amount is also included in the magistrate's order The magistrate's order should include an indication of whether the defendant is a member of the Target 100. Preparing a Magistrate's Order (when it is initiated by a citation) will not result in a copy being sent to the DA.

Technology Considerations:

Page 78

Business Requirements Specification

MG - It is Time to Set Court Date

Subject

Arrest
Charge Code

Charge

Set Court Date

Appearanc e required

Outstanding Document

Court Appearance

Date / time / courtroom

Next Availabl e

Court Date

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 79

Set court date
Process Narrative:
A Magistrate sets a court date; Retrieve the Subject's information as well as the arrest and charge information, and Outstanding Documents. Find the next available court date. Record the Court Appearance information including the courtroom. This is included within the magistrate's order and the release order.

Comments/Questions:
•

Technology Considerations:
The system should be able to produce dockets based on date, time and courtroom (jail case report). Formatting is important. The system must allow changing court dates including when the court is scheduled to be closed or on a holiday.

Page 80

Business Requirements Specification

MG - It is Time to Set Pre-Trial Conditions of Release

Case Subject Name Address Empl./Educ. Relationship Vicitm/Witness Treatment Set Pre-Trial Conditions Magistrate
PID Present Case #/ Bond/ Release

Arrest
Check Digit Subject

Charge

Target

Court Appear.
Criminal History

MCSD Subject Clerk of Court

Release Order

Risk Assessment Case Recommendatio Detail n

Search

CIS Release

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Target 100 ...................................................................................................................................... 500 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 81

Set pre-trial conditions of release
Process Narrative:
A Magistrate sets pre-trial conditions for release; Retrieve the Subject's information including name and address information and employment / education information and the living with relationship information. Also, locate the victim / witness information (for nobond situation). Retrieve the arrest information including the charge information and treatments. The PID must be present and we must have a check digit. Review the criminal history from Search and Target 100 information. Remember the magistrate information Retrieve court appearance schedule. Review risk assessment recommendation from Release Update the arrest and charge information with the bond amount and release condition. Send the case details to CIS. Send the release order to MCSO, the defendant and the Clerk of the Court.

Comments/Questions:
• • • • · If the subject is in a Pending status (not PID Hold), CS should notify Magistrate and indicate the reasons. · Release orders should identify whether it is for a Failure to Appear of Failure to Comply. · When CIS creates an Order for Arrest it should identify whether it is FTA or FTC in order for it to appear on the release order.

Technology Considerations:
The system should be capable of allowing Mecklenburg County to act as an agent for other counties for outof-county paperwork. Currently PID is required on all Subjects prior to moving them through the facility. This hold creates problems in processing time i.e. DWI under 3 hours. Magistrates need to process Subject's including felonies in a "reasonable" amount of time, there needs to be a way to process Subject's, track PID HOLD and add the PID later - Magistrate are able to set a higher bond in those instances where cooperation is lacking. i.e. the Freeman will not cooperate with any law enforcement.

Page 82

Business Requirements Specification

MG - Subject Initial Appearance is Conducted

Subject
on hold / probable cause

Arrest Charge Case Court appearance

Magistrate

Conduct Subject initial appearance
notificatio n

if applicable

Revocation

hearing

Magistrate's order Subject

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523 Magistrate's Order ........................................................................................................................... 527 Revocation...................................................................................................................................... 535

Business Requirements Specification

Page 83

Conduct subject initial appearance
Process Narrative:
For each Subject an initial appearance is made; Retrieve the arrest, criminal history, charge and case information. Review court appearance information. Retrieve the magistrate's order. Remember the magistrate information. If there is one, retrieve the revocation information. For DWI charges, prepare 2 revocation forms and 2 "RATER" forms. Give the notification (including the charge, court date, courtroom and conditions for release) to the defendant and explain it.

Comments/Questions:
•

Technology Considerations:

Page 84

Business Requirements Specification

MG - Subject is Interviewed/Additional Information is Required

Subject
request new / revised info

Subject Name Address

Magistrate

Interview defendant / get more information
additional informatio n

Victim /witness

Arrest Charge Victim / witness

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 85

Interview subject / get more information
Process Narrative:
For each Subject an interview will be conducted to find more information about the arrest; Remember the magistrate. Retrieve the current information on the defendant including addresses and names. Retrieve the victim / witness information as well as arrest and charge information. If applicable, retrieve the witness / victim information and update it as necessary. Accept the new information from the Subject and update the information that has been retrieved. (New information can also come from CMPD)

Comments/Questions:
•

Technology Considerations:
Subject name information (or other information) should be accessed by Magistrate to make changes based on interview with a notification to Court Services APC of changes made.

Page 86

Business Requirements Specification

MG - No Probable Cause is Found/Defendant is Released
Magistrate MCSO
Possible NPC 'buck' slip / release accept info

Officer

hold / change / removal

Arest Charge

Magistrate

Release Defendant/ NPC

NPC info traffic

Officer

clarification required / removed / chaged

Citation

NPC revision

arrest

Affidavit A.P.C. District Court

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Affidavit........................................................................................................................................... 499 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 87

Release Subject / NPC
Process Narrative:
For each Subject Probable Cause is determined, if NPC the Subject will be released; Retrieve arrest and charge information for the subject as well as citations. Retrive information on the officer who swore the affidavit. Retrieve the affidavit information. Determine if there is additional information is required from the officer (Y/N). If Yes, notify the officer and record that information on the affidavit problem sheet . The arrest / charge may be put on hold until the additional information is received by the officer. Record the date and time that the NPC was confirmed if it was. Remember the magistrate. Update the arrest / charge showing changes or removal. Notify the officer and arrest processing center if the charge is removed or changed. If all charges are found NPC, send a copy of the affidavit with a NPC report (that includes reason) to the D.C. judge and to the CMPD's supervising officer. Notify MCSO to release the Subject. Notify the D.C. judge about efforts made to avoid NPC.

Comments/Questions:
• • • Affidavit does not include questions that should be asked regarding DV cases, i.e. Have you ever lived together? Magistrates frequently have to call CMPD to verify and clarify past/current living relationships. The Problem Sheet is a "history of efforts that have been made to avoid NPC one possible reason is that Magistrates are unable to respond to the request for additional information in time (internal rule-policy) have 30 minutes to respon althouth magistrates are flexible.

Technology Considerations:
Changes to charges made by the magistrate should be reflected throughout the system including a positive notification to the police.

Page 88

Business Requirements Specification

If a time (policy) is kept in place it would be nice to have an alert for the magistrates to know when the time is lapsing.

Page 90

Business Requirements Specification

MG - A Domestic Violence Bond Amount is Established by D.C. Judge

District Court Judge
Bond Amount/ Release Condition Arrest/Charge Info. Criminal History

Subject Name Address Empl./Educ. Establish Domestic Violence Bond Amount

Search

D.V. Charge

Arrest Charge Case

Court Appear.
Notify Bond Amount/ Release Cond. Meets Risk Criteria Assessment Recommendation

MCSO

Data Flow

Victim/Witness Relationship

Magistrate Release Release

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Release.......................................................................................................................................... 514 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 91

Establish a domestic violence bond
Process Narrative:
A Subject's bond in a DV case is being set; Retrieve the Subject's information including the arrest, charge and case information. Also find the name and address information on the Subject as well as employment / education information. Determine the relevant victim / witness information, and the living with relationship for the charges. Find criminal history information from Search (get 50-B information, if any). Determine the magistrate information for the magistrate who is handling this activity and the court appearance schedule. Notify MCSO for weekend DV bond hearings. Retrieve the RA recommendation information from Release. Update the case information with the bond amount set and release condition(s).

Comments/Questions:
•

Technology Considerations:
There is a need to track 50-B orders and notify DC Judge if there have been any 50-B’s issued at any time against the Defendant as well as identify when the Defendant was a plaintiff on any 50-B orders.

Page 92

Business Requirements Specification

MG - Initial Appearance is Postponed

Subject
previous hearing Date / time for initial release

Arrest Charge

Postpone initial appearance
Date / time for scheduled initial appearance

Magistrate MCSO

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 93

Postpone initial appearance
Process Narrative:
The Subject can be too drunk, belligerent, or may pose a threat of violence upon release (very seldom), testing for infectious disease occurs; Remember the magistrate. Retrieve the Subject, arrest and charge information. Specify a date and time to brought back at and a reason for the postponement. They could be brought back earlier if the conditions are OK. Notify the MCSO of the initial hearing postponement.

Comments/Questions:
•

Technology Considerations:
The system should be capable of notifying the sheriff and magistrate that the date and time has arrived for an initial hearing.

Page 94

Business Requirements Specification

MG - Subject is Placed on Out of County Hold

Arrest Subject Name
hold duration / reason

Charge

Notice / length of hold

Place a defendant on out-of-county hold

out-ofcounty agency Date and time out-of-county advised

Outstanding document

Notice / length of hold

MCSO Out of county agency

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Name ............................................................................................................................................. 507

Business Requirements Specification

Page 95

Place a subject on out-of-county hold
Process Narrative:
A Subject is identified as having outstanding documents against them, Remember the magistrate. Retrieve the Subject's information including name, arrest and charge information. Determine and retrieve any outstanding documents for the Subject and update the outstanding documents to identify the date and time advised. Notify MCSO and out-of-county agency.

Comments/Questions:
•

Technology Considerations:

Page 96

Business Requirements Specification

MG - A Petition is Filed

Petitioner
Request

Magistrate
Petition

File a petition
Mental petition

Petition

Juvenile petition

Civil Magistrate Juvenile court

Magistrate ...................................................................................................................................... 523 Petition........................................................................................................................................... 528

Business Requirements Specification

Page 97

File a petition
Process Narrative:
The person makes a request for a petition; Determine who the magistrate is conducting the activity. Contact a judge as necessary. Record the Petition information. Send the petition to the petitioner, the juvenile court, or civil magistrate.

Comments/Questions:
• • • • · Currently all done manually. · Juvenile petitions are pre-screened by court counselor, the DA Juvenile Unit "signs off" on the petition (requires specific language to be used). · Mental health petitions are pre-screened by Health/Mental Health facility.

Technology Considerations:
· Entry of a charge code(s) for a juvenile will bring along the charge text. · System generated juvenile petitions and mental petitions/custody orders would be helpful. In both instances information is confidential and it may be necessary for details not to be shared, but the ability to track timing, and number of petitions would be an asset.

Page 98

Business Requirements Specification

MG - A Warrant is Requested

Arrest Charge Case
Previous / outcome

Magistrate alert notice
Victim / witness Subject Police complaint # Request

Officer

Victim / witness

Request

O/S document request
previous

Request a warrant

refusal / granted known? last request Requeste r

Victim / witness

Officer code

Victim / witness subject criminal history

Known?

Officer DCI

Subject

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 O/S Document Request ................................................................................................................... 530 Magistrate Alert Notice .................................................................................................................... 532

Business Requirements Specification

Page 99

Request a warrant
Process Narrative:
A request for a warrant is received; Remember the magistrate. Retrieve the officer ID if the request is from a officer. Retrieve the victim / witness information, Subject information to search for a match for the requester. Research and retrieve any relevant outstanding documents. Review any previous arrest, charge and case information for the Victim / witness and the defendant. Present summary information first with the ability to drill down to specifics. Request the criminal history for both the Victim / witness and the defendant from DCI (Division of Criminal Investigation). Find any relevant alert notices (magistrate should be able to create alert notices). Record the request information given. Notify the requester of the acceptance or refusal of the request. Check any relevant alert notices. Record the request information given. Notify the requester of the acceptance or refusal of the request.

Comments/Questions:
• · The issue of positive ID for the requester impacts how this process could be implemented. The process documented here assumes that a positive ID is present.

Technology Considerations:
· Block victim information on defendant's copy of the paperwork. · System should be capable of recording information (after magistrate entry) even if NPC. · Current system allow many magistrates to enter data under one sign on - magistrate ID needs to be used at all times.

Page 100

Business Requirements Specification

MG - A Cash Bond is Paid

Arrest Court Appearance
Future

Charge
Bond amount / case #

Case

Magistrate

Pay a cash bond
Tax form for over $10K

Subject

Date / amount / method

IRS Payment

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523 Payment......................................................................................................................................... 533

Business Requirements Specification

Page 101

Pay a cash bond
Process Narrative:
A Subject or someone else pays a cash bond; Remember the magistrate. Retrieve the Subject, arrest, charge and case information to determine what the bond amount is as well as the case number. Verify whether the bond amount has been changed by the judge by getting the original paperwork. Retrieve the Court Appearance information. Determine if the Subject has appeared in court. If the court appearance has not taken place, then the magistrate's version is accepted. Record the payment details. If the payment is greater than $10,000, then notify the IRS on the appropriate IRS form. The payee should have a SSN.

Comments/Questions:
• · Present reliance on physical documents may have to continue. For cash bonds only, the Clerk's office wants us to include the payee's SSN or driver's license number if available. Green card info can be used also.

Technology Considerations:
· Check with AOC on the future of credit card payments. · Check with Clerk’s Office regarding computerized cash register - currently the Clerk's office has to re-key information hand written by the magistrate.

Page 102

Business Requirements Specification

MG - Payment is Received

Arrest Charge Case Outstanding document
OFA complianc e Payment / Defendan t

Payor

Subject

Subject

Name Infractio n

Magistrate

Receive a payment
Date of guilty plea Fine amount / cost of court

Citation

Payment

Payment by type

Uniform waiver list CIS

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Case.............................................................................................................................................. 502 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 103

Receive a payment
Process Narrative:
A payment is submitted, Remember the magistrate. Research the Subject's information in order to get their name. Retrieve the arrest, charge, citation, OFA and case information if available. For a responsible plea retrieve the citation information and from the waiver list find the payment due for the offence. If there is more than one charge on a single citation, take the higher fine and only one cost of court. If there is more than one citation, one cost of court per citation is due. Add the cost of court to determine the total amount. Record the payment details including the case number or citation number (for tracking and audit). For a guilty plea attach the money to the citation. For a compliance payment, attach the money to the OFA. Send the payment to CIS (needs to be compatible with Clerk's system).

Comments/Questions:
• Cost of Court is a fixed fee not a fine. There is never more than one cost of court fee per citation.

Technology Considerations:

Page 104

Business Requirements Specification

MG - A Driver's License is Revoked for DWI

Arrest Subject Name Address
DWI

Change

Revoke a driver's licence for DWI

Magistrate
Revocation

Revocation

Clerk of Court

DMV

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Magistrate ...................................................................................................................................... 523 Revocation...................................................................................................................................... 535

Business Requirements Specification

Page 105

Revoke a driver's license for DWI
Process Narrative:
A DWI charge that results in a revocation of a driver’s license; Remember who the magistrate. Retrieve the Subject's information including the name, address, arrest, charge information relating to the DWI. Record the Revocation details. Notify the Clerk of the Court of the revocation and DMV.

Comments/Questions:
• · There are two additional issues for DWI’s and some other alcohol related traffic offenses; first, production of "raters" form; second, impoundment of the vehicle and notify school board and DA.

Technology Considerations:
DWI laws are constantly changing - Magistrates need to be able to access and update compliance laws i.e. DWI appeals (new law) will extend period of time of revocation, this is being scutinized and to date has not been tested in the courts. Given this new law, Magistrates would benefit from knowing who has a Pending DWI anywhere in NC (Alert from APC) in order to extend revocation.

Page 106

Business Requirements Specification

MG - Bond Amount/Release Condition is Revised
Magistrate Arrest Charge Case
Revision / Reason

Reason for Revision

Original Bond/ Conditio n

Revision

Revise Bond/ Release Condition

Magistrate

Revision / Reason

Clerk of Court Subject MCSO

Arrest............................................................................................................................................. 465 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 107

Revise bond amount / release condition
Process Narrative:
Whenever there is a request to revise the bond amount, Remember the magistrate information. Accept the revised information. Retrieve the arrest, charge, and case information under consideration. Update the revisions in the information as requested. Communicate the reason to the original magistrate. Send the revised information to the Clerk of the court, the Subject and MCSO.

Comments/Questions:
•

Technology Considerations:

Page 108

Business Requirements Specification

MG - A Magistrate Alert Notice is Received
Judge Officer
Notice detail

Magistrate Officer

Receive a magistrate alert notice

new potential victim / witness

Victim / witness
Data Flow

Magistrate alert notice Subject

Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Magistrate Alert Notice .................................................................................................................... 532

Business Requirements Specification

Page 109

Receive a magistrate alert notice
Process Narrative:
Periodically, a judge, officer or another magistrate may issue a magistrate alert; Retrieve the Victim / witness information as well as defendant information. Record a new Victim / witness as necessary. Record the magistrate alert notice including the employee/officer ID.

Comments/Questions:
•

Technology Considerations:
At a point in time old notices are removed from the file and archived i.e. NPC issues.

Page 110

Business Requirements Specification

MG - An Outstanding Document is Issued

Outstanding document
Type / date Detail

Requester

O/S document request

Dispute settlemen t failure

Known?

Subject Employment / education Address Name

Issue an outstanding document
New

Court appearance

O/S document For summon s

Magistrate

Repository

Court date

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Employment/Education.................................................................................................................... 493 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523 O/S Document Request ................................................................................................................... 530

Business Requirements Specification

Page 111

Issue an outstanding document
Process Narrative:
A request to issue an outstanding document, Remember the magistrate. Research if the Subject is known, including employment and education information. Retrieve all name and address information. Check for any previous dispute settlement dispositions. On a summons, establish the court date and record the court appearance date. Send the outstanding document to the repository and put the repository number on the outstanding document.

Comments/Questions:
• It would be beneficial for this process to have dispute settlement available online.

Technology Considerations:

Page 112

Business Requirements Specification

MG - A Bond is Terminated
Subject Name Address
Request

Surety

Bond out amount

Arrest Charge

Magistrate

Terminate a bond

Bond terminate d

Case

Court appearnace

Charge dismissed

Next available

Court date CIS

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Magistrate ...................................................................................................................................... 523

Business Requirements Specification

Page 113

Terminate a bond
Process Narrative:
A person who pays a bond decides to terminate the bond; Remember the magistrate. Retrieve the Subject's arrest, charge and case information. Check that the charge has not been dismissed (CIS). Reinstate a release order and update a court appearance date. The court date should be updated to the next court date (already set) for that case. Update the charge to show that the surety was surrendered (why they are back in court / jail).

Comments/Questions:
•

Technology Considerations:

Page 114

Business Requirements Specification

Public Defender (PD) - Counsel is Appointed by Court
Subject Name Address
assignmen t

Clerk

Arrest Charge Appoint counsel
Date / time appoint Date / time received

Case

OS document
next

next

Victim / witness

Court appearance

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 115

Appoint counsel
Process Narrative:
The Clerk of Court sends a batch of appointments; Research if we know the Subject, including names and addresses. Review the case number, PID number, arrest number, arrest, charge as well as information concerning the Victim / witness. Determine if there is a court date as well as Outstanding Documents in the package. Record the date and time that they documents arrive and the date and time of appointment. Record the court appearance information.

Comments/Questions:
•

Technology Considerations:

Page 116

Business Requirements Specification

PD - IITT Screen clients
Outside Attorney Officer Arrest officer Magistrate's order
Felony in farm out jail notice by type

Jail interviewer

Clerk of Court

D.A.

Arrest
current / previous farm out

Charge Case Affidavit

Subject Name Address Phone Relationship Employment / education Treatment Target Reference Case chronicle Attorney Assignment
previous / current represen t

Screen cases
Bondsman

Payment Court appearance

Release Interview OS document Jail housing Probation

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Arrest Related Officer....................................................................................................................... 490 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Target 100 ...................................................................................................................................... 500 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Magistrate's Order ........................................................................................................................... 527 Payment......................................................................................................................................... 533 Assignment .................................................................................................................................... 537

Business Requirements Specification

Page 117

Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543

Page 118

Business Requirements Specification

Screen cases
Process Narrative:
The Clerk of Court sends a batch of appointments Find out if we know the defendant, including names and addresses. The case number, PID number, arrest number, arrest, charge and case arrive. Information concerning the Victim / witness is included in the information. A court date as well as Outstanding documents may also be a part of the package from the clerk. Record the date and time that they documents arrive and the date and time of appointment. Record the court appearance information.

Comments/Questions:
•

Technology Considerations:

Page 120

Business Requirements Specification

PD - IITT Assign Counsel to a Case
Attorney Subject Name Address
Assignmen t Data Flow

Arrest Charge Case

Assign counsel to case
case type

next interview required

Court appearance

Attorney Agency

date assigne d

Assignment

Subject

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Agency........................................................................................................................................... 481 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539

Business Requirements Specification

Page 121

Assign counsel to case
Process Narrative:
A case is assigned to a public defender; Retrieve the arrest, charge and case information as well as defendant information with name, address and court appearance information. Assign the attorney by he type of charge, the courtroom and record that information. Notify the farm out attorney. Notify, by letter, the defendant requesting an interview. Send the case assigned with the file to the attorney.

Comments/Questions:
•

Technology Considerations:
The system must be capable of producing the attorney file.

Page 122

Business Requirements Specification

PD - An Assignment is Terminated

Subject

Judge
motion / ruling

D.A.
request / motion

Arrest Terminate an assignment Charge Case Case chronicle Probation

terminated / replacing

Agency Assignment Judge Court appearance

Arrest............................................................................................................................................. 465 Agency........................................................................................................................................... 481 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Assignment .................................................................................................................................... 537

Business Requirements Specification

Page 123

Terminate an assignment
Process Narrative:
A request to the judge for termination may be received by the client (usually) or attorney because of conflicts. Retrieve the arrest, charge and case information as well as the case chronicle and probation details. Determine who is the Judge in the case. Retrieve the assignment and agency information. Record the date of termination, the reason and the new attorney (if available) or pro se.

Comments/Questions:
•

Technology Considerations:

Page 124

Business Requirements Specification

PD - Subject Walks In

Subject Client Address Name Phone Relationship Employment / education Reference Receive a new Subject
new / revised known walk in

Arrest Charge Case

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Reference....................................................................................................................................... 516

Business Requirements Specification

Page 125

Receive a new subject
Process Narrative:
A Subject arrives at the PD office before the paperwork arrives from the clerk; Review the information on the client, name, address, phone, charge, case, arrest, treatment, references, employment / education, relationship are present and accurate. Record all revisions and/or add new information.

Comments/Questions:
•

Technology Considerations:

Page 126

Business Requirements Specification

PD - A Court Appearance is Scheduled / Re-scheduled

Subject Address Phone
requester / reason

Requester

Arrest
original

Schedule / reschedule appearance
assignmen t

Charge Case

Court appearance

Subject

Attorney

Attorney

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539

Business Requirements Specification

Page 127

Schedule / re-schedule court appearance
Process Narrative:
A court appearance is scheduled and/or re-scheduled by the Subject or the attorney; Retrieve the Attorney and assignment, Subject, case, charge, and arrest information. Update and/or add the Court Appearance information. Notify the attorney and the Subject.

Comments/Questions:
• Public defender needs to provide narrative on add ons.

Technology Considerations:

Page 128

Business Requirements Specification

PD - A Case is Dismissed by D.A.

Subject Address Phone
dismissa l

D.A.

Clerk of Court

Couert appearance

cancelled by dismissal

Dismiss case
schedule d assigne d to case dismisse d dismisse d

Arrest Charge Case

Assignment Attorney

Attorney

MCSO

Subject

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539

Business Requirements Specification

Page 129

District Attorney (DA) - Dismisses case
Process Narrative:
The DA or Clerk of Court dismisses a case; Retrieve the Subject, name, address, case, arrest, and charge information. Identify the attorney assigned and the assignment. Record the assignment as completed. Notify the attorney and jail. Find any court appearances and record the cancellation. Notify the Subject.

Comments/Questions:
•

Technology Considerations:

Page 130

Business Requirements Specification

District Attorney Misdemeanor (DAM) - An Arrest Packet is Received/Screened
Assistant D.A. Magistrate Arrest Charge Case Subject Name Address Phone Employment / education Relationship
co-defendant by complaint number 1101 case Case current / previous / cross warrant

Case chronicle Affidavit Citation

Receive a case Court appearance
cross warrants criminal history criminal history

Outstanding document Victim / witness
risk assessment

PMNI DCI

Search Probation Interview

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Search ........................................................................................................................................... 484 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Court Appearance............................................................................................................................ 518 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543

Business Requirements Specification

Page 131

Receive a case
Process Narrative:
For each arrest packet received from the Magistrate: Determine if the Subject has other pending cases (particularly DV related). If so, update the name, address, phone, employment / education, and relationship information (who the subject resides with and their relationship), Organize and format the details of the case, arrest sheet, warrant, charge, affidavit, citation, court appearance, criminal history of the defendant (Search object), arrest history, risk assessment (the interview), probation history, co-defendants (using complaint number and victim / witness) and cross warrants (outstanding documents). Also include the previous dispositions. Misdemeanor unit does the screening and assessment that results in recommendations prior to courtroom assignment.

Comments/Questions:
•

Technology Considerations:
The system must be able to produce the docket physically and for view.

Page 132

Business Requirements Specification

DAM - Case First Appearance is Conducted (1101)
Attorney Assignment Subject Name
representation appoint / waiver / interpreter / bond next

Arrest Charge Case Target Officer

Conduct first appearance

Judge
guilty / dismissed / complied officer / workload

Court appearance

Case chronicle

Court schedule

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Target 100 ...................................................................................................................................... 500 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Judge ............................................................................................................................................. 545

Business Requirements Specification

Page 133

Conduct first appearance
Process Narrative:
For each Subject conduct a first court appearance (first process those who are not in custody then process those in custody - females first.) Determine what the Subject’s intentions are about legal counsel (PD, hire or pro se). All in-custody subjects will be appointed legal counsel. All out-of-custody subjects requesting court appointed legal counsel will fill out an affidavit of indigency to be reviewed by the Judge. All subjects wishing to waive court appointed counsel, will complete a waiver of counsel form. Retrieve subject, case, charge, and arrest information (arrest packet) to prepare for bond hearing. If an attorney is acting for the Subject, record the assignment. Retrieve the court appearance information . Record the next court appearance based on the felony bond hearing schedule or the officer and the courtroom schedule for misdemeanors. In certain domestic violence cases, the Judge will set bond. In other misdemeanor cases the Judge may review bond. The Subject is informed of the deferred prosecution program when appropriate (first time offenders). If the case is dismissed or a guilty plea is submitted, record the disposition. The subject is told of the Judge's counsel decision as well as the subject's next court date. If necessary, appoint a language interpreter.

Comments/Questions:
• The changes in the juvenile law may result in juvenile petitions coming through a process like this.

Technology Considerations:

Page 134

Business Requirements Specification

DAM - An Out of Custody First Appearance is Conducted
Subject Attorney
representatio n

Subject Name

Arrest Conduct an out of custody first appearance Charge Case
P.D. appointment / waive counsel

Outstanding document

summons / warrant

Citation Target

Assignment Attorney

court appearanc e

Case chronicle

Court schedule

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Citation........................................................................................................................................... 497 Target 100 ...................................................................................................................................... 500 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 135

Conduct an out of custody first appearance
Process Narrative:
For each subject who is out of custody, there is a summons, citation, or warrant (magistrate's order) (outstanding documents) find the defendant information; Retrieve the court appearance information. Determine if the subject is eligible for court appointed counsel (based on the charge), if so; Determine what the Subject's intentions are about legal counsel (pro se, PD or hire). Subject's requesting court appointed counsel will fill out an affidavitt of indigency to be reviewed by the Magistrate. All Subject's that choose to waive court appointed counsel will complete a Waiver of Counsel Form. Record this choice. Record the next court appearance or the appearance disposition. Record the case's defense attorney if there is one.

Comments/Questions:
•

Technology Considerations:

Page 136

Business Requirements Specification

DAM - A Case is Dismissed by D.A.
Subject Name
dismissa l

Clerk of Court

Jail housing

Arrest Case

Assignment Attorney Address Phone
dismisse d

Charge Dismiss a case
Notice of Dismissal

Fingerprint

Attorney
dismissed / recall / Dismissed / do not do not serve serve

Disposition

Outstanding document

Repository

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510 Jail housing..................................................................................................................................... 536 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 137

Dismiss a case
Process Narrative:
Based on the screening process cases are identified and recommended for dismissal, ADA signs off on a dismissal form; Retrieve the Subject's information (including names). Find arrest, case, and charge information. Record the dismissal reason in case chronicle. The warrant may have to be recalled from the repository and marked as dismissed, recall, or do not serve. Notify the Clerk of Court to file the dismissal. (The clerk needs to enter the information as soon as possible to provide a prompt release when the Subject is in custody.) Notify the defense attorney if the defendant is in jail and this is an out of court dismissal (check if there is a court appearance).

Comments/Questions:
•

Technology Considerations:
Notify by email or auto FAX.

Page 138

Business Requirements Specification

DAM - A Case is Sent to Dispute Settlement
Attorney
Request Case criminal history (less DCI)

Dispute settlement

resolved Y/N

Send case to dispute settlement
seriousness

relation if any criminal history

Case Subject

subject record details criminal history

Subject Relationship Search

DCI

Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Case.............................................................................................................................................. 502 Relationship.................................................................................................................................... 509

Business Requirements Specification

Page 139

Send case to dispute settlement
Process Narrative:
A screener may refer a case to Dispute Settlement; Retrieve the information about the parties in the case and look for relationships between parties (especially family and neighbors). Depending on the relationship of parties in the case, seriousness of the case, it may be a candidate for referral to Dispute Settlement. The criminal history (DCI) is not passed on to Dispute Settlement. File/save the DCI record should Dispute Settlement return the case. Record the date the case was referred to Dispute Settlement. When Dispute Settlement returns a result, record the details of the result (mediated/not mediated). If resolved, validate (signature) dismissal form. If unresolved, case proceeds to their already scheduled court appearance.

Comments/Questions:
• The case may go to court without the DCI because when the case is rejected or unresolved by Dispute Settlement the DCI has been thrown out.

Technology Considerations:

Page 140

Business Requirements Specification

DAM - A Subpoena is Issued
Magistrate
Witness / subpoena required (Y/N) results

MCSD CMPD SHP

Court appearance Issue a subpoena
officer

list subpoenas

Other

Case Victim / witness Affidavit

initiated by list of subpoenas in custody Y/N

results demand

Outstanding document Officer (arresting)

Custody agency

Judge

Officer ............................................................................................................................................ 468 Outstanding Document .................................................................................................................... 478 Victim/Witness ............................................................................................................................... 491 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 141

Issue a subpoena
Process Narrative:
The DA can issue and/or request subpoenas to be served; ADA teams may indicate or issue subpoenas (based on affidavits and warrants) for any court appearance. The Police Investigative Report is scanned by the ADA to determine whether or not additional people should be subpoenaed. The officers to be subpoenaed are found in the Officer object and the ADA decides who to subpoena. The investigating officer is retrieved from the Case object. Retrieve the information about the case, including the victim / witness list. Indicate subpoenas to be served and the clerk will enter into CIS. The judge may order subpoenas to be served (e.g. officer). The clerk will record the subpoena information in the Outstanding Document object. Determine whether the person to be subpoenaed is in a local jail. All other felony teams issue subpoenas (based on affidavits and warrants) for probable cause and bond hearings. The Police Investigative Report is scanned by the ADA to determine additional people to subpoena. The officers to be subpoenaed are found in the Outstanding Document object or the Arresting Officer object and the ADA decides who to subpoena. The investigating officer is retrieved from the Case object. Record the subpoena information in the Outstanding Document object. Determine whether the person to be subpoenaed is in a local jail. A city police officer serves the subpoenas and informs the D.A.'s office concerning the problems of serving the subpoena.

Comments/Questions:
• · It would be nice to be able to find out if a defendant, witness / victim is in a jail anywhere.

Technology Considerations:
·In order to preserve the intent of the Outstanding document object, subpoena will probably be pulled out to become its own object. In court - - it is recorded on the shuck by the DA so that the Clerk will enter it into the system, clerk distributes and records all information into CIS – DA initiated process.

Page 142

Business Requirements Specification

DAM - A Case Appears in District Court
Case Charge
shuck charge disposition

CSC

Disposition

OFA

Case Case chronicle
case disposition

Conduct district court appearance

continuance witness action

plea subpoena not required

Case Continuance Victim / witness Court appearance

Case

OFA, FTA

Outstanding document Outstanding Document .................................................................................................................... 478 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547

Business Requirements Specification

Page 143

Conduct district court appearance
Process Narrative:
Everyday a docket is prepared for district court, find and pick up the shucks from the Clerk of Court that relate to cases appearing that day in court. Request a copy of the docket for the day; Retrieve the case, court appearance details, witness/ victim information. Should a continuance occur - record the Continuance instance in court appearance and identify whether victim / witness should be re-subpoenaed for the next court appearance. If there is no continuance, record the disposition for each charge. An Order for arrest can be generated if the Subject fails to appear. Record it in the Outstanding Document (object). Send a Failure to Appear in Outstanding Documents - (object). Record the witness action for dismissal especially if witness / victim or officer did not appear. Also record the fact that the witness did appear.

Comments/Questions:
• • • • • · The Plea is specific to the charge - should it be recorded on court appearance as to the defendant’s appearance history; and we should gather statistics on a defendants who plea guilty. The Clerk should record the name of the Defense Attorney in each case; or if none, that the Subject is pro se. It would be nice if the system could note that the shuck contained a valid waiver of Counsel, or appointment or Counsel, so that after the contects of the shuck are destroyed, we know that the Subject was represented by Counsel, or that he knowling waived Counsel.

Technology Considerations:

Page 144

Business Requirements Specification

District Attorney Felony (DAF) - A Case is Screened Pre-Warrant

Officer
information about a potential crime

verification / reject

Screen a case pre-warrant

charge code details details

subject details

Charge Verification

Subject

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Verification...................................................................................................................................... 550

Business Requirements Specification

Page 145

Screen a case pre-warrant
Process Narrative:
Frequently, an officer appears with paperwork in hand about a crime; Determine how many charges will be prosecuted. Prepare a verification identifying the DA’s decision (accept/reject). Record DA decision on the verfication. The officer can then take the verification to the magistrate when the case is accepted for prosecution. Record the verification when there are requests made by the DA for more work-up and give it to the officer. If the subject is not currently recorded as a subject, gather and record whatever information is possible.

Comments/Questions:
•

Technology Considerations:

Page 146

Business Requirements Specification

DAF - A Case is Screened Post-Warrant
Officer
info about charge Notify/reject only dismissal

Defense attorney

verificatio n

update charges

Case Charge Case chronicle

Screen a case post warrant

cancel

details

Outstanding document

Verification

Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Verification...................................................................................................................................... 550

Business Requirements Specification

Page 147

Screen a case post warrant
Process Narrative:
Frequently, an officer appears with paperwork in hand about a crime; If, after consideration, the charges will not be prosecuted; Retrieve information about the incident. Prepare a verification showing the charge or charges being dismissed. Prepare a Dismissal form and route to the clerk. Notify the defense attorney by sending a copy of the dismissal form. Cancel any outstanding documents relating to the case. If charges are prosecuted, determine how many charges will be prosecuted. Prepare a verification identifying the decision. Record (accept/reject prosecution) information on the verification including requests for more work-up and give it to the officer.

Comments/Questions:
•

Technology Considerations:

Page 148

Business Requirements Specification

DAF - A Case is Received
Agency
D.A. - MD
subject history report arrest affidavit warrant criminal history

Case Victim / witness Magistrate Search Affidavit Arrest

Subject history record

OFA warrant

Receive a felony packet
everything about a case

Arrest officer Officer Subject Name Address

type and charge NPC Y/N

Magistrate's order Outstanding document Target 100

Charge

Vehicle

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481 Search ........................................................................................................................................... 484 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Target 100 ...................................................................................................................................... 500 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Magistrate ...................................................................................................................................... 523 Magistrate's Order ........................................................................................................................... 527 Subject History Record .................................................................................................................... 548

Business Requirements Specification

Page 149

A felony arrest packet is received
Process Narrative:
For each felony arrest packet that arrives: Retrieve the arrest affidavit, warrant, criminal history, subject history report. The complaint number (CMPD only # is year/month/day/military time) associated with the incident and the identity of the magistrate who handled the incident. (The misdemeanor team sorts the cases and sends felony packets to the felony team.) Verify all the information available on the subject, including all the names and addresses for the subject. Retrieve the prior criminal history and all of the prior Searches when necessary. If a vehicle is involved in the incident, find the information about that vehicle (i.e. a forfeiture?). Retrieve all the information about victim / witnesses involved in the incident. Also find all the co-defendants involved in the incident. Based on the charges listed on the cover sheet, assign the case to a specific DA team (homicide, persons, drugs, property, juvenile, child sex). The DA teams create a file on the incident. Assign an ADA to the file based on pending cases for the same subject.

Comments/Questions:
• • · The defendant can arrive in court for a bond hearing before the D.A.'s office papers the case

Technology Considerations:

Page 150

Business Requirements Specification

DAF - Property Team Receives Felony Arrest Packet

Incident
other cases for that subject

Case Victim / witness Charge

identity PID

Receive property felony arrest packet

ADA

Subject Name Address

Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Incident / Complaint ......................................................................................................................... 551

Business Requirements Specification

Page 151

Receive property felony arrest packet
Process Narrative:
Based on what cases are heard in what courtroom on a particular day (the court daily schedule), record the Probable cause hearing date and bond hearing date on the case and Court Appearance. Notify the clerk of court so that it goes into CIS. Probable cause must be within 15 working days and not less than 5 working days from the first court appearance. A bond hearing date needs to be scheduled not less than 3 days after the from the first court appearance.

Comments/Questions:
• It would be nice to have arrest information to get PID for the subject and for it to be a central file for all D.A. teams.

Technology Considerations:
The defendant can arrive in court for a bond hearing before the D.A.'s office sets up the file.

Page 152

Business Requirements Specification

DAF - Property Team Assigns Bond Date and Probable Cause Date

Court daily schedule
docket

Case Court appearance

day of week

bond hearing date / PC hearing date

Assign probable cause date and bond hearing date
Bond, PC hearing date

Clerk of Court

Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Court Daily Schedule ....................................................................................................................... 564

Business Requirements Specification

Page 153

Assign probable cause date and bond hearing date
Process Narrative:
Based on what cases are heard in what courtroom on a particular day (the court daily schedule), record the Probable cause hearing date and bond hearing date on the case and Court Appearance. Notify the clerk of court so that it goes into CIS. Probable cause must be within 15 working and not less than 5 working days from the first court appearance. A bond hearing date needs to be scheduled not less than 3 days from the first court appearnace.

Comments/Questions:
•

Technology Considerations:

Page 154

Business Requirements Specification

DAF - IITT Contact Victim / Family
Victim Investigating officer Funeral home
request for additional VIS family name actual name completed contact V.I.S. additional reference

Relative

Contact victim / family
new reference

details

Personal contact

Case Victim / witness Reference

investigating officer, victim, A.D.A. victim witness coordinator

Hearing dates and location

Court appearance

Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Personal Contact............................................................................................................................. 554 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 155

Contact Victim / family
Process Narrative:
Frequently it is decided that it is time to contact a victim/family member related to the case: (This event is done by Homicide team, persons, Child Sex teams. The Property team contacts by phone or letter depending on the type of charge **The Persons team expedites their indictments since the incident may not have been papered. This will prevent dangerous Subjects from being released at the probable cause stage. The grand jury does not require probable cause. Determine from the case / file the victim and / or family of the victim. Identify the investigating officer and the ADA assigned. Assign a victim / witness coordinator to the case / file (on a rotating basis for homicide). Record the victim / witness coordinator. Persons/Homicide/Child Teams the following applies: Retrieve from the family information provided on request from the police officer or Medical Examiner's Office review the name, address, relationship to the victim, the type of relationship. Record the family members in the Reference object. Make the initial phone call and record the fact that the call was made and the results of the call in the Personal Contact object. If additional References are identified, then record those. Notify them of the hearing dates and location. Send and request return of the Victim Impact Statement and store it.

Comments/Questions:
• Misdemeanors also does this process.

Technology Considerations:

Page 156

Business Requirements Specification

DAF - A Bond Hearing is Conducted

Court appearance
cancelled continued when, where Appeared

Outstanding document

Conduct district court bond hearing for a felony
Bond amount date, reason

comment

Case

All information related to subject and case

Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 157

Conduct district court bond for a felony
Process Narrative:
For each bond hearing that is conducted in district court for a felony charge, retrieve ALL the information on the case and the Subject. The Clerk of Court records if the hearing was canceled, continued, the changed bond amount if there is one, who the Subject will be released to; Record subpoenaed witnesses who appeared as well as those subpeonaed that did not appear in the Outstanding Document object. The ADA makes an internal note (on file) if defense indicates what their defense will be.

Comments/Questions:
•

Technology Considerations:

Page 158

Business Requirements Specification

DAF - IITT Attend Probable Cause Hearing

Court appearance
appearance result disposition type

Case Case chronicle Charge
where, when

Attend probable cause hearing for a felony
deferred prosecution STEP

reduction in severity Bond amount

all

Continuance

All information relating to the subject and case

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547

Business Requirements Specification

Page 159

Attend probable cause hearing for a felony
Process Narrative:
A probable cause hearing is conducted: Determine that a hearing is scheduled by referring to Court Appearance. Retrieve ALL information relating to a case. The case may be plead out, continued for deferred prosecution STEP, continued or be waived. Subjects are screened for the DTC program or deferred prosecution. Record the result of the hearing, if it is held, in case chronicle. If it is not held, record the reason in Continuance. Update the Court Appearance to reflect how the Court Appearance concluded. The bond amounts may be changed - the clerk will record that information. In rare occurances, the charge may be reduced to a misdemeanor based upon the hearing, or the decision of the DA. Amend the charge and or case as appropriate.

Comments/Questions:
•

Technology Considerations:

Page 160

Business Requirements Specification

DAF - IITT Plea Offer / Negotiate
Victim impact statement Case Charge Case chronicle
codefendant case load severity restitution request

Court appearance

disposition reduce charge

Plea offer / negotiate

comment propose charge

Verification

Subject Subject history Police investigation report
accept / reject

Defense attorney Subject

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Verification...................................................................................................................................... 550 Police Investigative Report ................................................................................................................ 553 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 161

Plea offer / negotiate
Process Narrative:
A plea offer/negotiation is considered; Find ALL the information on the case and Subject. Review the Police Investigative Report and the subject history. Retrieve the Court Appearance information, identify the judge. Retrieve the Victim Impact Statement. Determine if restitution has been requested. Research co-defendant cases to see how they were treated. Review the recommendation of the screening by DA. Based on all this information, make a plea offer to the defense attorney. If the Subject is not represented (applies to DC Court only), make the plea offer to the defendant in front of the judge. If the offer is rejected, record the offer, date, time and setting the offer was made. If the offer is accepted the disposition is guilty, record the plea and the case is disposed.

Comments/Questions:
•

Technology Considerations:

Page 162

Business Requirements Specification

DAM - A DMV Report is Requested / Received

DMV
subject identifying

Search

received driver's history

sent

Subject history record Request / receive DMV
eligible case DL#, name, DOB, race, sex

Case Court appearance Charge

Subject

Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Subject History Record .................................................................................................................... 548

Business Requirements Specification

Page 163

Request / receive DMV
Process Narrative:
When a subject of a case has been charged with a traffic violation and the subject is scheduled for a Court Appearance (a trial date exists), Retrieve the charge information and then get the subject's Driver's License number. The search may have to be run by name, address, date of birth, race and gender if driver's license is unavailable. For infractions, this process occurs two days before court date. For misdemeanors it is done right after the subject is charged. This request for driver history information is sent to DMV and they will return the driver's history. Record the results in the Subject History. Record the fact that the Search request was sent including date and time sent and record that results were returned or not. It may be necessary to rerun the request if it is "too old" when it is to be used in a trial.

Comments/Questions:
• • • ·"too old" driver's history would be greater than 6 months. - It would be helpful to automate, do it on demand and make available in the courtroom. Access to DMV in the courtroom may be possible.

Technology Considerations:
-On demand search of DMV with courtroom interface to DMV would be very helpful.

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Business Requirements Specification

DAM - A Forfeiture Hearing is Conducted
Charge Case Court appearance
when where forfeiture hearing

Clerk's office notifies school

Conduct a forfeiture hearing
owner insurance status date DMV vehicle info

Case Vehicle Subject history record

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Vehicle........................................................................................................................................... 525 Subject History Record .................................................................................................................... 548

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Page 165

Conduct a forfeiture hearing
Process Narrative:
A court appearance is scheduled by an innocent owner or lien holder of a seized vehicle, the ADA and School Board will be notified of the hearing by the Clerk’s Office; Retrieve the DMV information about the vehicle. The officer will be present by virtue of being previously subpoenaed. It may be necessary to schedule for the officer's next court date. Record the status of the vehicle as 'forfeited' or returned, indicate a date. (a vehicle is returned to a innocent lien holder when it is not seized). The clerk's office notifies the school system of a forfeiture.

Comments/Questions:
• • • -When a vehicle is seized it is noted and entered into CIS ("count 2 DWI). It would be nice to have title and insurance information about the vehicle through the DMV system in the courtroom.

Technology Considerations:

Page 166

Business Requirements Specification

DAM - A Case is Reinstated

Clerk
case #

reinstatement

Reinstate a case
new pending disposition next date

Case Case chronicle

Court appearance

Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 167

Reinstate a case
Process Narrative:
In a voluntary dismissal with leave (VL- CIS) case the subject requests the case to be reinstated. The VDWL case is added on and a court appearance date is set (misdemeanor). However a subject who has a VDWL felony case gets arrested with an outstanding OFA, they will already have had their first appearance. The clerk sends notification to the D.A. that the subject has a VDWL case. The D.A. fills out a reinstatement form and sends it to back the clerk. This instructs the clerk to set the case back to pending status. Update the disposition to show the change of status. Record the date and time that the instructions were sent to the clerk.

Comments/Questions:
• - Voluntary Leave (VL) is a CIS acronym used for ease of input - the proper terminology is "voluntary dismissal with leave", the DA uses VDWL

Technology Considerations:

Page 168

Business Requirements Specification

DAM - A Case is Appealed From District Court
Subject State
appeal notice Reinstatement arraignment date docket request ADA assigned

Clerk

Judge

authorization

reinstated details

Appeal a case from district court

Case
DV

Case appeal

pending auto seized dismissed due to plea all

Incident Case Subject Case chronicle Court appearance

Case Subject Subject history record

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Incident / Complaint ......................................................................................................................... 551 Case appeal.................................................................................................................................... 556

Business Requirements Specification

Page 169

Appeal a case from district court
Process Narrative:
A subject or the state submits written notice of appea in open court within 10 days of the disposition of a case; Record the date filed and which side appealed (state or subject), who submitted the appeal (attorney or DA) The DA fills out a record of information (blue sheet) to transfer the case to the appeals DA and adds it to the packet or file that contains all of information. The clerk will set a court date (arraignment) and record the court appearance date. The Clerk gives the case a superior court number (which is the same number adding a new prefix of CRS). Based on the DV flag in the case and the charge, assign an ADA and record the assignment (there is a special assignment for domestic violence cases). It may be necessary to get a new DMV information or criminal history record. Check the dispositions to find any concurrent related cases for the defendant for the same court appearance at which the current case was disposed (same defendant, same court date, same complaint number), if they were dismissed as part of a plea agreement then reinstate them. The judge signs the reinstatement and routes it to the Clerk. The clerk record the case as pending in Superior Court, the date and time and judge who authorized the reinstatement.

Comments/Questions:
• - the record of information will be attached to trial notes

Technology Considerations:

Page 170

Business Requirements Specification

DAM - An Arraignment on Misdemeanor Appeals is Conducted in Superior Court

Subject Case Court appearance Case chronicle
sentences fine where, when, who waiver, if needed attorney appointed Plea

Conduct an arraignment on misdemeanor appeals in superior court

all

all subject and case information

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 171

Conduct an arraignment on misdemeanor appeals in superior court
Process Narrative:
When the time has arrived for a misdemeanor appeal arraignment, (based on court appearance date and subject) Find all the information on the case, check for victim / family contact. The issue of representation of the subject is reviewed (waive counsel, public defender, or a private attorney). Record the representation decision (waiver or appointment). For a felony, discovery may be provided and a plea offer is communicated. The case may be continued - record the continuance information and the disposition information. Eventually the subject enters a plea - guilty or not guilty. If plead guilty, the judge sentences the subject. If not guilty, the case is marked as "not guilty - pending trial", although a court date is not set.

Comments/Questions:
•

Technology Considerations:

Page 172

Business Requirements Specification

DAM - A Misdemeanor Appeal Case is Scheduled for Trial
Mecklenburg times Court appearance

Judge

date, time purpose date, time purpose case subject

case info

authorized writ writ details

CIS

Writ

Incident Case Subject Charge
Indict

Schedule a misdemeaner appeal case for trial

when served defendant incarcerated defendant incarcerated

Jail housing

return of service

writ

Joinder Clerk

Other county

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Incident / Complaint ......................................................................................................................... 551 Writ................................................................................................................................................ 557 Joinder ........................................................................................................................................... 559

Business Requirements Specification

Page 173

Schedule a misdemeanor appeal case for trial
Process Narrative:
The ADA determines the next available court date for trial de novo; Fill out which incidents (including subjects, cases and charges) will be scheduled for that court session. (recorded as Court Appearances and entered into CIS). The ADA may make a motion for a joinder of some cases and / or subjects. Record the joinder details. For each subject, determine whether the subject is in custody and indicate location - jail housing or department of corrections. A writ is served to whomever is holding the subject in order for the subject to appear at trial. Record the Writ details. Publish the Calendar in The Mecklenburg Times, subject's name, date, time, defense attorney, case number, charges, the ADA. The return of service for the writ goes to the clerk of court. Decide and issue Subpoenas for witnesses, officers, (see that event)

Comments/Questions:
• - Trial DeNova is a legal term used to describe "starting again" like an appeal but without a recollection of previous court proceedings.

Technology Considerations:

Page 174

Business Requirements Specification

DAM - A Felony Case which Resulted From a Misdemeaner is Indicted

Details

Clerk DMV
bill of indictment records

Indict a felony case from a misdemeanor

felony dismissed misdemeanor

true bill of indictment

details

Case Subject Subject history record Case chronicle Subject........................................................................................................................................... 471 Agency........................................................................................................................................... 481 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Grand Jury

Business Requirements Specification

Page 175

Indict a felony case from a misdemeanor
Process Narrative:
An ADA indicts a felony case that originated from a misdemeanor; (vast majority of this event is for habitual DWI cases) Retrieve information about the subject's criminal history (including DMV history) and make the determination to upgrade to a felony. Dismiss the misdemeanor - update the Case Chronicle. Create a new felony case (new "CRS#) based on the same incident, subject, and charge as the misdemeanor. Prepare a bill of indictment and send it to the grand jury. If the grand jury returns "no true bill", the case is closed (failure to indict). If the grand jury returns "true bill", the case is marked as pending arraignment. Update the case Chronicle. The bills are returned to the clerk's office and an order for arrest is issued.

Comments/Questions:
• - this event is a habitual DWI 90% of the time.

Technology Considerations:

Page 176

Business Requirements Specification

DAM - A Court Appearance is Rescheduled
Subject DA misdemeanor
request

Subpoenaed individuals

Defense attorney

called off

Continuance
time, type, date affirm deny

Reschedule a court appearance
current schedule notice new officer's next court date

Case Arrest Arrest officer Officer Victim / witness Case chronicle

Court appearance

Clerk

Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547

Business Requirements Specification

Page 177

Reschedule a court appearance
Process Narrative:
Rescheduling a court appearance may occur out of court: In the following situations (failure to appear and the subject could ask for reschedule; previous failure to appear and is arrested; set in the wrong courtroom and A.D.A. asks for reschedule; witnesses can't appear) it may be desirable or necessary to reschedule a court appearance. Determine the reason for the request. Determine the officer's next court date; check to find out how busy the courtroom is; Retrieve the case, arrest, charge, victim / witness. The ADA will set a new court date and notify the Clerk's office. The ADA determines the rescheduled date. Record the detail in Court Appearance and Case Chronicle. Rescheduling a court appearance may occur in court: The ADA and the defense attorney may agree to a continuance and the ADA will go through the above process (based on finding out what the Officer's calendar is etc). The judge may grant or deny a continuance. Record the details.

Comments/Questions:
• • • · potentially automatable · It is very important that cases are not rescheduled on a day other than the officer's court date. Currently CMPD is working toward a data base and calendaring system based on parameters (#of cases already scheduled, officers court calendard etc. It is the main factor in the ADA's decision.

Technology Considerations:
- A key priority for DA/CMPD/Courts is to automate the court calendaring process based on the officers calendar.

Page 178

Business Requirements Specification

DAM - A Motion for Appropriate Relief is Filed in District Court
Defense Attorney
motion for appropriate relief

notify motion for appropriate relief

File a motion for appropriate relief in district court
signed request new disposition

Judge

Case Subject Case chronicle Subject history record

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548

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Page 179

File a motion for appropriate relief in district court
Process Narrative:
A motion for appropriate relief is filed in district court, (typically a traffic case that has been closed); Retrieve all the facts of the case and the subject (usually driving records). Review the motion and schedule a new court appearance to hear the motion. At the court appearance, the judge reviews and hears the motion. The judge determines whether to grant the motion, if granted the judge will sign it. Record granted motion in the (case chronicle) which shows the new disposition. Motions are recorded by the clerk.

Comments/Questions:
• • • - The status of a case "closed" moves to "pending" and then back to "closed" with a different result. - AKA "a really big favor" - ADA receives about two per week. Example, would be that a truck driver loses his driving privileges because subject history (with regard to other related charges) can lead to enhanced sentencing which impact his ability to earn a living.

Technology Considerations:

Page 180

Business Requirements Specification

DAM - IITT Contact Victim / Witness
Investigative officer Funeral home
Request for additional name Form additional name

Victim Relative
bond amount complet e V.I.S. contact additional reference

new reference investigating officer, victim, ADA

Contact victim / witness
V.I.S. details details

Victim Impact Statement

Case Victim / witness Reference

new victim / witness

Personal contact Court appearance

Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Personal Contact............................................................................................................................. 554 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 181

Contact Victim / witness
Process Narrative:
From the case file determine the victim/witness (currently DV cases only); Determine the complaint number and if there are police reports which need to be obtained, order police reports from CMPD records section. Determine whether the victim has a domestic violence protection order and obtain certified copy from the Clerk of Superior Court, civil division. Review the case file and determine if additional witnesses (civilians and/or officers) need to be subpoenaed. Determine if 911 tape exists or photographs which need to be ordered from CMPD. Assign a victim / witness coordinator to the case / file (based on subject's last name - alphabetical division). Record the victim / witness coordinator. Contact victim and obtain additional information about offense, physical evidence. Make referrals to outside assistance agencies, to Victim-Assistance for protective orders through the civil court. Determine if other county agencies need to be involved, such as Dept. of Social Services. Determine through jail records if the defendant is in custody, and/or conditions of release. Identify (through court files) any conditions imposed on subject when released from custody. Make the original phone call and record the fact that the call was made and the results of the call in the Intake interview form. Record referrals made, information received and time spent on call. Record each additional contact with victim and any additional information gained. Give referral to VINE (Victim Information Network) program. Determine court date (trial date) and send notification letter to victim giving next court date and time. (We will have to begin sending a victim-impact statement same as felonies once the victim's rights amendment legislation kicks in ). Send and request a return of Victim Impact Statement and file it. Notify the victim of the results of any bond hearings.

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Business Requirements Specification

Comments/Questions:
•

Technology Considerations:

Page 184

Business Requirements Specification

Drug Treatment Court (DTC) - A Subject is Referred to DTC By DA
Defense Attorney Judge Court Services District Attorney Probation Officer
Referral All Case# current cases referral Date/ Time All current cases

Attorney Subject program status

Case Case Chronicle Probation Jail Housing Court Appearance Victim/Witness

Arrest Officer Charge Subject Name Address

Rejectio n Client Information

Intake/ Screening/ Assessment

Employment/ Education Treatment

Child

Relationship

Subject........................................................................................................................................... 471 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 185

Intake/Screening/Assessment Occurs
Process Narrative:
Upon receipt of the Subject referral from the District Attorney, Risk Assessment, Judges, Public Defender, and / or Attorney, the client information is reviewed. The referral will consist of the arrest, charge, subject, case, attorney, and other important client information. Determine the subject's attorney (PD, farm out, private) for all current cases. Identify the DA assigned to each client case. Retrieve the addresses, education, employment, arrest officers, treatment, references, relationship to children, probation, jail housing, victim/witness, court appearance, and case chronicle. DTC interviews a Subject. SASSI tool is used to make a determination about eligibility for treatment in the screening process. Record the DTC referral as to client eligibility in program. If potentially eligible, complete the SASSI form. A client is rejected back to a DA/defense attorney/DCC/referring Judge with reason for rejection. A potentially eligible DTC client is assigned to a DTC team.

SASSY tool is used in the determination process in order to make determination of eligibility for treatment in the screening process. Record the DTC referral as to whether the client is potentially eligible or not for the program. If potentially eligible, complete the SASSY form. A client is rejected back to a DA. A client is routed to a DA. A judge orders a DTC referral. A potentially eligible DTC client is assigned to a DTC team. Notify judge of the rejection reason.

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Business Requirements Specification

Comments/Questions:
• · SASSI & tests eligibility based on dependency (not just charge) Confidentiality may be an issue we need to comply with State.

Technology Considerations:

Page 188

Business Requirements Specification

DTC - Acceptance/Enrollment Occurs
Subject
signed contract referral

Subject referral

Subject Court Apearance

details Date of Enrollment

Enroll Subject Defense Attorney Judge Case
DTC Case Manager rejection

Court Services District Attorney Probation Officer

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Subject Program Referral ................................................................................................................. 568

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Page 189

Enroll Subject
Process Narrative:
Upon receipt of a signed contract from the Subject, provide subject information, court appearances scheduled, case and subject referral details; Record the Subject referral with the date of enrollment. Record the DTC Case Manager. If rejected, notify the referring agencies and include the reason for the enrollment rejection.

Comments/Questions:
•

Technology Considerations:

Page 190

Business Requirements Specification

DTC - A Bi-weekly DTC Court Appearance Occurs

Subject
details current

Subject program status report
update, new sanctions and incentives

Court Appearance

Current

Next

Conduct DTC Court Appearance
Completion

Case Chronicle
Update Case Info OFA

Case Outstanding Document

Subject Program Status

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject Program Status ................................................................................................................... 560 Subject Program Progress Report ..................................................................................................... 577

Business Requirements Specification

Page 191

Conduct DTC court appearance
Process Narrative:
When DTC is in a scheduled session, all of their Subjects scheduled for their bi-weekly court appearance are called; For each Subject, review their progress. Update any new subject information. Record the court appearance and the next court appearance scheduled. If the Subject fails to appear, an OFA is prepared by DTC, signed by the judge and issued by CSC. If the judge determines the program has been successfully completed by the subject, record the completion in the Subject program status. If the judge determines that changes in the sanctions and incentives are required for the subject, record in the DTC client report.

Comments/Questions:
• · Subject program status may have confidentiality issues.

Technology Considerations:

Page 192

Business Requirements Specification

Fine Collection (FC) - Subject Enters Post Judgement Center

Subject

payment plan contract criminal judgement' current

Criminal Cost Bill Case

reject

bill of cost

date enrolled

Criminal Judgement
amount due

copy

Enroll Subject in Fine Collection

research payments/ past cases

contract Verify Cost Bill

Subject Charge Interview

Clerk's Office FMS Bookkeeping

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Interview ......................................................................................................................................... 512 Payment......................................................................................................................................... 533 Criminal Cost Bill............................................................................................................................. 562 Payment Plan ................................................................................................................................. 563

Business Requirements Specification

Page 193

Enroll subject in Fine/Collection
Process Narrative:
A subject is referred to the Post Judgement Center where they are instructed to complete a data sheet. If the subject was sentenced to Fine Collection, the data sheet, Criminal Cost Bill, as well as the financial affidavit are processed by Fine Collection coordinator. Determine whether there is a history of payments made by the subject and the status of the subject in the criminal process, including all programs they are participating in or have participated in. Interview the subject in order to acquire financial information which will then be verified on the financial affidavit. Record from the Criminal Cost Bill all pertinent case, subject, and cost data. The original signed payment plan contract is sent to the Clerk (CSC), a copy is made and distributed to the CSC bookkeeping area for entry into FMS system, and a copy with the subject's data sheet is filed with a copy of the signed contract in Fine/Collection.

Comments/Questions:
• Judges would like to retrieve a report on Subject's who have been on F/C in previous cases. With this information, it can facilitate their decision to re-assign a Subject to the FC program. No money is handled by F/C. All funds paid directly to the Clerk and entered in the State FMS.

Technology Considerations:
Fine Collection needs to have immediate access to inquire and have reporting information in FMS and CIS from their office would be more productive and efficient. Though Fine Collection has limited access to the FMS and CIS systems, a formal system training session(s) would be helpful.

Page 194

Business Requirements Specification

F/C - IITT Monitor Payments

Payment

recent

w/ fine collection

Case

past due

Monitor Payments
yes/no due date

Payment Plan

FMS

Case.............................................................................................................................................. 502 Payment......................................................................................................................................... 533 Payment Plan ................................................................................................................................. 563

Business Requirements Specification

Page 195

Monitor payments
Process Narrative:
Generate a report listing payments due within a certain time span, usually the week prior, from the Fine Collection system. For each payment plan, review the Subject's compliance. Determine from the local Fine Collection System (F/C) payment file the outstanding past due amounts on contract that are 45 days overdue. Research the State's Fine Management System (FMS) to determine if there have been any payments made on the account. (Payments are entered directly into FMS by the Clerk's Bookkeeper.) Record the payment information in the local FC system. Determine from the local Fine Collection System all accounts 45-day delinquent to begin processing noncompliance violation notices.

Comments/Questions:
• • • · Reconciliation of payments between FMS and Fine Collection is required by Fine Collection until FMS has updating capabilities with FMS database. - F/C does not handle money. All money is posted through the Clerk's Office. - We will use a payment plan in the local F/C database.

Technology Considerations:
- Short-term: FMS information should be automatically transferred into FC database to eliminate the need for reconciliation. Both systems should have same data at the same time. - If FMS had a payment plan module, this would eliminate the duplication of research effort and increase efficency.

Page 196

Business Requirements Specification

F/C - IITT Notify subject of non-compliance

Payment Plan
success phone out? Notice mailout bad addr? past due pymnt

Subject Address
bad addr

Notify subject of noncompliance
noncompliance Call out status

IVR

Subject........................................................................................................................................... 471 Address.......................................................................................................................................... 510 Payment Plan ................................................................................................................................. 563

Business Requirements Specification

Page 197

Notify subject of non-compliance
Process Narrative:
On a periodic basis (weekly), download the outstanding delinquent account information to a diskette for the IVR system. Send the diskette the the Trial Court Administrator's Office (TCA) for uploading into the IVR system. From the Fine Collection system, generate notices for these same outstanding delinquent accounts from the list of accounts downloaded to the diskette for the IVR system. Mail the notices. Upon receipt of a returned notice, record with a bad address indicator in the local FC system. Upon receipt of the IVR diskette from the TCA, record successful and unsuccessful call status in the local FC system. Also record the successful contact calls on the local FC system from received phone calls or from manual call outs that are made as time permits. Generate a report of each delinquent account call status. Generate a list of unsuccessful calls. For all unsuccessfull calls, attempt to contact using secondary phone numbers, as time permits.

Comments/Questions:
•

Technology Considerations:
- The IVR system should be linked with the database for electronic download of delinquent account information and for upload of call out status automatically.

Page 198

Business Requirements Specification

F/C - IITT Enforce compliance (Notice of hearing)

Details/Traffic?

Case Name Address Charge Arrest Probation/ Parole
Ck time laps Notices

45 days balance

Payment Payment Plan

Prepare OFA List
Report Report balance additional fee for traffic

For signature

Clerk

Judge

FMS Bookkeeping

Arrest............................................................................................................................................. 465 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Payment......................................................................................................................................... 533 Probation (Parole)............................................................................................................................ 543 Payment Plan ................................................................................................................................. 563

Business Requirements Specification

Page 199

Enforce compliance
Process Narrative:
Identify the cases which are not compliant to the contract with payments delinquent past 45 days. Retrieve the case, subject name, address, charge, and arrest file information to generate the noncompliance notice including the current balance due. For each traffic related charge that is late, an additional $50 failure fee is applied. A reconciliation report is reported to the Bookkeeping regarding the traffic fee amount that has been added to the case and to verify balance due. Verify if the subject is still under probation/parole and if there exists any time lapse. Upon receipt and approval of the current balance due report from Bookkeeping, a notice of hearing of violation of unsupervised probation is prepared. The Violation Hearing Notices are sent to the Judge for signature for those with bond attached or tp the clerk for signature for those without a bond attached. The judge sends the signed Notices to the Clerk. The Clerk generates the OFA for those signed off by the judge with a "No bond or comply" status.

Comments/Questions:
• • • CIS does not automatically flag that Fine Collection area is coordinating collection of the payment. · If a person on the Fine Collection caseload is arrested for any charge but specifically on a pending non-compliance matter, FC wants to be notified.

Technology Considerations:

Page 200

Business Requirements Specification

F/C - A notice is returned

CIS
served/unsrved notice w/ bond trial date

MCSO

Receive Returned Notice
Attend for served notice new summons w/ bond

Court Appearance

Judge

Court Appearance............................................................................................................................ 518 Judge ............................................................................................................................................. 545

Business Requirements Specification

Page 201

Receive returned notice
Process Narrative:
Upon receipt of an unserved Violation Hearing notice, a summons is generated with a bond attached. The notice is sent ot the judge for signature prior to it being sent to the Clerk for issuing an OFA. The Clerk sends all Notices to the Sheriff’s Office. Sheriff’s Office is responsible for serving the Notices. Monitor CIS to determine if the case has a new trial date. This constitutes the Notice has been served. F/C coordinator records the new trial date in order to attend scheduled hearing.

Comments/Questions:
• • If the Notice does not have a bond attached to it, it may become an OFA by the Clerk, if the notice has been served and the defendant does not appear in court. These OFAs become a FTA (failure to appear) with a $5,000 secured bond. Violation Hearing Notices with bond attached have 2 classifications: 1) <$800 due are comply or no bond, 2) >$800 due are a $500 secured bond

Technology Considerations:
- FC wants notification when Notices are served and if event occurs on FMS, whether with or without bond. - Service of th notices from the civil paper system is an immediate need that IST may be able to accommodate by generating a report by service date of all notices served. - Under predefined conditions, provide alert to F/C (and to other agencies) when a subject is arrested.

Page 202

Business Requirements Specification

F/C - A Payment Plan is Paid in Full (DMV)

Payment Case Charge Arrest
verify DMV citation DMV offense paid fine

Payment Plan

Request removal from Fine/ Collection

record payment

Notification for verification

Notification

FMS Bookkeeping

Clerk of Court (criminal)

Arrest............................................................................................................................................. 465 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Payment......................................................................................................................................... 533 Payment Plan ................................................................................................................................. 563

Business Requirements Specification

Page 203

Request removal from Fine/Collection
Process Narrative:
Upon receipt of a final payment; Retrieve the case, charge, and arrest information for the DMV offense. Verify the account is a DMV offense and the Payment in Full has been made. Generate a Payment in Full Report and submit to FMS bookkeeping for verification that the case is paid in full. Send to criminal clerk. A weekly report is generated that is routed to the criminal Clerk's office. They prepare a report to DMV to reinstate licenses. Record as "payment in full" on the local FC system and route to the Clerk.

Comments/Questions:
• • • · If a subject comes in on an OFA and has a delinquent payment status in Fine Collection, sometimes they are released without FC being notified. · Coordination and notification of payments between the Clerk's Office and FC needs to be reviewed in more detail.

Technology Considerations:
This process should not be limited to DMV cases. There should be a mechanism to report all complied cases successful once payment have been completed. - Provide toolset to query data for building reports.

Page 204

Business Requirements Specification

Sheriff’s Office (MCSO) - IITT Review the Court Docket

Jail housing

Court appearance

Facility pod #, cell #

1101A appearance, date

Review the court docket

assign subject Race, sex, PID re-assign

Subject

Initial assessment breakdown

Subject........................................................................................................................................... 471 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Initial Assessment Breakdown.......................................................................................................... 565

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Page 205

Review the court docket
Process Narrative:
First appearance court docket arrives for courtroom 1101A; The docket is a list of subjects who are in custody and expected to make their first court appearance. (It could be reported from Court Appearance.) Retrieve information about each Subject on the docket, including PID, race, sex. Determine where the Subject is housed (facility, pod, cell). Review existing information kept in the jail (DCI). Record on the "breakdown" form which assessment person sees which Subject. Occasionally the assignments will change based on workloads.

Comments/Questions:
• · Timeliness issue to get CIS to produce court docket (not real enough time)

Technology Considerations:

Page 206

Business Requirements Specification

MCSO - IITT Analyze Subject's Prior Record (including DCI)
Subject history record Subject
PID External subject record

current / prior charges, cases

Charge Case Case chronicle

cedefendants

Arrest Affidavit

Subject (inmate) Assessment

level, details

Search Analyze subject's prior record
other external info

notify

Subject

DCI CIS

current

Outstanding document Jail incident report

subject history

codefendants

Incident

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Search ........................................................................................................................................... 484 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Incident / Complaint ......................................................................................................................... 551 Jail Incident Report .......................................................................................................................... 566 Subject Assessment ....................................................................................................................... 567

Business Requirements Specification

Page 207

Analyze subject's prior record
Process Narrative:
For each Subject an assessment is required, Retrieve information about the subject (PID) and especially any previous and current charges. Retrieve information about the prior cases, dispositions of those cases, subject's arrest record, and if necessary the officer's affidavit depending on the severity of the charge. Determine if there are any felony outstanding documents for the subject such as warrants, that were not identified/processed during arrest processing or may have arrived since arrest processing. Retrieve the incident and case information. Determine if there are co-defendants who are connected with the subject so that they are not housed together. Retrieve any prior Jail Incident Reports on the subject. Search CIS (name, race, date of birth) and / or DCI for other information for the subject. Record in the Subject History Record all of the information brought together and possibly a summary for the information. The information is stored by PID number. Record the details (especially the level) in the Inmate Assessment. Notify the inmate of the custody level.

Comments/Questions:
• · There are confidentiality / privacy issues for information gathered that must be adhered to (especially medical information).

Technology Considerations:

Page 208

Business Requirements Specification

MCSO - IITT Conduct a Subject Classification Interview

Pod supervisor Subject referral
notify details

Interview respons e commen t

Conduct a Subject classification interview
update custody level

Interview

Subject (inmate) Assessment

Interview ......................................................................................................................................... 512 Subject Assessment ....................................................................................................................... 567 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 209

Conduct a subject classification interview
Process Narrative:
After the subject returns from their court appearance, notify the Pod Supervisor that the subject needs to interviewed for classification; Record the Subject's responses and the interviewer's comments. Record any updated custody level for the Subject. Record any program referrals or work assignments and the name of the assessment person who made the referral.

Comments/Questions:
•

Technology Considerations:

Page 210

Business Requirements Specification

MCSO - A Subpoena for Documents is Received
Document requester
visitation list subpoena

Visitation

documents jail housing info

Jail housing

Receive a subpoena for documents

documents

Court appearance

Subject assessment

all subject details

details

Subject special circumstances

Outstanding document

Outstanding Document .................................................................................................................... 478 Jail housing..................................................................................................................................... 536 Subject Assessment ....................................................................................................................... 567 Subject Special Circumstance.......................................................................................................... 569 Visitation ........................................................................................................................................ 570

Business Requirements Specification

Page 211

Receive a subpoena for documents
Process Narrative:
Whenever an officer serves a subpoena to someone in the Sheriff's office to produce documents, the subpoena will identify the subject, the charges, the title of the action, the date and time to produce the documents. Record the subpoena details as an outstanding document. Retrieve the jail housing records for the subject, subject special circumstances, visitation list, and all the available subject information used for assessment. The documents will be available to the document requester and / or taken to the next court appearance.

Comments/Questions:
•

Technology Considerations:

Page 212

Business Requirements Specification

MCSO - IITT Assign General Housing to a Subject (Post 1st Appearance)

Subject Charge
gender, age medical initial assessment

Subject assessment

Assign housing to a Subject
vacancies

Housing manager
notify

1101A docket

assignment

Jail housing

Court appearance

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Subject Assessment ....................................................................................................................... 567

Business Requirements Specification

Page 213

Assign housing to a subject
Process Narrative:
Assign a Subject to jail housing, (open cells are identified); When the court docket arrives, Determine the custody level from the initial assessment. Determine where the subject will be housed based on vacant cells. Also refer to the medical information and other subject information such as gender and age. Review the charges on the subject and keep codefendant separated whenever possible. Record the assignment. Send the file to the housing manager.

Comments/Questions:
•

Technology Considerations:

Page 214

Business Requirements Specification

MCSO - An Inquiry is Made About Subject's Housing

Requestor

Subject
identity

request

facility, pod cell

Receive an inquiry about a subject's housing
date, facility cell, pod

Jail housing

Subject........................................................................................................................................... 471 Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 215

Receive an inquiry about a subject's housing
Process Narrative:
An inquiry is received about the subject’s housing, Determine where the subject is located; facility, pod, cell from the current jail housing information and the subject information. (If a transfer is scheduled for today, then the records may not be instantaneously up to date.) Give the information to the requester unless security issues dictate otherwise.

Comments/Questions:
•

Technology Considerations:

Page 216

Business Requirements Specification

MCSO - IITT Transport a Subject

External source
request to move special circumstances

Subject special circumstances Subject (inmate) assessment

notice request to move

subject / risk level

Medical / EMSA

Transport a Subject

exists ?

vacancies

new assignment

program

severity of charges

Outstanding document

Jail housing Subject Referral

Charge

Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Jail housing..................................................................................................................................... 536 Subject Assessment ....................................................................................................................... 567 Subject Program Referral ................................................................................................................. 568 Subject Special Circumstance.......................................................................................................... 569

Business Requirements Specification

Page 217

Transport a subject
Process Narrative:
Sometimes a subject must be transported because of a request from an external source, for medical reasons, for protective custody or for program reasons (change in custody level, additional charges 10-99’s); Determine if there are vacancies within the jail and what the load is within the pods. Retrieve the information about the subject, especially the assessment, medical information, the subject special circumstances or any program referrals. Record any new special circumstances that are required. Determine if and where the inmate will be moved. Record the new housing assignment. Notify the transportation group.

Comments/Questions:
• Other reasons for transport are specific

Technology Considerations:

Page 218

Business Requirements Specification

MCSO - A Subject Makes a Request

Subject

Grievance

request

details action taken

notify

Receive a Subject's request

new referral

Subject referral

Subject Program Referral ................................................................................................................. 568 Grievance ....................................................................................................................................... 571

Business Requirements Specification

Page 219

Receive a subject's request
Process Narrative:
An subject submits a request / grievance, Record the details of the request / grievance as submitted. The grievance is reviewed and actions are recorded. (A referral may result in an agency administrative action.) Record the referral information. Notify the subject of the decision.

Comments/Questions:
•

Technology Considerations:

Page 220

Business Requirements Specification

MCSO - IITT Re-evaluate Custody Level

Subject special circumstances
since last assessment

Case
charge change additional charges

Charge

To new housing

Housing Mgr.
transport request

Re-evaluate custody level

appropriate new custody level

Jail housing

since last assessment

Jail incident report

Subject (inmate) Assessment

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Jail housing..................................................................................................................................... 536 Jail Incident Report .......................................................................................................................... 566 Subject Assessment ....................................................................................................................... 567 Subject Special Circumstance.......................................................................................................... 569

Business Requirements Specification

Page 221

Re-evaluate custody level
Process Narrative:
Whenever a "special circumstance" occurs for a subject (as recorded in Jail Incident Report) or when the charges against the inmate changes or are added; Retrieve subjects information that is due for re-evaluation based on when the last assessment occurred or based on an incident or change of charges. Find the corresponding incident reports or charges. For each subject, record the new custody level if it changes. Review the jail housing and if necessary reassign the jail housing. Notify the housing coordinator to move the subject and record the new jail housing.

Comments/Questions:
•

Technology Considerations:

Page 222

Business Requirements Specification

MCSO - IITT Calculate a Sentence End Date

Records officer
notice of disposition disposition sentence date of offence charge, DWI

Subject Case Charge Case chronicle

sentence end date

Calculate release date Program coordinators

participation

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 223

Calculate sentence end date
Process Narrative:
Once a week or when a subject returns from a court appearance with a disposition and the records officer makes it available, then the release date is calculated; Retrieve the information for the subject and the cases, charges as well as the case chronicles. Determine the date and time that the sentence starts and the maximum length of the sentence. Retrieve the date of the offenses from the charge information in order to determine which sentencing law the case falls under. Calculate the sentence end date for each charge. Record the calculated sentence end dates. When notified by the Inmate Work Coordinator or WRRC coordinators, Facility Program Coordinator and Housing Manager of a subject's participation in a program/work assignment or WRRC, determine any credits to the sentence that may result based on policy and procedures. Calculate the release date taking into account any credits that the judge may award.

Comments/Questions:
•

Technology Considerations:

Page 224

Business Requirements Specification

MCSO - IITT Calculate a Subject's Final Release Date

Case chronicle

sentence end date

Calculate a subject release date

Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 225

Calculate a subject release date
Process Narrative:
A release date for a subject is calculated; Retrieve each case that a subject is serving time for (case chronicles). Determine that each charge is satisfied (bond paid, court ordered, sentence complete or hold lifted.) Review all of the sentence end dates. Calculate the release date based on concurrent / consecutive.

Comments/Questions:
• Refers to subject portfolio release

Technology Considerations:

Page 226

Business Requirements Specification

MCSO - A Request for Time Spent in Jail is Received (Pre-trial Time)

Requestor
request in date, out date, case or county and charge or hold reason

Jail housing

answer

Receive a request for pre-trial time spent in jail

Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 227

Receive a request for time spent in jail (pre-trial time)
Process Narrative:
An interested party (usually an attorney) makes a request; Retrieve the case record, and jail housing records pertaining to the subject and the cases. Notify the interested party of the days on which the subject entered and was released from jail. Identify the charges that the inmate was being held on or other reason for being held.

Comments/Questions:
•

Technology Considerations:

Page 228

Business Requirements Specification

MCSO - IITT Move a Subject From County Custody to DOC

Charge Case Case chronicle Agency
sentence out of county felony near term court appearance

Court appearance

return responsibility

Writ Court order

DOB, disposition charge, race, sex medical status facility location transport date time

Move a Subject from the county jail to DOC

DOB, race sex, medical notice to prepare inmate

Subject

DOC transportation

actual pickup details

request

Jail housing

Sheriff's transportation

Subject........................................................................................................................................... 471 Agency........................................................................................................................................... 481 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Case Chronicle................................................................................................................................ 541 Writ................................................................................................................................................ 557 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 229

Move a subject from county to DOC
Process Narrative:
A judgement is received that requires a subject to serve time in a DOC facility, or a subject is brought to jail from DOC on a writ and scheduled to go to DOC, or if the inmate needs to be kept in DOC for safekeeping, a mittimus or other court orders arrives; Retrieve all of the information about the cases and charges (pending or holds) for the subject, medical information, particularly information contained in the case chronicles to be forwarded with the subject at the time of transport. Determine where the sentence is to be served. For a felony cases pending, determine if any court appearances are scheduled. If court appearances are scheduled, the subject may be held until the next court appearance, or transported to DOC depending on next court date. Notify DOC about re-locating the subject, case, medical info, and sentence. Determine the location the subject will be sent to, the date and time for relocation. The Sheriff's transportation department may be notified for transportation. For a judgement and/or a writ, record the transportation pickup details. For a judgement and /or writ, alternative transportation may be requested from the Sheriff's transportation department. The inmate is housed until transportation notifies the jail to get the inmate ready. Record who the inmate was released to, the agency and location where they are going.

Comments/Questions:
•

Technology Considerations:

Page 230

Business Requirements Specification

MCSO - IITT Move a Subject from County Custody to Federal
BOP USM INS DOD
subject date time

Subject
name, DOB, race, sex

Subject history record

notify

Move a subject from county to federal

exist (Y/ N)

actual pickup

Jail housing

Subject........................................................................................................................................... 471 Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 231

Move a subject from county to federal
Process Narrative:
A request comes from a federal agency to relocate an inmate; Determine where the inmate is housed. Notify the federal agency if the inmate is not in jail. Retrieve the subject information to attempt to identify the inmate (Subject History Records) who is wanted in a federal jurisdiction. Record who the subject was released to and the agency.

Comments/Questions:
• • • This may need to be broken out into another event "State Custody to Federal Custody". Jurisdictional hold, the subject stays in jail (the subject is housed locally with another agency having jurisdiction.) Custody is when the Subject is released to another agency . Also review event "IITT return a subject to state from federal"

Technology Considerations:

Page 232

Business Requirements Specification

MCSO - IITT Move a Subject From County Custody to Another County

Other county
notify writ info estimate d pickup notify

Writ

details

Arrest
details

Outstanding document Subject history record
another county detain

Move a subject from county to another county

update

name, DOB, race, sex

current housing

Jail housing Subject

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Jail housing..................................................................................................................................... 536 Subject History Record .................................................................................................................... 548 Writ................................................................................................................................................ 557

Business Requirements Specification

Page 233

Move a subject from county to another county
Process Narrative:
Situation 1: A writ is issued to move an subject to another county; Determine where the subject is currently housed. Retrieve the subject’s identifying information to confirm identity. Record (in Jail housing) the inmate’s release and writ execution (dummy housing).

Situation 2: If the inmate is held on a magistrate's order, or if the inmate is in jail because another county has a warrant for the inmate, Retrieve the subject’s record. Notify the other county to pick up the inmate.

Comments/Questions:
• • • · If a subject makes bond, then the inmate may be out of jail when the other county arrives. A write is a court order (jurisdiction) that guarantees that the subject will be brought back.

Technology Considerations:

Page 234

Business Requirements Specification

MCSO - IITT Move a Subject From County to Another State

Affidavit
subject governor's warrant

Outstanding document

Subject history record
DCI temporary custody

date, time location

Move a subject from county to another state

notify

Another state
decline actual date and time

Court order

Jail housing

Outstanding Document .................................................................................................................... 478 Jail housing..................................................................................................................................... 536 Subject History Record .................................................................................................................... 548 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 235

Move a subject from county to another state
Process Narrative:
When a subject is wanted on a fugitive warrant from another state, or on a governor's warrant; Review information on the subject, the subject history record, the fugitive affidavit and all the Subject History Records (DCI) as well as outstanding documents (governor's warrant). Notify the other state when the conditions have been met. Record the date, time and location for the inmate to be released to out of state authority. Occasionally the other state will decline resulting in a release from MCSO custody.

Comments/Questions:
•

Technology Considerations:

Page 236

Business Requirements Specification

MCSO - IITT Move a Subject From County to Hospital

Court order
move inmate

details

Move a subject from county to institution
request when order

actual pickup

current

Jail housing

Sheriff's transportation

Jail housing..................................................................................................................................... 536 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 237

Move a subject from county to institution
Process Narrative:
A court order will arrive that requires the subject to be moved from the county jail to an institution; (ie. to determine competency) Determine where the subject is being housed. Update the housing record to indicate that the subject no longer occupies the cell. The Sheriff's transport is notified of the need for transportation. Record that the transfer occurred and the location of the institution where the subject has been moved. The institution needs to notify the Sheriff's office when the subject will be returned.

Comments/Questions:
• · When the subject goes to a hospital should anyone be automatically notified? possible security issue?

Technology Considerations:

Page 238

Business Requirements Specification

MCSO - IITT Return a Subject to County From Institution

Court order
conditions of release reason for being in institution

Case Arrest

Return a subject to county from institution
subject new housing

Sheriff's transportation

Jail housing

Arrest............................................................................................................................................. 465 Case.............................................................................................................................................. 502 Jail housing..................................................................................................................................... 536 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 239

Return a subject to county from institution
Process Narrative:
A request is received for the Sheriff's transportation office to pick up a subject from an institution. Determine if the subject has met the conditions of release. Retrieve the court order to find out why the inmate was at the hospital (potentially the inmate was never committed to jail). Review the case and arrest information to find the conditions of release. If the subject is intended to be in jail, check the subject into jail housing and update the housing information.

Comments/Questions:
•

Technology Considerations:

Page 240

Business Requirements Specification

MCSO - IITT Accept a Subject to County From Another State

Court order

Arrest

Outstanding document

details OFA, governor's warrant

Form 6

Return a subject to county from another state
subject

new housing

Authorized agent

Jail housing

Arrest............................................................................................................................................. 465 Outstanding Document .................................................................................................................... 478 Jail housing..................................................................................................................................... 536 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 241

Accept a subject to county from another state
Process Narrative:
Based on the arrival of a court order or an outstanding document; The DA makes an arrangement for the transportation of the subject. Arrest processing occurs when the subject arrives (see that event). Update the jail housing to show the new housing assignment (initiate into system if not already entered).

Comments/Questions:
•

Technology Considerations:

Page 242

Business Requirements Specification

MCSO - IITT Return A Subject to County From Federal

Federal agency
housing request details

Subject

subject

not a federal prisoner

Return a subject to county from federal
details

Jail housing

Subject........................................................................................................................................... 471 Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 243

Return a subject to county from federal
Process Narrative:
Situation 1: A federal inmate has finished their sentence in jail, the charge is dropped, and/or they are finished with the inmate. **See APC processing event Determine if the subject has outstanding documents, any local documents may be served. Record that the subject is no longer a federal prisoner.

Situation 2: The federal agency requests housing for the inmate, the inmate is delivered by a federal agent; Record the details of the subject’s arrival and the jail housing. An initial assessment is performed to determine the correct level of incarceration.

Comments/Questions:
• • • This event is about custody status not jurisdiction. This event may need to be broken out into two events that distinguish custody and jurisdiction.

Technology Considerations:

Page 244

Business Requirements Specification

MCSO - IITT Return a Subject to County from DOC
DOC

notice

Jail housing

check in

Return a subject to county from DOC

notice

subject

Subject Case

Sheriff's transportation

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 245

Return a subject to county from DOC
Process Narrative:
DOC will notify the Sheriff's department prior to the release and return of a subject; Review the subject, case records and outstanding documents. Determine that the subject should be in the county jail. If there is any additional sentence to serve or the inmate is returned from safe keeping check the subject into the county jail (jail housing). The Sheriff's department transports the subject to the county.

Comments/Questions:
•

Technology Considerations:

Page 246

Business Requirements Specification

MCSO - Subject's Records Arrive for "Booking" From Court Services/Magistrate
Nurse or other Magistrate
packet housing recommendation PID gender, age non-arrest subject info

Name Subject

Subject hold

details

cell

Jail housing

bond amount previous

Receive a subjects records from court services

date courtroom details

Court appearance

writ-ID

arrest #

Subject special circumstances

Case

change charge code

Charge

Writ

Arrest

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Writ................................................................................................................................................ 557 Subject Special Circumstance.......................................................................................................... 569 Subject Hold ................................................................................................................................... 574

Business Requirements Specification

Page 247

Receive a subjects records from court services/magistrate
Process Narrative:
A packet of records arrive from the magistrate/APC; Retrieve arrest information (entered by court services based on the arrest number. For a writ or an arrest in court, there won't be an arrest number. PID number will probably be present.) Determine whether the subject information is recorded. It may be necessary to enter subject information if not gathered at arrest processing. Determine all of the charges for the subject. Record the correct charge codes (dummy charge codes are a problem). Identify and record the courtroom and date that the inmate needs to go to if they are to be in court in Mecklenburg county. Verify that the bond amount is correct and record the bond amount. For an out of county arrest they may not have a CR#. Record any holds that apply to the subject. Assign the inmate to a classification jail housing initial orientation pod. Record information, possibly based on the nurse's comments and / or special circumstances.

Comments/Questions:
• · There is quite a bit of correcting of data between APC and magistrate's before it goes into the jail system. Sometimes that is because it is hand written on the documents.

Technology Considerations:
Could court services enter the subject information without generating an arrest? The use of dummy arrest numbers in AFIS(?) to enter pictures, etc.

Page 248

Business Requirements Specification

MCSO - IITT Update Court Disposition

Case Charge Case chronicle Court order
disposition bond change new court appeal

Court appearance

contempt

Update court disposition

contempt, other

disposition action

Subject Subject hold

Clerk

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject Hold ................................................................................................................................... 574

Business Requirements Specification

Page 249

Update court disposition
Process Narrative:
A disposition arrives from the court room or the Clerk's office concerning the results of a court appearance or a motion; Retrieve the case information, charges and entries in the Case chronicle since it may include or may not include some or all of the following orders: Record active sentence information including contempt, bond information. Record details for contempt, subject hold, release notes. Record the next court appearance. Update the release conditions for the case if is indicated on the disposition. If the judge orders any actions for the subject, record those actions, including date and time, who is responsible.

Comments/Questions:
•

Technology Considerations:

Page 250

Business Requirements Specification

MCSO - IITT Release a Subject From Custody

Subject hold Case chronicle
sentence end date credit for time served bond posted hold condition of expired release

Case Bonding agent Magistrate
bond cash bond payment

VINE
Clear

Payment

Release a subject from custody Court order
releasable

release order

Other county

Outstanding document

other warrant details refuse to extradite

subject

Other agency

form 41 pickup detail parole reinstatement

Release

USMS

Jail housing

Other state

NC parole commission

Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Release.......................................................................................................................................... 514 Payment......................................................................................................................................... 533 Jail housing..................................................................................................................................... 536 Case Chronicle................................................................................................................................ 541 Court Order..................................................................................................................................... 572 Subject Hold ................................................................................................................................... 574

Business Requirements Specification

Page 251

Release a subject from custody
Process Narrative:
Any of the following can occur when releasing a subject from custody; 1. Time is served. For each charge, retrieve the Case chronicle, review the sentence, find the calculated sentence end date. Verify that the sentence end date has been met. 2. An inmate comes back from a court appearance with credits that exceed the sentence. Verify the credits that the judge has given and determine that the credits exceed the sentence. 3. A court order requires a release; (Court order object) 4. Bond is posted to meet release condition. The magistrate may accept a cash or property bond or a bonding agent posts the bond. Record the payment; (the Case object) 5. A parole reinstatement is issued by the Parole Commission after a parole violation; attach the form to the inmate's record. 6. Federal form 41 arrives requiring a release on bond. 7. DCI messages indicate that the state is not going to extradite the subject. 8. Another county may send a PIN message requesting release of a subject that is being held by Mecklenburg on behalf of that County. 9. A DCI hold may expire, review the hold and determine that the Subject hold has expired.

10. No probable cause is found (from the Case chronicle object). Determine that there are no outstanding documents for the subject to be served. Determine that there are no subject holds. Verify that all bonds have been met. Record all the relevant information in the Release. Close the subject's record in the active status the jail housing information. If there are outstanding documents, the subject should be served.

Page 252

Business Requirements Specification

If the inmate is a federal inmate they take precedence over the other agencies in terms of who takes custody. The subject could be placed in the custody of another state or federal agency.

Comments/Questions:
• • • There may be more situations that lead to release. Closing the subject's record from active jail housing they can still inquire about the subject since an inactive record is archived.

Technology Considerations:

Page 254

Business Requirements Specification

MCSO - IITT Produce the Daily Court Docket
All facilities Sheriff's office Lockup
combined docket list of day appearances 2205

Clerk

Subject Name Case Charge

already scheduled

Produce the daily court docket

Jail housing Subject hold
all

Magistrate alert Reference

Case Court appearance

new appearance

Arrest
details

Case chronicle Magistrate's order

Court Docket

Jail incident report

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Magistrate's Order ........................................................................................................................... 527 Magistrate Alert Notice .................................................................................................................... 532 Jail housing..................................................................................................................................... 536 Case Chronicle................................................................................................................................ 541 Jail Incident Report .......................................................................................................................... 566 Subject Hold ................................................................................................................................... 574

Business Requirements Specification

Page 255

Produce the daily court docket
Process Narrative:
The clerk distributes the docket generated by CIS which identifies subjects who must appear in court the next day (A list of "Add-Ons" is also recevied from the court Bailiff); Retrieve CIS List and check against jail system and run a report for "court appearance", add-ons will occur since court appearance runs at midnight (currently). Compile CIS List and add ons (baliff), merge with jail court appearance report and bind them for pick up. Notify all facilities which will need to preapre the subjects to appear in court as well as the lockup. Record the details of who compiled the court docket. Send the record information to the courtroom designated where the subject will appear. For each subject on the list, retrieve jail record that consist of (subject information including names, case (Release conditions), charge, jail housing, subject hold, Magistrate alert notices, Reference (emergency contact), arrest (arrest #, arresting agency), other Court appearances, any Magistrate's orders, any Case chronicles and Jail incident report).

Comments/Questions:
• Add-ons are a common business "catch all" used within the docketing process for a variety of reasons; therefore, MCSO may not be aware of some add-ons.

Technology Considerations:

Page 256

Business Requirements Specification

DTC - IITT Prepare DTC Subject Progress Report
OTHER COMMUNITY CORRECTIONS CDC TREATMENT
Requirement Actual New Entries

JAIL HOUSING SUBJECT CASE OUTSTANDING DOCUMENT ARREST

Schedule

Recommendation

Prepare DTC Subject Progress Report

Current

Details

SUBJECT PROGRAM STATUS

Previous

Subject program progress report

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Jail housing..................................................................................................................................... 536 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 257

Prepare DTC Subject Progress Report
Process Narrative:
A review of a subject occurs every two weeks, the subject does not necessarily have to complete an action every two weeks; For each subject enrolled in the DTC program, determine if there have been any new cases, outstanding documents or arrests for the subject of the case. Determine if there are any recent jail housings. Retrieve and review the last Subject program progress report. Evaluate the individual's progress in relationship to the requirements of the previous Subject program progress report. Receive and record the requirement actuals from the program "operator". Calculate and record the next transition date based on those actuals. Calculate and record the program percent complete. Record these details in the current Subject program progress report. Review prior sanctions and incentives in preparation for the bi-weekly court appearance.

Comments/Questions:
• · The provider of the treatment service should be able to provide a schedule of when the treatments are expected to be entered and/or completed.

Technology Considerations:

Page 258

Business Requirements Specification

DTC - Subject Completes a Program

CDC Treatment Provider
Updates Details

Subject

Current

Terminate a Subject Program

Subject Program Status

Termination Date Reason

Subject........................................................................................................................................... 471 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 259

A subject completes DTC program
Process Narrative:
A bi-weekly review is scheduled to determine program status; The treatment provider may determine that insufficient progress has been made by the subject. Record the termination date and termination reason in the Subject program status. The judge may also determine during at the bi-weekly status meeting that insufficient progress has been made by the subject on a program. Record the date and termination reason in the Subject program referral.

Comments/Questions:
•

Technology Considerations:

Page 260

Business Requirements Specification

Superior Court (SC) - An Indictment Arrives From the Grand Jury
Grand jury foreman
Grand jury package

Case
jurisdiction

Arrest
pending PC disposition

Victim / witness Charge Case chronicle

indictment 'no bill'

D.A.
notice of indictment

Receive an indictment from the Grand Jury

case #, CRS multiple indictment ID

notice indictment OFA cancel warrant record

Subject

Court Services

warrant number

Outstanding document

Bill of indictment

Arrest............................................................................................................................................. 465 Outstanding Document .................................................................................................................... 478 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Bill of Indictment.............................................................................................................................. 578

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Page 261

Receive an indictment from the Grand Jury
Process Narrative:
The Grand Jury foreman delivers a bill of indictment; The clerk will check that the total number of true bills, the total number of not true bills, and the total number carried over add up to the total number on the list. Record the Bill of indictment and the Grand Jury authorization. For each case, retrieve the case, arrest, victim / witness information and case chronicle entries for the case. If the case is a true bill: the types are: 1. Original (no CR#): Assign and record a case number. Send Court Services the notice, the indictment, and the OFA. Record the OFA as an outstanding document. 2. Voluntary Dismissal (VD) to the grand jury: same as original. 3. Pending probable cause: same case number as District Court, except it must be transferred to superior court. No CR number is required. No OFA is issued. Mail a notice to the subject notifying them that a true bill was returned. Record the fact that the case has been transferred to superior court. 4. Waived, bound over, supercede: same case number as District Court number. Record the facts of the indictment. Verify the charges are the same as requested. Notify the DA's office of any errors. Record the indictments which are superseded by the current indictment. 5. Recall: same as original but it has a central repository #. Verify the warrant is an outstanding document. If the magistrate's warrant is still outstanding (not served) the warrant is cancelled, a new case number is assigned, and a new OFA is issued. If it has been served, then get the district court case number and change the case to pending PC and transfer it to superior court. Record the changes in case and case chronicle (including the existing case in district court). If the case is a not true bill: record 'no true bill'. Send a copy of the 'no true bill' to the DA. If the case is carried over, send the copy of the indictment to the DA.

Comments/Questions:
• • • · For an original indictment it has no case number!!! The D.A. decides to ask for the indictment. · There can be multiple charges for a single CR#. · How do we know to attach the warrant # - when there is no case number?

Page 262

Business Requirements Specification

• • • •

· Somebody should look (statute 15A-630) at notification of true bill to subject. How do we know to attach the warrant # - when there is no case number? Somebody should look (statute 15A-630) at notification of true bill to subject.

Technology Considerations:

Page 264

Business Requirements Specification

SC - Mail From a Subject Arrives
Subject
grievance

Grievance
details

Other

action

response

Receive mail from a subject (inmate)
defense attorney notify

D.A. Defense attorney DOC

Case BOP Case.............................................................................................................................................. 502 Grievance ....................................................................................................................................... 571

Business Requirements Specification

Page 265

Receive mail from a subject (inmate)
Process Narrative:
Jail mail will arrive from a subject who is incarcerated. Retrieve the case and all relevant information. Record the details as a Grievance. A decision to respond to the mail is made. Notify other agencies when appropriate (DA, defense attorney, department of corrections, BOP, ...) Record the grievance action to be taken, including the date and time.

Comments/Questions:
•

Technology Considerations:

Page 266

Business Requirements Specification

SC - IITT Conduct a first Setting Court Appearance

Case Court appearance
plea conf second setting bond hearing reset first setting continued

Charge
type of case

schedule case, purpose when, where

Record

Court Appearance Activity

True bill defense attorney

Conduct a first setting court appearance
indictment notice of PD required

Case Bill of indictment

P.D. assignment

Public defender

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Bill of Indictment.............................................................................................................................. 578 Court Appearance Activity ................................................................................................................ 580

Business Requirements Specification

Page 267

Conduct a first setting court appearance
Process Narrative:
A first setting court appearance is scheduled; Retrieve case information, defense attorney, charge information. Determine if the defense attorney for the case is a public defender or private attorney. If there isn't one, appoint the public defenders office or have the Subject sign a Waiver of Counsel. Record public defender’s office appointment to case. The clerk sends a notice (including the indictment) to the public defenders office. Reschedule the case for another first setting. Record any Court Appearance activity, such as discovery was received, or a bond hearing is requested. Based on the DA's and defense attorney’s availability and court settings, determine when subsequent Court appearances for the case will be scheduled. Record new or updated court appearances scheduled.

Comments/Questions:
• • • · It would be helpful to group defendants' cases by the defense lawyer representing them. (currently they are alphabetized). · Automated scheduling would be helpful.

Technology Considerations:

Page 268

Business Requirements Specification

SC - IITT Schedule a Bond Hearing

Defense attorney
request

Court appearance

details

Schedule a bond hearing

Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 269

Schedule a bond hearing
Process Narrative:
The defense attorney requests a bond hearing; Retrieve the case information and record the details of the new court appearance based on the availability of time in the courtroom.

Comments/Questions:
• · The D.A. may have notes from victims / witnesses that would helpful to the court to have them.

Technology Considerations:
There is currently a limitation on the number of court dates (actually court room) stored for a case. It is desirable to have the ability to remove this restriction.

Page 270

Business Requirements Specification

SC - A Case is Appealed From District Court to Superior Court

Subject Defense attorney
notice of appeal case next available

Court appearance

notify

Appeal a case from district court to superior court

details

Name Subject Case Case appeal
request date

D.A.

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Court Appearance............................................................................................................................ 518 Case appeal.................................................................................................................................... 556

Business Requirements Specification

Page 271

Appeal a case from district court to superior court
Process Narrative:
The subject or their representative sends a notice of appeal; Retrieve information on the case, including the subject and the previous case appeals. Record the details of the new case appeal. Determine the arraignment date and record the new court appearance date for the subject. (This is based on the arraignment dates provided by the District Attorney's office.) Notify the subject of the new court appearance date.

Comments/Questions:
• · This is primarily when a misdemeanor case is appealed.

Technology Considerations:

Page 272

Business Requirements Specification

SC - IITT Do a Judgment Commitment
Superior court judge
judgemen t appeal bond

Charge bond

appeal

Defense attorney Do a judgement commitment

disposition

MCSO
details

future appeal event (transcript ready, etc)

sentence item appeal attorney

Case Case chronicle

Case appeal

Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Case appeal.................................................................................................................................... 556 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 273

Do a judgement commitment
Process Narrative:
A case concludes with a judgement, Retrieve the case and subject information. Record in the case chronicle the details of the sentence. An appeal may be recorded by the defense attorney at this time and an appeal bond is set. Appoint a lawyer or determine who the lawyer will be on appeal and record that information. Make appellate entries. Notify the Sheriff's department of the disposition of the case.

Comments/Questions:
•

Technology Considerations:

Page 274

Business Requirements Specification

SC - IITT Issue an OFA for Failure to Appear

Bondsman Other Court appearance
notice of expected forfeited bond case, when, where

Charge bond
expected forfeiture date OFA

Issue OFA for failure to appear

attorney

who "show cause"

Case Subject Jail housing

Outstanding document

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 275

Issue OFA for failure to appear
Process Narrative:
An OFA is issued for Failure to Appear and an order of Forfeiture; Determine who should be in attendance at the court session. Retrieve the case, subject information including the jail housing (is the defendant in jail?). If there is no reason for the defendant to be absent, issue an OFA for failure to appear and Order of Forfeiture. If any other required court appearance participant is absent, a 'show cause' outstanding document is issued. Notify the bondsman, co-signer, or subject of failure to appear and forfeiture of bond. Record the notice of forfeiture on the Charge bond.

Comments/Questions:
• The same process is used in District court.

Technology Considerations:

Page 276

Business Requirements Specification

SC - IITT Forfeit a Bond
Notice

Charge Bond

Expire

Bondsman

Absoluted

Additional Information

Forfeit a Bond
Bond

Subject
Subject not in custody Schedule

Jail Housing

Judgement Docket

OFA Stricken

Outstanding Document

Court Appearance

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 277

Forfeit a bond
Process Narrative:
The grace period for a bond forfeiture has expired; The clerks office sends out a notice. A court hearing is scheduled and held. Determine whether the subject is in jail (Jail housing) and verify that there is not a strike against the OFA and/or Forfeiture (outstanding document). If the OFA has been stricken, then the amount is remitted. The bondsman may show that all efforts have been applied and the forfeiture may be stricken. The clerk absolutes the bond and the information is sent to Judgement docketing. Update the Charge bond with the date absoluted.

Comments/Questions:
•

Technology Considerations:

Page 278

Business Requirements Specification

SC - IITT Determine if Case is a Capital Case
Court appearance
Rule 24 request date, time, place

D.A.

Case chronicle

where, when

NC statutes

notify

Determine if a case is a capital case

aggravating factors

Defense attorney Subject Victim family

Case
aggravating facts capital (Y/N)

Charge Affidavit Police investigative report

Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Police Investigative Report ................................................................................................................ 553

Business Requirements Specification

Page 279

Determine if case is a capital case
Process Narrative:
The DA requests a rule 24 hearing; The defense attorney, the subject, and possibly the victim's family may be in attendance. Retrieve the case, charge, witness statements, and the police investigative report. Based on the statutes, determine if there are aggravating factors applicable. Retrieve the court appearance and case chronicle information and update it to show that the hearing happened. Subpoena witnesses if there is a dispute. The conference could be continued - record the continuance. Record the finding (capital Y/N) and appoint another lawyer. Set the case for a first setting.

Comments/Questions:
•

Technology Considerations:

Page 280

Business Requirements Specification

SC - IITT Respond to a Motion to Suppress
Defense
motion date, type when, where

Court appearance

Respond to a motion
testimony witness

Officer Witness
details finding conclusion order details

Officer Case Victim / witness

Motion

Court order

Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 281

Respond to a motion to suppress
Process Narrative:
The defense attorney will make a motion to suppress; Schedule a hearing and record as a court appearance. Review the information about the case, including the witnesses. Make sure the witnesses, the arresting officer, the District Attorney, Subject and Defense attorney are present. Record the details of the motion including the court orders.

Comments/Questions:
•

Technology Considerations:

Page 282

Business Requirements Specification

SC - IITT Conduct a Plea Hearing

Case chronicle

trial date

Court appearance
sentenc e when, where

restitutio n

Conduct a plea slot hearing

Case Victim impact statement Charge Subject

plea

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 283

Conduct a plea slot hearing
Process Narrative:
A plea hearing is conducted; For each case, look up the case, charge, subject, and victim impact statement. Record not guilty plea, set a trial date (court appearance). Record the guilty plea with the sentence. The lawyers will provide information such as the time the subject has spent in jail.

Comments/Questions:
•

Technology Considerations:

Page 284

Business Requirements Specification

SC - IITT Conduct a Plea Conference

Defense attorney D.A. Court
request

Court appearance

when, where

Conduct a plea conference
input sentence offer disposition prior record

Victim impact statement

Case chronicle

Case

Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 285

Conduct a plea conference
Process Narrative:
A plea conference is conducted; Retrieve information on the case, injuries, losses to the victim, prior record of the defendant (subject history record). The judge will review any outstanding Subject program referral status recommendations from the DA or defense attorney and make orders. The judge will offer a sentence which is recorded (case chronicle). The case is then scheduled for a plea hearing (arraignment).

Comments/Questions:
• · Judge and attorneys make notes.

Technology Considerations:

Page 286

Business Requirements Specification

SC - IITT Remand a Case to District Court

Defense attorney
motion to remand details

Motion Court order

order

Remand a case to district court
notice change of jurisdiction

District court

Case

Case.............................................................................................................................................. 502 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 287

Remand a case to district court
Process Narrative:
A defense attorney makes a motion to remand a case to district court; Retrieve information about the case. Record the details of the motion. Record the court order information. Determine the change of jurisdiction. Notify the district court.

Comments/Questions:
•

Technology Considerations:

Page 288

Business Requirements Specification

SC - IITT Hear a Probation Violation Case

MCSO Probation officer
violation report OFA violation report

when where

Hear a probation violation case
OFA history

Court appearance

Outstanding document

sentence modificatio n

current sentenc e

Case Probation

Case chronicle

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543

Business Requirements Specification

Page 289

Hear a probation violation case
Process Narrative:
A probation officer files a probation violation report; Identify and schedule the court appearance. Retrieve information about the subject, case and case chronicles. Review the probation history. Record sentence modifications (if any) in (case chronicle). Issue an OFA when the violation is severe. Record OFA and notify the Sheriff's department.

Comments/Questions:
• • · It would be desirable to have all this information available in a 'self service' mode. · DCC currently provides information orally on request to the judge regarding the behavior of a subject on their current or prior probations. (see process Respond to probation violation.) DCC is reluctant to capture the oral statement made to the judge due to the confidential nature of the information. If future policy dictates recording this information, it should be placed in the Probation object as a multivalued attribute named Probation behavior summary with an accompanying date and time stamp.

•

Technology Considerations:

Page 290

Business Requirements Specification

SC - IITT Review the Status of a Case

Agency
notice when, where

Case review

discrepancy

Review the status of a case

All the case related information

Agency........................................................................................................................................... 481 Case.............................................................................................................................................. 502 Case Review ................................................................................................................................... 582

Business Requirements Specification

Page 291

Review the status of a case
Process Narrative:
Review the case files that are due; (may want to include in here the staff review that corrects errors in the files.) Review pertinent case information. Determine discrepancies based on performance expectations. Determine the action to be taken. Notify the agency that needs to take action and record the fact (Case review).

Comments/Questions:
• "Case related information" on the diagram refers to all objects on the GBRT that relate directly to Case.

Technology Considerations:

Page 292

Business Requirements Specification

SC - IITT conduct a competency hearing

Requestor
request order

MCSO

Conduct a competancy hearing
details

all

Court order

All subject and case information

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 293

Conduct a competency hearing
Process Narrative:
A competency hearing is conducted; Retrieve all relevant information on the subject as well as any current or prior cases. Determine whether a Court Order will be issued. If a Court Order is issued, forward it to the Sheriff's office for processing.

Comments/Questions:
•

Technology Considerations:

Page 294

Business Requirements Specification

DAF - IITT create a Grand Jury indictment

District court
Probable cause

Charge

Case Charge

original charge

case info

Police investigative report Arrest Arresting officer Incident

Police investigator

case evaluation

Create a Grand Jury indictment

text, witnesses officer

witness

not true bill

Incident Bill of indictment Police investigative report Outstanding document

Arrest............................................................................................................................................. 465 Outstanding Document .................................................................................................................... 478 Arrest Related Officer....................................................................................................................... 490 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553 Bill of Indictment.............................................................................................................................. 578

Business Requirements Specification

Page 295

Create a Grand Jury indictment
Process Narrative:
When an original indictment is submitted, or district court Judge finds probable cause, or the probable cause hearing is waived and when a not true bill is resubmitted; If this is an original indictment, draft the Bill of Indictment and record the text and details. There will be no warrant and no case number - there will be a complaint number (CMPD only). Retrieve the incident information. Record charges and charge codes to be associated with the indictment. If it is not an original indictment, record the information on all the cases that are joined into the Bill of indictment and the charge for each case. Record the text of the indictment, the charge codes and statute numbers, the officer in charge and/or any other police officers. If charges have been added, record the multiple count indictment identifier. Issue a subpoena for the witness for the date chosen.

Comments/Questions:
• • • · Implementation issue: how to add charges for multiple count indictment. · Subpoenas are not currently generated through CIS because of timeliness.

Technology Considerations:

Page 296

Business Requirements Specification

DAF - IITT schedule / conduct first setting

Court appearance Bill of indictment Case Arrest Victim / witness
first setting date true bill appear in court? record available date

Discovery package
notice

Schedule / conduct first setting

notice

Publisher Public defender
notification to send discovery packet

Victim / witness

Discovery clerk

Arrest............................................................................................................................................. 465 Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Bill of Indictment.............................................................................................................................. 578 Discovery Packet ............................................................................................................................ 583

Business Requirements Specification

Page 297

Schedule / conduct first setting
Process Narrative:
For all newly arrived true bills; Assign the court date and record the Court appearance. Send the copy of dockets to the publisher and to the Public Defenders Office. Review information in the case, arrest, and victim / witness to see if the victim / witness has requested to attend. If they have requested to attend, send them notification on the setting. *Notify the discovery clerk to start the discovery process. Record notification information (Discovery packet) including the Plea letter and the Structured sentence worksheet (this is a part of creating the Grand Jury indictment – does not apply to Drug or Property Team cases.)

Comments/Questions:
•

Technology Considerations:

Page 298

Business Requirements Specification

DAF - IITT create a discovery/plea offer packet

Bill of indictment
history create

Incident Police investigative report

dispositio n

Create a discovery packet

record details / plea offer

Court appearance Case chronicle

Structured sentence worksheet Discovery packet

Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553 Bill of Indictment.............................................................................................................................. 578 Discovery Packet ............................................................................................................................ 583 Structured Sentence Worksheet ....................................................................................................... 584

Business Requirements Specification

Page 299

Create a discovery packet
Process Narrative:
DA prepares to submit a Bill of Indictment to the Grand Jury, Retrieve the police investigative report and the incident information. Review the case chronicle and court appearances to verify that probable cause was determined or anything that will send it to the grand jury. Record the discovery/plea offer packet and structured sentence worksheet. Identify as part of the plea offer whether the subject qualifies for special consideration such as DTC, or SDP.

Comments/Questions:
•

Technology Considerations:

Page 300

Business Requirements Specification

DAF - A person is evaluated for DTC / structured day
Defense attorney Judge D.A. Other
request Program D.A. recommendatio n

Subject program status

notify

Evaluate a subject for DTC
accepted / rejected

SDP qualified

request

Case Charge

Program agency

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 301

Evaluate a subject for DTC / structured day
Process Narrative:
When a defense attorney or judge asks, the DA recommends and/or the DTC/SDP makes a request; Retrieve the subject information. Review all the information about the Subject program referral status’ for the subject and other relevant case information. The referral agency/program will screen subject either before or after the DA makes a recommendation ( DTC screens before and SDP screens after DA recommendation.) If accepted by the agency/program, record the change as "accepted/rejected" in the subject status. Notify whoever made the request as well as other interested parties involved i.e. defense attorney.

Comments/Questions:
• DTC may not need recommendation from Supervior DA

Technology Considerations:

Page 302

Business Requirements Specification

DAF - Evaluate a subject (based on record) person for deferred prosecution

Defense attorney
notice deferred prosecution

Subject program status

D.A. approval

victim approval

qualified

Evaluate a person for deferred prosecution
request

officer approval

Subject Case Charge Probation

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 303

Evaluate a person for deferred prosecution
Process Narrative:
When a Judge, defense attorney or subject requests or recommends Deferred Prosecution; Review the case. The officer and the victim decides whether to approve the request. Record the referral (Subject program referral status) information. Notify the defense attorney

Comments/Questions:
• • • Deferred prosection is in a process of changing policies (qualify). Steve Ward is leading DA's committee. DA advises DCC of policy. Appeal process - Supervising DA (D. Maloney ) evaluates rejections made by CMPD/victim made to probation officer. Also, can overule and the subject can re-apply which eliminates officer/victim rejection but must then still qualify on other conditions.

Technology Considerations:

Page 304

Business Requirements Specification

DAF - A motion for appropriate relief is received

Defense attorney

Court appearance
motion where, when

notify details

Motion

witness defense attorney

Case Trial
subject

Receive a motion for appropriate relief
re-open update

findings hearing for appropriate rlief

Court order

Writ

Case Case chronicle

Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Writ................................................................................................................................................ 557 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 305

Receive a motion for appropriate relief
Process Narrative:
A subject who is incarcerated (or the defense attorney) may file a motion for appropriate relief with the Chief Resident Superior Court Judge. The Chief Residet Superior Court Judge decides whether to issue an order that a hearing is to be held and the deadline for the hearing. Record the basis for the motion. The DA schedules a court appearance. Notify the defense attorney. Issue subpoenas to arresting officer, witnesses (the former attorney) and record them. Issue a writ to bring the inmate to the proceeding and record that. When the hearing is held, the outcome of the hearing could be that the motion is denied, granted or continued. If the motion is granted, the case is re-opened and goes back to arraignment or could be disposed of in the motions courtroom. Record the outcome of the hearing in Case chronicle.

Comments/Questions:
•

Technology Considerations:
The DA calls the clerk to schedule the hearing because that is currently the only way the case will be scheduled. Motions for appropriate relief are always held in the same courtroom every other Friday.

Page 306

Business Requirements Specification

DAF - IITT create a structured sentencing worksheet

Original court file

out of Mecklenburg county offense offense date

Case
habitual felon profile

Charge Case chronicle

habitual felon (# of felony/misd convictions)

Create a structured sentence worksheet

Structured sentence worksheet

habitual felon

Subject Case

Charge

Subject history record

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Structured Sentence Worksheet ....................................................................................................... 584

Business Requirements Specification

Page 307

Create a structured sentencing worksheet
Process Narrative:
For each indictment that is prepared for submission or in felony cases involving the preparation of information; a Structured Sentence Worksheet is completed. Retrieve subject information and prior history (charges, case chronicles, including subject history records for cases outside Mecklenburg). Fill out the worksheet to determine the level (this entails entering numbers based on offenses and offense conviction dates). (Make sure that if the subject history record is from outside Mecklenburg that an accurate offense date is available). Calculate the points (this entails adding numbers listed above) to determine the level. Record level. If the subject is a habitual felon, re-calculate the points (this entails subtracting points from felony convictions used in the habitual felony indictment). Determine the level and record it. Create an indictment as a habitual felon if the findings support the determination (this is usually an original indictment).

Habitual felon = 3 prior felony convictions (class C)

Violent habitual felon = 2-3 prior felony convictions involving weapons/violence automatic life sentence. Habitual DWI = misdemeanor DWI convicted 3 times in the last seven years.

Comments/Questions:
• · It would be nice for the system to determine, when additional information arrives. Once a structured sentence worksheet has been completed on a subject it needs to be maintained to reduce redundancy (caution – past charges may or may not be used to calculate - this is a decision that is made by the DA) · A list of all prior convictions would help in preparing a new SSW

• •

Technology Considerations:

Page 308

Business Requirements Specification

DAF - A writ is issued (federal, but not extradition)

Outside source
subject location details

Writ

Issue a writ (federal, not extradition) Case Charge Outstanding document

Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Writ................................................................................................................................................ 557

Business Requirements Specification

Page 309

Issue a writ (federal, but not extradition)
Process Narrative:
Periodically, information about the location of a subject arrives (usually another law enforcement agency within North Carolina); Retrieve the information on the subject, case, case chronicle, outstanding documents. Determine whether to bring the subject to Mecklenburg. If yes, issue a the writ and record that information. If it is a federal writ, identify the agency that will transport the subject. Identify where the subject is physically being transported from and returned to.

Comments/Questions:
•

Technology Considerations:

Page 310

Business Requirements Specification

DAF - Receive a subpoena from another state

Outside agency
subpoena non-hostile waiver, subpoena

Subpoened individual

notify

waived motion

Receive a subpoena from another state
details judge authorizes

hearing

Motion Court appearance Court order

Court Appearance............................................................................................................................ 518 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 311

Receive a subpoena from another state
Process Narrative:
The DA receives a subpoena from outside North Carolina for a witness; Determine that all out of state petitions and orders are correct. Have the judge sign for the order of subpoena and record it. Serve the subpoena. (the court appearance is often waived if the witness agrees to go.) Notify the requesting State, DA's office. If it is a hostile witness, schedule a hearing (court appearance) and notify the hostile witness. Possibly take the witness into custody and bring him before the judge. The court appearance may be waived if the witness agrees to go. Notify the requester.

Comments/Questions:
•

Technology Considerations:

Page 312

Business Requirements Specification

DAF - IITT determine if a subject has other pending felonies

Case Charge Case chronicle Arrest Determine if a subject has other pending felonies
prior types of charge prior ADA assignments

Bill of indictment

Arrest............................................................................................................................................. 465 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Bill of Indictment.............................................................................................................................. 578

Business Requirements Specification

Page 313

Determine if a subject has other pending felonies
Process Narrative:
It is useful to find out if a subject has other pending felonies, (usually in the context of plea offers or sentencing).

Retrieve the information about the subject. Review cases, arrests and charges which are pending, including the case chronicles. This is a front end information gathering process that will be re-used in several areas of the resulting system.

Comments/Questions:
•

Technology Considerations:

Page 314

Business Requirements Specification

DAF - IITT determine co-defendants for a case

Incident Case
known co-defendant alleged codefendant

Affidavit Outstanding document Police investigative report

Determine codefendants for a case

Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553

Business Requirements Specification

Page 315

Determine co-defendants for a case
Process Narrative:
It is necessary to determine co-defendants for an incident. Retrieve and review affidavits, investigative reports, outstanding documents for the subject's name.

Comments/Questions:
• · The issues of complaint numbers and the non use of complaint numbers for non CMPD areas is till in need of clarification.

Technology Considerations:

Page 316

Business Requirements Specification

DAF - IITT reduce a felony to a misdemeanor

ADA Judge
request

current charge

Reduce a felony case to a misdemeaner

Case
new charge

Charge Warrant

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502

Business Requirements Specification

Page 317

Reduce a felony case to a misdemeanor
Process Narrative:
Frequently, the screening process produces plea recommendations; which may indicate a plea to a misdemeanor. Retrieve the case and current charge. Review the facts of the case. The ADA changes the charge; amends the warrant, possibly prepares a misdemeanor statement of charges to reflect the new charge. For cases appearing in Superior Court (indicted cases) a Bill of information may be prepared reducing the chage to a misdemeanor.

Comments/Questions:
•

Technology Considerations:

Page 318

Business Requirements Specification

DAF - A request for a change of representation is received

Attorney
notice notice

Public defender

verify yes/no

verify yes/no

Change representation for a case
public defender

notice

Subject

defense attorney

Case

Case.............................................................................................................................................. 502

Business Requirements Specification

Page 319

Change representation for a case.
Process Narrative:
A notice is received of change of representation; Retrieve the case information and identify the attorney currently representing the subject. Update the case to indicate the new attorney .

Comments/Questions:
•

Technology Considerations:

Page 320

Business Requirements Specification

Department of Community Corrections (DCC) - A court places a subject on probation

Case
Current & Prior Court Order Probation Officer Assigned

Subject Victim/Witness Victim Impact Statement Case Chronicle Charge Subject History Record Employment/ Educaton Name Interview

Judge

Subject is placed on Probation

Subject (Probationer)

Personal Info Record Updates

Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Victim Impact Statement.................................................................................................................. 555

Business Requirements Specification

Page 321

Subject is placed on probation
Process Narrative:
For each receipt of a probation judgement (court order from a Judge) retrieve case information. Retrieve and review current/previous information about the subject, victim/witness, victim impact statement, case chronicle .... Assign probation officer by police district and record assignment. Interview subject to gather personal information (address/relationship). Explain probation Judgement and conditions of probation to the subject. Record all updated personal information where appropriate. Record all updated victim/witness information where appropriate

Comments/Questions:
• • • · Acquire a copy of application to determine what data elements exist · Probation Officers are in Superior court because the current supporting systems are not timely. Much of the information is handwritten by court and is duplicated and entered by probation. Much of the information is handwritten by court and is entered by probation.

Technology Considerations:
· Would be helpful to have system that "feeds" case/subject CIS information into OPUS through interface. · Conviction information about the subject from other states etc. is needed (currently access to DCI limited 1 terminal available). · Court automation could resolve time management for supporting agencies. DCC officers could remain in a central location to process new cases and to perform case management duties. · An automation Alert Notice from Court to probation would enhance time management issue of "needing to be present in court"

Page 322

Business Requirements Specification

DCC - A subject applies for deferred prosecution
Subject
current & prior restitution / 'no show'

Case Subject history Victim / witness Officer Police investigative report Receive Deferred Procecution Request
restitutio n warrant

respons e

Case chronicle
result

dummy

Court order

Court appearance

Officer ............................................................................................................................................ 468 Victim/Witness ............................................................................................................................... 491 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Police Investigative Report ................................................................................................................ 553 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 323

Receive Deferred Prosecution Request
Process Narrative:
A subject arrives at the probation offices with a warrant and a request for deferred prosecution, a probation officer screens applicant; Review current/prior case and subject history. Victim/Witness information would help determine restitution in misdemeanor cases (probation determines). Determine whether there is a pattern of FTA. Record response as either accepted or rejected. If accepted a Court Order is issued. Remember the result of the request in the (case chronicle). The court order is forwarded to the DAs office. (The DAs office reacts with a process that was covered in the discovery session with the DAs office, The court appearance is scheduled however a court room is not established (dummy appearance). The actual future appearance will not occur unless the subject violates the terms of deferred prosecution.

Comments/Questions:
• • • • · Interested in FTA · Deferred prosecution is being changed and this process should be revisited.

Technology Considerations:

Page 324

Business Requirements Specification

DCC - A subject on probation violates probation conditions
Subject
citing DAPP10

P.P.O.

DAPP 12 / OFA

Respond to a probation violation

Outstanding document

out of state OFA

Court appearance

Extradition office

Outstanding Document .................................................................................................................... 478 Court Appearance............................................................................................................................ 518

Business Requirements Specification

Page 325

Respond to a Probation Violation
Process Narrative:
Situation #1: The probation officer notifies the court that a probation violation has occurred. (A violation could be that the subject fails to appear for intake). Record the probation violation on the report is pending in the (Probation) object. Record the court appearance date to review the pending violation Determine whether it is likely that the subject will appear in court. If yes, notify the subject that a potential violation has occurred and the court date on which the review will occur. (DAPP10) If it is unlikely that the subject will appear in court, record a DAP12 or issue an OFA to bring the subject in for a hearing. Situation 2: A violation of parole occurs; The parole commission makes the ultimate determination of the need to issue a warrant. When a warrant is issued, record the details of the Outstanding Document. When the individual is apprehended, schedule a parole hearing to hear the matter.

Comments/Questions:
• • • • • · Currently the parole commission warrants are entered into the central repository. Currently the law enforcement in the area where the parolee lives are notified by word of mouth. · Is there a difference between in-state or out of state violations? DCC indicated that an out of state would be processed with an appropriate outstanding documents and CJIS would not record any details about the case. · This same process may be applicable to deferred prosecution revocations. · There is a very similar process for juvenile probation violation.

Technology Considerations:
· It is currently a "holding space" limitation that a DAPP12 can not be held in the central repository. · OFA is issued so that the absconder may be brought back to NC - - this gives authority to law enforcement to cross state lines with probation whereas Dapp 12 doesn’t have a Judges signature to assure this can happen

Page 326

Business Requirements Specification

DCC - The parole commission grants parole
Parole commission

alert that paper sent daily alert OPUS #, type

OPUS
check address assigned

Officer

Subject
check address

P.P.O.
verified costs

Receive a granted parole

Address
update new address

inappropriate address

CIS

Inmate programmer

Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 327

Receive a Granted Parole
Process Narrative:
The parole commission issues a daily alert that identifies which cases that the parole commission has reviewed and granted parole. The daily alert identifies individuals by OPUS number; Retrieve and review prior daily alerts that had unacceptable parole addresses. Determine the address for the subject. (Residence. The residence may be the Mecklenburg jail when parole is being granted from a DOC facility to the county jail, referred to as jail parole) An officer investigates (Probation, Parole Officer (PPO) the address to insure that it is acceptable as a the parolees residence during parole. If not acceptable (out of county, not legal address etc.); Notify the parole programmer and request a new address. The programmer will update (external to the process) the address. Record that the parole status of that item on the daily alert is not yet completed. If acceptable, record the address as the assigned parole address in the subject information (address). Record the phone number for the subject at that address. The DCC picks up the subject and delivers them to that address.

Comments/Questions:
• · If the subject is a known sex offender the Sheriffs office will record and notify.

Technology Considerations:
To be determined by Interstate interface

Page 328

Business Requirements Specification

DCC - IITT Register a Subject who is a convicted sex offender

Inter State Compact Office
Sex Offender

Failure to Register

MCSO

NC State Statutes

Registerable offense in NC

New out of state RegistrationDat e

Register a sex offender

Address

Subject

Subect Case Charge Address
Charge New Address

Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 329

Register a sex offender
Process Narrative:
Situation 1: If the Interstate Compact Office from another state identifies the subject as a sex offender Determine if the subject is currently in the system, if not, request and record their basic identifying information. Determine from the NC state statutes whether the subject is required to register (yes/no). . If registration is required, set a date (currently 10 days) that the individual has to register. Record the date NC registration in the subject information. Record the determination of "registered sex offender" on the subject record. The subject is required to register their address. If an address has not been recorded for the subject and the registration date recorded within the specified (10 day) period of time, notify the MCSO. Record the notification as a (personal contact) about that subject. Otherwise, record the subject's current address. Situation #2: A subject with a sex offender's record arrives for "voluntary" registration. Determine if subject is in the system, if not, request and record their basic identifying information. Record the determination of "registered sex offender" in subject information. Record the subject's current address. Situation #3: A guilty disposition in a case. Determine from the NC state statutes whether the subject is required to register under NC law. If yes, set a date (currently 10 days) that the individual has to register. Record the date NC registration is required for the subject. Record the determination of "registered sex offender" in the subject information.

Page 330

Business Requirements Specification

Comments/Questions:
•

Technology Considerations:

Page 332

Business Requirements Specification

DCC - A request arrives from out of state/county probation/parole supervision

Reject

Interstate Compact Office
Out of State Request Assignmen t

Analyst

Other County OPUS
Details

Transmital Monthly Payment Amount Details from ICO New

Update

Receive out of county parole supervision request

Probation

Subject Address Employment/ Education Subject History Record
New

Outstanding Document

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Analyst........................................................................................................................................... 486 Employment/Education.................................................................................................................... 493 Address.......................................................................................................................................... 510 Probation (Parole)............................................................................................................................ 543 Subject History Record .................................................................................................................... 548

Business Requirements Specification

Page 333

Receive out of county parole supervision request
Process Narrative:
Two sources may make a request for supervision of an out of county probationer/parolee; First Source: from out of state via the NC Interstate Compact Office Retrieve the charge/case/subject history record/outstanding document/employmenteducation/address/name. Update the (subject history) with any new DCI or other searches. Record the parole/probation conditions from the ICO's request. Determine if there are new offenses that would constitute a parole/probation violation. If a violation has occurred, reject the parole/probation supervision request. Notify the ICO and record the notification date and reason for rejection. If a violation has not occurred, assign a officer. Record the current officer assigned. Record the payments/costs associated with performing this service for the subject. (Currently set at $20/month by statute) Source 2: An alert via OPUS from another county. The information about the subject who is either on probation or parole will already be in OPUS. (This could be an automated interface to CJIS) The case is assigned to a PPO. Retrieve the charge/case/subject history record/outstanding document/employment-education/address Review parole conditions. Determine If any new offenses constitute a parole/probation violation (yes/no) Determine through an investigation whether to accept/deny the case. If yes, reject the parole/probation supervision request, Notify the other county and record the reason and date of notification. (This is rare since most in state requests are analyzed promptly)

Page 334

Business Requirements Specification

If no, assign an officer. Record the current officer assigned. Record the payments/costs associated with performing this service for the subject. (Currently set at $20/month by statute)

Comments/Questions:
• • • · There is a considerable delay in getting an out of state request. · There is no actual record of th subject's out of state case until the case is accepted then the information is forwarded.

Technology Considerations:
Once the case is accepted for supervision the hardcopy file is forwarded, it would be nice to receive a "Fact Sheet" prior to investigation.

Page 336

Business Requirements Specification

DCC - IITT complete a pre-sentence investigation

Judge
Request

Current/ Prior Restitution

Case Case Chronicle

Oral/Written Report

Subject

Interview Responses

Complete a pre-sentence investigation

Record Event

Case Chronicle
Details Next

Court Appearance

Interview

Case.............................................................................................................................................. 502 Interview ......................................................................................................................................... 512 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 337

Complete a pre-sentence investigation
Process Narrative:
A judge may request DCC to conduct a Pre-sentence Investigation (PSI). (This information could be determined from case chronicle and court appearance) Retrieve and review all prior cases and subject related information (see the GBRT for all other objects related to the subject and case). Record that a request for a pre-sentence investigation was made. Interview is conducted with the subject (may be during court appearance). Record the details of the interview. Record that the pre-sentence investigation was completed.

Comments/Questions:
• • • · PSI is currently being submitted in writing or verbally. A PSI form is used unless the Judge indicates only certain information is needed through an oval report. This is used to assist the Judges in their structured sentencing.

Technology Considerations:
Statistics are kept monthly on PSI both written and verbal.

Page 338

Business Requirements Specification

DCC - IITT perform a death row investigation
Judge
Death Sentence Request

Governor

Report

Other Subject Info

Perform a death row investigation

All

Family and Other Outside Sources
Details Report Complete

All Case and Subject Information Case Chronicle

Interview

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Interview ......................................................................................................................................... 512 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 339

Perform a death row investigation
Process Narrative:
For each death sentence the governor requests an investigation; Record the request in the (case chronicle) for the case. Retrieve all information about the subject, their family history, and cases etc. Conduct interviews as deemed necessary. Record the results of each interview. Collate the information in accordance with the format prescribed by the governor's office. Record that the death row investigation was completed, date and send information to the governor.

Comments/Questions:
• Once sent to the governor, the report is controlled for further distribution by the governor only.

Technology Considerations:

Page 340

Business Requirements Specification

DCC - IITT prepare a travel permit for a probationer/parolee

Subject
Request Notice to out of state parolee jurisdiction

Inter State Compact Office

Notify Probation Conditions

Notice to Itinerary state

Subject Probation Probation/ Parole Travel Plan

Prepare a travel permit for a probationer/ parolee

Details, Approval

Subject........................................................................................................................................... 471 Probation (Parole)............................................................................................................................ 543 Probation/Parole Travel Plan............................................................................................................. 585

Business Requirements Specification

Page 341

Prepare a travel permit for a probationer/parolee
Process Narrative:
A subject who is on probation/parole may request a travel permit;. Record the details of the request in the (probation/parole travel plan object). Review the conditions of probation/parole. Determine if the proposed travel plan violates any of the conditions of the subject’s probation/parole (yes/no). If violations are found, deny the request and record. Notify the subject. If no, notify the subject and give them a hard copy of the approved travel plan. Notify, through ISC, the state that the subject plans to visit as well as the state that originated the parole/probation.

Comments/Questions:
• · It would be desirable to match the subject's travel plans with prior victim/witness addresses to be proactive for possible retribution contemplated by the subject.

Technology Considerations:
· Interface states probation/parole travel plans that subject’s can be tracked and located during the travel permit.

Page 342

Business Requirements Specification

DCC - A case is closed
Subject Case Probation Case Chronicle Court Appearance
Dummy 1.final discharge 2. revocation 3. commitment Notice Details Dismissa l Closed Expired

Judge
Order, Action

Close a case

Clerk

Parole Commission

DA

Court Order

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 343

Close a case
Process Narrative:
Situation 1: when all of the conditions of probation/parole have been met; Prepare a court order to close the case and forward to the judge Record the details of the court order submitted. The Judge returns the court order with a decision of accepted or denied. Record the finding either accepted/denied. If denied take no further action on this order since it will be continued/extended/revoked. If accepted, the Judge authorizes the final discharge. Record the details of authorization and discharge.. Notify the clerk's office of the outcome. If the deferred prosecution court appearance date (dummy) has passed and the subject has met the conditions of deferred prosecution, notify the DAs office to dismiss the case. Situation 2: Parole commission sends a notice; Prepare an order to close the case and forward to the Parole Commission. Record the details of the order submitted. The Parole Commission returns the order with a decision of accepted or denied. Record the finding as either accepted or denied. If denied, it can be continued/extended or revoked. The Parole Commission authorizes the final discharge. Record the details of the discharge.

Comments/Questions:
• • • · Deferred prosecution is being changed. Further consideration should be made for this process when the new deferred prosecution processes are finalized. The Clerk prepares commitment order

Technology Considerations:

Page 344

Business Requirements Specification

Page 346

Business Requirements Specification

MCSO - A notice of a 'report in' is received

Clerk other clerk
judgement case disposition

basic identity basic identifying info, PID

Subject Fingerprint

Proof of jail report

details

proof of report

discrepancy

Personal contact
record

Receive a notice of a 'report in'
notify

Subject

other warrant

amended judgement

Clerk Judge

Case Case chronicle Arrest

Outstanding document

Community corrections

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Case Chronicle................................................................................................................................ 541 Personal Contact............................................................................................................................. 554 Proof of Jail Report .......................................................................................................................... 586

Business Requirements Specification

Page 347

Receive a notice of a 'report in'
Process Narrative:
A judgement specifies a 'report in' to jail. The judgement will indicate a date and time when the report in will happen. Usually there will be a release date and time for these cases. When the time comes for the report in to show up (and he does), Retrieve subject information (if it is available - there might not be a Mecklenburg arrest) Record the subject information. It may be necessary to collect the identifying information (PID, fingerprints, photograph). Record the sentence information if it is not present (if sentenced in Mecklenburg, it will be present). A physical document must be presented (even if it is the subject's certified copy of the sentence) or else the person is sent away with a new time to report in and a document that shows proof of reporting. The sentencing document must be amended as a result (notify the sentencing judge or probation officer or the clerk). The amended judgement is then available for report in.

Record the actual time and date of report in. Fill out the property form, medical screening, fingerprint card, photograph. Verify through comparison, the new information with existing records (If the person who showed up is not the subject, send the person away). Create a file for the individual. Go to Arrest Processing (possibly CIS) to get the details not provided on the sentence. Always check outstanding documents before sending a person away.

Comments/Questions:
• • • · On a citation or criminal summons or from another county, only the name is provided and there is no way of knowing whether the person present is the correct person. · There is a JID that identifies each visit in jail.

Technology Considerations:
There is an opportunity for improvement if physical sentence was not necessary. The user's did not understand or recall this comment. It may have been a note by the scribe.

Page 348

Business Requirements Specification

MCSO - A report-in fails to appear

Subject Case Case chronicle Subject
date, time to report served OFA

notify

Process a report in failure
OFA modified judgement OFA

Clerk DCC

signed OFA

Magistrate

Outstanding document Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 349

Process a report- in failure to appear
Process Narrative:
For each subject that does not report in on time or does not report in at all; If the subject is late, fill out an OFA and submit it to the magistrate for arrest processing. If the subject does not report-in at all, on the following Monday determine if there are any changes in status from the clerk or community corrections. Notify the clerk and/or community corrections or other agency who will take the appropriate action (issue an OFA). If a change in subject status has been modified, Retrieve and record new information.

Comments/Questions:
•

Technology Considerations:

Page 350

Business Requirements Specification

MCSO - IITT prepare a statistical report
Arrest

summary

summary

Case Case chronicle

Prepare statistical report

buckslip physical release

Jail housing

Charge bond

Arrest............................................................................................................................................. 465 Case.............................................................................................................................................. 502 Jail housing..................................................................................................................................... 536 Case Chronicle................................................................................................................................ 541 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 351

Prepare statistical report
Process Narrative:
Retrieve all of the arrest records for the reporting period. Retrieve subject information (race and gender). Complete by day the number of white and non-white. Compute the number that were released resulting from no probable cause, an unsecured bond, written promise, and custody release. Include writs, federal inmates, those who served their time and anyone else who was released by meeting their conditions of release from jail. Do not include the report ins that are turned away or supplemental arrests. Categorize by white male, white female, non-white male, non-white female.

Comments/Questions:
•

Technology Considerations:

Page 352

Business Requirements Specification

Charlotte Mecklenburg Police Department (CMPD) - IITT research a suspected subject

Victim / witness Employment / education All subject related information Research a person
details

Subject Address Name Fingerprint Phone Employment / Education

subject identity

Search

Subject........................................................................................................................................... 471 Search ........................................................................................................................................... 484 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 353

Research a person
Process Narrative:
A suspected subject is identified as a suspect, victim, witness (or any relation) for an investigation / case. This typically begins from a name. The police officer decides who to conduct the research about; Search for the subject information (if it is available) by name, race, sex, date of birth, height, weight, hair color and style, SSN, fingerprints, markings, driver's license, native language spoken, employment / education, current / former phone numbers and addresses in the current information. Any other known facts such as medical conditions can be used to match a person to a subject in the system. Record the date, time, name and agency of the officer who did the search.

Comments/Questions:
• • • • · There is a requirement to determine if there are outstanding documents for a subject when they are arrested on another charge. If so, make sure the correct document is created and served. · The police currently have access to tax records and water department records. This must be continued. · The technology needs to be as integrated as possible with future data sources.

Technology Considerations:
There must be a way to change primary arrest name. This is a current limitation. The AOC race codes are inadequate - they need to be more fine grained. Also, DMV codes are nonstandard.

Page 354

Business Requirements Specification

CMPD - A call is received and responded to

Civilian "911"

Incident
call details

post arrest

Receive / respond to a call for an incident
details

Victim / witness

Arrest Affidavit

pre arrest

Charge

Arrest............................................................................................................................................. 465 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Incident / Complaint ......................................................................................................................... 551

Business Requirements Specification

Page 355

Receive / respond to a call for an incident
Process Narrative:
The police become aware of an incident (usually a phone call) or the street officer has observed it; Record the date, time (complaint number is assigned), type of incident, geographic location (includes street/block#/direction/intersection etc.), caller ID (phone number), a recording of the call, and the assigned officer responding to the call. Record the date, time, of when the unit arrived and the date, time they left the scene. Determine the resources needed for safety (other agencies). Request assistance through the dispatcher. (The recorded communications are sometimes used for investigations - but rarely.) Determine whether a criminal act occurred, if yes, prepare an offense report (who, what, when, where, how, property taken), suspect / witness report, and possibly supplemental reports. If an arrest is to be made, determine whether an investigator is required and prepare the supplements reports. Determine if there is probable cause to move forward. The officer may take the suspect into custody. If arrest occurs, record any details on an arrest worksheet including vehicle information when applicable. Prepare the affidavit.

Comments/Questions:
• Addresses on offense location, suspect , victim, witnesses should all be validated using the same validation system.

Technology Considerations:
· System must have "built-in" constraints that require valid addresses before completion. - Address needs to be searched and determined whether it is valid - this would be best done by CS - APC.

Page 356

Business Requirements Specification

CMPD - IITT conduct preliminary investigation

Incident All subject information

details

Conduct preliminary investigation

who to appear

Court appearance Interview

Police investigative report

Interview ......................................................................................................................................... 512 Court Appearance............................................................................................................................ 518 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553

Business Requirements Specification

Page 357

Conduct preliminary investigation
Process Narrative:
A preliminary investigation is conducted on an incident it is documented on an offense/incident report and any supplements; Determine which investigating officer is assigned to the incident by the supervisor. Often, it is based on geography and workload. Record the information in a Police Investigative Report and continuing supplements. Record the officer who will appear in court (court appearance) if arrest occurs either (present/future). Record information about witness interviews taken.

Comments/Questions:
• · The investigator as well as other officers would like to have access electronically to all the data found in the integrated CJIS system.

Technology Considerations:

Page 358

Business Requirements Specification

CMPD - IITT appear in court
Officer
certified copy of evidence

Incident Case related information

closed

evidence

witness officer

Destruction

Appear in court
details

Court appearance

Case
any details disposition

Bill of indictment

Affidavit

Police investigative report

Evidence

Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553 Bill of Indictment.............................................................................................................................. 578 Evidence......................................................................................................................................... 587

Business Requirements Specification

Page 359

Appear in court
Process Narrative:
A case is scheduled for a court appearance; Misdemeanor: First appearance, continuance, appeal, or until disposed. The officer (usually the arresting officer) brings all of the investigative paperwork, possibly their copy of the citation, arrest sheet, physical evidence. The officer may need to take lab sheets, his / her certification. The DA or officer will help make the decison about what evidence to bring to court. The officer will dispose of evidence under the order of the court. Felony: The officer in charge will receive a subpoena. The investigating officer will attend probable cause for serious cases such as murder. The officer attends the Grand Jury hearing. Then the case will be scheduled for trial during the arraignment. Retrieve schedule from the (court appearance). Record the officer who is to appear for a scheduled court appearance. It is possible that an alternate (for the grand jury) will be present or else the court appearance will need to be rescheduled. The DA will need to change the indictment if an alternate is necessary. Retrieve the case information or Bills of Indictment. Record that court appearance occurred. Record the results of a court appearance with the final disposition for a subject. Record that the incident is complete and notify the police officer. The officer will close their case.

Comments/Questions:
• · There needs to be a mechanism to instruct the officer on disposal/retrieval of evidence for misdemeanors. It works for felonies but there is no way for misdemeanors. The DA should be making the recommendation because they know when ALL cases (and appeals) that relate to the evidence are finished. Evidence could also be necessary for subsequent cases.

Technology Considerations:
APC should have a screen field to enter evidence information to track and notify DA and CMPD.

Page 360

Business Requirements Specification

CMPD - IITT make an arrest by warrant
Subject Address Relationship Employment / education
home address work address risk info prior charge

Arrest Charge

P.P.O. new address

Probation

Make an arrest
warrant

valid address

GIS

notice attempt update serve warrant future appearance

Probation officer

prior

Outstanding document Court appearance Subject history record

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Court Appearance............................................................................................................................ 518 Probation (Parole)............................................................................................................................ 543 Subject History Record .................................................................................................................... 548

Business Requirements Specification

Page 361

Make an arrest by warrant
Process Narrative:
A warrant is issued on an individual; Retrieve the subject information and determine the current address. Review information about the subject's history, particularly to determine if the subject is potentially violent. Locate the warrant (outstanding document). Find out if the subject is on probation and if so get the probation officer for more input. Retrieve the subject's employment / education to determine where the subject can be located. Review any upcoming court appearances in the event that the subject could be arrested at court. Review who else might be at the location of the arrest (gang members, parents, children). Remember the information about the arrest and the warrant. Notify the probation officer, if applicable. If the address is no longer a good address, the warrant should be flagged. Determine a new address for the subject to prevent others from going to a bad address in the future. If the address is bad, prepare a search warrant with the new address. ( It would be rare to have the warrant for arrest re-issued with a different address) The new warrant needs to be approved by a magistrate in order to enter the location. The information about the arrest is recorded at intake.

Comments/Questions:
• • • • · It should not be possible to issue a warrant for an invalid address (link to GIS). · Every effort should be made to put a location of where the subject was picked up. The only time the jail location should be entered is when a subject turns themselves in. · Warrant Service: be able to track the service history of the warrant; be able to input information relating to the service (best time, different locations, job, girlfriends etc).

Technology Considerations:

Page 362

Business Requirements Specification

CMPD - IITT clear a case by arrest

Incident
other checked document arrest # cleared change to disposition

Clear an arrest

successful service

CMPD and other agencies

Arrest
notice closed O/S doc

Outstanding document

Outstanding document service

Arrest............................................................................................................................................. 465 Outstanding Document .................................................................................................................... 478 Incident / Complaint ......................................................................................................................... 551 Outstanding Document Service......................................................................................................... 589

Business Requirements Specification

Page 363

Clear a case by arrest
Process Narrative:
After an arrest has been made; Retrieve the incident information. Service the outstanding document that resulted in the arrest. Determine the arrest number for the first arrest and record it. When other arrests are made, record those arrests for the incident. Record the incident as "cleared". *** If there are un-served outstanding documents for the subject, serve them and mark them cleared. ***

Comments/Questions:
• • • • • · *** This should be moved to the process that serves the document. -Arrests are not made in unfounded cases. "Clear" is used to describe several events: Clear an incident by arrest, unfound anincident (determine it did not occur, and clear an incident exceptionally. Technically, "unfounded" is not "cleared" it is a separate status.

Technology Considerations:
- Notify investigating officer of status.

Page 364

Business Requirements Specification

CMPD - IITT research a location

Address Location
location info possible serve subject past outstanding document

Outstanding document Outstanding document service Subject Arrest Incident

Research a location

other incidents warrants

Officer

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Address.......................................................................................................................................... 510 Incident / Complaint ......................................................................................................................... 551 Outstanding Document Service......................................................................................................... 589

Business Requirements Specification

Page 365

Research a location
Process Narrative:
When there is a need to determine conditions pertaining to a particular address or a block range (location), Retrieve the location and its address if one is available. Research if any outstanding documents have been served at that location. Retrieve the subjects associated with the location and any relations that may be at the same location. Research any arrests made at the location. Retrieve any outstanding documents that are waiting to be served at the same address. Notify any officers who have current interest in incidents related to that location.

Comments/Questions:
• • · The address needs to be accurate (correct spelling, within a block range, etc.) The CJIS files and CMPD files need to be using the same street validation system or file.

Technology Considerations:
- DSS Notification when there are children living at the location. - Location history and profile would be very useful.

Page 366

Business Requirements Specification

CMPD - IITT research an object

Vehicle Arrest Subject Citation
prior arrest owner, citations associate

Evidence Incident

Research an object
identifying info

BATF, etc.

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Citation........................................................................................................................................... 497 Vehicle........................................................................................................................................... 525 Incident / Complaint ......................................................................................................................... 551 Evidence......................................................................................................................................... 587

Business Requirements Specification

Page 367

Research an object
Process Narrative:
A request from an outside agency (ATF, etc.) for identification and information about an object; (associated with information about evidence). For each vehicle, search for its previous association with other arrests or citations. Determine who the owner is and any subjects associated with the object i.e. a car.

Comments/Questions:
•

Technology Considerations:

Page 368

Business Requirements Specification

Chemical Dependancy Center (CDC) - A subject arrives for a pretrial assessment

Subject
release authorizatio n $50

Payment

details

Outside agency

BAC % assessment

Arrest Affidavit

Subject (inmate) Referral

Receive a subject for a pre-trial assessment
details notify details

probation Y/N probation officer

Name
details exists (Y/ N) update

Subject Probation Address

Interview

Attorney Probation officer

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Affidavit........................................................................................................................................... 499 Name ............................................................................................................................................. 507 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Payment......................................................................................................................................... 533 Probation (Parole)............................................................................................................................ 543 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 369

Receive a subject for a pre-trial assessment
Process Narrative:
A subject arrives (usually on the advice of their attorney) to be assessed which may occur at CDC or at one of the 13 agencies; The subject makes a payment ($50). Record that it was a DWI assessment fee (payment). Retrieve the subject information (specifically to determine if the subject has been arrested before). Review the arrest affidavit information, look for the intoxilyzer results. Conduct an interview with the subject (at CDC or one of the agencies) and record the referral (if there is one). The results may be sent to the subject's attorney. Determine if there is current probation information, if yes then notify the probation officer. The subject must authorize the release of information before it goes to the attorney or probation officer.

Comments/Questions:
• • • · Cases are only retained for an insufficient period of time to fill out state required forms. - CDC staff refer to the subject as "the driver"

Technology Considerations:

Page 370

Business Requirements Specification

CDC - A subject arrives for post-trial assessment

Business Requirements Specification

Page 371

A subject arrives for post-trial assessment
Process Narrative:
Following a conviction the driver arrives at the post judgement center; Retrieve the subject, case and charge information. Review the case chronicle. Determine whether the judgement includes a requirement for the subject to be assessed. Determine if the subject has had a pre-trial assessment (yes/no). If yes, retrieve the interview details and review the findings. Record any details from the pre-trial assessment. Notify the agency of the conviction. The subject chooses the agency (if it is not predetermined on the judgement) from the list of agencies. Record the choice and mail the information to the agency. Research if the subject has had previous DWI convictions (arrest dates, blood alcohol level). Inform the subject of the compliance requirements.

Comments/Questions:
•

Technology Considerations:

Page 372

Business Requirements Specification

CDC - A subject complies / fails to comply with judgement

Outside agency

Probation officer
notice, request for info assessmen t

Subject

assessmen t

assessmen t

notice

details

Interview Subject (Inmate) referral
current info notice request

A subject complies / fails to comply with judgement
address OFA

final notice

Subject Address Probation

Outside agency

Outstanding document

Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Probation (Parole)............................................................................................................................ 543 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 373

A subject complies / fails to comply with judgement
Process Narrative:
An agency sends a record of compliance (assessment done); Retrieve the subject information and address. Record the details of the completed assessment, date and time. When it is discovered that an assessment has not been done in 30 days (agency did not communicate the assessment information). Retrieve the subject's address and send a request for information to the subject. Determine whether the subject has complied (yes/no). If no, retrieve the probation officer’s name and notify them of the non compliance. Check with the agency. The probation officer may send in information of an assessment directly to them. If nothing is received, send out a final notice. If the subject fails to comply, ask all the agencies to verify whether the subject was assessed. It is possible that the assessment happened and was not received. If the subject is on probation do not create an OFA (probation will do that). If the subject is not on probation, then prepare an OFA. Record when a letter addressed to the subject is returned and don't issue an OFA.

Comments/Questions:
•

Technology Considerations:

Page 374

Business Requirements Specification

CDC - IITT act on a referral of a subject

Subject (Inmate) referral
which program notice

Subject

Act on a referral

Subject program status

Subject Program Status ................................................................................................................... 560 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 375

Act on a referral
Process Narrative:
A subject is referred to CDC; Retrieve the subject information and notify the subject of their requirement to participate in the program they are referred to. If the program is ADETS (CDC does this). Record and update the (subject program status) to show verify that the subject is accepted into the program.

Comments/Questions:
•

Technology Considerations:

Page 376

Business Requirements Specification

CDC - A subject completes a program
Subject program referral
outcome motion

Probation officer

reschedul e probation off defense att

Subject
lack of compliance

Subject Probation

Record course completion

notify

outcome statistics defense attorney

Outside agency

notify

Outside agency Attorney

DMV

Subject........................................................................................................................................... 471 Probation (Parole)............................................................................................................................ 543 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 377

Record course completion
Process Narrative:
A subject’s record is updated upon completion of a program/course; Retrieve the subject information and their (subject program status) Record the outcome (complete or not). Record the successful completion of each scheduled appointment. Notify the subject if an appointment was not completed and reschedule the appointment. If another agency conducted the program, update the subject program status when notification is received. Notify DMV of their successful completion for license re-instatement purposes. If authorized, find the attorney and probation information and notify their attorney or probation officer. Periodically, notify any drivers of their lack of compliance. Statistical information is occasionally prepared and distributed to the county and state.

Comments/Questions:
•

Technology Considerations:

Page 378

Business Requirements Specification

CDC - A non-DWI assessment is ordered

Outside agency Case chronicle
complet e judgemen t order notice of choice schedul e details PPO Attorney

Interview Subject (Inmate) referral

Assess a nonDWI

Subject Probation
notice notice for failure to report

prior current

Case Charge Arrest Affidavit

Probation officer Attorney

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Interview ......................................................................................................................................... 512 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 379

Assess a non-DWI
Process Narrative:
A judge may order an assessment as part of a judgement; (The subject will sometimes get a choice of agency if the judge does not specify one). Retrieve the subject, case chronicle to search for prior arrests, and cases. Record the details of the interview that is scheduled with an agency. Record the details of the interview and any referrals that are made. If the subject is on probation, notify the probation officer of the assessment and its outcome. Notify the defense attorney of the assessment compliance. Record assessment compliance. If the subject fails show up for an assessment, notify the probation officer.

Comments/Questions:
• · If a subject is on unsupervised probation and fails to show up for an assessment, currently there is no immediate consequence.

Technology Considerations:

Page 380

Business Requirements Specification

CDC - A subject arrives for CDC / post judgement service center orientation

Subject

case and personal info

BAC ?

Case Charge

details

Subject Address Phone Reference Employment / education

Register a subject in the CDC / post judgement service center

Arrest Affadavit

agency selected

Case chronicle

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Phone Number ................................................................................................................................ 508 Address.......................................................................................................................................... 510 Reference....................................................................................................................................... 516 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 381

Register a subject in the CDC / post judgement service center
Process Narrative:
When a subject arrives at the post judgement center; Retrieve the subject, case, arrest affidavit (blood alcohol level), employment / education, and emergency contact information. Record any new or changed information. Subject chooses the agency/program provider they will enroll in. Record that information.

Comments/Questions:
•

Technology Considerations:

Page 382

Business Requirements Specification

CDC - An agency requests to become a provider

Provider State Dept of Human Res
new agency / expired agency details

Agency Address

Update the list of agencies

Agency........................................................................................................................................... 481 Address.......................................................................................................................................... 510

Business Requirements Specification

Page 383

Update a list of agencies
Process Narrative:
Periodically, the state (department of human resources) will identify agencies that can be used as referrals or an agency will request to be included on the list; Record the details of the agency that is now on the list, including the location. When an agency is removed from the list, update the list.

Comments/Questions:
•

Technology Considerations:

Page 384

Business Requirements Specification

CDC - IITT notify a subject that an assessment is required

Subject
notice details hard copy

Personal contact

notice of selection

lack of DWI agency chronicle

Notify a subject that an assessment is required

Case Case chronicle

selection

Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Personal Contact............................................................................................................................. 554

Business Requirements Specification

Page 385

Notify a subject that an assessment is required
Process Narrative:
A subject is required to be assess; Research DWI cases to determine if an assessment has been completed. Retrieve the cases, case chronicles to determine if the assessment has been completed within thirty days. Notify the subject to update their status or request information on how to proceed. Record the date, time and outcome (selection of agency)of the telephone contact with the subject. Notify the subject to provide hardcopy of the choices if needed.

Comments/Questions:
•

Technology Considerations:

Page 386

Business Requirements Specification

Juvenile Services (JS) - A courier delivers a package of charges
Register of deeds

Subject

proof of age physical description birth certificate

Parent

details

Receive a package of charges

School
verification

Court order

birth certificate school certificate

not a proof of age juvenile

Arresting officer Subject history record Health dept vital statistics Juvenile D.A.

Subject History Record .................................................................................................................... 548 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 387

Receive a package of charges
Process Narrative:
A package of charges arrives via courier; Visually determine whether the subject is a juvenile. Verify juvenile status of the subject by checking a birth certificate and request information from the school. The school may fax in a verification of the date of birth and it would be stored in the subject history record. It is also possible to get date of birth from the health department vital statistics or register of deeds. If the subject is 16 years old or more, notify the investigating officer and the DA Juvenile team because the case will need to move to adult court. Notify the detention center of the need to move the subject. Prepare the court order to dismiss the charge and present it to the judge to close out the juvenile case. Record the details. Store the subject's birth certificate image in the subject history record. Verify the charges (as juvenile) as well as confirm that all necessary information is present. If necessary, a charge may be sent back for more information. For each charge, assign an internal intake number. An intake file is created.

Comments/Questions:
• • • · The only part of the process of interest to criminal justice is the determination the subject status "juvenile or adult." · ** Review this in relation to changes in the law July 1, 1999. **

Technology Considerations:

Page 388

Business Requirements Specification

JS - IITT hear a juvenile petition

Juvenile judge
felony decision juvenile detention location

Jail housing

Hear a juvenile petition

Jail housing..................................................................................................................................... 536

Business Requirements Specification

Page 389

Hear a juvenile petition
Process Narrative:
A juvenile judge can make a decision that a felony incident (that has been in the juvenile system) will be moved into the criminal justice system; The clerk's office handles all notifications. The subject remains in a juvenile detention facility, not the county jail. Record where the subject is being held so the criminal justice system knows where the subject is.

Comments/Questions:
• • • • • · All the information must be re-keyed because of legislation · ** Review this in relation to changes in the law July 1, 1999. ** 16-17 can be sent to Juvenile court as undisciplined kids. Status offense not criminal. - Once the kid is bound over to Superior Court, other charges (related or not) are processed as adults.

Technology Considerations:

Page 390

Business Requirements Specification

JS - IITT complete a social history
Name Juvenile judge
order pending case / relatives prior

Relationship Subject Case Charge Case chronicle Complete a Social History victim / witness Probation (Parole)

other crimes at address

Address Arrest Case Charge

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543

Business Requirements Specification

Page 391

Complete a social history
Process Narrative:
A judge orders a social history to be prepared; Determine the criminal history of parents, guardians, other family members by searching the Relations object. Retrieve cases, arrests, victim / witness, addresses, jail housing, case chronicles, charges, probation (parole) of interest for the people who are connected to the juvenile subject. Determine from the information other incidents that may have occurred at the address, as well as whether the juvenile has been a victim in the past.

Comments/Questions:
• • • · Do we need to record anything about the event - counts for statistical purposes? · ** Review this in relation to changes in the law July 1, 1999. **

Technology Considerations:

Page 392

Business Requirements Specification

New Alternative for Violent Actions (NOVA) - A subject arrives with court referral
prior / current / pendind cases sentences

Subject Case Arrest

Subject

notify

referral

Charge Receive a subject with a court referral Case chronicle Name
50-B protection order

Civil system

50-B order accept / reject

accept / reject assessment comment assessment details

Court order

Subject (Inmate) referral Interview

DCC

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Name ............................................................................................................................................. 507 Interview ......................................................................................................................................... 512 Case Chronicle................................................................................................................................ 541 Subject Program Referral ................................................................................................................. 568 Court Order..................................................................................................................................... 572

Business Requirements Specification

Page 393

Receive a subject with a court referral
Process Narrative:
A subject arrives in the post judgement center after the court makes a judgement; Retrieve the subject information. Verify that the client has received a judgement. Retrieve previous, pending, current cases, charges, arrests, and the case chronicles. Determine if there are 50-B protective orders pending in Subject referral. Record that findings of research on 50-B. If the subject has a pending domestic violence charge, the subject is not eligible for the program. Record the interview details and client acceptance based on the assessment (date, time). If the subject is rejected, notify community corrections (probation officer).

Comments/Questions:
•

Technology Considerations:

Page 394

Business Requirements Specification

NO - IITT schedule a subject into a class

Subject Community corrections Victim
details notice Data Flow

Subject class / orientation assignment

details

Schedule a client into a class

Subject Address Case

Subject program status

victim info / address

Charge Arrest Victim / witness Address (witness)

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Address.......................................................................................................................................... 510 Subject Program Status ................................................................................................................... 560 Subject Class / Orientation Assignment ............................................................................................ 591

Business Requirements Specification

Page 395

Schedule a subject into a class
Process Narrative:
Determine the class that the subject will be enrolled in. Record the class assignment and the Subject program status. Notify and advise the subject and community corrections officer of the assignment. Retrieve the victim information and determine the victim address. Notify the victim that the subject is enrolled in the class.

Comments/Questions:
•

Technology Considerations:

Page 396

Business Requirements Specification

NO - IITT assess progress of a subject
Subject class / orientation schedule
weekly outcome reason which date notice

Subject program status

6, 12, 20 wel eval graduate d (omplete) estimated completio n date

DCC / CCO

notice notice of graduatio n

Assess progress of a subject

notice of terminatio n

Subject DCC / CCO Victim

notice of 3rd unecused absence

Subject DCC / CCO

Subject Program Status ................................................................................................................... 560 Subject Class / Orientation Assignment ............................................................................................ 591

Business Requirements Specification

Page 397

Assess progress of a subject
Process Narrative:
Assess a subject by recording attendance at assigned class; Retrieve the subject class assignment. Retrieve the record of attendance at program sessions. When a third unexcused absence occurs, send a notification to the subject and to community corrections officer. Record notice, date and reason. When a fifth unexcused absence occurs, the subject is terminated from the program. Record termination and send notifications to community corrections, the subject, and the victim. At the 6th, 12th, and 20th weeks in the program, an assessment is made of the subject's progress. Record these assessments and status (subject program status). Determine whether the subject needs to stay in the class longer, extend the estimated date of completion and record the information. If the subject successfully completes the program (graduates), record the successful completion and notify the victim, the subject and the community corrections officer.

Comments/Questions:
•

Technology Considerations:

Page 398

Business Requirements Specification

NO - IITT put subject on pending status
Subject Facilitator Arrest
another new arrest

notice of behavior problem DCC program referral

reinstate date pending date

Subject program status

Subject referral

Place a subject on pending status

terminate

Subject
notify notice of unacceptable eval / unacceptable inquire eval participation

DCC / CCO
recommend eval

Victim

DCC Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Subject Program Status ................................................................................................................... 560 Subject Program Referral ................................................................................................................. 568

Business Requirements Specification

Page 399

Place a subject on pending status
Process Narrative:
When a subject’s behavior is unacceptable or when the police or victim give notice of new assault; If related charges are entered, the subject may be placed on pending status. Record new charges and details. Notify the victim, subject, and community corrections officer of the subject’s status. Recommend to the community corrections that an evaluation is needed (mental, substance abuse, ). Record the subject referral. Periodically, request subject’s status from DCC regarding the evaluation. Determine from DCC information if the subject will be terminated (unacceptable results from the evaluation) or re-instated (take off of pending status).

Comments/Questions:
• · It would be very helpful to be made aware of any arrests of a subject.

Technology Considerations:

Page 400

Business Requirements Specification

NO - IITT appear in court

Judge DCC / CCO
notice subpoena next appearance for NOVA subjects

Subject Case

current / prior attendance outcome

Court appearance Subject program status

Appear in court (NOVA)
NOVA court appearance statement Data Flow

Outstanding document Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Subject Program Status ................................................................................................................... 560

Business Requirements Specification

Page 401

Appear in court (NOVA)
Process Narrative:
A judge may request case information in court, or a subpoena may arrive; Retrieve the case, subject, and their performance in the NOVA program. Record any recommendations made by NOVA in (court appearance). It would be possible to look in court appearances to determine the court appearances for subjects in the NOVA program as well as determine whether subpoenas are upcoming. Retrieve information (attendance records and level of participation) pro-actively for court appearances. Whenever a court appearance occurs for a subject who is currently in NOVA, NOVA would like be notified along with the case chronicles.

Comments/Questions:
•

Technology Considerations:

Page 402

Business Requirements Specification

Structured Day Program (SDP) - A subject reports for initial Structured Day

Subject

Mental health Veteran's affairs
mental health notification treatment appointment comm srv appointment contract current prior treatment notice of failure case manager identifying information update self assessment arrival assign PPO

Treatment

Case Case chronicle Drug counsellor

Subject

Community service
actual hours

Receive a subject for initial Structured Day

PPO Name Subject Address Relationship Phone number

assessment

GED
GED assess

classes appointment

Structured day subject schedule

drug treatment

Interview

Structured day log

Subject........................................................................................................................................... 471 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Case Chronicle................................................................................................................................ 541 Structured Day Log.......................................................................................................................... 592 Structured Day Subject Schedule ..................................................................................................... 593

Business Requirements Specification

Page 403

Receive a subject for initial Structured Day
Process Narrative:
When a subject initially arrives at the structured day program; Verify the subject's identity. Retrieve information in Subject, charges, based on the subject providing some ID. Retrieve information about the subject’s case, and sentence (case chronicle). Record the information on the SDP intake form. Correct any incorrect information discovered. Verify from the sentence that the subject is has been referred to the program. Note if there are tasks (e.g. mental health, school (GED), drug program, counseling, contact VA, must have employment, ...) that are ordered by the sentence. Assign a case manager to the subject. Record the subject's arrival in the Structured day log. Assign the SDP probation officer to the subject. If the subject already has a probabtion officer, the SDP probation officer takes over the case while in SDP. Provide the subject a program handbook and sign a contract (if one does not already exist). Record the acceptance or rejection of the subject, did they sign the contract (case chronicle). Notify the probation officer if the client will not sign the contract. The client prepares an identity collage (it is somewhat like an interview or self assessment). Enroll the subject in thelife skills program (SDP subject schedule). When required: Notify GED instructor that an assessment is required. Record the result of the assessment. The GED instructor will set up the client's schedule (Structured day subject schedule). Contact Mental health / VA / community services so the subject can make an appointment. Mental Health / VA / community services notifies SDP that the subject made their appointment. If Mental Health / VA / community services does not notify SDP within two weeks, contact the subject and make the appointment for them. Record the details of the appointment (Structured day subject schedule). For community services the subject returns with a record verifying their participation. Record in Structured day subject schedule. Refer the client to drug treatment and make an appointment (Structured day subject schedule) for an individual assessment. Record the treatment which the client will be in (Structured day subject schedule).

Page 404

Business Requirements Specification

Comments/Questions:
• · Initially the SDP staff makes the entries in the client's schedule. Eventually, the client makes the entries themselves and it is checked by SDP staff.

Technology Considerations:

Page 406

Business Requirements Specification

SDP - IITT assess a subject
Subject
notice of remedial action notice of treatmen t

Personal contact

Subject Case
arrest charge convictio n sentence

period phone calls

Case chronicle Charge Arrest

Substance test

history term letter contempt

Assess an SDP Subject

violation, arrest

PPO
drug treatmen t schedule

Other SDP staff Case manager

violation recommended referral

notify

Structured day log Subject referral Drug treatment

Structured day subject schedule

Arrest............................................................................................................................................. 465 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Personal Contact............................................................................................................................. 554 Subject Program Referral ................................................................................................................. 568 Officer Court Availability ................................................................................................................... 590 Subject Class / Orientation Assignment ............................................................................................ 591 Structured Day Log.......................................................................................................................... 592 Structured Day Subject Schedule ..................................................................................................... 593 Substance Test............................................................................................................................... 594

Business Requirements Specification

Page 407

Assess an SDP subject
Process Narrative:
For each subject that has a new conviction or new arrests; Retrieve the case, arrest and sentence on the subject. Determine if the subject has violated conditions of the SDP program (Structured day log) exist i.e. late for class, did not appear at SDP for 24 hours. Retrieve the subject’s Substance tests. Determine if and how many positives the client has. If the client has too many positive substance tests, make a referral to an inpatient facility and record the referral and enter the appointment in the Subject day subject schedule. Consult with the probation officer and other SDP staff. Prepare staff recommendation for the subject based on the violations, arrests or convictions. If the recommendation is to terminate the subject from SDP, the case manager will write the termination report and letter. Record the termination in the log. The probation officer will take the client to court (a normal probation violation). If the subject is not terminated then, a new contract will be prepared with new conditions for the client. Notify the client of the actions to be undertaken. The subject will be recommended for a contempt citation. The probation officer will process the client back to court and into jail. Record any phone calls to the subject in Personal contact.

Comments/Questions:
• · SDP is constantly checking for new events for their clients in other parts of CJIS. It would be an asset if, when a client goes to jail, the GED coordinator in the jail gets the progress the client has made in SDP.

Technology Considerations:

Page 408

Business Requirements Specification

SDP - IITT graduate an SDP subject
Structured day log
events notice of completion notice of completion

Other workshops

Drug treatment

Interview
Exit Assessment

notice of ompletio n

Graduate a SDP Subject

Community services

recommendatio n

Data Flow notice certificate model client

Case manager

Employment / education PPO

Subject

Employment/Education.................................................................................................................... 493 Structured Day Log.......................................................................................................................... 592

Business Requirements Specification

Page 409

Graduate an SDP subject
Process Narrative:
Periodically review the treatment and workshop logs; Community service will notify SDP of the completion of community service requirement. Record the date of that the notice is received. Drug treatment will notify SDP of the completion of drug treatment requirement. Record the date of that the notice is received. Determine if the client is employed (there are some exceptions, such as retirement, disability). If program requirements have been met, the case manager will recommend graduation. Conduct an exit interview process - administer assessment instruments. Notify the subject, the probation officer (who notifies the court) that the subject will graduate. The subject receives a certificate (possibly another one for excellent work).

Comments/Questions:
•

Technology Considerations:

Page 410

Business Requirements Specification

MCSO - Partial arrest information arrives

Arrest agency
inquire juvenile 16, 17

Subject

Receive a partial arrest

DWI

cancel

Arrest

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471

Business Requirements Specification

Page 411

Receive a partial arrest
Process Narrative:
The label is printed based on a partial arrest; Types of arrests i.e. DWI or not, juvenile 16 & 17 or not determine the set up files. If the subject does not arrive, request additional information from the arresting agency to determine where the subject is (subject could be taken to the hospital) the arrest will be deleted.

Comments/Questions:
•

Technology Considerations:

Page 412

Business Requirements Specification

MCSO - An officer arrives with a subject

Officer
subject prior suicidal suicidal medical

Subject

medical complaint

Nurse
interview results details

Receive subject with officer
medical complaint

Subject

Interview

Subject........................................................................................................................................... 471 Interview ......................................................................................................................................... 512

Business Requirements Specification

Page 413

Receive subject with officer
Process Narrative:
An officer has made an arrest and arrives at the APC with the subject; If the charge is a DWI, determine if a deputy is required to test the subject (intoxilyzer). Record whether the subject has made suicide threats or has indicated medical problems in the past. If the subject does have a medical complaint or suicide threat, refer the subject to the nurse. The nurse completes an investigation and records the findings in (Interview). Determine whether to accept or reject the subject.

Comments/Questions:
• · There is a need for the ability to enter medical information when this is a subject's first arrest

Technology Considerations:

Page 414

Business Requirements Specification

MCSO - IITT fingerprint / photograph a subject
Arrest

Hold area
Subject PID hold

record

Fingerprint / photograph a subject

record

Image Arrest

Fingerprint Arrest

Arrest............................................................................................................................................. 465 Fingerprint ...................................................................................................................................... 506 Image (photograph).......................................................................................................................... 595

Business Requirements Specification

Page 415

Fingerprint / photograph a subject
Process Narrative:
Roll the fingerprints; Record the fingerprints and enter into AFIS (occurs when the subject is cooperative). Record the photograph of the subject (when the subject is cooperative). The photograph and fingerprints are recorded by arrest number. If the subject is uncooperative at any time during this process, the subject is placed on a PID hold.

Comments/Questions:
• · If the subject continues to be uncooperative the magistrate is notified and a Magistrate Hold will be placed on the subject.

Technology Considerations:

Page 416

Business Requirements Specification

MCSO - IITT conduct an alcohol breath test

Breath test lab Analyst
Tester test result affidavit subject

Conduct an alcohol breath test
chemical analyis affidavit test result

Affifavit

Substance test

Analyst........................................................................................................................................... 486 Affidavit........................................................................................................................................... 499 Substance Test............................................................................................................................... 594

Business Requirements Specification

Page 417

Conduct an alcohol breath test
Process Narrative:
After photographing and fingerprinting the subject, conduct an intoxilyzer test in the breath testing lab; Record the results in Substance test and attach results to the chemical analyst affidavit. Record results on the Rights Form and the chemical analyst affidavit.

Comments/Questions:
•

Technology Considerations:

Page 418

Business Requirements Specification

MCSO - A bondsman arrives with a subject
Subject Case
PID Review

Bondsman

Charge Case chronicle

inactive

Receive a subject from a bondsman
cancel inactive cancel arrest

Arrest Court services

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541

Business Requirements Specification

Page 419

Receive a subject from a bondsman
Process Narrative:
A bondsman arrives with an arrest sheet and a surrender of surety form. If the subject is in custody the subject won't be with the bail bondsman. Retrieve the subject information and verify the identity from the PID. Review the cases and charges for the subject to determine that the subject still has an active case. Notify the bail bondsman if it is not an active case. Notify court services that the arrest is to be cancelled on a non-active case.

Comments/Questions:
•

Technology Considerations:

Page 420

Business Requirements Specification

MCSO - IITT check the paperwork

Initial assessment breakdown

Subject
assessment received to jail

Arrest Release

Image
release

photo

Check the paperwork
history

subject

Magistrate

Subject history record

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Release.......................................................................................................................................... 514 Subject History Record .................................................................................................................... 548 Initial Assessment Breakdown.......................................................................................................... 565 Image (photograph).......................................................................................................................... 595

Business Requirements Specification

Page 421

Check the paperwork
Process Narrative:
Review the subject and arrest information; Retrieve the release information from the magistrate. Retrieve the Initial assessment form (classification), criminal history (Subject history record), Image (photograph) and include it with the package. Record the date and time that the subject is received into jail commited by magistrate.

Comments/Questions:
•

Technology Considerations:

Page 422

Business Requirements Specification

District Attorney Juvenile (DAJ) - A detention hearing is held
Case Charge Motion Court order
secure custody order motion for review

Magistrate

Subject Petition Incident P.I.R. Victim / witness

Case chronicle

Court Counselor

Conduct a detention hearing

prior and pending

Petition Subject
Juvenile petition form information

docket

date, time, condition s

Relationship Address Phone

Court appearance

Release

Charge Incident

Subject........................................................................................................................................... 471 Victim/Witness ............................................................................................................................... 491 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Release.......................................................................................................................................... 514 Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 423

Conduct a detention hearing
Process Narrative:
A secure custody order may arrive (from a magistrate, at the request of a juvenile court counselor), or may be issued in conjunctionwith a motion for review (same as probation violation), or if there is a pending disposition or a pending petition: Review the court appearances scheduled for the day of interest (subject/type of appearances). For each court appearance, retrieve petitions to see if there will be any detention hearings on a specific day. Retrieve the charges associated with the petition, subject information (including Addresses and Phone numbers), existing incidents, police investigative reports, victims / witnesses, charges, motions, court orders, petitions, and case chronicles. At the end of the hearing, record the court order(s) and whether the subject is detained (yes/no). If released, record any release conditions. If detained, record new detention review date. Also record the next court appearance.

Comments/Questions:
• • • • • • • · It would be great to know in advance when a detention hearing is scheduled. At a detention hearing a subject will have at least 2 court dates (possibly more). If detained: 1. Detention review date will be every 7 days. 2. Court appearance - motion for review , disposition, arraignment or adjudication.

Technology Considerations:

Page 424

Business Requirements Specification

DAJ - A juvenile arrives for arraignment
Outstanding document

secure custody order

DA social history file (see detention hearing process)

continued

Continuance

Receive a juvenile for arraignment
dismissed by DA

docket next date outcome trial date

dismiss VL plea guilty

Petition Charge Case chronicle

Court appearance

Charge .......................................................................................................................................... 494 Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547

Business Requirements Specification

Page 425

Receive a juvenile for arraignment
Process Narrative:
The date for arraignment (assigned on Petition by the clerk) occurs; Retrieve information that is needed for a social history file (current and prior petitions - see the detention hearing event). Retrieve the Petition and charges. (plea negotiations may occur). Record the amended and dismissed charges on the petition.

If the subjects admits (plead guilty) the disposition could occur or a disposition date will be set.

Record the disposition of the petition (case chronicle). The subject may deny (not guilty) and waive the arraignment. A court date is set for trial (court appearance). The case could be dismissed by the DA, dismissed with leave (see the adult process). The case could be continued for arraignment (continuance) and record the new court date (court appearance). If the juvenile fails to appear, a secured custody order (outstanding document) is signed by the judge and recorded by the juvenile court clerk's office.

Comments/Questions:
•

Technology Considerations:

Page 426

Business Requirements Specification

DAJ - IITT disposition a subject (sentence)

Petition Case chronicle Sentence Juv. Conditions
adjudicate d delinquent

sentence disposition order

Disposition a subject (sentence)
continued court date date place details complet e details

All petition related information (see detention hearing event)

discussion recommendatio n

Court appearance

Juvenile disposition report

Continuance

Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547 Juvenile Disposition Report ............................................................................................................... 599 Sentence/Juvenile Condition ............................................................................................................. 600

Business Requirements Specification

Page 427

Disposition a subject (sentence)
Process Narrative:
A disposition could occur during a scheduled court appearance in conjunction with arraignment or a motion for review (admission - guilty plea); For each petition that is adjudicated delinquent, retrieve the Petition, and case chronicle information associated with the petition. Retrieve information related to the petition (see the detention hearing event). The juvenile court counselor provides the information from the social history file and they make a recommendation to the court (Juvenile disposition report). The disposition (sentence) is then ordered. The DA may record some notes. Record the disposition in the order (sentence) and update the (court appearance). The hearing could be continued - reschedule a court date (court appearance).

Comments/Questions:
•

Technology Considerations:

Page 428

Business Requirements Specification

DAJ - IITT conduct a juvenile adjudicatory hearing (trial)
Outstanding document
pending witness list

Petition Case chronicle

Trial

updated charges

evidence

CMPD

Evidence Conduct a juvenile adjudicatory hearing

new appearance

Court appearance

where, when court order

subject and petition

continuance

Continuance

Motion

All related petition info (see detention hearing event)

Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547 Motion............................................................................................................................................ 581 Evidence......................................................................................................................................... 587

Business Requirements Specification

Page 429

Conduct a juvenile adjudicatory hearing
Process Narrative:
A court appearance associated with a juvenile petition where the subject "denied" (Not guilty) is conducted; Retrieve and assemble all the information related to the petition (see the detention hearing event). Record people who were subpoenaed (and served) and who appeared at the hearing (only for those who were successfully served). The CMPD will bring the evidence to court. The hearing may be continued because of a lack of witnesses (motion and continuance). Schedule another court appearance if necessary. The case could be dismissed or adjudicated delinquent or not delinquent. Record the disposition (case chronicle). A petition may be adjudicated by plea offer without a trial. The charges may be amended as part of the plea agreement. If the subject fails to appear, a secured custody order (outstanding document) is signed by the Judge and recorded by the Juvenile Court Clerk's office.

Comments/Questions:
•

Technology Considerations:

Page 430

Business Requirements Specification

DAJ - IITT review a rejected felony case

Incident P.I.R. Arrest Affidavit Subject
current incident

Court counselor

substantiating information / motion for review

Review a rejected felony case All the petition related information (see detention hearing event)

request to prepare petition

Investigating officer
prior for same subject reject

Felony DA screener

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Affidavit........................................................................................................................................... 499 Petition........................................................................................................................................... 528 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553

Business Requirements Specification

Page 431

Review a rejected felony case
Process Narrative:
An incident and its paperwork arrive from the police department that has previously been rejected by the felony DA screener, a review takes place; Retrieve and review the paperwork relating to it (see the social history file from the detention hearing event). Determine if a motion for review is recommended (yes/no). If yes, notify the juvenile court counselor that a motion for review would be advisable. Determine if the officer in charge should be asked to seek a petition.

Comments/Questions:
•

Technology Considerations:

Page 432

Business Requirements Specification

DAJ - A juvenile is discovered

Officer
notice "case" info

Arrest Case Charge Case chronicle
reason for dismissal

Incident Outstanding document

notice to dismiss

Court Services
notice to dismiss

Discover a juvenile

updated DOB

hold for petition

Subject

Clerk of court Subject hold

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Case Chronicle................................................................................................................................ 541 Incident / Complaint ......................................................................................................................... 551 Subject Hold ................................................................................................................................... 574

Business Requirements Specification

Page 433

Discover a juvenile
Process Narrative:
Periodically, it is discovered that a subject who is identifying themself as an adult is actually a juvenile; Retrieve subject and case information. Close out any warrants for the case. Dismiss the case (case chronicle) and begin a new process for a the juvenile subject - get a petition. If the subject is in jail, expedite the process to release the subject (guardian or Juvenile facility depending on the charge.

Comments/Questions:
• • • • • • • • • If lock-up is necessary a Juvenile Court Counselor must request a secured custody order. Discover an Adult: Periodically, it is discovered that a subject also is identifying themself as a juvenile who is in fact an adult. Retrieve subject and case information, dismiss any petitions for the case. Begin a new process for the adult - get a warrant. When lock-up is necessary, CMPD must get a warrant

Technology Considerations:

Page 434

Business Requirements Specification

DAJ - A case is transferred to Superior court for trial

DA - Juvenile
move transfer prior current

All information related to petition

subject

Petition Charge Transfer a case to superior court
amended charge adult attorney bond

Intake

NPC

probable cause hearing transfer hearing

accept reject

motion to transfer

Charge Charge bond Case

Court appearance

Motion Court order

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Court Order..................................................................................................................................... 572 Charge Bond................................................................................................................................... 576 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 435

Transfer a case to superior court
Process Narrative:
Upon review of the subject and the charges (see the detention hearing event), the DA can file a motion to transfer a case to superior court; Schedule a probable cause hearing for the subject. A hearing is held where the judge could find probable cause, no probable cause or could find probable cause for a lesser charge. The case could be dismissed for no probable cause. If the judge finds probable cause then a transfer hearing can be held at that time or rescheduled. The judge determines whether the case will be transferred to Superior court (yes/no). Record disposition of the hearing. An attorney is appointed and bond is set. The subject’s photograph and fingerprints are taken. The subject is setup as an adult case but continues to be held in a juvenile detention facility if not released on bond.

Comments/Questions:
• The upcoming changes will mean more court appearances because there will be no way around probable cause hearing.

Technology Considerations:

Page 436

Business Requirements Specification

DAJ - An appeal of a transfer is received

Defense attorney Judge
appeal appeal

judgement

Appeal a transfer decision
schedule

Case
disposition

Case chronicle

details reinstate

Court appearance

Case appeal Petition Case chronicle

Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Case appeal.................................................................................................................................... 556

Business Requirements Specification

Page 437

Appeal a transfer decision
Process Narrative:
The defense attorney may appeal a transfer to superior court; Record the appeal details, court appearance and the disposition (case chronicle). If the appeal is granted, the case goes back to juvenile court and the petition will be re-instated. The indictment will be closed out. If the appeal is denied it will remain an adult case.

Comments/Questions:
• -This event is new to the legal system and has not been tested in court (effective July 1999)

Technology Considerations:

Page 438

Business Requirements Specification

DAJ - Respond to divert a petition

Juvenile services
diverted obsolete

Incident Subject Petition Case chronicle

request

diverted

Divert a petition

Subject........................................................................................................................................... 471 Petition........................................................................................................................................... 528 Case Chronicle................................................................................................................................ 541 Incident / Complaint ......................................................................................................................... 551

Business Requirements Specification

Page 439

Divert a petition
Process Narrative:
The juvenile court counselors divert a petition, no petition is received by the DA (the DA may have the PIR); Retrieve the incidents (felony files) reported by the police and the subjects. Periodically, review the subjects for which the DA have no petitions (the assumption made by the DA is that they were diverted). Check with Court Counselors at intake to see if case was diverted. If no report received by CMPD, notify CMPD to send report to Juvenile intake.

Comments/Questions:
•

Technology Considerations:
- There could be cases the ADA is working on where the juvenile has other cases being diverted. - CMPD need to paper felony Juvenile cases with the DA and submit arrest reports to Juvenile Services. Currently this is done inconsistently. - It would be very helpful if Juvenile servces would notify DA of diverted cases. - It would be very helpful if CMPD would notify DA of all cases sent to Juvenile Services so that the DA is aware of the possibility of pending charges on a juvenile subject.

Page 440

Business Requirements Specification

DAJ - IITT approve a petition

Clerk
petition

Incident P.I.R.

amended petition

Approve a petition

date of approval / amendment

Petition Charge

Charge .......................................................................................................................................... 494 Petition........................................................................................................................................... 528 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553

Business Requirements Specification

Page 441

Approve a petition
Process Narrative:
Usually the DA on review of an incident (misdemeanor or felony) and the police investigative report will decide to sign a petition; Charges could be amended or added based on the PIR report. The petition goes back to the clerk for filing.

If the petition is not approved, the DA keeps petition and notifies the Clerk's Office that they are not filing charges.

Comments/Questions:
•

Technology Considerations:
- It would be very helpful if a scanning device could archive Unapproved Petitions and search against current cases to look for a match. Notification when there is match found would be a great time saver.

Page 442

Business Requirements Specification

District Court (DC) - IITT create the docket
Case Charge Object
felony / misdemeanor released

Subject Release

Create a docket
update first appearance (1101)

DA Judge Clerk

docket update first appearance (2205)

Court appearance

Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 443

Create the docket
Process Narrative:
Retrieve the information about the case, including the charges and bond. Determine from the charge if the case is a felony or misdemeanor and whether the subject is in custody (from release). If it is a felony or any misdemeanor still in custody, domestic violence case who have not made bond, they get a first appearance. Update the first court appearance (the morning after the arrest). If there is no first appearance, then schedule one. Distribute the docket to the judge, clerk and the DA.

Comments/Questions:
•

Technology Considerations:

Page 444

Business Requirements Specification

DC - A first appearance is conducted (1101)
Subject Case Charge Arrest Interview Case chronicle Charge bond Victim / witness Address Employment / education Subject history record
income / employment child support info forfeiture notice mental health history consent all information medical condition

Name Subject

Conduct a first appearance (1101)

Case
defense attorney felony trial date bond hearing date misdemeano r trial date

OFA

Court appearance

notice of forfeiture

Outstanding document

Bondsman

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge .......................................................................................................................................... 494 Case.............................................................................................................................................. 502 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Subject History Record .................................................................................................................... 548 Charge Bond................................................................................................................................... 576

Business Requirements Specification

Page 445

Conduct a first appearance (1101)
Process Narrative:
A first court appearance is conducted; Retrieve the case, subject, courts services (RA) interview, and criminal history (Subject history record). Retrieve case chronicle for previous cases, arrests, and bond information. Conduct a Search to determine income, child support payments status, health and mental health history and record any new information found (Subject history record). Determine representation for the subject - waive representation or the defense attorney is recorded. For a felony charge, a bond date is set and a probable cause hearing date is scheduled. For a misdemeanor charge, a trial date is set. If the subject fails to appear, issue an OFA (outstanding document). The bond is ordered forfeited (notice to the bondsman). Record in (charge bond).

Comments/Questions:
• · It may be necessary to be able to immediately get a consent form to obtain some of this information (it is in the interests of the subject).

Technology Considerations:
It would be great to allow the court have access to to health information in the court.

Page 446

Business Requirements Specification

DC - IITT record a sentence

Subject Case
plea details

Sentence

Record a sentence
post judgement requirement notify post judgement

Deputy Defense attorney

Post judgement services

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Sentence/Juvenile Condition ............................................................................................................. 600

Business Requirements Specification

Page 447

Record a sentence
Process Narrative:
A case is to be disposed; Record and update the subject, and case to show the plea if there is one. Record the details that the judge has ordered. For example, if the sentence is to participate in a post judgement service, fill out the relevant form. Notify the appropriate agency, defense attorney and deputy.

Comments/Questions:
•

Technology Considerations:

Page 448

Business Requirements Specification

DC - IITT try a non-traffic misdemeanor case
Outstanding document Continuance

Defense attorney

details supoena sentence / release

notification of appointment

prior case prior traffic

All subject and case info

Court appearance

next appearance time, date, location subpoena

Try a nontraffic misdemeanor case

defense attorney

Accident report
injury damages pre trial jail time current jail credit guilty

MCSO

failure to appear

prior jail credit dismissed

Jail housing Court appearance Case chronicle Release Arrest

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Release.......................................................................................................................................... 514 Court Appearance............................................................................................................................ 518 Jail housing..................................................................................................................................... 536 Case Chronicle................................................................................................................................ 541 Continuance.................................................................................................................................... 547 Accident Report .............................................................................................................................. 602

Business Requirements Specification

Page 449

Try a non-traffic misdemeanor case
Process Narrative:
A non-traffic case to appears in court; Retrieve the prior criminal record and driving record. Determine the amount of time that the subject has already spent in jail (jail credits in case chronicle). Review the particulars of the case. Determine if there have been failures to appear (case chronicles). Record the outcome of the court appearance in chronicle. If the case is continued, record the details of continuance. Subpoenas might be prepared and outstanding documents might be prepared and recorded. The Sheriff's office serves the subpoenas. A case can be continued to appoint counsel. If the case is dismissed, record the disposition of the trial. If the case is tried, record the disposition of the trial, sentence, subject or schedule a court appearance for sentencing or review (e.g. for probation review). The judge may request a review (court appearance) at a future date.

Comments/Questions:
• · There is a lot of paperwork and it is error prone to appoint the public defender.

Technology Considerations:

Page 450

Business Requirements Specification

DC - IITT try a traffic misdemeanor case
Arrest Case Court appearance
notice of 20 day failure notice of license revocation

DMV

failure to appear 20 days

guilty disposition

Try a traffic misdemeanor case
details limited driving priveledges

reinstatement fee paid

this is in addtion to non-traffic processing

Revocation

Arrest............................................................................................................................................. 465 Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Revocation...................................................................................................................................... 535

Business Requirements Specification

Page 451

Try a traffic misdemeanor case
Process Narrative:
This is in addition to the event for non-traffic cases; A person fails to appear on a traffic infraction. After twenty days, notify DMV to suspend the subject’s driving privileges. DMV will notify the driver to clear it up before a certain date. There is an additional $50 admin fee for failure to appear on traffic. The subject's license may be revoked - notify DMV and record the revocation. If a civil revocation has occurred (happens when the magistrate revokes the license) and has not been cleared up, the subject is not eligible for limited driving privileges.

All guilty dispositions are sent to DMV.

Comments/Questions:
• · A PJC motion may happen, but it may only happen on cost.

Technology Considerations:

Page 452

Business Requirements Specification

DC - A subject applies for "10 day" limited driving privileges

Subject Subject Revocation
request, proof of insurance, letter from employer

limited driving priveledges

Grant "10 day" limited driving priveledges
notice

DMV

Subject........................................................................................................................................... 471 Revocation...................................................................................................................................... 535

Business Requirements Specification

Page 453

Grant "10 day" limited driving privileges
Process Narrative:
The subject requests limited driving privileges; After 10 days from the arrest up to 30 days out (when the subject should deal with the civil revocation), a judge can allow pre-trial limited driving privileges. The subject must get a letter from their employer if they want driving privileges outside of normal work hours, proof of insurance, and substance abuse assessment. After consideration the judge may order limited driving privileges.

Comments/Questions:
•

Technology Considerations:

Page 454

Business Requirements Specification

DC - A motion for appropriate relief is received
Case Case chronicle Motion Court order
details adjusted motion approve / deny dismiss

Sentence

DA Defense attorney

DMV DOC

notice of approval

Receive a motion for appropriate relief All the information about case and subject

all

Other

court date

court appearance Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581 Sentence/Juvenile Condition ............................................................................................................. 600

Business Requirements Specification

Page 455

Receive a motion for appropriate relief
Process Narrative:
A lawyer files a motion for appropriate relief, and a court date is set; Retrieve and review information about the case and the subject, consider all the relevant information. Determine whether to grant or deny the motion. If denied, the judgement is not changed. If the motion is granted, the judgement is changed. Notify all interested parties (usually DMV or DOC). The judgement could be set aside or the DA could dismiss it. Prepare a court order to enact the result.

Comments/Questions:
•

Technology Considerations:
A entire case may be allotted only 3 or 4 minutes so any "get all information" inquiries must perform very well.

Page 456

Business Requirements Specification

DC - A probation violation occurs
attorney

PPO Case Case chronicle
PV plea adjust violation report

dismiss date, location

Court appearance

A probation violation is heard
details

pending violation

Affidavit

Probation

Affidavit........................................................................................................................................... 499 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543

Business Requirements Specification

Page 457

A probation violation is heard
Process Narrative:
A probation officer files a violation report (affidavit), a court appearance is conducted (court appearance); Retrieve subject and probation information. Verify that the subject has representation. If the subject pleads guilty, the judge will make an order, possibly revoking the probation. The subject may appeal. If the subject denies the violations then a trial is scheduled (witnesses, etc).

Comments/Questions:
•

Technology Considerations:

Page 458

Business Requirements Specification

DC - A subject sends jail mail
Case Case chronicle
dismiss counsel

Subject

Writ
court order mail

All case and subject information

return from DOC facts

Answer jail mail

notice of corrected info

details details new appearance

DOC

approve / deny

Grievance Motion Court order Court appearance

Subject........................................................................................................................................... 471 Case.............................................................................................................................................. 502 Court Appearance............................................................................................................................ 518 Case Chronicle................................................................................................................................ 541 Writ................................................................................................................................................ 557 Grievance ....................................................................................................................................... 571 Court Order..................................................................................................................................... 572 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 459

Answer jail mail
Process Narrative:
An inmate will send mail to the judge requesting information or an action. The mail is treated as a motion; (The clerk receives the mail and handles most of them.) Research and review the facts. Determine if a writ should be issued to move the inmate. Determine if a court appearance should be scheduled to handle the situation. If a court appearance is needed, counsel will be appointed. Record the new court appearance. The case could be denied. A court order is the result of these "motions".

Comments/Questions:
• · After 6 years all the files have been destroyed.

Technology Considerations:

Page 460

Business Requirements Specification

DC - IITT adjust a bond

Any party
motion

Charge bond

informal request

emergency

Event Process
details new appearance

Motion Court appearance

Court Appearance............................................................................................................................ 518 Charge Bond................................................................................................................................... 576 Motion............................................................................................................................................ 581

Business Requirements Specification

Page 461

Adjust a bond
Process Narrative:
A motion may be filed or an informal request (considered to be a motion) will be made to adjust a bond, a court appearance is conducted to hear the matter; (In an emergency situation an informal motion can result in changing the bond i.e. DV). The judge will consider the motion and deny the motion or change the bond. Record results of the bond hearing.

Comments/Questions:
•

Technology Considerations:

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Business Objects
Arrest............................................................................................................................................. 465 Officer ............................................................................................................................................ 468 Subject........................................................................................................................................... 471 Outstanding Document .................................................................................................................... 478 Agency........................................................................................................................................... 481 Search ........................................................................................................................................... 484 Analyst........................................................................................................................................... 486 Arrest Related Officer....................................................................................................................... 490 Victim/Witness ............................................................................................................................... 491 Employment/Education.................................................................................................................... 493 Charge ........................................................................................................................................... 494 Citation........................................................................................................................................... 497 Affidavit........................................................................................................................................... 499 Target 100 ...................................................................................................................................... 500 Treatment ....................................................................................................................................... 501 Case.............................................................................................................................................. 502 Fingerprint ...................................................................................................................................... 506 Name ............................................................................................................................................. 507 Phone Number ................................................................................................................................ 508 Relationship.................................................................................................................................... 509 Address.......................................................................................................................................... 510 Interview ......................................................................................................................................... 512 Release.......................................................................................................................................... 514 Reference....................................................................................................................................... 516 Court Appearance............................................................................................................................ 518 Document Transfer .......................................................................................................................... 521 Expungement.................................................................................................................................. 522 Magistrate ...................................................................................................................................... 523 Vehicle........................................................................................................................................... 525 Magistrate's Order ........................................................................................................................... 527 Petition........................................................................................................................................... 528 O/S Document Request ................................................................................................................... 530 Magistrate Alert Notice .................................................................................................................... 532 Payment......................................................................................................................................... 533 Revocation...................................................................................................................................... 535 Jail housing..................................................................................................................................... 536 Assignment .................................................................................................................................... 537 Attorney ......................................................................................................................................... 539 Case Chronicle................................................................................................................................ 541 Probation (Parole)............................................................................................................................ 543 Judge ............................................................................................................................................. 545 Continuance.................................................................................................................................... 547 Subject History Record .................................................................................................................... 548 Verification...................................................................................................................................... 550 Incident / Complaint ......................................................................................................................... 551 Police Investigative Report ................................................................................................................ 553 Personal Contact............................................................................................................................. 554 Victim Impact Statement.................................................................................................................. 555

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Case appeal.................................................................................................................................... 556 Writ................................................................................................................................................ 557 Joinder ........................................................................................................................................... 559 Subject Program Status ................................................................................................................... 560 Criminal Cost Bill............................................................................................................................. 562 Payment Plan ................................................................................................................................. 563 Court Daily Schedule ....................................................................................................................... 564 Initial Assessment Breakdown.......................................................................................................... 565 Jail Incident Report .......................................................................................................................... 566 Subject Assessment ....................................................................................................................... 567 Subject Program Referral ................................................................................................................. 568 Subject Special Circumstance.......................................................................................................... 569 Visitation ........................................................................................................................................ 570 Grievance ....................................................................................................................................... 571 Court Order..................................................................................................................................... 572 Subject Hold ................................................................................................................................... 574 Charge Bond................................................................................................................................... 576 Subject Program Progress Report ..................................................................................................... 577 Bill of Indictment.............................................................................................................................. 578 Court Appearance Activity ................................................................................................................ 580 Motion............................................................................................................................................ 581 Case Review ................................................................................................................................... 582 Discovery Packet ............................................................................................................................ 583 Structured Sentence Worksheet ....................................................................................................... 584 Probation/Parole Travel Plan............................................................................................................. 585 Proof of Jail Report .......................................................................................................................... 586 Evidence......................................................................................................................................... 587 Outstanding Document Service......................................................................................................... 589 Officer Court Availability ................................................................................................................... 590 Subject Class / Orientation Assignment ............................................................................................ 591 Structured Day Log.......................................................................................................................... 592 Structured Day Subject Schedule ..................................................................................................... 593 Substance Test............................................................................................................................... 594 Image (photograph).......................................................................................................................... 595 Use of Force................................................................................................................................... 596 Juvenile Petition .............................................................................................................................. 597 Juvenile Disposition Report ............................................................................................................... 599 Sentence/Juvenile Condition ............................................................................................................. 600 Accident Report .............................................................................................................................. 602 Judgement ...................................................................................................................................... 603

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Page 465

Arrest
Definition:
Legal Detainment. For juveniles, this is called a petition. It's the same in terms of evidence and the officer's behavior.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may be associated with one other Arrest may be associated with many other Arrests may never be associated with another Arrest (eg., may not need to be cross-referenced to another Arrest) must be made by at least one Officer may be made by many Officers must be for one and only one Subject may contain one Outstanding Document may contain many Outstanding Documents may never contain an Outstanding Document (eg., because there was not one) may lead to one Search may never lead to a Search (eg., no search required ... arrest made on an OFA) may be documented by one Analyst may never be documented by an Analyst (eg.,documented only by the arresting officer ) must involve at least one Arrest Related Officer may involve many Arrest Related Officers may have one Victim/Witness may have many Victim/Witnesses may never have a Victim/Witness (eg., OFA ) must have at least one Charge may have many Charges may include one Citation may include many Citations may never include a Citation (eg., non-traffic arrest) may include one Affidavit may include many Affidavits may never include an Affidavit (eg., a warrant arrest) may result in one Case may result in many Cases may never result in a Case (eg., Magistrate finds no probable cause) must include one and only one Address may result in one Interview may result in many Interviews may never result in an Interview (eg., Subject is Federal prisoner ) must result in at least one Release may result in many Releases(definition of release) must come before at least one Magistrate may come before many Magistrates may result in the seizure of one Vehicle may never result in the seizure of a Vehicle (eg., non DWI offence) must result in one and only one Magistrate's Order may result in one Revocation may never result in a Revocation (eg., non DWI offence)

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• • • • • • • • • • • • •

may result from one Incident may result from many Incidents may never result from an Incident (eg., charge from another county, or from a citation) may result from one Jail incident report may result from many Jail incident reports may never result from a Jail incident report (eg., different kind of arrest) may result from one Court order may never result from a Court order (eg., other type of arrest) may result in one Evidence may result in many Evidences may never result in an Evidence (eg., none collected) may require one Substance test may never require a Substance test (eg., no evidence of impairment)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • Arrest PID hold reason code Combative, Intoxicated, Not fingerprinted Arrest delete/terminated reason code Arrest hearing postponement reason code Arrest status code Partial, Hospital, Delete, Terminated, Closed, Open Arrest type code Visual, Warrant, Visual / warrant, OFA, State wanted Arrest number Arrest traffic related indicator yes/no Arrest DWI related indicator yes/no Date of arrest completion Time of arrest completion Arrest impaired indicator yes/no Date of arrest Time of arrest Arrest reason comment leading to charge narrative text Arrest target 100 identified indicator yes/no Date of arrest identification completion Time of arrest identification completion Date of arrest subject hold for PID Time of arrest subject hold for PID Date of arrest subject release from PID hold Time of arrest subject release from PID hold Date of parent notification Time of parent notification Date of school notification Time of school notification Arrest SBI/DCI interface indicator yes/no Arrest visual description narrative narrative text Arrest subject hold duration

Business Requirements Specification

Page 467

• • • • • •

in time period Arrest subject hold reason narrative narrative text Date of arrest initial hearing scheduled Time of arrest initial hearing scheduled Date of arrest initial hearing actual Time of arrest initial hearing actual Arrest subject armed indicator yes/no

Primary Identifier:
• Arrest-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • • • • • • • • Arrest-id (MV) Officer-id (MV) Subject-id (MV) Outstanding Document-id (MV) Search-id Analyst-id Arrest Related Officer-id (MV) Victim/Witness-id (MV) Charge -id (MV) Citation-id (MV) Affidavit-id (MV) Case-id (MV) Address-id Interview-id (MV) Release-id (MV) Magistrate-id (MV) Vehicle-id Magistrate's Order-id Revocation-id Incident / Complaint-id (MV) Jail Incident Report-id (MV) Court Order-id (MV) Evidence-id (MV) Substance Test-id

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Officer
Definition:
A person with the power to arrest. May be a sheriff's deputy, probation officer,

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may make one Arrest may make many Arrests may never make an Arrest (eg., ) may arrest one Subject may arrest many Subjects may never arrest a Subject (eg., never need to) must be employed at least one Agency may be employed many Agencys may perform one Search may perform many Searches may never perform a Search (eg., not required) may act as one Arrest Officer may act as many Arrest Officers may never act as an Arrest Officer (eg., never involved in an arrest ... a sheriffs department jail officer) may issue one Charge may issue many Charge s may never issue a Charge (eg., Officer never issued a charge) may issue one Citation may issue many Citations may never issue a Citation (eg., not an officer who issues traffic citations) may swear one Affidavit may swear many Affidavits may never swear an Affidavit (eg., may never need to) may participate one Interview may participate many Interviews may never participate an Interview (eg., ) may participate one Court Appearance may participate many Court Appearances may never participate a Court Appearance (eg., ) may request the seizure of one Vehicle may request the seizure of many Vehicles may never request the seizure of a Vehicle (eg., no call to request a seizure) may make one Petition may make many Petitions may never make a Petition (eg., never required to do so) may make one O/S Document Request may make many O/S Document Requests may never make an O/S Document Request (eg., no call to request an O/S document) may be the subject of one Magistrate Alert Notice may be the subject of many Magistrate Alert Notices may never be the subject of a Magistrate Alert Notice (eg., never deemed to be required to be the subject of a notice) may request one Revocation may request many Revocations

Business Requirements Specification

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• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

may never request a Revocation (eg., never attends a DWI call) may be assigned to one Probation (Parole) may be assigned to many Probation (Parole)s may never be assigned to a Probation (Parole) (eg., never assigned to a subject probation/parole) may make one Verification may make many Verifications may never make a Verification (eg., in some other department) may produce one Police Investigative Report may produce many Police Investigative Reports may never produce a Police Investigative Report (eg., does different work) may provide input for one DTC Progress Report may provide input for many DTC Progress Reports may never provide input for a DTC Progress Report (eg., only probation officers do this) may create one Jail incident report may create many Jail incident reports may never create a Jail incident report (eg., does different work) may review one Subject Special Circumstance may review many Subject Special Circumstances may never review a Subject Special Circumstance (eg.,officer never reviewed special circumstance) may issue one Proof of jail report may issue many Proof of jail reports may never issue a Proof of jail report (eg., not in their job) may collect one Evidence may collect many Evidences may never collect an Evidence (eg., not in their job) may attempt to serve one Outstanding document service may attempt to serve many Outstanding document services may never attempt to serve an Outstanding document service (eg., not in their job) may have one Officer court availability may have many Officer court availabilitys may never have an Officer court availability (eg., doesn't appear in court) may provide one Image (photograph) may provide many Image (photograph)s may never provide an Image (photograph) (eg., never took image) may be involved with one Use of force may be involved with many Use of forces may never may be involved with an Use of force (eg., none encountered in jail)

Data Attributes:
• • • • • • • • • • • • • Officer code (MV) Officer social security number Date of officer name effective (MV) Time of officer name effective (MV) Officer suffix name code (MV) Officer rank code (MV) Date of officer name end (MV) Time of officer name end (MV) Officer last name (MV) Officer middle name (MV) Officer first name (MV) Officer qualification/certification code (MV) e.g. chemical analyst Date of officer qualification/certification code effective (MV)

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Business Requirements Specification

• • • • • • • • • • • • • •

Time of officer qualification/certification code effective (MV) Date of officer qualification/certification code termination (MV) Time of officer qualification/certification code termination (MV) Officer qualification/certification type (MV) Officer agency code (MV) Date of officer employment starts (MV) Time of officer employment starts (MV) Officer department code (MV) Officer district code (MV) Officer work shift code (MV) Officer code literal (MV) Date of officer employment separation (MV) Time of officer employment separation (MV) Officer employment separation narrative (MV)

Primary Identifier:
• Officer-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • • • • • • • • • • • Arrest-id (MV) Subject-id (MV) Agency-id (MV) Search-id (MV) Arrest Related Officer-id (MV) Charge -id (MV) Citation-id (MV) Affidavit-id (MV) Interview-id (MV) Court Appearance-id (MV) Vehicle-id (MV) Petition-id (MV) O/S Document Request-id (MV) Magistrate Alert Notice-id (MV) Revocation-id (MV) Probation (Parole)-id (MV) Verification-id (MV) Police Investigative Report-id (MV) Subject Program Status-id (MV) Jail Incident Report-id (MV) Subject Special Circumstance-id (MV) Proof of Jail Report-id (MV) Evidence-id (MV) Outstanding Document Service-id (MV) Officer Court Availability-id (MV) Image (photograph)-id (MV) Use of Force-id (MV)

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Subject
Definition:
A person processed by the MC CJS. Defendant, Client, Inmate, Suspect

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may have one Arrest may have many Arrests may never have an Arrest (eg., no probable cause, illegal arrest) must be processed by at least one Officer may be processed by many Officers may have one Outstanding Document may have many Outstanding Documents may never have an Outstanding Document (eg., ) must be for at least one Search may be for many Searches must be processed by at least one Arrest Officer may be processed by many Arrest Officers may have one Employment may have many Employments may never have an Employment (eg., unemployed or juvenile) must be at least one Charge may be many Charges may have one Citation may have many Citations may never have a Citation (eg., arrested for something else other than citation) may be one Target may never be a Target (eg.,because they are first time offender or may never have been identified as a target) may might be undergoing one Treatment may might be undergoing many Treatments may never might be undergoing a Treatment (eg., may never undergo treatment ) must have at least one Case may have many Cases may have one Fingerprint may have many Fingerprints may never have a Fingerprint (eg., Subject could have a PID hold and is released without being fingerprint-Policy Violation) must have at least one Name may have many Names may have one Phone Number may have many Phone Numbers may never have a Phone Number (eg., Subject may not have a phone) may have one Living Relationship may have many Living Relationships may never have a Living Relationship (eg., Subject living on the street or by themselves) may have one Address may have many Addresses may never have an Address (eg., Subject has no address or is homeless) may have one Interview

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Business Requirements Specification

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

may have many Interviews may never have an Interview (eg., Federal prisoner) may be the subject of one Release may be the subject of many Releases may never be the subject of a Release (eg., Subject does not qualify) may have one Reference may have many References may never have a Reference (eg., Lawyer may bond the Subject) may have one Court Appearance may have many Court Appearances may never have a Court Appearance (eg., No probable cause found by the Magistrate) may come before one Magistrate may come before many Magistrates may never come before a Magistrate (eg., federal inmate) may have one Vehicle may have many Vehicles may never have a Vehicle (eg., never arrested for a DWI offence) may be the subject of one Magistrate's Order may be the subject of many Magistrate's Orders may never be the subject of a Magistrate's Order (eg., federal inmate) may be the subject of one Petition may be the subject of many Petitions may never be the subject of a Petition (eg., subject of a simple arrest) may be the subject of one O/S Document Request may be the subject of many O/S Document Requests may never be the subject of an O/S Document Request (eg., arrested only on a visual arrest basis) may be the subject of one Magistrate Alert Notice may be the subject of many Magistrate Alert Notices may never be the subject of a Magistrate Alert Notice (eg., never required to be the subject due to conduct) may make one Payment may make many Payments may never make a Payment (eg., never required to pay - bonds out) may be the subject of one Revocation may be the subject of many Revocations may never be the subject of a Revocation (eg., not arrested on a DWI offence) may have one Jail housing may have many Jail housings may never have a Jail housing (eg., citation) may be subject of one Assignment may be subject of many Assignments may never be subject of an Assignment (eg., private attorney) may be represented by one Attorney may be represented by many Attorneys may never be represented by an Attorney (eg., represent themselves) may have one Probation may have many Probations may never have a Probation (eg., didn't qualify) may have one Subject history record may have many Subject history records may never have a Subject history record (eg., first time offender) may be involved in one Incident may be involved in many Incidents

Business Requirements Specification

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• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

may never be involved in an Incident (eg., out of county) may have one Personal contact may have many Personal contacts may never have a Personal contact (eg., ) may is subject of one Writ may is subject of many Writs may never is subject of a Writ (eg., nobody wants the subject) may could have one DTC Referral may could have many DTC Referrals may never could have a DTC Referral (eg., never have a referral may is responsible for paying one Criminal Cost Bill may is responsible for paying many Criminal Cost Bills may never is responsible for paying a Criminal Cost Bill (eg., no bill for this person) may be assigned one Payment Plan may be assigned many Payment Plans may never be assigned a Payment Plan (eg., ) may is the subject of one Initial assessment breakdown may never is the subject of an Initial assessment breakdown (eg., bonded out) may is the subject of one Jail incident report may is the subject of many Jail incident reports may never is the subject of a Jail incident report (eg., good person) may is the subject of one Inmate assessment may is the subject of many Inmate assessments may never is the subject of an Inmate assessment (eg., bonded out and case went away) may is the subject of one Inmate referral may is the subject of many Inmate referrals may never is the subject of an Inmate referral (eg., no referrals) may belong to one Subject special circumstance may belong to many Subject special circumstances may never belong to a Subject special circumstance (eg., ) may receive one Visitation may receive many Visitations may never receive a Visitation (eg., no visitors) may initiate one Grievance may initiate many Grievances may never initiate a Grievance (eg., ) may be the topic of one Court order may be the topic of many Court orders may never be the topic of a Court order (eg., ) may is the subject of one Subject Hold may is the subject of many Subject Holds may never is the subject of a Subject Hold (eg., no holds for this subject) may request one Probation/Parole Travel Plan may request many Probation/Parole Travel Plans may never request a Probation/Parole Travel Plan (eg., never requested one) may have one Proof of jail report may have many Proof of jail reports may never have a Proof of jail report (eg., not a report-in) may be assigned to many Subject Class / orientation assignments (orientation and class are done at the same time) may never be assigned to a Subject Class / orientation assignment (eg., program treatment not required) may have one Structured Day Log

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Business Requirements Specification

• • • • • • • • • • • • • • • •

may have many Structured Day Logs may never have a Structured Day Log (eg., not in the sdp) may be subject to recording one Structured day subject schedule may be subject to recording many Structured day subject schedules may never be subject to recording a Structured day subject schedule (eg., not in the sdp) may have one Substance test may have many Substance tests may never have a Substance test (eg., no need to test) must have at least one Image (photograph) may have many Image (photograph)s may have one Juvenile petition may have many Juvenile petitions may never have a Juvenile petition (eg., never a juvenile offender) may have one Juvenile disposition report may have many Juvenile disposition reports may never have a Juvenile disposition report (eg., never processed as a juvenile)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Subject fugitive charge indicator Subject Print-Trak fingerprint class code Subject FBI fingerprint class code Subject military branch code Subject birth state code Subject required interpreter language code Subject do not release code Status 58 Subject extradition parameter limitation code Limitation Subject process status code ID, Arrestee, Defendant, Offender Subject gender code Subject ethnic origin code e.g. race Subject hair color code Subject eye color code Subject hair style Subject age Date of subject birth Subject height Subject weight Subject SSN number Subject PID number Subject FBI number Subject alien registration number Subject military identification Subject highest education level attained number Date of subject registered as sex offender Time of subject registered as sex offender Date of subject concealed permit issued Time of subject concealed permit issued Date of subject concealed permit revoked Time of subject concealed permit revoked Date of subject projected release

Business Requirements Specification

Page 475

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Time of subject projected release Subject federal prisoner indicator yes/no Subject OPUS number The OPUS number is an alternate identifier of a subject when entered into the Community Corrections system. Date of subject NC sex offender registration required Time of subject NC sex offender registration required Subject DNA on file indicator yes/no Subject DNA id Subject type id individual, organization Subject juvenile medical consent indicator yes/no, Shocap (Juvenile) Subject mugshot image available indicator yes/no Subject pregnant indicator yes/no Date of subject pregnancy due Subject birth place Subject PID number updated by analyst Subject drivers license state code (MV) Subject drivers license number (MV) Subject drivers license status indicator (MV) r=revoked, l=limited driving privilege Subject disability code (MV) Subject court ordered action taken by judge number (MV) Subject court ordered action by judge narrative (MV) narrative text, e.g. pregnancy test Date of subject court ordered action by judge (MV) Time of subject court ordered action by judge (MV) Date of subject court ordered action completion (MV) Time of subject court ordered action completion (MV) Subject court ordered action prior to release indicator (MV) yes/no Subject identifying body mark narrative (MV) narrative text, scars, tattoos Subject gang affiliation name (MV) narrative text Subject spoken language narrative (MV) narrative text Subject passport number (MV) Subject passport jurisdiction name (MV) narrative text Subject assigned juvenile judge number (MV) Subject CJIS system code (MV) Subject CJIS system subject ID (MV) Subject other local agency suffix name code (MV) Subject other local agency number (MV) Donor #, voters registration, memberships Subject other local agency name (MV) Subject other local agency first name (MV)

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Business Requirements Specification

• • • • • • • • • • • • • • •

Subject other local agency middle name (MV) Subject other local agency last name (MV) Subject alternate ID (MV) Subject alternate ID issuing agency code (MV) Subject assigned probation officer code (MV) Date of subject probation officer assignment (MV) Time of subject probation officer assignment (MV) Subject medical condition narrative (MV) narrative text, diabetes/epilepsy. This may be in MV table Subject medical consent indicator (MV) Subject medical situation narrative (MV) narrative text, emergency event (heart attack, diabetic shock, injury etc.)a medical condition could result in a medical situation i.e. a diabetic could go into shock while in custody. Date of subject considered suicidal (MV) Time of subject considered suicidal (MV) Subject considered suicidal risk assessment narrative (MV) narrative text Subject SID number (MV) Subject SID number with appendix code Subject NCIC number (MV) federal number. aka, NIC number

Primary Identifier:
• Subject-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • • • • • • • • • • Arrest-id (MV) Officer-id (MV) Outstanding Document-id (MV) Search-id (MV) Arrest Related Officer-id (MV) Employment/Education-id (MV) Charge -id (MV) Citation-id (MV) Target 100-id Treatment-id (MV) Case-id (MV) Fingerprint-id (MV) Name-id (MV) Phone Number-id (MV) Relationship-id (MV) Address-id (MV) Interview-id (MV) Release-id (MV) Reference-id (MV) Court Appearance-id (MV) Magistrate-id (MV) Vehicle-id (MV) Magistrate's Order-id (MV) Petition-id (MV) O/S Document Request-id (MV) Magistrate Alert Notice-id (MV)

Business Requirements Specification

Page 477

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Payment-id (MV) Revocation-id (MV) Jail housing-id (MV) Assignment-id (MV) Attorney-id (MV) Probation (Parole)-id (MV) Subject History Record-id (MV) Incident / Complaint-id (MV) Personal Contact-id (MV) Writ-id (MV) Subject Program Status-id (MV) Criminal Cost Bill-id (MV) Payment Plan-id (MV) Initial Assessment Breakdown-id (MV) Jail Incident Report-id (MV) Subject Assessment-id (MV) Subject Program Referral-id (MV) Subject Special Circumstance-id (MV) Visitation-id (MV) Grievance-id (MV) Court Order-id (MV) Subject Hold-id (MV) Probation/Parole Travel Plan-id (MV) Proof of Jail Report-id (MV) Subject Class / Orientation Assignment-id (MV) Structured Day Log-id (MV) Structured Day Subject Schedule-id (MV) Substance Test-id (MV) Image (photograph)-id (MV) Juvenile Petition-id (MV) Juvenile Disposition Report-id (MV)

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Business Requirements Specification

Outstanding Document
Definition:
Unserved process document that can lead to an arrest

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may be served one Arrest may never be served an Arrest (eg., ) must be for one and only one Subject may be related to one other Outstanding Document may be related to many other Outstanding Documents may never be related to another Outstanding Document (eg., no cross-reference applicable) must have at least one Search may have many Searches may be created by one Analyst may never be created by an Analyst (eg., created by a magistrate) must have at least one Charge may have many Charges may have one Citation may never have a Citation (eg., Not traffic related, OUTOFCOUNTY) may have one Affidavit may have many Affidavits may never have an Affidavit (eg., if felony, no affidavit) must contain at least one Name may contain many Names must contain at least one Address may contain many Addresss may be part of one Document Transfer may be part of many Document Transfers may never be part of a Document Transfer (eg., Could be expired and never leave) may issued by one Magistrate may never issued by a Magistrate (eg., issued by a judge) may be the subject of one Magistrate's Order may never be the subject of a Magistrate's Order (eg., never served) may be the result of one O/S Document Request may never be the result of an O/S Document Request (eg., issued by a judge for fail to appear) may pertain to one Magistrate Alert Notice may pertain to many Magistrate Alert Notices may never pertain to a Magistrate Alert Notice (eg., no notice for any of the participants) may result from one Incident may never result from an Incident (eg., citation) must result in at least one Subject Hold may result in many Subject Holds may lead to one Bill of indictment (Only occurs on an "Original" bill) may never lead to a Bill of indictment (eg., bill results from a district court case) must be served via at least one Outstanding document service may be served via many Outstanding document services

Data Attributes:

Business Requirements Specification

Page 479

• •

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

OS document disposition code Stricken, served OS document type code Warrant, OFA, WFA, Restraining Order, WANT, Summons, parole violation, writ, federal detainer, immigration detainer, military detainer, mittimus, form 6, governor's order/warrant, show cause, DAPP 12, criminal judgement OS document do not serve reason code OS document dismissal reason code OS document purge reason code OS document courtroom code type of court (district/superior) OS document issuing agency code The agency that issued the warrant (i.e. parole board etc.) Separate from agency issuing document. OS document originator suffix name code OS document holder agency code CTSV, Mag, MCSO, OUTOFC, CSC, DCC, CMPD, DA OS document arrest warrant county code OS document court session id OS document repository number can be system generated Date of OS document issued Time of OS document issued Date of OS document expiration Time of OS document expiration Date of OS document entered Could be the same as date added Time of OS document entered Could be the same as time added OS document case number Date of OS document do not serve request Time of OS document do not serve request Date of OS document do not serve expiration Time of OS document do not serve expiration Date of OS document outofcounty agency advised Time of OS document outofcounty agency advised OS document outofcounty agency indicator yes/no Date of OS document dismissed Time of OS document dismissed Date of OS document purged from repository Time of OS document purged from repository OS document appeared indicator yes/no Appeared in the context of a criminal summons which can never lead to an arrest. OS document person/business originating indicator OS document person originating document first name OS document person originating document middle name OS document person originating document last name OS document business originator name Date of OS document court appearance Time of OS document court appearance OS document subpoena description narrative narrative text a “call” forward which can be verbal or written asking an agency to produce certain documents to the court.

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Business Requirements Specification

• • • • • • • • • • • • • • • • •

Date of OS document required Time of OS document required OS document required location OS document compliance amount OS document warrant amendment narrative narrative text OS document complaint number Date of OS document disposition Time of OS document disposition Date of OS document record update Time of OS document record update OS document officer witness code (MV) OS document witness first name (MV) OS document witness middle name (MV) OS document witness last name (MV) OS document charge code (MV) OS document charge check amount (MV) OS document witness subpoenaed indicator (MV)

Primary Identifier:
• Outstanding Document-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • • • Arrest-id (MV) Subject-id (MV) Outstanding Document-id (MV) Search-id (MV) Analyst-id Charge -id (MV) Citation-id (MV) Affidavit-id (MV) Name-id (MV) Address-id (MV) Document Transfer-id (MV) Magistrate-id Magistrate's Order-id O/S Document Request-id Magistrate Alert Notice-id (MV) Incident / Complaint-id Subject Hold-id (MV) Bill of Indictment-id Outstanding Document Service-id (MV)

Business Requirements Specification

Page 481

Agency
Definition:
A Group of people participating in the administration of the criminal justice system.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may have employed one Officer may have employed many Officers may never have employed an Officer (eg., no law enforcement personnel employed in that agency) may be represented by one Analyst may be represented by many Analysts may never be represented by an Analyst (eg., not required, agency identify only required) may be represented by one Arrest Officer may be represented by many Arrest Officers may never be represented by an Arrest Officer (eg., an agency that doesn't have officers) may conduct one Interview may conduct many Interviews may never conduct an Interview (eg., non interviewing agency) may participate in one Document Transfer may participate in many Document Transfers may never participate in a Document Transfer (eg., Small rural police) may have one Magistrate may have many Magistrates may never have a Magistrate (eg., police agency) may request one Petition may request many Petitions may never request a Petition (eg., agency does not have the authority to do so) may make one O/S Document Request may make many O/S Document Requests may never make an O/S Document Request (eg., never has the requirement to do so) may be the subject of one Magistrate Alert Notice may be the subject of many Magistrate Alert Notices may never be the subject of a Magistrate Alert Notice (eg., never conducts itself in a manner that would make it the subject of a notice) may responsible for the content of/the source of one Subject history record may responsible for the content of/the source of many Subject history records may never responsible for the content of/the source of a Subject history record (eg., not ever an outside source) may perform one Personal contact may perform many Personal contacts may never perform a Personal contact (eg., no need) may request one Writ may request many Writs may never request a Writ (eg., agency does not require the person) may be requested to provide services for one Inmate referral may be requested to provide services for many Inmate referrals may never be requested to provide services for an Inmate referral (eg., have no programs) may request one Court order may request many Court orders may never request a Court order (eg., agency has no need)

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Business Requirements Specification

• • • • • •

may place one Subject Hold may place many Subject Holds may never place a Subject Hold (eg., agency doesn't do that) may submit one Juvenile disposition report may submit many Juvenile disposition reports may never submit a Juvenile disposition report (eg., not involved with juveniles)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • Agency phone number area code Agency code Agency primary contact suffix name code Agency funding source code State, federal, county, private, city Agency address city Agency address state code Agency address zip Agency address street direction code Agency address street type code Agency address premises type narrative Agency primary contact first name Agency primary contact middle name Agency primary contact last name Agency type narrative Agency address house number Agency address apt/unit number Agency address street name Agency phone number Agency name Agency department code (MV) From department, we should create a department code table so address can be contained therein also.

Primary Identifier:
• Agency-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • Officer-id (MV) Analyst-id (MV) Arrest Related Officer-id (MV) Interview-id (MV) Document Transfer-id (MV) Magistrate-id (MV) Petition-id (MV) O/S Document Request-id (MV) Magistrate Alert Notice-id (MV) Subject History Record-id (MV) Personal Contact-id (MV) Writ-id (MV) Subject Program Referral-id (MV) Court Order-id (MV) Subject Hold-id (MV)

Business Requirements Specification

Page 483

•

Juvenile Disposition Report-id (MV)

Page 484

Business Requirements Specification

Search
Definition:
A Record of an attempt to locate information.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • may result in one Arrest may never result in an Arrest (eg.,no arrest or a document search only ) may be requested by one Officer may never be requested by an Officer (eg., mail bondsman) must be for one and only one Subject may have one Outstanding Document may have many Outstanding Documents may never have an Outstanding Document (eg., there was not any) must be performed by one and only one Analyst may be requested by one Arrest Officer may be requested by many Arrest Officers may never be requested by an Arrest Officer (eg., not required) may refer to one Case may refer to many Cases may never refer to a Case (eg., no case) may have one Name may have many Names may never have a Name (eg., no search requested) may result in one Subject history record may never result in a Subject history record (eg., internal searches only) may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., not necessary)

Data Attributes:
• • • Search conducted by employee type code (MV) search by analyst, judge, magistrate, officer . Some search require the employee have qualification. Search DCI responding state code (MV) Search result/disposition type code (MV) No outstanding document Outstanding document not found Outstanding document is found Search type code (MV) O/S document if it matched, PMNI, CIS, DCI QH,DCI QR, F/P, DMV, employment security commission, ... Fingerprint search criteria code (MV) A, G, H, J, W, Y Date of search requested (MV) Time of search requested (MV)

• • • •

Primary Identifier:
• Search-id

Business Requirements Specification

Page 485

Logical Foreign Keys:
• • • • • • • • • • Arrest-id (MV) Officer-id (MV) Subject-id (MV) Outstanding Document-id (MV) Analyst-id (MV) Arrest Related Officer-id (MV) Case-id (MV) Name-id (MV) Subject History Record-id (MV) Subject Hold-id (MV)

Page 486

Business Requirements Specification

Analyst
Definition:
A criminal justice civilian employee.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may create one Arrest may create many Arrests may never create an Arrest (eg., not required) may create one Outstanding Document may create many Outstanding Documents may never create an Outstanding Document (eg., not certified) must represent at least one Agency may represent many Agencys may perform one Search may perform many Searches may never perform a Search (eg., they were hired and then terminated) may notarize one Affidavit may notarize many Affidavits may never notarize an Affidavit may interview one Target may interview many Targets may never interview a Target (eg., not required) may match one Fingerprint may match many Fingerprints may never match a Fingerprint (eg., Analyst may not be certified) may conduct one Interview may conduct many Interviews may never conduct an Interview (eg., Analyst not certified) may recommend one Release may recommend many Releases may never recommend a Release (eg., Analyst not RA Analyst) may obtain one Reference may obtain many References may never obtain a Reference (eg., person refuses to give reference) may be called to court one Court Appearance may be called to court many Court Appearances may never be called to court a Court Appearance (eg., not subpoena) may record one Document Transfer may record many Document Transfers may never record a Document Transfer (eg., Case Manager and not allowed to) may record one Expunge may record many Expunges may never record an Expunge (eg., because Analyst is not allowed to do so) may prepares / requests one Continuance may prepares / requests many Continuances may never prepares / requests a Continuance (eg., ) may prepares / requests one Subject history record may prepares / requests many Subject history records may never prepares / requests a Subject history record (eg., )

Business Requirements Specification

Page 487

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

may prepare / request one Verification may prepare / request many Verifications may never prepare / request a Verification (eg., analyst never preparedor conducted verification) may prepares / requests one Case appeal may prepares / requests many Case appeals may never prepares / requests a Case appeal (eg., ) may prepares / requests one Writ may prepares / requests many Writs may never prepares / requests a Writ (eg., ) may prepares / requests one DTC Progress Report may prepares / requests many DTC Progress Reports may never prepares / requests a DTC Progress Report (eg., ) may prepares / requests one Criminal Cost Bill may prepares / requests many Criminal Cost Bills may never prepares / requests a Criminal Cost Bill (eg., ) may prepares / requests one Payment Plan may prepares / requests many Payment Plans may never prepares / requests a Payment Plan (eg., ) may prepares / requests one Initial assessment breakdown may prepares / requests many Initial assessment breakdowns may never prepares / requests an Initial assessment breakdown (eg., ) may prepares / requests one Inmate assessment may prepares / requests many Inmate assessments may never prepares / requests an Inmate assessment (eg., ) may prepares / requests one Inmate referral may prepares / requests many Inmate referrals may never prepares / requests an Inmate referral (eg., ) may prepares / requests one Subject special circumstance may prepares / requests many Subject special circumstances may never prepares / requests a Subject special circumstance (eg., ) may prepares / requests one Court order may prepares / requests many Court orders may never prepares / requests a Court order (eg., ) may author/be responsible for one DTC Progress Report may author/be responsible for many DTC Progress Reports may never author/be responsible for a DTC Progress Report (eg., not part of their job) may prepare/author one Structured sentence worksheet may prepare/author many Structured sentence worksheets may never prepare/author a Structured sentence worksheet (eg., not part of their job) may authorize one Probation/Parole Travel Plan may authorize many Probation/Parole Travel Plans may never authorize a Probation/Parole Travel Plan (eg., not part of their job) may test one Evidence may test many Evidences may never test an Evidence (eg., not a lab tech) may assign one Subject Class / orientation assignment may assign many Subject Class / orientation assignments may never assign a Subject Class / orientation assignment (eg., not part of their job) may approve one Structured Day Log may approve many Structured Day Logs may never approve a Structured Day Log (eg., not an sdp staff member) may check one Structured day subject schedule may check many Structured day subject schedules

Page 488

Business Requirements Specification

• • • • • • • • • •

may never check a Structured day subject schedule (eg., not and sdp staff member) may witness or conduct one Substance Test may witness or conduct many Substance Tests may never witness or conduct a Substance Test (eg., never assisted with test) (a sergeant) may investigate one Use of force may investigate many Use of forces may never investigate an Use of force (eg., not in job duties) may submit one Juvenile disposition report may submit many Juvenile disposition reports may never submit a Juvenile disposition report (eg., not involved with juveniles)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • Analyst suffix name code Analyst first name Analyst middle name Analyst last name Analyst county RACF ID Analyst state RACF ID Analyst personnel number (MV) ID or code number that will be recorded on transactions for audit purposes. Can a person have more than one analyst code if they work for more than one agency/department? Analyst work shift code (MV) Analyst employment agency code (MV) Analyst employment agency department code (MV) Date of analyst employment effective (MV) Time of analyst employment effective (MV) Date of analyst employment termination (MV) Time of analyst employment termination (MV) Analyst application qualification/certification code (MV) Date of analyst application qualification/certification effective (MV) Time of analyst application qualification/certification effective (MV) Date of analyst application qualification/certification expiration (MV) Time of analyst application qualification/certification expiration (MV) Analyst system qualification/certification code (MV) Date of analyst system qualification/certification effective (MV) Time of analyst system qualification/certification effective (MV) Date of analyst system qualification/certification expiration (MV) Time of analyst system qualification/certification expiration (MV)

Primary Identifier:
• Analyst-id

Logical Foreign Keys:
• • • • • • • • • Arrest-id (MV) Outstanding Document-id (MV) Agency-id (MV) Search-id (MV) Affidavit-id (MV) Target 100-id (MV) Fingerprint-id (MV) Interview-id (MV) Release-id (MV)

Business Requirements Specification

Page 489

• • • • • • • • • • • • • • • • • • • • • • • • • • •

Reference-id (MV) Court Appearance-id (MV) Document Transfer-id (MV) Expungement-id (MV) Continuance-id (MV) Subject History Record-id (MV) Verification-id (MV) Case appeal-id (MV) Writ-id (MV) Subject Program Status-id (MV) Criminal Cost Bill-id (MV) Payment Plan-id (MV) Initial Assessment Breakdown-id (MV) Subject Assessment-id (MV) Subject Program Referral-id (MV) Subject Special Circumstance-id (MV) Court Order-id (MV) Subject Program Progress Report-id (MV) Structured Sentence Worksheet-id (MV) Probation/Parole Travel Plan-id (MV) Evidence-id (MV) Subject Class / Orientation Assignment-id (MV) Structured Day Log-id (MV) Structured Day Subject Schedule-id (MV) Substance Test-id (MV) Use of Force-id (MV) Juvenile Disposition Report-id (MV)

Page 490

Business Requirements Specification

Arrest Related Officer
Definition:
A Record of the Officer's Role in a specific Arrest.

Business Rules:
• • • • • • • • • • • • • • must participate at least one Arrest may participate many Arrests must be one and only one Officer must arrest at least one Subject may arrest many Subjects must belong to at least one Agency may belong to many Agencies (one at a time) may request one Search may request many Searchs may never request a Search (eg., never attempted to serve and os document) may participate one Court Appearance may participate many Court Appearances may never participate a Court Appearance (eg., )

Data Attributes:
• • Arrest related officer code Any officer serving a role in the arrest process Arrest related officer role code Complainant, Witness, Complainant Witness, Assisting, Transporting, Booking, Searching, Investigating, Officer in charge When an officer is a witness the role is documented here rather than as a relationship with the VICTIM/WITNESS object

Primary Identifier:
• Arrest Related Officer-id

Logical Foreign Keys:
• • • • • • Arrest-id (MV) Officer-id (MV) Subject-id (MV) Agency-id (MV) Search-id (MV) Court Appearance-id (MV)

Business Requirements Specification

Page 491

Victim/Witness
Definition:
Civilian Observer/Victim of Crime. When an officer is a witness the officer's role as a witness is documented through the ARREST OFFICER object.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • must be at least one Arrest may be many Arrests may have one Phone Number may have many Phone Numbers may never have a Phone Number (eg., Subject is homeless or does not give it in) may have one Address may have many Addresses may never have an Address (eg., Subject is homeless or address is unknown) may have one Reference may have many References may never have a Reference (eg., don't have a clue) may participate one Court Appearance may participate many Court Appearances may never participate a Court Appearance (eg., ) may make one O/S Document Request may make many O/S Document Requests may never make an O/S Document Request (eg., just a victim reported by the police) may be the subject of one Magistrate Alert Notice may be the subject of many Magistrate Alert Notices may never be the subject of a Magistrate Alert Notice (eg., no need to be included on the notice) may be included in one Probation (Parole) may be included in many Probation (Parole)s may never be included in a Probation (Parole) (eg., ) may is involved in one Incident may is involved in many Incidents may never is involved in an Incident (eg., ) may complete one Victim Impact Statement may complete many Victim Impact Statements may never complete a Victim Impact Statement (eg., ) may be returned by one Writ may be returned by many Writs may never be returned by a Writ (eg., ) may be required to testify for one Bill of indictment may be required to testify for many Bill of indictments may never be required to testify for a Bill of indictment (eg., none required)

Data Attributes:
• • Victim/Witness corporate contact person suffix name code Victim/Witness required interpreter language code spanish, german, french

Page 492

Business Requirements Specification

• • • • • • • • • • • • • • • • • • • • • •

Victim/Witness employer name Victim/Witness age Victim/Witness date of birth Victim/Witness SSN number Victim/Witness ever reside with subject indicator as if married, share residence only Victim/Witness interpreter required indicator yes/no Victim/Witness subpoena required indicator yes/no Victim/Witness legal business/corporate name Victim/Witness business incorporation type indicator type Victim/Witness tax ID number Victim/Witness tax ID number jurisdiction narrative narrative text...Federal, State, City as well as corporate, individual Victim/Witness individual/business indicator i,b Victim/Witness corporate contact person first name Victim/Witness corporate contact person middle name Victim/Witness corporate contact person last name Victim/Witness business/corporate name Victim/Witness other ID (MV) Driver’s License, SSN, NCID Victim/witness indicator (MV) Witness, Victim Victim/Witness suffix name code (MV) Victim/Witness first name (MV) Victim/Witness middle name (MV) Victim/Witness last name (MV)

Primary Identifier:
• Victim/Witness-id

Logical Foreign Keys:
• • • • • • • • • • • • Arrest-id (MV) Phone Number-id (MV) Address-id (MV) Reference-id (MV) Court Appearance-id (MV) O/S Document Request-id (MV) Magistrate Alert Notice-id (MV) Probation (Parole)-id (MV) Incident / Complaint-id (MV) Victim Impact Statement-id (MV) Writ-id (MV) Bill of Indictment-id (MV)

Business Requirements Specification

Page 493

Employment/Education
Definition:
A record of a subject's job or school location.

Business Rules:
• • • • • • • must belong to one and only one Subject may have one Phone Number may have many Phone Numbers may never have a Phone Number (eg., not known) may have one Address may have many Addresss may never have an Address (eg., not known)

Data Attributes:
• • • • • • • • • • • • • • • • • Subject employment supervisor/education contact suffix name code Subject employment/education indicator Work, School Subject employment supervisor/education contact first name Subject employment supervisor/education contact middle name Subject employment supervisor/education contact last name Subject education provider name School name Date of subject education begin Time of subject education begin Date of subject education expected completion Time of subject education expected completion Subject employment work shift code (MV) Subject employer name (MV) Date of subject employment effective (MV) Time of subject employment effective (MV) Date of subject employment ending (MV) Time of subject employment ending (MV) Subject employment occupation (MV)

Primary Identifier:
• Employment/Education-id

Logical Foreign Keys:
• • • Subject-id (MV) Phone Number-id (MV) Address-id (MV)

Page 494

Business Requirements Specification

Charge
Definition:
A brief description of the alleged criminal act.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • must result in one and only one Arrest may be made by one Officer may be made by many Officers may never be made by an Officer (eg., ) must be against one and only one Subject may be contained on one Outstanding Document may be contained on many Outstanding Documents may never be contained on an Outstanding Document (eg., never committed the charge offense) may be contained on one Citation may be contained on many Citations may never be contained on a Citation (eg., charge may not be traffic or result from traffic citation) may lead to one Case may never lead to a Case (eg., dropped) may be contained on one Expungement may never be contained on an Expungement (eg., ) must be reviewed by at least one Magistrate may be reviewed by many Magistrates may be the subject of one Magistrate's Order may never be the subject of a Magistrate's Order (eg., removed by magistrate) may result in one Revocation may never result in a Revocation (eg., non DWI offence) may be subject of one Assignment may be subject of many Assignments may never be subject of an Assignment (eg., charge removed) may be contained on one Subject History Record may be contained on many Subject History Records may never be contained on a Subject History Record (eg., no prior history record(s)) must pertain to at least one Verification may pertain to many Verifications may be contained on one Incident / Complaint may be contained on many Incident / Complaints may never be contained on an Incident / Complaint (eg., ) may result from one Jail incident report may result from many Jail incident reports may never result from a Jail incident report (eg., a citation) may result in one Subject Hold may never result in a Subject Hold (eg., ) may require one Charge bond may require many Charge bonds (over time) may never require a Charge bond (eg., no bond required) may lead to one Bill of indictment may never lead to a Bill of indictment (eg., when it is not an original bill) may be supported by one Evidence may be supported by many Evidences

Business Requirements Specification

Page 495

• • •

may never be supported by an Evidence (eg., no evidence collected) may be recorded in one Juvenile petition may never be recorded in a Juvenile petition (eg., as part of an adult case)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • Actual charge code Charge magistrate disposition code No Probable Cause, Accepted, changed, removed, ... Charge magistrate disposition reason code Charge SBI check digit number generated in the AFIS Live scan Date of charge magistrate disposition Time of charge magistrate disposition Date of charge NPC notification to officer Time of charge NPC notification to officer Date of charge NPC finding Time of charge NPC finding Date of charge offense Time of charge offense Charge subject to victim rights indicator yes/no Actual charge statute number Actual charge literal narrative narrative text Actual charge class code from statute Proposed charge class code (MV) Charge comment code (MV) Other suspected codefendant NEC suffix name code (MV) Other suspected codefendant NEC first name (MV) Other suspected codefendant NEC middle name (MV) Other suspected codefendant NEC last name (MV) Proposed charge code (MV) Proposed charge statute number (MV) Proposed charge literal narrative (MV) narrative text Proposed charge accept/reject/change indicator (MV) Date of proposed charge code accept/reject/change (MV) Time of proposed charge code accept/reject/change (MV)

Primary Identifier:
• Charge -id

Logical Foreign Keys:
• • • • • • • • Arrest-id (MV) Officer-id (MV) Subject-id Outstanding Document-id (MV) Citation-id (MV) Case-id (MV) Expungement-id Magistrate-id (MV)

Page 496

Business Requirements Specification

• • • • • • • • • • • •

Magistrate's Order-id Revocation-id Assignment-id (MV) Subject History Record-id (MV) Verification-id (MV) Incident / Complaint-id (MV) Jail Incident Report-id (MV) Subject Hold-id (MV) Charge Bond-id (MV) Bill of Indictment-id Evidence-id (MV) Juvenile Petition-id

Business Requirements Specification

Page 497

Citation
Definition:
Order to appear in Court.

Business Rules:
• • • • • • • • • • • • • • must pertain to one and only one Arrest must be issued by one and only one Officer must be issued to one and only one Subject may be tied to one Outstanding Document may never be tied to an Outstanding Document (eg., not outofcounty WFA, no citation on o/s document) must contain at least one Charge may contain many Charge s may result in one Case may never result in a Case (eg., juvenile, incomplete information) may be ruled on by one Magistrate may be ruled on by many Magistrates may never be ruled on by a Magistrate (eg., ) may reference one Vehicle may never reference a Vehicle (eg., charged subject on non traffic offense within a citation)

Data Attributes:
• • • • • • • • • • • • Citation NCHP patrol area code Citation location narrative Highway, Unknown--NCHP only. Not a code table Citation number Citation accident related code F,I,P,N,U Citation commercial drivers license indicator yes/no Citation check digit number Citation SHP troop Citation SHP district Citation SHP code Citation hazardous material indicator Citation speed Citation speed zone

Primary Identifier:
• Citation-id

Logical Foreign Keys:
• • • • • • Arrest-id (MV) Officer-id (MV) Subject-id (MV) Outstanding Document-id Charge -id (MV) Case-id (MV)

Page 498

Business Requirements Specification

• •

Magistrate-id (MV) Vehicle-id

Business Requirements Specification

Page 499

Affidavit
Definition:
A sworn statement/testimony.

Business Rules:
• • • must pertain to one and only one Arrest must be sworn by one and only one Officer must be notarized by one and only one Analyst

Data Attributes:
• • • • • • • • • • • • • Affidavit sworn by officer code By law enforcement officer only. Affidavit purpose narrative Could be for pre arrest, post arrest, for warrant, chemical analyst, charging officer, arresting officer (pink), … Affidavit type code Visual Arrest, Fugative. Is "purpose" the right word to use here on this attribute name? Affidavit subject condition code Sober, Drinking, Drinking Heavily Date of sworn affidavit notarized Swearing by notory only Time of sworn affidavit notarized Swearing by notory only Affidavit DA prosecutorial concern indicator yes/no (Prosecutorial concern) Affidavit domestic violence related indicator yes/no Affidavit intoxilyzer result narrative narrative text Affidavit intoxilyzer type narrative narrative text. e.g. breath, blood Affidavit subject statement narrative narrative text. Statements made by subject Affidavit read rights to subject indicator yes/no Affidavit associated item type (MV) Could be for credit card, worthless check, stolen vehicle, breath test

Primary Identifier:
• Affidavit-id

Logical Foreign Keys:
• • • Arrest-id (MV) Officer-id (MV) Analyst-id (MV)

Page 500

Business Requirements Specification

Target 100
Definition:
A subject identified as of particular interest to law enforcement in Mecklenburg County. (Target 100)

Business Rules:
• • • may be one Subject may never be a Subject (eg., never through the system yet) must be identified as a target by one and only one Analyst

Data Attributes:
• • • • • • • • • • • • • Target 100 subject suffix name code Target 100 subject PID number Date of Target 100 effective begin Time of Target 100 effective begin Date of Target 100 effective end Time of Target 100 effective end Target 100 subject first name Target 100 subject middle name Target 100 subject last name Target 100 ethnic origin code Target 100 gender code Target 100 date of birth Target 100 submission reason

Primary Identifier:
• Target 100-id

Logical Foreign Keys:
• • Subject-id (MV) Analyst-id

Business Requirements Specification

Page 501

Treatment
Definition:
a statement of Professional assistance. e.g. drugs, alcohol, mental health, violence

Business Rules:
• • • • • • must apply one and only one Subject may result from one Inmate referral may result from many Inmate referrals may never result from an Inmate referral (eg.,subject received treatment outside of subject referral program) may result in one Subject Hold may never result in a Subject Hold (eg., doesn't apply)

Data Attributes:
• • • • • • • • Treatment intervention type code Medical, Psychological, Alcohol, Drug Treatment provided by agency code (MV) Treatment reason code (MV) Date of treatment begin (MV) Time of treatment begin (MV) Date of treatment end (MV) Time of treatment end (MV) Treatment information source code (MV) self, other person, agency

Primary Identifier:
• Treatment-id

Logical Foreign Keys:
• • • Subject-id (MV) Subject Program Referral-id (MV) Subject Hold-id

Page 502

Business Requirements Specification

Case
Definition:
A Record of court events related to a charge.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • must be associated with at least one Arrest may be associated with many Arrests must apply to one and only one Subject may be contained within one Search may be contained within many Searchs may never be contained within a Search (eg., ) must be based on at least one Charge may be based on many Charges (district court means two) may have one Citation may never have a Citation (eg., warrant, summons, magistrate's order) must be succeeded by one and only one Case may result in one Court Appearance may result in many Court Appearances may never result in a Court Appearance (eg., When the charge is NPC by the Magistrate) must be heard by at least one Magistrate may be heard by many Magistrates may apply to one Vehicle may never apply to a Vehicle (eg., non DWI offence) must be the subject of at least one Magistrate's Order may be the subject of many Magistrate's Orders may result in one Payment may never result in a Payment (eg., no payment required) may be subject of one Assignment may be subject of many Assignments may never be subject of an Assignment (eg., case removed) may be assigned to one Attorney may be assigned to many Attorneys may never be assigned to an Attorney (eg., pled guilty) may have one Disposition may have many Dispositions may never have a Case Chronicle (eg., case be deferred, subject never go to court) may be heard by one Judge may be heard by many Judges may never be heard by a Judge (eg., DA dismisses, traffic) may have one Continuance may have many Continuances may never have a Continuance (eg., not required) may result in one Victim Impact Statement may result in many Victim Impact Statements may never result in a Victim Impact Statement (eg.,none required ) may have one Case appeal may have many Case appeals may never have a Case appeal (eg., none required) may be joined by the DAs office via one Joinder

Business Requirements Specification

Page 503

• • • • • • • • •

may never be joined by the DAs office via a Joinder (eg., not required) may result in one Bill of indictment may never may result in a Bill of indictment (eg., a misdemeanor) may contain one Motion may contain many Motions may never contain a Motion (eg., no motions made) may have one Case review may have many Case reviews may never have a Case review (eg., dismissed prior to judge's review)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Case assigned to ADA number Capital case defense attorney number Case disposition type code Case disposition dismissal reason code Case committed to agency code Case level code Traffic, MISD., Felony, infraction. Case farm-out reason code Conflict, Overload, Pending, Duplicate (could this be a foreign key through the object assignment) Case initiated by code Magistrate, grand jury Case DTC case manager code Case court jurisdiction code superior court, district court Case farm-out attorney suffix name code Case subject interpreter suffix name code Case state interpreter suffix name code Case private defense attorney suffix name code Case number Case failure to appear in court counter Date of case created Time of case created Date of case received by public defender Time of case received by public defender Case farm-out attorney number all attorney's should go by their bar number Farm-out attorney first name Farm-out attorney middle name Farm-out attorney last name Discovery packet plea offer narrative Date of case farm-out attorney assignment Time of case farm-out attorney assignment Date of case farm-out notice sent Time of case farm-out notice sent Case internal public defender number Case subject interpreter first name Case subject interpreter middle name Case subject interpreter last name Case state interpreter first name Case state interpreter middle name Case state interpreter last name

Page 504

Business Requirements Specification

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Date of case public defender appointed Time of case public defender appointed Date of case waiver of appointed counsel Time of case waiver of appointed counsel Date of case waiver of extradition Time of case waiver of extradition Date of case extradition Time of case extradition Case private defense attorney first name Case private defense attorney middle name Case private defense attorney last name Case DA DV qualified indicator yes/no Date of case referral to Dispute Settlement Time of case referral to Dispute Settlement Date of case return from Dispute Settlement Time of case return from Dispute Settlement Case dispute settlement successful indicator yes/no Case defense pro se indicator yes/no Case plea narrative narrative text Case DA intent to indict indicator yes/no for VD to grand jury Case action title narrative narrative text. Capital case indicator yes/no Case release condition reason code (MV) Case release condition set by agency code (MV) Case release condition narrative (MV) narrative text Date of case release condition (MV) Time of case release condition (MV) Case DA bond hearing comment narrative (MV) narrative text. Notes from bond hearing Case DA assessment code (MV) accepted as is, accept needs further investigation, reject adequate investigation insufficient evidence, reject adequate investigation, Case further investigation requested indicator (MV) yes/no Case pretrial condition narrative (MV) narrative text

Primary Identifier:
• Case-id

Logical Foreign Keys:
• • • Arrest-id (MV) Subject-id (MV) Search-id (MV)

Business Requirements Specification

Page 505

• • • • • • • • • • • • • • • • • • •

Charge -id (MV) Citation-id (MV) Case-id (MV) Court Appearance-id (MV) Magistrate-id (MV) Vehicle-id Magistrate's Order-id (MV) Payment-id Assignment-id (MV) Attorney-id (MV) Case Chronicle-id (MV) Judge-id (MV) Continuance-id (MV) Victim Impact Statement-id (MV) Case appeal-id (MV) Joinder-id Bill of Indictment-id Motion-id (MV) Case Review-id (MV)

Page 506

Business Requirements Specification

Fingerprint
Definition:
Identifiable ridge patterns of a person's rolled fingers or toes.

Business Rules:
• • • • may belong to one Subject may never belong to a Subject (eg., when subject has not been PID'd) must be matched by at least one Analyst may be matched by many Analysts

Data Attributes:
• • • • • • Fingerprint holding agency code Fingerprint method code Ink, Scan Fingerprint holding department code Date of fingerprints taken Time of fingerprints taken Fingerprint minutiae value (MV)

Primary Identifier:
• Fingerprint-id

Logical Foreign Keys:
• • Subject-id (MV) Analyst-id (MV)

Business Requirements Specification

Page 507

Name
Definition:
A moniker identifying a subject.

Business Rules:
• • • • • • • • must be used by at least one Subject may be used by many Subjects may be contained on one Outstanding Document may be contained on many Outstanding Documents may never be contained on an Outstanding Document (eg., no os document for the subject name) may be contained within one Search may be contained within many Searchs may never be contained within a Search (eg., name never searched for)

Data Attributes:
• • • • • • • • • • • • • Subject name type code Court, Arrest, Alias, primary, street name, ... Subject other gender code Subject other ethnic origin code Subject suffix name code Subject name given by source code fake ID, hospital registration, drivers license, Subject first name Subject middle name Subject last name Date of subject name effective Time of subject name effective Subject other SSN number Alias also Subject other date of birth Subject name credibility indicator yes/no

Primary Identifier:
• Name-id

Logical Foreign Keys:
• • • Subject-id (MV) Outstanding Document-id (MV) Search-id (MV)

Page 508

Business Requirements Specification

Phone Number
Definition:
A Point of Contact for the subject.

Business Rules:
• • • • • • • • • • • • • • may belong to one Subject may belong to many Subjects may never belong to a Subject (eg., Subject uses Emergency phone number) may be used by one Victim/Witness may be used by many Victim/Witnesses may never be used by a Victim/Witness (eg., Used by a Subject) may be used by one Employment/Education may be used by many Employment/Educations may never be used by an Employment/Education (eg., Subject phone number) may apply to one Relationship may never apply to a Relationship (eg., for a subject) may be used by one Reference may be used by many References may never may be used by a Reference (eg., Subject uses phone)

Data Attributes:
• • • Subject phone number type code Residence, Employer, Pager, Cellular, FAX Subject phone number area code Subject phone number

Primary Identifier:
• Phone Number-id

Logical Foreign Keys:
• • • • • Subject-id (MV) Victim/Witness-id (MV) Employment/Education-id (MV) Relationship-id (MV) Reference-id (MV)

Business Requirements Specification

Page 509

Relationship
Definition:
A record of with whom the subject resides.

Business Rules:
• • • • • • • • must belong to at least one Subject may belong to many Subjects may have one Phone Number may have many Phone Numbers may never have a Phone Number (eg., not available) may have one Address may have many Addresses may never have an Address (eg., not available)

Data Attributes:
• • • • • • • • • • • • • • Relationship living with suffix name code Relationship type code Parent, Guardian, Spouse, Child, Sibling, co-habitant, roommate, ... Relationship quality code Date of relationship effective Time of relationship effective Date of relationship termination Time of relationship termination Relationship living with first name Relationship living with middle name Relationship living with last name Relationship number of children at address number of children are living at this address Relationship phone number type code (MV) Relationship phone number area code (MV) Relationship phone number (MV)

Primary Identifier:
• Relationship-id

Logical Foreign Keys:
• • • Subject-id (MV) Phone Number-id (MV) Address-id (MV)

Page 510

Business Requirements Specification

Address
Definition:
A defined location.

Business Rules:
• • • • • • • • • • • • • • • • • • • • may belong to one Arrest may belong to many Arrests may never belong to an Arrest (eg., ) may be used by one Subject may be used by many Subjects may never be used by a Subject (eg., Address could belong to school, employer, reference) may be contained on one Outstanding Document may be contained on many Outstanding Documents may never be contained on an Outstanding Document (eg., not on any unserved os document) may be used by one Witness may be used by many Witnesses may never be used by a Witness (eg.,because it is used by subject or employer ) may apply to one and only one Employment/Education may apply to many Employment/Educations may never apply to an Employment/Education (eg., applies to subject) may apply to one Relationship may never apply to a Relationship (eg., applies to a subject) may apply to one Reference may apply to many References may never apply to a Reference (eg., applies to subject)

Data Attributes:
• • • • • • • • • • • • • • • • • Address changed by agency code Record the change by agency Address type code Primary, Employer, Contact, Birth, Arrest Address street direction code Address street type code Address city Address zip Address premises type narrative House, Apt., Bus., Outdoor, jail. Not a code field Address state code Address house number Address street name Address apt/unit number Address overwrite indicator yes/no Date of address effective Time of address effective Date of address departure Time of address departure Address change comment narrative

Business Requirements Specification

Page 511

• • • • •

narrative text. e.g. officer went to address to serve a warrant but the subject doesn't live there anymore Address e-mail Address GIS latitude Address GIS longitude Address proximity to narrative narrative text. point of interest Address building name narrative narrative text

Primary Identifier:
• Address-id

Logical Foreign Keys:
• • • • • • • Arrest-id (MV) Subject-id (MV) Outstanding Document-id (MV) Victim/Witness-id (MV) Employment/Education-id (MV) Relationship-id Reference-id (MV)

Page 512

Business Requirements Specification

Interview
Definition:
A record of an assessment review and discussion or conference with the subject, witness, victim, or officer. Information obtained to be used by judicial official.

Business Rules:
• • • • • • • • • • • • must result in one and only one Arrest may contain one Officer may contain many Officers may never contain an Officer (eg., ) may be with one Subject may never be with a Subject (eg., subject has not been PID'd) must be conducted by one and only one Agency must be conducted by one and only one Analyst may result in one Release may never result in a Release (eg., Subject did not qualify for release) may be conducted by one Magistrate may never be conducted by a Magistrate (eg., conducted by risk assessment)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • Interview pending reason code Interview agency code Court services, sheriff Interview type code court services, medical, fine/collection, jail release, conference office, inbound call, outbound call, C/S letter, field visit, witness... Interview unavailability reason code Missing, DWI, PID Hold, Refused Interview release recommendation code Yes, No, Pending, unknown Interview subject released to agency code Interview address zip Interview address city Interview address state code Interview address street type code Interview address street direction code Interviewee suffix name code Interview address premises type narrative Date of interview scheduled Time of interview scheduled Interview justification for release recommendation narrative narrative text Date of interview completed Time of interview completed Interviewee unavailable indicator yes/no Interview veripoint score A veripoint score is a number from 0-12 Interviewer ID number

Business Requirements Specification

Page 513

• • • • • • • • • • • • • • • • •

could be personnel/analyst code or attorney bar number Interviewer assessment comment narrative narrative text Interviewee overall comment narrative narrative text Interviewee first name Interviewee middle name Interviewee last name An interviewee that is not the SUBJECT Interviewee information verified indicator yes/no Interview authorization to release subject indicator yes/no Interview address house number Interview address street name Interview address apt/unit number Interview question narrative (MV) narrative text Interview question response narrative (MV) narrative text Interview purpose code Scheduled call in, scheduled office, post appearance, check-in Date of interview notify analyst of missed call-in (MV) case management personnel Time of interview notify analyst of missed call-in (MV) case management personnel Interview officer code (MV) Interviewee role code Witness, subject, officer, victim, complainant

Primary Identifier:
• Interview-id

Logical Foreign Keys:
• • • • • • • Arrest-id (MV) Officer-id (MV) Subject-id (MV) Agency-id Analyst-id (MV) Release-id (MV) Magistrate-id

Page 514

Business Requirements Specification

Release
Definition:
A Record of a subject leaving the Arrest Processing Center or Jail.

Business Rules:
• • • • • • • • • • may be the result of one Arrest may never be the result of an Arrest (eg., when the release is the result of a juvenile detention hearing) must release one and only one Subject must be recommended by one and only one Analyst must result from at least one Interview may result from many Interviews must be co-signed by at least one Reference may be co-signed by many References may be the result of one Court Appearance may never be the result of a Court Appearance (eg., when it is the result of the arrest)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • Release type code Type of release....Unsecured, Cash, Custody, Bond, C/S,RFC, Secured Release termination reason code Failed to Comply, Case Closed Release call-in frequency code daily, weekly, hourly, bi-monthly, monthly Date of release Time of release Release compliance with Court Services release indicator yes/no Date of release first call requested Time of release first call requested Date of release termination Time of release termination Date of release subject agreed conditions Time of release subject agreed conditions Date of release buck-slip issued Time of release buck-slip issued Release subject signature acquired indicator yes/no .. until image is captured Release co-signer signature acquired indicator yes/no .. until image is captured Date of release subject signature Time of release subject signature Date of release co-signer signature Time of release co-signer signature Release condition narrative (MV) narrative text

Primary Identifier:
• Release-id

Business Requirements Specification

Page 515

Logical Foreign Keys:
• • • • • • Arrest-id (MV) Subject-id (MV) Analyst-id (MV) Interview-id (MV) Reference-id (MV) Court Appearance-id (MV)

Page 516

Business Requirements Specification

Reference
Definition:
Contact provided by subject.

Business Rules:
• • • • • • • • • • • • • • • • must be used by at least one Subject may be used by many Subjects may speak with one Analyst may speak with many Analysts may never speak with an Analyst (eg., name was given but analyst couldn't reach) may apply to one Victim/Witness may apply to many Victim/Witnesses may never apply to a Victim/Witness (eg., family member) may have one Phone Number may have many Phone Numbers may never have a Phone Number (eg., No phone) must have at least one Address may have many Addresses may have one Release may have many Releases may never have a Release (eg., Co-signer is verifier)

Data Attributes:
• • • • • • • • • • • • • Reference relationship type code Reference type code Personal, Co-Signer, Verifier, Victim, Family member, emergency contact, subject, witness Reference relationship quality code hostile, cooperative Reference suffix name code Reference first name Reference middle name Reference last name Reference employer name Reference employment position narrative narrative text Reference email address Reference phone number type (MV) Reference phone number area code (MV) Reference phone number (MV)

Primary Identifier:
• Reference-id

Logical Foreign Keys:
• • • • Subject-id (MV) Analyst-id (MV) Victim/Witness-id (MV) Phone Number-id (MV)

Business Requirements Specification

Page 517

• •

Address-id (MV) Release-id (MV)

Page 518

Business Requirements Specification

Court Appearance
Definition:
A scheduled appearance in court for a subject.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • may involve one Officer may involve many Officers may never involve an Officer (eg., no officer as complaintant or witness) must be for one and only one Subject may call in one Analyst may call in many Analysts may never call in an Analyst (eg., not needed) may involve one Arrest Related Officer may involve many Arrest Related Officers may never involve an Arrest Related Officer (eg., ) must involve at least one Victim/Witness may involve many Victim/Witnesss must be for at least one Case may be for many Cases may result in one Release may never result in a Release (eg., not eligible for release) may be conducted by one Magistrate may never be conducted by a Magistrate (eg., conducted by a judge) may be attended by one Attorney may be attended by many Attorneys may never be attended by an Attorney (eg., self representation) may be presided over by one Judge may never be presided over by a Judge (eg., magistrate) may be granted one Continuance may be granted many Continuances (over time) may never be granted a Continuance (eg., no delays required) may result in one Criminal Cost Bill may result in many Criminal Cost Bills may never may result in a Criminal Cost Bill (eg., no need) may result in one Payment Plan may result in many Payment Plans may never result in a Payment Plan (eg., no need) may be based on one Court daily schedule may never be based on a Court daily schedule (eg., not related to DA team schedule) may result in one Subject Hold may never result in a Subject Hold (eg., ) may have one Court appearance activity may have many Court appearance activities may never have a Court appearance activity (eg., no checklist items required)

Data Attributes:
• • Court appearance presiding judge number Court appearance purpose of request code

Business Requirements Specification

Page 519

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

e.g. original, strike, OFA, bond hearing, probable cause, forfeiture hearing, arraignment, DTC review, trial, plea slot, plea conference, grand jury, ... Court appearance phone reminder response code Left Message, Left Message Voice Message, No Response, SPOKE, Out of Service Court appearance cancellation reason code e.g. dismissed by D.A., Court appearance subject action code late, no-show, post witness dismissal, Court appearance courtroom code Court appearance requester suffix name code Date of court appearance Time of court appearance Date of court appearance letter reminder sent Time of court appearance letter reminder sent Date of court appearance phone reminder sent Time of court appearance phone reminder sent Date of court appearance undeliverable letter reminder returned Time of court appearance undeliverable letter reminder returned Court appearance requester first name Court appearance requester middle name Court appearance requester last name Date of court appearance canceled Time of court appearance canceled Date of court appearance request Time of court appearance request Court appearance subject appeared in court indicator yes/no Court appearance defense pro se indicator yes/no Court appearance subject respond to calendar call indicator yes/no Court appearance comment narrative (MV) narrative text Court appearance ADA number (MV) Court appearance arresting related officer code (MV) Court appearance victim/witness name (MV) from victim/witness object Court appearance other attendee suffix name code (MV) This would include program personnel i.e. probation officers, case management, DTC counselor or any CJC employee that is assigned to the subject. Court appearance other attendee first name (MV) e.g. school board attorney Court appearance other attendee middle name (MV) Court appearance other attendee last name (MV) Court appearance defense attorney number (MV) Court appearance defense attorney role narrative (MV) Court appearance investigating officer code (MV)

Primary Identifier:
• Court Appearance-id

Logical Foreign Keys:

Page 520

Business Requirements Specification

• • • • • • • • • • • • • • • •

Officer-id (MV) Subject-id (MV) Analyst-id (MV) Arrest Related Officer-id (MV) Victim/Witness-id (MV) Case-id (MV) Release-id Magistrate-id Attorney-id (MV) Judge-id (MV) Continuance-id (MV) Criminal Cost Bill-id (MV) Payment Plan-id (MV) Court Daily Schedule-id Subject Hold-id Court Appearance Activity-id (MV)

Business Requirements Specification

Page 521

Document Transfer
Definition:
A record of the exchange of physical custody of an outstanding document.

Business Rules:
• • • • • must applies to at least one Outstanding Document may applies to many Outstanding Documents may be to one Agency may never be to an Agency (eg., because it is to an officer) must be recorded by one and only one Analyst

Data Attributes:
• • • • • • • • Document transfer from agency code Document transfer to agency code Document transfer recorded analyst code Document transfer reason code Document transfer indicator code Inbound, outbound, lost Document transfer authorization number Date of document transfer Time of document transfer

Primary Identifier:
• Document Transfer-id

Logical Foreign Keys:
• • • Outstanding Document-id (MV) Agency-id (MV) Analyst-id (MV)

Page 522

Business Requirements Specification

Expungement
Definition:
A record of an expungement.

Business Rules:
• • • must be recorded by one and only one Analyst must contain one and only one Charge must be authorized by one and only one Court order

Data Attributes:
• • • • Expungement court order (case) number This is the CSC case number Expungement performed by analyst code Date of expungement Time of expungement

Primary Identifier:
• Expungement-id

Logical Foreign Keys:
• • • Analyst-id (MV) Charge -id Court Order-id (MV)

Business Requirements Specification

Page 523

Magistrate
Definition:
A court official who can determine probable cause and issue outstanding documents.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • must order at least one Arrest may order many Arrests must preside over at least one Subject may preside over many Subjects must serve/order at least one Outstanding Document may serve/order many Outstanding Documents must operate on behalf of one and only one Agency must rule on at least one Charge may rule on many Charges may rule on one Citation may rule on many Citations may never rule on a Citation (eg., no citations on any arrests that come before the magistrate) must hear at least one Case may hear many Cases must conduct at least one Interview may conduct many Interviews must preside over at least one Court Appearance may preside over many Court Appearances must order the seizure of at least one Vehicle may order the seizure of many Vehicles must issue at least one Magistrate's Order may issue many Magistrate's Orders must approve at least one Petition may approve many Petitions must receive at least one O/S Document Request may receive many O/S Document Requests must be provided with at least one Magistrate Alert Notice may be provided with many Magistrate Alert Notices must receive at least one Payment may receive many Payments must order at least one Revocation may order many Revocations may issue one Subject Hold may issue many Subject Holds may never issue a Subject Hold (eg., )

Data Attributes:
• • • • Magistrate suffix name code Magistrate first name Magistrate middle name Magistrate last name We may choose to merge this information with the personnel/analyst file along with the judges and attorneys.

Page 524

Business Requirements Specification

• • •

Magistrate County RACF ID Magistrate State ID Magistrate initials for state CIS recording purposes, small case

Primary Identifier:
• Magistrate-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • Arrest-id (MV) Subject-id (MV) Outstanding Document-id (MV) Agency-id Charge -id (MV) Citation-id (MV) Case-id (MV) Interview-id (MV) Court Appearance-id (MV) Vehicle-id (MV) Magistrate's Order-id (MV) Petition-id (MV) O/S Document Request-id (MV) Magistrate Alert Notice-id (MV) Payment-id (MV) Revocation-id (MV) Subject Hold-id (MV)

Business Requirements Specification

Page 525

Vehicle
Definition:
Transportation that is identified in a charge.

Business Rules:
• • • • • • • • • • • • must be seized during at least one Arrest may be seized during many Arrests must be seized by at least one Officer may be seized by many Officers must be the property of one and only one Subject may be contained on one Citation may be contained on many Citations may never be contained on a Citation (eg., not involved in a citation charge) must be seized in relation to at least one Case may be seized in relation to many Cases must be seized by at least one Magistrate may be seized by many Magistrates

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • Vehicle make code Vehicle condition code Vehicle model code Vehicle type code e.g. passenger, van, truck Vehicle tag state code Vehicle owner suffix name code Vehicle lien holder suffix name code Vehicle year Vehicle VIN number Vehicle title owner first name Name on the vehicle title. Vehicle title owner middle name Vehicle title owner last name Vehicle value An estimate is made by the officer and is subjective. Vehicle tag number Vehicle insured indicator yes/no Vehicle lien holder business name Only one person or entity can be listed as a lien holder. Vehicle lien holder first name Vehicle lien holder middle name Vehicle lien holder last name Vehicle trailer type code Vehicle commercial indicator Vehicle status code (MV) seized, forfeit, released Date of vehicle status (MV) Time of vehicle status (MV)

Page 526

Business Requirements Specification

•

Vehicle status acknowledgment indicator (MV) The status is either “seized” or “released to an innocent lien holder.”

Primary Identifier:
• Vehicle-id

Logical Foreign Keys:
• • • • • • Arrest-id (MV) Officer-id (MV) Subject-id Citation-id (MV) Case-id (MV) Magistrate-id (MV)

Business Requirements Specification

Page 527

Magistrate's Order
Definition:
A document that is issued while the subject is in custody or when an arrest has been made without a warrant. (NOTE: the Magistrate's Order appears exactly like a Warrant for Arrest except the title).

Business Rules:
• • • • • • • • • • • • • • • must be issued for at least one Arrest may be issued for many Arrests must be issued to one and only one Subject must be issued for at least one Outstanding Document may be issued for many Outstanding Documents must be for at least one Charge may be for many Charges must be for at least one Case may be for many Cases must be issued by one and only one Magistrate may result from one Incident / Complaint may result from many Incident / Complaints may never result from an Incident / Complaint (eg.,order from another circumstance and not an incident) may result in one Subject Hold may never result in a Subject Hold (eg., )

Data Attributes:
• • • • • • • • • • Magistrate order ordered by magistrate number Magistrate order type code e.g. magistrate, contempt Magistrate order suspension condition code Date of magistrate order prepared Time of magistrate order prepared Date of magistrate order hearing Time of magistrate order hearing Magistrate order service sentence number Magistrate order fine amount Magistrate order contemptible action narrative (MV) narrative text.

Primary Identifier:
• Magistrate's Order-id

Logical Foreign Keys:
• • • • • • • • Arrest-id (MV) Subject-id Outstanding Document-id (MV) Charge -id (MV) Case-id (MV) Magistrate-id Incident / Complaint-id (MV) Subject Hold-id (MV)

Page 528

Business Requirements Specification

Petition
Definition:
A request for the initiation of a proceeding

Business Rules:
• • • • • • • must be requested by one and only one Officer must pertain to one and only one Subject must be requested by one and only one Agency must be approved by one and only one Magistrate may be subject of one Assignment may be subject of many Assignments may never be subject of an Assignment (eg., pro se or hiring own)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Petition granted by judge number Judge grants petition on mental only Petition parent/guardian/custodian premises type narrative Petition parent/guardian/custodian address zip Petition parent/guardian/custodian address state code Petition parent/guardian/custodian address street type code Petition parent/guardian/custodian address street direction code Petition parent/guardian/custodian address city Petition parent/guardian/custodian address phone number area code Petition type code e.g. mental, juvenile secured, juvenile non-secured, juvenile delinquent, juvenile abused, juvenile neglected, juvenile undisciplined, juvenile dependent, ... Petitioner suffix name code Petition respondent suffix name code Petition parent/guardian/custodian suffix name code Petition custody granted to suffix name code Date of petition requested Time of petition requested Date of petition granted Time of petition granted Date of petition issued Time of petition issued Petitioner first name Petitioner middle name Petitioner last name Petition respondent first name Petition respondent middle name Petition respondent last name Petition custody granted to first name Petition custody granted to middle name Petition custody granted to last name Petition juvenile respondent date of birth Petition parent/guardian/custodian first name Petition parent/guardian/custodian middle name Petition parent/guardian/custodian last name

Business Requirements Specification

Page 529

• • • • • • • • •

Petition parent/guardian/custodian house number Petition parent/guardian/custodian street name Petition parent/guardian/custodian apt/unit number Petition parent/guardian/custodian phone number Petition purpose/description narrative narrative text Date of petition filed Time of petition filed Petition secured custody charge code (MV) Petition secured custody charge literal narrative (MV) narrative text. From charge table time to time?

Primary Identifier:
• Petition-id

Logical Foreign Keys:
• • • • • Officer-id Subject-id Agency-id Magistrate-id Assignment-id (MV)

Page 530

Business Requirements Specification

O/S Document Request
Definition:
A record of a request for the issuance of an outstanding document.

Business Rules:
• • • • • • • • • • may be received from one Officer may never be received from an Officer (eg., received from a member of the public) must pertain to one and only one Subject may result in the issuance of one Outstanding Document may never result in the issuance of an Outstanding Document (eg., not approved by Magistrate) may be received from one Agency may never be received from an Agency (eg., received from public) may be received from one Victim/Witness may never be received from a Victim/Witness (eg., received from Officer) must be received by one and only one Magistrate

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • Outstanding document request refusal reason code Outstanding document request Dispute Settlement disposition code e.g. resolved, O/S issues, dismissed, no response, ... Date of outstanding document request Time of outstanding document request Outstanding document request police complaint number Date of outstanding document request to Dispute Settlement referred Time of outstanding document request to Dispute Settlement referred Outstanding document request sought charge code (MV) Outstanding document request subject driver's license state code (MV) Outstanding document request subject suffix name code (MV) Outstanding document request subject first name (MV) Outstanding document request subject middle name (MV) Outstanding document request subject last name (MV) Outstanding document request subject driver's license number (MV) Outstanding document request subject SSN (MV) Outstanding document request complainant driver's license state code (MV) Outstanding document request complainant suffix name code (MV) Outstanding document request complainant first name (MV) Outstanding document request complainant middle name (MV) Outstanding document request complainant last name (MV) Outstanding document request complainant driver's license number (MV) Outstanding document request complainant SSN (MV)

Primary Identifier:
• O/S Document Request-id

Logical Foreign Keys:
• • • Officer-id Subject-id Outstanding Document-id

Business Requirements Specification

Page 531

• • •

Agency-id Victim/Witness-id Magistrate-id

Page 532

Business Requirements Specification

Magistrate Alert Notice
Definition:
A messaging system that allows one Magistrate to alert another Magistrate regarding requests or issues arising from "system abusers

Business Rules:
• • • • • • • • • • • • • • • • may pertain to one Officer may never pertain to an Officer (eg., pertains to a victim/witness) must pertain to one and only one Subject may be referenced in one Outstanding Document may be referenced in many Outstanding Documents may never be referenced in an Outstanding Document (eg., no outstanding document is ever issued prior to the expiration of the notice) may pertain to one Agency may never pertain to an Agency (eg., pertains to a member of the public) may pertain to one Victim/Witness may pertain to many Victim/Witnesses may never pertain to a Victim/Witness (eg., pertains to an officer) must pertain to at least one Magistrate may pertain to many Magistrates may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., hold not necessary)

Data Attributes:
• • • • • • • • • • Magistrate alert notice requested by agency code Date of magistrate alert notice Time of magistrate alert notice Date of magistrate alert notice expiration Time of magistrate alert notice expiration Magistrate alert notice purpose/instruction narrative narrative text Magistrate alert notice non-subject person suffix name code (MV) Magistrate alert notice non-subject person first name (MV) Magistrate alert notice non-subject person middle name (MV) Magistrate alert notice non-subject person last name (MV)

Primary Identifier:
• Magistrate Alert Notice-id

Logical Foreign Keys:
• • • • • • • Officer-id Subject-id Outstanding Document-id (MV) Agency-id Victim/Witness-id (MV) Magistrate-id (MV) Subject Hold-id (MV)

Business Requirements Specification

Page 533

Payment
Definition:
A subject makes restitution.

Business Rules:
• • • • • • • • may be received from one Subject may never be received from a Subject (eg., received from a payer) must pertain to at least one Case may pertain to many Cases may be received by one Magistrate may never be received by a Magistrate (eg., received by clerk or other authorized person) may be made in accordance with one Payment Plan may never be made in accordance with a Payment Plan (eg., no plan required)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • Payment payer address state code Payment payer premises type narrative Payment payer address zip Payment payer address street type code Payment payer address street direction code Payment payer address city Payment type code e.g. fine, cost of court, marriage fee, outstanding document fee, pre-trial assessment fee, bond for criminal charge, revocation Payment payer suffix name code Payment payer driver's license state code Payment payer SSN Payment payer employer name Payment payer address house number Payment payer address street name Payment payer apt/unit number Payment payer first name Payment payer middle name Payment payer last name Payment payer driver's license number Payment method code (MV) e.g. M.O., cash, check, credit card Payment amount (MV) Date of payment (MV) Time of payment (MV) Payment received by officer code (MV) Payment check number (MV) Payment receipt number (MV) Payment narrative (MV) narrative text

Primary Identifier:

Page 534

Business Requirements Specification

•

Payment-id

Logical Foreign Keys:
• • • • Subject-id Case-id (MV) Magistrate-id Payment Plan-id

Business Requirements Specification

Page 535

Revocation
Definition:
Revocation of driver's license

Business Rules:
• • • • • • must pertain to one and only one Arrest must be requested by one and only one Officer must be issued to one and only one Subject must be the result of at least one Charge may be the result of many Charges must be ordered by one and only one Magistrate

Data Attributes:
• • • • • • • • • • • Revocation reason code e.g. DWI > .08, refused test, alcohol under 21, DWI > .04 commercial vehicle Date of revocation issued Time of revocation issued Date of revocation commencement Time of revocation commencement Date of revocation termination Time of revocation termination Revocation period indicator Revocation period duration number Civil revocation reinstatement fee paid indicator yes/no Revocation limited driving privilege indicator (MV) yes/no

Primary Identifier:
• Revocation-id

Logical Foreign Keys:
• • • • • Arrest-id Officer-id Subject-id Charge -id (MV) Magistrate-id

Page 536

Business Requirements Specification

Jail housing
Definition:
A determined location within the jail system(s).

Business Rules:
• must apply to one and only one Subject

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • Jail housing facility address state code Jail housing facility address zip Jail housing facility address street type code Jail housing facility address street direction code Jail housing facility code Jail housing pickup facility code Jail housing destination facility code Jail housing pickup premises type narrative Jail housing facility address house number Jail housing facility address street name Jail housing facility address apt/unit number Jail housing facility address city Jail housing facility premises type narrative Jail housing release to agency code (MV) Jail housing pod number (MV) Jail housing cell number (MV) Date of jail housing initiation (MV) Time of jail housing initiation (MV) Date of jail housing termination (MV) Time of jail housing termination (MV) Date of jail housing pickup (MV) Time of jail housing pickup (MV) Jail housing other NC county code (MV) Jail housing other NC county charge code (MV) when the charge is out of county

Primary Identifier:
• Jail housing-id

Logical Foreign Keys:
• Subject-id (MV)

Business Requirements Specification

Page 537

Assignment
Definition:
An attorney is assigned to a case

Business Rules:
• • • • • • • • • • • • • • must apply to one and only one Subject may be for one Charge may be for many Charges may never be for a Charge (eg., mental commitment) may be for one Case may be for many Cases may never be for a Case (eg., assignment for a petition) may be for one Petition may be for many Petitions may never be for a Petition (eg., it's for a case) may be superceded by one Assignment may be superceded by many Assignments may never be superceded by an Assignment (eg., no need) must be to one and only one Attorney

Data Attributes:
• • • • • • • • • • • • • • • • • Case assignment to agency code e.g. P.D., D.A., C.C., outside attorney ... Case assignment to outside attorney reason code e.g. conflict, overload, pending, duplicate Case assignment termination reason code e.g. withdrawal, disposition Case assignment made by person suffix name code Case assignment appearance type values are general, limited Date of case assignment Time of case assignment Date of case assignment interview notice sent Time of case assignment interview notice sent Date of case assignment notice sent Time of case assignment notice sent Date of case assignment termination Time of case assignment termination Case assignment replacement indicator yes/no Case assignment made by person last name Case assignment made by person first name Case assignment made by person middle name

Primary Identifier:
• Assignment-id

Logical Foreign Keys:

Page 538

Business Requirements Specification

• • • • • •

Subject-id Charge -id (MV) Case-id (MV) Petition-id (MV) Assignment-id (MV) Attorney-id

Business Requirements Specification

Page 539

Attorney
Definition:
A legal representative working on behalf of or in the defense of a case

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • may represent one Subject may represent many Subjects may never represent a Subject (eg., very rare) may be assigned to one Case may be assigned to many Cases may never be assigned to a Case (eg., very rare) may make one Court Appearance may make many Court Appearances may never make a Court Appearance (eg., very rare) may be subject of one Assignment may be subject of many Assignments may never be subject of an Assignment (eg., administrative only) may be elected as one Judge may never be elected as a Judge (eg., not elected) may review one Verification may review many Verifications may never review a Verification (eg., ) may raise one Case appeal may raise many Case appeals may never raise a Case appeal (eg., no reason) may make one Motion may make many Motions may never make a Motion (eg., not involved with a case in that role)

Data Attributes:
• • • • • • • • Attorney specialize in case type code e.g. felony, misdemeanor, both Attorney practice type code e.g. P.D., D.A., private attorney, contracted farm-out attorney for PD Office Attorney suffix name code Attorney bar number Attorney first name Attorney middle name Attorney last name

Attorney DA/PD internal number used for allocating cases.

Primary Identifier:
• Attorney-id

Logical Foreign Keys:

Page 540

Business Requirements Specification

• • • • • • • •

Subject-id (MV) Case-id (MV) Court Appearance-id (MV) Assignment-id (MV) Judge-id Verification-id (MV) Case appeal-id (MV) Motion-id (MV)

Business Requirements Specification

Page 541

Case Chronicle
Definition:
The status of a case or the outcome of a court appearance. May need to broken out to two objects.

Business Rules:
• • • • • • • • • • • • • • • may be for one Case may never be for a Case (eg., a juvenile petition) may result in one Probation (Parole) may result in many Probation (Parole)s (can only be 2 one each for a pprobation and a parole ... a case can not result in more than one probation or parole but could be both) may never result in a Probation (Parole) (eg., none granted by the judge) may be entered by one Judge may never be entered by a Judge (eg., out of court, just paid out ticket) may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., disposition does not require it ) may detail the events related to one Juvenile petition may never detail the events related to a Juvenile petition (eg., an adult case) may result in one Sentence/Juvenile Condition may result in many Sentence/Juvenile Conditions may never result in a Sentence/Juvenile Condition (eg., not a disposition)

Data Attributes:
• • • • Case chronicle dismissal approved by ADA number Case chronicle authorized by presiding judge number Case chronicle disposition dismissal reason code e.g. unscreened case is discovered Case chronicle disposition type code e.g. guilty, not guilty, dismissed, dismissed with leave, dismissed without leave, dismissed to grand jury, prayer for judgement continued (pjc), open, deferred unknown, consolidated, transferred, complied, remand, bound over, waiver of probable cause, NPC, probable cause for a lesser, no action, dismissed due to plea, order to release, no true bill, sentence offer, motion for appropriate relief granted, reset, adjudicated guilty, adjudicated not guilty, adjudicated juvenile delinquent, adjucated not juvenile delinquent, warrant purged, contempt Case chronicle DWI assessment performed by agency code Date of case chronicle disposition Time of case chronicle disposition Date of case chronicle DA case dismissal Time of case chronicle DA case dismissal Case chronicle in/out court disposition indicator i=in court, o=out of court Date of case chronicle authorization Time of case chronicle authorization Case chronicle jail credit number Case chronicle jail credit basis for calculation comment.... statement by the judge about which jailings were used to calculate the jail credits Date of case chronicle release Time of case chronicle release Date of case chronicle DWI assessment completion

• • • • • • • • • • • • •

Page 542

Business Requirements Specification

• • • • • • • • • • • •

Time of case chronicle DWI assessment completion Date of case chronicle DWI assessment receipt Time of case chronicle DWI assessment receipt Date of case chronicle DWI assessment first notice sent Time of case chronicle DWI assessment first notice sent Date of case chronicle DWI assessment final notice sent Time of case chronicle DWI assessment final notice sent Case chronicle DWI assessment first notice receipt confirmation indicator yes/no Case chronicle DWI assessment final notice receipt confirmation indicator yes/no Case chronicle juvenile waiver of arraignment indicator yes/no Date of case chronicle motion for appropriate response granted Time of case chronicle motion for appropriate response granted

Primary Identifier:
• Case Chronicle-id

Logical Foreign Keys:
• • • • • • Case-id Probation (Parole)-id (MV) Judge-id (MV) Subject Hold-id (MV) Juvenile Petition-id Sentence/Juvenile Condition-id (MV)

Business Requirements Specification

Page 543

Probation (Parole)
Definition:
A record of a persons probation or parole for a particular case/charge.

Business Rules:
• • • • • • • • • • • • • must be supervised by one and only one Officer (parole officer) must apply to one and only one Subject may include one Victim/Witness may include many Victim/Witnesss may never include a Victim/Witness (eg., ) must pertain to at least one Case Chronicle may pertain to many Case Chronicles must be entered by one and only one Judge may result in one Subject Hold may never result in a Subject Hold (eg., subject never violated parole terms) may have one Probation/Parole Travel Plan may have many Probation/Parole Travel Plans may never have a Probation/Parole Travel Plan (eg., subject never applies)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • Probation termination authorized by officer code Normally the parole officer signing the record that the probation/parole was successfully completed. Probation/parole supervised officer code Probation out of state/county request rejection reason code Probation period indicator code Days, weeks, months Probation type code e.g. supervised, unsupervised, intensive, ... Probation status type code revoked, successful(but not completed), unsuccessful, rejected, completed, tolled Probation/parole rejected reason code Date of probation begin Time of probation begin Date of probation end Time of probation end Date of probation termination Time of probation termination Probation violation report pending indicator yes/no Date of probation to go out of state/county request Time of probation to go out of state/county request Probation out of state/county probation request action indicator accept/reject Date of out of state/county probation notification Time of out of state/county probation notification Probation/parole out of state fee Probation condition code (MV) reporting, territorial restriction, curfew

Page 544

Business Requirements Specification

Primary Identifier:
• Probation (Parole)-id

Logical Foreign Keys:
• • • • • • • Officer-id Subject-id (MV) Victim/Witness-id (MV) Case Chronicle-id (MV) Judge-id Subject Hold-id Probation/Parole Travel Plan-id (MV)

Business Requirements Specification

Page 545

Judge
Definition:
A public official who hears and decides cases brought before a court of law.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • must presides over at least one Case may presides over many Cases must preside over at least one Court Appearance may preside over many Court Appearances must be one and only one Attorney must enter at least one Disposition may enter many Dispositions may set one Probation (Parole) may set many Probation (Parole)s may never set a Probation (Parole) (eg., ) may authorize one Writ may authorize many Writs may never authorize a Writ (eg., no need) must authorize at least one Court order may authorize many Court orders may authorize forfeiture of one Charge bond may authorize forfeiture of many Charge bonds may never authorize forfeiture of a Charge bond (eg., none required) may hear/decide on one Motion may hear/decide on many Motions may never hear/decide on a Motion (eg.,newly appointed judge ) may conduct one Case review may conduct many Case reviews may never conduct a Case review (eg., theoretically if a judge was removed prior to their hearing any cases)

Data Attributes:
• • • • • • Judge suffix name code Judge courtroom code Judge number Link judge to court type (superior /district) somewhere in the system. Judge first name Judge middle name Judge last name

Primary Identifier:
• Judge-id

Logical Foreign Keys:
• • • • Case-id (MV) Court Appearance-id (MV) Attorney-id Case Chronicle-id (MV)

Page 546

Business Requirements Specification

• • • • • •

Probation (Parole)-id (MV) Writ-id (MV) Court Order-id (MV) Charge Bond-id (MV) Motion-id (MV) Case Review-id (MV)

Business Requirements Specification

Page 547

Continuance
Definition:
A record of a request to change or establish a court appearance date and the result of the request. Also known as "add-on slip".

Business Rules:
• • • • • • • • • • • may be prepared by one Analyst may never be prepared by an Analyst (eg., not recorded) may be granted for one Case may never be granted for a Case (eg., for a court appearance) may be granted for one Court Appearance may never be granted for a Court Appearance (eg., for a case) may result from one Court order may never result from a Court order (eg., for a court appearance) may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., not necessary)

Data Attributes:
• • • • • • • • • • • • • Continuance requested by attorney number Continuance approved by judge number Continuance updated by analyst number Continuance type code In-court, dispute settlement, out of court, re-opened, re-instatement, (a full list will be generated), deferred prosecution Continuance denial reason code Continuance approved by agency code Date of continuance Time of continuance Continuance requested reason narrative narrative text Continuance request granted/denied indicator yes/no Continuance witness re-subpoena required indicator yes/no Date of continuance reset for attorney Time of continuance reset for attorney

Primary Identifier:
• Continuance-id

Logical Foreign Keys:
• • • • • Analyst-id Case-id Court Appearance-id Court Order-id Subject Hold-id (MV)

Page 548

Business Requirements Specification

Subject History Record
Definition:
A record of an individuals criminal history provided by an outside agency. (May be stored in either electronic or paper form)

Business Rules:
• • • • • • • • • • must be recorded for one and only one Subject must be provided by/be the responsibility of one and only one Agency must result from at least one Search may result from many Searches must be recorded by one and only one Analyst must contain at least one Charge may contain many Charge s may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., not necessary)

Data Attributes:
• • • • • • • • • • • • Subject history record owner agency code FBI, SBI, AOC, ... The identity of who is responsible for the records content (when not an agency that is identified in the AGENCY object) Subject history record source code DCI, PMNI, CIS, OPUS, DMV (When the source is not an AGENCY included in the AGENCY object), employment security commission, mugshot, AFIS, immigration officer ... Subject history record type code QH, QR, DMV driver, DMV vehicle, civil court, informant report, juvenile psychological report, juvenile school report, photo, fingerprint, immigration, D/V protection order Subject history record stored as indicator i=image, p=paper file Subject history record location code CR,Mag,CMPD,Clerk Date of domestic violence protection order effective Time of domestic violence protection order effective Date of domestic violence protection order expiration Time of domestic violence protection order expiration Date of subject history record created Time of subject history record created Subject history record highlight narrative (MV) narrative text.

Primary Identifier:
• Subject History Record-id

Logical Foreign Keys:
• • Subject-id Agency-id

Business Requirements Specification

Page 549

• • • •

Search-id (MV) Analyst-id Charge -id (MV) Subject Hold-id (MV)

Page 550

Business Requirements Specification

Verification
Definition:
Performed by D.A.'s office. Verifies that the DAs office agrees with the charges to the subject.

Business Rules:
• • • • • • must be submitted by one and only one Officer (should this be an analyst / employee?) must refer to at least one Charge may refer to many Charge s may be performed by one Attorney may never be performed by an Attorney (eg., ) must be for one and only one Incident / Complaint

Data Attributes:
• • • • • • • Verification of charge by attorney number Verification of charge submitted by officer code Date of verification requested Time of verification requested Verification accepted/rejected indicator a-accepted, r=rejected Verification further action requested indicator yes/no Verification comments narrative narrative text. recommendation on restitution

Primary Identifier:
• Verification-id

Logical Foreign Keys:
• • • • Officer-id (MV) Charge -id (MV) Attorney-id Incident / Complaint-id

Business Requirements Specification

Page 551

Incident / Complaint
Definition:
Alleged criminal activity that results in the police being notified.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • may lead to one Arrest may lead to many Arrests may never lead to an Arrest (eg., trivial incident) must include one and only one Subject may lead to one Outstanding Document may lead to many Outstanding Documents may never lead to an Outstanding Document (eg., trivial incident) must include at least one Victim/Witness may include many Victim/Witnesss may result in one Charge may result in many Charge s may never result in a Charge (eg., NPC by the magistrate) may result in one Magistrate's Order may result in many Magistrate's Orders may never result in a Magistrate's Order (eg., trivial incident) may have one Verification may never have a Verification (eg., no need, npc) may be described by one Police Investigative Report may be described by many Police Investigative Reports may never be described by a Police Investigative Report (eg., trivial incident) may result in one Victim Impact Statement may result in many Victim Impact Statements may never result in a Victim Impact Statement (eg., no need) may result in one Juvenile petition may result in many Juvenile petitions may never result in a Juvenile petition (eg., an adult arrest)

Data Attributes:
• • • • • • • • • • • • • • • • Incident/complaint assigned ADA number Incident/complaint caller phone number area code Incident/complaint location street direction code Incident/complaint location street type code Incident/complaint location city Incident/complaint location state code Incident/complaint location zip Incident/complaint caller suffix name code Incident/complaint caller location street direction code Incident/complaint caller location street type code Incident/complaint caller location city Incident/complaint caller location state code Incident/complaint caller location zip Incident/complaint location address premises type narrative Incident/complaint caller location address premises type narrative Incident/complaint number

Page 552

Business Requirements Specification

• • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Incident/complaint public report comment narrative narrative text Date of incident/complaint Time of incident/complaint Incident/complaint location house number Incident/complaint location street name Incident/complaint location apt/unit number Incident/complaint type narrative narrative text unless we change it to a code table. 911, officer discovers, Incident/complaint caller first name Incident/complaint caller middle name Incident/complaint caller last name Incident/complaint caller location house number Incident/complaint caller location street name Incident/complaint caller location apt/unit number Incident/complaint caller phone number Incident/complaint caller audio record comment narrative narrative text Date of responding officer dispatched Time of responding officer dispatched Date of responding officer arrived Time of responding officer arrived Date of responding officer cleared Time of responding officer cleared Incident/complaint dispatch audio record comment narrative narrative text Incident/complaint investigation required indicator yes/no Incident/complaint other contact agency code (MV) Incident/complaint victim/witness coordinator suffix name code (MV) Incident/complaint victim/witness coordinator first name (MV) Incident/complaint victim/witness coordinator middle name (MV) Incident/complaint victim/witness coordinator last name (MV) Incident/complaint officer role code (MV) Incident/complaint officer number (MV)

Primary Identifier:
• Incident / Complaint-id

Logical Foreign Keys:
• • • • • • • • • • Arrest-id (MV) Subject-id Outstanding Document-id (MV) Victim/Witness-id (MV) Charge -id (MV) Magistrate's Order-id (MV) Verification-id Police Investigative Report-id (MV) Victim Impact Statement-id (MV) Juvenile Petition-id (MV)

Business Requirements Specification

Page 553

Police Investigative Report
Definition:
for an incident / also known as "police supplemental". There is a legal requirement for confidentiality.

Business Rules:
• • must be written by one and only one Officer must describe one and only one Incident / Complaint

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • Police investigative report subject suffix name code Police investigative report approved by ADA number Police investigative report subject first name Police investigative report subject middle name Police investigative report subject last name Date of police investigative report Time of police investigative report Police investigative report completion location Police investigative report results narrative narrative text Police investigative report approved by court counselor number Police investigative report filed indicator yes/no Police investigative report approved indicator Police investigative report witness suffix name code (MV) Police investigative report witness first name (MV) Police investigative report witness middle name (MV) Police investigative report witness last name (MV) Police investigative report witness statement (MV) Police investigative report victim suffix name code (MV) Police investigative report victim first name (MV) Police investigative report victim middle name (MV) Police investigative report victim last name (MV) Police investigative report victim statement (MV)

Primary Identifier:
• Police Investigative Report-id

Logical Foreign Keys:
• • Officer-id (MV) Incident / Complaint-id (MV)

Page 554

Business Requirements Specification

Personal Contact
Definition:
A record of any general correspondence received about a SUBJECT. May also be forwarded to another person or agency. This would be especially useful for recording when a suspect requests access to a lawyer.

Business Rules:
• • • • • • may be about one Subject may never be about a Subject (eg., general correspondence) may be made by one Agency may never be made by an Agency (eg., by a single person) may result in one Subject Hold may never result in a Subject Hold (eg., it's about something else)

Data Attributes:
• • • • • • • • • • • • • • • Personal contact return phone number area code Personal contact representing agency code Personal contact by method code Personal contact forwarded to agency code Personal contact nonsubject contact suffix name code Date of personal contact Time of personal contact Personal contact result comment narrative narrative text Personal contact purpose comment narrative narrative text. e.g. request for an attorney Personal contact return phone number Personal contact protection required indicator yes/no Personal contact public/private use type indicator Personal contact nonsubject contact first name Personal contact nonsubject contact middle name Personal contact nonsubject contact last name

Primary Identifier:
• Personal Contact-id

Logical Foreign Keys:
• • • Subject-id Agency-id Subject Hold-id (MV)

Business Requirements Specification

Page 555

Victim Impact Statement
Definition:
A record of statements made by the victim of a case.

Business Rules:
• • • • • must be made by one and only one Victim/Witness may be made for one Case may never be made for a Case (eg., when made about an incident) may be made for one Incident may never be made for an Incident (eg., when made about a case)

Data Attributes:
• • • • • • • • • • • Victim/impact statement victim name Date of victim impact statement created Time of victim impact statement created Victim impact statement victim emotional effect narrative narrative text Victim impact statement victim restitution requested indicator yes/no Victim impact statement victim insurance reimbursement indicator yes/no Victim impact statement victim desire to attend court proceedings indicator yes/no Victim impact statement victim medical expense amount (MV) Victim impact statement victim medical condition narrative (MV) narrative text.. Injuries, diabetes/epilepsy Victim impact statement victim property loss narrative (MV) narrative Victim impact statement victim property loss value (MV)

Primary Identifier:
• Victim Impact Statement-id

Logical Foreign Keys:
• • • Victim/Witness-id Case-id Incident / Complaint-id

Page 556

Business Requirements Specification

Case appeal
Definition:
A request for a new hearing from a higher court.

Business Rules:
• • • • • • • may be prepared by one Analyst may never be prepared by an Analyst (eg., prepared by the defense) must be made for one and only one Case may be raised by one Attorney may never be raised by an Attorney (eg., specific attorney not responsible) may result in one Subject Hold may never result in a Subject Hold (eg., )

Data Attributes:
• • • • • • • • Case appeal defense attorney number Case appeal submitted by attorney number Case appeal jurisdiction code Date of case appeal filed Time of case appeal filed Case appeal by side indicator state or defendant Case appeal comments narrative narrative text. the blue page Case appeal reason narrative Comment explaining the reason for appeal (i.e. sentence, probation revocation, a motion ruling etc.)

Primary Identifier:
• Case appeal-id

Logical Foreign Keys:
• • • • Analyst-id Case-id Attorney-id Subject Hold-id (MV)

Business Requirements Specification

Page 557

Writ
Definition:
includes extradition and detention

Business Rules:
• • • • • • • • • • must pertain to one and only one Subject may be held by one Agency may never be held by an Agency (eg., an outside agency) may be prepared by one Analyst may never be prepared by an Analyst (eg., an outside agency writ) may be for one Victim/Witness may never be for a Victim/Witness (eg., for a subject) must be authorized by one and only one Judge may result in one Subject Hold may never result in a Subject Hold (eg., )

Data Attributes:
• • • • • • • • • • • • • • • • • • Writ authorized by judge number (FK) Writ holding agency code Writ type code Habeus corpus, federal, ... Writ requester suffix name code Date of writ to be produced Time of writ to be produced Writ held at location narrative narrative text. Date of writ served Time of writ served Writ required location narrative narrative text. Writ transporting officer code Writ requester first name Writ requester middle name Writ requester last name Writ pickup location narrative narrative text Writ return location narrative narrative text Date of writ required by Time of writ required by

Primary Identifier:
• Writ-id

Logical Foreign Keys:
• • Subject-id Agency-id

Page 558

Business Requirements Specification

• • • •

Analyst-id Victim/Witness-id Judge-id Subject Hold-id (MV)

Business Requirements Specification

Page 559

Joinder
Definition:
A request to the court to join cases and defendants for one trial.

Business Rules:
• may join for trial many Cases

Data Attributes:
• Joinder status type code proposed, authorized

Primary Identifier:
• Joinder-id

Logical Foreign Keys:
• Case-id (MV)

Page 560

Business Requirements Specification

Subject Program Status
Definition:
A log of the activity of subject in the completion of their drug treatment.

Business Rules:
• • • • • must be based on input from one and only one Officer must refer to one and only one Subject must be prepared by one and only one Analyst must result in at least one Subject Program Progress Report may result in many Subject Program Progress Reports

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • Subject program type code DTC, .... Date of subject program expected completion Time of subject program expected completion Date of subject program actual completion Time of subject program actual completion Date of subject program termination Time of subject program termination Subject program termination reason narrative narrative text Subject program victim approval to deferred prosecution indicator yes/no Subject program officer approval to deferred prosecution indicator yes/no Subject program approval to deferred prosecution by ADA number Date of subject program status notice sent Time of subject program status notice sent Subject program status notice sent via method type code phone,email,mail,personal Date of subject program status warning notice sent Time of subject program status warning notice sent Subject program status warning notice sent via method type code phone,email,mail,personal Subject program outcome code (MV) complete, reject, incomplete Subject program outcome reason narrative (MV) narrative text Date of subject program outcome (MV) Time of subject program outcome (MV)

Primary Identifier:
• Subject Program Status-id

Logical Foreign Keys:
• • Officer-id Subject-id

Business Requirements Specification

Page 561

• •

Analyst-id Subject Program Progress Report-id (MV)

Page 562

Business Requirements Specification

Criminal Cost Bill
Definition:
An account sheet identifying an outstanding fine(s) owed for a particular charge(s).

Business Rules:
• • • • • must be assessed to one and only one Subject must be prepared by one and only one Analyst must result from one and only one Court Appearance may result in one Subject Hold may never result in a Subject Hold (eg., it was paid)

Data Attributes:
• • • Criminal cost bill ordered by judge number Criminal cost bill prepared by analyst code Criminal cost bill type code Fine collection, immediate payment, ...

• • • • • • • •

Date of criminal cost bill ordered by judge Time of criminal cost bill ordered by judge Date of criminal cost bill due Time of criminal cost bill due Date of criminal cost bill enrollment Time of criminal cost bill enrollment Criminal cost bill account number (MV) Criminal cost bill value amount (MV)

Primary Identifier:
• Criminal Cost Bill-id

Logical Foreign Keys:
• • • • Subject-id Analyst-id Court Appearance-id Subject Hold-id (MV)

Business Requirements Specification

Page 563

Payment Plan
Definition:
Fine/Collection payment file

Business Rules:
• • • • • must be assessed to one and only one Subject must be prepared by one and only one Analyst must result from one and only one Court Appearance must specify at least one Payment may specify many Payments

Data Attributes:
• • • Payment plan pay amount Payment plan day of month to pay Payment plan balloon payment amount

Primary Identifier:
• Payment Plan-id

Logical Foreign Keys:
• • • • Subject-id Analyst-id Court Appearance-id Payment-id (MV)

Page 564

Business Requirements Specification

Court Daily Schedule
Definition:
A schedule published by the DAs office to define the days of the week that a DA team (i.e. property, homicide etc.) normally appears in court for hearings.

Business Rules:
• • must may govern DA appearance for at least one Court Appearance may govern DA appearance for many Court Appearances

Data Attributes:
• • Court daily schedule day of week code Court daily schedule team ID code

Primary Identifier:
• Court Daily Schedule-id

Logical Foreign Keys:
• Court Appearance-id (MV)

Business Requirements Specification

Page 565

Initial Assessment Breakdown
Definition:
A form to determine which assessment person sees which subject.

Business Rules:
• • must be for one and only one Subject must be prepared by one and only one Analyst

Data Attributes:
• • • Initial assessment breakdown assigned analyst code Date of initial assessment breakdown assignment Time of initial assessment breakdown assignment

Primary Identifier:
• Initial Assessment Breakdown-id

Logical Foreign Keys:
• • Subject-id Analyst-id

Page 566

Business Requirements Specification

Jail Incident Report
Definition:
A record of a subject's conduct while in jail. It is used to determine current and future classification (housing).

Business Rules:
• • • • • • • • may result in one Arrest may never result in an Arrest (eg., no serious enough) must be prepared by one and only one Officer must be for one and only one Subject may result in one Charge may never result in a Charge (eg., no serious enough) may result in one Use of force may never result in an Use of force (eg., no use of force needed)

Data Attributes:
• • • • • • • • • • • • • • Jail incident report author officer code Jail incident location Date of jail incident Time of jail incident Jail incident description narrative narrative text Date of jail incident report Time of jail incident report Jail incident witness suffix name code (MV) Jail incident witness first name (MV) Jail incident witness middle name (MV) Jail incident witness last name (MV) Jail incident action taken narrative (MV) narrative text Jail incident report reviewed by officer code (MV) Jail incident report reviewer comment narrative (MV) narrative text

Primary Identifier:
• Jail Incident Report-id

Logical Foreign Keys:
• • • • • Arrest-id Officer-id Subject-id Charge -id Use of Force-id

Business Requirements Specification

Page 567

Subject Assessment
Definition:
A record of the subject's criteria for placement in Jail Housing.

Business Rules:
• • must be for one and only one Subject must be for one and only one Analyst

Data Attributes:
• • • • • • Subject assessment initial custody level code minimum, medium, maximum before the interview Subject assessment final custody level code Date of subject assessment Time of subject assessment Subject assessment officer role code (MV) Subject assessment by officer code (MV) (FK)

Primary Identifier:
• Subject Assessment-id

Logical Foreign Keys:
• • Subject-id Analyst-id

Page 568

Business Requirements Specification

Subject Program Referral
Definition:
A program that a subject is sentenced to participate in.

Business Rules:
• • • • • must be made for one and only one Subject must be made to one and only one Agency must be made by one and only one Analyst may pertain to one Treatment may never pertain to a Treatment (eg., subject reffered but never showed up for treatment)

Data Attributes:
• • • • • • • • • • • • Subject referral by analyst code (FK) Subject referral to agency code (FK) Subject referral outcome code complete, incomplete, no show, successful, unsuccessful Subject referral comment narrative narrative text Date of subject referral created Time of subject referral created Subject referral to MCSO division name within sheriff's department Date of subject referral assessment began Time of subject referral assessment began Date of subject referral fulfilled Time of subject referral fulfilled Subject referral to agency personnel number

Primary Identifier:
• Subject Program Referral-id

Logical Foreign Keys:
• • • • Subject-id Agency-id Analyst-id Treatment-id

Business Requirements Specification

Page 569

Subject Special Circumstance
Definition:
Information to determine assignment of jail housing.

Business Rules:
• • • must be reviewed by one and only one Officer must be for one and only one Subject must be recorded by one and only one Analyst

Data Attributes:
• • • • • • • Subject special circumstances reviewed by officer code Subject special circumstances privacy condition code protective custody, medical, youthful, handicap / retarded, segregate from other inmate Subject special circumstances condition type code example to protect a snitch Subject special circumstances high risk code keep away from another prison Subject special circumstances comment comment Date of subject special circumstances created Time of subject special circumstances created

Primary Identifier:
• Subject Special Circumstance-id

Logical Foreign Keys:
• • • Officer-id Subject-id Analyst-id

Page 570

Business Requirements Specification

Visitation
Definition:
A record of visitors to jail housing.

Business Rules:
• must be made for one and only one Subject

Data Attributes:
• • • • • • • • • Visitor id number Visitor relationship to subject type code Visitor suffix name code Visitor first name Visitor middle name Visitor last name Date of visitation Time of visitation Visitor source of id code DL, birth certificate, passport

Primary Identifier:
• Visitation-id

Logical Foreign Keys:
• Subject-id

Business Requirements Specification

Page 571

Grievance
Definition:
A written statement made by a subject who is in custody.

Business Rules:
• must be filed by one and only one Subject

Data Attributes:
• • • • • • • • • • • • • Grievance verified by officer number Grievance received by officer number Grievance forwarded to agency code Grievance action reason code Grievance action taken code Date of grievance forwarded to agency Time of grievance forwarded to agency Grievance confidential indicator Date of grievance filed Time of grievance filed Grievance request comment narrative narrative text Date of grievance answered Time of grievance answered

Primary Identifier:
• Grievance-id

Logical Foreign Keys:
• Subject-id

Page 572

Business Requirements Specification

Court Order
Definition:
An order issued by a court that requires a subject to do or refrain from doing something.

Business Rules:
• • • • • • • • • • • • • • • • • • • • may result in one Arrest may never result in an Arrest (eg., none required) may pertain to one Subject may pertain to many Subjects may never pertain to a Subject (eg., only the subject of the case/motion) may requested by one Agency may never requested by an Agency (eg., requested by the defense) may be prepared by one Analyst may never be prepared by an Analyst (eg., prepared by the defense) may authorize one Expungement may authorize many Expungements may never authorize an Expungement (eg., other court order) must be authorized by one and only one Judge may result in one Continuance may never result in a Continuance (eg., different order) may result in one Subject Hold may result in many Subject Holds may never result in a Subject Hold (eg., ) may result from one Motion may never result from a Motion (eg., bench order)

Data Attributes:
• • • • Court order prepared by analyst number Court order authorized by judge number Court order requested by agency number Court order type code mittimus, study defendant order, safe keeping, temporary custody for appearance in another state, governor's warrant, co-sign, recog, unsecure, WPA, custody release, 50-B protective order (from civil), ... (policy defines all these) Court order reason code Court order action in courtroom code Court order action in court session id Court order accepted/denied indicator a=accept, d=denied Only discovered with DCC. Orders to close a case have no formal motion. However, in rare cases the judge can deny the issuance of the order. Date of court order effective Time of court order effective Date of court order expires Time of court order expires Court order amendment narrative (MV)

• • • • • • • • •

Primary Identifier:

Business Requirements Specification

Page 573

•

Court Order-id

Logical Foreign Keys:
• • • • • • • • • Arrest-id Subject-id (MV) Agency-id Analyst-id Expungement-id (MV) Judge-id Continuance-id Subject Hold-id (MV) Motion-id

Page 574

Business Requirements Specification

Subject Hold
Definition:
A subject refuses to be positively identified.

Business Rules:
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • must apply to one and only one Subject may result from one Outstanding Document may result from many Outstanding Documents may never result from an Outstanding Document (eg., it doesn't result in an arrest) must be for one and only one Agency may result from one Search may result from many Searches may never result from a Search (eg., contempt) may be the result of one Charge may be the result of many Charges may never be the result of a Charge (eg., contempt) may result in one Treatment may result in many Treatments may never result in a Treatment (eg., contempt) may result from one Court Appearance may result from many Court Appearances may never result from a Court Appearance (eg., ) may be placed by one Magistrate may never be placed by a Magistrate (eg., judge) may result from one Magistrate's Order may never result from a Magistrate's Order (eg., contempt) may result from one Magistrate Alert Notice may result from many Magistrate Alert Notices may never result from a Magistrate Alert Notice (eg., contempt) may result from one Case chronicle may result from many Case chronicles may never result from a Case chronicle (eg., contempt) may result from one Probation may never result from a Probation (eg., contempt) may result from one Continuance may result from many Continuances may never result from a Continuance (eg., contempt) may result from one Subject history record may result from many Subject history records may never result from a Subject history record (eg., contempt) may result from one Personal contact may result from many Personal contacts may never result from a Personal contact (eg., contempt) may result from one Case appeal may result from many Case appeals may never result from a Case appeal (eg., contempt) may result from one Writ may result from many Writs may never result from a Writ (eg., contempt)

Business Requirements Specification

Page 575

• • • • •

may result from one Criminal Cost Bill (rare, but does occur) may never result from a Criminal Cost Bill (eg., contempt) may result from one Court order may result from many Court orders may never result from a Court order (eg., contempt)

Data Attributes:
• • • • • • • • • • • • Subject hold authorized by magistrate number Subject hold for agency code (FK) Subject hold type code PIN, DV, INS, contempt, DCI... Subject hold contact suffix name code Subject hold duration Date of subject hold creation Time of subject hold creation Subject hold contact first name Subject hold contact middle name Subject hold contact last name Date of subject hold effective Time of subject hold effective

Primary Identifier:
• Subject Hold-id

Logical Foreign Keys:
• • • • • • • • • • • • • • • • • • • Subject-id (MV) Outstanding Document-id (MV) Agency-id (MV) Search-id (MV) Charge -id (MV) Treatment-id (MV) Court Appearance-id (MV) Magistrate-id (MV) Magistrate's Order-id (MV) Magistrate Alert Notice-id (MV) Case Chronicle-id (MV) Probation (Parole)-id (MV) Continuance-id (MV) Subject History Record-id (MV) Personal Contact-id (MV) Case appeal-id (MV) Writ-id (MV) Criminal Cost Bill-id (MV) Court Order-id (MV)

Page 576

Business Requirements Specification

Charge Bond
Definition:
A financial instrument with a specific amount that is used to guarantee that a charged subject will perform a court required action

Business Rules:
• • must apply to one and only one Charge must be forfeited by one and only one Judge

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • Charge bond forfeiture authorized by judge number Charge bond bondsman agency name Charge bond terminated reason code Charge bond cancellation reason code Charge bond amount change reason code Charge magistrate bond type code secured, unsecured, promissory, custody, ... Charge magistrate bond amount Date of charge bond created Time of charge bond created Date of charge bond terminated Time of charge bond terminated Date of charge bond cancellation Time of charge bond cancellation Charge bond comment narrative narrative text Date of charge bond posted Time of charge bond posted Date of charge bond forfeiture notice sent to bondsman Time of charge bond forfeiture notice sent to bondsman Date of charge bond absoluted Time of charge bond absoluted Charge bond emergency change occurrence indicator yes/no Charge release bond code Charge release bond amount

Primary Identifier:
• Charge Bond-id

Logical Foreign Keys:
• • Charge -id Judge-id

Business Requirements Specification

Page 577

Subject Program Progress Report
Definition:
An report for a particular subject and case that details the ongoing events associated with the subject's drug treatment

Business Rules:
• • must be prepared by one and only one Analyst must be for one and only one Subject Program Status

Data Attributes:
• • • • • • • • • • • • • • • • • • • Subject program treatment level code Subject program treatment phase code Drug programs go through defined phases (i.e. Phase 1, phase 2 etc.) Subject program sanction from prior court appearance narrative narrative text Date of subject program start of latest clean effective Time of subject program start of latest clean effective Subject program maximum clean period narrative narrative text Subject program sponsor type narrative narrative text. The name of the sponsor is generally confidential. temp/permanent Subject program outstanding fees amount Date of subject program next transition Time of subject program next transition Date of subject program court session (MV) Time of subject program court session (MV) Subject program treatment requirement agency code (MV) Subject program treatment requirement narrative (MV) narrative. There are currently 5 requirements .... drug test, attend 12 step program, etc. Subject program treatment requirement quantity days (MV) Subject program treatment requirement actual days (MV) Subject program treatment requirement excused days (MV) Subject program treatment requirement total percent (MV) Subject program incentive prior court appearance (MV)

Primary Identifier:
• Subject Program Progress Report-id

Logical Foreign Keys:
• • Analyst-id Subject Program Status-id

Page 578

Business Requirements Specification

Bill of Indictment
Definition:
True bills and not true bills and those carried over

Business Rules:
• • • • • • • • • • • • • • • may contain one Outstanding Document (warrant) may contain many Outstanding Documents may never contain an Outstanding Document (eg., not an original bill) must specify at least one Victim/Witness (must be associated with the arrest) may specify many Victim/Witnesses must result in at least one Charge may result in many Charges may relate to one Case may relate to many Cases may never relate to a Case (eg., original indictment) may have one Discovery packet may have many Discovery packets (over time ... discovery packages are updated as case information changes/develops) may never have a Discovery packet (eg., not a true bill) may supercede one Juvenile petition may never supercede a Juvenile petition (eg., an original adult bill)

Data Attributes:
• • • • • • • • • • • • • • • • • Bill of indictment signed by ADA number Bill of indictment presiding judge number Bill of indictment police investigative report number Bill of indictment complaint number Incident Bill of indictment warrant document number Bill of indictment type code true bill, not true bill, carried over Bill of indictment grand jury foreman authorization indicator yes/no Bill of indictment number of jurors present Date of bill of indictment filed Time of bill of indictment filed Bill of indictment narrative narrative text Multiple count bill of indictment number (MV) we invented this to handle the many charges situation Bill of indictment original indicator (MV) yes/no Bill of indictment other victim witness name (MV) Bill of indictment officer code (MV) Bill of indictment officer role code (MV) Bill of indictment charge code (MV)

Primary Identifier:

Business Requirements Specification

Page 579

•

Bill of Indictment-id

Logical Foreign Keys:
• • • • • • Outstanding Document-id (MV) Victim/Witness-id (MV) Charge -id (MV) Case-id (MV) Discovery Packet-id (MV) Juvenile Petition-id

Page 580

Business Requirements Specification

Court Appearance Activity
Definition:
A record of a request or information received that is presented during a court appearance. (e.g. request for a bond hearing or submissions of a document)

Business Rules:
• must define an action required for one and only one Court Appearance

Data Attributes:
• • • • Court appearance activity type code discovery received, plea conference requested, second setting, plea slot requested, bond hearing requested, incident Court appearance activity response code Court appearance activity response reason narrative narrative text Court appearance activity type applicable narrative (MV) narrative text first setting, second setting, …

Primary Identifier:
• Court Appearance Activity-id

Logical Foreign Keys:
• Court Appearance-id

Business Requirements Specification

Page 581

Motion
Definition:
A request to move the court to do something

Business Rules:
• • • • • must made for one and only one Case must be made for one and only one Attorney must be heard by one and only one Judge may result in one Court order may never result in a Court order (eg., motion withdrawn)

Data Attributes:
• • • • • • • • • Motion submitted by attorney number (FK) Motion type code suppression, dismiss, appropriate relief, for joinder, for severance, withdraw, limitation, motion for out of state witness, ... Date of motion moved Time of motion moved Motion requested narrative narrative text Motion conclusion narrative narrative text Date of motion ordered Time of motion ordered Motion findings (MV)

Primary Identifier:
• Motion-id

Logical Foreign Keys:
• • • • Case-id Attorney-id Judge-id Court Order-id

Page 582

Business Requirements Specification

Case Review
Definition:
A periodic review conducted by a superior court judge to determine if the case is progressing satisfactorily and that anticipated actions are being performed as planned.

Business Rules:
• • must be performed for one and only one Case must be completed by one and only one Judge

Data Attributes:
• • • • • • • • • • • Case review verified by judge number Case review completed by judge number Case review type code superior court, staff, review, Date of case review Time of case review Case review discrepancy discovered indicator yes/no Case review action taken narrative narrative text Date of case review notice sent Time of case review notice sent Case review action taken reason narrative narrative text Case review notice sent to attorney number (MV)

Primary Identifier:
• Case Review-id

Logical Foreign Keys:
• • Case-id Judge-id

Business Requirements Specification

Page 583

Discovery Packet
Definition:
A collection of information/records to move the case forward (structure sentence worksheet, plea, PIR).

Business Rules:
• • • • must be prepared as a result of one and only one Bill of indictment may contain one Structured sentence worksheet may contain many Structured sentence worksheets (over time) may never contain a Structured sentence worksheet (eg., not offered by DAs office)

Data Attributes:
• • • • • • • • • • • Discovery packet incident/complaint number This is a foreign key. Discovery packet structured sentence worksheet This is a foreign key. Date of discovery packet mailed Time of discovery packet mailed Date of discovery packet first setting Time of discovery packet first setting Discovery packet DTC qualified indicator yes/no Discovery packet SDP qualified indicator yes/no Discovery packet qualify for deferred prosecution indicator yes/no Discovery packet police investigative report (MV) Some materials in the police investigative report may be edited out or summarized by DA. Discovery packet police investigative report edited narrative (MV)

Primary Identifier:
• Discovery Packet-id

Logical Foreign Keys:
• • Bill of Indictment-id Structured Sentence Worksheet-id (MV)

Page 584

Business Requirements Specification

Structured Sentence Worksheet
Definition:
A report that is included in a discovery packet to determine level and type of sentence for a charge.

Business Rules:
• • • must be prepared/modified by at least one Analyst may be prepared/modified by many Analysts must be included in one and only one Discovery packet

Data Attributes:
• • • • • • • • • • • • • • • • • • • Structured sentence type code active, intermediate, community service, probation, fine, parole, attorney fee, restitution, guilty plea, taken from case chronicle Structured sentence location code Structured sentence grid level code Structured sentence total Structured sentence restitution recipient narrative narrative text. subject, 3rd party, business Structured sentence habitual felon indicator yes/no Structured sentence violent habitual felon indicator yes/no Structured sentence habitual DWI indicator yes/no Date of structured sentence worksheet analysis Time of structured sentence worksheet analysis Structured sentence points number Structured sentence duration Structured sentence subject requirement comment Date of structured sentence begin Time of structured sentence begin Date of structured sentence update Time of structured sentence update Structured sentence comments Structured sentence restitution recipient number SSN, EIN

Primary Identifier:
• Structured Sentence Worksheet-id

Logical Foreign Keys:
• • Analyst-id (MV) Discovery Packet-id

Business Requirements Specification

Page 585

Probation/Parole Travel Plan
Definition:
A record of a subject's projected itinerary.

Business Rules:
• • • must be for one and only one Subject must be authorized by one and only one Analyst must be granted for one and only one Probation (Parole)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • Probation/parole travel plan authorized by analyst code Date of probation/parole travel plan departure Time of probation/parole travel plan departure Probation/parole travel plan status narrative narrative text. Approved, denied, pending Date of probation/parole travel plan return Time of probation/parole travel plan return Probation/parole travel plan stay location state code (MV) Probation/parole travel plan stay location premises type narrative (MV) Probation/parole travel plan stay location zip (MV) Probation/parole travel plan stay location street direction code (MV) Probation/parole travel plan stay location street type code (MV) Probation/parole travel plan stay location city (MV) Probation/parole travel plan mode of transportation type code (MV) Date of probation/parole travel plan stay begin (MV) Time of probation/parole travel plan stay begin (MV) Date of probation/parole travel plan stay end (MV) Time of probation/parole travel plan stay end (MV) Probation/parole travel plan stay location house number (MV) address Probation/parole travel plan stay location street name (MV) Probation/parole travel plan stay location apt/unit number (MV)

Primary Identifier:
• Probation/Parole Travel Plan-id

Logical Foreign Keys:
• • • Subject-id Analyst-id Probation (Parole)-id

Page 586

Business Requirements Specification

Proof of Jail Report
Definition:
A record of a subject's specific time(s) and dates of incarceration.

Business Rules:
• • must be attested by one and only one Officer must be for one and only one Subject

Data Attributes:
• • • • • • Proof of jail report verified by officer number Date of proof of jail report actual Time of proof of jail report actual Proof of jail report instructions to subject narrative narrative comment Date of proof of jail report return Time of proof of jail report return

Primary Identifier:
• Proof of Jail Report-id

Logical Foreign Keys:
• • Officer-id Subject-id

Business Requirements Specification

Page 587

Evidence
Definition:
Information or materials that are admissible in a court appearance.

Business Rules:
• • • • • • • must be gathered as part of one and only one Arrest must be gathered by one and only one Officer may be tested by one Analyst may never be tested by an Analyst (eg., no test required) may support one Charge may support many Charges may never support a Charge (eg., collected at an arrest that didn't lead to a charge)

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • Evidence collected by officer code Evidence analyzed by agency code Evidence type code Evidence after trial disposition code retain, return to subject, send to State, destroy Evidence found at location zip Evidence found at location street direction code Evidence found at location address premises type narrative Evidence found at location city Evidence found at location street type code Evidence found at location state code Evidence owner suffix name code Evidence analyzed by suffix name code Evidence description narrative narrative text Date of evidence found Time of evidence found Evidence owner first name Evidence owner middle name Evidence owner last name Evidence destroyed indicator yes/no Evidence found at location house number Evidence found at location street name Evidence found at location apt/unit number Evidence owner indicator business, person Evidence owner business name Evidence analyzed by first name Evidence analyzed by middle name Evidence analyzed by last name

Primary Identifier:
• Evidence-id

Page 588

Business Requirements Specification

Logical Foreign Keys:
• • • • Arrest-id Officer-id Analyst-id Charge -id (MV)

Business Requirements Specification

Page 589

Outstanding Document Service
Definition:
A record of the service of an outstanding document.

Business Rules:
• • must be made by one and only one Officer must be made for one and only one Outstanding Document

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • O/S document service attempt officer code O/S document service attempt status code numerous service status codes can exist on a code table. On the code table, whether the service was successful or not would be on the code table. we do not need it here. O/S document service final status code O/S document service attempt address premises type narrative O/S document service attempt street direction O/S document service attempt street type O/S document service attempt city O/S document service attempt state code O/S document service attempt zip Date of O/S document service attempt Time of O/S document service attempt O/S document service result narrative narrative text O/S document service unsuccessful reason narrative O/S document future service advice narrative narrative text O/S document service attempt house number O/S document service attempt street name O/S document service attempt apt/unit number O/S document service type code phone, mail, personal O/S document service accepted by magistrate number Date of O/S document pulled for service Time of O/S document pulled for service Date of O/S document served Time of O/S document served O/S document service successful indicator yes/no

Primary Identifier:
• Outstanding Document Service-id

Logical Foreign Keys:
• • Officer-id Outstanding Document-id

Page 590

Business Requirements Specification

Officer Court Availability
Definition:
calendar dates and times for which the officer is available for district court sessions

Business Rules:
• must define potential court appearance dates for one and only one Officer

Data Attributes:
• • • • Date of officer court availability beginning Time of officer court availability beginning Date of officer court availability ending Time of officer court availability ending

Primary Identifier:
• Officer Court Availability-id

Logical Foreign Keys:
• Officer-id

Business Requirements Specification

Page 591

Subject Class / Orientation Assignment
Definition:
A schedule of classes that a subject has been enrolled into by a program. (NOVA, etc)

Business Rules:
• • • must be made for one and only one Subject may be made by one Analyst may never be made by an Analyst (eg., analyst name not recorded)

Data Attributes:
• • • • • • • Subject class/orientation assignment day of week code let system determine the day of the week Subject class/orientation assignment type code class, orientation, ... Date of subject/class orientation assignment Time of subject/class orientation assignment Subject class time of day Date of subject class/orientation begin Time of subject class/orientation begin

Primary Identifier:
• Subject Class / Orientation Assignment-id

Logical Foreign Keys:
• • Subject-id Analyst-id

Page 592

Business Requirements Specification

Structured Day Log
Definition:
A record of a subject's attendance.

Business Rules:
• • • must be for one and only one Subject must be authorized by at least one Analyst may be authorized by many Analysts

Data Attributes:
• • • • • • Structured day log event type code initial, ongoing, ... Structured day log event purpose code mental health assessment, reverse, violation, terminate, notice drug treatment complete, notice other workshops complete, back from contempt, ... Date of structured day log event Time of structured day log event Structured day log event result confirmation indicator yes/no Structured day log event comment narrative narrative text

Primary Identifier:
• Structured Day Log-id

Logical Foreign Keys:
• • Subject-id Analyst-id (MV)

Business Requirements Specification

Page 593

Structured Day Subject Schedule
Definition:
A record of a subject's daily activities.

Business Rules:
• • must detail the daily schedule of one and only one Subject must be checked by one and only one Analyst

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • Structured day subject schedule activity type code GED, mental health assessment, drug treatment, VA assessment, ... Structured day subject schedule location premises type narrative Structured day subject schedule location address street direction code Structured day subject schedule location address street type code Structured day subject schedule location address city Structured day subject schedule location address state code Structured day subject schedule location address zip Structured day subject case manager number From analyst table Structured day subject lead analyst number We will need to set up an activity leader number attribute. Date of structured day subject schedule Time of structured day subject schedule Date of structured day subject schedule plan to begin Time of structured day subject schedule plan to begin Date of structured day subject schedule expected to end Time of structured day subject schedule expected to end Date of structured day subject schedule actual begin Time of structured day subject schedule actual begin Date of structured day subject schedule actual end Time of structured day subject schedule actual end Structured day subject schedule location house number Structured day subject schedule location street name Structured day subject schedule location apt/unit number

Primary Identifier:
• Structured Day Subject Schedule-id

Logical Foreign Keys:
• • Subject-id Analyst-id

Page 594

Business Requirements Specification

Substance Test
Definition:
For an intoxilyzer test, this attached to the chemical analyst affidavit

Business Rules:
• • • • may be the result of one Arrest may never be the result of an Arrest (eg., as part of drug treatment program) must be given to one and only one Subject must be administered/witnessed by ; specimen taken by one and only one Analyst

Data Attributes:
• • • • • • • • Substance test specimen received by analyst number Substance test conducted by analyst number Substance test type code drug, alcohol Date of substance test specimen collected Time of substance test specimen collected Date of substance test analysis Time of substance test analysis Substance test analysis result narrative narrative text.

Primary Identifier:
• Substance Test-id

Logical Foreign Keys:
• • • Arrest-id Subject-id Analyst-id

Business Requirements Specification

Page 595

Image (photograph)
Definition:
Observation of a subject before they become a subject. A photo history over time

Business Rules:
• • • must be recorded by one and only one Officer (a Deputy) may be taken of one Subject may never be taken of a Subject (eg., subject not yet pid'ed)

Data Attributes:
• • • • • • • • • • • • • • • • • • Image skin tone code Image eye color code Image hair color code Image gender code Image ethnic origin code Date of image captured Time of image captured Date of image DOB Image height Image weight Image glasses indicator yes/no Image facial hair indicator yes/no Image hat indicator yes/no Image captured from source code Image identification marks (MV) Image scars narrative (MV) narrative text Image tattoo narrative (MV) narrative text Image missing body parts narrative (MV) narrative text

Primary Identifier:
• Image (photograph)-id

Logical Foreign Keys:
• • Officer-id Subject-id

Page 596

Business Requirements Specification

Use of Force
Definition:
An action taken by MCSD during a jail incident.

Business Rules:
• • • • • must require at least one Officer may require many Officers must be investigated by one and only one Analyst (sergeant) may result from one Jail incident report may never result from a Jail incident report (eg., no force used)

Data Attributes:
• • • • • • • • • • • • • Use of force subject statement narrative narrative text Use of force witness suffix name code (MV) Use of force witness first name (MV) Use of force witness middle name (MV) Use of force witness last name (MV) Use of force witness statement narrative (MV) narrative text Use of force officer statement narrative (MV) narrative text Use of force complainant statement narrative (MV) narrative text Use of force complainant first name (MV) Use of force complainant middle name (MV) Use of force complainant last name (MV) Use of force complainant suffix name code (MV) Use of force officer code (MV)

Primary Identifier:
• Use of Force-id

Logical Foreign Keys:
• • • Officer-id (MV) Analyst-id Jail Incident Report-id

Business Requirements Specification

Page 597

Juvenile Petition
Definition:
Warrant / summons equivalent for a juvenile all this information is replicated in "Case". Does it all have to be copied into this object?

Business Rules:
• • • • • • • • must be for one and only one Subject must contain at least one Charge may contain many Charges must have at least one Case chronicle may have many Case chronicles must result from one and only one Incident / Complaint may generate one Bill of Indictment may never generate a Bill of Indictment (eg., )

Data Attributes:
• • • • • • • • • • • • • • • • • • • • • • • • • • • Juvenile petition subject elected defense attorney number Juvenile petition assigned ADA number Juvenile petition assigned PD attorney number Juvenile petition assigned court councilor code We need councilor codes Date of juvenile petition DA/magistrate approved Time of juvenile petition DA/magistrate approved Date of juvenile petition court councilor approved Time of juvenile petition court councilor approved Date of juvenile petition filed Time of juvenile petition filed Juvenile petition diverted indicator yes/no Date of juvenile petition diverted Time of juvenile petition diverted Juvenile petition superseded indicator yes/no Juvenile petition parent/guardian suffix name code (MV) Juvenile petition parent/guardian phone number area code (MV) Juvenile petition parent/guardian state code (MV) Juvenile petition parent/guardian street type code (MV) Juvenile petition parent/guardian zip (MV) Juvenile petition parent/guardian street direction code (MV) Juvenile petition parent/guardian premises type narrative (MV) Juvenile petition parent/guardian city (MV) Juvenile petition to guardian relationship type code (MV) Use relationship code table Juvenile petition parent/guardian first name (MV) Juvenile petition parent/guardian middle name (MV) Juvenile petition parent/guardian last name (MV) Juvenile petition parent/guardian phone number (MV)

Page 598

Business Requirements Specification

• • •

Juvenile petition parent/guardian house number (MV) Juvenile petition parent/guardian street name (MV) Juvenile petition parent/guardian apt/unit number (MV)

Primary Identifier:
• Juvenile Petition-id

Logical Foreign Keys:
• • • • • Subject-id Charge -id (MV) Case Chronicle-id (MV) Incident / Complaint-id Bill of Indictment-id

Business Requirements Specification

Page 599

Juvenile Disposition Report
Definition:
comes from the office of juvenile services. Many agencies can contribute to this report.

Business Rules:
• • • must be for one and only one Subject must be submitted on behalf of one and only one Agency must be submitted by one and only one Analyst

Data Attributes:
• • Juvenile disposition report discussion narrative narrative text Juvenile disposition report recommendation narrative narrative text

• •

Date of juvenile disposition report presented Time of juvenile disposition report presented

Primary Identifier:
• Juvenile Disposition Report-id

Logical Foreign Keys:
• • • Subject-id Agency-id Analyst-id

Page 600

Business Requirements Specification

Sentence/Juvenile Condition
Definition:
A single element of a disposition or judgment that requires actions by or confinement of a subject.

Business Rules:
• • • • must result from one and only one Case chronicle may contain or be a condition of one Sentence/Juvenile Condition may contain or be a condition of many Sentence/Juvenile Conditions may never contain or be a condition of a Sentence/Juvenile Condition (eg., not a report in sentence)

Data Attributes:
• • • • • • • • • • • • • • • • • • Juvenile sentence restitution recipient suffix name code Juvenile sentence restitution recipient state code Juvenile sentence restitution recipient street type code Juvenile sentence restitution recipient zip Juvenile sentence restitution recipient street direction code Juvenile sentence restitution recipient premises type narrative Juvenile sentence restitution recipient city Juvenile sentence type code Active, Probation, Drug Treatment, fine, active suspension, ... Juvenile sentence location courtroom code Juvenile sentence minimum amount of incarceration Date of juvenile sentence begin Time of juvenile sentence begin Juvenile sentence maximum amount of incarceration Fees or incarceration Date of juvenile sentence end Time of juvenile sentence end Juvenile sentence consecutive/concurrent indicator yes/no Juvenile sentence comment narrative narrative text Juvenile sentence reported in conference indicator yes/no

• • • • • • • • • •

Juvenile sentence no-show reason narrative narrative text Juvenile sentence status code Offered, final, suspended Juvenile sentence restitution recipient first name Juvenile sentence restitution recipient middle name Juvenile sentence restitution recipient last name Juvenile sentence restitution recipient SSN Juvenile sentence restitution recipient house number Juvenile sentence restitution recipient street name Juvenile sentence restitution recipient apt/unit number Juvenile sentence contract narrative (MV)

Business Requirements Specification

Page 601

narrative text • • • Date of juvenile sentence accepted by subject (MV) Some types of treatment (structured day) must be accepted by the subject Time of juvenile sentence accepted by subject (MV) Juvenile sentence subject requirement narrative (MV) Condition a judge sets on a sentence (i.e. show up sober)

Primary Identifier:
• Sentence/Juvenile Condition-id

Logical Foreign Keys:
• • Case Chronicle-id Sentence/Juvenile Condition-id (MV)

Page 602

Business Requirements Specification

Accident Report
Definition:
A record of a traffic incident

Business Rules: Data Attributes:
• • • Accident report estimate of damages amount Accident report nature of damages narrative narrative text Accident report injuries noted narrative (MV) narrative text

Primary Identifier:
• Accident Report-id

Logical Foreign Keys:

Business Requirements Specification

Page 603

Judgement
Definition:
Criminal Judgement is terms of the sentence as imposed by the court.

Business Rules: Data Attributes: Primary Identifier:
• Judgement-id

Logical Foreign Keys:


								
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