December 1, 2011

JUS.T.I.S. Governance Council Meeting
December 1, 2011 Minutes

Start of Meeting: 09:35 a.m.

Departments Present: Adult Probation (APD), City Administrator’s Office (CAO), Department on Status of Women (DOSW), District Attorney (DA), Juvenile Probation (JPD), Police (PD), Public Defender (PDR), Sheriff (SD), Superior Court (SC), Department of Technology (DT), Mayor’s Office, City Attorney.

Minutes from Prior Meeting – Minutes from 10-27-11 meeting to be reviewed at our Next Meeting

From Executive Sponsor’s Update:

Two vacant, staffing positions for the JUSTIS project will be posted in December.

The Execute Sponsor provided the Council with an overview of the content and current status of a report that will be used to provide a monthly project overview to City Officials and Agencies.

It was announced that Amy Brown, the Acting City Administrator would be leaving the City in December 2011.

Phase One of our activities with the Department of Technology to connect our Blade Servers to our storage area network device has been completed.

From Technical Steering Committee’s Update:

JUSTIS continues to be engaged in Assembly Bill 109 Realignment meetings with the criminal justice departments to help clarify and assess processing and reporting needs currently unmet. And members of the Controller’s Office attended a Technical Steering Committee meeting to discuss their data needs.

JUSTIS team continued their work with the Police Department to design and implement the PD Incident System interface with JUSTIS. And both parties began activities around addressing their MOU needs.

Juvenile Probation attended a Technical Steering Committee meeting and provided a status on their current activities and discussed a number of future interactions that they would like to accomplish through JUSTIS.

Committee members were updated on the location and dates of 2012 Governance Council meetings.


From Case Management System Updates:


Hub Activity/Server Project:

Since the release of version 9.x of the Sheriff’s Jail Management software, the Hub performance has significantly improved in stability with far fewer issues needing staff intervention.

JUSTIS is continuing their work with the COURTS on the interface between the Hub and CX2000. Current activity centers around the data needing to be exchanged and the format in which it will be exchanged.

JUSTIS expects to engage with DOSW and PD to review previous agreements between PD and DOSW to determine if the information provided by the Incident System and RMS Booking system interfaces will meet the needs of DOSW. The prior work included documentation and a demonstration with a Proof of Concept (POC) portal that was approved by DOSW.

The JUSTIS engineering team is completing their work on the PD Incident System interface, and they are also working on the JUSTIS interface to the Public Defender’s Case Management System

Members of the JUSTIS team participate in weekly meetings with staff from the Superior Court, Adult Probation, the Sheriff’s Department and the Controller’s Office on business processes impacted by the new Assembly Bill 109 statutes.

JUSTIS also reports that it is ready to begin activities to migrate departmental case management systems onto its blade servers. The District Attorney will be the first department to be migrated.


Juvenile Probation:

Juvenile Probation indicated that they have been running their new web-based system since June.


District Attorney:

DA reported working on their Subpoena module;

The DA also indicated that a software upgrade is needed, and that their annual maintenance agreement is due to be renewed.


Public Defender:

PDR reported that they were targeting to be connected to JUSTIS by the 1st quarter of 2012


Police:

The Police reported that they have been meeting with the Sheriff’s department to resolve any issues around single-entry booking.

They are working with JUSTIS on sending Incident Report data to JUSTIS.

They are collaborating with JUSTIS, the Sheriff, and CABLE staff to process 2011 arrest data with updated BCS codes.

The PD is also working on their Data Warehouse project and expects to be in production with Ingleside Station in January 2012.


Sheriff:

The Sheriff indicated that they have implemented the most recent release of their vendor’s Corrections module.

They are now working to implement their vendor’s Field Reporting module and are in discussions with that same vendor to implement their Programs module.

The Sheriff has also requested their vendor to review previous work on the interface between the Police RMS booking and the Sheriff’s JMS Corrections booking for development and deployment.


Adult Probation:

Adult Probation reports that they have been working with their vendor to refine requirements.

They will also be initiating meetings in early 2012 with the vendor to discuss data interface needs with the JUSTIS team


Superior Court:

Superior Court reported that they would be meeting with JUSTIS staff and CABLE staff to identify functions that would need to be transferred from CABLE to CX2000 when the Courts go into production with CX2000.


Department on Status of Women’s Data Portal

JUSTIS will assign staff to review the existing Data Reporting requirements and identify the new data sources needed to replace the original Records Management System’s data fields.


Quality of Life Project:

No current activity; waiting for meeting with departments to review existing information.


New Business – No new business was raised.


End of Meeting: 11:00 a.m.