Pennsylvania Commission on Crime and Delinquency (PCCD) County Justice Information Sharing Efforts

1. Pennsylvania Commission on Crime and Delinquency (PCCD)County Justice Information Sharing Efforts Linda Rosenberg, Director PCCD Office of Criminal Justice System Improvements

2. PCCD Information Sharing Efforts • One of the primary goals of the Pennsylvania Commission on Crime and Delinquency (PCCD) is to promote communication and information sharing through the implementation and effective use of technology. • PCCD works to ensure that any member of the justice community can access the information they need to do their job, at the time they need it, in a form that is useful regardless of the location of the data. • To achieve this goal, PCCD believes that direct collaborative efforts between local, county, and state agencies are key to building secure integrated justice systems. • The PCCD is committed to fostering technical innovation and ensuring the use of business and technical best practices by the Commonwealth’s justice community.

3. County Information Sharing Efforts PCCD engaged in a County Justice Information Exchange Pilot (CJIEP) effort from April 2005 until June 2006. All efforts had to adhere to the Global Justice Information Sharing Initiative and the major objectives defined for this pilot project are outlined below: • Business Modeling - Evaluate the use of the Justice Information Exchange Model, and other business process modeling tools as a means for defining intra-county criminal justice information exchanges and identifying ways to improve information sharing within the county.  • Information Sharing Technology - Evaluate the use of the emerging technologies of Service Oriented Architecture and Web Services, coupled with the GJXDM, as the basis for intra-county and state-county information sharing. • Implement exchanges within the counties and with the state. • Document the Business Impact of these efforts.

4. Roles and Responsibilities • Participating Counties agreed to take on the following responsibilities: • Provide subject matter experts from each agency who understand information flow between agencies and the business rules that govern this information flow • Provide exchange documents • Organize local JIEM analysis teams • Provide expertise on local business practices • Review and validate JIEM entries • Report progress to the county criminal justice advisory boards • State Agencies agreed to the following: • PCCD – Funding and project management via grant to CCAP • JNET – Move data via their Messaging Infrastructure • AOPC – Provide data via their court of common pleas system (CPCMS)

5. Pilot Project: Business Modeling Efforts 1.) Business Modeling • Engaged county subject matter experts to determine and document their business needs and priorities. (Adult Probation, District Attorney, Public Defender, Warden, Courts, JNET, and AOPC) • Conducted several Justice Information Exchange Model (JIEM) analysis sessions to identify and document key county level criminal justice information exchanges. The analysis sessions identified more than 85 common “to-be” information exchanges across the three pilot counties. • Identified “as-is” information exchanges between the county justice agencies for each of the three pilot counties. • Developed a “to-be” model for information sharing in the counties.

6. Business Impact – Business Modeling • Created a better understanding of the interrelationships of county justice agencies. • Participants in the JIEM sessions learned how they depend on each other to do their jobs more effectively. They learned what information can be shared and how it could help them, including: • Which agency has what information, when and why; • Which agency needs what information, when and why; • How all of the information and business processes fit together.

7. PA CJIEP Project – 1st Message The Bind Case Over exchange and several Sentencing related exchanges were implemented via a single Court Case Event message…. • Description: If the lower level court (MDJ) finds probable cause to proceed, the case is bound over to the Court of Common Pleas. • Receiving Agencies: County Jail, District Attorney, Adult Probation and Parole • Sending Agencies: AOPC via JNET

8. Sample of Data Exchanged • Case Docket ID • Fullname of the Judge • Full name of the Defense Attorney • Full name of the Defendant • Defendant’s address • Defendant’s Date of Birth, SSN, Gender, Race • Defendant’s state assigned, fingerprint based identification number (StateID and FBI ID) • Case Charge Tracking Number • Charge Sequence ID • Purdon’s Sub Section Number • Date the offense first took place • Time the offense first took place

9. Sample of Data Exchanges (cont’d) • Sanction Type (i.e., Confinement, Probation, IPP) • Effective Sentence Date • Sentence Date • Imprisonment Sentence Minimum and Maximum • Electronic Surveillance Sentence Maximum • Probation Sentence Maximum • Community Service Maximum • Intermediate Punishment Program Maximum • Concurrent Charge OTN • Consecutive Charge OTN

10. Pilot Project – IT Efforts 2) Information Sharing Technology • Piloted the implementation of a federated approach to information-sharing which utilized service-oriented architecture (SOA), GJXDM standards and web services. • Utilized web services to successfully move messages horizontally within the counties and vertically between the state and the counties. • Moved a message horizontally from the courts, to JNET, and downwards into the county, then from one county agency to another. • Created detailed documentation that can be reusable by counties regardless of their county department software application (vendor-independent).

11. Business Impact of the Pilot • Provided participants with a better understanding of the county’s criminal justice activities and the departments involved (Agencies became more aware of the scope of responsibility and the activities of their fellow justice agencies) • Basis for improved collaborative relationships. • Process sought user involvement and accommodated business realities. • The pilot illustrated the value of increased standardization of forms, exchanges and processes to improve collaboration between justice agencies.

12. Business Impact of Pilot The five exchanges developed laid the groundwork for increased information sharing among county and state justice agencies. The ground rules, techniques, standards and technologies for development were defined, developed and tested. • Organization – Roles, practices for cooperation and coordination • Information exchanges analysis approach - Justice Information Exchange Model (JIEM) • Technical Architecture – Service Oriented Architecture (SOA) • Object Modeling - Uniform Modeling Language (UML) • Data formats – GJXDM, XML • Web services • Documentation • Training • Support

13. Business Impact of Pilot . Overall, the experiences gained and the lessons learned from the pilot project can be applied to future information sharing initiatives, thereby reducing the time and overall effort needed to educate participants on business modeling tools and collaborative discussions. In essence, we’ve educated practitioners on difficult information sharing concepts, they see the advantages, we’ve built up momentum, and we need to keep things moving!!!!

14. Business Impact to the Counties • Provides updated and additional case information. • Provides more timely receipt of case information. • Provides more accurate and complete case information. • Provides more case information than is currently provided. Potential of statewide annual cost avoidance to probation departments for data entry = (15,055 hours at an estimated labor cost of $9 per hour) = $135,495.00 Potential statewide annual cost avoidance to jails for data entry (8,008 hrs x $9 per hr) = $72,072

15. Pilot to Reality – CJPSIS Next Steps • Establish a governance structure for the CJPSIS initiative, select chairs, subcommittees and working groups. County Information Sharing & Policy Development Subcommittee (CISPDS) was created to advise the PCCD Criminal Justice Advisory Committee on the development and effective utilization of county Criminal Justice Advisory Boards (CJABs) and to review county justice and public safety information sharing initiatives, primarily the PCCD initiated County Justice and Public Safety Information Sharing (CJPSIS) program.

16. CJPSIS Program Overview The CISPDS’s mission will be three-fold: 1) The CISPDS will nurture the development of effective county criminal justice advisory boards to coordinate county information sharing plans and priorities. The PCCD will work with these boards to provide responsible support for suitable criminal justice initiatives at the county level. 2) The subcommittee will advise the CJPSIS project team to ensure it produces information exchange solutions that counties can use to achieve their criminal justice and public safety information sharing goals.

17. CJPSIS Program Overview • 3) CISPDS will prioritize the automated information exchanges that should be leveraged to provide critical county management information. The vision is to design a “dashboard” of key information which provides county officials with the information they need to proactively manage public safety resources. • Key performance indicators will include: •  Jail occupancy levels and activity – to help forecast prison overcrowding • Police activity – levels and trends of criminal complaints and affidavits of probable cause • Court case activity - levels and trends of criminal charges in court cases • Juvenile criminal activity - levels and trends of juvenile criminal charges

18. Pilot to Reality – CJPSIS Next Steps • Develop a Communications Plan for the CJPSIS program that will describe objectives, approach, business value, experience, implementation strategy and next steps • Develop and implement a comprehensive Performance Management Plan to track, document and manage performance measures, and business value and benefits associated with broad program goals. • Document technical and operational factors that are crucial to the successful implementation of the CJPSIS portfolio of components for subsequent implementations in other Pennsylvania counties.

19. Pilot to Reality – CJPSIS Next Steps • Work through the CJABs to conduct a readiness assessment of the additional counties eligible for the CJPSIS exchanges. • Expand the number, range, and scope of information exchanges addressed by the CJPSIS program to address broader public safety, prisoner re-entry, community-based services and treatment, homeland security, emergency/disaster management, intelligence, and related information exchanges. • Develop an Executive Dashboard for improved county decision-making. • Ensure that CJPSIS components and exchanges will enable counties, through the PA Justice Network (JNET), to exchange information with each other and with justice agencies at other levels of government

20. & Questions A nswers