CLJ-CMS Clean-up Reports in Business Intelligence Tool (BIT)

There are a number of new and updated reports available in Business Intelligence Tool (BIT) that

There are a number of new and updated reports available in Business Intelligence Tool (BIT) that Courts of Limited Jurisdiction (CLJ) can begin to run to get ready for the CLJ-CMS project.  To make it easier for the courts to locate these clean-up reports, a new folder was created in the CLJ Statewide Reports folder in BIT called “Clean-up.”  The reports can be run now to do some initial clean-up of the court’s records but can also be run periodically to make sure there are no new issues.  For assistance with scheduling a report to run in BIT see eService Answer # 2153 – Schedule BIT queries to run automatically.

NOTE: These reports will not replace any clean-up reports that may be sent to the courts in the Data Quality efforts that are occurring.  Those reports will address major data quality issues in the court records that need to be addressed prior to conversion to the new system.  Instead, these reports address more routine data clean-up matters, like your 10 year Write-Off Eligible cases, that can be done on an on-going basis.  Newly added reports are indicated with three red asterisks (***) by the name in the table of contents.

The reports that are available in the new folder are listed below.  Some of the reports available in the new folder may be similar to existing reports but have been updated with additional details or by utilizing the Accounting items that are now available in BIT while other reports are newly built reports created specifically for this clean-up effort.  Additionally, a few reports listed in the Clean-up folder are actually links to the existing reports that are in the CLJ Statewide or Accounting folder; they were added here so all suggested clean-up reports are available for the courts in one location.

***Attached to the bottom of this answer is a Frequently Asked Question (FAQ) to help manage the cleanup reports. This document may be updated as additional questions or help is needed to process the reports.

You can click on a report name below to jump to the description and details for that report.


Report Descriptions and Details:

10 Year Write-off with Due Amount –  This report should be used to identify open cases in JIS that have a remaining balance owing to the court, and had a charge disposition 10 or more years before the report date. The report:

  • Has five (5) tabs – Criminal Traffic, Criminal Non-Traffic, Infraction Traffic, Infraction Non-Traffic, and Vehicle Violations (Parking and Photo Enforced Violations).
  • Includes case count and Accounts Receivable (AR) due amount broken down by case type at the top.  
  • Displays in the body the Case Number, FTA Flag, Warrant Flag, Charge Count, Law Number, Law Title, Charge Disposition, Charge Disposition Date, AR Due Amount, and Collection Agency Initials as well as the Collection Status for the Vehicle Violations.
  • Prompts for Court Code when run.
  • Has additional optional prompts for FTA Flag and Warrant Flag available for use when run.

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Active Criminal Protection Orders Without Future Case Conditions – This report can be used to identify cases with active protection orders where there are no future case condition review dates on any case condition code. The report:

  • Displays in the body the Case Number, Case Type Code, Protection Order Type, Protection Order File Date, and Protection Order Expire Date.  
  • Prompts for Court Code when run.
  • Has no optional prompt.

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Active Officials in My Court (Linked Report) – This report is used to locate all “Officials” that have an active Official/Organization (OFO) record in JIS for your court and can be used to verify the records are up to date or to see if there are any accounts that need to be end-dated in JIS.  The report:

  • Includes Official Name, Official Name Code, Official Begin Effective Date, and Official Name Type Code.
  • Prompts for Court Code when run.

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Active Officer List – This report can be used to identify officers for each Law Enforcement Agency (LEA) that have an end effective date greater than today. The report:

  • Has an officer count broken down by LEA at the top.
  • Displays in the body the Official Name, Officer Badge Number, Name Code, Begin Effective Date, and End Effective Date.  
  • Prompts for LEA Initials when run.
  • Has no optional prompts.
  • Has filter option that can be used to limit the results by Official Association Organization (LEA name) when more than one LEA is entered as a prompt.

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AR Balance Less Than $10 – This report is used to find cases that have a balance owing in JIS of less than $10.  According to the JIS Accounts Receivable Model Write-off Policy, courts that have established a local court policy may write-off uncollected receivable balances in a de minimis amount not to exceed $10.00.  The report:

  • Has a case count and AR due amount broken down by case type at the top.
  • Body is broken down by case type.
  • Displays in the body the Case Number, Obligor Name, FTA Flag, Warrant Flag, Collection Status, Last Payment Date, and AR Due Amount.
  • Prompts for Court Code when run.
  • Has an optional prompt for Collection Flag (Y/N).
  • Has filter options that can be used to limit the results by Case Type, FTA Flag, and/or Warrant Flag

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AR Due – Not in Collections and AR Due – Not in Collections (Non-Deferred Cases) – These two reports should be used to find cases that have a balance owing in JIS, that are not in collections, and do not have a bankruptcy action pending in the Plea/Sentence Screen Case Condition Codes.  The “Non-Deferred Cases” version of the report also filters out any cases where the charge is disposed with a deferred-type disposition code, and should be used by courts that DO NOT send their deferred cases to collection.  These reports:

  • Has a case count and AR due amount broken down by case type at the top.
  • Displays in the body the Case Number, Obligor Name, Disposition Date, AR Due Amount, Last Payment Date, Collection Delay Date, FTA Flag, Warrant Flag (WRT), Timepay Flag (TPA), and Appeal Flag (APP).
  • Prompts for Court Code when run.
  • Has additional optional prompts for Case Type Code; Payment Schedule (Timepay) Flag, Warrant Flag, and Disposition Date available for use when run.

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Cases with AR’s Paid in Full (Linked Report) – This report will display a list of cases that have had ARs created in JIS that have been paid in full.  The report:

  • Has four (4) tabs – By Case Number, By Name, By Case Type, and By Last AR Date.  
  • Displays in the body the Case Last Payment Date, Defendant Name, Case (Number), Jurisdiction Initials, Case Disposition Code, Case Disposition Date, Warrant Flag, FTA Flag, Payable Amount and Bail/Bond Amount.
  • Prompts for Court Code, Enter Last Payment Date (Start) and Enter Last Payment Date (End) when run.
  • Has additional optional prompts for Closed Cases, Jurisdiction Initials, Case Type, Warrant Flag, and FTA Flag available for use when run.

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Cases with Disposed Charges in “Potential” Status (Linked Report) – This report is used to locate cases that have a Finding/Judgment (F/J) entered in the Plea Sentence screen (PLS) in JIS on all charges but has a “Potential” (not billed) AR amounts in the Create AR screen (CAR) that is not zero. 

  • Has three (3) tabs – By Case Number, By Obligor Name, and By Charge Disposition Date.  
  • Displays in the body the Obligor Name, Case Number, Jurisdiction, Case Disposition Date, Imposed Charges Amount, Imposed Conditions Amount, Case Disposition Code, Warrant Flag, and FTA Flag.
  • Prompts for Court Code and defaults to Closed Cases = No (N) when run.
  • Has additional optional prompts for Jurisdiction Initials, Case Type Code, Warrant Flag, FTA Flag, Charge Dispo Date (Start), and Charge Dispo Date (End) available for use when run.

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Civil & Small Claims Incomplete Filings – This report can be used to identify cases that were initiated but no participants were added to the case.  The cases on this report do not appear on other clean-up reports because the filing process was not completed. The report:

  • Has a case count broken down by case type at the top.
  • Displays in the body the Case Number, Case Type Code, Case Create Date, and Case Title.  
  • Prompts for Court Code when run.
  • Has no optional prompt.

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Civil Cases Eligible for Closure This report should be used to pull civil and small claims cases where all of the judgments on the case have a disposition but the case remains open.  The report:

  • Has two (2) tabs – Summary and Cases.
  • Has case count broken down by case type and cause code on the Summary tab.
  • Displays in the body the Case Number, Case Type Code, Case Title, Case File Date, Last Disposition Date, and Cause Code in the body of the Cases tab.
  • Prompts for Court Code when run.
  • Has no optional prompts.

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Civil Clerk Eligible for Dismissal – This report will find all Civil and Small Claims cases where a judgment was filed more than 10 years ago, but the case has not been disposed.  The report:

•     Has a case count broken down by case type and cause code for the first page/tab.
•     Displays in the body the Case Number, Case Type Code, Case Title, File Date, Cause Code, Judgment Sequence Number, Judgment Date, Judgment Disposition Code, Judgment Disposition Date, and Protection Order Flag.  
•     Prompts for Court Code when run.
•     Has no optional prompt.

NOTE: This report supplements the JIS report “Clerk Eligible for Dismissal,” which only finds cases where no judgment has been filed, and also requires a date range.

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DF Cases Older than Selected Number of Days – This report can be used to clean up deferred finding cases that are past their review dates.  Cases listed will have at least one charge that has a Deferred Finding (DF) disposition which was entered more than a specific number of days ago.  The number of days is dependent on the lenght of the deferral period in your court (365 days for 1 year or 180 days for 6 months).  The number of days can also be used to break-up the size of the report if it is a large report initiall.y  The report:

  • Has a case count at the top.
  • Displays in the body the Case Number, Charge Count, RCW, Charge Title, Charge Disposition Code, Charge Disposition Date, Active FTA Flag, and an FRD Case Condition Column.
  • Prompts for Court Code and the number of days since the DF disposition was entered (defaults to 365 for 1 year) when run.
  • Has no optional prompts.

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Deferred Prosecution Cases with Retain Flag – This report is used to find cases that could be on or ever have been on a Deferred Prosecution to review setting the Case Permanent Retention Flag.
As it is recommended that cases now be flagged for permanent retention as soon as a Deferred Prosecution is entered, this report can help identify those cases. Also, if a court would like to have uniformed records and flag any case that has ever been a Deferred Prosecution (regardless of status and outcome) this report will identify those cases as well. Please keep in mind that any case with a Finding/Judgment of GD or any dismissal with a Reason code of DP will never be purged from the system.

This report is in addition to the Data Clean up Reports given to each court in April 2016. Those reports found cases that could not be found using BIT and may have resulted in a case being deleted in error from JIS during the Destruction of Records process. The report:

  • Has three (3) tabs – Current, Previously, and Conditions (uses the default condition codes of DP1, DP2, DP3, DP4, or DP5).
  • Has a case count broken down by case type at the top.
  • Displays in the body the Case Defendant Name, Case Number, Charge Count, RCW, Charge Title, Charge Disposition Code, Charge Disposition Date, Charge Dismissal Reason Code, and Case Permanent Retention Flag.  
  • Prompts for Court Code when run.
  • Has an optional prompt for Case Condition Codes used for Deferred Prosecution cases in addition to the default conditions (DP1, DP2, DP3, DP4, or DP5).
  • Has filter options that can be used to limit the results by Retention Flag and/or Case Type

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Dismissed Cases Eligible for Closure with COS Status –
This report should be used to pull cases that have dismissed judgments and non-conviction data entered that still remain open in JIS.  Cases will appear on the report only when the case has no future court dates, no un-complied case conditions, and all charges or judgments have a disposition entered.  The report:

  • Has seven (7) tabs – Criminal Traffic, Criminal Non-Traffic, Criminal Felony / PC, Infraction Traffic, Infraction Non-Traffic, Vehicle Violations (Parking and Photo Enforced Violations), and Civil / Small Claims.
  • Has the case count and AR due amount broken down by case type at the top.
  • Displays in the body the Case Number, Case File Date, COS Status, AR Due Amount, Accounts Payable (AP) Type, and AP End Amount.
  • Prompts for Court Code and the number of days since filing when run.
  • Has no optional prompts.

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Disposed Cases with Pre-Dispo Protection Order – This report can be used to identify cases with active protection orders and the order imposed date was prior to the disposition date on the charges. The report:

  • Displays in the body the Case Number, Case Type Code, Protection Order File Date, Protection Order Expire Date, Charge Count, Charge Law Number, Charge, Disposition, and Disposition Date.  
  • Prompts for Court Code when run.
  • Has no optional prompt.

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DV Laws Without Charging DV Flag – conviction and DV laws without charging DV flag – dismissal – These two reports should be used to find cases that have at least one charge that may be domestic violence related but does not have the DV flag set to yes (‘Y’) on the PLS screen.  The conviction version of these reports pulls cases where there is a conviction on any charge and the dismissal version finds cases where all charges are non-conviction.

These reports are related the ITG 41 Revised CLJ Computer Retention and Destruction Project.  Due to a shorter retention period on non-conviction cases, it is recommended to process this dismissal version of the report first.  The report:

  • Displays in the body the Case Number, Case Disposition, Case DV Flag, Charge Count, RCW, Charge Title, Charge DV Flag, Charge Disposition Code, and Charge Disposition Date.  
  • Prompts for Court Code when run.
  • Has no optional prompts.

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Eligible for Closure – This report can be used to identify open cases that have not been updated in the last 30 days (number of days can be changed in the prompts), have all charges/judgments disposed, and have none of the following: an active warrant, an active FTA, non-complied case conditions with a future review date, or future scheduled hearings. The report:

  • Has two (2) tabs – PC;CF;CT;CN;IT;IN;PR (for all charge related cases) and Civil.
  • Body is broken down by case type.
  • Charge related report tab displays in the body the Case Number, Defendant Name, Last Updated Date, Order Type, Protection Order Status, Collection Flag, Appeal Flag, and AP End Amount.
  • Civil report tab displays in the body the Case Number, Petitioner/Plaintiff Name, Respondent/Defendant Name, Last Disposition Date, Last updated Date, and Appeal Flag.  
  • Prompts for Court Code and defaults the number of days since updated to 30 days when run.
  • Has additional optional prompts for Case Type Code and/or Jurisdiction Initials available for use when run.
  • Has filter option that can be used to limit the results by Case Type and/or Appeal Flag.

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Expired Warrants Not Returned – This report can be run to locate open cases that have gone beyond their Expiration Date in JIS, but have not yet been marked as “Returned” in JIS.  The report:

  • Has a case count broken down by case type at the top.
  • Displays in the body the Case Number, Issue Date, Order Date, Cancelled/Quashed/Recalled (CQR) Date, Service Date, Expiration Date, and Warrant Disposition.
  • Prompts for Court Code when run.
  • Has no optional prompts.

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FTA’d Infraction Cases that have a Zero Balance – This report should be run regularly to locate the cases in JIS that have an active FTA but the AR is now zero, regardless of if the case was paid in full or the AR was adjusted to the zero balance.  The report:

  • Has a case count at the top.
  • Displays in the body the Case Number, Obligation (AR) Close Date, and the Last Disposition Date.
  • Prompts for Court Code when run.
  • Has no optional prompts.

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Laws, local sorted by number (Linked Report) – This report identifies your courts local laws, sorted by law number, and will highlight if there are any parts of the law table entry that do not follow the standards for that law type entry.  It includes end dated laws from the date you enter in the prompt box.  If you don’t want end dated laws on the list, enter the current date to exclude them.  The report:

  • Displays in the body the Court code, Law Number, Law Description, Case Type Code, Caseload Code, DOL FTA Flag, DOL Disposition Flag, Mandatory Appearance Flag, Bail Amount, BARS Code, Warrantable Flag, Accident Flag, Delinquent Fee, Begin Date, and End Date.  
  • Prompts for Court Code and Law End Effective Date when run.
  • Has no optional prompts.

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Non-Disposed CT cases with FTA but No Warrant – This report can be used to clean up idle criminal traffic cases because it identifies cases which may require further action. Cases listed will have at least one charge that has no disposition entered in JIS that also has no pending hearings and does have an active FTA but do not currently have an active warrant. The report:

  • Has a case count at the top.
  • Displays in the body the Case Number, Charge Count, RCW, Charge Title, Charge Disposition Code, Charge Disposition Date, and Warrant Expiration Date.  
  • Prompts for Court Code when run.
  • Has no optional prompts.

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On Timepay Without Finding/JudgmentThis report can be run to locate cases on a timepay agreement, but do not have a disposition entered in JIS on all charges.  The report:

  • Has a case count at the top.
  • Displays in the body the Case Number, Obligor (Defendant) Name, AR Due Amount, Obligation Open Date, Timepay Start Date, Past Due Days (number of days the payment is past due), FTA Flag, and Warrant Flag.
  • Prompts for Court Code when run.
  • Has an optional prompt for Case Type Code for use when run.

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Open Cases with “Appeal” in the Note Line – This report should be run to locate cases that have the word “Appeal” in the note line of the case.  It should be used to verify the appeal tracking dates on the case disposition screen (CSD) are correctly documented, due to the need to remove the “Begin Appeal” date in order to complete certain case activities in JIS.  The report:

  • Has a case count broken down by case type at the top.
  • Displays in the body the Case Number, Note Line Text, Appeal Begin Date and Appeal End Date (if entered on CSD), and the Appeal Flag (Yes/No/Past).
  • Prompts for Court Code when run.
  • Has an optional prompt for CLJ Appeal Flag (Y/N/P) when run.

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Open Cases with Bail/Bond Outstanding – This report should be used to display open cases with a posted bail or bond amount remaining where the bail/bond was posted prior to the first day of the last month.  It can be filtered on Warrant Status and/or if a future hearing exists.  The report:

  • Has case count and Bail/Bond Balance amount broken down by case type at the top.
  • Displays in the body the Case Number, File Date, Bail Amount, Bond Amount, Warrant Flag, and Future Hearing Flag.
  • Prompts for Court Code when run.
  • Has no optional prompts.
  • Has filter options that can be used to limit the result by Case Type, Warrant, and/or Future Hearing.

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Open Cases with Date of Death Entered for the Defendant – This report should be used to locate the court’s open cases where the defendant on the case has a Date of Death entry made on their person record.  The report:

  • Has a case count, the AR due amount, and AP end amount displayed broken down by case type at the top.
  • Displays in the body the Person Name, Birth Date, Death Date, Case Number, Case Type, FTA Flag, Warrant Flag, Last Disposition Date, AR Due Amount, AP Type, and AP End Amount.
  • Prompts for Court Code when run.
  • Has no optional prompts.

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Open Stagnant Cases – This report should be run to locate idle cases that may require further action.  It will display cases that have at least one charge or judgment that does not have a disposition entered in JIS, where the case also does not have a future hearing or case review tracking date, and the case does not have an active warrant or FTA.  The report:

  • Has a case count broken down by case type at the top.
  • Body is broken down by case type.
  • Displays in the body the Case Number, Violation Date, File Date, Last Updated Date, Order Type, Order Status, Open AR Flag, and the Collection Flag.
  • Prompts for Court Code and Number of Days Since the Case has been Updated when run.
  • Has additional optional prompts for Jurisdiction and Case Type.

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Outstanding Checks on Criminal and Infraction Destruction Cases – This report can be used to identify cases that could be deleted from the system, but are not because they show checks remaining in an “Outstanding” status.  For example, if a case is closed and checks have been cashed, but the checks were not cleared in JIS, the case cannot be deleted.  This adds to the total number of records that will have to be converted to the new system. The report:

  • Has two (2) tabs – Criminal and Infraction
  • Has a case count and a check count broken down by case type at the top.
  • Displays in the body the Case Number, Check Number, Check Reference Number, Disbursement Date, Check Damage Flag, Check Amount, Check Register Status, and Consolidated Payee Flag.
  • Prompts for Court Code when run.
  • Has no optional prompts.

NOTE: For courts that do not or had not been doing their bank account reconciliation within JIS (BKR Screen), ONLY do this report if you have been doing the reconciliation manually or in an external system AND have been marking stale and voided checks in the court’s JIS check register.

For courts that have consolidated with another court or are handling court services for another court, please be sure to run the report for each court.

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Parking – Out-of-State or Blank (Linked Report) – This report can be used to track parking case that will have an out-of-state vehicle license number or that did not receive an update of vehicle owner during the automated delinquency cycle. 

  • Displays in the body the Case Number, Case File Date, Parking Citation Location, Vehicle Owner Name, Person Name, Vehicle License Plate Number, Vehicle License State Code, and Current Charge Disposition Code.
  • Prompts for Court Code and Number of Days (defaults at -30) to be used when run. 
  • Has no additional optional prompts.

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***Parking Ordinance with End-dated Law – This report lists parking violation on the Parking Violation (PRKVIO) table still active (without an end-date) where the associated parking law on the Fine/Penalty Update Schedule (FPSU) has an end-date.
  • Displays in the body: Court Code, Parking Violation Code, Parking Jurisdiction Initials, Ordinance Code, Ordinance Begin Date, Ordinance End Date, Law Number, Parking Law Title, Law Begin Date, and Law End Date.
  • Prompts for Court Code when run.
  • Has no optional prompts.

***Parking Violation Table Clean-up Report This report is used to identify all parking laws listed on the Fine/Penalty Update (FPSU) screen and the Parking Violation (PRKVIO) table and any conflicts between the two.
  • Has two (2) tabs – Conflicting Counts and Code Table Details
  • Conflicting Counts displays in the body: Court Code, counts for parking laws (CTC Table) and counts for PRKVIO, missing code (from either CTC or PRKVIO).
  • Code Table Details displays in the body:
    • Table one (1): Court Code, CTC table key (PRKVIO code), CTC Table Text (PRKVIP code description), Begin Effectice Date, End Effective Date.
    • Table (2): Court Code, Jurisdiction Code, Ordinance Code, Jurisdiction and Ordenance Codes, Law Number, CTC Begin Date, CTC End Date, Law Text, Law Begin Date, Law End Date, Law Fine Amount, Delinquent Flag.
  • Prompt for Court Code when run.
  • Has no optional prompts.

Pre-file Cases – This report can be used to identify cases that were initiated without a filing date.  The cases on this report do not appear on other clean-up reports because the filing process was not completed. The report:

  • Has a case count broken down by case type at the top.
  • Displays in the body the Case Number, Case Type Code, Case LEA Initials, and Case Create Date.
  • Prompts for Court Code when run.
  • Has no optional prompt.

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Traffic Cases in Collections Without FTA – This report can be used to identify cases that are in collections and are eligible for FTA but there is no active FTA. The report:

  • Has a case count and AR Due Amount broken down by case type at the top.
  • Body is broken down by case type.
  • Displays in the body the Case Number, AR Due Amount, and Case Last FTA Delay Date.  
  • Prompts for Court Code and number of days since last payment (default to -60) when run.
  • Has additional optional prompt for Case Type Code (default set to CT and IT) available for use when run.

NOTE: Last Payment date more than 60 days ago is used to eliminate cases that may be on a payment plan through the assigned collection agency.

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If this did not answer your question or if you have a suggestion, please Ask a Question to submit your question to the Washington State Administrative Office of the Courts (AOC) Customer Services.  The AOC will answer your e-mail and create or update the answer in the AOC Knowledge Base, if necessary.

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