How to Use Acoms © 2009 AnalyzeSoft
How to Use Acoms © 2009 AnalyzeSoft 2 How to Use Acoms Table of Contents Foreword Part I Introduction to ACOMS 0 6 1 Help Resources ................................................................................................................................... for Using ACOMS 6 2 How to................................................................................................................................... Use the Online Help Feature 6 3 Main Differences ................................................................................................................................... and Similarities between OTIS and ACOMS 7 4 Modules ................................................................................................................................... 8 5 Differences ................................................................................................................................... between ACOMS Modules 9 6 Security ................................................................................................................................... 9 Part II Using the System 11 1 Logging ................................................................................................................................... into the Demonstration Server 11 2 ACOMS ................................................................................................................................... Toolbar Icons 13 3 Getting ................................................................................................................................... Around the System 13 Part III Search for an Offender 16 1 Main ................................................................................................................................... Offender Search Window 17 2 Search ................................................................................................................................... by Offender Name 17 3 Search ................................................................................................................................... by Offender Number 18 4 Working ................................................................................................................................... with Search Results 18 5 Working ................................................................................................................................... with the Selected Offender 19 Part IV Offender Profile 21 1 Address ................................................................................................................................... 21 2 Agent................................................................................................................................... 23 3 Basic................................................................................................................................... Info 24 4 Birth dates ................................................................................................................................... 24 5 Cautions ................................................................................................................................... 25 6 Court................................................................................................................................... Cases 26 Adding a Court .......................................................................................................................................................... Case 26 Working w ith .......................................................................................................................................................... a Court Case 27 Adding an ......................................................................................................................................................... Offense 27 Adding a New ......................................................................................................................................................... Agreement 28 Adding a New ......................................................................................................................................................... Violation 30 Adding a Response ......................................................................................................................................................... to a Violation 30 Printing a Violation ......................................................................................................................................................... Report 31 7 DNA Test ................................................................................................................................... 32 8 Education ................................................................................................................................... 32 Editing Education .......................................................................................................................................................... Inform ation 33 Adding an Education .......................................................................................................................................................... Record 33 © 2009 AnalyzeSoft Contents 3 Editing Certificate .......................................................................................................................................................... Inform ation 34 Adding Certificate .......................................................................................................................................................... Inform ation 34 9 Employment ................................................................................................................................... 35 Updating an Em .......................................................................................................................................................... ploym ent Listing 35 Creating a New .......................................................................................................................................................... Em ploym ent Listing 35 Adding an Em.......................................................................................................................................................... ployer Listing 37 10 Family/Associates ................................................................................................................................... 37 Updating a Fam .......................................................................................................................................................... ily Listing 37 Adding a new .......................................................................................................................................................... Fam ily Listing 38 11 File Location ................................................................................................................................... 39 Editing File Location .......................................................................................................................................................... Inform ation 39 Adding File Location .......................................................................................................................................................... Inform ation 39 12 Financial ................................................................................................................................... 39 Editing Financial .......................................................................................................................................................... Inform ation 39 Adding Financial .......................................................................................................................................................... Inform ation 40 13 Wait List ................................................................................................................................... 41 14 Health ................................................................................................................................... 41 Editing Health.......................................................................................................................................................... Inform ation 41 Adding Health.......................................................................................................................................................... Inform ation 41 Creating a Health .......................................................................................................................................................... Sum m ary 42 Adding Treatm .......................................................................................................................................................... ent Inform ation 43 15 Legal................................................................................................................................... Status 44 16 License ................................................................................................................................... 44 17 Location ................................................................................................................................... 45 18 Medications ................................................................................................................................... 45 Editing Medication .......................................................................................................................................................... Inform ation 46 Adding Medication .......................................................................................................................................................... Inform ation 46 19 Military ................................................................................................................................... 47 20 Name................................................................................................................................... 48 21 Numbers ................................................................................................................................... 49 Editing Num ber .......................................................................................................................................................... Inform ation 49 Adding Other .......................................................................................................................................................... Num ber Inform ation 49 22 Other................................................................................................................................... Photos 50 23 Phones ................................................................................................................................... 50 24 Prior ................................................................................................................................... Record 51 25 Scars,................................................................................................................................... Marks 51 26 Substances ................................................................................................................................... 52 Editing Substance .......................................................................................................................................................... Inform ation 52 Adding New Substance .......................................................................................................................................................... Inform ation 52 27 Supervision ................................................................................................................................... Contact 54 Making Changes .......................................................................................................................................................... to a Supervision Contact 54 Adding a Supervision .......................................................................................................................................................... Contact 54 28 Security ................................................................................................................................... Threat Group 56 Adding Security .......................................................................................................................................................... Threat Group Inform ation 56 29 Vehicle ................................................................................................................................... 57 Editing Vehicle .......................................................................................................................................................... Inform ation 57 © 2009 AnalyzeSoft 3 4 How to Use Acoms Adding Vehicle .......................................................................................................................................................... Inform ation 57 30 Victims ................................................................................................................................... 59 31 Warrants ................................................................................................................................... 60 Agents Warrant .......................................................................................................................................................... 61 Com m ission Warrant .......................................................................................................................................................... 62 Index 0 © 2009 AnalyzeSoft Part I 6 1 How to Use Acoms Introduction to ACOMS ACOMS is the Alaskan Corrections Offender Management system. If you are familiar with OTIS, you will find it easy to use and that it has a wealth of new features and resources to use the system effectively. ACOMS contains all of the data from OTIS and includes pictures on profiles in an easier to use webbased application. ACOMS has undergone years of development and is used among Departments of Corrections across the country. The main difference between OTIS and ACOMS is that ACOMS is centered on the offender while OTIS is centered around program functions that require you to search for offenders. In ACOMS, you select an offender and ACOMS becomes your workbench to work with that offender's record. This makes working with an offender record in ACOMS much easier. The focus of ACOMS is not just in creating a "system of record" for management level reporting, but to also make the offender management tool an effective staff tool for day to day operations. Its streamlined interface and real-world testing makes this possible. 1.1 Help Resources for Using ACOMS Each module in ACOMS is documented with help resources to assist in you usage of the system. If you need help with the system it is close at hand. Each module is documented with: · · · 1.2 Online Help – Help is immediately available in each module for most program features by clicking the online help icon at the top of the window. This will bring up the help for the current program feature. It also contains links to other modules within the system. Reference Manual – Each module is documented with an electronic or printed manual that describes the program features within the module. The reference manual duplicates the information in the online help in a single document. Review Guide – Each module has a review guide that takes you through the program features with scenario-based guides that describe how different program features are used within the system. The review guides are also available through the online help features. How to Use the Online Help Feature The online help feature is the most useful resource for getting help with using the system. It contains help on the current feature you are using within the system, as well as links to the other documentation within the system. The entire ACOMS system is documented from within the online help. When you select the Online Help icon it will create a window that looks like the following: © 2009 AnalyzeSoft Introduction to ACOMS · · · · 1.3 7 Main Help Pane – The main help pane contains the information on the current program feature or the information on the topics you select in Contents, the Index, or from the Search feature. Contents – Contains the table of contents for the system, with the current help topic highlighted within the help system. With this guide you can see the other related program features of the module. Double-clicking on the book icon opens other help topics within that program area. You can think of the Contents as the “front of the book” table of contents. Double-clicking on the book icon opens the book, revealing the contents of the help for the module. Index – The index is the “back of the book” index, which contains the topics within help listed alphabetically. You can find topics and glossary items within the help that explains concepts within the system here. Search – The search feature allows you to search through the help system to find more information on a topic of interest. The search feature searches the entire help system, so it will find help available for any part of the system, not just the part of the system you currently are using. When you select a search item in the left pane, it brings up that help topic and highlights the search terms you typed in within the main pane. Main Differences and Similarities between OTIS and ACOMS You’ll notice many obvious differences between OTIS and ACOMS. Some of the main ones include: · · · © 2009 AnalyzeSoft ACOMS uses the familiar offender profile screens of OTIS. Just like OTIS, searching for an offender will produce a screen with links to drill in on specific information. Unlike OTIS, the buttons are more like link web links and there is a top-pane that contains additional information. ACOMS supports offender photographs. Photo capture workstations photographs are directly displayed within offender profiles. Additionally, new photographs can be uploaded and displayed for offenders through the facilities module. ACOMS is web-based. Because of this Citrix logins aren’t required. It works with the web browser on your desktop just like surfing the internet. It also can be used across the internet without special login clients or the need to install additional software on 8 How to Use Acoms · · · · 1.4 your home desktop or logging into a remote desktop. ACOMS is centered on the offender while OTIS is centered on program functions. For example, if you want to book an offender in OTIS, you go to the booking function, search to see if an offender is in the system, and then complete a booking. If you then want to assign an offender a bed in OTIS, you go to the program feature to assign a bed, search for an offender, and then give them a bed. In ACOMS you select the offender first, then you perform program functions on the offender you selected by choosing the menu function. The offender you last selected is remembered as you move from module to module. ACOMS does not require you to log out to move between modules. In OTIS, if you are using a function within facilities and need to move to PSI or OTA (Banking), you need to either login or logout of the system again or keep multiple Citrix windows open with a login to each module. In ACOMS you simply login once and move across modules by the use of the site navigation feature. ACOMS remembers the offender across modules, so when you move across modules it remembers the offender you were last working on last and any program functions you use apply to that same offender. For example, if you are working on an offender within the BOPP module and need to assign a direct victim to them for the parole board to know about, you can move to the Facilities module and enter a direct victim without having to search for the offender again. ACOMS uses tabs and toolbars instead of menus. In OTIS you log into a module and then search through menus to find the program function you want. Modules A module within ACOMS is a separate area related to a job role or function. The modules are integrated, so they leverage common functionality from each other, creating a consistent look and feel throughout all the modules. The modules and their purposes are as follows: ACOMS Module OTIS Equivalent Job Function Booking Booking functions within DIO Booking officers and those who account for charge backs for use of booking and holding facilities. Facilities DIO All functions related to managing incarcerated offenders, including sentencing, victims, visitors, classification, transportation, and release. OMP N/A Offender management plans, includes features for educational coordinators. BOPP N/A Administrative functions for the Board of Parole including © 2009 AnalyzeSoft Introduction to ACOMS 9 scheduling, planning, hearing results and recording minutes. 1.5 Community PSI & Others All functions related to community corrections for institutional and field parole and probations officers. Mostly field related functions. Inmate Banking OTA All administrative functions related to managing offender accounting, including management of mandatory savings accounts and PFD garnishments for restitution and incarceration expenses. Differences between ACOMS Modules Sometimes you will be surprised to find that after you have selected an offender and click on a program feature that it retrieves a group of offenders instead of brining up amplifying information on the offender you selected. In general, ACOMS modules are centered on managing a selected offender. Once an offender is located within the system, the program features work on that individual offender. Some modules, like inmate banking and the BOPP (Board of Parole and Pardons) module are centered on managing groups of offenders, such as managing a calendar of parole hearing for multiple offenders. Here are some of the parts of the system that work on groups of offenders: · · · 1.6 Calendar Functions – Some features are designed to schedule groups of offenders, for things like transport, visitation, and parole hearings. These are found in modules like facilities and BOPP. Workload Management Functions – Some features are designed to manage the workload for correctional staff. For example, seeing what assessments are coming up for the offenders they are responsible for. These are mainly located within OMP, Community, and Facilities. Agency/Program Functions – Some of the features within ACOMS are to manage relationships with outside agencies and programs. For example, notifying outside agencies of releases or managing contractors who teach in the educational programs. These are mainly located in the victims sub-module (available through multiple modules) and within OMP. Security ACOMS has complete security controls for all functions within the system. Every feature of the system can be locked down at a screen level to restrict who can see records, create records, update records, and delete them. What you can do in the system can be locked down by both group and role. So, for example, a probations supervisor could have permission to delete records but a staff field probations person might only have the permissions to create or view the same records. Security is configured by the IT staff in the Department of Corrections to staff specifications. © 2009 AnalyzeSoft Part II Using the System 2 11 Using the System Using the ACOMS system is quite easy once you understand three basic concepts: 1. Search for an offender 2. Select an offender 3. Perform operations on the selected offender This section discusses how to be effective in searching and working on offenders. 2.1 Logging into the Demonstration Server 1. Open your Internet Explorer by clicking on the Internet Explorer icon. 2. On the Internet Explorer address bar type in the following address http://204.228.221.5:8080/acoms/ and press the right arrow on the address bar or the return key 3. This will open up the ACOMS Application login screen. You will want to bookmark this screen for future use so you will not have to remember and retype the server address. 4. Click on the Application Logon button. This will open the ACOMS Logon screen. © 2009 AnalyzeSoft 12 How to Use Acoms The User ID you will use is cisuser1 and the password will also be cisuser1. The password will not display while you are typing it. · · · If you get an error message “User ID is invalid” or “Password is invalid” click on the Reset button and the screen will clear itself so you can try again. Before trying the second time, check your keyboard and make sure that your Caps Lock is not on. The Caps Lock key is located on the left edge of your keyboard above the shift key. If you push it, notice on the right upper side of your keyboard, a light will turn on and off. If the light is on, Caps Lock is on and the lower case letters will not be recognized. Make sure the light is off. Keys will be in different locations if you have a laptop. Try to login to OMP again. If you are successful, go to next step. If not, double check Cap Locks and Num Lock, slow down and make sure you are entering the correct user ID and password, if you are sure you are using the correct User ID and Password and are still unable to login, contact the IT helpdesk for further assistance. If you are successful then you will see the opening screen to the booking module. © 2009 AnalyzeSoft Using the System 2.2 13 ACOMS Toolbar Icons There are a number of icons used throughout the ACOMS application that perform the following functions from any screen they are available from: · · · · · · 2.3 View Icon - This icon allows you to view the record within a list of records. Help Icon - This icon brings up help for the current feature. Print Icon - Creates a printable version of the current list. New Icon - Creates a new record within the system. Trash Icon - Deletes a record within the system. Edit Icon - Edits a record within the system. Getting Around the System Once you are in the system you will notice on the right hand side of the toolbar is a small compass icon: This is the navigation or site map icon. It allows you to navigate the system between the various modules within the system. When you click it, the navigation menu will appear: © 2009 AnalyzeSoft 14 How to Use Acoms By clicking on Main or any of the tabs underneath you can access that module or the sub-function of that module if you have the proper security authorizations. The modules of ACOMS consist of the following: Booking Allows Booking officers to book offenders into the system, manage property, daily counts, and chargebacks. BOPP Handles administrative functions for the Board of Pardons and Parole. Community Covers most aspects of Community Corrections for field probations and parole officers. Facilities Handles most aspects of managing an institution, including bed assignment, classification, transportation, visitation, victims notification, and more. Inmate Banking Manages administrative functions related to managing offender money. Work Centers Handles management of work furlough for offenders. © 2009 AnalyzeSoft Part III 16 3 How to Use Acoms Search for an Offender The Alaska Corrections Offender Management System (ACOMS) offers several types of search criteria to help you find an offender or verify that an offender number or name doesn't already exist in the system. In ACOMS you can search by location, staff member caseload, or by offender name or number. To begin the process of searching for an offender, click the Offender Search link in the upper-left corner of the window. The Offender Search screen will come up. You can perform any of the searches described below from the Offender Search screen. All operations in ACOMS start by searching for an offender, who then becomes the active record within the system. The offender search toolbar accesses all of the features of offender search within the system. Unlike OTIS, ACOMS does not require you to search repeatedly for the offender you worked with in the last module. The last offender selected is automatically the active offender for each subsequent function and can be recalled at any time. The search toolbar has the following functions that enable these features: · · Offender Search – The text “Offender Search” is a link that accesses the Main Offender Search Window, described below. Offender Result – This icon retrieves the results of the last search result, whether that result was one or multiple offenders. If you are trying to narrow down a single offender from a list of offenders you can return from the profile of the offender you selected to the full list of search results by clicking on this icon. © 2009 AnalyzeSoft Search for an Offender · 3.1 17 Offender Profile – The Offender Profile icon returns you to the offender profile of the offender you last selected as a result of the search. If you are ever unsure what offender you selected last or what offender you are examining, this icon returns you to the general offender profile display. Main Offender Search Window ACOMS offers search options to help you find an offender or verify an offender doesn’t already exist in the system using four different search options. You can search for an offender by Name or Offender Number. The Booking module has much more sophisticated search tools, which is covered in that module's documentation. The offender search is due for improvements in the next version of ACOMS to provide more sophisticated search capabilities. 3.2 Search by Offender Name If you don't know the offender’s Offender Number, you can find it by searching for the offender’s name. This search function is designed to find offenders by using as few as 2 letters in their name. Follow the steps below to search for an offender by name. 1. Click the Find Offender icon will pop up. next to the Offender # field. The Find Offender window 2. The Find Offender window allows you to find offenders by searching for as few as 2 letters in their name. If the offender’s name is William Wallace, you can type "wal" (without the quotes) in the Last Name field then click the Find button (or press the Enter key on your keyboard). The system will look for every offender in the system whose name contains the letters "wal." 3. Optionally, you may type part of the offender’s last name in the Last Name field and part of their first name in the First Name field then click the Find button. Your search will be restricted even further by using this method and it will be easier to find the offender you are looking for. 4. When you find the offender you are looking for, click the radio button next to their name then click the Select button. The Offender Information screen will come up for that © 2009 AnalyzeSoft 18 How to Use Acoms offender. The Offender Information screen is also known as the offender's profile. 3.3 Search by Offender Number Follow the steps below if you know the offender’s Offender Number. 1. Type the offender’s number into the Offender # field. 2. Click the Search button. The Offender Information screen will come up with the offender that matches the offender number you typed. 3.4 Working with Search Results By default, the search results are ordered by the offender’s name in last name/first name alphabetical order. They can also be ordered by the offender ID. This is controlled by the Sort Results box on the Offender Search Screen. The following information is displayed in the offender search results: · · · · · Offender ID -- The ACOMS (OTIS) Offender ID Offender Name – The Name of the Offender, last name first. If the offender has multiple names within the system this is the name that is listed as the FIELD DEFAULT on the names detail page. Location – Lists the current status (Body Location Description) from the most recent location information for the offender. DOB – The data of birth of the offender. If the offender has multiple DOB’s listed then this will be the latest one with the status LEGAL, followed by the latest with the status FICTITIOUS. Name Type – For the name chosen as the FIELD DEFAULT in the names detail page, this will report the source of the name record for the offender, usually court or self-reported. More offender detail information can always be accessed by using the View Icon. The view icon accesses the Offender Profile, which is detailed in the next section. At the bottom of the page lists the number of records retrieved by the search and the number of pages of further results beyond the first page. © 2009 AnalyzeSoft Search for an Offender 19 The numbered pages below are links. If you want to see the 21st screen, for example, you would click 21. ACOMS does not currently have a forward/previous arrow to navigate between the screens. ACOMS by default displays 25 records per screen. If the search results are returning an excess number of records, you should consider using more search information to narrow the search. For example, using a first initial with a known last name will tend to get better results. In the example from the screen above, searching for a last name of “Smith” brought back 1712 results. Searching for “A. Smith” returned only 77, which is a more manageable number to evaluate. Since the majority of offenders have been in the system before, its best to narrow search results as much as possible to avoid creating duplicate records. 3.5 Working with the Selected Offender Once you have worked with the search results list and selected an offender, the top status bar changes to indicate the Offender ID and name of the selected offender. This offender becomes the selected offender, and any operation you choose in ACOMS will be performed on this offender until you search for and select another offender. You can at any time recall the offender profile for the selected offender by clicking on the Offender Result . © 2009 AnalyzeSoft button in the offender toolbar. Part IV Offender Profile 4 21 Offender Profile The offender profile is displayed when you select the view icon from offender search. It displays in a compact form all the information about an offender. It contains some basic demographic information about the offender and links to amplifying information categorized by area: Each line of the offender profile contains a count by it. The count usually indicates a count of the number of amplifying items on the offender. For example, the two by address indicates that there are two addresses for the offender. In the same way, location indicates that there are two location records for the offender within Alaska facilities. Sometimes the count indicates the number of active items. For example, alerts indicates only the number of active alerts on the offender, not ones that have already past in the same way that warrants indicates the number of active warrants. Each of the items on the offender profile is an active link. You can click on the text description next to the count to access the amplifying information. For example, clicking on address with bring up the current address records for the offender. In some cases, the fields will be highlighted in red, to indicate that there is a matter of concern for officer safety, like a warning. 4.1 Address ACOMS is able to keep a chronological listing of all of our offender’s addresses. This is very helpful in the event that an investigation is conducted or an offender absconds or escapes. It will also help identify the impact residential moves have on the recidivism factor. © 2009 AnalyzeSoft 22 How to Use Acoms 1. 2. 3. 4. From the Offender Search function in ACOMS, search for the offender that you will be working with. In the Profile section, click on the Address link. The Offender Address Listing screen will come up. To edit or view an existing address click on the Edit/View icon , make the necessary changes and click on the Save button. 5. To add a new address click on the Add icon in the title bar. 6. The Address Detail screen will come up. Below each field is defined. The required fields are in green bold. Follow the instructions to enter an address record to the offender’s file. · House Number: The number the residence is registered as · Pre Direction: If the official address has a pre-direction, choose it from the drop down (i. e., for North Locust Grove you would choose N from the drop down). · Street Name: The official name of the street the residence is located on · Street Suffix: If the official address has a street suffix, enter it here. (i.e., for Bannock Drive you would enter Drive or Dr. in this field). · Post Direction: If the official address has a post-direction, choose it from the drop down (i. e., for Locust Grove North you would choose N from the drop down). · Unit: If the residence is identified with a unit number (apartments, town houses, trailer parks) enter the number here. · Apartment Complex: If the residence is part of an officially named apartment complex, type the apartment complex name in this field. · City: The city the residence is located in. © 2009 AnalyzeSoft Offender Profile · · · · · · · · · · · · · 4.2 23 Borough: The borough the residence is located in State: The state the residence is located in. Zip: the official zip code of the area the residence is located in. Telephone: The offenders telephone number, this can be a message phone if that is all that is available. Address Type: The current status of the address in this record. Mailing Address check box: Check this box if the address in this record is the address the offender receives mail at Valid Address: Choose yes or no Start Date: This is the first day the offender moved into the address in this record. End Date: This is the last day the offender resided at the location in this record. Verified By: If you are logged into ACOMS and you have verified this address, click the single head icon and the system will backfill your user id. If you are entering the verification for someone else, either type in their user id or click on the double head icon to search for their user id. Date: The date this record was verified. Verified checkbox: Click in this box to flag this address being a verified address Method: The method used to verify the record is chosen from the drop down menu. Agent ACOMS keeps a comprehensive list of the agents that each offender has been assigned to. This is very helpful in an investigation or a lawsuit or merely to know who is currently supervising an offender. To edit/view the current agent information or add a new agent follow the instructions below. 1. Search for the offender you will be working with and click on the Agent link in the Offender Information section. 2. The Assigned Agent Listing screen will come up. 3. To Edit/View an existing record, click on the Edit/View icon , make the necessary changes and click on the Save button. 4. To add a new record, click on the Add icon 5. and the Assigned Agent Details screen will come up. Fill in the fields as defined below. The mandatory fields are in bold green. · Assigned To: Type in the user id of the agent the offender will be assigned to. If you don’t k now the user id of the agent, click on the Find User icon and do a search by name and then select the agent and the user id will back fill. · Position: This is the position that the Agent holds in the department. Choose from the drop down. · Region/Office: This is the location the Agent is assigned to. · Start Date: This is the date the offender will officially be assigned to this agent. · End Date: This is the date the offender is officially assigned to another agents caseload. © 2009 AnalyzeSoft 24 4.3 How to Use Acoms Basic Info The physical characteristics and personal information on an offender are captured during the intake process. This information is added when the designated staff members add new offenders into the system. This information is available for you to view from the Basic Info screen. 1. To view an offender’s Basic Info, click on the Basic Info link in the Profile section. 2. The Offender Basic Information screen will come up. 4.4 Birth dates In the Birth Dates section, ACOMS stores all of the Birth Date information an offender has ever used, legal and fictitious. 1. To view an offender’s Birth Date Listing, click on the Birth Date link in the Profile section. 2. The Offender Date of Birth Listing screen will come up. 3. To Edit or View a Birth Date that is listed, click on the edit/view icon . 4. Make the necessary changes and click the Save button. 5. To create a new Birth Date record, click on the Add icon . 6. Fill in the following fields. The required fields are bold green. · Date of Birth: Enter the birth date using the mm/dd/yyyy format. This field defaults to today’s date when clicked, however, it is changeable. · Age: The age will be calculated and backfilled by the system using the birth date © 2009 AnalyzeSoft Offender Profile 25 entered. · DOB Type: If the date is the legal date of birth, choose legal from the drop down menu. If it is any other date, choose fictitious This field defaults to legal. A choice of legal or fictitious is required. · State: Choose the state of birth from the drop down menu · City: Choose the city of birth from the drop down menu · Country: Choose the country of birth from the drop down menu 7. Click the Save button. Note: ACOMS will only allow one legal date of birth for an offender. If the date is not verified, choose fictitious. 4.5 Cautions A Caution in ACOMS is the function that used to called Alerts in Reflections. A caution is used to notify staff of any thing about an offender that should be noted. A caution could be created to flag a job restriction, alert staff of bodily fluid danger, or place a medical hold on an offender. To edit/view and existing caution or create a new caution, follow the instructions below. To edit/view an existing caution: 1. Click on the Caution link in the Offender Profile. 2. The Caution Listing screen will come up with a list of existing cautions on the offender. 3. Find the caution that needs to be edited and click the edit/view icon . 4. The Caution Details screen will come up. Make the necessary changes and click the Save button. To create a new Caution: 5. Click on the Caution link in the Offender Profile. 6. The Caution Listing screen will come up with a list of existing cautions on the offender. 7. Click the Add icon . 8. The Caution Details screen will come up. 9. Fill in the fields as defined below. The requi red fi el ds a re bold green. · Caution Description: Choose the correct caution description from the drop down menu · Caution Source: Choose the organization that is the source of the caution information. · Start Date: Fill in the date the caution becomes active · End Date: Fill in the date the caution will expire. · Comment: Type in any additional information related to the caution. 10. Click the Save button. © 2009 AnalyzeSoft 26 4.6 How to Use Acoms Court Cases The Court Cases link in the offender’s profile allows you to add information about a new court case to the offender’s information and perform other updates to a court case. 4.6.1 Adding a Court Case If an offender has been scheduled for a court appearance, the court case information may be added to the offender’s profile from this link. 1. Click the Court Cases link located in the Profile section of the Offender Information screen. The Court Case Listing screen will be displayed. 2. Click the Add icon and the Court Case Details screen will be displayed. 3. Enter the following information about the court case. The required fields are bold green. · Offender Name: Select the offender’s name from the drop-down menu. © 2009 AnalyzeSoft Offender Profile 27 · County (Ex. Lewiston Justice): Select the county where the court case was filed from the drop-down menu. · Case Number: Input the court case number. · Jurisdiction Authority: Select the Adult Prob & Parole option from the drop-down menu. · Judge: Click the Find User icon , to search for the judge’s name. See Appendix A: Using the Find User Icon in ACOMS, for information on how to use the Find User icon. · Prosecuting and Defense Attorney: Type the attorney’s name in the correct field if it is known, otherwise leave the field blank. · Co Defendant: If the case has a co-defendant, enter the name here. If you don’t know the name of the co-defendant, click on the Add/Modify Co Defendant icon . · Type in the offender number for the co-defendant. The name will backfill. (If you don’t know the offender number, click on the Find Offender icon and search by name) · Choose the correct Court Case Number from the drop down menu and click the Save button. · The system will go back to the Court Case Detail with the co-defendant information backfilled. · The Sentence Date, Full Term Date, Satisfaction Date, Termination Date, and Sentence Jail Days fields will backfill with system generated dates and information (calculated in the background from several records). · Case Status: Click on the Case Status icon and the Court Case Status Details screen will come up. If the offender has a Case Status record for the selected court case, it will be listed here. If not, click on the add icon to add a new one. Fill in the fields appropriately and Save. 4. 4.6.2 Click the Save button to save the court case, and the Court Case Listing screen will be displayed. Working with a Court Case You can make changes to an existing open court case, by adding an offense, agreement, or violation. You can also respond to a violation and print a violation report. 4.6.2.1 Adding an Offense NOTE: The Add Offense feature may be locked down in some modules based on job role. You can input details about the offense that was committed which lead to a particular court case. 1. Click the Court Cases link located in the Profile section of the Offender Information screen. The Court Case Listing screen will be displayed. 2. Click the Edit/View icon , next to the court case you will be working with. © 2009 AnalyzeSoft 28 How to Use Acoms 3. Click the Add Offense button and click OK in the pop-up window. 4. Fill in the following information in the Current Offense Details screen: required fields are bold green. 5. 4.6.2.2 · Offense: · Click the Offense button to search for a crime in the Find Offense pop-up window. Search using any or all of the following options: · Offense Code: Type the code for the offense you are searching for. · Statute: If you know the state statute number, enter it and click the Find button. If you don’t know the complete number type in the first couple of numbers and click Find. The system will retrieve a list of offense statutes that begin with the numbers entered. · Offense Description: Type the description of the offense you are searching for., and click the Select button to return to the · Sort by: If the system retrieves a number of offenses, the list can be sorted by the orders listed in this drop down menu. Choose Code or Description based on the information you are using to perform a search. · Locate the correct offense and click in the radio button next to it. Click the Select button to return to the Current Offense Details screen. · Offense Date: Input the date the offense occurred. · Severity (Required): Choose the Severity from the drop down menu. · Counts: Input the number of counts for the offense. For instance if the offender was involved in a dui accident that resulted in 3 people losing their lives, the offender would be charged with 3 counts of vehicular manslaughter. · Count Num: This number identifies which of the 3 counts this offense is associated with. There would be one offense listed for each count. Count Number 1 of 3. Count Number 2 of 3 and Count Number 3 of 3. Click the Save button to save the offense you added and the Current Offense Listing screen will be displayed. Adding a New Agreement An agreement is defined of Conditions of Supervision. Sometimes the conditions are standard and sometimes they are special conditions handed down from the courts or the Parole Commission. This is the process for adding agreements to an offender’s record. © 2009 AnalyzeSoft Offender Profile 29 Note: There must be an active court case before you can add an agreement. 1. Click the Court Cases link located in the Profile section of the Offender Information screen. The Court Case Listing screen will be displayed. 2. Click the Agreement button at the bottom of the list. The Probation/Parole Agreement Listing screen will be displayed. (If an existing agreement needs to be edited or viewed, click on the edit/view icon from this screen). 3. Click the Add icon and the Probation/Parole Agreement Details screen will be displayed. 4. In the Court Case Listing section click the Add icon and the Select Court Case screen will be displayed. 5. Click the radio button next to the case that the agreement will be added to and click the Select button. The Probation/Parole Agreement Details screen will be displayed with the court case listed. 6. Below the court case, in the Agreement section fill in the following information, · Start Date: The Start Date will default to today’s date. This date can be changed if necessary. · End Date: Leave the End Date blank. · Probation or Parole: Click in the radio button for Probation or Parole. · Conditions: the next section lists the types of conditions that are used for supervision. A standard condition is one that is the same for every offender that has committed that crime. For instance, a sex offender standard condition requires that all sex offenders be prohibited from living near or visiting schools. Group Special Conditions, Special Conditions. · Select the Standard Conditions radio button and fill in the following information: · Select the specific standard condition from the drop-down menu · The specifics of the condition will be displayed. · Click the Save button · Or… · Select the Group Special Conditions radio button. · Click the Add icon and fill in the following information: · Group Condition: Select the condition from the drop-down menu. · Start Date: Type the date the condition will begin. · End Date: Type the date the condition will end. · Click the Save button · Or……. · Select the Special Conditions radio button. · Click the Add icon and the Available Special Conditions window will pop up. © 2009 AnalyzeSoft 30 4.6.2.3 How to Use Acoms · Click the box next to the title of each condition you are including in the agreement and a check mark will appear. · Click the Select button and the Probation/Parole Agreement Details screen will be displayed. · Fill in the date the condition begins in the Start Date and the date it expires in the End Date in the Special Conditions Listing section that corresponds to each condition. · Click the Save button Adding a New Violation If an offender has violated any conditions of their agreement, a new violation is added to the existing agreement. These violation records are very important in court, when a PPO recommends that the Parole or Probation be revoked due to violations of agreement. Double check accuracy before saving. 1. Click the Court Cases link located in the Profile section of the Offender Information screen. The Court Case Listing screen will be displayed. 2. Click the Agreement button at the bottom of the court cases list. The Probation/Parole Agreement Listing screen will be displayed. 3. Click the Add Violations button. The Agreements screen will be displayed. 4. Select the Conditions that have been violated by clicking in the radio button next to the agreement and click the Add button. 5. This will move the selected conditions to the lower screen. Click in the first condition radio button. 6. The lower section will backfill with information specific to the selected condition. Fill in the following information: · Incident Date. Input the date the violation occurred. Note: The system will prompt you to apply this date to all violations click OK if all violations occurred on the same date or click Cancel if they did not. · Violation. Input what the offender did to violate the condition. If you selected more than one court case in step 4 repeat steps 5 and 6 for each court case, otherwise proceed to step 7. 7. Click the Save button and this will return you to the Violation Listing screen. Note: A dialog box will pop up and say, “All selected violations will be saved. Do you wish to continue?” click the OK button. 4.6.2.4 Adding a Response to a Violation When a violation of an agreement exists you can add information about what the response to the violation is. The response should include details of steps taken in response to the offender’s violation. 1. Click the Court Cases link located in the Profile section of the Offender Information screen. The Court Case Listing screen will be displayed. 2. Click the Agreement button at the bottom of the court cases list. The Probation/Parole Agreement Listing screen will be displayed. © 2009 AnalyzeSoft Offender Profile 3. Click the Violation Listing button. The Violations Listing screen will be displayed. 4. Click the Response History 31 icon, and the Response History screen will be displayed. 5. Click the Add icon and the Violation Response Detail screen will be displayed. 6. Fill in the following information: · Response Type: Select the response type by choosing an option from drop down menu. · By: Click the Current User icon to input your User ID or click the Find User icon to search for the User ID. See Appendix A: Using the Find User Icon in ACOMS, for information on how to use the Find User icon. · Date: Type the date of the response. · Comment: Type any additional information about the response. · Violations: Select the violation(s) you are responding to. Note: If all violations will receive the same response, click the Attach to all button to apply the same response to each violation listed. 7. 4.6.2.5 · Response Action: Fill in the following information: · Response Action: Select your response from the drop-down menu. · Description: Type a brief description about the response. · Custody: Select custody type from the drop-down menu. · Days: Type the digit for the number of days in custody. Click the Save button and this will return you to the Response History Listing screen. Printing a Violation Report A Violation Report is used to request a warrant for an offender. The violations that have been recorded about the offender will be outlined in this report; which makes the arrest process a lot faster. 1. From the Response History Listing screen click the Reports icon next to the court case you want to print. 2. From the Probation and Parole Reports list, select the Warrant request/Violation Report. 3. Click the Print Reports button to preview the report and verify it is accurate. Note: If you have a pop-up blocker you must hold down the Ctrl key on your keyboard to allow the Adobe Acrobat window to open. In the Adobe Acrobat window, click the Print icon at the top of the screen to print the report. © 2009 AnalyzeSoft 32 4.7 How to Use Acoms DNA Test The DNA demographic screen allows you to record information about DNA tests that have been performed for an offender. 1. To Edit/View an existing DNA record, click on the DNA link in the Profile section of the Offender Information screen. The Offender DNA Listing screen will be displayed. 2. Click on the Edit/View icon , make any necessary changes and click the Save button. 3. To add a new DNA record click the Add icon . Fill in the following information, the required fields are bold green: 4.8 · Date Performed: This is the date the DNA sample was taken. · Time Performed: This is the time the DNA sample was taken. · Performed By: This is the login ID of the staff member that took the sample. · Date Mailed: Date the DNA sample was mailed to the testing lab. · Test Kit Number: The official DNA test kit number that is on the actual kit. · Fees Paid: The amount of money collected from the offender to pay for the test. · Refusal: Click the correct response. · Refusal Witness: The login ID of the person that witnessed the offender refuse to test. · Comment: Any additional notes related to the testing or the refusal. Education The Education link is used to keep a chronological record of the offender’s education, including vocational and academic education the offender received prior to entering our system. This is also a place to flag the offenders that qualify for Special Education so they can be assessed © 2009 AnalyzeSoft Offender Profile 33 further. 4.8.1 Editing Education Information 1. Click on the Education link in the Profile section of the Offender Information screen. The Offender Education Listing screen will be displayed. 2. Click on the Edit/View icon and make any necessary changes. 3. Click the Save button to update the education record. 4.8.2 Adding an Education Record 1. Click the Add icon and fill in the following information, required fields are bold green: · Institution Type: Select the type of institution where the education was acquired. · Institution Name: Type the name of the institution where the education was acquired. (i.e., Institution Type = High School, Institution Name = Jefferson High) · Grade Completed: Type the number for the last full year the offender completed in this institution. For example, if the offender dropped out the last month of 12th grade the Grade Completed will be 11. · Years Attended: Type the number for years the offender attended the institution. · Termination Description: Type a brief description of why the offender left the institution using one of the following descriptions: · Dropped out · Moved · Incarcerated · Graduated · Employment Note: If an offender has a Termination Description disregard the Degree field. © 2009 AnalyzeSoft 34 How to Use Acoms · Degree Field: Type the degree the offender received at the institution using one of the following descriptions: · High School Diploma · Vocational · Certification · Associates · Bachelors · Masters · PHD · Exit Date: Type the date the offender left the institution or if a termination reason is listed, then the exit date will be the date the termination took place. · Special Education: Check this box if the offender was actively involved in Special Education while attending this institution. · Graduated: Select the appropriate radio button for the graduation status of the offender. · Verification: If the information has been verified fill in the following information: · Verifier: Click the Current User icon to input your User ID or click the Find User icon to search for the User ID. See Appendix A: Using the Find User Icon in ACOMS, for information on how to use the Find User icon. · Date: Fill in the date the information was verified. · Verified: Click the box next to verified to confirm the information was verified. · Method: Select the method the information was verified from the drop-down menu. 2. Click the Save button. The Offender Educational Listing screen will be displayed listing the new record. 4.8.3 Editing Certificate Information 1. In the Offender Education Listing screen, click the Certificate button. The License/Certificate Listing screen will be displayed. 2. Click the Edit/View icon next to the certificate you want to view. 3. In the License/Certificate Details screen, make the needed changes. 4. Click the Save button. The certificate information is now updated and saved. 4.8.4 Adding Certificate Information 1. In the Offender Education Listing screen, click the Certificate button. The License/Certificate Listing screen will be displayed. © 2009 AnalyzeSoft Offender Profile 35 2. Click the Add icon . The License/Certificate Details screen will be displayed. 3. Fill in the following information, required fields are bold green: · Certificate Description: Type a brief title of the certificate or license received. · Certificate Date: Input the date the certificate or license was officially received. · Certificate Authority: The official name of the institution, professor or official that issued the certificate or license. 4. Click the Save button. The new certificate or license record has been created. 4.9 Employment The Employment link in the Profile section of the Offender Information screen contains information about the offender’s past and present employment. This information is self reported and then verified by staff members. Information about employment is very helpful in recidivism studies. 4.9.1 Updating an Employment Listing 1. Click the Employment link. The Offender Employment Listing screen will be displayed. 2. Click the Edit/View icon , next to the employment record you want to update. 3. Make any necessary changes. 4. Click the Save button to update the record. 4.9.2 Creating a New Employment Listing 1. Click the Employment link. The Offender Employment Listing screen will be displayed. 2. Click the Add icon and the Employment Detail screen will be displayed. © 2009 AnalyzeSoft 36 How to Use Acoms 3. Fill in the following information that pertains to the offender’s employment, required fields are in bold green: · Start Date: Type the date the offender started the job. · End Date and Reason for Leaving: If the offender is no longer employed at the job enter the last day worked and select the reason for leaving. · Status: Click the radio button for the present status of the offender’s employment. · Supervisor’s Full Name: Type the supervisor’s name if it is known. · Comment: Add any comments, not otherwise listed, which may be relevant to the offender’s employment. · Job Title and Work Shift: Type the offender’s job title and select the shift that best describes the hours that the offender works. · Phone Extension: List the offender’s phone extension if they have one. · Days Off: Click the check boxes corresponding to the offender’s days off from work. · Scheduled Hours: Type the start and end time for the hours the offender is scheduled to work. · Employer: Click the Find icon and in the Select an Employer screen, type in the employer’s name and click the Find button. The system will retrieve any matching records. Note: It is necessary to perform a search before you add a new employer to avoid multiple listings of the same employer. This is very important because employer information can not be deleted. © 2009 AnalyzeSoft Offender Profile 37 4. Click the radio button next to the employer and click the Select button. If the employer is not listed add the employer following the instructions below. 4.9.3 Adding an Employer Listing 1. Click the Add icon and fill in the employer information in the Employer Detail screen. Note: Verify that the address, phone, and employer name are accurate before saving. 2. Click the Save button and the employer will now be listed. 3. Click the radio button next to the employer you added and click the Select button. The employer information will appear in the Employer Detail screen. · Verification: If the information has been verified fill in the following information: · Verifier: Click Current User icon if you personally verified the information or click the Find User icon to search for the person who did. · Date: Fill in the date the information was verified. · Verified: Click the verified box to indicate the information is verified. · Method: Select the verification method from the drop down menu. 4. Click the Save button and the Offender Employment Listing screen will be displayed. 4.10 Family/Associates The Family demographic screens allow you to maintain information about an offender’s family, cohabitants, and associates. 4.10.1 Updating a Family Listing 1. Click on the Family/Associates link in the Profile section of the Offender Information screen. The Family/Associates Listing screen will be displayed. 2. Click the Edit/View icon on any of the records. The Family/Associates Detail screen, for that record, will be displayed. 3. Make any necessary changes and click the Save button. The record is now updated. © 2009 AnalyzeSoft 38 How to Use Acoms 4.10.2 Adding a new Family Listing 1. Click on the Family/Associates link in the Profile section of the Offender Information screen. The Family/ Associates Listing screen will be displayed. 2. Click on the Add icon . The Family/Associates Details screen will come up. 3. Fill in the following information, the required fields are in bold green: · Last Name: The legal last name of the family member · First Name: The legal first name of the family member. · Address, State, City, Zip and Phone: Enter the current address information for the family member. · Marriage Date: If the family member is married, enter the official date. · Relationship: Make the correct choice from the drop down menu that describes the offenders relationship with the person in this record. · Divorce Date: If this family member is divorced, enter the official date · Child: If the person in this record is a child, click in this check box. · Emergency Contact, Deceased, Dependent, Lives With: Make the appropriate choices for each. © 2009 AnalyzeSoft Offender Profile 39 Add a Note: Click on the Add icon if a note needs to be added to this record. 4.11 · Note Date: This is the date the note is entered · Note: Add any comments about this family member, relationship, or any other concerns File Location The File Location record allows a tracking mechanism for the files that are shipped with offenders during transport. 4.11.1 Editing File Location Information 1. Click on the File Location link in the Profile section of the Offender Information screen. The File Location Listing screen will be displayed. 2. Click the Edit/View icon on any of the records. The File Location Detail screen, for that record, will be displayed. 3. Make any necessary changes and click the Save button. The record is now updated. 4.11.2 Adding File Location Information 1. From the File Location Listing screen, click on the Add icon . 2. The File Location Details screen will come up. 3. Fill in the following information, the required fields are in bold green. 4.12 Financial Thi s fea ture tra cks a n offender’s fi na nci a l i nforma ti on, s uch a s a s s ets , l i a bi l i ti es , i ncome a nd expens es . 4.12.1 Editing Financial Information You can edit the Offender’s assets, liabilities, income, and expense information. 1. Click on the Financial link in the Profile section of the Offender Information screen. The Offender Financial Position Listing screen will be displayed. 2. Click the Edit/View icon © 2009 AnalyzeSoft 40 How to Use Acoms on any of the records. The Financial Items Detail screen, for that record, will be displayed. 3. Make any necessary changes and click the Save button. The record is now updated. 4.12.2 Adding Financial Information You ca n a dd di fferent types of i nforma ti on i ncl udi ng a s s ets , l i a bi l i ti es , i ncome, a nd expens es . Ea ch type i s entered i ndi vi dua l l y s o you woul d fol l ow s teps 1 through 3 for ea ch type tha t a ppl i es to the offender’s fi na nci a l s i tua ti on. 1. Click on the Financial link in the Profile section of the Offender Information screen. The Offender Financial Position Listing screen will be displayed. 2. Click the Add Financial icon and the Financial Items Detail window will be displayed. Fill in the following information, required fields are in bold green: · Type: Select one of the 4 financial types listed from asset, liability, income or expenses. Note: an asset and income will add to the available money; a liability or expense will subtract. · Financial Account: Select the account being recorded from a list of accounts for the specified financial type. · Amount: Input the estimated value of the financial accounts in whole dollars. Round the amount to the nearest dollar and type the dollar amount only. Note: The system does not recognize cents. When you enter an amount round off the cents to the nearest dollar. For instance .50 and below would round down and .51 and up would round up. · Verification: If the information has been confirmed fill in the following information: · Verifier: Click the Current User icon if you personally verified the information or click the Find User icon to search for the person who did. 1. · Date: Fill in the date the information was verified. · Verified: Click the Verified box if you verified the financial information. · Method: Select the method from the drop down box. Click the Save button. The new record is now listed in the Offender Financial Posting Listing screen. Note: A system dialog box comes up asking if you want to “Add additional financial © 2009 AnalyzeSoft Offender Profile 41 info?” click OK for Yes or Cancel for No. 4.13 Wait List This function controls the wait list for classes and can also be used to put offenders on and off the wait lists for classes. 4.14 Health As with medications, if the offender self-reports any health issues, such as epilepsy, diabetes, bi-polar disorder, etc., the information can be entered in ACOMS. Be very careful not to enter confidential information that has not been self-reported. Note: The Health section can be accessed two ways. You can use the Health link in the Profile section of the Offender Information screen, or you can click the Medications link and then the Health icon from the Offender Medication Listing screen. 4.14.1 Editing Health Information 1. Click on the Health link in the Profile section of the Offender Information screen. The Offender Health Listing screen will be displayed. 2. Click the Edit/View icon next to the record you want to edit. 3. Make any necessary changes and click the Save button. 4.14.2 Adding Health Information 1. Click on the Health link in the Profile section of the Offender Information screen. The Offender Health Listing screen will be displayed. 2. Click the Add icon and the Offender Health Details screen will be displayed. © 2009 AnalyzeSoft 42 How to Use Acoms 3. Fill in the following information, required fields are bold green: · Problem: Type a brief description of the problem. · Onset: Input the date the offender began experiencing the problem. · Status: Report if the problem is a current or past problem. · Physician: Type the name of the physician that diagnosed the problem. If a physician has not diagnosed it leave the field blank. · Disability Income: Report if the offender has disability income that can help cover the costs of the problem. 4. Click the Save button. The Offender Health Listing screen will be displayed and the new health record will be listed. 4.14.3 Creating a Health Summary 1. Click on the Health link in the Profile section of the Offender Information screen. The Offender Health Listing screen will be displayed. 2. Click on the Summary button in the Offender Health Listing screen. The Offender Health Summary screen will be displayed. 3. In the Health Summary field is used to summarize all of the offender’s health issues or summarize one significant issue. (255 characters maximum including spaces.) 4. Note: The offender can only have one health summary at a time. 5. Click the Save button. The new health summary has now been saved. © 2009 AnalyzeSoft Offender Profile 43 4.14.4 Adding Treatment Information 1. Click on the Health link in the Profile section of the Offender Information screen. The Offender Health Listing screen will be displayed. 2. In the Offender Health Listing window, click the Edit/View icon next to the health issue that is being treated. 3. Click the Add icon next to the words Treatment History. The Treatment Detail screen will be displayed. Note: The Add icon is only visible when there is an existing health issue. If you have created a new health record and want to add treatment, you must first save the record and then you can click the Edit/View icon to add treatment information. 4. Fill in the following information in the Treatment Detail screen, required fields are bold green: · Provider: Type the name of the physician providing the treatment. · Treatment Type: Select the type of treatment being given to the offender from the drop-down menu. · Start Date: Input the date the treatment actually started, using the mm/dd/yyyy format. · End Date: Input the date the treatment was, or will be completed. · Outcome: Select the correct outcome from the drop-down menu that applies to this treatment. Note: An outcome is not chosen until the treatment has ended and an end date has been entered. · Verification: If the information has been verified fill in the following information: · Verifier: Click the Current User icon if you personally verified the information or click the Find User icon to search for the person who did. · © 2009 AnalyzeSoft Date: Fill in the date and click the box next to verified. 44 How to Use Acoms · Verified: Click the Verified box. · Method: Select the method from the drop down menu. 5. Click the Save button. The health listing now has a treatment record affiliated with it. 4.15 Legal Status The Legal Status is a function that is strictly controlled by permissions. This function allows the change of the offender’s legal status outside of the court case status changes. An offender’s legal status represents the most severe of the offender’s case status records. For instance, if an offender has been sentenced to 20 years for armed robbery and life for murder, the system will hold both records but the legal status will reflect the most severe, life. 1. Click on the Legal Status link in the Profile section of the Offender Information screen. The Legal Status Listing screen will be displayed. 2. To edit/view a Legal Status record click on the edit/view icon . Make the necessary changes and click the Save button. 3. To add a new Legal Status record, click the add icon . The Legal Status Details screen will be displayed. Fill in the following information, required fields are in bold green. · · · · · 4.16 Legal Status: Make the correct choice from the drop down menu Legal Status Change: Make the correct choice from the drop down menu Begin Date: Enter the date the status is effective using the dd/mm/yyyy format. Begin Time: Enter the time the status is effective using the hh:mm format. End Date: This date automatically updates when a legal status is changed. License The License demographic function is a record of licenses or certificates that have been earned by the offender. This is the same screen that is accessed from the Education function. For instructions on how to enter a License or Certificate, go to the Education section and find the Certificates. © 2009 AnalyzeSoft Offender Profile 4.17 45 Location The Location demographic function displays a chronological list of the locations an offender has been supervised from. This location list includes the dates, the number of days the offender was supervised at a given location. It also cites the reason the offender is no longer supervised at that location. 1. Click on the Location link in the Profile section of the Offender Information screen. The Location History Listing screen will be displayed. 2. To edit/view a Location record click on the edit/view icon . Make the necessary changes and click the Save button. 3. To add a new Location record, click the add icon . The Location History Details screen will be displayed. Fill in the following information, required fields are in bold green. · · · · · 4.18 Location Type: Make the correct choice from the drop down menu Body Location Description: Choose the correct location the offender will be supervised from the drop down menu. Reason: Choose the correct Reason the offender is being relocated from the drop down menu Assignment Date/Time: Enter the date and time the offender will be at the new location End Date: The End Date will automatically populate when a new record has been created Medications If an offender is currently taking a medication that has been prescribed, and if the offender offers that information to a staff member, that medication may be entered in the Medication screen. The offender must self-report this information before we can enter in the system. Examples: The offender tells the staff member that s/he needs insulin for diabetes, lithium to address mood swings, etc., this information can be entered in the system. The offender’s Dr. faxes a prescription to the supervising officer, this information can not be entered in the system because it is not self-reported. © 2009 AnalyzeSoft 46 How to Use Acoms 4.18.1 Editing Medication Information 1. Click on the Medications link in the Profile section of the Offender Information screen. The Offender Medication Listing screen will be displayed. 2. Click the Edit/View icon . The Medication Details screen will be displayed. 3. Make the necessary changes (i.e., verification or no longer needs) and click the Save button. 4.18.2 Adding Medication Information 1. Click on the Medications link in the Profile section of the Offender Information screen. The Offender Medication Listing screen will be displayed. 2. Click the Add icon. The Medication Details screen will be displayed. Note: The Health icon will bring up the Health Listing window. For instructions on how to fill in the Health, skip to the Health section on page 18. 3. Fill in the following information in the Medication Details screen, the required fields are in bold green: · Drug Description: Type a description of the drug the offender has reported taking, if the name of the drug is known. · Reason Used: Type a brief description of the ailment that requires the use of the drug that was reported in the Drug Description field. (i.e., epilepsy, ADHD) · First Use Date: Type the date the offender first began taking the medication. If the offender is not sure, an estimated date is fine until verification can be made. · Duration: Type the length of time the offender has been taking the medication. You must use the following abbreviations for the length of time: © 2009 AnalyzeSoft Offender Profile 47 · Year = yr · Month = mo · Week = wk · Days = days · Physician Name: Type the name of the physician that prescribed the medication or, if no longer in practice, type the name of the person that can verify the prescription is valid. · Physician Phone: Type the physician’s phone number or the phone number of the office the physician presides over. · Frequency of Use: Choose the usage increment from the drop-down menu, which matches the frequency the medication is taken. · Narrative: Type a brief comment regarding the information provided. · Drug Use Status: Click the radio buttons next to the present usage status of the medication. · Verification: If the information has been verified fill in the following information: · Verifier. Click the Current User icon if you personally verified the information or click the Find User icon to search for a User ID. · Date: Fill in the date and click the box next to verified. · Verified: Click the box if you verified the medication. · Method: Select the method from the drop down box. 4. Click Save. The new medication is now listed in the Offender Medication Listing window. 4.19 Military The Military demographic function is an offender’s history in the armed services. 1. Click on the Military link in the Profile section of the Offender Information screen. The Offender Military Service Listing screen will be displayed. 2. To edit an existing record click the Edit/View icon . The Offender Military Service Details screen will be displayed. Make the necessary changes and click the Save button. To add a new Military record, click the add icon 3. 4. . © 2009 AnalyzeSoft 48 How to Use Acoms 5. 4.20 The Offender Military Service Details screen will be displayed. Fill in the following information, required fields are bold green. · Military Branch: Choose the correct military branch from the drop down menu. · Military Status: Choose the military status for this record, from the drop down menu. · Discharge: If the offender is discharged from this military record make the correct choice from the drop down menu. · Start Date: Enter the date this military record was officially active. · End Date: Enter the date this military record officially became inactive. · Military Rank: Enter the rank the offender served under this military record · Comment: Type in any additional clarification comments in this field. Name The Name demographic function is a listing of any alternate names an offender may have used. For each name entered, you may designate whether that name should be the default name for any name uses that have been defined in the “Name Type” drop down menu. The “Court” name is the first name that appears on the “Judgment and Sentence”,. If you select “Court” for name type the “Prison Default” box must be checked under “Name Use”. 1. Click on the Name link in the Profile section of the Offender Information screen. The Offender Name Listing screen will be displayed. 2. To edit an existing record click the Edit/View icon . The Name Details screen will be displayed. 3. Make the necessary changes and click the Save button. 4. To add a new Name record, click the add icon . The Name Details screen will be displayed. Fill in the following information, required fields are bold green. © 2009 AnalyzeSoft Offender Profile · · · · · · · 4.21 Last Name: Enter the Last Name of the name being recorded. First Name: Enter the First Name of the name being recorded. Middle Name: If a Middle Name or initial is available, enter it here. Name Suffix: If the name has a suffix such as Jr or II, make the correct choice from the drop down menu. Name Type: choose the correct legal type from the drop down menu. Name Use: Click this check box if the name is the legal or court name as it will also be the prison default name. Social Security Number: Enter the social security number that is tied to this name. Numbers The Numbers link allows us to capture those numbers such as APSIN, Permanent Fund, military ID, drivers’ license, other state id, passport number, etc. 4.21.1 Editing Number Information 1. Click on the Numbers link in the Profile section of the Offender Information screen. The Offender Other Number Listing screen will be displayed. 2. Click on the Edit/View icon next to the information you would like to edit. 3. Make the necessary changes and click the Save button. 4.21.2 Adding Other Number Information 1. Click on the Numbers link in the Profile section of the Offender Information screen. The Offender Other Number Listing screen will be displayed. © 2009 AnalyzeSoft 49 50 How to Use Acoms 2. Click the Add icon . The Other Number Details screen will be displayed. 3. Fill in the following information: 4. 5. Number Type: Select the number type from the drop-down menu. 6. Government Source: Select the name of the source that corresponds to the Number Type above. 7. Number: Type the number. 8. Click the Save button. 4.22 Other Photos ACOMS has the ability to capture as many as 6 photos per offender. These photos are stored in the Other Photo location. This functionality is currently disabled pending the replacement of WinPho. 4.23 Phones Phones stores multiple phone number information for the offender. · · Start Date – The first date that the phone number is valid Phone Number – The phone number, with separate fields for the area code, prefix, and © 2009 AnalyzeSoft Offender Profile · · · · 4.24 51 local dialing number. Extension – The extension if applicable Phone Type – The type of phone number. Not currently utilized but can be customized for different purposes. Comment – Free form text about the offender’s phone number. Verification – The user who verified the phone number was valid. Method is the manner in which the phone was verified. Prior Record The Prior Record is a historical listing of the offender’s record. NOTE: The new functi on i s di s a bl ed for certa i n us er rol es . Such a s i n OMP. 1. Click on the Prior Record link in the Profile section of the Offender Information screen. The Prior Record Listing screen will be displayed. 2. To edit an existing record click the Edit/View icon . The Prior Record Details screen will be displayed. 3. Make the necessary changes and click the Save button. 4. To add a new Prior Record instance, click the add icon . The Prior Record Details screen will be displayed. Fill in the following information, required fields are bold green. · Offense Description: Enter a brief description of the offense · Attempted: Click in this box if the offense was only an attempt at the offense · Severity: Choose the correct severity in relation to the offense. · Offense Date: Enter the date the offense took place using the mm/dd/yyyy format. · Juvenile/Adult: click in the correct radio button that corresponds with the offender’s age when the offense was committed. · Arresting Agency: Enter the agency that made the arrest for this offense. · Disposition: Choose the correct disposition from the drop down menu · Plea: Choose the plea that was entered for this offense · Conviction Date: Enter the date the offender was convicted of this offense using the mm/dd/yyyy format. · Disposition Description: Type in any details related to the disposition that may add clarity to this record. · Add a Duplicate Offense button: Click on the Add Duplicate Offense button if the offender has several of the same offenses that need to be added. This button needs to be clicked before the Save button. Each time this button is clicked, another instance of the same offense is added to the listing screen. 4.25 Scars, Marks The Sca rs , Ma rks demogra phi c provi des a compl ete l i s t of a l l recorded s ca rs , ma rks , mi s s i ng pa rts , fra ctures , ta ttoo’s or a ny other i denti fyi ng ma rks tha t a n offender ha s . © 2009 AnalyzeSoft 1. Click on the Scars, Marks link in the Profile section of the Offender Information screen. The Offender Marks/Scars/Tattoo Listing screen will be displayed. 2. To edit an existing record, click the Edit/View icon 52 How to Use Acoms . The Scar, Mark and Tattoo Details screen will be displayed. Make the necessary changes and click the Save button. To add a new Scars, Marks record, click the add icon 3. 4. . The Scar, Mark and Tattoo Details screen will be displayed. Fill in the following information, required fields are bold green. · Limit Body Marks To: Click in the radio button for the body mark type being entered. The drop down menu will now only list body marks of that type. · Body Mark: Choose the correct body mark from the drop down menu · Extended Description: Type any other distinguishing characteristics the body mark may possess. Enter things that would be helpful in identification situations. 4.26 Substances The Substances demographic provides a information on an offender’s use of illegal substances. This information is either self-reported during the pre-sentence investigation or it is auto-generated when a substance test is posted as being positive. When the substance is entered as positive, the system creates a substances record listing the substance and the last date of known use (date tested). 4.26.1 Editing Substance Information 1. Click on the Substances link in the Profile section of the Offender Information screen. The Offender Substances Listing screen will be displayed. 2. Click the Edit/View icon next to the substance record you want to make changes to. The Offender Substance Use Details screen will be displayed. 3. Make any necessary changes and click the Save button. The file is now updated. 4.26.2 Adding New Substance Information 1. Click on the Substances link in the Profile section of the Offender Information screen. The Offender Substances Listing screen will be displayed. 2. Click the Add icon and the Substance Listing screen will be displayed. © 2009 AnalyzeSoft Offender Profile 53 3. Fill in the following information, required fields are bold green: · Substance: Select the substance that has been used in this instance. · First Used at Age: The age that the offender first used the substance. · Last Date Used: The last date the offender used the substance. · Frequency of Use: The number of times the offender used the substance. · Fill in the Description of the Amounts Used: Always use the following abbreviations for quantity: · Milligrams = mg · Grams = g · Ounces = oz · Pounds = lb · Kilogram = kg · Tablets (when the substance is a pill) = tabs · Substance Route: The method used by the offender to ingest the substance. · Comment: Any additional information about the drug, ingestion, amount, or other general information. · Verification: If the information has been verified fill in the following information: · Verifier: Click if you personally verified the information or click to search for the person who did. © 2009 AnalyzeSoft · Date: Fill in the date and click the box next to verified. · Verified: Click the box if you verified the medication. · Method: Select the method from the drop down box. 54 How to Use Acoms 4. Click the Save button. The new substance file has been added. 4.27 Supervision Contact The Supervision Contact demographic is a historical record of all of the field contacts that are made for an offender. This function, formerly known as field notes, collects the detailed notes on offenders and their day to day lifestyles. 4.27.1 Making Changes to a Supervision Contact Use the following steps to guide you in making changes to an existing Supervision Contact. 1. Click on the Supervision Contact hyper-link in the Profile section. The Supervision Contact Listing screen will be displayed and any existing supervision contacts will be listed in date order from newest to oldest. 2. In the Supervising Contact Listing screen click the Edit/View icon . The Supervision Contact Details screen will be displayed. 3. Make the necessary changes and click the Save button. The changes are now saved. 4.27.2 Adding a Supervision Contact 1. Click on the Supervision Contact link in the Profile section. The Supervision Contact Listing screen will be displayed. 2. Click the Add icon . The Supervision Contact Details screen will be displayed. © 2009 AnalyzeSoft Offender Profile 55 3. Fill in the following information as needed, required fields are in bold green: · Contact Date and Time: Input the date of the contact and the actual time of the contact. · Primary Interviewer: Click the Current User icon to fill in your User ID or click the Find User icon to search for the user. See Appendix A: Using the Find User Icon in ACOMS, for information on how to use the Find User icon. · Secondary Interviewer: Input the User ID of the second person who witnessed or helped the primary interviewer with the contact. · Contact Type: Click on the down arrow to choose the correct type from the drop-down menu. · Location: Input the location where the contact was made. · Result: Input some brief details of what the outcome of the contact was. · Comment Title: Input the priority of the current contact. The Critical choice is made if the contact supervision note is a critical note. · Next Appointment Date and Time: If you would like to make an appointment for the next contact, fill in the date and time. Note: This appointment information will be listed in the Appointment section of the Agent Desktop. · © 2009 AnalyzeSoft Substance Test Needed: Click in the corresponding check box if the offender needs 56 How to Use Acoms a substance test. · Employment Verified: Click the check box if you verified employment. · Drug Arrest: If you made a drug arrest check this box and fill in the Drug Seized information. · Drug Seized: Select the type of drug seized from the drop down menu. · Amount: Fill in the amount using one of the following abbreviations (abbreviation is required): · · Milligrams = mg · Grams = g · Ounces = oz · Pounds = lb · Kilogram = kg · Tablets (pills) = tabs Firearm Seized: If a firearm was seized, type a brief description of the firearm that was seized. 4. Click the Save button. The new supervision contact has been saved and will be listed in the Supervision Contact Listing window. 4.28 Security Threat Group Security threat group allows the offender to be grouped into known gangs and other affiliation groups. 4.28.1 Adding Security Threat Group Information 1. Click the Security Threat Group link in the Offender Profile section. 2. Click the Add icon and the listing screen will be displayed. © 2009 AnalyzeSoft Offender Profile · · · 4.29 57 STG – The security threat group lists the known groups to which the offender can be associated. Activity Level – Details the level of association with the group Comment – A free-form comment that can be entered on the offender. Vehicle The vehicle demographic is a record of any vehicles that the offender owns, rents, or operates. This record includes vital information about the vehicle such as license plate number, make, model, who it is registered to, etc. 4.29.1 Editing Vehicle Information 1. Click on the Vehicle link in the Offender Profile section. 2. Click on the Edit/View icon . The Vehicle Details screen will be displayed. 3. Make any necessary changes. 4. Click the Save button to update the information. 4.29.2 Adding Vehicle Information 1. Click the Vehicle link in the Offender Profile section. 2. Click the Add icon and the Vehicle Details screen will be displayed. 3. Fill in the following information, required fields are in bold green: © 2009 AnalyzeSoft 58 How to Use Acoms · Color of Vehicle: Type the color of the vehicle. · Year: Type the year of the vehicle. · Plate Number: Type the vehicle’s license plate number. · State: Type the name of the state where the vehicle is registered. · Registered Owner: Type the name of the registered owner. · Association: Type the offender’s association to the owner, choose “self” if the offender is the owner. · Status: Select the present status of the vehicle information. · Comment: Type and additional comments related to the vehicle or it’s owner. · Make and Model: Click the Find Make/Model button in the lower part of the window. The Find Vehicle Make/Model window will come up with a list of vehicles based on the year you entered in the Vehicle Details screen. © 2009 AnalyzeSoft Offender Profile 4.30 59 1. Click the make of the vehicle, if it’s not listed type the make in the appropriate field and click the Find button. 2. Click the radio button next to the vehicle that matches and click the Select button. The information you chose will show up in the Vehicle Details screen. 3. Click the Save button. The new vehicle has now been added. Victims The Victim listing in the offender profile displays the victims who have notifications tagged to the offender for change of status. This information is private and is usually entered from one of the other ACOMS module. It contains the following information: © 2009 AnalyzeSoft · Last/Business Name. Input the victim’s last name or if the victim is a business input the business name. · First Name and MI: Input the victim’s first name and middle initial if it applies. · TIN: Type the Identification Number associated with the victim. If the business is a victim, enter the employer identification number if the victim is a person, enter the social security number. · Date of Birth and Sex: Input the date of birth and the sex of the victim. · Guardian Name: If the victim is a minor, input the name of their Guardian here. · Victim Relation to Offender: Specify the Victim’s relationship to the offender. · House Number and Pre Direction: Input the house number and if the exact compass location of the house is known select if from the Pre Direction drop down menu. · Street Name and Post Direction: Type the name of the street and if the compass location of the street is known select it from the Post Direction drop down menu. 60 4.31 How to Use Acoms · State, City, Zip: Select the state from the drop down menu. Type the city name and input the five-digit zip code. · Home and Work Telephone: Input the home and/or work number for the victim. · Injury Type: Select the injury from the Injury Type drop-down menu. · Sex Crime: If the crime is a sex crime, click the Sex Crime check box. · Age at Offense: Input how old the victim was when the offender committed the offense. Warrants The Warrants function allows the Parole Commission to issue a warrant for an offender’s arrest. This function is controlled by permissions as only select positions are allowed to issue warrants. 1. Click the Warrant link in the Offender Profile section of the Offender Information screen. 2. Click the Add icon and the Warrant Details screen will be displayed. Choose the correct Warrant Type from the drop down menu, the screen will backfill with the correlating information fields. 4. Fill in the following fields, required fields are in bold green: 3. © 2009 AnalyzeSoft Offender Profile 61 4.31.1 Agents Warrant 1. 2. 3. 4. 5. 6. Warrant Date: Enter the date the warrant was issued using the mm/dd/yyyy format. Warrant Number: This is an auto-generated number that is calculated by ACOMS Description: Type in a description of the warrant. Issued By: Choose the person that ordered the warrant from the drop down menu Cause: Choose the reason the warrant is being issued from the drop down menu Legal Status/Change Reason: These two fields will backfill from information entered in the system about this offender. 7. The Commission: choose the person from the Parole Commission that authorizes this warrant from the drop down menu. 8. Warrant Entered Into NCIC: If the Warrant has been entered in the national database, click in this check box. 9. PO Name: Enter the Name of the supervising PO. If you don’t know the name, click on the Find User icon and a list of PO’s will come up. Locate the PO from the list, click in the radio button and click on the Select button. The system will populate the PO’s name in the field. 10.PO Location: Type in the location the offender was supervised by the PO. © 2009 AnalyzeSoft 62 How to Use Acoms 11.Arrest Warrant Reason: choose the reason for the warrant from the drop down menu. 12.Extradition Limit: Choose the extradition limits from the drop down menu 13.Copies of Warrant Sent To: Enter each location that copies of this warrant were sent to. 14.Cleared By: Enter the Name of the entity that cleared the warrant. If you don’t know the name, click on the Find User icon and a list of PO’s will come up. Locate the PO from the list, click in the radio button and click on the Select button. The system will populate the PO’s name in the field. 15.Cleared Date: The date the warrant was cleared using the mm/dd/yyyy format. 16.Cleared Method: Choose the correct method from the drop down menu. 4.31.2 Commission Warrant 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Warrant Date: Enter the date the warrant was issued using the mm/dd/yyyy format. Warrant Number: This is an auto-generated number that is calculated by ACOMS Description: Type in a description of the warrant. Issued By: Choose the person that ordered the warrant from the drop down menu Cause: Choose the reason the warrant is being issued from the drop down menu Legal Status/Change Reason: These two fields will backfill from information entered in the system about this offender. The Commission: choose the person from the Parole Commission that authorizes this warrant from the drop down menu. Warrant Entered Into NCIC: If the Warrant has been entered in the national database, click in this check box. PO Name: Enter the Name of the supervising PO. If you don’t know the name, click on the Find User icon and a list of PO’s will come up. Locate the PO from the list, click in the radio button and click on the Select button. The system will populate the PO’s name in the field. PO Location: Type in the location the offender was supervised by the PO. Arrest Warrant Reason: choose the reason for the warrant from the drop down menu. Extradition Limit: Choose the extradition limits from the drop down menu Copies of Warrant Sent To: Enter each location that copies of this warrant were sent to. Cleared By: Enter the Name of the entity that cleared the warrant. If you don’t know the name, click on the Find User icon and a list of PO’s will come up. Locate the PO from the list, click in the radio button and click on the Select button. The system will populate the PO’s name in the field. Cleared Date: The date the warrant was cleared using the mm/dd/yyyy format. Cleared Method: Choose the correct method from the drop down menu. © 2009 AnalyzeSoft 63 Endnotes 2... (after index) © 2009 AnalyzeSoft Back Cover
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