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Joseph A. Panora, DirectorEnterprise Information Services
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Agenda
Joseph A. Panora, EIS Director• Executive Team• Strategic Direction• CDCR and IT Facts• CDCR Facilities and Did You Know?• Historical IT View and Current IT Environment• Realignment • IT Governance Process
Davood Ghods, EIS Deputy Director • Major IT Accomplishments• Major IT Efforts Underway• Future Activities/Considerations• Emerging Technologies
Paul Smith, Program Director• Business Information System
Russ Nichols, Project Director• Strategic Offender Management System
Questions and Answers
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IT Executive TeamJoseph A. Panora, EIS Director Caroline Bigelow, Chief
Policy/Planning, Project Management and Acquisitions (PPPMA) Scott MacDonald, Chief
Information Security and Change Management (ISCM) Russ Nichols, Project Director
Strategic Offender Management System (SOMS) Paul Smith, Program Director
Business Information System (BIS)Davood Ghods, EIS Deputy Director Sandra Chamberlin, Chief
Applications Maintenance and Support (AMS) Devin Holmes, Chief
IT Customer Support and Field Operations (IT CSFO) Elbert Lawrence, Chief
Infrastructure Services (IS)
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CDCR Strategic DirectionVision• A safer California through correctional excellenceMission• We protect the public by safely and securely supervising adult
and juvenile offenders, providing effective rehabilitation and treatment, and integrating offenders successfully into the community
Goals• Protect Our Communities• Achieve Excellence in Infrastructure and Administration
o IT Objectives: Department employees will have access to the IT
collaborative tools they need to do their jobs. Replace 80 percent of mission‐critical legacy systems and
improve access to data through the implementation of enterprise solutions.
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IT Strategic Direction2010‐2015 IT Strategic Goals• Manage IT as an Enterprise Asset to Improve the Delivery of Service to Customers
o Expand access to enterprise collaborative tools to facilitate communication and decision making
o Align technology to business and promote efficiencies and cost savings• Ensure Availability of IT Infrastructure and Systems
o Implement a robust infrastructure that is reliable, available, secure and scalableo Establish an enterprise approach to maintain IT asset investment
• Secure and Protect the Department’s IT Assetso Implement information security best practices to protect IT assetso Provide IT and Emergency Response Management
• Develop a Sustainable Customer‐focused IT Support Modelo Establish a support model and service management framework for IT operationso Implement Service Level Management (SLM) to support mission critical systems
• Reduce IT Carbon Footprint and Improve Energy Efficiencieso Implement virtualization technologieso Reduce power consumption of computing technologies
• Develop a Robust IT Workforce to Meet the Existing and Future IT Needs of CDCRo Ensure workforce is prepared to support the technology needs of the businesso Align IT services with the Department and State’s strategic direction
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Summary*:• 53,240 CDCR Employees• 624 EIS Employees• $8.7 Billion CDCR Budget• $118 Million EIS Budget• $815 Million IT Projects
Implemented and In Progress• 29,404 Peace Officers• 124,806 Inmates• 59,266 Adult Parolees• 716 Juvenile Wards
*As of August 31, 2013
CDCR/IT FactsMajor Program Areas:
• Adult Institutions• Adult Parole• Juvenile Justice• Rehabilitative Programs• Correctional Safety• Victim Services• Board of Parole Hearings• Facilities, Planning and
Construction Management
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CDCR Facilities• 34 Adult Prisons
o Prisons are like self‐contained small cities where you find the same types of services as within your own community (i.e. fire department, commercial laundry, recycling services, industries such as shoe factories, coffee roasting , etc.)
• CDCR facilities are designated level I through IV with level IV being the highest level in the systemo Facilities designated with a security level of I/II are designed as open dormitorieso Facilities designated with a security level of III/IV are designed to contain cells with
one of two different types of housing units: A 180‐style housing unit allows an officer to see 180° of the housing unit from
within the control booth A 270‐style housing unit allows an officer to see 270° of the housing unit from the
control booth
• 124 Parole Units in more than 60 locations
• 3 Juvenile Facilitieso Ventura Youth Correctional Facility in Camarilloo N.A. Chaderjian Youth Correctional Facility in Stocktono O. H. Close Youth Correctional Facility in Stockton
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CDCR Facilities• 13 Adult Community Correctional Facilities (CCF)/Modified Community Correctional
Facilities (MCCF) o Prepare inmates for a successful reintegration into their communities in order to
reduce re‐victimization and recidivism. Provide safe and secure environments for gender responsive, evidence‐based rehabilitative programs and services
o Provide Substance Abuse Treatment, family reunification, anger management and higher education to incarcerated offenders and are vital components of California's ongoing efforts to assist offenders in their successful reentry into the community
o CCF’s house both male and female Inmates, while MCCF’s house male inmates only
• 44 Fire Camps (2 Juvenile and 42 Adult)
• CDCR Facilities include 44,422,878 sq. ft. or 25,584 acres. These facilities have a total amount of 56 million sq. ft. of roofing, and there are a total of 6,424 structures.
• CDCR leases 101 facilities comprised of 1,862,521 sq. ft
• 3 Other States (Arizona, Mississippi and Oklahoma) house 8,725 of CDCR’s inmates (as of August 31, 2013) for the purpose of temporarily alleviating overcrowding within existing institutions
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Institutions & Parole Regions
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Admissions to State PrisonThe total felon admission for calendar year 2012 was 33,990
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San Quentin State Prison
San Quentin State Prison – Opened in July 1852, is the oldest prison in the state. It rests on 440 acres overlooking the bay (prison complex occupies 275 acres). The architectural design of the prison is representative of an old Military Fort from the 1800’s.
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Folsom State Prison
Folsom State Prison ‐ Opened in 1880 as one of the nation’s first maximum security prisons. Folsom is the second‐oldest prison in the State of California (after San Quentin) and was the first in the country to have hydroelectric power generation. The location was selected due to its proximity to an unlimited amount of native granite stone for building the prison, as well as next to the American River offering ample water supply and a natural boundary.
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Pelican Bay State Prison
Pelican Bay State Prison ‐ Opened in 1989 on 275 acres on the North Coast of California explicitly designed to accommodate the need for a growing population of maximum security inmates. Half of the prison houses maximum security inmates in a general population setting while the other half houses inmates in the Security Housing Unit (SHU). The design of CDCR’s SHU is based on the SHU design from an Arizona State Prison Complex in Florence.
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Did You Know?TransportationOn any given day there are as many as 600inmates being transported throughout the stateon as many as 20 buses and 40 vans. TheTransportation Unit logged more than 1.3 millionmiles on buses and more than 1.8 million miles inall other vehicles in 2011/2012. The unit alsotraveled a significant distance by air.
Fire CampsCDCR supplies hundreds of inmate trainedfirefighters, helping protect Californians from thedanger of wildfires. There are 42 adult and twojuvenile conservation camps jointly managed withthe California Department of Forestry and FireProtection (CAL Fire) with approximately 200 firecrews. When they aren’t fighting fires, they areclearing brush, planting trees and repairing trails instate parks.
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Did You Know?
CDCR offers education opportunities. Adulteducation includes 88 academic and 48 careertechnical programs scattered across 34 institutions.College correspondence courses attract an averageof more than 3,500 inmates a month.
Graduation ceremonies encourage inmate graduatesto continue their education by participating in thecollege program, and to encourage other inmates toearn a vocational certificate, complete their HighSchool Diploma, or pass the GED.
Education
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Did You Know?Medical/Dental/Mental HealthCDCR has spent more than $2 billion in the last fiscal year for inmate medical, dental and mental health care. This places it among the top health care providers in the Western United States.
CDCR just opened a hospital unlike any other in the nation (the California Health Care Facility in Stockton). At full capacity, the nearly $1 billion complex will provide medical and mental health care for more than 1,700 inmates.
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Did You Know?Rehabilitation: CDCR evaluates offenders for theircriminogenic risks and needs to ensure that the rightindividuals are placed in the right programs at the righttime to provide programming that best meets theirneeds. The majority of prisons maintain fullyaccredited schools that offer academic classes,vocational training, courses in English as a SecondLanguage, and libraries. The Community and ReentryServices Unit provides evidence‐based rehabilitativeprogramming for individuals reentering theircommunities after a period of incarceration.
Parole: A statewide network of community basedprograms for offenders, including substance abusetreatment and education, employment training, jobplacement, literacy programs, sober living, transitionalhousing, and outpatient treatment. Counseling, angermanagement, employment preparation, literacytraining, money management, domestic violence,cognitive life skills training, parenting and family re‐integration, education/GED studies, job‐readiness andjob search programs.
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Did You Know?Victim Services: CDCR is responsible for providinginformation, notification, restitution, outreach, training,referral and support services to crime victims and theirnext of kin whose offenders are committed to CDCRadult and juvenile institutions. They assist victims withrequests for special conditions of parole, “No contact”with a parolee, Out of County Placements, andrestrictions of a 35 mile radius against a parolee. Theyrespond to victim’s phone calls, attend parole hearingswith victims and locate victims that are due restitutionthat has been collected from inmates. Assistance isprovided to an average of 2,500 victims each month. Servicesinclude assistance with requests to receive automaticnotification of an inmate’s release via VINE, assistance withrequests for special conditions of parole and automaticnotifications about parolees, among many other issues.
RestitutionCDCR collects on average over $28 million in restitution for victims each fiscal year. Total victim restitution and fines collected by CDCR from 1992 through 2012 is $247,710,619. Direct orders are an offender’s debt to the victim, and fines are an offender’s debt to society. Every inmate has a fine assessed. If a victim suffers an economic loss, a direct order of restitution is assessed by the judge.
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Historical IT View – Early 2000’s• Network Connectivity
o There was no network connectivity to the prisons o Headquarters and Parole offices had network connectivity
• Applications ‐ Lack of Enterprise applicationso Distributed applications o Stand alone applications /servers at each site
• Most business functions depended upon paper‐based processes
• Limited access to Internet and email
• The focus of security was based on network access and file permissions
• Beyond basic anti‐virus, access control lists, and policies, information security was a reactive approach
• Information security was an afterthought when implementing new systems and applications
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Current IT Environment• 45,000+ endpoint devices (workstations, printers, servers, routers, switches)
• 2,000+ Remote access users (Parole Agents, Support Staff, and Executive Staff)
• 190 Circuits
• 138 IT systems/applications
• Enterprise applications containing confidential and sensitive data
• 38,000+ email users
• Internet access• Data sharing with external organizations (DOJ, SCO, Department of State
Hospitals, counties, local law enforcement, etc.)
• Data Warehouses (data classification)
• Cloud technologies
• Enterprise Collaboration Tool ‐ SharePoint
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Realignment• In 2011, Governor Edmund G. Brown Jr. signed Assembly Bills (AB) 109 and AB 117, historic
legislation to enable California to close the revolving door of low‐level inmates cycling in and out of state prisons. This legislation is the cornerstone to California’s solution in reducing the state’s 34 prisons to 137.5 percent of original design capacity, per the U.S. Supreme Court order.
• Prior to Realignment, more than 60,000 felon parole violators returned to state prison annually , with an average length of stay of 90 days.
• Prior to Realignment, there were 55,000 to 65,000 new admissions from county courts to state prison. Realignment has reduced the annual admissions to less than 35,000 a year.
• As of October 1, 2011, all parole revocations are served in county jail instead of state prison.
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Inmate and Parolee PopulationsThe total inmate population dropped from 162,000 in 2006 to 123,727 during 2012.
The parolee population dropped almost 60 percent from December 2011 to December 2012
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IT Governance Process• Established an Information Technology Governance Council (ITGC)
Ensures the Department makes sound IT investment decisions and allocates the appropriate amount of resources to support the technology. Each project is evaluated by rating its impact to CDCR’s strategic and blueprint goals and calculating its financial value to the organization to:o Effectively manage CDCR’s IT expenditures by determining how the
dollars should be invested in IT projects, infrastructure and staffingo Provide executive management and oversight for the department’s IT
portfolioo Ensure IT directions and investments align with business needso Approve IT investment strategies, plans and
prioritieso Review and recommend approval of IT policies
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IT Governance Process (Cont.)• CDCR/EIS uses the CDCR Business Value and Prioritization and Selection
toolkitso The CDCR Business Value provides a consistent method of defining the
business value of a proposed project: Value includes contributions from cost, strategic, and blue print alignment Value includes both implementation (one time) costs and annual savings
o The Prioritization and Selection toolkit enables CDCR to consistently measure and prioritize IT projects
o This process allows the Department to evaluate and set the priorities and then allocate the necessary resources to support IT investment decisions
o The Prioritization and Selection criteria consists of three levels: Business Drivers (court orders, statutes, regulations,
strategic plans, blueprints, etc.) Fiscal and Risk Impacts Other Considerations (technology, skill, business
process alignment)
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EA Goals Fiscal Year 2013/14
Actual MaturityJune 2010
Eight Maturity Categories• Involvement • Administration• Planning• Framework
Five FEA ArchitecturesB – BusinessA – ApplicationP – PerformanceD – DataT – Technical
• Establish a NIEM Corrections Domain – normalize data for reuse with all other correctional entities
• Identify CDCR’s master data and systems of record – improve data integrity / quality
• Automate data security classification (high, medium, low) process by understanding, documenting, and applying business rules and integrating into the Enterprise Identity Management process
• Build an enterprise portfolio which integrates / interfaces with multiple systems (projects, financials, acquisitions, architectures) into unified views for enhanced analysis, trending and executive IT governance decisions
• Develop a future state and road map to drive decisions leveraging CDCR’s blueprint facilitating future integration with CCHCS
Five NASCIO Maturity LevelsLevel 1 – Informal ProgramLevel 2 – Repeatable ProgramLevel 3 – Well-Defined ProgramLevel 4 – Managed ProgramLevel 5 – Vital Program
• Integration• Blueprint• Communication• Compliance
Mat
urity
Lev
el b
y Ca
tego
ry
Actual MaturityJune 2009
Actual MaturityJune 2012
Projected MaturityJune 2014
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Davood Ghods, Deputy DirectorEnterprise Information Services
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Core Services:
• Consolidated Information Technology Infrastructure Project (CITIP)o Upgraded the Wide Area Network, expanded the Local Area Network
and improved environmental controls for IT systems in the institutions o Added 25,000 additional data drops and upgraded the fiber runs
throughout the adult institutions • Tenant Managed Services‐Premium (previously Federated Data Center)
o Pursuant to AB 2408, facilitated the statewide effort to establish a shared virtual environment that is being used by multiple state departments (migrated/virtualized 75+ applications, 760 servers)
o Closed the EIS Aerojet Computer Room facility in June 2013• Email Migration to Tier 3 Data Center
o Migrated over 38,000 users from our premise‐based email system to CaMail
Major IT Accomplishments
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IT Security:
• Security Policy and Process Controlso Security Compliance Checks – peer reviewso Established Configuration standards
• Technical Controlso Strong Boundary Defense
Intrusion Detection Monitoring (both activity coming in or going out)
Two‐factor authentication for remote users Security Information and Event Management (SIEM) – Log
correlationo Data Loss Prevention Systemo Theft tracking and recovery tools
Major IT Accomplishments (Cont.)
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Major IT Accomplishments (Cont.)Business Administration:
• Business Information System (BIS)o Implemented final component of Enterprise Resource Planning (ERP)
solution, a successful ERP implementation in state governmento Implemented Environmental Health and Safety for Tuberculosis Test
Screening and Tracking for CDCR employees
• SharePoint Deploymento Deployed SharePoint to communicate, collaborate and share data and
progress reports in real‐time environment
• Data Sharingo Data Sharing Agreements in place with all 58 countieso Collaborating with the Department of Justice (DOJ) on a system that will
consume CDCR offender data
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Victims Services and Restitution:
• Trust Restitution Accounting Canteen System (TRACS)o Enterprise solution for the storage and processing of all information
related to inmate banking, restitution collection on behalf of victims and inmate canteen services
• Victim Information and Notification Everyday (VINE)o An automated service that allows victims to track an offender’s
custody status (release, death, escape, release) over the phone or internet
o Modifications were made to notify victims when an offender’s statuschanged for the Post Release Community Supervision (PRCS)
o Spanish and search enhancements madeo Expanded use across the state, connecting with nearly all California
counties.
Major IT Accomplishments (Cont.)
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Citizen Services:
• Public Inmate Locator System (PILS)o Online location lookup of inmates Eliminates wait time for calls requesting location information
• Discovery and Production of Electronically Stored Information (e‐Discovery)o Supports the litigation process to provide electronically stored documentso Includes activities such as records management, identification,
preservation, collection, processing, review, analysis, production and presentation of electronically stored evidence
• Visitor Processing Appointment Scheduling System (VPASS)o Automated online visitation scheduling appointment system Reduces visitation wait time, the number of walk‐ins, and
overcrowding in the Visitation Centers Allows 80 percent of available visitation slots to be scheduled online Reduces frustration of prison staff, inmates, Inmate Family Council and
visitors
Major IT Accomplishments (Cont.)
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Major IT Accomplishments (Cont.) Offender Incarceration:
• Strategic Offender Management System (SOMS)o 2013 Best of California Award recipient – received award for Best Application Serving an
Agency’s Business Needs and the Project Excellence Award at the 2013 GTCo Replaced all paper offender records with electronic files at the three women’s
institutions, and completed 45 percent of the records at the men’s institutionso Implemented Intake, Movement, Counts, Holds/Warrants/Detainers (HWD), Visitation
and Caseload Assignment functionality at all 34 institutionso Implemented Shared Scheduling with Health Care at all 34 institutions
• Inmate/Ward Telephone System (IWTS)o Telephones and telephone services at lower rates that allow inmates/wards
to maintain communication with family and friendso Cost‐effective billing alternatives ‐ collect calls and prepaid options
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Major IT Accomplishments (Cont.) Offender Incarceration
• Food Nutrition Management System (FNMS) at the California Health Care Facility (CHCF)o Inmate nutritional information at CHCFo Captures inmate’s nutritional information based on their health conditions
and creates labels for the food they consume
• Inmate Welfare Check Systemo Streamlines the required staggered welfare checks on inmates in the
Administrative Segregation Unit (Ad Seg)o Electronically records the specific time of the cell front welfare check, the
location and the inmate’s activity observed by staffo Eliminates the requirement to manually document cell front welfare checks
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Parole:
• Correctional Offender Management Profiling for Alternative Sanctions (COMPAS)o Assesses the risk and needs of adult offenders from reception to parole
discharge
• Lifer Scheduling and Tracking System (LSTS)o Manages and tracks Life‐Term inmate parole suitability hearings
• Revocation Scheduling and Tracking System (RSTS)o Tracks Parole Revocation hearings
• Parole Violation Disposition Tracking System (PVDTS)o In support of AB 109, tracks the new DAPO/County Parole Revocation processo Delivers scanned/electronically created documents to DAPO and county
personnelo Over 6,300 active cases since July 1, 2013
Major IT Accomplishments (Cont.)
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Major IT Efforts UnderwayEnterprise Services:
• Video Conferencing Pilot Projecto An enterprise‐wide Video Conferencing solution with one
end device for every adult and juvenile institution
• Managed Print Services (MPS) Statewideo With the success of the MPS pilot program
leveraging the WSCA contract to implement statewide
• Service Managemento CDCR is currently utilizing an on‐premise system for Incident
Management, Service Level Management and Service Request Management
o The entire platform will be migrated to Remedy On Demand (RoD)o Efficiencies will be achieved by hosting the hardware at OTech and
migrating to RoD
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Major IT Efforts Underway (Cont.)Business Administration:
• Implementing Time and Shift Module in Business InformationSystem (BIS)o BIS Time/Shift – Custody and Nursing o Standardizing the management of shift scheduling throughout the institutions
for all posted positions
Data Sharing:
• COPLINKo A web‐based application available to law enforcement for criminal
investigations to locate and identify all criminal elementso Participating in data sharing agreement between law enforcement agencies
using this web‐based applicationo Incorporating with the LEADS parole data
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Major IT Efforts Underway (Cont.)Citizen Services:
• Mobile Applicationso Expanding applications to include mobile technologies for improved
customer access
Adult Parole:
• Kioskso Division of Adult Parole Operations and Division of Rehabilitative Programs
are exploring a kiosk‐type approach for servicing parolees. The vision is for parolees (and their families) to access geospatial information about local services.
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Major IT Efforts Underway (Cont.)Adult Institutions:
• Private Branch Exchange (PBX) Upgradeo Upgrade each CDCR institution hardware and software versions so they are current
and supportedo Provision and install an IP‐enabled “core” network that will deliver enterprise
applications to support CDCR facilities and locations o Create a platform to migrate to emerging‐market voice and data applicationso Solicitation document to be released soon
• ION Scanners ‐ Enhanced Drug and Contraband Interdictiono In an effort to stop drugs and contraband from entering prisons and reduce drug
use by inmates, focus is on providing access to rehabilitative programs/health care
• Managed Access System (MAS)o Designed to allow CDCR to effectively control contraband cell phones without
impacting legitimate wireless communications at all 34 adult institutionso Currently in various stages of deployment
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Major IT Efforts Underway (Cont.)Offender Incarceration:
• Positive Offender Mobile Identification (POMI)o A mobile identification solution which will allow CDCR adult
institutions staff to accurately identify inmates during critical situations such as a riot, at parole, and discharge from our custody
o Targeted to begin activation at the first institution January 2014, and complete statewide rollout by June 2014
o Each adult institution will receive a mobile, hand‐held wireless device to capture inmate fingerprints, transmit through a designated laptop and ultimately to the CA DOJ Automated Fingerprint Identification System
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Offender Incarceration:
• Volunteer Management System o Track the Department’s volunteers working in the adult institutions, providing
services to the inmate population while in our custody o Reduce the time associated with prison personnel hours required to process
volunteers by at least 10 percento Increase the usefulness and availability of CDCR volunteer population by 15
percento Reduce costs of multiple Live Scans by at least 30 percento Eliminate the need for clearances at multiple institutions by sharing the
information statewide
Major IT Efforts Underway (Cont.)
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Major IT Efforts Underway (Cont.)Adult Rehabilitation:
• GED Online Testing Serviceso An online solution for inmates to take the GED Test o Effective January 2014, the GED test only available onlineo All 34 institutions need to be able to proctor the exam online
• Online Education Networko A secure network allowing CDCR inmates access to online educational
resourceso Protected by multiple firewalls, data loss and intrusion prevention systemso CDCR teachers have the ability to monitor and control all activity occurring on
the inmate computerso Targeted to Go‐live October 2013 at Ironwood State Prison
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Major IT Efforts Underway (Cont.)Adult Rehabilitation
• Big Data/Analytics:o A data and information discovery platform for CDCR Division of Rehabilitative
Programs (DRP) to: Provide a listing of training and educational programs to the current
incarcerated offenders Provide enrollment and capacity of each program at the institution and
facility Separate enrolled offenders with the identified program needs versus
without o Will save time in data consolidation from various data sources, modeling and
query/report development. o First phase to be completed in October 2013.
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Future Activities/ConsiderationsEnterprise Services:
Business Administration:
• Bar Code Technology and Near Field Communications (NFC)o Bar coding will enhance our ability to track both inventory and assets through
the use of hand held devices
Business Administration:
• Electronic Data Interchange (EDI)o Transfer data between BIS and external entitieso Provide a mechanism to speed processing of vendor payments and reduce
Late Payment penalties
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Future Activities/Considerations (Cont.)Adult Institutions:
• Radio and Microwave Communications upgradeo Replace and enhance the Department’s existing public safety radio systemo Solicitation document to be released soon
Adult Rehabilitation:
• Tablets (Reader Devices for Correctional Education)o Devices are being considered as replacement for hard copy
curriculum. Legislation mandates that California will “go green” for textbook materials and curriculum will be electronically disbursed by 2016
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Emerging Technologies• Big Data and Analytics • Social Media Collaboration• Sensors and Surveillance• Voice Verification and Biometrics• Virtual Assistants (Augmented Reality)• Smart Asset Management Technologies• Inmate Mobile Applications and Devices• Intelligence Systems• Robotics
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Paul Smith, Program DirectorBusiness Information Systems (BIS)
Presentation
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Russ Nichols, Project DirectorStrategic Offender Management System (SOMS)
Presentation
48
Questions?