Georgia Electronic Conviction Processing System (GECPS)

1. Georgia Electronic Conviction Processing System (GECPS) GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

2. INTRODUCING GECPS • In order for the DDS to follow mandated guidelines, one approved, standardized, and secure method we know now as GECPS was created. • No other electronic transmittal will be approved as of March, 1, 2005 GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

3. History of GECPS • SB 229 – During the 2003 General Assembly, Georgia courts were encouraged to promptly deliver all mandatory and points bearing convictions within a mandated 10 days of conviction. $0.40 per citation transmitted electronically and $0.10 by any other means. • HB 501 – Lawfully states for the 2005 session, that all Georgia courts shall transmit electronically by a future date determined by the commissioner. Paying only $0.40 for electronic transmittal. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

4. History of GECPS • On April 27, 2006, Governor Perdue signed into law HB 1253, which included a provision to further strengthen the reporting requirements outlined in O.C.G.A 40-5-53(b). Effective July 1, 2006: (Removed below from HB501) ....where are a court has not implemented transmittal by electronic means, the commissioner may require such court or courts to submit by electronic means no later than a future date to be determined by the commissioner. HB 1253 removes any option for courts to report convictions to DDS by paper. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

5. Deadline Non-compliance affects our future federal highway funds…. • September 30, 2008 • Convictions should be reported and on the driving record within ten days of the date of conviction, or, for nonresidents, that Georgia has notified the licensing state within ten days of the date of the conviction. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

6. Benefits & Purposes: • Driver’s history will update overnight, which will allow suspensions to take effect immediately. • The electronic system is a secured method. • Reduces the number of drivers on the highways and costs of highways and roadwork. • Less paper filing within courts and DDS. • Courts are paid per conviction. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

7. GECPS Version 1 vs. Version 2(comparison applies to courts already in production with v1) GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

8. GECPS website: www.dds.ga.gov Click “Business Partners” (bottom left) Then Click “Georgia Electronic Conviction Processing System” GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

9. Getting started with GECPS Step 1: Registration over 99% compliant Step 2: Testing 18% (150+) of the registered courts have not started. Step 3: Production A GECPS Outreach specialist will notify you via e-mail that each segment is completed or can begin. Support will be available throughout. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

10. Step 1: Registration • The registration process establishes an account (user id & password) and provides court contact and vendor information to DDS. This is completed by the court on-line. If you have not registered, please request instructions by e-mailing gecps@dds.ga.gov. • The court must have a valid NCIC # prior to registration. • Please contact GBI for a valid NCIC/ ORI # (must end with a “J”) GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

11. Add or update Court Contact Information • Contact information updates can be done by logging on-line after clicking "Update Court Contact Information” at the GECPS site. If the court does not have its login information, the NCIC # will need to be entered in the field where it says “USER ID AND PASSWORD UNKNOWN?” ex: “GA123456J” • Login information will be e-mailed to the address provided when contact information was initially entered. If it’s the e-mail address that needs to be updated, please contact GECPS Outreach. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

12. Step 2: GECPS Testing • After a GECPS Outreach Specialist receives registration and creates a user account, an e-mail will be sent to the court confirming testing can be begin with the user id. • The court will need to call for the password. • Passwords are given to the court and not the software vendor for liability reasons. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

13. Step 2: GECPS Testing • Testing ensures all record formats and data specifications meet file layout requirements according to Implementation Guide for each transaction type and the court understands the GECPS procedure. • Section 7 in the Implementation Guide explains in more detail what to expect throughout testing. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

14. GECPS Testing: Transaction Types • UTC’s/ convictions • Failure to Appears (FTA) • FTA Withdrawals • Corrections • Once the first file is received, courts are given 2 weeks to complete testing with the assistance of a GECPS Outreach Specialist. • A GECPS Outreach Specialist will maintain a check off list as each transaction type is received with 0 errors. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

15. GECPS Testing E-mail Notifications • E-mail notifications are generated and will confirm the status of batches sent overnight to our server so it’s important these are reviewed the day after. • Notifications can be sent to up to 3 e-mail addresses and needs to be provided to the software vendor. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

16. GECPS Testing E-mail Notifications E-mail notifications will provide a breakdown of record batches sent : • Was the batch transferred successfully? • Was the batch rejected and transferred unsuccessfully? • How many records were sent? • How many were processed? • How many returned in error? • How many were duplicates? GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

17. Input and Output: TEST & PRODUCTION MODE Court will transmit file into Input subdirectory. COURT ID INPUT File will process at 6pm each business day and an error file is placed in the Output subdirectory showing ONLY records returned with error codes for review. OUTPUT E-mail notifications will indicate when an error file is generated in Output Directory. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

18. GECPS Process Flow Chart GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

19. Step 3: Production • After all test requirements are met, a GECPS Specialist will e-mail the court with an effective date approving the court into production. • Hard copies will not be received on or after the effective date. • DDS parties are notified and not to accept any hardcopies unless accompanied with the proper form that temporarily allows courts to manually send citations due to software issues. GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

20. Helpful GECPS documents • GA Reportable Violation Code List • Implementation Guide • GECPS Testing - Section 7 (this section describes what to expect throughout testing) • Error Codes and Definitions - Section 8 • Traffic Reference Manual • FAQ’s GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM

21. Contact a GECPS Outreach gecps@dds.ga.ga.gov 770-918-5859 GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM