EVCRS OVERVIEW

1. EVCRS OVERVIEW • EVCRS is an application designed to allow collision reports to be completed, submitted and processed electronically • EVCRS is wizard based with built-in edits and a streamlined flow, designed to allow the officer to complete the collision report more quickly, completely, and accurately • EVCRS can be installed on a laptop, MDT, MDC, desktop or server computer • EVCRS is quick to setup, learn, and easy to use, minimizing support requirements • EVCRS is free to any law enforcement agency wishing to participate that meets the minimum requirements

2. EVCRS REQUIREMENTS • Participating agency must agree to submit collision reports electronically. Paper reports cannot be created or submitted through EVCRS • Computers must be running Windows 98, NT, 2000, or XP • At least one computer at the agency must have access to the internet (Dialup, Cable Modem, DSL, T1, CDPD, etc.) • Agency is responsible for setting up operational procedures to support all processes except for creation and transmission of the collision report (Supervisory Review, Records Retention, etc.)

3. EVCRS INSTALLATION • Request a CD copy of the installation from ISP or download the setup executable from extranet.state.in.us (A UserID and Password are required to access the file. These must be obtained through ISP) • Run the setup.exe file from the CD provided or from your local hard drive • Select “Next” on each screen unless you chose to change the default installation options • When complete, an EVCRS icon will display on your desktop to use when launching the EVCRS application

4. EVCRS SETUP • The first time the EVCRS application is started on a computer an account must be setup before the application can be used • Select the “New” Option from the screen displayed • Select the agency from the list supplied • Enter the Officer ID or Agency Master ID (must be 5 numbers or less, numeric characters only 0-9) • Complete the remaining options and select the “Auto-populate” option if you wish the information supplied to be filled in automatically to every report that you create • Enter “extranet.state.in.us” as the Host Name

5. EVCRS WIZARD • Select the “New” option to complete a new collision report • The wizard will “Walk” you through completing all of the necessary information pertaining to the collision report • No need to use the mouse, the Tab button will move you from field to field while completing the information • Use the “Next” button to move forward through the collision, and the “Back” button to review or change information previously supplied • Each time the “Next” button is selected, edits are run that check the data for completeness and accuracy. The wizard will not allow you to continue forward until all errors have been resolved • Refer to the Crash Manual for any questions you may have about completing the collision information

6. EVCRS ATTACHMENTS • An attachment is any supporting information other that the collision report itself (Diagram, Witness Statement, Coroners Report, etc.) • An attachment must be a file saved in the format of TIF, JPG, DOC, or PDF (Can be scanned or exported in these required formats) • Select the “Add” button and locate the file you wish to include with the collision report • The file you select will be sent with the collision report and stored in the permanent file for future reference

7. EVCRS REPORT SELECTION • A list of the collision reports available from your computer can be viewed and sorted for easy selection and review • Select the “View” menu option to switch between New, Accepted, and Rejected collision reports • Click on the column headings (Type, Status, Local ID, Officer ID, etc.) to sort the list in order for easier location of reports) • Select a report from the list and choose any of the buttons to perform the listed action

8. EVCRS VIEWING/PRINTING • The EVCRS application allows the collision report to be displayed for review and/or printing following its completion (Note: for purposes of filing the report is not complete until it has been transmitted to ISP and returned to the agency with a Master Record Number assigned) • Select the report for viewing/printing and choose the “Report” button • To view any attachments connected with this collision select the “View Attachments” button • From this view you may review and print if necessary the collision report document

9. EVCRS REPORT TRANSMISSION • Each report completed by the evcrs application is electronically transmitted to ISP for processing into the statewide collision repository (No more manual paper processing) • If the computer where the report was created has access to the internet (Dial-up, Cable, DSL, etc.), the report may be transmitted directly to ISP for processing • If the computer does not have internet access, the report must be moved to another machine for transmission (use the “move to floppy” and “move from floppy” options under the “tools” menu to move collision records. • CAUTION: Do not manually copy collision records to other computers for transmission, this will lead to duplicate reports being recorded

10. PROCESSING SUPPLEMENTS • EVCRS eliminates the process of filling out a separate paper form to submit supplemental information on an original report • Simply locate the original collision record, open it in the wizard, add the information necessary, and re-transmit the report (Do not make changes to a report that has been submitted and not returned with a MRN assigned) • The central repository at ISP will automatically take care of adding the additional information to the collision record

11. EVCRS Demonstration

12. EVCRS TECHNICAL INFORMATION

13. EVCRS AND DATA • Each completed collision report is stored as an .XML file in a designated local folder • The XML file is encrypted and cannot be edited outside the EVCRS wizard application • Any attachments are “embedded” into the XML file and can only be viewed through the “Report” option in EVCRS

14. XML File Name • Sample = CN000000000000000A2234001232003053015210030100.XML • C | N | 000000000000000A2234 | 00123 | 200305301521 | 0030100.XML • C = Collision Report • N = New (A = Accepted, R = Rejected, I = Incomplete, S = Supplement) • 000000000000000A2234 = Local ID (Left padded with zeros) • 00123 = Officer ID or Master ID for Agency collisions • 200305301521 = Year/Month/Day/Time report was created • 0030100 = Agency Federal ORI number

15. EVCRS File Storage • The EVCRS application files are stored in: C:\Program Files\EVCRS by the default installation • The EVCRS XML collision files are stored in: C:\Program Files\EVCRS\Repository\ {AgencyORI}\ {OfficerID} by the default installation

16. EVCRS Setup Options • Default Setup – Install EVCRS on a device that will create and transmit reports directly to ISP for processing • Centralized Setup – Install EVCRS on a central machine that will store and transmit all reports to ISP for processing • Stand Alone Setup – Install EVCRS on a device that will only create reports

17. EVCRS Transmission Options • EVCRS directly supports transmission of reports from two of the three setup options • Default Setup • Centralized Setup • Stand Alone Setup requires the use of the “Move” feature in EVCRS • Any additional Inner-Agency collision report movement (supervisory review) must be controlled by operational and technical procedures setup and managed by the agency

18. Attachments • EasyStreet Draw Diagrams • Viso Drawings • Any other Diagramming software that supports export • Word Documents • File format must be TIF, JPG, PDF, or DOC

19. Duplicate Collisions • A duplicate collision is a collision report that has been submitted for processing more than once without an assigned Master Record Number • Only reports from the Accepted or Rejected folders should be submitted after an initial submission • If an agency chooses to use the Stand Alone setup and controls the movement of the collision files for transmission, the agency must ensure no duplicate collisions are submitted to ISP for processing