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SMART CHRONOS: Structured Meeting Reporting Tool

SMART CHRONOS is a tool used to guide and structure meetings, providing consistency and assisting supervisors with auditing. It allows for reporting on what occurs in meetings with clients. Various templates available.

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SMART CHRONOS: Structured Meeting Reporting Tool

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  1. BREAkout session #2 CSTS User Group meeting June 20, 2018

  2. SMART CHRONOS • Use when: • Guides POs in appointments • Allows for more structure/focused reporting of meetings • Consistency • Assists supervisors with auditing • Can report on what occurs in meetings with clients • There is a “required” smart chrono EBP for all agencies to create in CSTS. • Structure is found in Standards Manual, Appendix J • Agencies can add options to the ones listed

  3. Smart chronos: Pre-TrialCass county Pretrial Initial Contact Template Pretrial Closing Template Posted on STI Website

  4. Smart chronos: INTAKE & violationsherburne county Intake Template Violation Template Posted on STI Website

  5. Smart chronos: reportingCass County Standard Reports in CSTS . Ad-Hoc Reports

  6. Smart chronos: MINIMIZING “gotchas” • Initial setup is somewhat time consuming • Once the smart chrono is used, you are no longer able to edit • Take the time to write out the template; spend time up front rather than starting over • Current limitations: • Where text boxes can be used • Questions must be in alphabetical order • Length of text that can be typed • No spell check • Enhancements can be sent in

  7. Resources for your questions: sti website STI • Accounts • Training Materials • Standards Manual • Releases for New Versions • New: Smart Chrono Templates • STI Website Guide

  8. Resources for your questions: standards committee DOC / Ramsey County • MCCC – RSVP Login Instructions • Standards Committee Meetings • Using RSVP • Standards Committee Work • Standards Manual – 2017/8 updates • Admin Manual

  9. USING TECHNology: online payments for clientsherburne county • Online Payment Options for Clients • In-person at window • Over the phone with support staff • Using Sherburne County Community Corrections website • Automated phone line

  10. USING TECHNology: fillable forms for clientisanti county • Online Payments for Clients • Used “Point & Pay” vendor since 2015 • Client can use credit card or checking account • Handling fee passed on to client • All payments, in office or online, are made in this system • Main advantage: Pay anytime, anywhere

  11. USING TECHNology: fillable forms for client wright county • “The Turn” Weekly Schedule • Client provides schedule of available time • Integrates with Sharepoint • The client is emailed, from Sharepoint, a reminder each Sunday, with a link to the form.  • The client fills the form out online. • Once the submit button is clicked, the form archives to SharePoint. • When the form is archived, SharePoint emails a group of users to let them know the form has been submitted and has been archived.

  12. USING TECHNology: phone reporting Ramsey / rice counties • Ramsey: • Offenderlink: since 2007 • For 3000 + clients, primary case management system • Low risk clients • Daily “To-Do” queues to monitor • Monthly phone reporting • Conditions due • Case closing • 30 day/60 day/90 day • LE Contact • Managed by teams; no individual PO; no required reporting • Must report when non-compliant • Integrates with CSTS daily • Client pays monthly fee

  13. USING TECHNology: phone reporting Ramsey, Dakota, Hennepin, rice counties • Other Agencies Using Offenderlink • Several other counties in Minnesota • Hennepin • Dakota • DFO • Crow Wing • All of South Dakota

  14. USING TECHNology: Phone reporting Ramsey, Dakota, Hennepin, rice counties • Rice: • Vendor: Monitor Connect • Access for client on phone or browser • Can access documents for a sort of “self service” probation • Client pays monthly fee • PO can see: • Client roster, dashboard of those who: • Haven’t check in • Are late • Reported LE contact • Change of address • 387 currently use system • Group reporting before using just MC

  15. Using technology: Web integrations for mncis HEARINGS Ramsey county • Need to display and work MNCIS hearings • 100s of sentence hearings per day • 5 – 40 PSIs ordered per day • 1000s of hearing notifications received each day • Calendar design provides clean structure • Filters for: • Hearing type • Sentencing, PV Hearings • MNCIS calendar, Judge, AM/PM • Supervising location, agent • Integrated with CSTS • Supervisor/Staff can record information • Office assignment • Work Done

  16. Using technology: Web integrations for MNCIS Sentence dataRamsey county • Summarize sentence information for PO and client • Readable format of conditions, sentence, offenses • Provided to client at Intake • Physical copy starts a new file for client • Integrates photo from CSTS, if available • Maintains history of probation violations on case • Do not use/print sentence order from MNCIS

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