Attachment 8 - Attendance Functions.pdf

Attendance Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 8

Contents Overview

Users and Roles Stakeholders

Attendance Functions Attendance

Daily Attendance Daily Check-In Report

Confirm Daily Attendance Review Mileage Report

Event/Trial Attendance Review Mileage Report

Edit Unpaid Attendance Records Edit Paid Attendance Records Return Payment Notification Pay Attendance Records Pay Event/Jury

Reports Persons Attending Failure to Appear (FTA) List Jury Attendance Pre-Payment Audit Report Reprint Audit Report Returned Payment Notification Report Attendance Letter Pre-Confirmed Attendance Letter Juror Sub-Voucher Reprint Juror Sub-Voucher Unconfirmed Attendance Report Outstanding Attendances Report – Summary Outstanding Attendances Report – Detail Cost Assessment Bill – by Event Cost Assessment Bill – by Pool 1099 Report

Property of the Administrative Office of the U.S. Courts Attachment 8 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. The following Attendance business functions are required. The web-based version of the jury system may require the jury staff to perform slightly different steps to obtain the same results in their daily work.

Users and Roles

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

Stakeholders

JMS users

Attachment 8 2

Attendance Functions

The Attendance feature of the Web-Based Jury Management System (JMS) must be able to generate the reports listed in the Reports section of this document. At a minimum, the fields listed for selection under each report must be available as well as filters to sort the data. The system shall be able to generate correspondence such as letters, as needed.

The system shall be able to calculate attendance and pay jurors correctly.

Attendance

Daily Attendance

The system shall enable the user to pay attendance from all divisions and to select the location when paying jurors from other divisional offices. The system shall enable the user to process daily attendance by performing the following actions.

• Enter an attendance date.

• Accept the default of today’s date.

• Pick a date from the calendar icon.

• Receive a warning message if the participant has not responded to their summons.

• Select a division or all divisions.

The system shall enable the user to enter attendance for jurors by several methods, depending on current technologies available. At a minimum, the following methods are required:

• Manually enter juror ID number.

• Use a handheld scanner.

The system shall enable the user to update various values involving attendance. At a minimum, the following values shall be updated:

NOTE: The user shall not be able to modify fields marked with an asterisk.

• Juror ID Number*

• Pool Sequence Number

• Last Name*

• First Name*

• Travel Status

• Government/Employee Waiver

• No Pay

• Pay Parking

• Check-In Time to Attendance*

• Check-Out Time (default time out can be used)

• Times Panel

• Status Code*

• Detail (This value allows users to edit juror’s address, etc.)

• Recalc (This value allows users to refresh data.)

Attachment 8 3

The system shall enable the user to process daily attendance by performing the following actions:

• Mark a participant as unavailable.

• Check participant in for the day.

• Add expenses to a participant.

• Delete an attendance record.

Daily Check-In Report

The system shall enable the user to generate a daily check-in report by performing the following

• Select to print persons in all divisions.

The report shall include, at a minimum, the following information:

• Report Title

• Report Date and Time

• Attendance Date (i.e., Mon. Jan 07, 2019)

• Juror ID Number

• Pool Sequence Number (Optional)

• Name (Last, First MI)

• Government Employee Waive Fee

• Not Paid

• Time In

• Time Out

• Times Sel

• Status

• Division

• Event/Trial

• Totals for Each Court Location

• Total Participants on Report

• Total Participants Available

• Page Count (Page 1 of 1, etc.)

Confirm Daily Attendance

The system shall enable the user to confirm daily attendance by performing the following actions:

• Enter an attendance date.

• Accept the default of yesterday’s date.

• Pick a date from the calendar icon.

• Choose to use previous expenses as the default.

• Choose to add expenses to all jurors.

The system shall enable the user to confirm attendance by performing the following actions:

• Enter the time checked out for the day.

• Use the default checkout time.

• Edit expenses for specific individuals.

• Print a mileage report.

Attachment 8 4

The system shall allow the user to update various values involving attendance. At a minimum,

• First Name*

• Last Name*

• Time In

• Time Out

• Travel Status

• Government/Employee Waiver

• No Payment

• Pay Parking

• Pay Expenses

• Miles Status

Review Mileage Report

• Report Title

• Report Date and Time

• Juror ID Number

• Pool Number

• Name (Last, First MI)

• Miles Not Collected Designation

• Miles Collected Designation

Event/Trial Attendance

The system shall enable the user to process event/jury attendance by performing the following

• Enter an event number.

• Pick an event number from the list.

• Enter the attendance date.

• Accept the default of today’s date.

• Pick a beginning date from the calendar icon.

• Enter the starting time of the jury.

• Accept the starting time default.

• Enter the completed time of the jury.

• Accept the completed time default.

• Choose to add expenses to all jurors.

• Choose to use previous expenses as default.

The system shall allow the user to update various values involving attendance. At a minimum, Attachment 8 5

• Grand Jury*

• Pool Sequence Number

• Last Name*

• First Name*

• Travel Status

• Government/Employee Waiver

• Not Paid

• Pay Parking

• Add Expenses

• Verified Attendance

• Miles Status

The system shall enable the user to process event/jury attendance by performing the following

• Edit expenses for specific jurors.

• Edit expenses for all jurors.

• Print/review mileage report.

Review Mileage Report

• Report Title

• Report Date and Time

• Juror ID Number

• Pool Number

• Name (Last, First MI)

• Miles Not Collected Designation

Edit Unpaid Attendance Records

The system shall enable the user to edit unpaid attendance records by performing the following actions:

• Enter attendance date.

OR

• Enter the juror ID number.

When the user edits attendance, the system shall display a window showing, at a minimum, the following information:

• Date (Header)

• Juror ID Number

Attachment 8 6

• First Name

• Last Name

• Daily Amount

• Date Attended

• Time In

• Time Out

• Travel Status

• Reason

• Pool/Event Number

• Government/Employee Waiver

• Not Paid

• Pay Expenses

• Audit Number

• Status

In addition to the data above, the system shall include, at a minimum, the following functional buttons:

• Expenses – To add or changes expenses for a juror, if no expenses are found, the user can add a new expense record.

• Sort – The ability to sort column data.

• New – To add a new expense record.

• Delete – To delete an expense record.

• Cancel – To exit without saving updates.

Once a record is selected from edit attendance, the system shall display a window showing, at a minimum, the following expense amounts for the user to add or edit:

• Attendance Amount

• Miles

• Final Mileage Checkbox

• Parking

• Public Transportation

• Subsistence

• Miscellaneous Description

• Miscellaneous Amount

• Total Amount

The status shall indicate if any changes have been made to a specific record. The status will indicate ‘Delete’ if a record has been deleted, “Changed” if there have been updates, and “Add” if a new expense record has been added. When records are changed, the last name becomes highlighted as well.

In addition, the system shall enable the user to view the change history on a participant’s payment record.

Edit Paid Attendance Records

The system shall enable the user to edit paid attendance records by performing the following

Attachment 8 7

To show the amounts paid under each expense category as well as the attendance date and payment date, the system shall display a window showing, at a minimum, the following information :

• Attendance Date

• Attendance Daily Amount

• Subsistence

• Miscellaneous Amount

• Public Transportation

• Parking

• Mileage

NOTE: Mileage must be an editable field in order to re-issue checks that are more than XX days old or were uncashed. This action may require the mileage field to be password protected.

• Date Paid

In order for paid amounts to be edited by the user, the system shall display a window showing, at a minimum, the following information:

• Attendance Amount

• Miles

• Parking

• Public Transportation

• Subsistence

• Miscellaneous Description

NOTE: The system automatically calculates the total amount of expenses entered and displays the total in the Total Amount field.

The system shall enable the user to view the change history on a participant’s payment record.

The system shall enable the user to execute a “Payment on Demand” function for supplemental payments. A sub-voucher must also be generated for supplemental payments.

Return Payment Notification

The system shall enable the user to process returned payments by performing the following actions:

• Select attendance dates for returned payments.

To show the amounts paid under each expense category as well as the attendance date and payment date, the system shall display a window showing, at a minimum, the following information:

• Attendance Date

• Attendance Daily Amount

Attachment 8 8

• Subsistence

• Public Transportation

NOTE: Mileage must be an editable field in order to re-issue checks that are more than XX days old or were uncashed. This action may require the mileage field to be password protected.

• Date Paid

NOTE: The system automatically calculates the total amount of expenses entered and displays the total in the Total Amount field.

To allow entry of amounts returned under each payment category, the system shall display a window showing, at a minimum, the following information:

• Attendance Amount

• Mileage Amount

• Parking

• Public Transportation

The system shall enable the user to view the change history on a participant’s payment record.

Pay Attendance Records

The system shall enable the user to pay attendance records by performing the following actions:

• Enter the beginning date.

• Enter the end date.

• Pick a beginning date from the calendar icon.

• Pick an end date from the calendar icon.

• Pick a court location from the list or all locations.

To allow users to pay attendance records, the system shall display a window showing, at a minimum, the following information:

• Juror ID Number

• Pool Sequence Number

• Last Name

The system shall enable the user to select one juror or multiple jurors.

Pay Event/Jury

Attachment 8 9

The system shall enable the user to pay event/jury records by performing the following actions:

• Enter the event number.

• Pick an event number from the list.

• Mark the payment as final for the event.

To allow the user to pay attendance records, the system shall display a window showing, at a minimum, the following information:

• Juror ID Number

• Pool Sequence Number

• Last Name

The system shall enable the user to select one juror or multiple jurors.

Reports

Persons Attending

The system shall enable the user to generate a persons attending list by performing the following actions:

• Enter the attendance date.

• Pick an attendance date from the calendar icon.

• Select persons attending from all courts.

• Choose a specific court.

• Sort records by pool number.

• Attendance Date (i.e., Mon 01/07/19 format)

• Report Date and Time

• Court Location

• Juror ID Number

• Pool Sequence Number (Optional)

• Name (Last, First MI)

• Full Address (Street, City, State, Zip)

• Mileage

• Bar Code Number

Failure to Appear (FTA) List

The system shall enable the user to generate a failure to appear (FTA) list by performing the following actions:

• Enter the beginning attendance date.

• Pick a beginning attendance date from the calendar icon.

Attachment 8 10

• Enter the end attendance date.

• Pick an end attendance date from the calendar icon.

• Selected Date Range

• Report Date and Time

• Juror ID Number

• Pool Number

• Pool Type

• Name (Last, First MI)

• Full Address (Street Address, City, State, Zip)

• Failure to Appear (FTA) Date

Jury Attendance

The system shall enable the user to generate a jury (event) attendance report by performing the following actions:

• Enter an event number.

• Type of Jury

• Judge Name

• Event Name and Description

• Report Date and Time

• Jury Room

• Juror ID Number

• Trial Date

• Juror Name (Last, First MI)

• Reason

• Check-In Time

• Check-Out Time

• Number of Hours Attended

• A Audit Number

• F Audit Number

• Daily Attendance Fee

• Expenses

• Total (Fee + Expenses)

• Grand Totals

Pre-Payment Audit Report

Attachment 8 11

The system shall enable the user to generate a pre-payment audit report by performing the following actions:

• Enter the beginning attendance date.

• Pick a beginning attendance date from the calendar icon.

• Enter the end attendance date.

• Pick an end attendance date from the calendar icon.

• Pick a court location from the list or all locations.

• Enter an event.

• Pick an event from the list.

• Choose to group records by last name/first name.

• Report Date and Time

• Court Location (All Courts, if selected)

• Selected Date Range

• Juror ID Number

• Participant Name

• Address (Street, City, State, Zip)

• Date of Attendance

• Pool or Trial Number

• Reason

• Daily Attendance Amount

• Mileage Collected

• Mileage Rate

• Mileage Amount

• Parking Fee

• Transportation Fee

• Subsistence Fee

• Miscellaneous Expenses

• Total Expenses

• Total (Daily Fee + Expenses)

• Total Number of Attendees

Reprint Audit Report

The system shall enable the user to reprint an audit report by performing the following actions:

• Enter the audit number.

• Audit Number

• Report Date and Time

Attachment 8 12

• Participant Name (Last, First MI)

• Government Employee Waiver

• Check-In Time

• Check-Out Time

• Attendance Daily Amount

• Mileage Collected

• Mileage Rate

• Mileage Amount

• Parking Fee

• Transportation Fee

• Subsistence Fee

• Miscellaneous Expenses

• Total Expenses

• Total (Daily Fee + Expenses)

Returned Payment Notification Report

The system shall enable the user to generate a returned payment notification report by performing the following actions:

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

• Enter the end date.

• Report Date and Time

• Selected Date Range

• Juror ID Number

• Participant Name (Last, First MI)

• Participant’s Address (Street Address, City, State, Zip)

• Date Check Retuned

• Audit Number

• Daily Attendance Amount

• Mileage Collected

• Mileage Rate

• Mileage Amount

• Parking Fee

• Transportation Fee

• Subsistence

• Miscellaneous

• Total Expenses

Attachment 8 13

• Total (Daily Fee + Expenses)

• Total Returned Payment Records

Attendance Letter

The system shall enable the user to generate an attendance letter by performing the following

• Enter the pool number.

• Pick a pool number from the list.

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

To allow the user to choose participants that will receive attendance letters or to mark them “unavailable”, the system shall display a window showing, at a minimum, the following information:

• Juror ID number

• Pool Sequence Number

The system shall include, at a minimum, the following information on attendance letters:

• Letter Header (Configurations > Court Location)

• Print Date

• Participant/Juror Name (First MI Last)

• Street Address

• City, State Zip

• Salutation

• Letter Body (Configurations > Court Location)

• Attendance Date (i.e., Thursday Aug 16, 2018)

• Daily Attendance Rate

Attachment 8 14

• Total Amount Paid

• Jury Administrator Name and Title

• Juror ID Number Barcode

• Pool Number

• Pool Sequence Number (Optional)

Pre-Confirmed Attendance Letter

The system shall enable the user to generate a pre-confirmed attendance letter by performing the following actions:

• Enter the pool number.

• Pick a pool number from the list.

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

To allow the user to choose participants that will receive a pre-confirmed attendance letter, the system shall display a window showing, at a minimum, the following information:

• Juror ID Number

• Pool Sequence Number

The system shall include, at a minimum, the following information on pre-confirmed attendance letters:

• Letter Header (Configurations > Court Location)

• Print Date

• Participant/Juror Name (First MI Last)

• Street Address

• City, State Zip

• Salutation

• Letter Body (Configurations > Court Location)

• Attendance Date (i.e., Thursday Aug 16, 2018)

Attachment 8 15

• Daily Attendance Rate

• Total Amount Paid

• Jury Administrator Name and Title

• Juror ID Number Barcode

• Pool Number

• Pool Sequence Number (Optional)

Juror Sub-Voucher

The system shall enable the user to generate a juror sub-voucher by performing the following

The system shall include, at a minimum, the following information on juror sub-vouchers:

• Print Date

• Participant/Juror Name (First MI Last)

• Street Address

• City, State Zip

• Salutation (i.e., Dear: <Participant Name>)

• Letter Body (Configurations > Court Location)

• Attendance Date (i.e., Thursday Aug 16, 2018)

• Audit Number

• Daily Attendance Rate

• Mileage with Dollar Sign

• Parking

• Transportation

• Subsistence

• Miscellaneous Expense

• Daily Total

Reprint Juror Sub-Voucher

The system shall enable the user to reprint a juror sub-voucher by performing the following actions:

• Enter the juror ID number.

• Enter last name, first name.

• Enter the pool number.

• Pick a pool number from the list.

• Enter the F audit number.

The system shall include, at a minimum, the following information on reprinting a juror sub-voucher:

• Print Date

Attachment 8 16

• Participant/Juror Name (First MI Last)

• Street Address

• City, State Zip

• Salutation (i.e., Dear: <Participant Name>)

• Letter Body (Configurations > Court Location)

• Attendance Date (i.e., Thursday Aug 16, 2018)

• Audit Number

• Daily Attendance Rate

• Mileage

• Parking

• Transportation

• Subsistence

• Miscellaneous Expense

• Daily Total

Unconfirmed Attendance Report

The system shall enable the user to generate an unconfirmed attendance report by performing the following actions:

• Select all courts.

• Pick a specific court from the list.

• Apply a filter by date or range.

• Report Date and Time

• Court Location

• Juror ID Number

• Attendance Date

• Participant Name (Last, First MI)

• Pool Number

• Check-In Time

• Check-Out Time

• Total Attended for the Day

• Page Count (1 of 1, etc.)

Outstanding Attendances Report – Summary

The system shall enable the user to generate an outstanding attendances report – summary by performing the following actions:

• Select all courts.

Attachment 8 17

• Report Date and Time

• Court Location

• Pool/Event Number

• Attendance Date

• Total Daily Attendance Amount

• Total Daily Expenses Amount

• Total (Daily Attendance + Daily Expenses)

• Grand Totals for Pool/Event Number

• Grand Totals for Report

Outstanding Attendances Report – Detail

The system shall enable the user to generate an outstanding attendances report – detail by performing the following actions:

• Select all courts.

• Report Date and Time

• Court Location

• Pool/Event Number

• Attendance Date

• Juror ID Number

• Participant Name (Last, First MI)

• Reason

• Audit Number

• Daily Attendance Amount

• Daily Expenses Amount

• Total (Daily Attendance + Daily Expenses)

• Subtotal by Day

• Subtotal by Event/Pool

• Grand Totals for Report

Cost Assessment Bill – by Event

The system shall enable the user to generate a cost assessment bill – by event by performing the following actions:

• Select active events.

• Select inactive events.

After the user has selected an event type, the system shall display a window showing, at a

Attachment 8 18 minimum, the following information to allow the user to select a specific event:

• Event Number

• Description

• Event Date

• Date Range (This is defined as the dates from the first day of attendance to current date.)

• Report title

• Report Date and Time

• Event Number

• Attendance Date

• Total Attendance Amount Per Day

• Mileage

• Parking

• Public Transportation

• Subsistence

• Miscellaneous Expenses

• Total Expenses

• Daily Total (Attendance Amount + Expenses)

Cost Assessment Bill – by Pool

The system shall enable the user to generate a cost assessment bill – by pool by performing the following actions:

• Enter the pool number.

• Pick a pool number from the list.

AND

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

• Selected Date Range

• Report Title

• Report Date and Time

• Pool Number

• Attendance Date

• Total Attendance Amount Per Day

Attachment 8 19

• Public Transportation

• Miscellaneous Expenses

• Total Expenses

• Daily Total (Attendance Amount + Expenses)

1099 Report

The system shall enable the user to generate a 1099 report by performing the following actions:

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

• Enter the end date.

• Pick an end date from the calendar icon.

• Choose to save the report to a CSV file.

• Browse to select a CSV file destination or accept the file destination default value.

The system shall enable the user to print this report. The printable version of this report must include, at a minimum, the following information:

• Date Range

• Report Title

• Report Date and Time

• Juror ID Number

• Participant Name (First Last)

• Address (Street, City, State Zip)

• Social Security Number (if available)

• Amount Paid To The Participant

The system shall be configured to provide the following data in the CSV output file:

• Pool Sequence Number

• Amount Paid

• First Name

• Last Name

• Street Address

• City

• State

• Zip

• Social Security Number (SSN)