Georgia Electronic Conviction Processing System

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• Georgia Electronic Conviction Processing System
• (GECPS)

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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

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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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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.

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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.

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Benefits Purposes

• Drivers 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 2(comparison applies
to courts already in production with v1)
V1 V2
Transmit out-of-state FTAs ?
Transmit FTA Withdrawals after 28 days. ?
Transmit out-of-state speeding citations ?
Transmit CDL FTAs ?
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
www.dds.ga.gov Click Business Partners (bottom
left) Then Click Georgia Electronic Conviction
Processing System
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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.

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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_at_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 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 its the e-mail address that needs
  to be updated, please contact GECPS Outreach.

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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.

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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.

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GECPS Testing Transaction Types

• UTCs/ 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

• E-mail notifications are generated and will
  confirm the status of batches sent overnight to
  our server so its 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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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?

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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.
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GECPS Process Flow Chart
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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.

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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
• FAQs

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Contact a GECPS Outreach

• gecps_at_dds.ga.ga.gov
• 770-918-5859