County of Santa Cruz 0045

District Attorney's Office701 OCEAN STREET, SUITE 200, SANTA CRUZ, CA 95060

(831) 454-2400 . FAX: (831) 454-2227 . E-MAIL: dao@co.santa-cruz.ca.us

BOB LEEDISTRICT ATTORNEY

March 4,2013 Agenda: March 19,2013

Board of SupervisorsCounty of Santa Cruz701 Ocean StreetSanta Cruz, CA 95060

RE: Request to Upgrade District Attorney's Case Management System (DAMIaN) & OtherFiscal Adjustments

Dear Members of the Board:

The District Attorney's Offce (DAO) is requesting your Board's approval to pay $71,590 toConstellation Justice Systems (CJS) for the purpose of purchasing and implementing the JWorkseDisclosure and eReferral Modules, as well as a Court Sentences and Disposition Interface for theDAMION case management system. To facilitate this upgrade, the District Attorney's Offce isrequesting that your Board adopt a resolution accepting and appropriating unanticipated revenue in theamount of $83,962.

The DAMION case management system was originally implemented in June 2003 with your Board'sapproval to replace an aging mainframe computer-based program and provide much needed casemanagement improvements. Then in January 2007, your Board approved an amendment to our originalpurchase agreement with CJS authorizing the purchase of a version upgrade to DAMION and theDAMION Discovery Module. This purchase greatly enhanced the DAO's ability to receive, archive,track and prepare statutorily required discovery in electronic form for distribution to the various defenseattorneys.

Now, we believe it is time to take the next step in improving our office's ability to more effciently andeffectively distribute statutorily required discovery to the various defense attorneys, as well as supportthe DAO's objective of "paperless" case management. The JWorks eDisclosure and eReferral Modules,as well as a Court Sentences and Disposition Interface will provide:

19

Board of Supervisors Agenda: March 5, 2013Upgrade to District Attorney's Case Management System (DAMION)Page 2

QoLfi?

. a secure, more effcient, and cost-effective web-based portal for the distribution of electronicdiscovery to the County's contract Public Defender, as well as other defense attorneys;

. a secure, more effcient, and cost-effective web-based portal for law enforcement agencies to

submit crime reports and evidence, directly archiving this information in DAMION andautomatically beginning case generation; and

. an automatic interface of necessary court sentences and dispositions, eliminating significant data-

entry by DAO staff.

The District Attorney's Offce is also requesting that your Board adopt a resolution accepting and

appropriating unanticipated revenue in the amount of $83,962, representing unanticipated drug-relatedand other forfeiture proceeds ($42,550), as well as previously unrecognized interest on bad checkrestitution ($41,412). The intent of this request is to utilize these funds to fund the aforementionedupgrade and partially fund the replacement of failing computer equipment.

The DAO has coordinated with the Information Services Department and we are both in agreement withthis purchase.

IT IS THEREFORE RECOMMENDED THAT YOUR BOARD:

1. Approve the purchase of the JWorks eDisclosure and eReferral Modules, as well as a CourtSentences and Disposition Interface from CJS in the amount of$71,590 for use with DAMION;

2. Authorize the District Attorney to sign the attached Amendment to the November 12,2002Agreement Between the County of Santa Cruz and CJS to execute said upgrade and purchase;and

3. Adopt a resolution accepting and appropriating unanticipated revenue in the amount of$83,962,as detailed in the attached (AUD-60) form.

19

Board of Supervisors Agenda: March 5, 2013Upgrade to District Attorney's Case Management System (DAM ION)Page 3

o rJ 47

Sincerely,

ß~LBob Lee ~O#ADistrict Attorney tf ~

RECOMMENDED:

~ /Susan A. Mauriello

County Administrative Offcer

RECOMMENDED:

Kevin BowlingDirector of Information Services

..Q

BEFORE THE BOARD OF SUPERVISORSOF THE COUNTY OF SANTA CRUZ, STATE OF CALIFORNIA

RESOLUTION NO.

On the motion of Supervisorduly seconded by Supervisor

The following resolution is adopted:

RESOLUTION ACCEPTING UNANTICIPATED REVENUE

0048

WHEREAS, the County of Santa Cruz is a recipient of funds from the Drug Forfeiture Proceeds and othermiscellaneous revenues; and

WHEREAS, the County is recipient of funds in the amount of $83,962 which are either in excess of thoseanticipated or are not specifically set forth in the current fiscal year budget of the County; and

WHEREAS, pursuant to Government Code Section 29130(c)/29064(b), such funds may be made available forspecific appropriation by four-fifths vote of the Board of Supervisors;

NOW, THEREFORE, BE IT RESOLVED AND ORDERED that the Santa Cruz County Auditor-Controlleraccept funds in the amount of $83,962into the Offce of the District Attorney.

T/C001001001

IndexNumber ACCOUNT NAME

Drug Forfeiture ProceedsOther RevenueOther Revenue

REVENUE SUB-OBJECT

041423842384

USERCODE

272100272100271500

And that such funds be and are hereby appropriated as follows:

T/C02tl021\

IndexNumber ACCOUNT NAME

Inventoriable ItemsConsult/MGT/PC Services

EXPENDITURESUB-OBJECT

34963545

USERCODE

272100272100

AMOUNT$ 25,800$ 16,750$ 41,412$ 83,962

AMOUNT$ 12,372$ 71,590$ 83,962

DEPARTMENT HEAD I hereby certify that the fiscal provisions have been researched and that theRevenue(s) (has been) (will be) received within the current fiscal year.

By Date: 3 - 5 - \3

A UD60 (Rev 1 0101 )

Page 1 of2

'19

COUNTY ADMINISTRATIVE OFFICER I_I Recommended to Board 0049

I_I Not Recommended to Board

PASSED AND ADOPTED by the Board of Supervisors of the County of Santa Cruz, State of California, thisday of ,20 by the following vote (requires four-fifths vote for

approval):

AYES: SUPERVISORS

NOES: SUPERVISORS

ABSENT: SUPERVISORS

Chair of the Board

ATTEST:

Clerk of the Board

APPROVED AS TO ACCOUNTING DETAIL:

Distribution:Auditor-ControllerCounty Counsel

County Administrative OfficerOriginating Department

A UD60 (Rev 10101)

Page 2 of2

18

() 050

TO: Bo of Su w..CC AcIr onAuID Cool

COUNT OF SAA CRUZREQUES FOR APPROVAL OF AGREEMENT

FR: District Attorney's.Office (Dlmal)~ (~llk(1J (-iSig ~ ~IIUDre.e-.1aEx Ao e!1Je it ~ Re Ao -I iet 0

BY:

AGREEMEHlY (Q1 On)

Th Bc of SuisS IS he re to ape th at agt an aut!h ec at an

1. Sa agt Is be th Santa Cruz District Attorney

~Constellation Justice Systems, 5399 Lauby Rd., North Canton, OH 44720(DeAg)

(twAd)2 on le m -- Implementation of JWorks eDisclosure & eReferral Modules, as well as. ifil ag, w "'......

Court Sentences & Disposition Interface.

3. Pe of th ~t Is fr March 1, 2013

71,590to June 3 0, 2013

t\. AnK)te Cot IS $o Axed 0 Monthly Ra 0 Arrl Ra ~ Not to Ex

Rer:5. Deil: 0 On Cotiuin AgiieillS Us fo FY _"_ . Pag CC-_ Coritrac No:

o Se n No Ba ie rei' WILL be lis ir !tan 8rn Se m .BO ie reiro Se IV Re ~OR ~ 1- Tmp. Ageerncnt

6. ~iatOOlRevue are availbl an are budeted ill 272100(Index) 3545 (Suli obJect)

NOT: IF APPTIONS AR INSUFFENT, ATIACHED COMPLmD AlD-74 OR A11D-60

~, habeApprtins ~ available an ~" enbere.are no u. ;¿ I_ßy\)pOPrl and accoting detil re and ït. It is recmened that t~ Board of Supis appr tte iKreeme ii aur.

Bob Lee, District Attorney

Contrac No: CT~ jQQl

&f:Aix~rx.C~l#- Date: 3!r/ i3

Date:

's Office

( DepitrtrtlAger)By:

Dtsbu :Board of Su - WhitAuit Coll - canaryAuit-ctrle - PiDeent - Go

ADM - 29 (8/01)TI i, 5e 30 Pr Ma

State of CAlifoiaCont of Santa CrI ex-ofOo cier~ ot th Bord of Supeis~ of th County of Santa Cr..State of CAllfoia, do hereby certify tht the foeging reuest tor appral of agen was ~.pr by said Bord of Supers as recmmende by th County Adinistrtive ote by aior duty ener In the minutes of said Bord on 20_

By: De CieAUDIT-cONTOlLER USE ONLY

coDo No. $JEAm Un H/T

Keed By DaæTellO

irta~~S

Amt IndeISub Obje Us Co

SECOND AMENDMENT TO NOVEMBER 12, 2002 AGREEMENT BETWEEN THE COUNTYOF SANTA CRUZ AND CONSTELLATION JUSTICE SYSTEMS

This Second Amendment (hereafter SECOND AMNDMENT) is made by and between the Countyof Santa Cruz (hereafter COUNTY) and Constellation Justice Systems (hereafer CONTRACTOR)and amends the November 12, 2002 Agreement between the partes for the second tíme. True andcorrect copies of the first amendment to the November 12, 2002 Agreement and the originalNovember 12, 2002 Agreement are attached hereto as Attachment A.

1. Deimitions

The following definitions shall apply to this SECOND AMENDMENT:

a. Agreement

The term "Agreement" shall mean the original Agreement dated November 12,2002 betweenCONTRACTOR and COUNTY. All terms and conditions as stated in the original Agreementand first amendment dated January 8, 2008 wil remain in effect unless specifically changed orexcluded by this SECOND AMENDMENT.

b. Other Terms

Ters used and not defined in this SECOND AMENDMEN shall have the meanings assignedto such terms in the original Agreement.

2. Modifications to the AgreementThe Agreement is hereby modified as follows:

a. NEW DUTIES. CON1RACTOR agrees to exercise special skill to accomplish the followingresults: Install JW orks eDisclosure and eReferral Modules and Cour Sentencing and DispsitionInterface for use with DAMION Case Management System at 701 Ocean Street, Room 200,Santa Cru, CA 95060, for the County of Santa Cruz Distrct Attorney's Office per AttachmentsB and C to this SECOND AMENDMENT.

(1) COMPENSATION. In consideration for CONTRCTOR accomplishing saidresult, COUNY agrees to pay CONTRACTOR as follows: Payment not to exceed atotal of $71,590 processed for payment in full aftr receipt of invoice, in accordancewith the Pricing Schedules (Attachments B - $50,140 and C - $21,450 to this

SECOND AMENDMENT) and after approval of the District Attorney's OffceManagement.

(2) TERM. The tenn of the installation of the JW arks eDisclosure and eRefelTalModules and Court Sentencing and Disposition Interface shall be: March 1, 2013through June 30, 2013.

Page 1 of2

0051

18

SECOND AMENDMENT TO NOVEMBER 12, 2002 AGREEMENT BETWEEN THE COUNTYOF SANTACRUZ AND CONSTELLATION JUSTICE SYSTEMS 0 () 5 2

IN WITESS WfIREOF, the paries have executed this AlIENDMENT to be effective on the dateexecuted by the County of Santa Cniz.

COUNTY OF SANTA CRUZ CONTRACTOR

By: By: /jlk~Shl' ~ R o¥e. Fi esIdent¡(£V IN ßA4 ~ i Gte.C!.. fo4-o'A-á-U

OFFICE OF THE DISTRICTATTOR."fY

Date 16-1508247

Federal Tax Identification Number

Approved as to form:

By: ~ eJiuAS STANT COUNTY COUNSEL

Date :i/1-1 ('3

Approved as to Insurance:BY'.~Date ;.1).1) G

Page2of2

19

----.Cons tel lation

5399 Lauby RoadNorth Canton, OH 44720Phone: 330-470-4280

Constellaöon Justce Systems is a Divion of CourtView Justice Solutions

Customer: Santa Cruz District Attorney's OffceSanta Cruz, CA

Project: JWorks eDisclosure Module for DAMION with Services

ItHIt ii4~h¿lt~W

SOFTWARE LICENSESeDisclosure Module

Softare Subtotal

DiscountSoftare Total

PROFESSIONAL SERVICESImplementation "Inside" the County's NetworkProject Management (remote)Softare Installation (remote)ConfigurationiTesting (remote)Training for DA Ofce Staff (remote via WebEx)

Professional Services SubtotalDiscount

Professional Services Total

Est

j StJlmm:i1ml!illl~tllilji-t1bO~;JÙ

ANNUAL RECURRING SOFTWARE MAINTENANCEeDisciosure 1st Year's Software Maintenance & Support (Due and Effective 7/1/2013)

eDisclosure Annual Maintenance Total (1st Year)

Project: JWorks eReferral Module for DAMION with Services

liNn ¡m.wSOFTWARE LICENSES

eReferrral ModuleSoftare Subtotal

DiscountSoftare Total

PROFESSIONAL SERVICESImplementation "Inside" the County's NetworkProject Management (remote)Softare Installation (remote)ConfigurationiTesting (remote)Training for DA Ofce Staff (remote via WebEx)

Professional Services SubtotalDiscount

Professional Services Total

Hours

UitHI0t;k4idih1ttttitjt.i21ANNUAL RECURRING SOFTWARE MAINTENANCE

eReferral1st Year's Software Maintenance & Support (Due and Effective 7/1/2013)eReferral Annual Maintenance Total (1st Year)

Page 1 of 4

Attachment B

Pricing ScheduleQuote #: 13-01-0001

Date: January 11, 2013Valid through: March 30, 2013

¡miiØtJ~

$17,600

30%)

Hourly

iffti;ni§~

$17,600

30%

Hourly

Urt'Mè:M

$17,600$17,600($5,280)$12,320

Est Total

$1,400$2,800$2,800$2100$9,100

($1.300)$7,800

MfJ'.

$3,520$3,520

~MiZIJ:,-

$17,600$17,600($5,280)$12,320

Est Total$1,400$2,800$2,800$2,100$9,100

($1.300)$7,800

ìHlliM

$3,520$3,520

0053

19

Projecl: Rapid Discovery Distribution for DAMION Discovery & JWorks eDisclosure

ltd" iIlfi:Ít..W ifti-i¡nt§:- itjjitM-PROFESSIONAL SERVICES

(see Description of Services on following pages)Project Management (remote)Analysis, Design, Development. Testing & Deployment (remote)

Professional Services Subtotal

DiscountProfessional Services Total

Hours Hourly Rate Est Total

$1,400$10,150$11,550($1,650)

$9,900

æMloo(ql:i1Stmi4hilblimnt)~;i:t~l~ @III,.

TOTAL LICENSES & PROFESSIONAl: SERVICES PRICE, excluding ;ipplicable taxes $50,140

TOTAL ANNUAL RECURRING SoFTARE MAINTENANCE (1st Year) $7,040

r~~Date:

Print Name / Signature

Notes1 Quotation must be signed and may be returned with a purchase order for activation of license(s), maintenance, delivery of services and

scheduling of the project work.

Price excludes any state and local taxes that may apply. These taxes are the responsibility of the Customer.Delivery will be scheduled for the first available date at which CJS and Customer resources are jointly available. Should rescheduling benecessitated for any reason, the next available date at which CJS and Customer resources are both available will be scheduled.

Professional Services quoted are at a firm fixed price not to exceed an estimated 170 hours for "inside" network implementation ofeDisclosure & eReferral. If scope is increased above that described above, or if circumstances necessitate changes to the scope, CJSreserves the right to amend this Quotation. CJS and Customer will discuss such changes in good faith at the earliest opportunity, andparties may by mutual agreement execute a change order modifyng the quoted price.

S Customer will make available all resources requested by CJS for assistance.6 Delays caused by Customer site or configuration issues may require rescheduling and/or Change Order for additional services and related

travel costs.If project is cancelled prior to completion, all effort and travel-related costs expended through the date of cancellation will be due andpayable.

CJS will invoice for Professional Serices with 25% at completion of software installation, 50% at completion of configuration & setup, andthe remaining 25% at completion of go-live.

CJS will invoice for License(s) and Annual Software Maintenance on the date of software installation. Annual Maintenance and Support willbegin on the date of software installation.

10 CJS will invoice prorated maintenance for the current maintenance year at 1/12th the annual maintenance fee shown under the "NetSoftware Maintenance" for each month of Maintenance and Support provided prior to the conclusion of the current maintenance year.

11 Except as expressly modified here, License(s) and Maintenance are subject to the terms and conditions of the active Agreement betweenCJS and Customer.

12 All services are to be provided remotely. Should travel be requested or deemed to be required, a separate Change Order for estimatedtravel costs and travel time will be provided.

13 Payment term is net 30 days from invoice date.14 Customer is responsible for the host environment including all required hardware, network and third party software components and

configuration. Pricing for these items are not included in the above pricing.

19 Page 2 of 4

0054

Description ()t ServicesSanta Cruz - Rapid Discovery Distribution Enhancement

Introduction

The Santa Cruz DA' s Office would like a fò.v enhaiwements made to the Discoverymodule to help in the quick distrihutìon of Discover)' packages to the defense attorneysvia the eDisclosure service, One new fe"v feature would help quickly distribute theinitial arresting agcncy report to thc defense \vhilc a DDA is in court. Othercnhanccments would hclp the DDA send additional discovcry packages to thc defense asthey become avaílable.

The following sections descrihe the changes that will he made to individual DAi\1I0Nwindows to accomplish the enhanecments.

Action Kvent QucQ' \Vindow

/\ new button called' Initial Discovery' will be added to call the Package DefenseAttorney window to quickly send the pre-prepared discovery package called 'InitialDiscovery', A ne\v system parameter will be inlroduccd to rccord the name of thepackage that should bc scnt with thb new feature.

l1ie 'Initial Discovery' feature will check to sec if there is one or more packages with thcsame name (Initial Discoveryi. when therc is only one package the user will be takendirectly to the Package Defense .Attorney \vhere the user will be ahle to select the defenseattorney from the Iìst of values and by saving the changes. the package will beimmediately transferred to the eDisclosure web scrver for dO\vnload by the defenseattorney. When there is more than one package with the name 'Initial Discovery', a listnfvalues (LOV) will be displayed to the DDA, the LOV wil display the package nameand the defendant name. the DDA will select the desired defendant and will thcn proceedto thc Package Defense Attorney w¡mlnw for normal processing.

A second button will he added to the A(~tjnn Event Qucry \Vindmv. this button. called'Discovery Package' will call the Package Maintenance window where thc user willselect a pre-prepared discover)' package and will be able to dick the' Attorney" button tosend the package to the desired defense attorney.

A check box will also bc added next to these two new buttons to indicate whether a'Initial Discovery' package exist and if additional packages exist.

Thc size of the Action Event Query wiiidmv wiJl be IIH.Teased to irs maximum sizc whilestill fitting within a I024x76R screen resolution without scroll bars. Scroll bars will getdisplayed on monitors set at lower resolutions, such as ROOx600.

Page 3 of 4

0055

18

Packi:igc !\laintcnancc \Vindow

A nevv system parameter will be introduced to control the 'scaling' of packages whenthey arc sent to the defense. The parameter will permit to atitomatit:ally seal a packagewhen it sent to the dctense instead of popping a window up asking the users vvhether theywant to seal the package.

'nie same featurc will apply to the 'Create CD' button as welL.

111e same parameter wil1 be looked up before ¡¡ 'Initial Discmery' package is sent andwil be automatically scaled accordingly.

eiise 'Worksheet Window

TIie button called 'Discovery Package' (described under tht' Action Event Query windowabovc) \vill be added to the Case Worksheet window to provide quickt'r access to thePackage lv1aintenance vvindow in an effoii to sped up the process of sending discoverypackages to the defense.

A new comment field with a dynamic label will be added to the Casc \Vorksheet windowin the grey section bclow the Defendant block, 'rhis new field will also be madeavailable in the block customization of the Action Event Query window,

TaskSummaQ

'raskAnalvsisDesignDevelopment

Add System Pai'mm:tcr ( Initial Discoverv) and associated programmingAdd Svstem Parameter (Auto Package Scaling) and associated progralll11in gAction Event Query Window

Resize the window to i 024x768 pixelsAdd 'Initial Discovery' buttonAdd 'Discovery Package' bUllonAdd check hoxes next to above buiionsAdd pop-up to select package from list

Package l'vl ai n tenance \Vint!owAdd processing to automatically seal packages

Case \Vorksheei WindowAdd ,~ Package' button:I

Add check box next to above buttonAdd a new Comment tîeld v,ith a dvnamic label

TestingDeplovment

Training EnvironmentInstallation and Confi!!tl rationTesting

Production EnvironmentInsta ¡¡ation and ConfigurationTesting

11 Page 4 of 4

0056

At tachment C--"Constellation

5399 Lauby RoadNorth Canton, OH 44720Phone: 330-470-4280

0057Pricing ScheduleQuote #: 12-10-0001

Date: October 8,2012Valid through: March 30, 2013

,1 U ie! ~:i T F' fA

Constellation Justice Systems is a Division of CourtView Justice Solutions

Customer: Santa Cruz District Attorney's OfficeSanta Cruz, CA

Project: DAMION Court Sentences & Disposition Intenace with Professional Services

~

SOFTWARE LICENSESCourt Sentencing and Dispostion Interface License

Softare Subtotal

DiscountSoftare Total

$19,500

100%

$19,500$19,500

($19,500)$0

PROFESSIONAL SERVICES

Baseline Services (subject to the Description of Services below)Project ManagementAnalysis & DesignDevelopmentTesting & Training

Deployment & Go-Live

Est Total$21,450

Professional Services SubtotalEstimated Travel Costs

Professional Services Total

$21,450N/A

$21,450

ANNUAL RECURRING SOFTWARE MAINTENANCECourt Interface 1 st Year's Software Maintenance & Support (Due and Effective 7/1/2013)

Court Intenace Annual Maintenance Total (1st Year)$4,290$4,290

I-.PædNotes

1 Quotation must be signed and may be returned with a purchase order for activation of Iicense(s), maintenance, delivery of services andscheduling of the project work,

2 Price excludes any state and local taxes that may apply. These taxes are the responsibility of the Customer.3 Delivery will be scheduled for the first available date at which CJS and Customer resources are jointly available. Should rescheduling be

necessitated for any reason, the next available date at which CJS and Customer resources are both available wil be scheduled.

Date:Print Name / Signature

4 Professional Services quoted are at a firm fixed price, but extent of services is limited to the hours indicated in the Description of Services.Actual effort, costs and expenses may be less than or greater than those estimated. Customer shall have no obligation to pay CJS morethan the estimated price. CJS shall have no obligation to provide labor or incur costs or expenses having a combined value more than thequoted price, even if the services have not been completed or the deliverables delivered, or the results expected by the customer have notbeen achieved. The partes may by mutual, written agreement, increase the quoted price. Changes in scope will require a change order toincrease the firm fixed price based upon the additional level of effort required.

5 Customer will make available all resources requested by CJS for assistance.6 Delays caused by Customer site or configuration issues may require rescheduling and/or Change Order for additional services and related

travel costs.

7 If project is cancelled prior to completion, all effort and travel-related costs expended through the date of cancellation will be due andpayable.

8 CJS will invoice for Professional Services as follows:

a. Project Management will be invoiced at the end of the first month in which Project Management services are provided.b. Professional Services will be invoiced at the end of the first month in which installation, configuration or training services are

provided.

9 CJS will invoice for License(s) and Annual Software Maintenance on the date of software installation. First year's Annual Maintenance andSupport will begin on the date of softare installation.

Page 1 of 5

18

10 CJS wil invoice prorated maintenance for the current maintenance year at 1/12th the annual maintenance fee shown under the "NetSoftare Maintenance" for each month of Maintenance and Support provided prior to the conclusion of the current maintenance year.

11 The Iicense(s) listed above are limited for use during the term of, and coterminate with, the Customer's active CJS maintenance andsupport agreement.

12 Except as expressly modified here, License(s) and Maintenance are subject to the terms and conditions of the active Agreement betweenCJS and Customer.

13 All services are to be provided remotely. Should travel be requested or deemed to be required, a separate Change Order for estimatedtravel costs and travel time will be provided.

14 Payment term is net 30 days from invoice date.15 Customer is responsible for the host environment including all required hardware, network and third party softare components and

configuration. Pricing for these items are not included in the above pricing.

Description of Services

1. Project Management

CJS Project Management including:· Conduct status meeting

· Preparation and distribution of project status

· Coordination ofCJS resources necessar for completion of project work· Coordination and communication with customer project lead and staff

2. Read/Load Data File into DAMION

The courts prepare a data fie containing adult defendant charge disposition and sentencing informationon a regular basis. The Santa Cruz DA's Offce would like to receive this fie and use it to update therelated fields in DAMION through an automated interface process running on the DAMION Server.

The data fie wil be manually copied into a folder on the DAMION database server setup specifically forthis interface. A Windows scheduled task will be created to monitor the folder and wil load theinformation into DAMION automatically when a fie is available. The data fie wil then get renamedwith a date and time stamp and then moved to a 'processed' folder for archivaL.

A new Court Disposition Interface window will be developed to show the results of the processing of theinformation received.

19 Page 2 of 5

0058

The information in the data fie wil be used to update information in DAMION only when the DAMIONfields are currently blank (null). The information read from the data fie wil always be labeled andcopied into the comment fields ofthe Defendant Sentence and the Charge Disposition windows for futurereference.

The information in the data fie is structured in a quasi flat fie way using record groups, information fromthe following record groups wil be imported:

Record Type 01 - Personal Descriptor DataRecord Type 02 - Arrest, Law Enforcement Release (record type will be ignored)Record Type 04 - Court Filng and Court ActionRecord Type 05 - Court Sentencing Information

The following fields will be imported from the data fies:

Record Type 01 - Personal Descriptor Data

NameDate of BirthCiiSID NumberFBI Number (Displayed only in Interface window)California Driver's License Number (Displayed only in Interface window)California Identification Number (Displayed only in Interface window)Social Security Number (Displayed only in Interface window)

Record Type 04 - Court Filing and Court Action

Court File NumberCourt Statute Code IdentifierCourt Statute Code Section/SubsectionCourt Filing Charge TypeCourt DispositionIroceedings Suspended DateCourt Disposition TypeDismissed Reason

Record Type 05 - Court Sentencing Information

Sentencing DateSentencing RemarksDeath Sentence

Prison Length (will be used when Jail Length is blank)Prison Suspended Length (will be used when Jail Suspended Length is blank)Probation Type #1Probation Length #1

Probation Type #2Probation Length #2Jail Length (will be used when Prison Length is blank)Jail Suspended Length (wil be used when Prison Suspended Length is blank)Fine AmountFine Suspended AmountRestitution Amount

Page 3 of 5

OO~~t9

18

The information contained the data fie will be processed using the following rules:

· All coded values received through the interface will be translated using the DAMON interfacetranslation tables. Santa Cruz wil be responsible for populating the values before the integration

testing can commence.· The information in the data fie wil be linked to DAMION Adult case information using the

'Court File Number', called 'Docket #' and the Defendant's Date of Birth (DOB).· Once a Defendant case is found, the interface will use the 'Cli/SID Number' value received to

update the Person record ¡fit doesn't already contain a value.· Sentencing and Disposition data fields will be brought into DAMION only if the matching fields

are blank, no previously existing DAMION information wil be overwritten.. The Sentencing information wil be recorded against the Defendant, if more than one Sentence is

received in the data fie, an exception wil be generated and the sentencing information wil notbe imported into DAMION.

. Sentence units are embedded in the length fields, parsing wil be required to extract the valuesDS, MO, and YR so that the matching DAMION units can be recorded during the import.

. Sentencing information received will be appended to the comment field of the DefendantSentence window with a field label (using the field names listed above) and the matching value,e.g. Sentencing Date: 20120726

. The Disposition information will be recorded against the defendant's charges. The charges will

be matched by their charge code. Charge codes not found in DAMION wil be noted in theInterface Result field of the new Interface window.

. All charges with the 'HTOA' (Held to Answer) value in the 'Court Disposition Type' field wil

be ignored.. When multiple counts of the same charge are found either in the data fie or in DAMI0N, the

DAMION Disposition field wil be set to 'UND' (Unable to Determine From Court Data) on allmatching charge records. The disposition fields received in the data fie wil still be stored in thecomment field otthe Charge Disposition of all the matching charges (see below).

· Disposition information received wil be appended to the comment field otthe Disposition

window with a field label (using the field names listed above) and the matching value, e.g. CourtFiling Charge Type: F

. Any time a Probation term is added, the code OA (Open Access) will be added under Probation

Special Condition.. The interface will update the Defendant's case status to 'c' (Closed) when a sentence is received.

· The interface will update the Global Case (Case Worksheet) status to 'c' (Closed) when thestatus of all defendants on a case is 'c' (Closed).

3. Installation, Configuration and Testing

CJS will install the necessar software to process the Court Disposition/Sentencing data. CJS wil alsoupdate the latest version of the DAMION LinX integration software and configure LinX for themanagement of dispositions/sentencings received from the Court system. CJS wil work with Santa CruzCounty staff to test the interface with DAMION.

4. Training and Go-Live

Once testing is completed CJS wil work with Santa Cruz County in scheduling a go-live date for theinterface. CJS will provide training over the web to the Santa Cruz District Attorney's staffon how toprocess, manage and track the dispositions/sentences received from the Court system. CJS wil supportthe go-live remotely from CJS facilities.

11Page 4 of 5

0060

5. Project Task Summary and Work Estimate

Task Est. Hours

Proiect Manaiiement 8

Analysis 16

Design 8

DevelopmentCreate tables to hold imoorted information and Svstem Parameters 4

Create process to load data fies and field maooinii 12

Create procedure to orocess and import data into DAMION 32

Create new menu branch for 'Court Disposition' under the Interface menu 2

Create window to display result of the import 8

Testing 16

DeolovmentTraining environment

Install software 6

Interface setuo 4

Provide training to DA staff 4

Testing 8

Production environmentInstall software 2

Production test 4

Production sunnort 4

Total 138

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