Why did I receive an assignment from the other state’s field user?

Field users (JPO or JPS group) can initiate any workflow in JIDS.  On the Request for Transfer of Supervision (including both expedited options), Travel Permit, Case Closure - From Sending State, and Non-Voluntary Return workflow routes,  the file is assigned to the compact office of the state listed in the “From (Sending State or Home/Demanding State)” field of the File Details page. The file is assigned after the initiator receives the pop-up box "Document Routed Successfully."

If a compact office receives an assignment from a field user in the other state, one of the following has occurred:

1) The To and From states were entered backwards on the File Details page. If this occurs and the Sending State field user initiates a workflow, the file is actually assigned to the Receiving State compact office because that state was incorrectly selected in the From field.

 For example, a North Carolina field user initiates a Request for Transfer of Supervision for a juvenile moving to Florida. The assignment should go to the North Carolina compact office for review. However, because the field user entered the To and From states backward on the juvenile’s File Details page,  when they initiate the workflow it will go to Florida’s compact office instead because JIDS registers the From state compact office as Florida.

 

 Solution:  The Receiving State contacts the Sending State to inform them of the workflow error. The Receiving State cancels the workflow because it is currently on their Global Assignments page. The Sending state edits the states on the File Details page and workflows the file again.

Important: If the workflow is backwards due to the states being in the wrong fields on the File Details page, the Quarterly Progress Reminder notifications will go to the Sending State instead of the Receiving State. Also, statistical data will not be correct as the transfer will be counted for the state listed in the From field.

 2) A Receiving State field user incorrectly started a new workflow, which assigned the file to the Sending State compact office.  

 For example, a juvenile is moving from Kentucky to South Dakota. Kentucky sends the Request for Transfer of Supervision to South Dakota who in turn asks their field user to complete a home evaluation.  The field user in South Dakota starts a new Request for Transfer of Supervision workflow in an effort to return the home evaluation to their state’s compact office.  Kentucky receives the assignment as if their own field user is sending it to them for the first time.

Solution:  The Sending State contacts the Receiving State to inform them of the workflow error. The Sending State cancels the “new” workflow that the Receiving State field user initiated because it is currently on their Global Assignments page. 

Important:  If returning a home evaluation to the Receiving State compact office, the field user should utilize the Ad Hoc to Individual User workflow route. Do not start a new Request for Transfer of Supervision route. This step and applicable timers and email notifications are built in to the Request for Transfer of Supervision workflow.

 

 

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