When adding an action to a process
 

Use Appendix B “Process Tracking History/Status Actions” document for identifying the authorized users for each action, the process status after action applied and owner of process after action applied.
 

CND309

BR1003

When adding an action to a process
 

The process must be in an ‘Unserved’ status prior to accepting an action unless the action is ‘Reset to Unserved’ then process must be in a ‘Served or No Serve’ status.
 

CND309

BR1004

When selecting the Action of ‘Reset to Unserved’
 

Only the person who set the status of served, or their Local Data Administrator or Clerk, can change the status back to ‘Unserved.’  The update must be submitted within 8 hrs of the ‘Served’ action time stamp (unless by the Clerk) and if no release order exists on the process.

Display Error message:

“Not authorized to update process status from the current status.”
 

CND312

BR436

If an initiating process (Not OFA) has any offense in ACIS with a MOD value other than blank, “VL” or “LC”
 

The process action of 'Reset to Unserved' is not allowed.

Display Error Message:  “Process Tracking information cannot be updated on a disposed case.”
 

CND313

BR437

When the Process Tracking record has a status of ‘No Serve’
 

A Clerk is the only authorized user allowed to submit a ‘Reset to Unserved’ action.
 

CND756

BR1005

When an Order For Arrest process is issued

A new Process Tracking History will be created based on the OFA information.

CND758

BR1007

When searching for Process Tracking History by Court File Number and an Order For Arrest exists on the File Number
 

The system will display the most current Process Tracking History record associated with the Court File Number.
 

CND759

BR1008

When an unserved electronic process in NCAWARE has been forwarded to an agency on NCAWARE
 

If the assigned agency on NCAWARE, other than the Sheriff’s Office, does not ‘Update’ the Process Tracking record (by submitting a new action on process) within 7 days, the process will be automatically reassigned to the Sheriff of the county of the current agency assigned.  The system will post an update (Forward) by NCAWARE SYSTEM in Process Tracking History with the following text in the ‘NOTE’ field:  “Process reassigned due to no update or acceptance of assignment within 7 days by previous assigned agency.”
 

CND760

BR1023

When an unserved electronic process in NCAWARE has been forwarded to an agency on NCAWARE other than the Clerk of Court
 

If the process does not have an Accept Process, Local Assignment or other Process Tracking Action (other than Forward) set by an owning agency within 30 days, the process will be automatically returned to the clerk of the issuing county.  The system will post an update of ‘Returned to the Clerk – Unserved’ by NCAWARE System in Process Tracking History with the following text in the ‘Note’ field:  “Process returned to issuing county clerk due to no update or acceptance of assignment within 30 days.”
 

CND761

BR1009

When an unserved process is forwarded in Process Tracking to an agency NOT on NCAWARE
 

The system will record the assignment in Process Tracking History but will not apply portion of BR1009 or BR1023 regarding reassignment of process within 7 days (BR1023) or 30 days (BR1009) if no Process Tracking action by currently assigned law enforcement agency.
 

CND762

BR1010

When a process is in an ‘unserved’ status and the process has been locally assigned to an agency NOT implemented on NCAWARE
 

The process status will include a sub-status of ‘Paper Process’ that will display beside the word UNSERVED.  Example:  UNSERVED – Paper Process
 

CND764

BR1011

When a process is in an ‘unserved’ status and the process was converted from a case maintained in ACIS only and does not have a Process Tracking Action of Converted to Electronic
 

The process status will include a sub-status of ‘Paper Process’ that will display beside the word UNSERVED.  Example:  UNSERVED – Paper Process
 

CND765

BR1022

When an initiating unserved process is assigned to the Clerk of Superior Court
 

If a user from an agency other than the Clerk of Superior Court enters a Process Tracking action of 'Verified by Original', send ACIS the PT Action Date to be posted in the ACIS Redelivery Date field. If the ACIS process does not have a Returned Unserved Date, do NOT post the ‘Verified by Original’ action date to the ‘Redelivery Date’ field on the ACIS process.
 

CND767

BR1013

When the original initiating process has a Process Tracking Action set to ‘Return To Clerk – Unserved’
 

Send ACIS the Process Tracking Action Date to be posted to the ACIS ‘Returned Unserved’ field.
 

CND768

BR1014

When the Original Initiating process has a Process Tracking Action set to ‘Return To Clerk – Redelivery Requested
 

Send ACIS the Process Tracking Action Date to be posted to both the ACIS ‘Returned Unserved’ field and the ‘Redelivery Date’ field.
 

CND769

BR1015

When the Original Initiating process has a Process Tracking Action set to ‘Reset to Unserved’
 

Notify ACIS to remove the ACIS ‘Served Date’, Court Date, Court Time, Court Session, Courtroom, and Interpreter Needed setting.

CND770

BR1016

When an OFA on a process other than Bill of Indictment has a Process Tracking Action set to ‘Reset to Unserved’
 

Send to ACIS the previous OFA Issued Date.
 

CND771

BR1017

When a process has a Process Tracking Action set to ‘Reset to Unserved’
 

The NCAWARE system will change the status of the process back to ‘Unserved’ and ‘Forward’ the process to the previous owning agency  

If arrest date, time or number are set, these are deleted. The OCA number and agency must not be deleted. .

(These actions will be posted in Process Tracking History.)
 

CND772

BR1018

 If an unserved-paper process is assigned in Process Tracking to an agency but does not have an ‘Accepted’ or Local Assignment action by the current owning agency
 

The process can be selected and ‘Verified by Original’ by any law enforcement agency or Clerk of Superior Court.  Once the ‘Verified by Original’ action is accepted, the process tracking ‘owning agency’ will be reassigned to the Action By agency.  )
 

CND773

BR1019

When a process has a Process Tracking Action set to ‘Serve’
 

The Courtroom, Court Date, Court Session,Court Time, and Interpreter Needed setting will be sent to ACIS and updated in the NCAWARE database when different from the current court information associated with process. (Note: All NCAWARE views of 'Court Info' associated with the originating process will display the most current court information).  
 

CND774

BR1021

When a process has a Process Tracking Action set to ‘Verified by Original’ or ‘Verified by Copy’
 

The system will update the unserved process ‘verified indicator’ and display the set ‘Verified Indicator’ in the appropriate ‘Process Status’ fields.
 

CND775

BR1020

When a process has a Process Tracking Action set to ‘Forward’ and the ‘Forward To Agency Name’ is NOT on NCAWARE
 

Display an ‘Informational Message’ on the Process Tracking History screen stating:  “An Original copy of process needs to be printed and delivered to the assigned agency that is NOT on NCAWARE.”
 

CND777

BR1025

When a process converted from ACIS (not Magistrate System) with a status of  “Unserved-Paper” has a Process Tracking Action set to ‘Forward’
 

Display an ‘Informational Message’ on the Process Tracking History Screen stating:  “An Original Copy of process needs to be printed and delivered to the assigned agency.”
 

CND778

BR1026

When a process has a status/sub-status of ‘Unserved – Paper’ and was created in NCAWARE or converted from Magistrate System

The process sub-status will change to Electronic when Converted to Electronic Process, Lost or Destroyed action is updated in Process Tracking.

CND822

BR1075

When a county is implemented on NCAWARE

Any existing processes previously assigned to agencies within that county through NCAWARE Process Tracking will keep the sub-status of  ‘Paper’

CND823

BR1076

If the process is in an ‘Unserved’ status and has a sub-status of ‘Paper’

Display as ‘Unserved-Paper’ on all status fields.  On Process Search Results do not display sub-status of ‘Paper’

CND824

BR1077

If an Unserved-Paper process is served or the sub-status is electronic

Do not display the sub-status.

CND825

BR1078

When an ACIS process is converted to NCAWARE as a ‘Stub’ record (no charging language) and has a status/sub-status of ‘Unserved – Paper’

The Process Tracking ‘Action’ of Convert to Electronic Process will send the user to a separate update screen from the one used for all the other process tracking actions that allows the missing information on the process to be entered.

CND827

BR1080

When a WFA, WCW, FW, CS, CSWC or OFA has an ‘Unserved’ status and the Process Tracking Assignment is an agency flagged as ‘Not on NCAWARE’

The process will have a sub-status of ‘Paper’ that will appear as part of the ‘Process Status’ field.  Example:  Unserved – Paper

CND828

BR1081

When adding or editing the Court Date field and the process has been served

When adding or editing the Court Date field and the process has been served the Court Date must be in the 12 months following the Current Date.  Error Msg:  Court Date must be within 12 months following the Current Date.

CND880

BR1143

When an OFA is served (by RO or Process Tracking action SERVE) and the initiating process is in an unserved state

The status of the OFA and the initiating process (including initiating processes on all related cases) will automatically be marked 'Served' and Process Tracking will be updated to reflect service information.  NCAWARE will also generate Interface message(s) to ACIS to update the initiating process(es) with service information (and court information, including Interpreter Needed setting, if served by Release Order) and to remove the OFA Date(s).

CND915

BR1180

If the Process Tracking action 'Destroyed' is set on a process that was converted from ACIS and has not been converted to electronic.

Create an automatic 'NOTE' posted in the PT History Note field stating, "All copies that were maintained by Clerk have been destroyed.  Must have original copy of process to make an arrest."

CND916

BR1181

If the Process Tracking action 'Destroyed' is set on a process that exists as an electronic record

Create an automatic action of 'Convert to Electronic' after action of Destroyed is completed.  The Action By information will be the same as action of Destroyed.

CND917

BR1182

If the Process Tracking action ‘Lost’ is set on a process that was converted from ACIS and has not been converted to electronic.

Create an automatic 'NOTE' posted in the Process Tracking History Note field stating, "All copies that were maintained by Clerk have been Lost.  Must have a certified copy of process to make an arrest."

CND919

BR1184

If the Process Tracking action ‘Lost’ is set on a process that exists as an electronic record

Create an automatic action of 'Convert to Electronic' after action of ‘Lost’ is completed.  The Action By information will be the same as action of ‘Lost’.

CND920

BR1185

If a user from an agency other than the Clerk of Superior Court enters a Process Tracking action of 'Verified by Original', send ACIS the PT Action Date to be posed in the ACIS Redelivery Date field.

When an initiating unserved process is assigned to the Clerk of Superior Court

CND767

BR1251

The process action of 'Reset to Unserved' can be set by authorized user even if the ACIS process has offenses with a MOD value.

If the NCAWARE process type is an OFA with the latest Process Tracking action of UNSERVED, RECALLED, or STRICKEN

CND988

BR1257

The following Process Tracking Actions are not allowed: Reset to Unserved, Recall, Strike, Superceding Process & Unverified.

When using Process Tracking Multi-Update function

CND991

BR1260

When a Process Tracking action of "Local Assignment", "Verified by Original", or "NCIC - Entered" is requested and the set of actions for the most recently assigned LEA does not include an action of "Accept Process"

Apply the action indicated, but also add an explicit "Accept Process" action for the Process Tracking History populating the required fields with the same data used for the submitted action.

CND1006

BR1277

When an OFA is issued in NCAWARE or converted from ACIS on an unserved 'Bill of Indictment' or 'Other' initiating process type

Only the unserved OFA process will be maintained  in the NCAWARE Process Tracking files.  The initiating 'Bill of Indictment' or 'Other' process types will NOT be maintained in Process Tracking even though it may have a status of unserved.

CND1012

BR1284

When a Process Tracking action of ‘Reset to Unserved’ is submitted on an OFA linked to a Bill of Indictment

Change the OFA status in NCAWARE to ‘unserved’ and reset the court date on the OFA back to the previous value (either blank or value set in Next Court Date field).

Resend ACIS the previous OFA Date but do not reset the Bill Of indictment to unserved.  Keep the Bill of Indictment as served and send a message to the NCAWARE Business Log.  "<County number><Court file number> Bill of Indictment had a linked OFA that was served and then reset to unserved.  The OFA process was reset to unserved in NCAWARE but the Bill of Indictment is marked served.  Verify with Clerk if the Bill of Indictment Service Date needs to be removed.

CND1021

BR1296

When a process type of 'Bills of Indictment' or 'Other' is selected from Process Tracking search results on 'unserved processes'

Display Error Message stating:  Process is either non trackable or is in invalid state.

CND1023

BR1300

If a process has not been 'Accepted' by the owning agency

Allow the issuing agency or previous owning agency to FORWARD the process to another authorized agency.

CND1025

BR1301

When converting unserved processes from ACIS or Magistrate System to NCAWARE

Apply the requirements documented in Appendix B entitled "Process Tracking - Conversion Matrix"

CND1026

BR1302

When a RO is issued on an unserved OFA process

Send to ACIS a 'Reinstatement = Y'  for each OFA offense with a MOD of VL or LC for each related case.  The ACIS system will reinstate each OFA offense with a MOD of VL or LC if Reinstatement field is currently <blank> or <N>.  If the ACIS offense Reinstatement field is already 'Y', the system will ignore the Reinstatement event.  The ACIS case will change the status to 'Pending'.  The ACIS offenses will still display the VL or LC in the Method of Disposition (MOD) field until court appearance and new MOD is updated.

CND1032

BR1309

If both the OFA Reason is one of the FTA reasons and either the OFA is Issued, Reset to Unserved in Process Tracking, or reset to unserved by deleting its last Release Order

ACIS "Called and Failed Date" should be set to the NCAWARE "Date Failed to Appear".

CND1045

BR1322

If one of the following occurs: 1) the OFA is deleted  2) if the OFA is recalled, served, or stricken in process tracking  3) if a Release Order is issued on the OFA

ACIS "Called and Failed Date" should be set to blank.

CND1046

BR1323

If Process Tracking action ‘Reset to Unserved’ is submitted on an OFA process that does not have an active Release Order and the existing OFA process status is ‘SERVED’

Change the OFA status back to UNSERVED, and reset (in NCAWARE, OFA) the Court Date back to the previous value (blank or previous value in the Next Court Date, Time, Session fields of the OFA Detail Screen).  If OFA has related cases the updates should be applied to each related case of OFA.

CND1047

BR1324

When a Process Tracking update action of SERVED is submitted on an OFA process

Send to ACIS a 'Reinstatement = Y'  for each OFA offense with a MOD of VL or LC for each related case.  The ACIS system will reinstate each OFA offense with a MOD of VL or LC if Reinstatement field is currently <blank> or <N>.  If the ACIS offense Reinstatement field is already 'Y', the system will ignore the Reinstatement event.  The ACIS case will change the status to 'Pending'.  The ACIS offenses will still display the VL or LC in the Method of Disposition (MOD) field until court appearance and new MOD is updated.

CND1033

BR1344

If a Release Order is issued on a case that contains one or more additional Unserved OFAs

Display a new screen displaying the message:

“Warning: This action did not serve one or more Orders for Arrest (OFA) on the case." The screen will also display the Unserved OFAs and steps to Serve them.

When using the “Serve” Action from the UPDATE SINGLE PROCESS screen AND the initiating process (case) contains a LEO Complainant.

Display the “Officer Court Schedule” button. Selection of button will display the LEO Complainant’s court schedule on the COURT DETAILS screen.       

BR5025

When the Officer Court Schedule is screen is invoked by selection of the “Officer Court Schedule” button.

Sort the returned court info rows in this order:

1. Officer Name

2. Court Date (in ascending order, starting with current Date)

BR5001

When the LEO Complainant query returns no Court Dates (rows)

Display an otherwise blank screen with the text “No Results Found” and a “Cancel” button.

BR5002

When the search criteria matches more than 250 records from the database

Display a message under the “Listing” row count (1- 25, 26- 50, 51- 75, etc) that reads “Warning: Search results exceeded 250 records.”

BR5003

If the process already contains previously entered Court Details, and the Officer Court Schedule function is utilized

The Court data from the selected row overwrites the existing Court Details.

BR5004

When a Recall or Strike  action is submitted on an OFA appended to an initiating process type of ‘Indictment’ or ‘Other’ with status of ‘unserved’

Delete the OFA from NCAWARE and delete the associated Indictment or OTHER process (if unserved).  Send trigger for delete OFA events to ACIS, but DO NOT send delete event for the Indictment or Other process. (The Indictment or OTHER process will remain in ACIS so the appropriate update can be made in ACIS.)

When a Process Tracking action of “Accept Process is submitted, or an action of "Local Assignment" or "Verified by Original" is submitted

·   The Date and Time of a user-submitted Accept Process action are the values entered by the user.

·         The Date and Time of the auto-generated Accept Process action associated with the Local Assignment, Verification by Original, and NCIC - Entered actions are the current date/time upon submission of the action, not any user-entered date or time.

When a process has a Process Tracking Action set to ‘Serve’

If the Fingerprint Required checkbox is selected on the process SUMMARY screen (the result of either at least one offense on the process possessing the attribute “Fingerprint Required”, or by user choice), then send a Reason Code of “NF” to ACIS.

When a process has a Process Tracking Action set to ‘Served with Arrest’

If the Fingerprint Required checkbox is selected on the initiating process SUMMARY screen (the result of either at least one offense on the process possessing the attribute “Fingerprintable”, or by user choice), then send a Reason Code of “NF” to ACIS.

Note: If the AICR contains a Check Digit number, NF is still sent (the Check Digit number is sent when the associated Release Order is issued.)

BR5173