New Agency Checklist

Checklist for the Agency

Minimum Needed to Go Live

MOU

A signed, fully executed Memorandum of Understanding (MOU) between the agency and TraCS.

Install TraCS on Agency Machines

TraCS may only be installed on agency machines.   Installing on personal machines is forbidden.

Make sure that your machines meet the minimum system requirements.   Click here for information - System Requirements.

Make sure that you have added TraCS to your AV and firewall exceptions.   Click here for information - Network Configuration and Exceptions.

Install the latest version of TraCS on your machines.   Instructions are here - How To Download and Install TraCS.

Once the installation is finished, be sure to launch TraCS and make sure that updates run successfully.

HSMV Crash ID

Even if you are already submitting crashes to HSMV under your current vendor, you must get a new Crash ID for TraCS.

Email HSMV at crashrecords@flhsmv.gov to request one.

When you get your Crash ID from HSMV, forward it to support@tracsflorida.org and we will add it to TraCS.

HSMV Form Numbers - Crash, UTC, and DUI

Request crash numbers by emailing crashrecords@flhsmv.gov

Request UTC and DUI by emailing courtassist@flhsmv.gov

Once you get the numbers, forward the email to support@tracsflorida.org and we will add them to TraCS.

We cannot use Crash, UTC, or DUI numbers from your previous vendor(s). You must order new blocks of numbers from HSMV for use in TraCS.

FWC Form Numbers

If you will be using the boating form, request boating (UBC) numbers by emailing dle.reports@myfwc.com.

Once you get the numbers, forward the email to support@tracsflorida.org and we will add them to TraCS.

The form may be used as a citation or a warning.   We will add boating warning numbers for you.

We cannot use UBC numbers from your previous vendor(s).   You must order a new block from FWC for use in TraCS

List of Forms

A list of TraCS forms that the agency will be using.   A list of available form is here - Available Forms.

List of Users

TraCS will provide you with a spreadsheet to fill out.   We will need the following information:

First and Last Name

Badge/ID Number

Rank or Title

Email address

Access Level

Records (view/print)

Reporter (create new reports)

Supervisor (approve & reject reports)

AgencyAdmin (manage users/delete forms)

May be Done After Go Live

Court Locations

We will add these to your custom file so they appear as a pick list for officers on the UTC and DUI citations.

Fine Amounts

We will add these to your custom file so they automatically populate on the UTC.

1. Generic fine amounts for moving, non-moving, pedestrian, and bicycle violations
2. Fines that differ from the generic fines such as littering, ATV violations, move over, and red light
3. Speeding fines

If you are in a county that already has agencies that use TraCS, we can copy this information from an existing agency.   Check with TraCS Support to find out.

Tow Locations

Tow company name, full address, and at least one phone number are needed.   Additional contact number, fax number, and email address are optional.

We will add these to your custom file so they appear as a pick list on the crash and tow forms.

For court locations, fine amounts, and tow locations, contact us and we will give you a spreadsheet to fill out.

NCIC Vendor

If you use ELVIS, we can push it out to the agency as the default NCIC vendor so that automatically launches and imports into TraCS.

If you use a vendor other than ELVIS, we can help set that up and have it pushed out to the agency.

This saves you from having to set it up on each of your machines.

Parking/Ordinance Form Information

If you will be using the parking/ordinance form, we need several pieces of information to get you started.

Information is here - Getting Set Up to Use the Parking & Ordinance Form.

Incident List

If you will be using the FIBRS form, we can add an Incident list that will appear as a pick list in the Description field on the form.

Contact TraCS Support for more info.

Checklist for the TraCS Team

Development Team

Add agency to eCitation Rule - 8.00 or 14.00

Local Rules - Auto Accept

Local Rules - Other logic requested by the agency

Set up SFTP account for agency - If exporting files to SFTP

Set up SFTP account for clerk - If new county

Support Team

Add/Move agency folder in SVN

Create TraCS ID for the agency

Create Issue Tracker accounts

Add agency group to server

Add Agency to Spreadsheet / Notification List

Create TraCS log on for the agency (tracsXXX)

Check to see if agency needs to be added to/updated in any support tables

Add users

Add Warning numbers

Add Boating warning numbers

Add Crash, UTC, and/or DUI numbers

Create Available Forms File - First check to see if county is on TCATS 6.0 or 6.1 for UTC

Create Custom File

Create Local Rule Tickets for Development - Auto Accept, etc.

Low Number Notification

Push out Available Forms File

Push out Custom File

Push out ELVIS or other NCIC as default

Push out Signal 4 Diagram Tool

Set up Crash Export to HSMV

Set up UTC Export to COC or FCCC

Set up eCitation Export & eCitation Results email for COC agencies

Set up Boating Export to FWC