HomeMy WebLinkAboutResolutions - 1983.10.20 - 11748Miscellaneous Resolution # 83264 September 22, 1983
In re: INSTALLATION OF JAILTRAC SYSTEM
By: Public Services Committee - James E. Lanni, Chairperson
To The Oakland County Board of Commissioners
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the Jail Study Subcommittee has identified
the management information needs of the Oakland County Jail
operations; and
WHEREAS the County Executive through the Computer Services
Department has prepared extensive requirements analysis in cooperation
with the Sheriff's staff; and
WHEREAS the Jail Study Subcommittee has examined the
Computer Services Department's recommendation to implement the
JAILTRAC System; and
WHEREAS the cost of JAILTRAC software is $55,000.
NOW THEREFORE BE IT RESOLVED that the Jail Study Sub-
committee recommends the installation of the JAILTRAC System to
meet jail management information requirements.
BE IT FURTHER RESOLVED that an additional appropriation
be made to Computer Services software line item in an amount of
$35,000 to enable the Department to purchase JAILTRAC.
MR. CHAIRPERSON, on behalf of the Public Services
Committee, I move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
JAIL MANAGEMENT SYSTEM REQUIREMENTS ANALYSIS SUPPLEMENT
JAILTRAC OVERVIEW
PREPARED BY:
OAKLAND COUNTY COMPUTER SERVICES DEPARTMENT
COUNTY OF OAKLAND
DANIEL T. MURPHY, COUNTY EXECUTIVE
August 9, 1983
Mr. Joseph D. Joachim
Assistant to the Executive
Oakland County
1200 N. Telegraph Rd.
Pontiac, MI 48053
Dear Mr. Joachim:
I am writing in response to your letter regarding the status of the Jail Management
System. The following statements reflect the progress of the Jail Management
Project to date:
• The initial phase was to meet with management and operations
personnel of the Oakland County Sheriff's Department. These
meetings were held from September through December of 1982.
. A Requirements Analysis was developed identifying existing
operational activity. The issues addressed identified strengths as
well as weaknesses in the existing operation and specified most
significant areas of concern. The Requirements Analysis also
identified options available to the Sheriff's Department and the
Data Center. These options consisted of:
1) Modification and enhancement of the existing jail
booking system.
2) Design, development and implementation of a
completely new management system using database
technology.
3) The purchase of an existing system and transfer of
same through a tailoring process to meet Oakland
County Jail Management needs.
A review and analysis of the requirements study was conducted
with jail administration and operational personnel. This analysis
resulted in recommendation Number 3 being strongly supported.
This recommendation was based on a package provided by INSLAW,
Inc. entitled JAILTRAC. (See attached.)
Department of Computer Services
1200 NoRTII Tii:t.1:(iliAPir !WAI), PON"FT,N(7. :441(111(.,kN 4807,3
(313) 858-0810
Mr. Joseph D. Joachim
August 9, 1983
Page 2
• On July 25 and 26 a representative of INSLAW, Inc. gave a
technical and systems overview presentation. The technical review
indicated no serious concerns relative to the JAILTRAC transfer
into Oakland County Computer Services, and the system's overview
was well received by jail administration and operational personnel.
This session was concluded with a discussion between Sheriff
Spreen, Mr. Don Lee and Mr. Robert Snell with a conclusion being
drawn that JAIL TRAC provided all the essential elements
necessary, as well as those requirements identified in the Jail
Management System Requirements Analysis.
• Negotiations are presently under way to establish contract
language for the transfer of the JAILTRAC system to Computer
Services. Issues involved in the negotiating process revolve around
available terms for the 555,000.00 cost and peripheral contract
services. Upon completion of these negotiations, it is anticipated
that discussions will be undertaken to provide necessary funding to
acquire the JAILTRAC system.
I hope that the above provides you with adequate information in regard to the status of
the Jail Mananagernent Project. If you have any questions, please do not hesitate to
call me or Bob Snell.
Sincerely,
Sl'ta-n G. Topiwalla
Director
SGT:jc
Enclosure
COURT
PROCESS
TRANSPORTING
OFFICER
COPY OF
COMMITMENT
FORM(S)
INMATE +
MITTIMUS +
BOND TYPE + AMOUN
NEXT DATE + ACTIC
COURT, JUDGE
OR SENTENCE CRDEF
INMATE
TRANSPORTING
OFFICER
DEFENDANT
COMMITMENT
FORMS)
OR
MITTIMUS
JAIL
UPDATE „
POLICE
AGENCY
FOR MONEY,
PROPERTY
BOOKING
JACKET
INMATE
MONEY
RECEIPT FOR
BOND, FINE
RETURN OF
MONEY
INMATE
ACCOUNT
ACCOUNTING
COURT
RECEIPT
BONDS,
FINES INES COURT
GOVERNMENT ACCOUNTING
n,
RECEIPT
PROPERTY
BOND,
FINE
JAIL PROCESSING
JAIL MANAGEMENT PROBLEMS
CHARGE DISPOSITION
THE SYSTEM MUST UNIQUELY IDENTIFY EACH CHARGE FOR FOLLOW -UP
REQUIRING A POLICE INCIDENT NUMBER ON ALL COMMITMENTS, THE
SYSTEM MUST GENERATE A WEEKLY REPORT FOR POLICE AGENCIES )
COURTS, AND PROSECUTOR'S OFFICE SHOWING:
8 INMATES SCHEDULED FOR COURT ACTION, DAY, TIME,
CHARGE, INCIDENT AND DOCKET
0 INMATES WITH UNRESOLVED CHARGES WHO WERE NOT
RETURNED FROM COURT
0 INMATES WHO HAVE NOT BEEN SENTENCED BUT WHO DO
NOT HAVE COURT DATES
INMATE ACCOLNTING (FUND & PROPERTY)
SYSTEM MUST PROVIDE ON -LINE ACCURATE ACCOUNT OF MONIES
DEPOSITED, EARNED AND EXPENDED, AND ACCOUNT BALANCE SUMMARY )
AS WELL AS AN AUDIT TRAIL FOR EACH INMATE ACCOUNT, THE
SAME BASIC SYSTEM APPLIES TO PROPERTY INVENTORY.
-2-
JAIL MAN A EMENT PROBLEMS
VANAGEENT REPORTING
THE SYSTEM MUST SUPPORT AGGREGATE REPORTING OF VOLUME,
STATISTICS, AND RESOURCE UTILIZATION. IT MUST BE DESIGNED
FOR PERIODIC AND SPECIAL REPORTING,
JAIL MANAGEMENT FUNCTIONS
ON-LINE BOOKING
INITIAL ENTRY OF DEFENDANT INFORMATION
O IDENTIFICATION
O START CRIMINAL PROCESS
O RETRIEVE - CREATE - UPDATE CRIMINAL HISTORY
BASIS FOR INMATE RECORDS
GENERATE
O CHARGING DOCUMENT
0 DETENTION DOCUMENT
CUSTODY - STATUS - LOCATION
O REMOTE - CENTRAL
O TRANSPORTATION
• RELEASE DATE
O PROPERTY
• CLOTHING
JAIL MANAGEMENT FUNCTIONS
INMATE RECORDS
IDENTIFICATION
0 DEGREE OF SECURITY/SURVEILLANCE
0 JAIL GROUPINGS
LOCATION AND MOVEMENT
O CURRENT LOCATION
O PLANNED MOVEMENTS
• DESTINATION
$ TIME OUT
O TIME IN
0 RESPONSIBLE PERSONNEL
JUDICIAL PROCESS STATUS
IN-CUSTODY STATUS
O PRE -TRIAL
O SENTENCE
9 CONDUCT - BEHAVIOR - TRUSTY
• WORK FURLOUGH
RESTITUTION - FINES - ETC,
• HOLDS - WARRANTS
JAIL MANAGEMENT FUNCTIONS
INMATE RECORDS
CONTROL
PAST HI STORY
- ESCAPES
- VIOLENCE
• HEALTH STATUS
- PHYSICAL
- MENTAL
• FUND ACCOUNTING
• PROPERTY
• CLOTHING
• MAIL
• VISITS
- NUMBER
- FREQUENCY
JUDICIAL AGENCY REFERENCES
• LOCAL POLICE ID #
• STATE ID #
• FBI #
• PROSECUTOR #
• DISTRICT COURT #
• CIRCUIT COURT #
• PROBATION #
-3-
JAIL MANAGEMENT FUNCTIONS
INMATE RECORDS
POTENTIAL BENEFITS
• IMMEDIATE VERIFICATION OF STATUS & LOCATION
- INQUIRIES
- TELEPHONE CALLS
9 ELIMINATE RE -BOOKING ON TRANSFER FROM
- CITY TO COUNTY
- FACILITY TO FACILITY
9 REDUCTION OF LOST PROPERTY CLAIMS
AVOID UNLAWFUL DETENTION
- LOST INMATE
- MISSED RELEASE DATE
- NO CHARGING OR COMMITTING DOCUMENT
0 BETTER INMATE FUND ACCOUNTING
• INMATE MOVEMENT
- MORE EFFICIENT SCHEDULING
- BETTER CONTROL
-4-
3AILTRAC OVERVIEW
JAILTRAC supports the daily operations of agencies responsible
for booking arrestees into custody while awaiting court action, supervising
pretrial releases, and maintaining convicted defendants who are sentenced
to local incarceration. The system captures, maintains, and retrieves
information about arrestee bookings into the detention facility, and on the
management of defendants whether in the facility or on some form of
release. Once an item of information is entered into the system, it is
available for any number of purposes. The data gathered as part of daily
operations, for example, can be reorganized and presented in a format
usable for record keeping, auditing, billing, budgeting, and other
administrative activities.
Central to the system is the Defendant Descriptor record, which is
linked to a unique identification number assigned to each person taken into
custody. Once the defendant has been described to the system,
information about booking, charges, pretrial release, custody, sentence,
and any supervised release is captured and is readily available if the
defendant is re-booked. The system maintains a complete history of an
individual's incarceration, listing events that occurred during that
incarceration and tracking housing assignments throughout the detention
facility. This complete record can be maintained on-line for instantaneous
display on request or it can be written to a historical file for subsequent
batch reporting.
The system is designed to be operated on-line. An operator enters
data directly into a computer through a terminal and accesses information
in the system through on-line inquiries. The operator may also review any
transaction before sending it to the computer. The software provides
extensive assistance to the operator through "menus" that list the on-line
inquiries that can be made and through "help" messages that prompt the
user in making inquiries. Through an on-line inquiry capability, an operator
can retrieve all the information or summaries by defendant name or
identification number, by cell or cell block, by program classification, or
special treatment information. The user may also define other indexes at
the time of system implementation.
Besides the provision of program for data entry, on-line inquiries,
indexed searches of the data, and data security, the system includes
capabilities for document and forms production, such as property receipts,
and the routine or ad hoc production of work-flow analysis reports,
resource-utilization reports, and other reports needed to evaluate agency
activities. Such reports can alert administrators and managers to existing
or impending problems and can provide information needed to formulate
solutions and influence policy. The system also has a limited capability to
track the progress of a detainee's case through the judicial system.
JAILTRAC is machine independent and easily modifiable. The
software has been run on a variety of machines and is compatible with 74
ANS COBOL. In addition, system users are not limited to the design
described in this document. The software supports a procedure known as
"tailoring." Using an interactive program, a locality can add, delete, or
modify data elements or transactions without reprogramming. The
INSLAW version of the module serves as the starting point for tailoring,
but it is not a limiting factor.
JAILTRAC is record oriented. The user defines a series of
logically connected data elements as a record. Each record, in turn, is
related to one or more functions performed as steps in the booking/jail
management Process. Original data entry can occur in one of two ways:
through the use of records, which can be updated any number of times, or
through special entry screens. Within a record, the user specifies which
data elements are required at entry and which can be left blank for later
modification. Records may also be linked into a series of related records
that are then automatically called up on the terminal screen for data
entry. The operator is prompted by the system as data entry progresses
and has an opportunity to correct the data before they are sent to the
system. Special entry screens, which allow entry of data elements from
two or more records on one screen, are designed by the user to make
original data entry easier and faster for the operator. These features,
along with the flexibility of the tailoring process, permit a system design
that meets local requirements. If local needs change, 3AILTR AC includes
the capability to change the data base and transfer existing records.
VISITOR CONTACT
PROGRAM
INCIDENT
DEFENDANT PROPERTY
BOOKING CHARGE/DISP
BOND
PTR VERIFICATION
HOLD VERIFICATION
JAIL TRAC
LOGICAL DIAGRAM
INDEXES
CELL BLOCK
CUSTODY STATUS
DEFENDANT NAME
SCHEDULED DATE
SPECIAL TREATMENT
SCHEDULED EVENT
EVENT
INMATE ACCOUNT
VISITOR
STATUS
TRANSACTION FILES
BONDSMAN
CHARGE
JUDGE
OFFICER
ATTORNEY
PTR RECOMMENDATION
HOLD
SENTENCE TIME
MEDICAL NOTE
JAI LTRAC FEATURES
JAILTRAC SUPPLIES DAY -TO -DAY OPERATIONAL AND ADMINISTRATIVE
SUPPORT AND SIGNIFICANT MANAGEMENT DATA JAILTRAC CAN
INCLUDE, BUT IS NOT LIMITED TO, THE FOLLOWING INFORMATION:
• ARRESTEE INTAKE, CLASSIFICATION, PROCESSING
• CHARGES AND THEIR DISPOSITION
6 BOND SETTING
O PRETRIAL RELEASE SCREENING/SUPERVISION
9 SCHEDULED COURT APPEARANCES
0 CUSTODY MANAGEMENT
0 HOUSING ASSIGNMENTS
41 INMATE PROPERTY AND FINANCIAL ACCOUNTS
• VISITOR CONTACTS
• DIVERSION/PROBATION/PAROLE SUPERVISION
• RELEASE DATES
ANY OF THE ABOVE ITEMS CAN BE MODIFIED TO REFLECT SPECIFIC
NEEDS,
JAILTRAC SPECIAL FEATURES
ON-LINE OPERATION
O EVERYTHING ENTERED CAN BE DISPLAYED
O PRINTED COPY OF ANY DISPLAY CAN BE PRODUCED
USER-FRIENDLY MENU SCREENS
O EASY -TO -USE MENU SCREENS FOR ENTRY & RETRIEVAL
O DATA ENTRY TRANSACTIONS CAN BE LINKED TO SIMPLIFY
ENTRY
VULTIPLE INDEXES
ACCESS TO DATA BY EITHER ARRESTEE'S NAME OR ID #
• INFORMATION CAN BE RETRIEVED IN OTHER WAYS INCLUDING
SEARCHES BY
- SCHEDULED APPEARANCE DATES
- NAME OF JUDGE
- PROSECUTOR
- ATTORNEY
- VISITOR
- PROGRAM ASSIGNMENT
- CELL ASSIGNMENT
JAI LTRAC SPECIAL FEATURES
PHONETIC _SEARCH
0 NAMES SOUNDING LIKE THE ONE FOR WHICH A SEARCH
IS BEING CONDUCTED CAN BE LISTED (USEFUL FOR
NAMES OF ARRESTEES AND VISITORS)
ON-LINE TALLY
0 PROVIDES ON -LINE COUNTS OF
- CELL -BY -CELL POPULATION
- CELL BLOCK CAPACITIES
- ASSIGNED -PRISONER COUNTS
FANAGEMENT REPORT PACKAGE
0 PROVIDES INFORMATION ON WHAT IS HAPPENING (OR HAS
HAPPENED) AND WHY AT EACH STAGE IN THE BOOKING,
DETENTION, OR SUPERVISED RELEASE PROCESS, E.G.
- MONTHLY POPULATION STATISTICS
- PRISONER MOVEMENT REPORTS
- PROGRAM PARTICIPATION & COMPLETION RATES
JAILTRAC SPECIAL FEATURES
GENERALIZED INQUIRY PAC<AGE
• PROVIDES DESCRIPTIVE DATA ON A GROUP OF INMATES
SHARING ONE OR SEVERAL ATTRIBUTES, UP TO NINE
LINES OF DATA PER ARRESTEE CAN BE PRINTED.
(EXAMPLE: LISTS OF FINAL DISPOSITIONS FOR
REFERRING AGENCIES COULD BE LINKED TO THE
DETAINEE'S NAME) ID # OR PROGRAM ASSIGNMENT.)
FILE YANAGEMEN T REPORTS
• ON -LINE INQUIRIES AND STATUS REPORTS CAN HELP
MANAGE THE STORAGE AND DISTRIBUTION OF FILE
FOLDERS.
• OPTIONALLY, DOCUMENTS CAN BE TRACKED.
CURRENT & HISTORICAL CASE FILES
• CLOSED CASES CAN BE RETIRED FROM ON -LINE STATUS
(DIRECT ACCESS THROUGH TERMINALS) TO A HISTORICAL
FILE,
A SKELETON RECORD OF EACH CLOSED CASE CAN REMAIN
IN THE ON -LINE FILE.
• REPORT PROGRAMS CAN ACCESS BOTH THE CURRENT AND
HISTORICAL FILES.
JAILTRAC SPECIAL FEATURES
PRIVACY 8, SECURITY
8 SECURITY PASSWORDS MAY BE DEFINED TO LIMIT
ACCESS TO THE SYSTEM BY TERMINAL LOCATION
OR USER.
FISCAL NOTE
BY: FINANCE COMMITTEE, DR. C. WILLIAM CADDELL, CHAIRPERSON
IN RE: MISCELLANEOUS RESOLUTION #83264 - INSTALLATION OF JAILTRAC SYSTEM
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
Pursuant to Rule XI-C of this Board, the Finance Committee has reviewed
Miscellaneous Resolution #83264 and finds $55,000 necessary to fund said
project; said funds available within the Computer Services operations.
FINANCE COMMITTEE
FISCAL NOTE
BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRPERSON
IN RE: INSTALLATION OF JAILTRAC SYSTEM
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
Pursuant to Rule XI--C of this Board, the Finance Committee has
reviewed Miscellaneous Resolution #83264 and finds $55,000 necessary
to fund purchase of the Jailtrac System. The Finance Committee finds
said funds available as follows: (181-01-00-6361)$20,000 Budgeted
Data Processing Development; (990-02-00-9990)$35,000 Contingency.
The Contingency amount to be transferred to the appropriation for Data
Processing Development account. The total $55,000 is to be transferred
to the Sheriff's Department Budget via the normal quarterly distribution
of computer services Development charges.
Further the expenditure line item for software (4-63600--l82-0l-00-
3701) be increased $55,000 and the sa]aries line item (4-63600-l82-02-
00-11001) be decreased $20,000 in the Computer Services Budget.
Further that the revenue line-item (3-63600-181-01-00-2371)
Budgeted Dept.-Development be increased $35,000.
FINANCE COMMITTEE
#83264
Moved by Lanni supported by Jackson the resolution, with Fiscal Note
attached, be adopted.
The Chairperson referred the resolution back to the Finance Committee,
Discussion followed.
The Chairperson stated a "yes" vote would refer the resolution. The
vote was as follows:
AYES: Rewold, Wilcox, Gosling, Hobart, Jackson, S. Kuhn, Lanni, McConnell,
McDonald, Moffitt, Nelson, Olsen, Page. (13)
NAYS: Pernick, Price, Aaron, Doyon, Foley, Fortino, R. Kuhn, McPherson,
Perinoff. (9)
A sufficient majority having voted therefor, the resolution was referred
to the Finance Committee.
#83264 October 20, 1983
Moved by Lanni supported by Gosling the resolution with Fiscal Notes
attached, be adopted,
AYES: R. Kuhn, S. Kuhn, Lanni, Law, McConnell, McDonald, McPherson,
Moffitt, Moore, Nelson, Olsen, Perinoff, Price, Rewold, Aaron, Caddell, Calandro,
Doyon, Foley, Fortino, Gosling, Hobart, Jackson. (23)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution with Fiscal Notes
attached, was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland and having a seal,
do hereby certify that I have compared the annexed copy of
Miscellaneous Resolution i8326.4 adopted by the Board of Commissioners at their
meeting held on October 20, 1983
with the orginial record thereof now remaining in my office, and
that it is a true and correct transcript therefrom, and of the
whole thereof.
In Testimony Whereof, I have hereunto set my hand and affixed the
seal of said County at Pontiac, Michigan
20th October 83 this day of /7----) 1 -
,/
ALLEN
Couny Clerk/Register of Deeds