WIJIS Gateway Data Certification Guidelines

PRELUDE:

Submitters,
You know the RMS data best of all. So, please help us to capture the anomalies within your (and your fellow submitters') records that we might've missed herein.

PLEASE REVIEW AND EDIT OR COMMENT ON THESE CRITERIA BY POSTING THEM TO THE WIJIS FORUM.

We appreciate your review of these criteria. You may want to start selecting the records in your RMS that apply to the various criteria herein.

WIJIS Justice Gateway Data Certification Guidelines -- DRAFT

THE CRITERIA:

These are the different data types (test types, record types) you may have provided to WIJIS.

1. Only the Last Name is present* in a pointer
2. Only First Name and Last Name are present in a pointer
3. Only Middle Name and Last Name are present in a pointer
4. Full name (Last, First and Middle) is present in a pointer
5. Date of birth is blank in a pointer
6. Only the Year is present in a pointer for date of birth
7. Only the Month and Year are present in a pointer for date of birth
8. Full date of birth (Month, Day, and Year) is present in a pointer
9. Activity Date is old, within 12 months of the absolute oldest activity date you have in your RMS
10. Activity Date is recent, within the last 12 months
11. Activity Date is midway between oldest and most recent provided
12. Supplementals (including sex, height, weight, hair color, & eye color), which are uploaded at your option
13. Record Holder Caption is uploaded in a pointer; this maps to the Justice Gateway's displayed Agency for that pointer
14. Record Caption is uploaded in a pointer; this maps to the Justice Gateway's displayed Caption for that pointer
15. juvenile sensitivity flag is uploaded in a pointer; this maps to meta-data juv displayed in the Justice Gateway's result row for that pointer
16. openInvestigation sensitivity flag is uploaded in a pointer; this maps to meta-data open displayed in the Justice Gateway's result row for that pointer
17. sexualAssault sensitivity flag is uploaded in a pointer; this maps to meta-data sx displayed in the Justice Gateway's result row for that pointer
18. Name(s) present in a pointer contains non-searchable characters, such as ņ or ö or other such characters

*To be schema compliant, you may provide pointers that have only a first name while having blanks for last and middle or that even have blanks for all name fields. However, you should consider withholding upload of such pointers since the Justice Gateway web application does not guarantee that pointers lacking a last name are retrievable in a search.

THE CERTIFICATION PROCESS:

Step A) Determine which of the listed data types (test types, record types) are those that you provided in your pointer upload. If you have additional data types or circumstances you feel are prudent to test, please include them and please help us understand by providing a description of the data type or circumstance.

Step B) For each data type (test type, record type) that you provided in your upload, please locate TWO records using different values for the search criteria.

Step C) Assure that what you see in the Justice Gateway corresponds to your RMS data. Note that names in your RMS may contain characters outside of the set of [A-Z, a-z, <space>, <apostrophe>, <hyphen>], but the Justice Gateway permits users to search for characters only within this set.  Therefore, an RMS may have a name 'Muņez', but the Justice Gateway would permit a search only for 'Munez'.  To faciliate a successful search on this example, the user can consider a 'Starts With' search for 'Mu', which would include among all the matching results the pointer(s) for 'Muņez' displayed.

Step D) Provide screen shots of each record both from your RMS and from the Justice Gateway. For sensitivity flags (15 - 17 above), you do not have to capture screen shots from your RMS should your RMS not display that kind of information; please see the data certification Summary Form for details.

Step E) Assure that, when you go to source on the Justice Gateway search results page, either

• the source record that comes up is indeed the correct record or
• the contact information that comes up is indeed the correct information or
• the response type, if neither of the above, that is shown is the correct response type

Sharing your certification test results:
For each data type (test type, record type) that you tested, please:

• create a separate email addressed to jim.lookabaugh@wisconsin.gov; it is just fine if you wish to consolidate multiple data types from the list into a single test (e.g. one test covering both 'only last name' & 'dob blank'); please do not confuse this with batching up multiple test results into a single email, which is something we ask you to please refrain from doing
• provide in the email's subject line the data type from the list above; if you elected to consolidate multiple data types into a single test, please include all the data types in the subject line
• attach all four screen shots (2 records per test and 2 shots per record - one shot from your RMS and the other from the Justice Gateway)
• in the body of the email, please indicate the date, time, and tester's name for when the test was conducted, which may not necessarily be the same for when you are sending the email
• in the body of the email, please indicate your assessment of whether or not the test was satisfied