What is the Quarterly Monitor Child Process workflow?

ICJ Rule 5-101(4) states, “The receiving state shall furnish written progress reports to the sending state on no less than a quarterly basis.”  For the JIDS data system, this translates to every 90 days.  The Quarterly Monitor Child Process workflow exists to help states track Quarterly Progress Report (QPR) due dates.

What determines when a juvenile’s first Quarterly Progress Report due?

When the receiving state clicks the “Juvenile Transfer Complete” orange asterisk workflow icon to complete  the Request for Transfer of Supervision workflow, the file moves into another workflow called the “Quarterly Monitor Child Process.”  It is called a child process because it a sub-workflow  of the larger Request for Transfer of Supervision workflow. Click here to learn how to determine what date the receiving state clicked “Juvenile Transfer Complete” on a transfer workflow.

This workflow starts a timer which notifies the receiving state compact office when the QPR is due.  All receiving state compact office users receive a new assignment and an email notification. The assignment comes 15-days before the QPR due date:

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The QPR due date is indicated in the Due Date column for this assignment.

Workflow Step:  Quarterly Progress Report Reminder

Email Notification:  “This email is a reminder that a quarterly progress report is due in 15 days for the juvenile listed below. Please follow the link below to log into JIDS for more information.”

 

This is the receiving state compact office’s cue to request a QPR from their field. If your field staff use JIDS, you can ad hoc route the file to them and request the e-form IX: Quarterly Progress Report be completed and workflowed back to your compact office via the Quarterly Progress Report workflow. If your field staff do not use JIDS, you can email them to request  a QPR according to your state’s practice.  Note:  it may be helpful to include a due date in the email.

If the Quarterly Progress Report Reminder assignment remains on the receiving state’s Global Assignments page 1 minute past the 90-day due date, the assignment will escalate to the step “Quarterly Progress Report Due” and the receiving state compact office will receive a second reminder email:

 

 qprdue.png

 

The QPR is currently overdue, which is why there is no date in the Due Date column of this assignment.

Workflow Step:  Quarterly Progress Report Due

Email Notification:  “This email is a reminder that a quarterly progress report is due for the juvenile listed below. Please follow the link below to log into JIDS for more information.”

 

When the receiving state routes the Quarterly Progress Report to the sending state via the Quarterly Progress Report workflow, the receiving state compact office should then return to the Quarterly Monitor Child Process assignment and click “Continue Receiving Quarterly Notifications.” 

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Note:  Only click “Cancel Duplicate Quarterly Progress Report Alert” if you have received multiple reminders for the same juvenile. Click here to learn why the receiving state would receive multiple WPR reminder assignments.

 qprcancel.png

 

When will the receiving state compact office receive the next QPR reminder assignment via the Quarterly Monitor Child Process workflow?

In order to receive the next reminder assignment, the receiving state compact office must click “Continue Receiving Quarterly Notifications.” The Quarterly Monitor Child Process timer is reset when the receiving state compact office clicks this icon.

 

What happens if the receiving state compact office does not click “Continue Receiving Quarterly Notifications?”

If the receiving state compact office does not click “Continue Receiving Quarterly Notifications,” they will not receive the next QPR reminder assignment.

 

What happens if the receiving state compact office does not click “Continue Receiving Quarterly Notifications?”  until after the QPR due date?

If the receiving state compact office does not click “Continue Receiving Quarterly Notifications,” on the actual due date, the next assignment won’t come exactly 90 calendar days later.  Therefore, the next reminder may not accurately reflect the exact QPR due date.  Subsequent QPR reminder assignments are dependent upon the receiving state compact office continuing the reminder workflow on or before the 90th day to stay on track with QPR due dates.  

The Quarterly Monitor Child Process workflow is set up as a reminder only and must be used properly to accurately remind the receiving state compact office of QPR due dates.  The actual QPR due dates are not altered if the compact office doesn’t click the reminder on or before the 90th day.   

 

How can I know what the actual QPR due date is? What about future due dates?

All JIDS users have access to the Pending Quarterly Progress Report Detail report via Custom Reports. Click here to learn how to access and use this report.

 

 

 

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