Judicial Technology and Automation Committee
Division of State Court Administration
30 S. Meridian Street, Ste. 500
Indianapolis, IN  46204

Mary DePrez
Director and Counsel for Trial Court Technology

Pho: 317.234.2604
mdeprez@jtac.in.gov

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JTAC > Initiatives and Programs > JTAC - BMV Partnership JTAC - BMV Partnership

Overview

BMV MapThe Indiana Supreme Court’s Judicial Technology and Automation Committee (JTAC) and state Bureau of Motor Vehicles (BMV) are working together to help Indiana’s trial courts and clerks meet new federal rules requiring faster reporting of serious traffic violations by commercial drivers. The Federal Motor Carrier Safety Improvement Act requires that these major offenses be reported within 30 days in 2007 within 10 days by 2008.

In 1994, these traffic records took an average of more than 53 days to arrive at the BMV. Today, as a direct result of the JTAC project, the average time has dropped to 11 days. If Indiana does not meet the new reporting requirements, the state could lose $34 million a year in federal highway funds.

JTAC has developed a secure, web-based application — INcite (Indiana Court Information Technology Extranet) —that allows courts and clerks to transmit this data via the Internet — It is available to all Indiana counties at no cost.

Learn More About the BMV Project at JTAC's Project Blog

Get a PDF Factsheet about the BMV Project

BMV Phase I

This project is being funded in part with a $1 million grant from the Federal Motor Carrier Safety Administration (FMCSA). The grant was awarded to JTAC to create a system that allowed for the electronic transmission of infraction UTT (Uniform Traffic Ticket) information to the BMV.

These reports may involve a conviction, judgment, or reasons for a license suspension. More than $600,000 of the grant funds was distributed to courts and clerks in 70 of Indiana’s 92 counties for upgrades to existing case management systems, training, new computers, copiers and fax machines.

Before implementation of this system, most reports (using a form called an SR16) were sent to the BMV by mail. More than 10,000 paper forms were received by the BMV each week, requiring 20 full-time employees to enter the data into the BMV computer system. Since JTAC created INcite, processing time for SR16s has been cut by two thirds, and the number of courts sending information electronically increased from 30 when the project first began to 243 today—a 810 percent increase!

BMV Phase II

JTAC was awarded additional grant funds from the U.S. Department of Transportation to continue efforts to allow for even more electronic reporting, increasing efficiency and enhancing the safety of our highways by identifying dangerous drivers.

This new work will focus on allowing courts to transmit more serious traffic violations in real time and to electronically submit the Affidavit for Probable Cause and the Order of Conditional Probation (form SR17). This will ensure that appropriate driving privileges, suspensions, disqualifications and convictions will be posted on driver records in a timely manner as mandated by state and federal law.

JTAC will continue assisting courts who wish to move away from paper-based system, expanding proven technologies and bringing Indiana into compliance with state and federal laws.

BMV Phase III

On February 9, 2009, the BMV INcite application has been upgraded to now include OWI fields, and the OWI offenses are now available for you to enter and electronically submit them. The Search SR16 has been improved along with a Save Draft and Search Draft capability.

Options for Counties

  1. Upgrade existing local case management systems to send data to the BMV electronically.
  2. Use JTAC's web-based application called INcite (https://extranet.in.gov/JTAC/BMV/) to transmit data via the Internet. This option can be used by any court, but is especially valuable to those that do not have an electronic system or those that have one but cannot afford upgrades.

The INcite application offers many advantages over the hard copy SR16:

  • Transfer data securely via authentication and encryption
  • Eliminate costs to print and mail or fax SR16s, (courts still have the ability to print hard copy for local records)
  • Ensure SR16 data integrity via validation from the web form
  • Process SR16s faster due to submission of data electronically
  • Reduce SR16 manual data entry at the BMV
  • Receive activity reports summarizing all data submitted
  • Create multiple SR16s for the same defendant with multiple offenses and multiple SR16s for different events
  • Decrease data entry time by pre-populating data from BMV
  • Correct and retransmit previously rejected SR16s
  • Decrease in time for resubmission of fixed SR16 data that had problems upon initial submission
  • SR16 can be modified before transmission
  • SR16s are processed nightly, so drivers can be reinstated the next day
  • Keeps a log history of SR16s

JTAC staff is working with courts and clerks in each county to help determine which option is the best for them taking into account their current process.

Options for Clerks

  1. For all counties: Even if a County does not send information electronically, you can and should be in compliance with this mandate since Oct.1, 2005. You have the option to mail or fax the information to arrive at the BMV within the required 10-day timeframe.

    JTAC has developed a web-based option called INcite so conviction information can be sent through a secure Internet connection.
  2. Counties with no Internet access: Mail or fax the SR16 data. JTAC will work with each county on an individual basis.
  3. Counties with Internet access: JTAC has developed a web-based application called INcite to send conviction information through a secure Internet connection.
  4. Counties with CSI: CSI is working to upgrade courts to Version 9 to become compliant with Administrative Rule 9 and to electronically submit SR16s to BMV. JTAC staff has visited some CSI counties to understand and facilitate the process.
  5. Counties with Manatron (Gavel and Writs): Manatron is working to provide programming to allow SR16s to be electronically submitted to the BMV and JTAC is assisting.
  6. Counties with Maximus: Maximus is working to upgrade courts to CourtWorks 2.23 to electronically submit SR16s to the BMV. JTAC is available to assist.
  7. Counties with MHI: JTAC has developed a web-based application called INcite to send conviction information through a secure Internet connection.
  8. Counties with Keystone: Keystone is working to upgrade to version 2.2.8 or 2.2.9 to electronically submit SR16s to the BMV.
  9. Counties with Data Design, Inc.: Data Design, Inc. is presently installing the programming to allow SR16s to be electronically submitted to the BMV. JTAC is available to assist.
  10. Counties with another system: JTAC has developed a web-based application called INcite to send conviction information through a secure Internet connection.

Improved Efficiency and Safety

To ensure the BMV receives the UTT (Uniform Traffic Ticket) or SR16 form, some counties send in multiple copies of the same conviction information by mailing or faxing. This duplicates effort for county staff and the BMV.

Others do not send in SR16s at the time of conviction, but wait until after a grace period to receive a payment. This is not compliant with federal requirements and counties now know that convictions must be sent as soon as possible.

Sending conviction information via electronic transfer, mail or fax within 10 days brings Indiana into compliance and will ensure data on unsafe drivers is readily available, thus keeping our roadways safer for all Hoosiers.

Resource Links:

How The JTAC-BMV Team Works

JTAC serves as intermediary between vendors and BMV, reviewing their test files to see if CATS (the BMV system) will accept them before they even send them in.

JTAC provides Microsoft Word templates of the SR16 for those counties that are now filling them out by hand.

A daily BMV run is now scheduled, so SR16s sent before 6:00 PM will get processed each night and therefore on the record the following morning.

BMV Phase I: 70 counties received a total of $529,601 in grant funding for system upgrades, equipment and training. 14 counties received a total of $21,276 for equipment with BMV Phase I carryover grant funding.

BMV Phase II: 33 counties received a total of $86,772 in grant funding for system upgrades, equipment and training.

JTAC provided 478 one-on-one training sessions to local courts and clerks.

How to Get Started

JTAC - Staff is working closely with the BMV and will provide assistance.

If you have questions or problems, contact us toll-free at (888) 275-5822 or directly:

Keith Berry at keberry@jtac.IN.gov or 317-234-2876

Technical:
Rob Moore at rmoore@jtac.IN.gov or 317-234-3475

After hours/Holidays/Weekends:
Deb Arnett at darnett@jtac.IN.gov or 260-316-7623
Debbie Weatherholt at dweatherholt@jtac.in.gov

If you have any suggestions or feedback, please do not hesitate to contact us.

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