Attachment 17 - Wheel Deletion Functions.pdf

Wheel Deletion Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 17

Contents Overview

Users and Roles Stakeholders

Wheel Deletion Functions General Information Preparing the Databases

Database Backup Database Server Wheel Deletion Password Setting the Parameters

Wheel Deletion Process Processing Individual Records Deleting the Wheel

Restarting the Databases Start Database Logging Start Database Server

Property of the Administrative Office of the U.S. Courts Attachment 17 1

Overview

The current Jury Management System (JMS) uses old technology and is being upgraded to new server technologies as well as being upgraded to a web-based application. The look and feel of the web-based application is expected to be substantially different from the current user-driven interface.

An important function of the Jury Management System is Wheel Deletion. The Wheel Deletion process should be scheduled for after hours or on the weekend as the process requires a database restart. The steps in this document are in chronological order and should be followed exactly as listed. The following Wheel Deletion business functions are required.

Users and Roles

Jury Administrators, Jury Clerks, and other jury-related user roles

Stakeholders

JMS users

Attachment 17 2

Wheel Deletion Functions

General Information

Master jury wheel records must be retained for four (4) years after the master jury wheel has been emptied and refilled and all persons selected have completed jury service, unless extended by the court (28 U.S.C. § 1868).

Users shall be familiar with the following terms before initiating the wheel deletion process.

• Wheel End Date – The date the wheel will end.

• Wheel Delete Timeframe – The number of years and months from the wheel end date that would expire before the wheel would be deleted (wheel earliest deletion date). For example, to keep records for a wheel for 65 months from the wheel end date, 5 years and 5 months would be entered.

• Participant Deletion Date – The system shall take the last activity for recent appearance, pool return date, and pool next date and add wheel timeframe; records with a participant deletion date later than the wheel’s earliest delete date shall be reviewed before completing the wheel deletion process.

NOTE: The system does not verify the wheel end date or the wheel delete timeframe.

To ensure the integrity of financial records, the system shall create a file from all the FAudit reports created during the lifetime of the wheel.

Preparing the Databases

The wheel deletion process should be scheduled for after hours or on the weekend, as it requires a database back up and restart.

Database Backup

• Perform a full filesystem backup.

• Perform a full Informix backup.

Database Server

• Stop CM services.

• Stop replication server.

• Stop database logging (DB Admin or SysAdmin must bring DB to no_logging mode).

Wheel Deletion Password

• If a Wheel Deletion password has not been created, create a new wheel delete password in the web-based JMS.

Setting the Parameters

When courts create new wheels in the system, a wheel end date parameter must be added to each new wheel. This end date will be used in the wheel deletion process.

Attachment 17 3

The Wheel Delete Timeframe parameter must be entered in the system as well.

Wheel Deletion Process

Before beginning this process, users with access to this functionality must understand completely the impact of deleting a wheel.

• Log in to Jury Management as the user with Wheel Deletion permission.

• Select the Delete Wheel option.

• Pick a wheel for deletion from the list.

• Enter a name for the FAudit export file.

• Select a file destination for the export.

The system begins the process by comparing the wheel’s end date against the wheel delete timeframe. The time is calculated from the current date (today’s date) and compared to the wheel delete timeframe (entered in years and months) to determine if the wheel can be deleted.

If the user attempts to delete a wheel, and the wheel end date does not fall within the timeframe specified, the system shall generate a warning message indicating that the timeframe requirement has not been met.

The system shall display a message if the date validation is successful, and the wheel can be deleted.

Processing Individual Records

After the wheel end date is validated, there could be some records that were not processed in the system. A list of those records will display with the reason why they were not deleted. Those reasons are as follows:

• Deferred o Any person with a status of deferred.

• Unpaid o Any confirmed, but not paid, attendance regardless of the attend date.

• Recent appearance o If the person’s attend date plus wheel delete timeframe (years/months) is after the wheel’s earliest deletion date.

• Return Date o If the person’s return date on the pool plus the wheel delete timeframe (years/months) is after the wheel’s earliest deletion date.

• Next Date o If the person’s next date plus wheel delete timeframe (years/months) is after the wheel earliest deletion date.

• Unconfirmed o Any unconfirmed attendance regardless of the attend date.

• Accounts Payable o Any record waiting to be transmitted for the accounts payable download.

The system shall enable users to mark records as ‘Ignore’ or print a list to update the records in the system later.

Attachment 17 4

NOTE: Records will only display if the wheel end date plus the wheel deletion timeframe is earlier than today’s date.

Certain records will always display in the list, and those are as follows:

• Records with any attendances.

• Records with a return date.

• Records with a next date that is after the wheel’s end date.

The system shall enable users to mark these records as ‘Ignore’, and they will be included when the wheel is deleted. The system shall not delete a wheel if there are any records in the list that are not marked ‘Ignore’. This status indicates to the system that the wheel can be deleted.

If there are records in the list that have not been marked as ‘Ignore’, the system shall generate a message indicating that at least one person has been left open.

Deleting the Wheel

When deleting a wheel, the user must monitor the process in order to view the messages generated by the system. This process should not be scheduled to run automatically.

Before the wheel is deleted, the system shall display a reminder message to ensure the DBExport has been performed.

In addition, the system shall display a message reminding the user that “All records in this wheel will be deleted. The process is irreversible”. All data from related tables is removed from the system during the wheel deletion process.

If the FAudit file name was previously left blank, the system displays a warning message to enter a file name.

After the process has finished, the system shall generate a message indicating that the wheel has been successfully deleted. The system shall generate two (2) files once the process has completed.

• (filename).xls – This file contains all the payment information captured during the FAudits created during the life of this wheel.

• Purge.txt – This file is saved to the system’s directory. It contains all the tables that were deleted, the start and end time, and the date of the deletion.

Restarting the Databases

Start Database Logging

• Run as Informix.

• Set database to unbuffered logging.

• Run as root service Informix restart.

Start Database Server

• Start CM services.

Start replication server.