ILLINOIS DEPARTMENT of CORRECTIONS

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ILLINOIS DEPARTMENT of CORRECTIONS

• Offender Tracking System OTS
• Juvenile Tracking System JTS
• Visitor Tracking System VTS

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Our Discussion Will Cover

• Mainframe System Overview
• User Access
• Data Collection
• Data Usage and Distribution
• Summary

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SYSTEM OVERVIEW

• OTS has been in production since October 1988
  after a three-year development period.
• Subsequent major enhancements have been
  made. It was developed to track adult offenders
  from reception and classification through release
  on parole and subsequent discharge or return to
  IDOC custody. It provides on-line access to
  maintain and inquire on inmate data.

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SYSTEM OVERVIEW

• The Offender Tracking System (OTS), the Juvenile
  Tracking System (JTS), and the Visitor Tracking
  System (VTS) are mainframe systems which run on
  an IBM R56 mainframe.

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SYSTEM OVERVIEW

• The R56 mainframe is located at the states
  Central Computer Facility which is located in
  Springfield and controlled by Central Management
  Services

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SYSTEM OVERVIEW

• A statewide network connects all IDOC offices
  around the state to the centralized database in
  Springfield.
• The software used for these systems is Computer
  Associates database management system, IDMS/R,
  in both on-line and batch environments.

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SYSTEM OVERVIEW

• ADS/On-line, Cobol and Easytrieve Plus are
  software languages used for program development.
• There are currently 360 active reports that are
  available to users based on their level of
  authority. Some reports run daily, weekly or
  monthly and others may be requested by the user
  to be produced and printed immediately.

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USER ACCESS OVERVIEW

• There are over 6000 terminals and PC workstations
  with access to the OTS, JTS and VTS systems.
• There are currently 9,492 active users 7,595 OTS
  users, 890 JTS users, and 1007 users who can
  access both OTS and JTS.

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USER ACCESS OVERVIEW

• IDOC Employees
• Other Agencies
• Public Internet Access

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USER ACCESS OVERVIEW

• System Security Support
• System security applies to all screens and
  reports.
• Addition/Maintenance of user sign ons.
• User Profiles define what functions a user may
  access.
• User report assignment determines what reports a
  user may access.

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USER ACCESS OVERVIEW

• General Sign On Security-Everyone
• Sign ons are issued to users not groups.
• Individual users are reviewed and issued an
  appropriate sign on to each necessary system.
• Each System ID requires a unique password which
  expires monthly.

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USER ACCESS OVERVIEW

• IDOC Employees
• Data changes are strictly limited to Authorized
  users at a specific Institutional location.
• Data entry errors must be corrected by MIS Staff
  upon receipt of documentation.
• User access is monitored.

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USER ACCESS OVERVIEW

• OTHER AGENCY ACCESS TO OTS/JTS
• Limited to Inquiry Only Access
• State Police 153 Users
• US Telefactors 86 Users
• Prisoner Review Board 41 Users
• Chicago Police Dept. 30 Users
• Attorney General-Springfield 11 Users
• Attorney General-Chicago 6 Users
• Cook County Jail 8 Users
• Chicago-Windy City 8 Users
• Kane County States Attorney 3 Users

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USER ACCESS OVERVIEW

• Public Internet Access
• Inquiry level read only file containing limited
  information
• Name and IDOC Number
• Sentencing Information
• Location

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DATA COLLECTION

• OTS and JTS both have subsystems geared to
  provide real-time, on-line entry and retrieval
  capabilities for offender information for each of
  the following areas

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DATA COLLECTION

• Scheduled/Actual Movement
• Admissions
• Inmate Movement between institutions or outside
  the institution
• Parole
• Discharge
• Inmate Movement Histories

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DATA COLLECTION

• Reception
• General Admission Data (name, admit date, admit
  type)
• Alias, Social and Physical information, Emergency
  Contacts
• Education/Occupation data

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ADMISSION TYPES

• New Sentence
• Direct from court
• Discharge and Recommit
• Transferred from Juvenile
• Not in our Custody
• Admit from Other Custody

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ADMISSION TYPES

• Parole/MSR Violators
• Technical Violators
• MSR Violators with New Sentences
• Return with and Additional Mittimus

• Special Admissions
• Juvenile parole to Adult Parole

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A.D. 01.07.220 Central Numbering System

• The Alpha portion of the IDOC number relates to
  the decade and the sentence type.
• A Indeterminate admitted 1970s opted for
  determinate
• C Indeterminate admitted in the 1970s
• L Indeterminate admitted in the 1980s
• H, T, U Indeterminate admitted in the 1990s

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A.D. 01.07.220 Central Numbering System

• NDeterminate admitted in the 1980s
• PPeriodic Imprisonment
• XParole Supervision from another state
• B, K, R Determinate admitted in the 1990s

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ID NUMBERS

• Other Agency Identifiers
• SID Unique identifier assigned by ISP
• FBI Federal Bureau of Investigations ID
• IR Unique number by Chicago Police
• DCN Document Control Number from the custodial
  fingerprint card

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DATA COLLECTION

• Sentence Calculation
• Mittimus, offense, class of crime, committing
  county and sentence length
• Time Adjustments
• Minimum and Maximum Release Dates

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DATA COLLECTION

• Classification/Reclassification
• Classification determines the appropriate
  security level for an inmate entering IDOC
• Reclassification is done periodically and may
  result in a change in the offenders security
  level, institutional placement, programming or
  work assignments
• Reports are generated for the institutions and
  Concordia staff

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DATA COLLECTION

• Housing Placement
• Current living unit of inmates as well as history
  of inmates housing assignments
• Institutional capacity and availability of beds

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DATA COLLECTION

• Medical
• Chronic illnesses, medical exceptions, exam
  dates, and special diets are tracked

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DATA COLLECTION

• Programs/Assignments
• Job Assignments
• Special Program Participation
• Educational/vocational programs
• Program Attendance
• Class Rosters
• Inmate Payroll (OTS only) eliminates manual
  system and interfaces with FACTS
• Historical data

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DATA COLLECTION

• Population Counts
• Track cell house changes and movements in and out
  of the facility through interface with the actual
  movement and housing placement subsystems
• Maintain a perpetual Record Office count
• Allow for entry of housing and assignment counts
• Compute ending count and reconcile against
  expected ending count

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DATA COLLECTION

• Transfers
• Transfers between institutions
• Inmate/Institution Transfer Request
• Transfer Coordinators Review

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DATA COLLECTION

• Warrants
• Logging and maintenance of felony warrants or
  hold orders issued for an offender.
• IDOC Warrants issued by Corrections.
• Non-IDOC warrants issued by any law enforcement
  agency/court.
• Immigration warrants

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DATA COLLECTION

• Writs/Bonds/Furloughs
• Entry/maintenance of any writ, bond or furlough
  document and allows for scheduling these
  movements

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DATA COLLECTION

• STG Information
• Validated STG information is uploaded to OTS and
  JTS from the Intel system. Access on OTS and JTS
  is inquiry only

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DATA COLLECTION

• Parole/Parole Prep
• Residential/Program Placements entry and
  approval process.
• Parole Agent assignment and history.
• Parole Supervision Levels and history.
• History of parole addresses.
• Parole Agent Contact information.

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DATA USE and DISTRIBUTION

• Illinois State Police
• VINE System - Illinois Automated Victim
  Notification system
• Internet.
• Internal IDOC Applications
• Correctional Intelligence
• Institutional Graphics
• Photo ID
• FACTS

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DATA USE and DISTRIBUTION

• Fingerprint Cards are mailed/transmitted daily
• IDOC sends a daily file to ISP
• All admissions into IDOC except Direct from
  court.
• Status changes-parole, discharge, escape, bond
  out, etc.
• SRG Information.
• Address changes for parolees.
• Out of State parolees.

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DATA USE and DISTRIBUTION

• The Illinois State Police sends a daily file to
  IDOC
• SID updates
• Custodial status change errors.

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DATA USE and DISTRIBUTION

• US Telefactors
• IDOC sends daily parole supervision level changes
  to UST.
• IDOC sends daily contacts and rejected records to
  UST.
• UST sends daily Agent/Inmate contact information
  to IDOC.

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FUTURE ENHANCEMENTS

• InnerAccess
• Will Web-enable legacy systems in minutes.
• Existing Applications remain the same.
• Combines data and graphical images from different
  platforms into one application
• Use of Java to further enhance the new GUI type
  screens.

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SUMMARY

• In summary, OTS, JTS and VTS have been designed
  to benefit both institutional and Central Office
  personnel.
• A large amount of up-to-the-minute data is
  available on-line and through reports.
• Ad-hoc reporting may also be done for special
  requests to summarize offender data to evaluate
  classification and reclassification instruments,
  inmate recidivism, proposed legislative or
  procedural changes, and various other issues.

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THE END