Criminal Justice Information System (CJIS)

This past year, CJIS received many new enhancements. Some of the functionality that was implemented include:

Batch processing for state criminal citations

This functionality greatly increased the speed at which the files are created for processing by the court staff, reducing resources needed to process the citations.

The commissioners’ processes within CJIS were enhanced to allow them to enter notes on certain cases to make more information readily available to other commissioners on issues surrounding the case. This reduces the amount of time the commissioners need for research on these cases.

The ability to create several forms from within CJIS

These forms were previously created by the commissioners in a separate PDF. This enhancement provides for an electronic copy of the form to be stored in CJIS and make it accessible to any user with the appropriate rights. This helps to speed up the commissioners processes and aids in getting the office rs and witnesses out of the night court area in a more timely manner.

Manual production of receipts within CJIS

This functionality eliminated the need to hand write receipts after the cashier closed out in the afternoon. This project was very beneficial because it reduced resources needed to enter the handwritten receipts the following day. It also provided much better record keeping of these receipts in CJIS.

Changes to the Criminal Court judgment form

Changes to the Criminal Court judgment form were completed allowing them to be printed with defendant and case information as opposed to being handwritten. This not only reduces the needed resources to handwrite these judgment forms, but also reduces the possibility of errors on these forms by generating all the case information from CJIS.

Batch print case documentation needed in preparation of a docket for the District Attorney’s office

This greatly reduced the time it took to prepare for a docket by allowing the District Attorney’s staff to print pertinent case documentation from one source as oppose d to having to search in multiple locations and print each document individually.

Automation of jail credit and associated fees for General Sessions Cases

Jail fees were the last of all of the fees associated with General Sessions cases that were not automatically populated at the time of disposition. Prior to this automation, the clerk had to manually enter the jail fees on a case at a later time. Automating the jail fees assessment allows the Criminal Court Clerk’s office to engage the defendants immediately at the time of disposition to inform them of the total amount owed, time frame in which the y have to pay , and the adverse effects of not paying. This enhancement not only saves resources by eliminating the need for manual entry but has the potential to increase re venue for the Criminal Court Clerk’s office .

USER MANAGER

User Manager was a very critical project which was necessary in order to implement the management of all types of user accounts with web access to the CJIS applications in a safe, efficient, and secure manner. This is especially important as more information is being extended to the public, with the added ability of interacting with the software. For internal users, it offers single sign-on by integrating with Active Directory. This eliminates the need to track various login id’s and passwords.

PUBLIC DEFENDER APPLICATION (PD APP)

JIS created several enhancements to the Public Defender application this past year to help identify certain cases at a glance within the search functionality. Users of this application can now identify defendants that are conflicts for the office without having to drill down into the case and do intensive research. By identifying these cases easier, defendants are not inconvenienced by having to wait several hours for it to be discovered that they will have to have alternate representation. The application was also updated to easily identify clients that are non-citizens and clients that are being treated for mental health issues. The new functionality lets the Public Defender ’s office know quickly that the se individuals will nee d additional services and allows the attorney to better prepare. JIS also implemented functionality within the Public Defender application to allow users to easily print a defendant’s criminal history from within the application as opposed to having to search for and print this information from CJIS. This drastically reduces the amount of time needed to prepare these cases for court, allowing resources to spend more time on other responsibilities.

TRAFFIC VIOLATIONS INFORMATION SYSTEM (TVIS)

In less than one y ear, JIS, together with the Traffic Violations Bureau, created a case management application that totally re placed the mainframe system that had be en utilized for the last three decades. The application entitled TVIS went live during the third quarter of 2 015. I n the initial release, JIS was able to provide the Traffic Violations Bureau with the following functionality:

  • The ability to create, modify and dispose of a Metro, Parking, or Traffic citation. This core piece of functionality was created keeping in mind the massive number of tickets that come into the bureau daily , allowing users to work these citations in the most efficient manner possible.
  • The ability to report all required case s to the Department of Safety. Previously this functionality was a very “hands on” process. This functionality was automate d which resulted in a reduction in resource s needed to execute this task. Automation of this reporting gene rates the cost change s when a ticket is non-compliant, produces correspondences letters to the defendants, and appropriately reports the qualified tickets to the Tennessee Department of Safety.
  • The ability to create forms, letters, and reports from within the application. Users are able to batch create and print necessary correspondence to defendants without having to perform the functions on individual cases. Subpoenas for both officers and private citizens are easily created when a case is scheduled for court allowing these to be issued and batch printed, saving the time of having to do this on a case by case basis. Also within the application, reports can be produced to ensure quality data entry and efficient tracking of certain business process activities related to citations.
  • A web service was created to generate information and provide it to the Traffic School Division of the General Sessions Court. This web service is essential to provide an easy solution for defendants to sign up for Traffic School without having to come into Nashville and re port to the Traffic School Office. Having this efficient tool allows more defendants to sign up for Traffic School and makes our community safer by providing drivers information on safe practices.

ADPB

Two New Court Automated – Mental Health Court and Veterans Court
The Adult Probation (ADPB) case management application has been used by General Sessions Court Probation, Community Corrections, Day Reporting and DUI School. This past year, JIS made the necessary changes to the application so it could also be utilized by the Mental Health Court and Veterans Court. This provides them the same functionality that is utilized by the other agencies to manage their caseloads and provides the necessary record keeping to allow all interested parties electronic access to the data. Both courts will also be able to provide statistics based on the data entered into the application.

Proxy & Needs Assessment

Another big change for ADPB was the addition of the functionality to create and record a proxy score, or risk level, to classify probationers as low, medium and high risk. If a probationer is classified as high risk, a needs assessment must be completed. The results of the assessment allow the probation officers to target are as where the probationer needs assistance. Managing those high need areas help to reduce recidivism.

Automate Order of Probation

The order has been automated and is now generated from the application and is populated with relevant data from both ADPB and CJIS. This project incorporated digital signature s for the judge and probation officer which is printed on the order that is generated from the application. Prior to this project, the order was a blank document where the probation requirements were hand written and signed by the Judge.

Address Standardization

JIS and the General Sessions Court Probation department did a full review of how address information is entered, stored and displayed in ADPB. The original application design included many areas where the address entries were stored in a single text field. These fields were modified to match the USPS standards to allow separate fields for the street, city , state, zip code and zip code extension.

JUVENILE CASE MANAGEMENT SYSTEM (JCM)

Mobile Updates for Probation Officers

This project added a mobile data entry solution to the Juvenile Case Management (JCM) application.  The Juvenile Court probation officers work offsite and needed the ability to update portions of JCM with a mobile device.  By implementing this technology, the offsite officers are able to enter real time data into the case management application rather than creating case notes that have to be entered manually into the application at day end. This is a much more efficient process and allows data to be captured immediately, reducing backlog and freeing up the offsite personnel to perform other duties. Additionally, this solution can be offered to other business units for consideration in their current work flows and processes.

JUVENILE INFORMATION MANAGEMENT SYSTEM (JIMS)

Automate Freezing and Printing of Dockets

This project provide d an automated batch solution to print and freeze dockets for the Juvenile Court Clerk. Every wee k the Clerk’s office freezes and prints all dockets two weeks out. Previous to this project, the end user had to go into each docket, freeze the docket and the n print each docket individually. The new process now allows the user to select multiple dockets to be frozen and printed in a single batch process. The ability to select multiple dockets for freezing and printing at one time is much more efficient.

POWERBUILDER MIGRATION TO VERSION 12.6

JIS has upgraded all of the applications to the most recent version of PowerBuilder, 12.6. These applications include CJIS, JIMS, JCM, ADPB, PTAL, PD, and TVIS. Since JIS took over development of these applications from UNISYS, the talented development staff has migrated the se applications in house to the newest versions of PowerBuilder on a regular basis. By providing this service in house, the need to rely on an outside agency to perform this necessary task is removed, drastically reducing the cost and time needed to execute the migrations. Migrating the applications to the new version opens up the ability to provide new functionality within the applications allowing JIS to offer solutions to help departments to automate more functions or become more efficient in existing processes. These upgrades also provide for the most up to date security protocols and also allows for JIS to use newer and more advanced functionalities with the Oracle Databases.

NEW SANs

Both the primary and secondary EMC Clarion SAN’s were replaced with new EMC VNX2 SAN’s. These represent the largest part of the JIS infrastructure. The old SAN was running at maximum capacity . The new SAN not only offers more capacity, but greater bandwidth for more speed. The new SAN is equipped with more storage and far more growth potential than the old one and also offers data scaling. Data scaling uses different tiers of storage in slow , medium and fast speed ranges. As data is accessed or left dormant it migrates from one tier to another. This allows for data that is rarely accessed to migrate to cheaper slow storage and data that is accessed often to migrate to faster more expensive storage.

MOVING DATA CENTERS

The building where the data center is located that houses the JIS servers and infrastructure is being reconstructed. Therefore all equipment needed to be moved to a different data center in a relatively short period of time . The movement of equipment which is critical to the 24×7 operation of the justice system in our city takes careful planning, scheduling, and a tremendous amount of caution. The move, while not easy, went very smoothly, with minimal downtime. No problem arose that was not resolved within minutes. JIS greatly appreciate everyone’s patience during this process, and thank all the departments who were involve d in this very successful move. re sources for the Clerk’s office.