Description

Add Names is a special feature of NCAtrak that provides designated team members with the ability to add people to the database without immediately associating them with a case in NCAtrak. This feature is really designed for start-up when you want to get your database in NCAtrak populated with the names of children and/or offenders that you have served in the past without having to enter the entire case record for them.  It might also be used for special occasions when you want to add names to the database for searching purposes, (for example, the names of registered sex offenders in your community).

 

It is important to know that when you enter names into the database with this feature, you are not creating case records that will be included in your statistics reports about case activities.

 

Add a Name

  1. When you click Add Names in the Menu, the Personal Profile page will appear.
  2. If you think there is a chance this person you are entering is already in your database, click the ‘Look-up Person’ button to search the database before you enter the person.

A.     Click ‘View.’ If you do not see a match, click ‘Cancel’ and continue with your data entry.

B.      If there is a match but you have information that needs to be edited, click ‘Cancel’ then click ‘Bio.’ You will leave the Add Names function and you will go to this person’s Biography Tabs where you can make your edits. When you finish editing and saving, click ‘Home’ to return to the ‘Add Name’ function to continue adding names.

  1. Enter the person information.  The table below provides a description of the available data fields.
  2. When you have entered what you know, click “Save’ at the top of the tab.

 

Duplicate Check Message


If this person has the same name as another person already entered in the database, you will see a Duplicate Check Pop-up Window that will ask you to double check. The person(s) already in the database with the same name will be listed on the pop-up window.

  1. Click ‘View’ to see the information about the person on the list.
  2. If you find a match, click you can;

·         Click ’Match Found – Close and Cancel Save’ and the data you are trying to enter will be removed.

·         Or, if you need to edit the matching person’s data, click ‘Bio.’ You will leave the Add Names function and you will go to this person’s Biography Tabs where you can make your edits. When you finish editing and saving, click ‘Home’ to return to the ‘Add Name’ function to continue adding names.

  1. If no match is found, click ’No Match Found – Close and Save New Person’ and your new person will be saved.

 

How to Use Data Fields in Add Names


The chart below provides information about the data fields in Add names.

 

 

Data Fields in Add Names

Data Entry Sections

Data Fields

How to Use

Personal Profile

 

 

First, Middle, Last Names, Nick Name

The first and last name fields are highlighted in red because you must enter a first and last name to save the name.

SSN

For the Social Security Number you can enter the 9 digits without dashes and NCAtrak will format it like this     ###-##-####     when you click save. 

Date of Birth

You can type the date in the data field box by entering the numeric month/date/year. The “/” marks will automatically appear so you only need to type the numbers, or you can look up the date on the calendar.

Gender

Select appropriate option.

Race, Religion, Language, Disabilities

These fields are customizable pick lists created by your CAC.

Special Needs

This test box is for your own discretion.

Comments

This text field is just extra room to note whatever your team might need to know about the person. For example, when entering a child who is a former client, add the case number from the previous investigation to the comments section as a reference for the future.

Prior Convictions, Convicted of Crime Against Children, Sexual Offender, and Sexual Predator

These next four fields provide checkboxes for you to use to indicate if any of the issues is true for this person. You can use the comments above to add details if desirable for this person’s record in NCAtrak.

Aliases

An alias is a name that this person is known by or has used in the past. When you enter an alias, the name will automatically display in the Person Look-up List and will be easily associated with the person you are listing here.

1.              To add an alias, enter what you know of the ‘First Name’, ‘Last Name’ and the ‘Middle Name’.  Click ‘Save’ to save the new alias.

2.             Click ‘Edit’ to make changes to the alias.

3.             Alternatively click ‘Cancel’ to cancel any changes.