juvenile tracking reporting system user manual
Contents
1. Rule Docket EL Relation Zip File i Control Fil Relation Relatio Guardian Guardian Info Guardian Name Relation Type 4 Control File School Zip File Name J b Control File Juvenile ae rale Case Info Living Arngmts Zip File rum Name AKA Control File Living Arngmts Name Zip File Detention Control File F Reason Change Case User Defined 8 Codes Charge File I Control File Rule Fe DE Em Charge Docket Petitioner s Zip File Information AKA Control File Petitioners Name LLLA Zip File Control File Charge n Disposition Witness s Zip File AKA C l Fil Witness Witness en Informati N rm nformation ame ZipFile Control File Rule Docket Co Processed Cases Change Case Case Outcomes Dispositions Bond Bond File Zip File Information Control File Control File Linked Relation Zip File Cases Guardian AKA Control File Relation Zip File juardian Name Control File Relation File Zip File Control File Control File Juvenile 5 mm K obation Officer Zip File Control File y Control File Juvenile Name Probation Officer Zip File Control Fil2. 9589 ose uonisodsiq 28209 9po d d 9po srry diz VAV DRE 1onu0 281809 1304 amy m d S X uoseoy u uonuejeq d z ETRY TEENS m SulArT d z WIV opo L dz ose opmoAnf opo diz diysuonejoy opo nn dr UPIPIENO epu OUEN n em n ISN mm apo Togo wen diz uonegolg epueanf epo diz __ ISN y I Kouiony diz epo ospne LL diz __ ung epo dz ojupjuepuojaq d z eueNjed e aueN opo f sw Jeqimnpy diz ISN epo eumNopuoAnf 1890 d z gt 8 m diz apo HO 2 SUEN VOIV epuoAnf a _ 50520 N poyur dz Jonuog 1 diz suonisodsiq 952 9520 50507 P9SS39014 09 jexoog dz UONBULIOJUL SSOUJIAA SSIUM M OUEN VV SSUM d z SU0132 79S ppuond page 1 3
3. Cntl Files and then A Control Files Ctl Maint Ctl Maint 3 Global Maint TC Ctl Rpts Juvenile System Parameter Bondsman Address Location Bondsman Case Disposition Charge Detention Reason Charge Charge Disposition Clerk Form Names Clerk School Name County Marital Status County User Defined Codes Court Name Suffix Court Personnel Name Title Personnel Zip Codes Personnel Agency Zip Code Relationship Type State Abbreviation Juvenile Control Maintenance Juvenile System Parameter This option allows you to add change or inquire into the information on the system parameter file Case Disposition This option allows you to add change inquire or delete the case disposition information Charge Disposition This option allows you to add change inquire or delete the charge disposition information School Name This option allows you to add change inquire or delete the school name file information User Defined Codes This option allows you to add change inquire or delete the information on the user defined codes file T CAST Control Maintenance Bondsman This option allows you to add change inquire or delete information on the Bondsman File Charge This option allows you to add change inquire or delete information on the Juvenile Charge File Clerk This option allows you to add change or inquire into the information on t
4. User Manual page 2 2 coioinesenpeias Court Docket The Court Docket is accessed through option 3 Court Men CUPBB1 Juvenile Court 94 83 23 1 Case Mgt 2 Maintenance 3 Court Dkt 4 Reports 5 Cntl Files 6 5tate Proc A Court Calendar Crt Date Order B Court Calendar Judge Order Court Calendar Crt Date Order This option allows you to print the Court Calendar by court date The information may be printed on an 80 column page 8 1 2 x 11 paper or 132 column page 14 7 8 x 11 paper Court Calendar Judge Order This option allows you to print the Court Calendar by judge order The information may be printed on an 80 column page 8 1 2 x 11 paper or 132 column page 14 7 8 x 11 paper J T R S User Manual page 2 3 6 1 1 1 Reports The reports are accessed through option 4 Reports and Reports Case Rpts 2 Charge Rpts History Rpts Bondsman Court History Co Processed Cases B Rap Sheet Drug Free Youth Act History Docket Number Guardian History Linked Cases Living Arrangements History School History 4 Name Rpts Rule Rpts A AKA Names Rule amp Execution Rule Active Rule Void Rule Case Reports Bondsman This option allows you to print the Bondsman Report You will have the option to select the report to print in court date or docket number order and to include disposed and or undisposed cases Co Processed Cases This option allows y
5. Zip Codes Personnel Agency Zip Code Relationship Type State Abbreviation J T R S User Manual page 3 1 case Management Intake A Juvenile Select option 1 Case Management and A Intake Action Enter case court code and docket number on the Intake Action screen 2 Enter the juvenile name index information on the Add Change Juvenile Name screen After the information has been entered you will have the option to go to the AKA Name maintenance process 3 Enter the case information on the Add Change Juvenile Case Info screen 4 Enter the charge information on the Add Change Charge screen 5 You will return to the Intake Action screen where you will enter the remaining information 6 When all of the juvenile s information has been entered you will be prompted to confirm that all of the information is correct 7 You will have the option to enter the Forms Processing routine where you can select various forms to be printed Change Case Information Select option 1 Case Management and B Change Case 1 Enter case court code and docket number on the Change Case screen 2 juvenile s case information will be displayed Make any necessary changes 6 When all of the juvenile s information has been entered you will be prompted to confirm that all of the information is correct 7 You will have the option to enter the Forms Processing routine where you can select various forms to be printed I
6. choose to print the subpoena or to go to the Rule Entry process OTHERS Select option 1 Case Management and the Forms Processing option Others 1 Select the case by entering the court code and docket number 2 Select the form to process The available forms will be scrolled on the screen so a selection can be made After selecting a form you will be entered into the WordPerfect environment NOTE Forms may also be processed in Intake Action and Change Case process J T R S User Manual page 5 1 Forms and Reports Court Docket Select option 3 Court Docket 1 Select the order in which the information will be listed You can choose to have the information listed by court date or in judge order 2 Select the listing format You can have the information printed in 80 columns 8 1 2 x 11 paper or 132 columns 14 7 8 x 11 paper 3 Enter the criteria to be used in selecting the information for the Court Docket 4 Select the listing media You have the option to have the information listed on the terminal screen or printed on the printer J T R S User Manual page 5 2 Forms and Reports Rap Sheet Select option 4 Reports Reports 2 Charge Rpts and Rap Sheet 1 Select the listing format You can have the information printed in 80 columns 8 1 2 x 11 paper or 132 columns 14 7 8 x 11 paper 2 Select the printer to be used 3 Enter the juvenile s na
7. EGER 4 1 Change Case Information eie teret eR etn E SERERE YEPE ne EPE EE MESE ERES PE EYE edge ERE Ruido 4 1 Inquire Into 4 1 DEIELE GE 4 2 DiSpose Case ss EP 4 2 Forms and Reports PEOCES SING eret otite eri iere eder E 5 1 Court Docket seizes enr seen lee I RE De EEE 5 2 ecol 5 3 State File State File Process soie on eta Foe EE REA REM e ERU Pu ear E EHE Heras 6 1 Transfers Cross Case Transfers eiue o vL cea ret een uiae 7 1 Transfering Funds eoi rea ee ETC OG EET 7 2 system Overview System Description The purpose of the Juvenile Tracking and Reporting System JTRS is to collect and store information about a juvenile record certain court activity store history information and produce forms and reports The JTRS System will also have the option to record on magnetic media the juvenile information required by the State of Tennessee therefore replacing the juvenile court data form Files used in tracking a juvenile are the Master File Defendant Information File Linked Cases File Rule Docket File Witness File Charge File Juvenile History File e CoProcess File Relations to the Juvenile File Name File e Court File If a j
8. JUVENILE TRACKING REPORTING Version 1 0 Local Government Data Processing Corporation ALL RIGHTS RESERVED 1994 Table of Contents System Overview System DescripliOn a een E EE 1 1 System gio EEE EELEE ER IPEER AS 1 2 Intake Action se een kaaa NEUE NSE bea 1 3 Change 1 4 Dispose ii ides boe Er ado R EEE 1 5 BON 1 6 Charge m Hr 1 6 ase QUICOMES eve eee 1 6 Juvenile Name ecce iere SU NIU ERE EFFI E EI UNT RE rase 1 7 J yenile NfO ec 1 7 Option Descriptions Case UT 2 1 ERE 2 2 Court Lee 2 3 REPONS tete Rance reas 2 4 Control Files o NE DRUG ANTE IE D UE Dieta AME 2 6 State c N 2 9 Control Files Acecessins Control File Information detect t teet ahnen 3 1 Setting Up The User File eret eene eit e ETE EFE nme 3 2 Case Management Intake Juvenile RO NIETO EDU ORIGEN
9. e Control File User Defined __ Codes Adult Def Adult Def Information Name Attorney Firm e Judge Officer Zip File Control File Control File User Defined Codes Control File Adult Def Zip File AKA Control File Zip File page 1 4 J T R S User Manual Dispose A Case Disposition for All Charges Rule Docket Charge Control File Rule Docket Disposition Case Outcomes Case Disposition Dispose Case page 1 5 Bond e une Control File Charge Charge Control File Rule Petitioner Control File Docket Charge f Petitioner s Zip Code LIMIT AKA Charge Disposition Case Outcomes Case Di Case 1Sposition Outcomes Cokol File J T R S User Manual page 1 6 Juvenile Name Zip Code P Control File Juvenile AKA I Officer Zip Code f Zip Code Control File Control File Control File nil Juvenile Officer Zip Code Name Control File Control File __ User Defined Codes Juvenile Info __ Zip Code Control File ___ Docket Name Zip Code Control File __ Relationship J PU Type 0 _ School Zip Code Name Control Fil
10. e i Relation aH Zip Code uardian Info Control File Zip Code Arngmts Name ZipCode Detention Control File Reasons f ne User Defined Codes J T R S User Manual page 1 7 6 1 1 1 Case Management The Case Management is accessed through option 1 Case Management CUMANI Juvenile Court 94 05 31 Case Mgt 2 Maintenance 3 Court Dkt 4 Reports 5 Cntl Files 6 5tate Proc Intake Action Change Case Delete Case Dispose Case Case Inquiry Forms Processing Subpoena G Others Intake Action This option allows you to enter all of the appropriate information when a juvenile is brought into custody Change Case This option allows you to change the case information Delete Case This option allows you to delete a case Dispose Case This option allows you to dispose of a case Case Inquiry This option allows you to inquire into a case s information Forms Proccessing Subponea This option allows you to print subponea forms Others This option allows you to print other types of special forms J T R S User Manual page 2 1 1 1 1 Maintenance The Maintenance is accessed through option 2 Maintenance Hen CUMBBT Juvenile Court 94706716 1 Case Mgt 2 Maintenance 3 Court Dkt 4 Reports 5 Cntl Files 6 5tate Proc Bond File Case Outcome File Charge File Co Processed File Juvenile File Linked Ca
11. e personnel agency information A code is assigned to the personnel agency description Relationship Type This option allows you to access the relationship type information A code is assigned to each relationship type description You may only add codes to the file State Abbreviation This option allows you to access the state abbreviation information A two digit code is assigned to each state name T CAST Control File Reports Bondsman This option allows you to print or display the bondsman file information The information may be processed in bondsman code or first and last name order with beginning and ending ranges Charge This option allows you to print or display the charge file information The information may be processed in charge code or description order with beginning and ending ranges on these fields Clerk This option allows you to print or display the clerk s file information County This option allows you to print or display the county file information The information may be selected with beginning and ending ranges for the county Court This option allows you to print or display the court file information The information may be selected with beginning and ending ranges for the court Personnel This option allows you to print or display the personnel file information The information may be processed by attorney firm judge or officer The attorney firm information may be processed in code law firm or f
12. he Clerk s File This file only contains one record County This option allows you to add change inquire or delete information on the County Name File Court This option allows you to add change inquire or delete information on the Court File Personnel This option allows you to add change inquire or delete information on the Personnel File You may access the file information by Attorney Firm Judge or Officer Zip Codes This option allows you to add change inquire or delete information on the Zip Code File J T R S User Manual page 2 6 1 1 1 Control Files Global Maintenance Address Location This option allows you to access the address location information A code is assigned to an address description Detention Reason This option allows you to access the detention reason code information A code is assigned to a detention reason description along with the abbreviated screen description Form Names This option allows you to access the information on form names A form code is assigned to each form description and its related information Marital Status This option allows you to access the marital status information A code is assigned to each marital status description Name Suffix This option allows you to access the name suffix information on file Name Title This option allows you to access the name title information on file Personnel Agency This option allows you to access th
13. irst and last name order The judge information may be processed in code or first and last name order The officer information may be processed in agency code or first and last name order J T R S User Manual page 2 7 1 1 1 Control Files T CAST Control File Reports continued Zip Code This option allows you to print or display the zip code file information The information may be processed in city or zip code order with beginning and ending ranges on these fields J T R S User Manual page 2 8 1 1 1 State Process The state process is accessed through option 6 State Proc Men CUMBBT Juvenile Court 94 83 23 1 Case Mgt 2 Maintenance 3 Court Dkt 4 Reports 5 Cntl Files 6 5tate Proc Create State File Reprint State Error Report Reprint State Report State Disposition Report State Intake Report Delete State Information Create State File This option allows you to create a new state file after deleting the current state file If errors are detected an error report will be produced In this option you can also print the state file information Reprint State Error Report This option allows you to print the error report again You will have the option to select the information by entering a range of court codes and docket numbers Reprint State Report This option allows you to print the State Report again You will have the option to have the information listed in docket n
14. me to be selected for the Rap Sheet 4 Select the listing media You have the option to have the information listed on the terminal screen or printed on the printer J T R S User Manual page 5 3 B ore State File Process Select option 6 State Proc 1 Select Create State File This will delete your current state file Be sure all previous reporting has been completed If errors occur an error listing will be produced Exit the program and make the appropriate changes Then run this option again You can use option Reprint State Error Report if necessary If no errors occur the State Juvenile Docket Report will be produced You can use option C Reprint State Report if necessary 2 Select D State Disposition Report The information to be included on the report will be selected by disposition date ranges You can have the information displayed on the screen or printed on the printer 3 Select E State Intake Report The information to be included on the report will be selected by disposition date ranges You can have the information displayed on the screen or printed on the printer 4 Select F Delete State Information This will delete the state reported information that is over one year 12 months old J T R S User Manual page 6 1
15. nquire Into A Case Select option 1 Case Management and E Case Inquiry 1 Enter case court code and docket number on the Case Inquiry screen 2 The juvenile s case information will be displayed Refer to the option keys to continue through the inquiry or exit the routine J T R S User Manual page 4 1 case Management Delete A Case Select option 1 Case Management and C Delete Case Enter case court code and docket number on the Delete Case screen 2 The juvenile s information will be displayed You may use the option keys to view other information related to the juvenile selected 3 You will be prompted to confirm that you are sure you actually want the juvenile to be deleted Dispose A Case Select option 1 Case Management and D Dispose Case 1 Enter case court code and docket number on Dispose Case screen 2 Enter the disposition information for the case Refer to the option keys for other processes available 3 When all of the disposition information has been entered you will be prompted to confirm that all of the information is correct J T R S User Manual page 4 2 Forms and Reports Forms Processing SUBPOENA Select option 1 Case Management and the Forms Processing option F Subpoena 1 Select the case by entering the court code and docket number 2 Select or enter the witness name s 3 Confirm the correctness of the information 4 Select the process You can
16. ou to print the Co Processed Cases Report You will have the option to select the report to print in docket number or juvenile name order Docket Number This option allows you to print the Docket Number Report You will have the option to select a range of court codes and docket numbers to be included on the report Linked Cases This option allows you to print the Linked Cases Report You will have the option to select the report to print in docket number or juvenile name order Charge Reports Charge This option allows you to print the Charge Report You will have the option to select the report to print in court date or docket number order and to include disposed and or undisposed cases Rap Sheet This option allows you to print the Rap Sheet Report You will have the option to select the report to print in 80 columns 8 1 2 x 11 paper or 132 columns 14 7 8 x 11 paper History Reports Court History This option allows you to print the Court History Report You will have the option to select a range of court codes and juvenile names to be included on the report J T R S User Manual page 2 4 1 1 Reports History Reports continued Drug Free Youth Act History This option allows you to print the Drug Free Youth Act History Report You will have the option to select a range of juvenile names to be included on the report Guardian History This option allows you to print the Guardian History Repor
17. ses File Name Index File Relation Guardian File Rule File Witness File Bond File This allows you to add change or inquire into a juvenile s bond information or to print a Bondsman Report Case Outcome File This allows you to add change or inquire into a juvenile s case outcome information Charge File This allows you to add change or inquire into a juvenile s charge information or print a Charge Report or Rap Sheet Co Processed File This allows you to add change or inquire into a juvenile s co processed case information or to print reports in docket number order or juvenile name order Juvenile File This allows you to add change or inquire into a juvenile s general or name information or print various reports containing the juvenile s information Linked Cases File This allows you to add change or inquire into a juvenile s linked case information or to print reports with the information listed in docket number or juvenile name order Name Index File This allows you to add change or inquire into a juvenile s name or the name index information Relation Guardian File This allows you to add change or inquire into a juvenile s relationship guardianship information Rule File This allows you to add or void a rule from a docket or print display various rule dockets Witness File This allows you to add change inquire into or delete witnesses from a selected case docket number J T R S
18. t You will have the option to select a range of juvenile names to be included on the report Living Arrangements History This option allows you to print the Living Arrangements History Report You will have the option to select a range of juvenile names to be included on the report School History This option allows you to print the School Report You will have the option to select a range of juvenile names to be included on the report Name Reports AKA Names This option allows you to print the AKA Names Report You will have the option to select the juvenile name to be included on the report Rule Reports Rule amp Execution This option allows you to print the Rule amp Execution Report You will have the option to select the court code and docket number range or juvenile name range to be included on the report Rule This option allows you to print the Rule Report You will have the option to select the court code and docket number range to be included on the report Active Rule This option allows you to print the Active Rule Report You will have the option to select the court code and docket number range to be included on the report Void Rule This option allows you to print the Rule Void Report You will have the option to select the court code and docket number range to be included on the report J T R S User Manual page 2 5 B con inti Control Files The control file information is accessed through option 5
19. umber or juvenile name order and you can select the information by entering a range of court codes and docket numbers State Disposition Report This option allows you to print the State Disposition Report The information can be selected by entering a range of disposition dates State Intake Report This option allows you to print the State Intake Report The information can be selected by entering a range of disposition dates Delete State Information The state file is set up to contain 12 months of information With this option you can delete information with disposition dates over 12 months old J T R S User Manual page 2 9 Bl Gr Files Accessing Control File Information The control file information is accessed through option 5 Cntl Files and then A Control Files The processes are then broken down into four categories In the maintenance options 1 2 3 most of the files allow you to add change inquire or delete information Most of the report options 4 allow you print or scroll the control files by selecting ranges of information 1 Ju Ctl Maint Ctl Maint f 3 Global Maint Ctl Rpts Juvenile System Parameter Bondsman Address Location Bondsman Case Disposition Charge Detention Reason Charge Charge Disposition Clerk Form Names Clerk School Name County Marital Status County User Defined Codes Court Name Suffix Court Personnel Name Title Personnel
20. uvenile is not on the system it will prompt for all pertinent information i e juvenile name address school information living arrangements guardianship and priors If a juvenile is already on the system it will allow for any updating on the juvenile The system will also allow the tracking of witnesses listing of charges linking cases and the recording of dockets that are to be processed together All updating completed on a juvenile is recorded on the Juvenile History File Reports are available on the History File to show the progress of a particular juvenile through the system Charges brought against a juvenile may be reduced or disposed at any time Besides keeping track of all charges for a particular docket the system will record the arresting officer intake officer assigned officer to the case and the probation officer Some forms and reports will be automatically generated at certain points in the processing of the juvenile AII forms and reports can be selected from the menu by the user at any time J T R S User Manual page 1 1 system Overview Sytem Flow The following pages of flowcharts represent the general flow of the screens when you select options and processes J T R S User Manual page 1 2 Intake Action opo dz uonisodsiq
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