pinal county, arizona november 10, 2003 pinal county, arizona november 10, 2003
TRANSCRIPT
Pinal County, ArizonaNovember 10, 2003
Pinal County, ArizonaNovember 10, 2003
JIEM Project Created To:
Define Information Exchanges
• Justice agencies transfer information at key decision-points throughout the justice process,
• These decision-points occur at regular events (e.g., at arrest, prosecution charging decision, initial appearance, etc.), and
• At a high-level, these transfers are consistent in justice agencies throughout the nation. One project objective was to identify these consistencies.
Why the Need to Define Information
Exchanges?
• Integration of Information Systems – Refers to the ability to electronically access and share critical information at key decision points throughout the justice enterprise.• Enterprise-wide view of exchanges as
opposed to records management view.• Locally - Need to define business flow
before implementing technology.• Nationally - Looking to develop
standards (i.e., functional standards, XML, etc.) to aid in future efforts.
Integrated Justice Planning/Implementa
tion
• Why – Legislation; Policy Decision; Funding; etc.
• Where – Local or State Jurisdiction• Who – Entities Involved • What – Information Exchanged• When – Stages/Phases of the
Criminal Justice Process AND Specific Trigger Points
• How – Technology Solutions (i.e., Middleware, Internet, Intranet, etc.)
Business Flow Documentation
• Defining “Who, What, and When” comprises the Business Flow Documentation portion of Integrated Justice Planning. [Scope issues]
• This component is critical to the success of your integrated justice effort.
• This analysis must be completed prior to making final decisions regarding technology solutions.
Justice Information Exchange Model
Created
• Existing Documentation • Data Dictionaries, Data Flow Diagrams,
etc.• Different Views (events, agencies,
information)• Tremendous Variation
• Inability to Compare Existing Documentation• Identified Common Components of
Exchange• Developed Methodology & Modeling Tool
Five State Participation
• Project Sites: Colorado, Kansas, Minnesota, New Mexico, and Pennsylvania
• Provided Documentation• Held Meetings to Collect Data• Entered Data into Collection Tool• Validated Data Entry• Provided Feedback Regarding Initial
Data Entry Efforts
Dimensions of Information
Exchange
• Information Exchanges are made up of five primary components that we refer to as dimensions of information exchange:• Processes• Events• Agencies• Conditions• Information
• Documents• Data Sets• Data Elements
Processes
• Processes – A group of logically related events, viewed from a single agency’s perspective, e.g., Investigation, Detention, Pre-Disposition Court. Also defined as stages of the case which subject is in at the time of the exchange:• Extend over time;• Begin and end with an event;• Contain two or more events;
Processes (cont’d)
• May exist concurrently with other processes, i.e., subject may be detained while going through trial. This involves the Detention process as well as the Pre-Disposition Court process;
• May exist consecutively to other processes, i.e., the Pre-Disposition Court process ends and the Post-Disposition Court process begins.
Events
• Events – Decisions or actions that trigger the exchange of information (i.e., arrest, prosecution filing decision, etc.):• Primary reasons for the current
exchange;• Slices in time – instantaneous (occurs in
an instance, within several hours, or within several days at the most). For example, a sentence hearing is an event, even though it may span several days.
Agencies
• Agencies - Criminal justice or justice related entity that sends or receives information (i.e., police department, trial court, etc.):• These entities send and/or receive
documents as part of the criminal justice process.
• May be non-criminal justice entities.
Conditions
• Conditions – Factors that affect the content or direction of the exchange of information. Conditions define the processing flow surrounding the exchange:• During an event, an agency makes a
decision based on specific conditions being satisfied;
• Often, the conditions determine who gets what;
Conditions (cont’d)
• Absence of a condition is acceptable; • Examples/Alternatives:
• If felony offense/If misdemeanor offense; • If individual is in custody/If not in
custody;• If there is sufficient evidence to file
charges/If insufficient evidence to file charges;
• If defendant enters guilty/no contest plea/If defendant pleads not guilty.
Information/Documents
• Information – Data exchanged between agencies, includes documents, data sets and data elements:• Documents:
• May be paper or virtual (i.e., arrest report, criminal history record, electronic transfer, etc.)
• They consist of one or more data sets.
Information/Data Sets
• Data Sets • Made up of logically related data
elements;• Consist of two or more data elements.• Examples:
• Basic Identification; • Arrest Identifiers; • Court Case Identifiers.
Information/Data Elements
• Data Elements: Individual pieces of information.
• May be text, numbers, images, photos, etc.:
• FRST_NM = First Name; • DOB = Date of Birth; • Court Case Name; • Fingerprints.
Three Layers of Information –
Document/Data Set/Data Element
Information Exchange (Bringing Dimensions
Together)
Information Exchanges can be represented in narrative form. For example:• At the Sentence Hearing, if subject is
sentenced to serve time in local jail, the District Court sends the Sentence Order to the Jail/Detention Facility for Intake.
Information Exchange (cont’d)
• Prevailing Process: Post-Disposition Court• Initiating Event: Sentence Hearing• Sending Agency: District Court• Conditions: If subject is
sentenced to serve time in local jail.
• Document: Sentence Order (Data Sets include: Basic Identification, Court Case Identifiers, Court Schedule Data, Disposition
Data, Sentence Data, etc.)• Recipient Agency: Jail/Detention
Facility• Prevailing Process: Incarceration• Subsequent Event: Intake
JIEM Modeling Tool© Development
• Developed a web-based data modeling tool that enables the examination of information exchanges from a variety of perspectives:• Processes; Events; Agencies; and
Information (Documents, Data Sets and Data Elements).
• JIEM Modeling Tool written in Java to allow for web access:
http://www.infoexchange.search.org/
For More Information
• Please contact me:Amir Holmes, Program CoordinatorSEARCH7311 Greenhaven Drive, Suite 145Sacramento, CA 95831(916) [email protected]