GEORGIA ELECTRONIC CONVICTION PROCESSING SYSTEM1

Georgia Electronic Conviction Processing System

(GECPS)

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INTRODUCING GECPSINTRODUCING 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

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History of GECPS 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.

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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 reportconvictions to DDS by paper.

History of GECPS History of GECPS

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DeadlineDeadlineNon-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.

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Benefits & Purposes: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.

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GECPS Version 1 vs. Version 2GECPS Version 1 vs. Version 2((comparison applies to courts already in production with v1)comparison applies to courts already in production with v1)

V1 V2

Transmit out-of-state FTA’s Transmit FTA Withdrawals after 28 days. Transmit out-of-state speeding citations Transmit CDL FTA’s DS1242 (GA Report of Conviction for Violation of GA Controlled Substance Act, including possession of marijuana)

DS32C (GA Report of Conviction when the charging instrument was a warrant, accusation or indictment)

DS1137 (Juvenile Court Report of Conviction)

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GECPS website:GECPS website:

www.dds.ga.gov

Click “Business Partners” (bottom left)

Then Click “Georgia Electronic Conviction Processing System”

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Getting started with GECPS 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 youvia e-mail that each segment is completed orcan begin. Support will be availablethroughout.

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Step 1: Registration 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”)

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Add or update Court Contact Add or update Court Contact InformationInformation 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.

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Step 2: GECPS TestingStep 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.

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Step 2: GECPS TestingStep 2: GECPS TestingTesting 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.

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GECPS Testing: Transaction TypesGECPS 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.

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GECPS Testing E-mail Notifications 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.

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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?

GECPS Testing E-mail Notifications GECPS Testing E-mail Notifications

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Input and Output: Input and Output: TEST & PRODUCTION MODETEST & PRODUCTION MODE

COURT ID

INPUT

OUTPUT

Court will transmit file into Input subdirectory.

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.

E-mail notifications will indicate when an error file is generated in Output Directory.

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GECPS Process Flow ChartGECPS Process Flow Chart

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Step 3: ProductionStep 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.

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Helpful GECPS documentsHelpful 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

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Contact a GECPS OutreachContact a GECPS Outreach

gecps@dds.ga.ga.gov678-413-8847