Information Management Evolution Corrective Services NSW

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Nov 20, 2013 (3 years and 6 months ago)

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Information Management Evolution

Corrective Services NSW

Peter Konstantin, Director Information Management


peter.konstantin@dcs.nsw.gov.au





Compliance



2000 & 2001:

Severe Criticism from State Audit Office




2003:

Corporate Information
Management System Project
established


Deliverable

DCS RM Framework


Stage 1: Records Management Fundamentals:

Addressing Compliance

Records
Management
Framework

Information
Security

Records and
Collections

Management

Freedom of
Information &
Privacy

Policy

Procedures,
Standards

Enablers:

Organisation

System,

Training

Deliverable:


DCS “vanilla” TRIM

Change to the Business


Electronic Document Management


Corporate Office


Basic Workflow / Action Tracking


Granular Security Matrix


“Integration” with Corporate systems to manage record lifecycle


2004:

NSW Records Management Assessment:


26.43% Full Compliance; 58% Partial Compliance


Stage 2: ERDMS


Information Management Lifecycle and Principles

Collection

Use

Disposal

Storage

Access

Definition

Ownership

Sensitivity

Accessibility

Quality

Records
Management
Framework

Information
Security

Records and
Collections

Management

Freedom of
Information &
Privacy

Policy

Procedures,
Standards

Enablers:
Organisation

System,

Training

Corporate
Information
Management
Framework

e
-
office

Business
Intelligence

Business Engagement

Business Management
Committees

ICT Architecture Owners

ICT Executive Management
Group

BOM / Steering Committees /
Business Sponsors

Ownership

Partnership

User Groups / Business
Champions

User Groups / Business
Champions

Business Project Teams

Technology Project Teams

“ The customer is always right”

Harry Gordon Selfridge
But ……..

“If I asked my customers what they wanted they would have said
a faster horse”

Henry Ford


2005

: Internal Audit Assessment (Corporate)


78.9% Full Compliance; 17.6% Partial


2006
: State Records Authority (Desktop Review);

-
validates DCS Self
-

Auditing agency


2007
: External Audit (administrative sites, additional criteria and
standards;

-

63.5% Full compliance; 20% Partial


2008
: External Audit (all sites and operational records);

-
77% Full Compliance; 18% Partial; <1% non
-
compliant


2009
: External Audit (focus on digital records);

-
75% Full Compliance; 15% Partial; 10%; 0% non
-
compliant

Stage 3: Corporate Information Management System
CIMS





Stage 3
-
4: DCS Corporate Information (Asset)
Management Systems CIMS



……….


inter agency Information
exchange, scheduling and
referrals


Web 2.0


alerts


images


sound / voice


video


dynamic geospatial


biometrics


voice activated portals

……….



Deliverables


Integrated Information Asset Management


Web Content / Web Services


Business Intelligence


Interoperable: Line of Business System


Enterprise/Federated Search


Functional Information “Views”


Role
-
based access / identity management





Complexity








Case Management of Offenders


The Core Business



Arrest
Court Hearing
Conviction
Pre Sentence
Sentence
Release
Post Release
Bail Result
Post Sentence
Sentence
Management
Pre Release
Bail Refused
Custody
Case
Management
Classification
Assessment
(LSIR, AOD, Transitional
& Screening)
Screening
CHS & Welfare
Reception
Case
Management
Classification
Assessment
Reception
Fined
Fine Default
(Failure to pay)
State Debt
Recovery
Referral to Drug
Court
Drug Court
Detox Unit
Correctional
Center
Intensive
Supervision
(P&P)
Corrections
Health Service
(CHS)
Bail Granted
Bail Supervision
Case
Management
No Supervision
Assessment
(LSIR)
Home Detention
Assessment
Home Detention
Periodic Detention
Periodic Detention
Stage II
Appeal
Community
CSO/CSO Fine
Default
Work Assigned
Sheriffs
Office
Programs
Work Release
Day & Weekend
Release
AEVTI
Bay Cottage
Good Behaviour
Bond
Assessment
LSIR
reviewed 6/12
Case
Management
Programs
Completion/
Termination
Application for
Revocation
Application for
Revocation
Completion
Intensive
Supervision
(P&P)
Parole
Case
Management
Assessment
LSIR
CSI - Work
Readiness
Crisis
Intervention
Team
Mental Health
Review
Tribunal
Security
Threat
Committee
HRMU
Official
Visitors
Adult
Young
Offenders
Mothers &
Children
Juvenille
Justice
CHS
Assessment
LSIR
Case
Management
OS&P
Transitional
Centres
Releasing Authority
(presentation of report)
Release
Parole Board
Release Court
Based Parole
Decision to
Release
Parole Board
Supervision
No Supervision
Therapeutic
Units
(Ngara Nura,
Cubit, Violence
Prevention,
ACMU)
As at 30/06/2004
Throughcare Overview
Draft Version v 4
Throughcare & E Case Management Workflow Diagram
Merit
Program
Aboriginal
Specialists
Offender
Successful Integration
into Community
Reoffence
Programs
Report
Preparation
ACT Parole
Board
Commonwealth
Attorney General
Department of
Immigration
NSW Parole Board
Indentification of Inmates
of Interest to P&P
PSR Preparation
Paid
Interstate
Prisoner
Transfer
International
Prisoner
Transfer
Interstate
Community
based Order
Transfers
Interstate
Parole Order
Transfers
Bail Granted
SORC
Discharge from
Correctional Centre
Arrest
Court Hearing
Conviction
Pre Sentence
Sentence
Release
Post Release
Bail Result
Post Sentence
Sentence
Management
Pre Release
Bail Refused
Custody
Case
Management
Classification
Assessment
(LSIR, AOD, Transitional
& Screening)
Screening
CHS & Welfare
Reception
Case
Management
Classification
Assessment
Reception
Fined
Fine Default
(Failure to pay)
State Debt
Recovery
Referral to Drug
Court
Drug Court
Detox Unit
Correctional
Center
Intensive
Supervision
(P&P)
Corrections
Health Service
(CHS)
Bail Granted
Bail Supervision
Case
Management
No Supervision
Assessment
(LSIR)
Home Detention
Assessment
Home Detention
Periodic Detention
Periodic Detention
Stage II
Appeal
Community
CSO/CSO Fine
Default
Work Assigned
Sheriffs
Office
Programs
Work Release
Day & Weekend
Release
AEVTI
Bay Cottage
Good Behaviour
Bond
Assessment
LSIR
reviewed 6/12
Case
Management
Programs
Completion/
Termination
Application for
Revocation
Application for
Revocation
Completion
Intensive
Supervision
(P&P)
Parole
Case
Management
Assessment
LSIR
CSI - Work
Readiness
Crisis
Intervention
Team
Mental Health
Review
Tribunal
Security
Threat
Committee
HRMU
Official
Visitors
Adult
Young
Offenders
Mothers &
Children
Juvenille
Justice
CHS
Assessment
LSIR
Case
Management
OS&P
Transitional
Centres
Releasing Authority
(presentation of report)
Release
Parole Board
Release Court
Based Parole
Decision to
Release
Parole Board
Supervision
No Supervision
Therapeutic
Units
(Ngara Nura,
Cubit, Violence
Prevention,
ACMU)
As at 30/06/2004
Throughcare Overview
Draft Version v 4
Throughcare & E Case Management Workflow Diagram
Merit
Program
Aboriginal
Specialists
Offender
Successful Integration
into Community
Reoffence
Programs
Report
Preparation
ACT Parole
Board
Commonwealth
Attorney General
Department of
Immigration
NSW Parole Board
Indentification of Inmates
of Interest to P&P
PSR Preparation
Paid
Interstate
Prisoner
Transfer
International
Prisoner
Transfer
Interstate
Community
based Order
Transfers
Interstate
Parole Order
Transfers
Bail Granted
SORC
Discharge from
Correctional Centre
INTAKE
Addresses
-

OCDADDRE
The addresses screen allows
the retrieval and recording of
an offender’s current
address
.
A history of
addresses is also provided
.
Admission
-

OCDINTAK
The admission screen is to
-
view open contacts
-

to create
/
reopen a contact
-

record reporting direction
either immediate
/
future and
add a comment
.
Disability
-

OIDDISDE
-

The disability screen allows
the retrieval and recording of
information regarding an
offender’s disabilities
.
It also
lists any equipment issued to
aid the offender
.
Alerts
-

OCDALERT
-

The alert screen displays
special instructions regarding
an offender that will alert
officers to any life threatening
or special needs
Profile Details History
Displays history of changes
to identification profiles
Admission
-

OIDADMIT
The admission screen is
used to record the admission
and placement details for
offenders who are being
transferred or admitted
(
New
Booking
).
Aliases
-

OCDALIAS
The aliases screen records
and retrieves assumed
names used by offenders
.
Identifier block is used to
record details of any
identification such as CNI etc
.
Identification
-

OCDIDENT
The identification screen
-

allows the offenders origin
to be recorded
-

allows identification profile
to be recorded
Physical Marks
-

OIDPMARK
This screen is used to enter
in details of identifying marks
on the offender such as scars
and tattoos
.
Identifiers
-

OCDCIDEN
Displays details of those
records that are used to
identify an authorized visitor
.
Personal and Professional
Contacts
-

OCDCTACT
Screen displays a record of
known associates of the
offender and the type of
association and relationship
Contact Numbers
-

OCDCCONT
Displays contact information
for the contact
Person Search
/
Update
Allows the user to search for
a particular contact if the prior
screen didn’t have the
appropriate name listed
.
Also allows a user to enter in
a new contact
INQUIRIES
-
Booking
Summary
-

OIIBOOKS
Verification Window
-

OMUVERIF
An entered alert is verified in
this pop up
.
Alert must be
verified by another user
.
Section
4
Details
-
OIDCHPCN
This screen is currently not
in use but is intended to be
used to enter details of
Section
4
orders on the
Courts behalf
.
Print Notice
Creates a Section
5
or
6
Order in Crystal Forms with
the offenders details
.
This
form is issued to the offender
.
Child Protection
-

OIDCHPRT
This screen acts as an alert
regarding offences against
and the future release dates
of offenders
Offence Details
-

OIUOFFEN
Lists details of the offences
for the offender
.
Child Protection
Exceptions
-

OIDCHEXC
Used by Sentence
Administration for the
creation of child protection
orders
.
SEARCH
/
ASSIGN
-
Name Search
-
OSIEXACT
SEARCH
/
ASSIGN
-
Assign MIN
-

OSDASSID
Languages
-

OCDLANGS
The languages screen
records the offender’s
primary and secondary
languages and specifies
whether and interpreter is
needed
.
Offender Questionnaire
-
OIDOQUES
The Offender Questionnaire
is a series of questions
relating to self harm
,
health
and lodgment details
.
Education
-

OCDEDUCO
The Education screen
records an offender’s
education history
.
Forensic Procedure
-
OIDFORPR
The Forensic Procedure
screen records details such
as indictable offences and if
forensic testing has been
undertaken
.
Corrective Services Test
Details
Records details of forensic
tests conducted by DCS
includes information such as
ATSI status
,
type of test
,
people present etc
Employment
-

OCDEMPLO
The employment screen
records an offender’s
employment history
Finances
-

OCDFINAN
The Financial screen is used
to record offender income
,
expenses
,
assets and
liabilities
Current Employment
Current Employment
navigation button accesses
the Current Employment
window
.
Health
-

OCDHEALT
The Health screen maintains
a general description of the
offender
'
s health problems
for use in assessments and
placement into programs
.
Jurisdictional Transfers
-

OCDJURTR
The Jurisdictional Transfers
screen records details and
progress of application for
transfer between
jurisdictions
.
LEGAL ORDERS
-

Imprisonment Status
-

OIDISTAT
Substance Abuse
-

OCDSABUS
Used to record the offenders
Alcohol
/
Drug use and the
treatment received
(
Training
is not provided in the use of
this screen
)
Assessment
-

OCDOASSE
Displays existing
assessments and records
new assessments
.
LSI
-
R
The Level of Service
Inventory
-

Revised
Case Plan
-

OCDCPLAN
Details the most recent case
plan for an offender
.
Case Notes
-

OCDCNOTE
Records all contacts made in
relation to a specified MIN
.
Offender Documents
-

OCDDOCUM
Lists all reports
/
letters
created for an offender
.
In Box
-

Microsoft Word
Print
Case Notes can be printed
for each entry or for all
entries from the Case Notes
screen
.
Approval
-

OCDOAAPP
Lists all Assessments
completed for an offender to
be reviewed by a Senior
Officer
.
Event Scheduler
-

OCDEVENT
Lists events entered such as
CSO work dates
,
Program
dates and appointments for
an offender
.
PROGRAMS
-

Resource
Directory
-

OCIREDIR
Name Search
-

OIICMNAM
Displays only those offenders
who have not yet been
included in the allocation
process
.
Offender Case
Management Staff
-

OIDCMSTF
Records the Correctional
Centre
-

Case Supervisor
and Case Officers for an
offender
.
CASE
MANAGEMENT
Supervisor History
Records a history of case
supervisors that the offender
has been assigned
.
Case Officer History
Records a history of case
officers etc
.
that the offender
has been assigned
.
EVENTS AND
OFFENCES
,
ORDERS
,
REQUESTS
-

Order
-

OCDORDER
EVENTS AND
OFFENCES
,
ORDERS
,
Request
-

OCDREQUE
Transfer Plan
Used to transfer the Case
Plan between Locations
.
Review Plan
Records the Senior Officers
review of the Case Plan
.
Print Plan
Case Plan Summary with the
details of the Case Plan to be
printed
.
PROGRAMS
-

Referral
for Program
/
Service
-

OCDREFER
CLASSIFICATION
-

Classification
-

OIDCLASS
INQUIRY
-

Booking
Summary
-

OIIBOOKS
PROGRAMS
-

Waiting
List for Program
/
Services
-

OCDWLIST
Resource Directory
-

OCIREDIR
Presents a summary of
program information entered
on the three program
/
service
maintenance screens
.
Course
/
Activity Information
Details the course
/
activity
selected in the Resource
Directory screen
.
Detailed Schedule
Displays the schedule of the
selected course
/
activity as
set up on the Maintain
Program Service
,
Courses
/
Activity screen
.
Print Search Results
Triggers a report submission
displaying the search results
.
Referral for Program
/
Service
-

OCDREFER
Records referrals for a
specific program or service
.
Waiting List for Programs
/
Services
-

OCDWLIST
Displays all offenders who
have been referred to
programs and services but
are not yet assigned to a
specific course
/
activity
.
Assignments
-

OCDAOTPS
Assigns approved offenders
to specific program
/
services
courses or activities
.
Order
/
Requests Allocated
Against this Offence
Displays the offender’s
current Orders
Available Courses
/
Activities
Displays all available
sessions of the program
/
service selected in the
Assignments screen
.
CASE MANAGEMENT
-
Event Scheduler
-

OCDEVENT
Create
/
View Offender
Documents
-

OMUDOCUM
Allows a document type to be
selected and lists all the
documents
(
if any
)
of this
type that have been created
for the offender in question
.
Inbox
-

Microsoft Word
Attendance
-

OCDOATTE
Used to record attendance at
a course
/
activity session
.
Offender Progress and
Results
-

OCDOPSPR
Provides the offender’s
attendance record for each
assigned program
/
service
with edit capability
.
Offender Evaluation
Window
Provides entries of offender
performance against the
evaluation questionnaire
.
PROGRAMS
Lots More..

Offence in Custody Record
-

OIDOICRE
The offenders incident history
while in Custody
Incidence Charges
Lists the charges for each
incident
.
Offence in Custody Hearing
-

OIDOICHE
The offenders incident history
while in Custody
OIC Penalty
-

OMUOICPE
Penalty imposed as a result
of an offence in custody can
be view through this screen
.
INCIDENTS
Offence in Custody Inquiry
-

OIIOICUS
This screen is a read only
and is intended as a general
inquiry screen
.
DRUG
ANALYSIS
Bulk Data Entry
-

OIDUBDES
Allows the user to enter data
pertaining to the authorising
of urinalysis an entry of
offenders by MIN
#
and Name
who will be tested and
generates a report of such
.
Urinalysis
-

OIDURINA
Allows the user to enter data
pertaining to the collecting
and demand for urine
samples
,
and the security
labelling and consignment
notes for transportation
.
Urinalysis Summary
Provides an summary review
of all current and past
Urinalysis test current status
and results
Laboratory Results
Allows the user to enter data
pertaining to results returned
from laboratory
&
any action
required
Urinalysis Cancellation
Facility
-

OIDUCANC
Possibly allows the user to
cancel a pre
-
entered test in
the bulk allocation or random
entries
Bulk Data Entry Of Esky
And Courier Details
-

OIDUBDEC
Possibly allows the user to
track inmates tested by data
entered against consignment
notes and courier details
etc

Classification
-

OIDCLASS
Used for entering
classification and placement
recommendations
(
pending
)
by CMT and SORC
Classification Approval
-

OIDCAPPR
Used to approve or reject
pending entries in the
Classification screen
.
Classification Inquiry
-

OIICLASS
Used to list all pending
inmate classification review
dates for the selected
Correctional Centre
.
Discharge Summary
-

OIDDISCS
Displays an offenders
incarceration details and
provides links to other
screens
.
Management Program
-

OIDMPROG
Contains management
program information used for
identifying which inmates are
under PRLC
,
SORC
,
ERC
etc
.
Verification Window
-

OUMVERIF
Used by senior officers to
verify information entered
.
Imprisonment Status
-

OIDISTAT
Accesses the history of an
offender’s imprisonment
status
.
CLASSIFICATION
Parole Board Sittings
-

OPDPSCIT
Displays scheduled Parole
Commission Sittings
.
Schedule Parole Hearing
-

OPDSPHEA
Used to schedule a parole
hearing for an offender
.
Hearing Charges
-

OPDHECHG
Used to record the offence
for which offender is being
reviewed
.
Member Attendance
-

OPDMATTE
Used to record the Parole
Board sitting date and
members attending
Parole Decision
-

OPDPDECI
Used to record the decision
of the parole Board to grant
,
revoke
,
refuse or defer in
regard to parole
,
periodic and
home detention
Parole Conditions
Pop
-
up window which allows
data entry for individual
parole conditions
Parole Reasons
Pop
-
up window which allows
data entry for individual
parole conditions
Hearing Charge
-

OPDHECHG
Parole Hearing Appearance
-

OPDHEAPP
Used to record Parole Board
hearing dates and the
inmates who are attending
/
under review
Print
Pop
-
up button which doesn’t
work
Legal Details
Pop
-
up button which doesn’t
work
Officers
Pop
-
up button which doesn’t
work
PB Meeting Documents
-

OPDMETDO
used to record documents
requested by the parole
Board to assist in their
deliberations
.
PAROLE
LEGAL ORDERS
-

Order
/
Sentence Inquiry
-

OIIORDER
INTAKE
-

Alerts
-

OCUALERT
INCIDENTS
-

Offences in
Custody
-

OIIOICUS
Management Programs
Care in Placement
Lessons



Commence a program, not a project


Engage in partnership with the business


Offer an integrated solution in a lifecycle context


…building where possible on accepted practices


Keep moving forward and pre
-
empt





peter.konstantin@dcs.nsw.gov.au