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Subpoena Management System

Subpoena Management System. Police Agencies Police and Master Administrators. Master Admin Curriculum. courtNOTIFY Agency Types User-Types Agency Settings Entering Leave Types Managing User Data Managing Court Information Entering and Sending Subpoenas Tracking Court Attendance

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Subpoena Management System

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  1. Subpoena Management System Police Agencies Police and Master Administrators

  2. Master Admin Curriculum • courtNOTIFY Agency Types • User-Types • Agency Settings • Entering Leave Types • Managing User Data • Managing Court Information • Entering and Sending Subpoenas • Tracking Court Attendance • Deployment Steps

  3. courtNOTIFY Agency Types • courtNOTIFY has two types of agencies • Police agency (i.e., Gainesville PD) • Court agency (i.e., State Attorney’s Office) • Agency type determines functional capabilities of its users

  4. User-Types • Police Employees • Receive and respond to hearing notices and request leaves • Supervisors • View court appearance tracking, short notices & escalations for org • Manage non-acknowledgment issues • Manage subordinates leave request • Court Administrators • Enter dockets and send notices from courts not using courtNOTIFY • View court appearance tracking, short notices & escalations for agency • Master Administrators • Can perform all these functions PLUS ...

  5. Master Administrator Role • Manage agency settings, user profiles, and leave types • Act as first-line support for agency • Point-of-contact with Orion support team • Voice concerns • Request help or support • Recommend agency suggestions for improvement

  6. Master Administrator Capabilities • Run imports of user or leave information • Set all agency options • Set leave types and their interaction with subpoenas • Modify user settings • Manage chain-of-command statuses • Edit user passwords • Add and edit court facilities • Add and edit court information • View all reports

  7. Managing Agency Settings • Only Master Admins have access to the Agency Tab • Import user and/or leave information • Change the agency name (if necessary) • Manage agency optional settings • Add or edit court facilities • Add or edit leave types and their interaction with subpoenas • Edit subpoena notice request types

  8. Managing User Data • All users have access to user profiles via the User Tab • Police employees can only view their user profile • Other users can search/view all users listed in agency • Only Master Admins ... • Have complete editing capabilities • Can add a user via courtNOTIFY • Can deactivate a user • Only Orion can permanently remove a user

  9. Understanding the CNS Chain-of-Command • Command chain determines subpoena escalation path • Escalations stop with top-level supervisor in chain • If supervisor field edited, command chain is modified • Email automatically sent to the user and previous supervisor informing them of command structure change • Police Supervisors, Police and Master Admins can be assigned subordinates • It is possible to have a loop in the chain-of-command • Responsibility of agency to manage their command chain properly • IF a command-chain loop exist, the viewer only sees three levels

  10. Managing Court Info • Court info unique to each agency • Only Master Admins and Police Admins can: • Access the CourtsTab • Add new courts • Edit court information

  11. Entering and Sending Subpoenas • Only Master Admin or Police Admin user-types can: • Enter municipal or felony docket hearings • Assign witnesses and set notice-request types • Send felony subpoena notices • Municipal versus Felony dockets • Info content • Charges • Docket duplication • Notification and Acknowledgments • Two methods of entering dockets • Single Docket Entry ... Ideal for small volume of entries • Multiple Docket Entry ... Better for larger quantities of entries

  12. Court Attendance Tracking • Agency witnesses enter info via laptops • Documents attendance time, evidence requirements, travel expenses, and participation results • Captured data used for statistical attendance reporting • With the exception of police employee user types, all users can monitor witness attendance in real-time via the Liaison Tab

  13. First-Time Log In • Typeagency’s assigned courtNOTIFY URLin web browser • Random numeric password issued to each new user • First-time user clicks Forgot Password link on Log In • Enter agency-assigned email address • Click the Email Me button • User name and password (tied to agency email) sent to email address in one minute • User can change password via User Profile Screen

  14. courtNOTIFY Updates

  15. Deployment Steps • Import agency users (Orion & Master Admin) • Master Admin Training (Orion & Master Admins) • Set user-type settings and agency options (Master Admin) • Verify user settings (Master Admin) • Permission and Chain-of-command settings • Enter agency leave-types (Master or Police Admin via policeMANAGER) • Add court facilities (Master Admin or Police Admin) • Add all courts (Master Admin or Police Admin) • Train-the-Trainer classes (Orion & Supervisors) • Train Officers training tools (GPD Training Dept.) • Send email to all agency users (Master Admin) • courtNOTIFY deployment status • First-time user log in instructions • Agency’s subpoena management polices, if appropriate. • Determine agency’s transitional time period and process (Master Admin)

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