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Information Management Evolution Corrective Services NSW. Peter Konstantin, Director Information Management [email protected]. Compliance 2000 & 2001: Severe Criticism from State Audit Office. Stage 1: Records Management Fundamentals: Addressing Compliance. - PowerPoint PPT Presentation
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Information Management EvolutionInformation Management EvolutionCorrective Services NSWCorrective Services NSW
Peter Konstantin, Director Information ManagementPeter Konstantin, Director Information Management
[email protected]@dcs.nsw.gov.au
ComplianceCompliance
2000 & 2001: 2000 & 2001: Severe Criticism from State Audit OfficeSevere Criticism from State Audit Office
2003:2003: Corporate Information Corporate Information Management System Project Management System Project establishedestablished
DeliverableDeliverable
DCS RM Framework DCS RM Framework
Stage 1: Records Management Fundamentals:Stage 1: Records Management Fundamentals:Addressing Compliance Addressing Compliance
Records Records Management Management FrameworkFramework
Records Records Management Management FrameworkFramework
Information Information SecuritySecurity
Records and Records and CollectionsCollections
ManagementManagement
Freedom of Freedom of Information & Information &
PrivacyPrivacy
PolicyPolicy Procedures, Procedures, StandardsStandards
Enablers: Enablers: OrganisationOrganisation
System,System,TrainingTraining
Deliverable:Deliverable:
DCS “vanilla” TRIM DCS “vanilla” TRIM
Change to the BusinessChange to the Business
Electronic Document Management – Corporate OfficeElectronic Document Management – Corporate Office
Basic Workflow / Action TrackingBasic Workflow / Action Tracking
Granular Security MatrixGranular Security Matrix
““Integration” with Corporate systems to manage record Integration” with Corporate systems to manage record lifecycle lifecycle
• 2004:2004: NSW Records Management Assessment: NSW Records Management Assessment:
═ 26.43% Full Compliance; 58% Partial Compliance26.43% Full Compliance; 58% Partial Compliance
Stage 2: ERDMSStage 2: ERDMS
Information Management Lifecycle and Information Management Lifecycle and PrinciplesPrinciples
CollectionCollection
UseUse
DisposalDisposalStorageStorage
AccessAccess
Definition Ownership
Sensitivity
Accessibility
Quality
Records Records Management Management FrameworkFramework
Records Records Management Management FrameworkFramework
Information Information SecuritySecurity
Records and Records and CollectionsCollections
ManagementManagement
Freedom of Freedom of Information & Information &
PrivacyPrivacy
PolicyPolicy Procedures, Procedures, StandardsStandards
Enablers: Enablers: OrganisationOrganisation
System,System,TrainingTraining
Corporate Corporate Information Information
Management Management FrameworkFramework
Corporate Corporate Information Information
Management Management FrameworkFramework
e-officee-office
Web Content
Web Content
Management
ManagementBusiness Business
IntelligenceIntelligence
Rec
ords
and
Rec
ords
and
Col
lect
ions
Col
lect
ions
Man
agem
ent
Man
agem
ent
Integrations &
Integrations &
Data
Data
Managem
ent
Managem
ent
Sec
urity
, FO
I
Sec
urity
, FO
I &
Priv
acy
& P
rivac
y
Business EngagementBusiness Engagement
Business Management Business Management CommitteesCommittees
Business Management Business Management CommitteesCommittees ICT Architecture OwnersICT Architecture OwnersICT Architecture OwnersICT Architecture Owners
ICT Executive ICT Executive Management GroupManagement Group
ICT Executive ICT Executive Management GroupManagement Group
BOM / Steering BOM / Steering Committees / Business Committees / Business
SponsorsSponsors
BOM / Steering BOM / Steering Committees / Business Committees / Business
SponsorsSponsors
OwnershipOwnership
PartnershipPartnership
User Groups / Business User Groups / Business ChampionsChampions
User Groups / Business User Groups / Business ChampionsChampions
User Groups / Business User Groups / Business ChampionsChampions
User Groups / Business User Groups / Business ChampionsChampions
Business Project TeamsBusiness Project TeamsBusiness Project TeamsBusiness Project Teams Technology Project TeamsTechnology Project TeamsTechnology Project TeamsTechnology 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
• 20052005 : Internal Audit Assessment (Corporate) : Internal Audit Assessment (Corporate)
═ 78.9% Full Compliance; 17.6% Partial 78.9% Full Compliance; 17.6% Partial
• 20062006: State Records Authority (Desktop Review); : State Records Authority (Desktop Review);
- validates DCS Self- Auditing agencyvalidates DCS Self- Auditing agency
• 20072007: External Audit (administrative sites, additional criteria : External Audit (administrative sites, additional criteria and standards;and standards;
-- 63.5% Full compliance; 20% Partial63.5% Full compliance; 20% Partial
• 20082008: External Audit (all sites and operational records); : External Audit (all sites and operational records);
- 77% Full Compliance; 18% Partial; <1% non-compliant77% Full Compliance; 18% Partial; <1% non-compliant
• 20092009: External Audit (focus on digital records); : External Audit (focus on digital records);
- 75% Full Compliance; 15% Partial; 10%; 0% non-compliant75% Full Compliance; 15% Partial; 10%; 0% non-compliant
Stage 3: Corporate Information Management Stage 3: Corporate Information Management System CIMSSystem CIMS
Stage 3-4: DCS Corporate Information (Asset) Stage 3-4: DCS Corporate Information (Asset) Management Systems CIMSManagement Systems CIMS
………………..
inter agency Information inter agency Information exchange, scheduling exchange, scheduling and referralsand referrals
Web 2.0Web 2.0
alertsalerts
imagesimages
sound / voicesound / voice
videovideo
dynamic geospatialdynamic geospatial
biometrics biometrics
voice activated portalsvoice activated portals
………………..
DeliverablesDeliverables
Integrated Information Asset ManagementIntegrated Information Asset Management
Web Content / Web ServicesWeb Content / Web Services
Business Intelligence Business Intelligence
Interoperable: Line of Business SystemInteroperable: Line of Business System
Enterprise/Federated SearchEnterprise/Federated Search
Functional Information “Views”Functional Information “Views”
Role-based access / identity managementRole-based access / identity management
ComplexityComplexity
Case Management of Offenders Case Management of Offenders
The Core BusinessThe Core BusinessArrest Court Hearing Conviction Pre Sentence Sentence Release Post ReleaseBail Result Post Sentence
SentenceManagement
Pre Release
Bail Refused Custody
CaseManagement
Classification
Assessment(LSIR, AOD, Transitional
& Screening)
ScreeningCHS & Welfare
Reception
CaseManagement
Classification
Assessment
Reception
Fined
Fine Default(Failure to pay)
State DebtRecovery
Referral to DrugCourt
Drug Court
Detox UnitCorrectional
Center
IntensiveSupervision
(P&P)
CorrectionsHealth Service
(CHS)
Bail Granted
Bail Supervision
CaseManagement
No Supervision
Assessment(LSIR)
Home DetentionAssessment
Home Detention
Periodic Detention
Periodic DetentionStage II
AppealCommunity
CSO/CSO FineDefault
Work Assigned
SheriffsOffice
Programs
Work Release
Day & WeekendRelease
AEVTI
Bay Cottage
Good BehaviourBond
AssessmentLSIR
reviewed 6/12
CaseManagement
Programs
Completion/Termination
Application forRevocation
Application forRevocation
CompletionIntensive
Supervision(P&P)
Parole
CaseManagement
AssessmentLSIR
CSI - WorkReadiness
CrisisIntervention
Team
Mental HealthReviewTribunal
SecurityThreat
CommitteeHRMU
OfficialVisitors
AdultYoung
Offenders
Mothers &Children
JuvenilleJustice
CHS
AssessmentLSIR
CaseManagement
OS&P
TransitionalCentres
Releasing Authority(presentation of report)
ReleaseParole Board
Release CourtBased Parole
Decision toRelease
Parole Board
Supervision
No Supervision
TherapeuticUnits
(Ngara Nura,Cubit, Violence
Prevention,ACMU)
As at 30/06/2004Throughcare Overview Draft Version v 4
Throughcare & E Case Management Workflow Diagram
MeritProgram
AboriginalSpecialists
Offender
Successful Integrationinto Community
Reoffence
Programs
ReportPreparation
ACT ParoleBoard
CommonwealthAttorney General
Department ofImmigration
NSW Parole Board
Indentification of Inmatesof Interest to P&P
PSR Preparation
Paid
InterstatePrisonerTransfer
InternationalPrisonerTransfer
InterstateCommunity
based OrderTransfers
InterstateParole Order
Transfers
Bail Granted
SORC
Discharge fromCorrectional Centre
Arrest Court Hearing Conviction Pre Sentence Sentence Release Post ReleaseBail Result Post SentenceSentence
ManagementPre Release
Bail Refused Custody
CaseManagement
Classification
Assessment(LSIR, AOD, Transitional
& Screening)
ScreeningCHS & Welfare
Reception
CaseManagement
Classification
Assessment
Reception
Fined
Fine Default(Failure to pay)
State DebtRecovery
Referral to DrugCourt
Drug Court
Detox UnitCorrectional
Center
IntensiveSupervision
(P&P)
CorrectionsHealth Service
(CHS)
Bail Granted
Bail Supervision
CaseManagement
No Supervision
Assessment(LSIR)
Home DetentionAssessment
Home Detention
Periodic Detention
Periodic DetentionStage II
AppealCommunity
CSO/CSO FineDefault
Work Assigned
SheriffsOffice
Programs
Work Release
Day & WeekendRelease
AEVTI
Bay Cottage
Good BehaviourBond
AssessmentLSIR
reviewed 6/12
CaseManagement
Programs
Completion/Termination
Application forRevocation
Application forRevocation
CompletionIntensive
Supervision(P&P)
Parole
CaseManagement
AssessmentLSIR
CSI - WorkReadiness
CrisisIntervention
Team
Mental HealthReviewTribunal
SecurityThreat
CommitteeHRMU
OfficialVisitors
AdultYoung
Offenders
Mothers &Children
JuvenilleJustice
CHS
AssessmentLSIR
CaseManagement
OS&P
TransitionalCentres
Releasing Authority(presentation of report)
ReleaseParole Board
Release CourtBased Parole
Decision toRelease
Parole Board
Supervision
No Supervision
TherapeuticUnits
(Ngara Nura,Cubit, Violence
Prevention,ACMU)
As at 30/06/2004Throughcare Overview Draft Version v 4
Throughcare & E Case Management Workflow Diagram
MeritProgram
AboriginalSpecialists
Offender
Successful Integrationinto Community
Reoffence
Programs
ReportPreparation
ACT ParoleBoard
CommonwealthAttorney General
Department ofImmigration
NSW Parole Board
Indentification of Inmatesof Interest to P&P
PSR Preparation
Paid
InterstatePrisonerTransfer
InternationalPrisonerTransfer
InterstateCommunity
based OrderTransfers
InterstateParole Order
Transfers
Bail Granted
SORC
Discharge fromCorrectional 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 - OCDALIASThe 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
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/ActivitiesDisplays 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..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 - OIDUBDESAllows 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
etcetc
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
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
LessonsLessons
• Commence a program, not a projectCommence a program, not a project
• Engage in partnership with the business Engage in partnership with the business
• Offer an integrated solution in a lifecycle contextOffer an integrated solution in a lifecycle context
• ……building where possible on accepted practicesbuilding where possible on accepted practices
• Keep moving forward and pre-emptKeep moving forward and pre-empt
[email protected]@dcs.nsw.gov.au