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State of Utah Department of Corrections

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With increasing prison population didn't happen. Legislature did NOT approve new staff ... Scars, Marks, Tattoos Detail. 31. Utah Department of Corrections ... – PowerPoint PPT presentation

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Title: State of Utah Department of Corrections


1
State of UtahDepartment of Corrections
2
Gae Lyn DeLand, DirectorInformation
TechnologyUtah Dept. Of Corrections
  • The Utah Experience

3
Vision
  • Develop a single, automated system that meets
    the offender information needs of all system
    users serves as the telecommunications,
    hardware, and software platform for all future
    systems development and enables data to be
    easily shared with other agencies.

4
Success Criteria
  • Replace the OBSCIS and Wang systems
  • Provide the solution to the Year 2000 problem
  • Provide real-time information
  • Capture data once
  • Reengineer work processes
  • Provide Department standardization
  • Eliminate paper files
  • Provide UDC with the ability to manage the
    information
  • Provide Outcome Measurements for management
  • Minimize BITs efforts to modify system

5
O-TRACK Timetable
  • 90 Conducted needs analysis
  • 91 Created high-level master plan
  • 92-93 Canvassed other states
  • 93 Evaluated four systems
  • 93 Decided to create system in newer
    client-server technology
  • 93 Determined hardware platform, database and
    software requirements
  • 94 Hired Informix to work with staff to create
    Offender Obligation System (OOS)

6
O-TRACK Timetable (continued)
  • 95 Issued RFP to over 100 vendors
  • 95 Negotiated 3 ½ year contract with Informix,
    Inc., to create O-TRACK, the UDCs Offender
    Tracking System
  • Sept. 95 Finalized contracts commenced
    O-TRACK project
  • Oct . 95 Finalized strategy and chose
    participants
  • Jan. 96 Held first JAD sessions with users
  • June 96 Installed first module at APP
  • Feb. 99 Extended contract two years to Feb.
    2001, for lack of funding
  • Jan. 2001 Extended contract to June 30 to
    utilize new grant

7
No Frills RFP for O-TRACK
  • RFP issued for a shoe string budget
  • UDC would
  • hire additional staff to program along side of
    vendor
  • convert the data
  • create user manuals
  • conduct alpha and beta tests
  • conduct user training
  • implement system
  • Frills such as help screens would be added
    later

8
Funding For O-TRACK
  • Legislature funded project at 400,000 per year
  • Contract awarded for 3,751,100.60
  • 10 year project could be a death sentence
  • UDC hoped to internally fund 600,000 per year
  • With increasing prison population didnt happen
  • Legislature did NOT approve new staff
  • Increased contract 1,448,899.40 to 5,200,000
  • Enhancements, new modules 7,000,000 system
  • With creative financing, Utah paid 4,270,000

9
Funding Challenges
  • Required true partnership with Informix
  • Forced slower development and implementation
    which turned out to be a benefit
  • Through out the rule books
  • No change orders
  • Built system in modules
  • Partial requirements, prototype, complete
    requirements
  • Developed six week development cycle
  • Cycle could be one or many modules
  • Enabled users to learn from previous modules
  • Required creative financing

10
Internal Challenges
  • Users had to be trained to use personal computers
  • BIT staff had to be trained in client-server
    technology, Informix, SQL and PowerBuilder
  • System required DBA, Unix Administrators, new
    security concepts, etc.
  • Infrastructure had to be created
  • Prisons had to be rewired
  • Corrections LANs had to replace Wang systems
  • Dumb terminals and outdated PCs had be be
    replaced only two PCs were useable
  • APP offices needed to be rewired

11
User Defined System
  • User groups created to
  • Define system requirements
  • Write user manuals
  • Conduct alpha and beta tests
  • Conduct system training
  • Implement system modules
  • Provide first-line help to users
  • Negotiate enhancements with each other

12
Roadblocks
  • Creating the infrastructure
  • Selecting the right individuals for the user
    groups
  • New top level management
  • Losing executive sponsor
  • Getting new executive group to catch the vision
  • Turnover with user teams/chairmen
  • Working with real men use guns, not computers
    mind set
  • Training staff to give up paper and use computers
  • Funding, Funding, Funding
  • Communicating, Communicating, Communicating

13
Creative Financing
  • Grants
  • Y2K Funding
  • Because of good plan, received only 500,000
  • Internal funding from divisions
  • Partner with other states
  • Contacted states who sent out questionnaires
  • Offered joint development at small cost for base
    system already completed
  • Alaska joined just prior to completion of APP
  • New Mexico joined just after APP modules
    completed
  • Governor and State CIO gave us an award for
    innovation
  • Legislature commended us for innovative financing
    and cut all funding for the project

14
System Built to Work in Other States
  • Completed APP system was taken to Alaska New
    Mexico to evaluate and request modifications
  • Design sessions for new modules were held with
    UDC users
  • Utah design specifications were brought to Alaska
    and New Mexico and their ideas returned to UDC
  • Utah users reviewed new ideas/enhancements and
    negotiated what would be added
  • Special modules were created for other states, at
    their cost, for functions not relevant to Utah

15
Additional States Joined Group
  • Colorado was interested in the Medical System
  • Joint states wanted Pharmacy system built by
    Colorado
  • Alaska and Utah would pay for Medical System and
    Colorado would bring in Pharmacy System
  • All three states would design the Medical System
  • Colorado purchased APP portion of O-TRACK
  • Idaho is purchasing O-TRACK and will be fourth
    partner in Medical System and assist in design

16
Indirect Costs

17
Funding Sources
18
O-TRACK Statistics

19
Offender Information Screens
OFFENDER
20
Offender Search
21
Name Search Results
22
Offender Information
23
Offender Search Menu
24
Offender Basic Information
25
Name Listing
26
Name Detail
27
Job Detail
28
Address History
29
Address Detail
30
Scars, Marks, Tattoos Detail
31
Other Number Listing
32
Agent Desktop Expanded
33
Supervisor Desktop
34
Offender Information Screens
LEGAL
35
Offender InformationPermits Access to Legal
36
Court Case Listing
37
Court Case Detail
38
Offense History
39
Offense Detail
40
Parole Agreement Listing
41
Parole Reports Selection
42
Parole Agreement Detail
43
Add Special Condition
44
Caseload AssignmentsVia Agent Desktop
45
Agent DesktopFor Officer Schofield
46
Offender History ReportTopic Selection
47
Offender History Report
48
Sex Offender Enhanced Description
49
Sex Offender Sex Offense Detail
50
Sex Offender Locator
51
Web Sex OffenderSearch Results
52
Web Sex Offender Detail
53
O-TRACK Components
Indicates completed components Indicates
canceled components
54
SECTION 1 OFFENDER CASE FILE
  • 100 Face Sheet and Vital Statistics
  • 102 Photographs
  • 103 Fingerprints
  • 104 Alerts
  • 105 Status and Movement
  • 106 Caseload Assignments
  • 107 Caseload Checklists
  • 108 Workload Formula
  • 109 Other

55
SECTION 2 CASE MANAGEMENT
  • 200 Pre-Sentence Investigation
  • 201 Probation
  • 202 Community Service
  • 203 Diagnostics
  • 204 Reception and Orientation

56
SECTION 2 CASE MANAGEMENT
  • 205 Classification
  • 205.01 Classification Assessments
  • 205.02 Risks/Needs Assessments
  • 205.03 Reassessments
  • 205.04 Temporary Restraining Orders
  • 205.05 Predictive Instruments (LSI)
  • 205.06 Board of Pardons Guidelines
  • 205.07 Special Management Tracking
  • 205.08 Levels for Residents
  • 205.09 Other

57
SECTION 2 CASE MANAGEMENT
  • 206 Case Management and Supervision
  • 206.01 Case Planning
  • 206.02 Case Notes
  • 206.03 Case Reports
  • 206.04 Case Staffings
  • 206.05 Supervision Standards
  • 206.06 Office Visits
  • 206.07 Field Visits
  • 206.08 Interviews/Counseling
  • 206.09 Crisis Intervention
  • 206.10 Collateral Contacts
  • 206.11 Legal Status Verifications
  • 206.12 Court Ordered Treatment Verification
  • 206.13 Other

58
SECTION 2 CASE MANAGEMENT
  • 207 Placements, Referrals, and Applications
  • 207.01 Referrals
  • 207.02 Temporary Absences
  • 207.03 Travel Permits
  • 207.04 Institutional Transfers
  • 207.05 Jail Placements
  • 207.06 Interstate Transfers
  • 207.07 International Transfers
  • 207.08 Extraditions
  • 207.09 Other

59
SECTION 2 CASE MANAGEMENT
  • 208 Education and Training
  • 208.01 Educational Background and Records
  • 208.02 Educational Testing
  • 208.03 Class Enrollments
  • 208.04 Grades and Achievements
  • 208.05 Other

60
SECTION 2 CASE MANAGEMENT
  • 209 Offender Employment
  • 209.01 Employment Background and Records
  • 209.02 Offender Work Assignments
  • 209.03 Offender Work Evaluations
  • 209.04 Offender Employment Verification
  • 209.05 Offender Work Release
  • 209.06 Level 5 Kitchen Program
  • 209.07 Other

61
SECTION 2 CASE MANAGEMENT
  • 210 Treatment and Programs (Habilitative
    Tracking)
  • 210.01 Substance Abuse Treatment
  • 210.02 Mental Health Treatment
  • 210.03 Sex Offender Treatment
  • 210.04 Support Group Participation
  • 210.05 Other Group Therapies
  • 210.06 Social Development Programs
  • 210.07 Recreational Activities
  • 211 Visits
  • 212 Pre-Release Preparation
  • 213 Other

62
SECTION 3 BOARD OF PARDONS
  • 300 Parole Interface
  • 301 Board Schedules and Calendar
  • 302 Board Reports
  • 303 Release Dates
  • 304 Other

63
SECTION 4 OFFENDER MANAGEMENT
  • 400 Cell Assignments
  • 401 Offender Counts
  • 402 Offender Movement
  • and Control
  • 403 Offender Clearances and Passes
  • 404 Electronic Monitoring
  • 405 Searches
  • 406 Critical Incidents
  • 407 Disciplinarians
  • 408 Evidence

64
SECTION 4 OFFENDER MANAGEMENT
  • 409 Inside Disciplinary Hearings
  • 410 Security Cells
  • 411 Protective Custody
  • 412 Substance Testing
  • 413 Antibuse Monitoring
  • 414 Intelligence Information
  • 415 Gang Affiliation
  • 416 Fugitive Tracking
  • 417 Arrests
  • 418 Escapes
  • 419 Other

65
SECTION 5 OFFENDER ADMINISTRATIVE SYSTEMS
  • 500 Offender Obligations
  • (Not part of this RFP)
  • 501 Offender Funds Accounting
  • 502 Offender Payroll
  • 503 Commissary
  • 504 TV Leasing
  • 505 Offender Mail
  • 506 Offender Property
  • 507 Offender Grievances
  • 508 Other

66
SECTION 6 INTERAGENCY LINKAGES
  • 600 Criminal History File
  • 601 Courts
  • 602 Bureau of Criminal Investigations (BCI)
  • 603 Federal Bureau of Investigations (FBI)
  • 604 County Jails
  • 605 Sheriffs and Police
  • 606 Juvenile Corrections
  • 607 Motor Vehicle
  • 608 Human Services
  • 609 Social Services

67
SECTION 6 INTERAGENCY LINKAGES
  • 610 Substance Abuse
  • 611 Medical Hospitals
  • 612 Mental Health Hospitals
  • 613 Education
  • 614 Job Services
  • 615 Interstate Compacts
  • 616 Federal Prisons
  • 617 Other

68
SECTION 7 WARRANTS AND NOTICES
  • 700 Warrants
  • 701 Waivers
  • 702 Affidavits
  • 703 Orders to Show Cause
  • 704 Notice to Offenders
  • 704 Other

69
SECTION 8 REPORTS STATISTICS
  • 800 As Defined in Module Development

70
The O-TRACK system and accompanying screens are
proprietary to the State of Utah, Department of
Corrections and may not be used, reproduced, or
copied without the express written permission of
the State of Utah, Department of Corrections,
Bureau of Information Technology.
71
O-TRACK
For information Gae Lyn DeLand,
Director Information Technology Utah Department
of Corrections gaelynd_at_utah.gov 801-545-5508
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