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When do we use this?
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Introduction
Municipal clients located within Ontario have specific processes for violation offences to be sent through. The two relevant processes are the POA (Provincial Offenses Act) or and the AMPS (Administrative Monetary Penalty System). Municipalities will prescribe to one process or the other of these processes.
OPS-COM supports most aspects of the POA process and is considered as a Permitted Recipient under ARIS rules. The POA process includes sending out to the Transportation process is used when a violation is given to a vehicle that has no user information present within the system.
This process involves sending out vehicle data to the transportation authority (MTO) for more information and ultimately sending unpaid violations to receive additional user information, so any outstanding violations on the vehicle can be sent to court for collections.
This article will explain the process involved in the life-cycle of a violation for one municipality in Ontario, including interactions with the Ministry of Transportation (MTO) and the Ontario Court court system.
It is important to note these violations would be issued to a vehicle by license plate number. Unless this the driver is a registered user in the OPS-COM system, the actual owner of the vehicle would not be known.
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You A client must be setup beforehand to use the MTO Lookup and the Court Requested Conviction status and workflow. This This could require custom development fees to handle your the client’s setup. Currently, this process is only available for use within the Ontario Courtcourt system. In addition to the OPS-COM setup, you the client must work with the MTO to become an Authorized Requester of the MTO information. You can start this process The process can be started by contacting ARIS@ontario.ca and requesting a RAW data Accountaccount. Contact Please contact your sales representative for more information. |
An Example
For this example, our Municipal client Consider a municipal client that has the following violation life-cycle:
Ticket A violation is issued with 7 days to pay during which the fine amount may be discounted.
On the 8th day, the fine is no longer discounted.
Weekly, all tickets that have reached their 15th day of non-payment are sent to the MTO to do a lookup of relevant driver info.
Once the MTO information comes back, we will have driver info The MTO will send a return file containing the driver information for the vehicle involved in the violation, including address and driver's license number, to store be stored temporarilyin our the database. Letters of impending conviction
Notice letters can be issued to drivers
who have not paid their
violations.
This is done using the letter
report
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If the violation is still outstanding on day 65 it will be sent to court and an additional court fee can be applied to the violation.
A file can be generated that is compatible with the Ontario
court system if upload is available. In addition, a summary file can be generated to include all cases submitted to court in a particular timeframe.
When the ticket has been paid, the Court court will send a report back to the parking manager to let them know what the outcome was. OPS-COM Admins can then use the information in the report for information to process the payment on the violation within the OPS-COM system.
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Important Note about MTO InformationARIS rules dictate the use of MTO information. This information , requiring the information from the MTO is only temporarily stored to within the OPS-COM system. Once the ticket is cancelled or paid all information received from MTO Once a violation has been cancelled, paid, or sent to collections, all information from the MTO related to the violation will be purged from the system. |
Starting the Process
Let's take a closer look at the process. Up to the 15th day the violation is following the typical rules of OPS-COM. We will start the process at day 15 when the interaction with MTO beginsThe interaction with the MTO begins after a violation is past due.
The admin will run a weekly report to determine if there are outstanding violations in the system that have passed the 15 day mark. This would be gone unpaid for 7 days after they were marked as due. This is done using the ' Vehicle Lookup Export ' in OPS-COM. To get there click on the Violations Menu and hover over Collections.
Click Vehicle Lookup Export.
page.
This page can be found by following this menu tree:
Violations → Collections → Vehicle Lookup Export
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Vehicle Lookup Export Tool
The Vehicle Lookup Export Tool opens. In our example the search parameters areSeveral search options are present on the page:
Minimum number of violations
Vehicle province or state
Issue To search by issue date or by due date
Date range of the lookup
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Send for Lookup
This search returns 3 results.
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Clicking on export will generate a file to be sent to the MTO containing the license plate number of the vehicle that additional information is being requested for.
Notice there are various formats for this export:
Aris Raw Data Account: Used if you are with an ARIS client using raw format lookups.
Aris Abstract Account: Used if you are with an ARIS client using abstract format lookups.
Send to Collections: Used to send a report to a typical collections agency outside of the MTO process.
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A text file will be generated with the filename as SentToMTOSendToMTO-XX-XX-XX.txt where , with the X's are the date stamp (ie: SendToMTO-18-01-30.txt)
MTO Processing
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acting as placeholders for the timestamp at the time of file creation.
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MTO Export File
Here is a small sample of what the exported text file will look like.
Do not worry if it looks unformated or foreign as the The file is set up formatted in a custom format required for the MTO to lookup driver information.
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MTO Response File
The file that is returned from MTO Lookup will include Driver driver information such as the registered vehicle owner's name and home address.
This information is temporarily stored temporarily in the OPS-COM and is system. As governed by ARIS rules. The returned document , the information will be purged from the system after it is no longer needed.
The document returned from the MTO will look like the following:
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Simulated Response FileThere is an option to generate a mock version of an MTO response file using the file previously exported. This can be done using the Third Party Simulator page, located under the menu tree:
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Importing the MTO Response File
To import this the information received back from the MTO into the OPS-COM , click on the Violations Menu, hover over Collections and click on system, navigate to the Vehicle Lookup Import page found under the menu tree:
Violations → Collections → Vehicle Lookup Import
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The Vehicle Lookup Import file selector tool opens.
Choose the file that came back from MTO and navigate to the file you wish to select for import.
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Click the Import button. The following
A confirmation screen message will appear in the top right of the page.
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Generating Notice Letters
Once the information is has been imported, this information the data will be used to automatically populate the Notices of Impending Conviction. This letter only gets sent to the primary driver of the vehicle associated to the violation. Go to the populate any missing notice letter information.
Violations that have had MTO information associated to them can be viewed from the Letter Report page.
For more information on this process, refer to this article: https://ops-com.atlassian.net/wiki/x/JIBZB to see all your violations have information from MTO. Print the appropriate letters and mail them to the drivers.
After the notice letters have been printed, they must be sent to the drivers of the vehicles by mail.
Sending to Collections
If the ticket still remains unpaid for 65 daysafter the notice letter has been sent, it can is eligible to be sent to the Ontario court system for collection.
To do so, Click Violations tab, hover over Collections and click on Send to Court.
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Select Court Requested Conviction Fee to add the court fee to the violation.
Some municipalities will collections.
The page can be found under the menu tree:
Violations → Collections → Send to Court
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The number of days since the violation was issued can be specified, and violations that have not been issued a notice letter can also be included.
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An admin fee can be added to the violation on export.
Some municipalities have a fee and some may do not.
Generating the Ontario Court Report
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The page will then generate a file to be sent to the Ontario Court. This file is in a specific court approved format court system, named in the format of SendToCRC-XX-XX-XX.txt, with the X's acting as placeholders for the timestamp at the time of file creation.
The report generated by the system is in a format specified by the Ontario court system for processing, and must be customized for each municipality.
A summary file can be generated and exported to Excel.
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Important Note.
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It will look something like this:
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Client MTO CodesFor each client sending information to the MTO, there are 4 codes |
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required by the Ontario court system that must be set up on the client’s site. NOTE - |
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The client must request a RAW Data account from the MTO to use this process. |
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This system will not work otherwise. Here's a reference for all the provincial forms: https://ontariocourtforms.on.ca/en/provincial-offences-act-forms/ The provincial forms are:
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Agency Code starts at character - It is alphanumeric three letters followed by three numbers (It would look something like this BYL123)
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Disbursement Code starts at character - It is alphanumeric one letter followed by two numbers (It would look something like this M123)
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To set these codes up within the site, go to System Settings and select the Collections Component. Enter the values in |
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the designated |
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fields, and then click on save settings. |
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For |
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municipalities using the extra-detailed version of the |
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notice letter where one notice is sent out for each violation rather than in bulk, |
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the "Include All Unpaid Violations" setting |
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Click Violations, Collections, Export Sent to Court.
The
must be disabled. |
Generating the Ontario Court Report
A file can be generated and exported to Excel, containing a summary of all violations being sent to court in a particular time frame.
The page can be found under the menu tree:
Violations → Collections → Sent to Court Report
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This will open the Court Requested Conviction - Already Sent Report screen displays.
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Click export. In excel the summary report will be displayed.
You can print a copy Clicking on export will download an Excel file to the browser.
A copy can be printed to bring to court on the day of the hearings.
This It is exported in a the format that the court recommends.
recommended by the courts:
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Court Requested Conviction Fee
When you look one of these violations that was sent to court you will see that If a conviction fee was added on to the violations sent to court, it can be viewed when looking at the violation’s info page.
A record for the Court Requested Conviction (CRC) fee has will have been added.
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Flagging Paid Records
Now we will assume we have gotten back When a report for the Ontario Court that this ticket is paid.We need to flag them is received back from the court indicating a violation was paid, it must be flagged in the system as being paid. You run this report under the Collections menu as well. Choose the option "
The report to flag as paid is located under the collections menu, within the menu tree:
Violations → Collections → Flag as Paid by Court
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Pick
your Enter a date range and click Search.My ticket 7/1906 is shown. 
press the search button.
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A list of the violations that have been sent to court will be returned by the page.
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Click Flag as paid and the violation record will show the item as processed in the user's profile. These items will also show up to process all selected violations to be marked as paid.
Violations flagged as paid will also appear on the Daily Processed Report with Payment a payment type of "Paid by Court"
paid by court.
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Additionally, when you look looking at the vehicle information for this violation, the MTO information will have been purged from the system.
Note the vehicle shows No Associated Drivers.
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ImportantFor instructions on bypassing the complete Collections process and sending the item directly to Collections/Court, refer to this wiki article. |
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there are no associated drivers.
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Support Agent Notes |
Support Notes
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It is important to gather custom information from our clients in order to identify that specific client in the export to court report. For each client sending information to the MTO, there are 4 codes we would need to put in place.
MUST BE A RAW DATA REQUEST from MTO
Here's a reference to all the provincial forms: https://ontariocourtforms.on.ca/en/provincial-offences-act-forms/
They are:
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Case Jurisdiction starts at character 7 - It is a 3 digit number (Parry Sound is 658, Perth's is 073) This is repeated starting at character 61 and again at char. 190
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The Agency Code starts at character - It is alphanumeric three letters followed by three numbers (Parry Sound is BYL390, Perth's is BYL658)
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