The Illinois Parole Web-based The Illinois Parole Web-based Offender Case Management Offender Case Management

SystemSystemGovernor Rod R. BlagojevichOperation Spotlight Initiative

Director Roger Walker Jr.Illinois Department of CorrectionsDeputy Director Jesse Montgomery

Parole DivisionJac A. Charlier

Regional Parole Supervisor North

WEB + CODES = CASE MANAGEMENT WEB + CODES = CASE MANAGEMENT SYSTEMSYSTEM

• System interfaces also with Illinois Department of Corrections mainframe computer daily.

WebWeb

• Case management system developed for field based Parole staff

• Web interface, but entries can also be made by phone via a live operator, and required by phone for home contacts

• 47,500 monthly Agent contacts via web• 340,000 web hits per month• 66,500 Agent transactions via telephone monthly • Laptop connection via wireless in squad, printers also

available in vehicle• LAN connection at Parole Offices.• Vendors also have limited access to enter data in the

system through computer interface, manual entry after fax to the vendor (AMS) or direct phone via live operator

• May soon allow vendors to view and possibly do direct entry

CodesCodes

• Codes grouped based on the Parole Division mission statement (mnemonic)

• Our mission is to promote pubic safety through• Offender supervision, (0-99) utilizing• Graduated sanctions (100-199),• Re-Entry Resources (200-299), and• Community Partnerships (300-399)• Special Operations and additional space (400+..)• It is our goal to reduce recidivism and to assist

the offender in becoming a crime free and responsible member of society.

• Not all of the codes are used in each series. A lot of space is built in so we can expand for future use/changes.

• Codes record almost all work, but allow for free form entry case management notes

• Searchable, retrievable, easily sorted, endless!!!• Reports from the system are easy to get and mutable • Reports for Offender Level,Agent Level,Supervisor Level,

and Administrative Level • Daily, weekly, monthly and annual reports available in real

time, view or print format • Can’t say enough about this system, and we are still only 1

1/2 years into this most recent update. Best case management system in the nation! Let's take a closer look.

 

Back to the codes…Back to the codes…

• The centerpiece of the system is a set of 96 codes (numbers and letters) that record location of activity that took place and work activity.

A - HOST SITE

B - OFFICEC - EMPLOYMENTD - SCHOOLE - AFTERCARE CENTERF - COUNTY JAILG - DRIVE BYH - CORRECTIONAL CENTERI - LOCAL POLICEJ - FAMILY MEMBER RESD.K - NON-RELATIVE RESD.L - SOCIAL SERVICEM - FIELD CONTACTP - PLACEMENT

ActivityActivity CodesCodes

• 001-INITIAL OFFENDER FTF002-OFFENDER FTF CONTACT003-COLLATERAL FTF CONTACT004-OFFENDER PHONE CONTACT005-COLLATERAL PHONE CONTACT006-ATTEMPT/NO CONTACT009-CASE MANAGEMENT

• Codes are entered at the time of contact with a parolee or at the time of an activity. Up to 10 activity codes are allowed per entry on a particular offender. Entry can be modified up until midnight of the same day. Also, if entry was phoned in via live operator, the entry can be modified via web up until midnight the same day.

• All but host site F/F contacts with offender are to be done via web-system.

Stand Alone CodesStand Alone Codes

• 009-CASE MANAGEMENT • 041-HIPPA/RELEASE INFO SIGNED• 039-DNA TESTING • 061-X CASE FINGERPRINTING

• 062-PROGRESS AND CONDUCT RPT

Codes With Drop DownsCodes With Drop Downs

• 007-DRUG TEST – BREATHLYZER• 016-EXTRADITION COMPLETED • 017-SURVEILLANCE CONDUCTED• 018-SEARCH PERFORMED • 019-ARREST COMPLETED • 025-SEX OFFENDER REG COMPLETED • 031-TRAVEL PERMIT ISSUED• 071-DCFS SITE INVESTIGATION

Supervisor CodesSupervisor Codes

Some codes are primarily or exclusively for supervisors to use for quality control and oversight.

• 80 series – level changes• 190 – Warrant (drop down fields)• 290 – Monthly Case management code• 292 – ID Refusal code

HISTORY OF CODE DEVELOPMENTHISTORY OF CODE DEVELOPMENT

• Initially we had a very limited number of codes (25), and this held for a number of years.

• Expanded code concept is based on a PD coding system for activity. It was developed in the first version that models today’s version around 1996/97, but the support to make it happen did not arrive until 2003 and the technology did not come until 2005.

• Initial version v.1 - Small updates over the years• First updated concept, but not supported, 96/97• Web technology comes in• Some more minor updates to original system made• Big push for tech upgrade and administrative support merged the idea with

the tech and the support

Proudest moment as a non-IT personProudest moment as a non-IT person

• Developed almost entirely by line staff, field tested by line staff, used by line staff, and the line staff remain in oversight role of all changes. Tech staff, of course, provided critical input along the entire way. This could not have been done without the tech staff, both in IDOC and at AMS.

ChallengesChallenges

• speed via wireless connection• much more to go (Phase II)• integrate forms into codes and auto-email forms• Desire to often make changes and updates quickly• Demand on the system for changes• Staff• Equipment• Training• Leadership• Organization• Policy/Procedures