ࡱ> LNK Cbjbj "djj'l&^^^^z$&BDDDDDD ' ~D}D*BBBB OO&8^BB0B  B&&FEE SYSTEM NETWORK MINUTES January 25, 2007 MULTNOMAH COUNTY COMMUNITY CORRECTIONS In attendance: Kimberly Losada, Clatsop; Janet Leep, Coos; Denise Surkamer, Douglas; Angela Hoak, Lincoln; Angie Gustafson, Linn; Cindy Loutens, Malheur; Ruth Snively, Morrow/Umatilla; Lori Ubell, Multnomah; Donna Holloway, Polk; Lynn Hair, Wasco; Christy Elven, Washington; Vicki Wood, Yamhill; Shannon Miller, Yamhill; Lee Cummins, DOC/CC; Mary Hunt, DOC/CC; Nikki Bennett, DOR. Introductions Lori Ubell was the hostess for Multnomah County as Michelle was on sick leave. Last FSN meeting minutes were accepted as written. Donna Holloway, Polk County, was approved as Co-Chair by acclamation. Christy Elvin, Washington County, was voted in as our Recording Secretary. If the secretary cannot make a meeting, then the hosting county must do the minutes. (This is the way it was a long time ago.) Doc Updates by Mary Hunt. SR1834 has now been completed. (Supervision Fee Collection Report) When printing the report, Option 1 is portrait and Option 2 is landscape. A big thanks to Janet Leep for all the testing for the programmer, Helen Kennedy. Mark Royal, Director of Umatilla/Morrow Counties, used this report and liked it. The report is accurate and easy to read. The current balance should be the money owed on each caseload. The report includes activity on discontinued fee accounts if that activity occurred during the date range selected. Adjustments are included in option 2 with a credit. The reports can be run for one account type, such as Drug Court, or for all accounts. Janet Leep said that she was interested in the DUII fees. SR1882  Edit on CMS 280I and CMS 312I. The county who owns the DOR line should be the only county who can post to it. We had a long discussion about this. It was decided that more testing will be done. Lori is going to look through her accounts to find an open DOR account for testing with Mary. Lori told us that she runs the Discontinued Fee Report for all their office locations and nothing showed on the report for a two week time period, 10/16/06 11/1/06. Can Dave Wells run a query on this? Discussion regarding what reports could help her. We talked about it and came right back to talking to Dave Wells. Lori is going to run those dates individually by day to see what it looks like. Lori said if she does a note & then she finds out Michelle made a note before her, she gets an error message. Lori finds that sometimes her notes are there & sometimes they arent. Mary asked her the next time that happens to leave it alone and get a note off to Dave Wells so he can look at it. Marion County wants to know if there is an easier way to know which people are transferring before it happens. The P.O. s are not talking to the  bill collectors so they can turn fees over to DOR before they transfer. If they could know ahead of time, only supervision fees owed would transfer to the receiving county. Mary recommended they use the Released/Not Admitted Report in CIS. The report can be run daily if necessary and will list those cases that have been transferred but not yet admitted to the new location. The best way to know which people have put in for a transfer would still be to get the information from the P.O.s. We talked about Heidi s e-mail about the bad addresses. We talked about using 3xxx s on the address line rather than 3*** s. Can Marion County change just the mailing address and leave the physical address alone? Most reports are run by City name or Zip Codes. The consensus was: No program changes. If you get an error message when adding a note, send an e-mail to Dave Wells. Be sure and give him the screen you are looking at. Mary will go back to work and look at the screens. POST NOTE: Dave Wells is out on medical leave until March. Please send any problems to the Help Desk and ask for a ticket to Development. Another programmer will work on the problem. Lee Cummins then gave us an update on the Service Requests. The IS shop is trying to get a real good grasp on the service they are providing. There are three methods for the service requests. 1) Project  requests that require more than 250 hours of work, such as the PSI project. Projects are prioritized by the IT Governance Committee, which is made up of representatives from each division of DOC. Lee represents Community Corrections. 2) Service Requests  requests that require less than 250 hours of work, like the FSN requests. Service Requests are prioritized department wide by the Service Request Committee, made up of representatives from each division and/or branch of DOC. Lee and Mary represent Community Corrections. This is a formal request process that goes before the committee members so everyone knows what is needed and how it may impact other divisions. It slows the process down some if all the information hasnt been accurately captured on the request. All open Service Requests will also be incorporated into the CIS Re-Write, which is a 5 8 year project. If anyone has ideas for programming changes, jot them down and bring them to the meetings. We can still enter service requests, but need to utilize our programming time as efficiently as possible. SRs need to be really well thought-out requests. Mary and Lee also have to promise they have users who are willing and able to test. 3) Remedy Ticket  requests for program fixes. IS staff work on tickets along with their assigned Service Requests and Projects. Joyce Hammerschmith has contracted with us (DOC) until the last of February and they would like to extend her again. Nikki Bennett said that she needs to meet with Dave regarding the DOR and how the DOR form is sent to OAA. The form is much improved but a process to send the document electronically needs to be addressed again. Each office would still have the ability to decide when the form is sent to DOR. Does the group want to enter a Service Request for this now, even though it may not be worked on right away? Group consensus was Yes, enter the request. Mary will meet with Nikki Bennett for assistance in preparing the SR. Once programming is completed, DOR forms will no longer need to be printed and mailed just sent. Mary sent all counties an e-mail regarding the old 771 numbers. Each county fixed their own problems. Donna Holloway brought up a question regarding the billings from each county  are they bolded? We will all check and get back to her. Nikki Bennett from DOR said that she talked to Brenda Thereau last week. They are starting to mask SSN s on payment slips. The DOR had a mass mailing that showed the SSN s in the window  bad!! The year 2007 is a rebate year. DOR will not let anyone know when the payments will be because of theft. Nikki is pushing for FTS as it is so much less time for the DOR. Mary Anderson from Douglas County sent Nikki an e-mail regarding retention time for records. It is now only 2 years. Nikki will be at another job for six months. Good for her, but bad for us. She won t be at our next meeting. When we call Nikki s phone number, we will get Dorothy. Janet Leep sent out a FSN Manual Update last week. Thanks for all your work, Janet. Angie Gustafson just sent out a new Membership Update. Please look it over and if you have any changes, please get back to her. Lynn Hair from Wasco County told us about a Curry County case that she has in Wasco County. The case will expire in LCUR, but the body is in WASC. She was told to have Curry Co. back out the last movement history, create the DOR line, put the history back like it was and then make and F8 note. Remember that if a movement history is tampered with, it can affect the billing. Angie had a problem with a compact case. RCOM by a super-user should take care of the billing. Denise Surkamer from Douglas County ask about having the bill line items all in the same order. We had MUCH discussion about this. We finally decided that supervision fees should be first and the rest of the line items would be alphabetized. Then it was suggested that we reverse the chronological order on the All Fees screen when you use the F16 function to include discontinued accounts. Currently, the accounts sort from oldest to newest, so you sometimes have to page down to see the most recent account information. The group consensus was to change the sort order newest accounts listed first. Mary will write up a Service Request and take it to SOON. Then it will come back to us before it will formally be presented as a SR. Cindy Lootens from Malheur County is very new to her job. She asked about compensatory fines on conditions. She asked how often we make deposits and found that every county is different. Overpayments are done before the next deposit or it should be done with adjustments. COFO payments are all handled differently. She also found out that all court fines and fees need to be paid at the courthouse. Janet Leep from Coos County brought in a request from Linda Hald of Columbia County. Linda wanted Janet to request a new fee type of TRHS. (Trans House) A vote was taken and it unanimous that we have a new fee type. Janet Leep from Coos County brought us a question regarding the turning over of money to DOR. We need to discuss this again at the next meeting so that we really understand the question. When an offender returns to his sentencing state, even though he hasnt reached his expiration date, can we turn him over to DOR? The next meeting will be held in Albany, Linn County, on Thursday, April 26, 2007. 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