Georgia Electronic Citations Processing System, GECPS, electronic transmission processing implementation guide, Georgia courts [Mar. 25, 2005]

Georgia Electronic Citations Processing System
GECPS
Electronic Transmission Processing Implementation Guide Georgia Courts
Version 1; Release 3

Document Change Log

Version # V1.0R1

Change History Originally Developed

V1.0R2

1. Added error code #11 for SFTP Transmissions 2. Additional error codes added to guide:
Error Code 2043 - Citations for this legal code not allowed
Error Code 2063 Failed to locate the violation rule Error Code 2002 Driver Not Found (Georgia
Driver)
Error Code 2003 State Code is Invalid 3. Verbiage for "FTA Withdrawals" has been changed to
"FTA Releases" 4. Federal Tax ID was added to the registration web page. 5. Federal Tax ID was added to required information for
vendors who support multiple courts.

V1.0R2a

Multiple Error Codes added to Record Layouts. Court Suspension Code 3 removed from valid values on the Citation Record. Allows DMVS to provide more complete information to courts to correct errors. Record Layouts modified to include three error code fields.
Document Change Log also added to guide.

V1.0R2b V1.0R2b V1.0R2b V1.0R2b V1.0R2b
V1.0R2b V1.0R3
V1.0R3

Modified Contacts information. Troubleshooting guidelines defined.
Added "end of record" field to header and footer records with the value of "X".
Additional instruction of how to re-send files in error (Section 5.1).
Additional Memo from the Commissioner inserted regarding July 1, 2005 deadline.
Section 7.7.2 Modified email sample for SFTP Transmission. SFTP Error Code will now be visible in email notify.
Further detailed the "STOP_" in the footer record
Enhanced edit verbiage for FTAs and FTA Releases. FTAs and FTA Releases on violators licensed in other states WILL NOT be processed via GECPS. The physical DS-912 document MUST be submitted (mailed/delivered) to DMVS.
Included DS-1137 as documents currently excluded from GECPS. See section 1.3.

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Date Changed 09/10/2004 11/08/2004
01/13/2005
01/19/2005 01/26/2005 02/04/2005 02/03/2005 02/16/2005 02/18/2005 02/28/2005
03/01/2005
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Document Change Log (Continued)

Version # V1.0R3
V1.0R3 V1.0R3

Change History
Added testing and production implementation procedures and associated checklists.
Added information to contact GBI for the NCIC number (a.k.a. ORI number), see Section 6.1.
Added addition record format requirement that ALL records carry the "X" in the 350th position (includes header, footer, and all transaction records).

Date Changed 03/09/2005
03/15/2005 03/2005

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Table of Contents
1. Introduction to GECPS
1.1. Memorandums from the DMVS Commissioner
1.2. Purpose 1.3. Program Overview 1.4. High Level Process Flow 2. Forwarding Process Overview 2.1. Court Record Forwarding Process 2.2. DMVS Record Receiving Process 2.3. Court Error Correction Process 3. Forwarding Requirements 3.1. Types of Transactions 3.2. Types of Records 4. Technical Specifications 4.1. Secure File Transfer Protocol (SFTP) Specifications
4.1.1. SFTP Process Diagram 4.1.2. SFTP Process Flow 4.1.3. SFTP Encryption Specifications 5. Data Element Specifications 5.1. File Naming Conventions 5.2. Header Record Requirements 5.3. Data Record Requirements 5.3.1. UTC Record Requirements 5.3.2. FTA Record Requirements 5.3.3. FTA Withdrawal (FTA Release) Record Requirements 5.4. Footer Record Requirements 5.5. Error Codes and Definitions 5.5.1. File Error Codes 5.5.2. Record Error Codes 6. Registration & Testing 6.1. GECPS Registration 6.2. GECPS Testing 6.2.1. Testing via SFTP 7. Appendices 7.1. Senate Bill 229 7.2. DPS-32 UTC Sample Document 7.3. DS-912 FTA Sample Document 7.4. DS-912 FTA Withdrawal (FTA Release) Sample Document 7.5. DMVS Rules and Regulations
7.6. Valid License Classes 7.7. Email Notification Examples
7.7.1.SFTP Transmission Successful Email 7.7.2.Transmission Problems Email 7.7.3.Process Detail Email 7.7.4.Error Notification Email
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Table of Contents (continued)
7.8. GECPS Testing Signoff Procedures 7.8.1. GECPS Testing Signoff Form
7.9. GECPS Production Implementation Procedures 7.9.1. GECPS Production Implementation Form
7.10. DMVS GECPS Contact Information

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Section 1.0 Introduction to GECPS
1.1 Memorandums from the DMVS Commissioner

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Georgia Department of Motor Vehicle Safety
2206 East View Parkway Conyers, Georgia 30013 678.413.8650

Sonny Perdue Governor

James R. (Jim) Davis Commissioner

M E M O R A N D U M

TO: FROM: DATE: SUBJECT:

Georgia Clerks of Court
James R. Davis, Commissioner
January 17, 2005
Georgia Electronic Citation Processing System (GECPS) Update and Deadline for Conversion Reminder

On behalf of the Georgia Department of Motor Vehicle Safety (DMVS), I am pleased to provide you with an updated status on changes that directly affect the processing of convictions for traffic offenses from your courts to the violator's driving record maintained by the DMVS. This update will cover two of the items that were covered in the previous letters sent to you dated June 21, 2004 and December 1, 2004.
I would like to remind you of the Federal mandate which looms over us and is the driving force for improving the entire GECPS process. On July 31, 2002, the United States Department of Transportation Federal Motor Carrier Safety Administration finalized 49 C.F.R. Parts 350, et seq. (Go to http://www.fmcsa.dot.gov/pdfs/CDL%20Final%20Rule.pdf for more information.) Several items impacting Georgia are included in the final rule. Some items were addressed legislatively during the 2003 Session of the Georgia General Assembly. The sanctions imposed for noncompliance will have a major impact on the citizens of Georgia. Federal-aid highway funds will no longer be available and Georgia will be prohibited from issuing, renewing, transferring, or upgrading CDLs. One very important item is the timely reporting of convictions to the DMVS. The federal rule requires that by September 30, 2005, convictions be on the driving record within thirty (30) days of the date of conviction or, for nonresidents, that Georgia has notified the licensing state within thirty (30) days of the date of conviction. The second deadline shortens the time to report convictions to the Department of Motor Vehicle Safety and requires that by September 30, 2008, convictions be on the driving record within ten (10) days of the date of conviction or, for

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nonresidents, that Georgia has notified the licensing state within ten (10) days of the date of the conviction. In order to meet this mandate and not adversely affect our future GECPS Update Page two January 17, 2005

federal highway funds, we are all forced to move rapidly toward full electronic transmission of UTC data from the courts to DMVS via the GECPS process.
I would like to briefly revisit each of the following items:
Update on the Georgia Electronic Citation Processing System (GECPS) Full discontinuation of the current electronic citation filing process
Georgia Electronic Citation Processing System (GECPS)
Many of you already electronically file convictions to us each month in a variety of formats but the majority of you remain paper filers. We have completed implementing a more secure and accurate method of electronic file transmission from the courts to DMVS that includes a uniform format and protocol that must be used by all courts desiring to file electronically. All current electronic filing courts must also convert from the old format and submission method to this new format and protocol. The new electronic process requires each court to correct and resubmit any convictions containing errors and also offers the option to file Failure to Appear (FTA) documents and the FTA release electronically as well. We have created an area on our website dmvs.ga.gov which provides the following information regarding this new process which we are calling the Georgia Electronic Citation Processing System (GECPS):
An overview of GECPS A registration screen used to set up your account with DMVS A detailed GECPS User Implementation Guide
I urge each of you to sign on to our website today to register your court with our agency and to download a copy of the User Implementation Guide. After you register, a representative from the DMVS' Information Technology Division will contact you to provide additional instructions and information.

Full Discontinuation of the Current Electronic Citation Filing Process

As stated above, the current electronic filing process used by many courts is now obsolete and is being replaced by the GECPS process. As of July 1, 2005, DMVS will no longer accept any conviction reports processed electronically by any means other than via the GECPS process. All courts who currently use the old format and method of transmission must be converted to the new process, as we will cease accepting any format other than GECPS on that date. If you have

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not done so already, I urge you to meet with your IT Department or vendor immediately to make plans for moving to the GECPS process before July 1st. GECPS Update Page three January 17, 2005
If you have any questions or concerns about any item discussed in this memorandum, please do not hesitate to call on us for assistance. We appreciate your cooperation as we strive to continually improve our service to you.
JD/trp
cc: Marty Horne, Deputy Commissioner Wayne Phillips, CIO Chip Curl, COO Jennifer Ammons, General Counsel Cathy Malone, CFO Ross Potts, Director Information Technology-Enterprise Operations Ronny Johnson, Director Driver Services Harriet Dye, Director Information Technology-Enterprise Systems Loraine Piro, Information Technology Section Manager Darien Mize, Driver Services

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1.2 Purpose
During the 2003 Session, the Georgia General Assembly passed Senate Bill 229 (SB229). The core of this legislation stated that by July 1st, 2003, any court within the state of Georgia having jurisdiction over offenses that fall under the regulation of motor vehicle operation will receive $0.40 per disposed Uniformed Traffic Citation (UTC), if the UTC is transmitted to the Georgia Department of Motor Vehicle Safety (DMVS) electronically. If a court were to transmit the disposed UTC by any other means, the court would receive $0.10 per UTC (See Appendix 7.1).
The goal of this legislation is to encourage Georgia courts to promptly deliver all mandatory AND points bearing convictions for Georgia Drivers AND any traffic citation for Out of State Drivers to DMVS within the mandated 10 days of conviction.
The purpose of this Guide is to provide courts with the information necessary to implement a standardized electronic solution for transmitting Uniform Traffic Citations prescribed by SB229 and DMVS.
The most current version of this guide will be posted on the DMVS web site at https://online.dmvs.ga.gov/gecps/. Check the website periodically as this guide is updated frequently.
1.3 Program Overview The Georgia Electronic Citation Processing System (GECPS) is owned and maintained by DMVS while the information reported is stored in databases residing on the Sate of Georgia Mainframe computer operated by the Georgia Technology Authority (GTA). The operation of this system is not contracted with any outside entity. DMVS does not disclose or allow the purchase of any Citation information submitted except through the legislatively mandated Motor Vehicle Reporting (MVR) processes.
GECPS is available and applies to all Georgia courts authorized to dispose of Uniformed Traffic Citations. The methods for transmitting Citation records to DMVS must comply with the standards directed in this guide.
Courts should only transmit the following documents electronically: 1. DPS-32 Uniform Traffic Citation, Summons, Accusation/Warning (UTC). 2. DS-912 Failure to Appear Home Jurisdiction Copy (FTA) for Georgia
licensed or Georgia ID issued violators only. 3. DS-912 Home Jurisdiction-Suspension Withdrawal (FTA Withdrawal, also
called an FTA Release) for Georgia licensed or Georgia ID Issued violators only.

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Courts should NOT attempt to transmit the following documents: 1. DS-1242 Report of Conviction for Possession of Controlled Substances or
Marijuana. 2. DS-32C Report of Conviction for Violation of Motor Vehicle Laws. 3. DS-1137 Juvenile Court Report of Suspension
Continue transmitting the DS-1242, DS-32C, and DS-1137 to DMVS by mailing the documents to DMVS Headquarters in Conyers, Georgia.
Georgia Residents Every disposed UTC involving a Georgia resident that violated a law(s) of this state or ordinance adopted by a local authority regulating the operation of motor vehicles on highways is permissible to be transmitted to DMVS.
Any UTC convicting a Georgia resident that does NOT fall under law(s) of this state or ordinance adopted by a local authority regulating the operation of motor vehicles on highways is NOT permissible to be transmitted to DMVS (i.e. any violation that is not related to the operation and regulation of a motor vehicle). Any UTC that is transmitted to DMVS that does not meet the above criteria will not be processed, nor will the court receive $0.40 for that UTC. These UTC records will be dropped.
Permissible Legal Codes The following list of Georgia Legal Codes are the only violations DMVS will accept, process, and pay the mandated $0.40 per UTC. If the violator is a nonresident, the UTC, FTA, and/or FTA Withdrawal (FTA Release) records will be accepted without consideration of the GA Legal Code. This is to accurately notify the state of record.
o List being compiled by DMVS Driver Services Division. See updates online at: https://online.dmvs.ga.gov/gecps/
Nonresidents of Georgia Every UTC convicting a nonresident of Georgia should be transmitted to DMVS. Regardless of the violation, the state or record will be notified of the violation(s). This will ensure the state of record will receive all citations that may be retained by the state agency that handles traffic convictions and accurately reflect the driver's history.

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1.4 High Level Process Flow This is a visual overview of GECPS.

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Section 2.0 Forwarding Process Overview

2.1 Court Record Forwarding Process

DMVS has defined the permissible method of electronic data transmission, through an overnight batch processing via Secure File Transfer Protocol (SFTP). Courts will transmit files containing multiple records that can include UTC, FTA, and FTA Withdrawal (FTA Release) records.
Courts must submit records with all pertinent information recorded on a UTC, FTA, or FTA Withdrawal (FTA Release). The format for a court's file (group of records) and the content of each record must comply with DMVS standards as defined in Section 5 of this guide.
Courts are responsible for obtaining the front-end solution for data entry of all electronic documents. The data must be submitted in the format specified and prepare the data for electronic transmission.
DMVS recommends a data entry and transmission immediately after any court session that results in the disposition of traffic citations. Each data file must contain a header and footer record as defined in Section 5 of this guide.
2.2 DMVS Record Receiving Process

Court files are processed nightly by DMVS and will undergo initial edit
checks via the SFTP and APPS servers. Files that do not meet the initial edit criteria are rejected and returned to the appropriate Court in the output folder on the SFTP Server. Files with no initial errors are loaded into GECPS for nightly processing. After GECPS processing, invalid records are returned with the appropriate error codes. A statistical summary report detailing the processing of the file(s) is sent to the email address(es) specified in the header record of the original file. Email addresses are provided by the court (see section 5.2).

2.3 Court Error Correction Process

Any file that contains incorrect information in the header and trailer records will be returned with no data records processed. Specifications for header and trailer records can be found in Section 5 of this guide.
DMVS will evaluate each record submitted by the court. Each record will be filtered through detailed edit checking and error handling routines. If errors are detected, the individual record will be returned to the court for correction. Appropriate error codes will be returned with the record. These error codes can be found in section 5 of this guide.
An email notification with process status will be sent to email addresses specified by the court.

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Courts MUST correct AND return all records in error to DMVS immediately upon notification of errors to ensure compliance with the 10 day processing deadline.
The Georgia Department of Motor Vehicle Safety Commissioner may define other processing criteria at a future date.
Section 3.0 Forwarding Requirements
3.1 Types of Transactions DMVS has defined three valid types of transactions:
New Transactions Courts approved to subscribe to GECPS may transmit new transactions. These transactions will be identified within each record of every file submitted. In each record, the transaction code will determine the type of record received. Every newly submitted DPS-32 Citation Record (UTC) will have a "CN" as the transaction code. Every newly submitted DS-912 Failure to Appear will have a "FN" as the transaction code. Every newly submitted DS912 Failure to Appear Withdrawal (FTA Release) will have a "WN" as the transaction code.
Error Transactions All error transactions will be initiated by DMVS. These records will be in response to new transactions or corrected transactions from the courts to DMVS. No court will transmit any error transactions to DMVS. Every DPS-32 Citation Record (UTC) in error will have a "CE" as the transaction code. Every DS-912 Failure to Appear in error will have a "FE" as the transaction code. Every DS-912 Failure to Appear Withdrawal (FTA Release) in error will have a "WE" as the transaction code. These records will be returned to the disposing court for correction.
Corrected Transactions DMVS will send all records in error back to the disposing court. Upon receipt of error records, the court must review the error code(s) transmitted with the citation/FTA/FTA Withdrawal (FTA Release) record in error and resubmit the corrected record within the next new batch file the court transmits to DMVS. Every corrected DPS-32 Citation Record (UTC) will have a "CC" as the transaction code. Every corrected DS-912 Failure to Appear will have a "FC" as the transaction code. Every corrected DS-912 Failure to Appear Withdrawal (FTA Release) will have a "WC" as the transaction code. Include the original batch number in position 340 of the corrected record (see section 5.3.1).

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3.2 Types of Records
DMVS has defined three valid types of record:
UTC Record A Citation record type can be used for either a new transaction or a correction transaction. This type will be identified by the "C" in the transaction code.
FTA Record A FTA record type can be used for either a new transaction or correction transaction. This type will be identified by the "F" in the transaction code.
FTA Withdrawal (FTA Release) Record An FTA Withdrawal, also called an FTA Release record type can be either a new transaction or a correction transaction. This type will be identified by the "W" in the transaction code.

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Section 4.0 Technical Specifications
4.1 SFTP Specifications 4.1.1 SFTP Process Diagram This is an in-depth diagram of how the GECPS process flows.

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4.1.2 SFTP Process Flow
The following steps describe an overview of how records are sent, received, and processed by GECPS.
After the registration process is completed (Section 6), the Court will have access to a SFTP directory created and named using the assigned National Crime Information Code (NCIC). Three sub-directories will also be created under the NCIC folder called "Input", "Output" and "Misc."
The "Input" sub-directory is where the Court will upload files TO DMVS. The "Output" sub-directory is where DMVS will send error files and messages back to the Court. The "Misc." sub-directory will only be used on occasion for special reports.
DMVS will collect the files from all the "Input" sub-directories nightly and begin the initial edit validations (header, footer, record layouts, etc.). If a file sent by a court is found to have formatting errors or is an incomplete transmission, the entire file will be rejected and immediately sent to the "Output" sub-directory. Directories will not be available to Courts between 11pm and 8am EST.
DMVS will merge all valid NCIC files into a single file to be sent to the GECPS mainframe application. No sorting will be done within a file so a court's records will be processed in the order received. If two or more files are found in a single NCIC "Input" sub-directory, the files will be processed by batch number order (See Section 5.1).
After nightly processing is completed, GECPS will send a single
merged file back to the SFTP server. This merged file will contain all errors found after GECPS processing. The SFTP server will split the merged file and populate the appropriate NCIC "Output" sub-directory.

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4.1.3 SFTP Encryption Specifications The following information defines the specifications needed in order to transmit to the DMVS SFTP Server.
Hostname: sftp.dmvs.ga.gov Port: 22 Protocol: SFTP Supported Ciphers: AES 256, Twofish, and Blowfish Supported MACs: SHA1, SHA1-96 Key Exchange: Diffie Hellman Group1, Diffie Hellman Group Exchange SSH Version: SSH2.0
Possible Software Solutions: There are many software vendors that provide SFTP software capable of successfully transmitting as prescribed. DMVS will NEITHER recommend NOR endorse any vendor. Please check with these companies for either a manual and automated transmission solution. There are some vendors that provide FREE software. Many vendors will give out evaluation versions.
DMVS uses the following SFTP software (unrelated to GECPS) from the following vendors:
VanDyke SecureFx client - (www.vandyke.com) DMVS uses VanDyke's manual process. The IDE (Integrated Development Environment) allows for smooth integration with other applications for manual processes. It also has easy session settings for connection. The automated process has command line options to get and PUT files. However, it doesn't support deleting files from the command line.
Pragma Remote Clients - (http://www.pragmasys.com/SecureShell/) The manual process has a very limited GUI (Graphical User Interface) front-end. Pragma Systems, Inc. has developed automated process specifically for clients of DMVS. This software has an automatic logon process through a command line. This automated process can NOT be downloaded from the web but can be requested directly. This software developed for DMVS clients. It also has an option to delete files.
Pragma Systems, Incorporated Direct Contact Information: Zahid Rashid, Manager of Business Development Phone: (512) 947-7936 Email: zrashid@pragmasys.com
These SFTP software providers also warrant consideration: http://putty.gyron.net/ http://www.ipswitch.com/Products/WS_FTP/

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Section 5.0 Data Element Specifications
This section includes a definition or and validation edits for each data element. Some of the data elements are optional and not required for reporting. Failure to pass all the validation edits will result in a record being returned in error to the court. All errors require corrections and resubmission to DMVS. All record types (header, detail, and trailer) are in a fixed 350-byte format. Each record should be followed by a carriage return/linefeed (CR/LF) delimiter. All files should also end with an end of file (EOF) delimiter. Put an "X" in the 350th position of EACH record and record type. DMVS will process records and store information on various database tables that reside on the GTA mainframe.
5.1 File Naming Conventions
Input Sub-directory Naming Convention Files being sent to DMVS via the Input sub-directory must be named "StateCodeNCIC_BatchNumber.txt" (e.g. GA123456J_0000000001.txt). The batch number must have uniquely defined number (generated by the court) AND must be ten (10) positions long (e.g. 0000000001). Use leading zeroes, if necessary, to pad the batch number the required ten (10) positions. This will allow the court the option of transmitting multiple files in a single day if necessary. If multiple files are sent on any given day, each file must have a unique batch number.
Output Sub-directory Naming Convention If DMVS rejects an entire file from a court (no records are processed) or if DMVS processed a file and found errors, then these files will be sent back to the court for correction. The file in a court's Output sub-directory will be named "StateCodeNCIC_BatchNumber_err.txt" (e.g. GA123456J_0000000001_err.txt). When returning these files after correction, the "_err" portion should be removed before retransmitting to the SFTP sub-directory (e.g. GA123456J_0000000001_err.txt should be corrected and renamed to GA123456J_0000000001.txt).

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5.2 Header Record Requirements (350-Byte Record)

All fields are left justified and space filled unless specified otherwise.

FIELD

BYTES

POSITION

FIELD NAME

FIELD COMMENTS:

1

Record Header

5

Value must be "Start"

6

Transaction Mode

1

T = Test P = Production

7

Record Header ID

9

Court State Code + NCIC Number

(e.g. GA123456J)

16

Batch Number

10

Court Generated numeric number

26

Email-Notification-1

50

Court provided email address for

notification/correspondence

purposes

76

Email-Notification-2

50

Court provided email address for

notification/correspondence

purposes

126

Email-Notification-3

50

Court provided email address for

notification/correspondence

purposes

176

Filler

174

For DMVS usage only.

350

End of Header Record

1

Value should be an "X".

Item 1 Record Header is the data field naming convention for the first field in the first record of the file. This field can be populated with "START" in upper or lower case letters. The entire file will be rejected if the Header Record is populated incorrectly.

Item 2 Transaction Mode is used to identify the type of transmission. Initially, the court will have to go through a testing of transmission processes. "T" for test will allow for this testing. Once testing has been complete, "P" should be used to submit transactions for live production processing. If populated incorrectly or left blank, the file will be returned in error. A transaction mode of "P" will error of if DMVS has NOT approved a court for production processing.

Item 3 Record Header ID is used to identify which Court is sending the file. The "NCIC" code includes the state code (GA) ad the 7-digit unique identifier used to represent the owner of the data being sent to DMVS. The NCIC code is also used to send errors and statistical summary reports back to a court. If the NCIC code is not in the header, the entire file will be rejected. The batch number MUST be 10 characters long. If the batch number assigned is not 10 positions long, include leading zeroes in order to adhere to format.

Item 4 - Filler should be left blank.

Item 8 End of Header Record Marker must have the value of "X".

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5.3 Data Record Requirements
All fields are left justified and space filled unless specified otherwise.

5.3.1 UTC Record Requirements (350-Byte Record)
Each UTC record must follow this detailed format. All fields are left justified and space filled unless specified otherwise.

FIELD

POSITION FIELD NAME

1

Transaction Code

3

Filler

21

Court Case Number

36

Issuing Agency's NCIC

state code.

38

Issuing Agency's NCIC

Number

45

Citation Number

Required? YES N/A YES YES
YES
YES

BYTES 2 18 15 2
7
11

FIELD COMMENTS: CN = Citation New, CC=Corrected Citation, CE= Citation Error. When CE, record is being returned to Court. Leave Blank Number used by court to identify and/or track their copy of the citation. National Standard State Code for the Law enforcement Agency that ISSUED/WROTE the citation 1st 2 characters of NCIC code. e.g. `GA'. NCIC number on the citation. This is the National standard state code for the Law enforcement Agency that ISSUED/WROTE the citation. Example for the Georgia State Patrol would be `GSP3600'. Preprinted number at the top right of the citation Right Justify Zero fill (example: 00001254877).

56

Violation Date

64

Violation County

YES

8 Format: CCYYMMDD

(ex. 20031225 = December 25, 2003)

YES

25 County Name the violation occurred.

89

GA or State Code for

YES

Driver License

91

Drivers License number

YES

116

Name

151

Address

YES

2 `GA' or state abbreviation for out-ofstate drivers
25 Left justify with proceeding space fill (Example: `12345789_____________________ __').
35 Format: Last, First, Middle, Suffix Note: There is a comma between Last, First, Middle, and Suffix. (Example: Doe,John,Billy,III). No spaces unless part of the name.
35 Space fill or Address required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled.

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FIELD

POSITION FIELD NAME

186

City

201

State

203

Zip

212

Date of Birth

220

GENDER

221

Accident Indicator

222

Actual Speed

225

Speed Limit

Required? YES
YES
YES
YES YES YES *See Field Comments
*See Field Comments

BYTES 15
2
9
8 1 1 3
2

FIELD COMMENTS: Space fill or City required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled. Space fill or State required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled. Zero fill or Left justify Zip required if Drivers License Number is omitted (example: 303031234) no hyphen. For non-Georgia licensees, please ensure this field is filled. CCYYMMDD M = Male or F = Female (must NOT be blank) To indicate the violation involved an accident, where: Y = Accident N = No Right justified and leading zeroes fill. *If speed violation 406181, the speed and limit are required. For all other legal codes must be zero-filled. Required for speeding violation, indicating speed limit or zero fill.

227

Blood Alcohol Count

*See Field

3 Used with DUI right justify and

Comments

zero fill. For example 185 for .185%

BAC or 080 for .080% BAC.

Required if person under 21 years

old.

230

Violation. GA Legal

YES

12 Left-justify, space fill, no

Code

punctuation (i.e. dashes).

242

Vehicle Tag

YES

10 Left Justify, if available.

252

Commercial Vehicle

YES

1 Y = Yes, N = No

253

Commercial Driver Flag *See Field

1 Y=Yes/N=No

Comments

254

FILLER

255

Hazardous Material

N/A *See Field Comments

1 SPACE FILL 1 Y = Yes or N = No

256

Disposition Date

YES

8 Disposition Date: CCYYMMDD.

Must be Greater than VIOLATION

DATE. (ex. 20031225 = December

25, 2003)

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FIELD

POSITION FIELD NAME

264

Disposition Code

265

Court Suspension/

Revocation

266

Court Suspension

Expiration Years

267

Court Suspension

Expiration Months

269

Court Suspension

Expiration Days

272

License Disposition

Code.

273

Filler

284

Drivers License Class

286

Drivers License Issue

Date

Required? YES
*See Field Comments
*See Field Comments *See Field Comments *See Field Comments YES
N/A *See Field Comments *See Field Comments

BYTES 1 1
1 2 3 1 11 2 8

FIELD COMMENTS: Outcome of court decision, where; 1 = Convicted, 2 = Bond Forfeiture, 3 = Plead Guilty, 4 = Nolo. ANY OTHER CODE WILL BE REJECTED Court Suspension/Revocation indicator where; 0 = No Suspension / Revocation 1 = Court Suspension 2 = Court Revocation 4 = No points assessed due to driver's completion of improvement course(s). Must accompany a court order noting the "no points" condition. For court suspension there must be a corresponding suspension length (pos nnn-nnn). All Mandatory citations will generate a state level suspension. Space fill this field unless the court is adding an additional court imposed suspension to the one automatically generated by DMVS. Required if Court Suspension/Revocation Flag set to: 1, 2, 3, or 4. Court ordered suspension expiration years or zero fill Required if Court Suspension/Revocation Flag set to: 1, 2, 3, or 4. Court ordered suspension expiration months or zero fill Required if Court Suspension/Revocation Flag set to: 1, 2, 3, or 4. Court ordered suspension expiration days or zero fill. Y = License mailed to DMVS, N = Not mailed to DMVS. L = Lost License Affidavit. For DMVS Usage only. Class of License * Required when License Disposition Code = `Y'. Format: CCYYMMDD * Required when License Disposition Code = `Y'. (ex. 20031225 = December 25, 2003)

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FIELD POSITION
294
295 296
303 307 311 315 316 327 334 340
350

FIELD NAME Service Indicator

Required? YES

Interlock Code

YES

Total Citation Fine

YES

Amount

Error Code 1

N/A

Error Code 2

N/A

Error Code 3

N/A

Fatal Accident Flag

NO

Court Microfilm Number *See Field

Comments

FILLER

N/A

FILLER

N/A

Batch Number

N/A

End of Record Marker

YES

BYTES 1
1 7
4 4 4 1 11 7 6 10
1

FIELD COMMENTS: 0 = None 1 = Habitual Violator 2 = Suspension/Revocation 9 = Unknown This code comes from DPS-1190, official notice of Suspension and service by court. Valid codes: `Y' = Yes: Interlock ordered, `N' = No Order Right justified zero fill. For cents, include decimal point and 2 positions for cents. Include all add-on charges in this amount. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. FOR FUTURE USE If the data was microfilmed at the court, please enter the numeric data here. If no number, fill with zeroes. DMVS use only Space for future fields Loaded by DMVS from the header record from the court. Courts should leave this blank on a new citation (CN). Court must load the original batch number on all citation correction (CC) records. Field will have an X.

Position #1 The Transaction Code can be either Citation New (CN) or Citation Correction (CC). "N" is for new transmissions of a UTC. "C" is for corrected UTCs that are being resubmitted. See Position #340 for detailed instructions on any "CC" transaction.

If DMVS sends a record back to the courts for correction, it will have the transaction code of Citation Error (CE) in the transaction code. Additionally, the batch number from the original batch will reside in the record being sent back to the courts. The courts will not use the "CE" transaction code to send back to DMVS. The corrected record will use the "CC" transaction code with the original batch number in the corrected record.

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5.3.2 FTA Record Requirements (350-Byte Record)
All fields are left justified and space filled unless specified otherwise.

FIELD

POSITION FIELD NAME

1

Transaction Code

3

Filler

21

Court Case Number

36

Issuing Agency's NCIC

state code.

38

Issuing Agency's NCIC

Number

45

Citation Number

56

Violation Date

64

Violation County

89

GA or State Code for

Driver License

91

Drivers License number

116

Name

151

Address

Required? YES N/A YES YES
YES
YES YES YES YES YES
YES

BYTES 2 18 15 2
7
11 8 25 2 25 35
35

FIELD COMMENTS: FN = FTA New, FC= FTA Change, FE= FTA Error When FE, record is being returned to Court Leave Blank Number used by court to identify and/or track their copy of the citation. National standard state code for the Law enforcement Agency that ISSUED/WROTE the citation 1st 2 characters of NCIC code. e.g. `GA' NCIC number on the citation. This is the National standard state code for the Law enforcement Agency that ISSUED/WROTE the citation. Example for the Georgia State Patrol would be `GSP3600'. Preprinted number at the top right of the citation Right Justify Zero fill (example: 00001254877) Format: CCYYMMDD County Name the violation occurred. Stated as "LOCATION OF VIOLATION" on the physical FTA. `GA' or state abbreviation for out-ofstate drivers Left justify with proceeding space fill (Example: `12345789___________________'). Format: Last, First, Middle, Suffix Note: There is a comma between Last, First, Middle, and Suffix. (Example: Doe,John,Billy,III) Space fill or Address required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled.

186

City

YES

201

State

YES

203

Zip

YES

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15 Space fill or City required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled.
2 Space fill or State required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled.
9 Zero fill or Left justify Zip required
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FIELD POSITION
212 220 221 230
242 252 296
303 307 311 307 340
350

FIELD NAME
Date of Birth GENDER Filler Violation. GA Legal Code
Vehicle Tag FILLER Total Citation Fine Amount
Error Code 1 Error Code 2 Error Code 3 FILLER Batch Number
End of Record Marker

Required?
YES YES N/A YES
YES N/A YES
N/A N/A N/A N/A N/A
YES

BYTES
8 1 9 12
10 44 7
4 4 4 25 10
1

FIELD COMMENTS: if Drivers License Number is omitted (example: 303031234) no hyphen. For non-Georgia licensees, please ensure this field is filled. CCYYMMDD M or F (must NOT be blank) Leave Blank Left justify, space fill, omit punctuation, i.e. dashes. (Note: On the actual physical document the field is called "SECTION VIOLATED"). Left Justify, if available. Leave Blank Right justified zero fill. For cents, include decimal point and 2 positions for cents. Include all add-on charges in this amount. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. Leave Blank Loaded by DMVS from the header record from the court. Courts should leave this blank on a new citation (CN). Court must load the original batch number on all citation correction (CC) records. Field will have an X.

5.3.3 FTA Withdrawal (FTA Release) Record Requirements (350-Byte Record) All fields are left justified and space filled unless specified otherwise.

FIELD

POSITION FIELD NAME

1

Transaction Code

3

Filler

21

Court Case Number

Required? YES
N/A YES

BYTES 2
18 15

FIELD COMMENTS: WN = Withdrawal New, WC= Withdrawal Change, WE= Withdrawal Error. When WE, record is being returned to Court Leave Blank Number used by court to identify and/or track their copy of the citation.

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FIELD POSITION
36

FIELD NAME Issuing Agency's NCIC state code.

38

Issuing Agency's NCIC

Number

45

Citation Number

56

Violation Date

64

Violation County

89

GA or State Code for

Driver License

91

Drivers License number

116

Name

151

Address

186

City

201

State

203

Zip

212

Date of Birth

220

GENDER

221

Filler

Required? YES YES
YES YES YES YES YES
YES YES YES YES
YES YES N/A

BYTES 2
7
11 8 25 2 25 35
35
15
2
9
8 1 9

FIELD COMMENTS: National standard state code for the Law enforcement Agency that ISSUED/WROTE the citation 1st 2 characters of NCIC code. e.g. `GA' NCIC number on the citation. This is the National standard state code for the Law enforcement Agency that ISSUED/WROTE the citation. Example for the Georgia State Patrol would be `GSP3600'. Preprinted number at the top right of the citation Right Justify Zero fill (example: 00001254877) Format: CCYYMMDD County Name the violation occurred. Stated as "LOCATION OF VIOLATION" on the physical FTA. `GA' or state abbreviation for out-ofstate drivers Left justify with subsequent space fill (Example: `12345789___________________'). Format: Last, First, Middle, Suffix Note: There is a comma between Last, First, Middle, and Suffix. (Example: Doe,John,Billy,III) Space fill or Address required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled. Space fill or City required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled. Space fill or State required if Drivers License Number is omitted. For non-Georgia licensees, please ensure this field is filled. Zero fill or Left justify Zip required if Drivers License Number is omitted (example: 303031234) no hyphen. For non-Georgia licensees, please ensure this field is filled. CCYYMMDD M or F (must NOT be blank) Leave Blank

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FIELD POSITION
230
242 252 296
303 307 311 307 340
350

FIELD NAME Violation. GA Legal Code
Vehicle Tag FILLER Total Citation Fine Amount
Error Code 1 Error Code 2 Error Code 3 FILLER Batch Number
End of Record Marker

Required? YES
YES N/A YES
N/A N/A N/A N/A N/A
YES

BYTES 12
10 44 7
4 4 4 25 10
1

FIELD COMMENTS: Left justify, space fill, omit punctuation, i.e. dashes. (Note: On the actual physical document the field is called "SECTION VIOLATED"). Left Justify, if available. Leave Blank Right justified zero fill. For cents, include decimal point and 2 positions for cents. Include all add-on charges in this amount. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. Error code generated by DMVS on CE, FE, and WE. Leave Blank Loaded by DMVS from the header record from the court. Courts should leave this blank on a new citation (CN). Court must load the original batch number on all citation correction (CC) records. Field will have an X.

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5.4 Footer Record Requirements (350-Byte Record) All fields are left justified and space filled unless specified otherwise.

FIELD

POSITION

FIELD NAME

1

Record Header

6

Record Footer ID

15

Number of Records Sent

to DMVS

22

Submission Date

30

Number of records

received

37

Number of records

processed

44

Filler

51

Number of NON-

MATCHING records held

by DMVS.

58

Error Code

60

Number of Duplicate

CITATIONS

67

Number of DROPPED

Citations

74

Total Error Records

81

Filler

350

End of Footer Record

BYTES 5 9 7
8 7 7 7 7
2
7 7
7 269
1

FIELD COMMENTS: Value must be "Stop " (the word stop, then a single space) Court State Code + NCIC Number (e.g. GA123456J) Required: Number of records sent by the courts in the upload file. Do not include the header and footer records in this count. DMVS Generated DMVS Generated
DMVS Generated. This field will define number of records processed. Reserved for future use. DMVS Generated on an error file to be sent to the court. This field is the number of records processed successfully BUT not found in the driver's license database. DMVS Generated. This field is populated when FTP errors occurred and DMVS will send the ENTIRE file back to the court and will NOT be processed. DMVS Generated. This field will define the number of duplicate citations. DMVS Generated. This field will define the number of citations that match the defined list of Georgia Legal Codes that DMVS accepts. Number of error records returned from the mainframe. Reserved for future use. Value should be an "X".

Item 1 Record Footer is used for naming the last record in the file. This first field of this record must always be populated with "STOP " in upper case or lower letters. The entire file will be rejected if the Record Footer is populated incorrectly. The "STOP" should have a space (blank) afterwards (e.g. "STOP_" underscore indicates blank space.).

Item 2 Record Footer ID is another verification to identify which Court is sending the file. If the state code and NCIC are not in the footer record or if they do not match the state code and NCIC in the header, the entire file will be rejected.

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Item 3 Number of Records Sent is the total number of records sent by a court in the file. It is used to verify that all records were processed from the input file. The count should not include the header or footer record. If the number of detail records (UTCs + FTAs, + FTA Withdrawals) does NOT match the number in this field, the entire file will be rejected. Item 4 Submission Date is a field that will be populated by DMVS indicating the date as to when the file was received.
Item 5 Number of Records Received is a field that will be populated by DMVS indicating the number of records received in a file. This number must match the number provided in Item 3.
Item 6 During the error return process, the Number of Error Records Returned will be generated by DMVS and included in the file being returned to the court.
Item 7 Number of Records Matched is the field that will be populated by DMVS indicating the number of records that were successfully processed and matched to an existing record in GECPS. This information will be provided in the email confirmation to the court confirming the processing of the data.
Item 8 Error Code is the field that will be populated by DMVS indicating an initial edit error that caused an entire file to be rejected. The initial edit sequence will be checked by invalid NCIC, invalid header/footer record, record count error, and transaction mode error in that order. See section 7.7.2 Transmission Problems Email for sample email the court will receive.
Item 11 End of Footer Record Marker must have the value of "X".

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5.5 Error Codes and Definitions 5.5.1 File Error Codes This section defines the error codes that will be used by DMVS upon returning an ENTIRE file for court correction.

Note: If any transmitted files have formatting or positional errors in the email address field(s), the entire file(s) will be processed by DMVS but NO emails will be sent out due to the email addresses are not correct. It is totally up to the court ensuring the email addresses are accurate and positioned correctly in the header record. The file(s) will be processed by DMVS but the "_err" will not be added to the file name, file is in error. When this occurs, no email notification can occur.

Error Code 01 02 03 04 05 06 07 08 09 10 11 13

Error Description Invalid Header AND/OR no "X" at the end of the record Invalid Footer AND/OR no "X" at the end of the record Invalid File Name Invalid Record Length AND/OR no "X" at the end of the record Invalid/Missing Batch Number Duplicate New record received Duplicate Correction record received Trailer Record/Actual Detail Record Count Mismatch Invalid NCIC State Code (disposing court) Invalid NCIC Court Code (disposing court) Not approved for PRODUCTION processing SFTP Server Currently Unavailable, Try again later

This section defines error codes that will be used by DMVS upon returning INDIVIDUAL RECORDS for court correction.

5.5.2 Record Error Codes

Error Codes 1003 1007
1009 1010 2003 2002 2014 2033 2042 2043 2046 2048 2049 2050 2051

Error Description Invalid Date Violation Date, Disposition Date or Process Date Field must be numeric Actual Speed, Speed Limit, Blood Alcohol, Court Suspension Years, Court Suspension Months, Fine Amount, or Court Suspension Days. Duplicate or Citation already on File Future Date Violation Date, Disposition Date, or Process Date State Code is invalid (may be and invalid or unrecognized foreign country code) Driver Not Found (Georgia Driver was assumed based on data sent to DMVS) Gender Code is invalid Missing License State Multiple Drivers found on the DMVS database Drop Citation Citation not required by DMVS Missing Violation Date Invalid or Missing Citation Number or Case Number Invalid Legal Code Drop Second Controlled Substance Violation Invalid Accident Flag (Must be `Y' or `N')

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Error Codes 2052 2053 2054 2055 2057 2058 2059 2060 2062 2063 2064 2066 2067 2077
2078 2079 2093 2094 2095 2096 2098 2106 2153 2177 2188 2186 2197 2195 2196 2223 2227 2232 2278 2290 2295 2296 2297 2342 2346 2710 2711

Error Description Actual Speed needs to be > 0 (for Legal Code 40-6-181) Speed Limit = 0 (for Legal Code 40-6-181) Speed Limit > Actual Speed (for Legal Code 40-6-181) Speed Limit > 70 (for Legal Code 40-6-181) Invalid Commercial Vehicle Violation Flag (Must be `Y' or `N') Invalid Hazard Material Flag (Must be `Y' or `N') Invalid Issuing Agency Invalid License Disposition Code (Must be `Y', `N', or `L') Invalid Court Code Failed to locate the violation using the information provided. Invalid Service Indicator (Must be `0', `1', `2', or `9' Invalid Court Suspension Code (Must be `0', `1', `2', or `4') Invalid Court Disposition Code (Must be `1', `2', `3', or `4') Court Suspension Expiration Months > 12 OR Court Suspension Expiration Days > 363 Failed to locate a suspension rule using the information provided Invalid Suspension Code Missing Driver State (Address) Missing Driver Address Missing Driver City Missing Driver Zip Code Invalid Court Code for Suspension Invalid Citation Source Code Missing Drivers License Class Flag when License Disposition Flag = `Y' or `L' Missing/Invalid Drivers License Issue Date when License Disposition Flag = `Y' or `L' Surrender Date cannot be less than Issue Date License not found when License Disposition Flag = `Y' or `L' FTA arrived after Citation Invalid Interlock Code (Must be `Y' or `N') Court Suspension Length specified but Court Suspension Code = 0 Legal Code = 3323A2 "Possession by a Minor" Suspension could not be found Date of birth required Court Suspension Code Missing Court Suspension Expiration Fields > 0 Missing Legal Code Actual speed > 150 (for Legal Code 40-6-181) Disposition Date is less than Violation Date Speed Limit < 15 (for Legal Code 40-6-181) Invalid CDL Flag (Must be `Y' or `N') Invalid Transaction Code Cannot submit FTA electronically for other state's driver, use form DS-912 Cannot Negate FTA electronically for other state's driver, use form DS-912

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Section 6.0 Registration And Testing
6.1 GECPS Registration
The GECPS registration process establishes an account and contact information with DMVS.
1. The potential registrant goes to the GECPS Court Registration page at: https://online.dmvs.ga.gov/gecps/reg.aspx, enters the pertinent information and clicks on the "Submit" button.
2. Each Court must have an NCIC code for use of the GECPS submission process. All data transmitted by a court must be submitted using the valid NCIC code for which they are registered. Any organization transmitting data for multiple courts must identify individual court files using the unique NCIC code. If the court does not have an NCIC, prior to registering, contact the GBI. Additionally, all Georgia Court's NCIC number MUST end with the letter "J" (e.g. GA123456J). If your NCIC does NOT, contact GBI prior to registering to receive another NCIC number. GBI Contact Information to receive new NCIC (a.k.a. ORI): Isaac E. Beard, CJIS Network Data Communication Analyst Georgia Crime Information Center EMAIL: Isaac.Beard@gbi.state.ga.us Phone: 404.270.8428

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************************************************************* ATTENTION: ALL VENDORS that support MULTIPLE COURTS ************************************************************* Please send an email to GECPS@dmvs.ga.gov with the information below in lieu of multiple entries on the registration site. "Multiple Court Registration - New GECPS Courts" MUST be in the subject line. The information below must be included for each court.
Courts must provide the following information to be considered:
General Information Court Name, NCIC, Court's Federal Tax ID, Business Phone Number, Fax Number, Mailing Address, City, JURISDICTION COUNTY, GEORGIA (state is defaulted), Postal Code (Zip Code)
Primary Business Contact Information First Name, Middle Initial, Last Name, Phone Number, Fax Number, Email Address
Primary Technical Contact Information First Name, Middle Initial, Last Name, Direct Phone Number, Fax Number, Email Address
Vendor Information (if applicable): Contact Person's Name, Mailing Address, City, State, Phone Number

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3. When completion of registration request, the email addresses entered on the website will receive an auto-generated message confirming the request.
Sample email generated after GECPS registration request.
From: GECPS@dmvs.ga.gov Sent: Tue 7/20/2004 11:16 AM To: Judge Joseph Dredd Subject: GECPS Registration Received!
DMVS has received your court's request for GECPS registration.
Please review and download the GECPS User Implementation Guide to prepare your front-end application(s) to interface with GECPS at: https://online.dmvs.ga.gov/gecps/guide.aspx.
GECPS will transmit records in error back to the courts. All records in error transmitted back to the courts are for the purposes of COURT CORRECTION and COURT RETRANSMISSION of CORRECTED RECORDS to DMVS PROMPTLY. This includes all DPS-32 Uniform Traffic Citation, Summons, Accusion/Warning, DS-912 Failure to Appear, and DS-912 Failure to Appear Suspension Withdrawal (Failure to Appear Release) records.
As of July 1, 2005, DMVS will NO LONGER accept any conviction reports processed electronically by any means other than via the GECPS process.
You will be notified upon verification of the information provided in your registration EFORM.
If you have any questions, you may email DMVS at: GECPS@dmvs.ga.gov.
NCIC: GA123456J Registration Received: 07/20/2004
4. DMVS will complete the SFTP setup. The NCIC number will become the Court Customer ID. The User ID(s) and Password(s) to log on to the SFTP Server will be administered by DMVS.
The SFTP logon information will be e-mailed to each Court's assigned GECPS Account Administrator who must distribute appropriately.
If there are any questions about registering for GECPS, please email DMVS at GECPS@dmvs.ga.gov.

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6.2 GECPS Testing
This testing section applies to all Courts desiring to submit UTC information electronically to DMVS.
Once the GECPS registration process is completed the Court may begin testing connectivity, validation of records, and error processing. GECPS processing in Test Mode mirrors Production Mode. You will be notified by DMVS personnel when testing is completed and the system is ready to receive production data.
6.2.1 Testing via SFTP
To test via SFTP, a court needs to ensure that the Transaction Mode indicator in a file's header record is marked "T" for test. All Courts transmitting via SFTP will be required notify DMVS before transmitting their initial load in Production Mode. Courts desiring to send test files after their initial load will be allowed to do so by indicating such in the header record. The test system will be similar to an actual production transmission.
If there are any questions about testing for GECPS, please email DMVS at GECPS_TESTING@dmvs.ga.gov (NOTE: An underscore character "_" separates GECPS and TESTING in this email address).

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Section 7.0 Appendices
7.1 Senate Bill 229 was passed and signed into law during the 2003-2004 Georgia General Assembly's Legislative Session.
Senate Bill 229 By: Senators Lee of the 29th and Bowen of the 13th AS PASSED
AN ACT
To amend Code Section 40-5-53 of the Official Code of Georgia Annotated, relating to when courts are to send licenses and reports of convictions to the Department of Motor Vehicle Safety, so as to change certain provisions relating to forwarding of information and fees; to provide an effective date; to repeal conflicting laws; and for other purposes.
BE IT ENACTED BY THE GENERAL ASSEMBLY OF GEORGIA: SECTION 1.
Code Section 40-5-53 of the Official Code of Georgia Annotated, relating to when courts are to send licenses and reports of convictions to the Department of Motor Vehicle Safety, is amended by striking subsections (b) and (c) and inserting in lieu thereof the following: "(b) Every court in each county of this state having jurisdiction over offenses committed under this chapter and Chapter 6 of this title or any other law of this state or ordinance adopted by a local authority regulating the operation of motor vehicles on highways shall forward to the department, within ten days after the conviction of any person in such court for a violation of any such law other than regulations governing speeding in a noncommercial motor vehicle for which no points are assigned under Code Section 40-5-57, standing, or parking, a uniform citation form authorized by Article 1 of Chapter 13 of this title. Notwithstanding any other provision of this title, in satisfaction of the reporting requirement of this subsection, the courts of this state may transmit the information contained on the uniform citation form by electronic means, provided that the department has first given approval to the reporting court for the electronic reporting method utilized. The department shall pay to the clerk of the court forwarding the required report 40 for each report transmitted electronically and 10 for each report transmitted otherwise; and notwithstanding any general or local law to the contrary, the clerk shall pay such fees over to the general fund of the city or county operating the court."
SECTION 2. This Act shall become effective on July 1, 2003.
SECTION 3. All laws and parts of laws in conflict with this Act are repealed.

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7.2 DPS-32: Uniformed Traffic Citation (Sample)

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7.3 DS912 Failure to Appear (Sample)

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7.4 DS-912 Failure to Appear Withdrawal (FTA Release) (Sample)

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7.5 DMVS Rules and Regulations

DMVS Rules and Regulations associated with the GECPS project can be found at http://www.dmvs.ga.gov/rules/.

7.6 License Classes

Valid License classes for Georgia Driver's Licenses:

Class

Class Description

A Tractor/truck trailer combination > 26,000 lbs

AM Tractor/truck trailer combination > 26,000 lbs, and motorcycle AP Tractor/trailer learner's permit B Bus or straight truck >26,000 lbs BP Bus or straight truck learner's permit

BM Bus or straight truck > 26,000 lbs, and motorcycle C Regular

CM Regular plus Motorcycle

CP Learner's permit D Provisional license DM Provisional license w/ motorcycle ID Identification card M Motorcycle MP Motorcycle learner's permit

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7.7 Email Notification Examples

7.7.1 SFTP Transmission Successful Email Note: All emails can have the MODE of "TEST" or "PRODUCTION". Note: The Court's NCIC will be apart of the subject line of all GECPS-generated emails.

-----Original Message-----

From: GECPS@dmvs.ga.gov

Sent:

Thursday, January 29, 2004 11:49 AM

To:

CourtClerk@TestCourt.com, DataEntryManager@TestCourt.com,

IT_Manager@TestCourt.com

Subject: GA123456J SFTP Successful

NCIC: Batch Number: Date Submitted: Mode:

GA123456J 1234567890 01/15/2004 TEST

Your transmission was successfully received.

Records Sent:

150

Records Received: 150

Contact GECPS@dmvs.ga.gov if you have any questions.

7.7.2 Transmission Problems Email

-----Original Message-----

From: GECPS@dmvs.ga.gov

Sent:

Thursday, January 29, 2004 11:49 AM

To:

courtclerk@testcourt.com, dataentrymanager@testcourt.com, itmanager@testcourt.com

CC:

GECPS@dmvs.ga.gov

Subject: GA123456J SFTP Successful with Problems

NCIC:

GA123456J

Batch Number:

1234567890

Date Submitted:

01/15/2004

Mode:

PRODUCTION

Error Code: 01

Your transmission was received. There WERE problems with your transmission...

Check your OUTPUT Directory. This file will NOT be processed. Correct and resend.

Records Sent:

150

Records Received: 115

Contact GECPS@dmvs.ga.gov for any questions.

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7.7.3 Process Detail Email

-----Original Message-----

From: GECPS@dmvs.ga.gov

Sent:

Thursday, January 31, 2004 05:50 AM

To:

CourtClerk@TestCourt.com, DataEntryManager@TestCourt.com,

3rdPartyVendor@TechieCompany.com

Subject: GA123456J PROCESS SUMMARY

NCIC: Date Processed: Mode:

GA123456J 01/31/2004 TEST

Process Summary for Batch Number 1234567890

Records Sent:

150

Records Received: 150

Processed Records: 125

Held Records:

010

Duplicate Records: 005

Dropped Records:

005

RECORDS IN ERROR: 000

Contact GECPS@dmvs.ga.gov if you have any questions.

7.7.4 Error Notification Email

-----Original Message-----

From: GECPS@dmvs.ga.gov

Sent:

Thursday, January 31, 2004 05:50 AM

To:

CourtClerk@TestCourt.com, DataEntryManager@TestCourt.com,

3rdPartyVendor@TechieCompany.com

CC: ,

GECPS@dmvs.ga.gov

Subject: GA123456J ERROR NOTIFICATION

NCIC: Date Processed: Mode:

GA123456J 01/31/2004 PRODUCTION

Process Summary for Batch Number 1234567890

Records Sent:

150

Records Received: 150

Processed Records: 125

Held Records:

010

Duplicate Records: 005

Dropped Records:

005

RECORDS IN ERROR: 005

***Pick up error records in the output directory***

Contact GECPS@dmvs.ga.gov if you have any questions.

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7.8 GECPS Testing Signoff Procedures
To be approved for production: 1. A court must successfully transmit THREE test files that contain no structural errors (see section 5.5.1 of this document). Items to be tested include: adherence to file naming standards, record lengths, and header/footer formats. This would prove the court has the ability to set up files and transmit to DMVS via SFTP accurately. 2. Each of the three test files must contain at least THREE records. Each transaction type CN, FN, and WN must be included at some point within one of the three files. It is not necessary to include all three transactions in all three required files. It is only required that all three transactions be present in at least one of the three required files. 3. Data Correction Testing: o Any record that is returned to the court by DMVS due to error (see section 5.5.2 of this document) must be retransmitted with the appropriate corrections, as identified by the error code(s). The returned record must contain the proper correction transaction code (e.g. CC, FC, or WC). o If no errors are generated from the three required files, then there is nothing for the court to correct. For this reason DMVS does advise that each court testing intentionally send at least one record with a known error (e.g. missing license state code, invalid legal code, etc.). This will ensure that the court has an accurate method for record correction.

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7.8.1 Testing Signoff Checklist Form

GECPS Testing Signoff Checklist

Recorded by:

DMVS Enterprise Operations

GECPS Court

Court NCIC:

Court Name:

Task
File naming standards adhered to (e.g. ".txt" full 10 positions for batch number, NCIC included, underscore between the NCIC and batch number?). Files formatted per specifications?

Completed (Y/N)
YES NO
YES NO

Records formatted per specifications?

YES NO

Comments

Header record lengths 350 characters?
Transaction record lengths 350 characters? Footer record lengths 350 characters?
"X" in all 350th positions of each record (headers, transactions, footers)?

YES NO
YES NO
YES NO
YES NO

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Testing Signoff Checklist Form (continued)

Court NCIC:

Court Name:

Successful Transmission #1 with at least THREE transaction records? (No file errors generated) Successful Transmission #2 with at least THREE transaction records? (No file errors generated) Successful Transmission #3 with at least THREE transaction records? (No file errors generated) Any transaction records in error?

YES NO
YES NO
YES NO
YES NO

Were ALL record(s) in error returned to DMVS as corrections?

YES NO

Testing Complete:

(signature/date)

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7.9 GECPS Production Implementation Procedures
Implementation Procedures: 1. DMVS call the court to inform the court that the GECPS testing phase is complete and the court is ready for production implementation. DMVS will discuss the implementation date with the court. Once both parties agree on a date, no additional testing will occur. 2. DMVS will follow-up the phone call with a confirmation email noting the scheduled date of implementation. 3. The FIRST production mode file should have no more than 25 transaction records.

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7.9.1 GECPS Production Implementation Checklist Form

GECPS PRODUCTION Implementation Checklist

Upon successful implementation to production, it will NO LONGER be required to send paper DPS-32, DS-912 FTAs, or DS-912 FTA Releases to DMVS.

Recorded by:

(Signature/Date)

Court NCIC:

Court Name:

Task GECPS Testing Signoff Form COMPLETE? Phone call to court representative notifying satisfactory results from testing and readiness for production. Was implementation date discussed?
Was the court notified that no additional test files should be sent to DMVS? Follow-up email sent to court confirming agreed upon date of implementation.

Completed (Y/N)
YES NO YES NO
YES NO YES NO
YES NO

Comments

Scheduled Implementation:
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7.10 DMVS GECPS Contact Information

General DMVS GECPS Contact Information

Websites:

http://www.dmvs.ga.gov https://online.dmvs.ga.gov/gecps/

TESTING PHASE: During the testing phase, when transmission methods, data formats, and error processes are being validated, please contact DMVS at the following email address. Please include pertinent information in the subject line of the email. The email should include a detailed description of the problem(s) you have encountered or a specific question(s). A technician will be assigned to work with you based on the nature of the problem(s).

Testing Phase E-mail Inquiries: GECPS_TESTING@dmvs.ga.gov (NOTE: An underscore character "_" separates GECPS and TESTING in this email address).

PRODUCTION PHASE:

Troubleshooting Procedures:

Below are procedures for handling the error code "2002 Driver Not Found": 1. For three or more citations or FTAs with error code 2002, please fax a copy of each to 678.413.8894. Make sure that the faxed documents are accompanied by a fax coversheet with the courts official letterhead. Include the court's NCIC number, Court Clerk's name and phone number, primary business contact name and phone number, and a brief description of what is included in the fax. FAX should be to the attention of Beverly Tankersley. Make sure to include the court's return FAX number. DMVS will review the information and attempt to find resolutions. Upon resolution(s) found, DMVS will contact the court with the necessary information. The court will make corrections to the data and re-send the corrected errors to DMVS via GECPS. 2. Any court that requires DMVS to research Driver information for less than three errors with error code 2002, please contact Beverly Tankersley at 678.413.8847 or btankersley@dmvs.ga.gov.

All other production questions/issues regarding, error correction or technical support, should be reported via e-mail to DMVS at GECPS@dmvs.ga.gov.

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