CJIS Suite

Adult Probation (ADPB)
Enhancements were made to the Order of Probation for GS Courts. The enhancements included reformatting portions of the order, adding new data elds and provided probation officers the ability to add additional data to specific areas of the order. Updates were performed to sections of the Probation Order such as Probationary Period, Restitution, Community Service and Ignition Interlock. These new features allows the Order of Probation to more comprehensively reflect all information that is required to be communicated to the client.

Criminal Justice Information System (CJIS)

Finance Enhancements
Enhancements were made to the accounting module of CJIS. One of these was the addition of a new check type for all four receipting screens. Functionality was added where during the payment process, the selections compute the business rules pertaining to whether or not the record is eligible for expungement. This potentially allows a customer to pay their court costs and get their record expunged all in the same day.

Bond Conditions
The General Session Judicial Magistrates requested that JIS make improvements to the bond conditions process in CJIS. They needed the ability to set a bond on a defendant and order that defendant out on Pre-Trial with a Conditions of Release form updated to reflect that information. Previously, the only way a magistrate could order a defendant out on Pre-Trial was with a zero bond amount or manually change the Conditions of Release form. The new functionality allows the magistrates to attach a bond to a defendant, order that defendant out on Pre-Trial and have the Conditions of Release form updated to reflect that information.

The magistrates also needed to have changes implemented in CJIS that would allow them to place special bond conditions on defendants charged with DUI or a domestic violence related offense. New functionality was added that gives the magistrates the ability to add the special bond conditions and create the form in CJIS. Prior to this change, the form was manually created via a Microsoft Word Document outside of CJIS. Now the form can be saved in CJIS with the corresponding case, signed electronically by the magistrate, and electronically sent to the Davidson County Sheriff’s Office.

Crystal Report Forms
JIS worked with the Criminal Court Clerk’s office to enhance the reporting functionality within the CJIS application, offering more ability and flexibility. Now a user can create a Crystal Report that can be attached to an event entry and serve as a custom form. These forms can be easily modified by the user instead of being hard coded by a developer.

Electronic Citations
The Criminal Court Clerk’s office wanted to automate the filing of state traffic citations that are issued by the Tennessee Highway Patrol officers. JIS worked collaboratively with THP’s IT department to implement a web service that automates retrieval of citation data from THP’s software to CJIS. Once the data is retrieved, the citations are automatically created and scheduled on the appropriate docket. Prior to this, the entire process was manual. Each trooper would bring paper tickets to the clerk’s office that had to be manually entered into CJIS.

E-Filing and Document Management
JIS, along with the Criminal Court Clerk’s office, worked with Tybera to implement an e-filing and document management system. This allows an attorney to file motions and orders electronically from the comfort of their office. They no longer have to make a trip to the clerk’s office just to file a document. JIS built seemless, real time, integration between the e-filing system and CJIS. Once a document is filed using the new system and approved by a clerk, CJIS is automatically updated with the appropriate event entry and court date. An image of the document is stored on the associated event entry and can be viewed by anyone with the appropriate rights.

Expungement Enhancements
The expungement process for trial court cases was fully automated. It now allows the clerk to print a pre-populated form once the appropriate selections have been made. A check is systematically made and a warning message is displayed when court costs have not been figured on a case. All expungements that are available for a defendant on General Sessions, cases can now be printed simultaneously.

Property and Evidence Tracking
A new property and evidence tracking module was added to CJIS. This new module adds the ability for the Criminal Court Clerk’s office to maintain and manage all property and evidence associated to a case. Each piece of evidence is logged and the exact shelf where the evidence will be stored is identified, making it easy for the clerk to locate the item. The clerk can check in and check out each item allowing a user to know where it is at any given time. The clerk can also mark evidence as destroyed upon receiving an order to do so. A historical account of the movement and status of all property and evidence maintained by the clerk’s office can now be easily viewed and printed. Management and tracking of property and evidence are now part of the CJIS application and no longer have to be performed and maintained separately.

Juvenile Case Management (JCM)

Secure Imaged Documents
New functionality was incorporated into the Juvenile Case Management application that provides the ability to secure sensitive scanned document images. Throughout the life-cycle of a juvenile court case, multiple and various types of documents may be scanned and added to a case for reference and history. The new functionality allows a document to be categorized as secure when it is imaged. Once this classification occurs, only a user with authorized access is allowed to view, replace or remove the secure document.

DCS Custody
At the request of the Juvenile Court staff, new functionality was added to the JIMS application that automated the current
manual process of recording the custody of a child on the Juvenile record. This new functionality will decrease the possibility of
human error and increase the efficiency of the Juvenile Court staff.

Juvenile Information Management System (JIMS)

State Invoicing
Functionality was added to the JIMS application which provided the ability to create state invoices for all of the activities performed by the Juvenile Court Clerk’s office on behalf of the State of Tennessee Department of Human Services (DHS). This enhancement automated invoice creation, receipting, printing, and imaging, which eliminated the previous manual processing of invoices.

Interpreter Request
New interpreter functionality was added to the Juvenile Court Clerk application. A reminder was created during the docket scheduling process to notify staff that an interpreter was previously requested on a case, or is being requested for the upcoming court appearance. This reminder allows court staff to proactively schedule an interpreter prior to the scheduled court appearance. The new interpreter functionality will eliminate issues with last minute interpreter requests and reduce the number of continuances based solely on those last minute requests.

Notifications
Studies have shown that today, the best method of communication, to the widest population we deal with in the justice system, is through texting. Last year, JIS performed a pilot with the Pretrial Services department which was very successful. This past year, JIS worked with the Juvenile Court Clerks’ office to add the ability to send notifications to the public to the Juvenile Information Management System (JIMS). These notifications can be sent in the various forms e.g from email or text. They are triggered by system parameters, and sent to individuals based on those.

The functionality was built with flexibility in mind giving the application user (secured by role) the ability to set up the parameters that trigger the notifications, as well as the verbiage to be sent, and the timing or frequency at which to send the notification(s).

With this functionality now in place, the possibilities open up to send court date reminders, payment reminders, general information, and so much more.

This notifications module was built as generically as possible in order to reduce the time necessary to add this functionality the rest of the applications in the CJIS suite. The plan for the coming year is to add this module to the applications, one by one, and to then modify this core functionality to best fit the needs of each department.

Online Traffic School (OTS)

Several new releases of the Online Traffic School application were completed this past year. These release resolved issues identified prior to JIS taking over the development of the application and also provided new, much needed functionality. There were changes made to the enrollment and payment processes, drawer balances, and data entry process. JIS was able to speed up transactions and added monitoring and notifications to the online payments process. Reporting changes were made, along with several other enhancements.

In addition, The Traffic Violation Bureau began collecting a portion of the OTS enrollment fees. In order to properly record this payment on both the customers receipt and all departmental records, a new payment type was added for the TVB Fee in the cashier portion of the OTS application. A reconciliation report was also provided for the new payment type. This change allows OTS management to track all monies associated with the new TVB ffee collection and allocation.

Public Defender

Defender Data Interface
The Public Defender’s office will be moving to a new case management system; the Defender Data application. This new application is used by the District Public Defenders Conference for the State of Tennessee. JIS has created all of the necessary interfaces to seamlessly integrate the new application into the CJIS suite so that the Public Defender’s office can benefit from all of the new functionality offered in their new system, without losing any of the real time data exchange with CJIS and JIMS.

Traffic Violation Bureau Information System (TVIS)

Phase II
After implementing a case management system for the Traffic Violation Bureau three and half years ago, JIS worked with the TVB staff to incorporate all of their accounting practices into the new application. The process was very complex and took many hours of analysis, development, and testing.

As a result:

  • All financial transactions are now done in TVIS
  • Manual processes and spreadsheets have been eliminated
  • Data was converted from legacy systems
  • Two applications were eliminated in the process.

Here are some of the highlights of the newly implemented functionality:

  • The ability to maintain the General Ledger. This core piece of functionality was created to provide a way to keep all the financial data with debit and credit account records validated by a trial balance. It provides a record of each financial transaction that takes place in the office.
  • The ability to receive payments. Users are able to receive payments of all tender types on a single case or multiple cases. The system applies the payment to the correct case(s) and spreads the monies to the appropriate fees. If payment is made by check or money order, the user can scan and save an image of the document. There are also alerts setup for any checks returned for insufficient funds. At the end of the transaction a receipt is printed for the defendant as proof of payment.
  • The ability to process nullifications. The user can process nullifications if a defendant provides proof of compliance for offenses that are qualified to be nullified. Once proof has been verified by the clerk, the cost is automatically adjusted and the case status and disposition are updated.
  • The ability to view the cash register balance. The user can preview the cash register balance along with a summaryand detail report based on a date and or time range.
  • The ability to automatically assess cost. Cost is automatically assessed based on a case sub type and violation code. When a user creates a new citation, once the case sub type has been selected and violation code is entered, the systemautomatically assesses the cost.
  • The ability to scan documents. The user has the ability to scan citations which are stored on the case record. These images can be retrieved and viewed at any time by a user with appropriate security.
  • The ability to process payment plans. A payment plan helps a defendant to make minimum monthly payments to pay off citations. The user can create events in the applications to set up cases for a payment plan detailing the monthlypayment amount and noting which type of payment plan is being used.

In addition to the items listed above, enhanced security was put in place which restricts access based on a user’s role type. There are many areas within the new accounting module that are locked down and can only be accessed by an administrator.

Web Environment

Office of Family Safety Web Site
JIS worked with the Metro Office of Family Safety to build a public facing web presence offering a wealth of information about its divisions and services. The Office of Family Safety took a collaborative approach in developing the site, assembling a team of knowledge holders from various areas of the agency

Features include resources for domestic violence and sexual assault victims spanning the various stages of safety planning, abuse recognition as well as information on Orders of Protection and other court processes. Other public entry points include details on Donations, Volunteer Opportunities, Training and Outreach as well as forms for requesting speakers. The site also offers standard safety features such as a “Quick Exit” and page redirects should the user become threatened while viewing pages. You can visit the site at: ofs.nashville.gov.

Web Server Operating System Upgrade
Due to the coming end of life designated for Windows 2008 Server, JIS worked to upgrade all Production, Test and Development servers to the latest and most secure operating system oered by Microsoft; Windows Server 2016. This project also included many other opportunities for enhancement to the Web platform, including Internet Information Server 10, the latest .Net framework as well as other security and performance improvements.

A large part of this project also included the consolidation of issuance and maintenance of Secure Socket Layer Certificates. In partnership with our vendor, Digicert, JIS was able to cut the time necessary for obtaining and installing a certificate from 30 days down to 30 minutes. This significantly streamlined and simplied this once complex process.

This project involved redeployment and upgrades to over 30 web sites and applications on 8 servers.

Database Administration

Oracle Goldengate
One of the biggest problems in database management today is trying to manage the data in a distributed database management system (DDBMS) architecture. At JIS, our architecture is based on a Heterogeneous system where we have different database products (i.e. Oracle, SQL Server and MySQL) in which we replicate and/or integrate data between them. Sometimes this can be a difficult task but this is one of the many features that Oracle’s Goldengate has that helps in managing this process. Oracle Goldengate is a software package that handles real-time data integration and replication in a heterogeneous environment. At JIS, we are very happy to have this product in place to better suit our customer’s needs and our needs in the growing world of database management.

Oracle 12c Release 2
In December 2018, JIS upgraded its database suite to Oracle 12c release 2 and upgraded its production, development and test servers to more powerful Dell PowerEdge R730 Servers. With the prior migration to Oracle 12 release 1 multitenant environment in September 2016, JIS had sought to consolidate all CJIS suite applications into a single database container. The goal was not only to improve the management efficiency of our databases while providing a more robust database engine, but was also designed to consolidate the numerous servers and reduce the hardware footprint, and costs associated with having many databases residing on many individual servers.

In migrating to release 2, JIS took advantage of the new features presented by this release and the new Metro Oracle Licensing options. Oracle 12r2 allows up to 4096 pluggable databases in one container, operating as independent databases serving others within that same database container. Many other database applications outside the CJIS suite have now been added to the JIS container and our multitenant database now have twenty-four pluggable databases. New security enhancements are also available in the new release to ensure data protection.

The new JIS upgraded environment now has three production servers represented by the Primary database, the Standby database, and a new read-only Reporting server. Report writers now have the ability to run reports on real-time production data without impacting production performance. Our test and development severs have been removed from VMWare and now reside on physical severs significantly improving database performance in those environments.

Operations and Helpdesk

SCCM
JIS has rolled out Microsoft System Center Configuration Manager (SCCM) and is currently in the process of building the images and applications it will utilize in the environment. SCCM allows for more efficient imaging of machines, as well as makes those images clean and consistent by eliminating the need to build unique data sets for every make and model of computer. SCCM also makes it possible to package and deploy software and files much more efficiently than in the past, using a wider arrange of file application types.

In addition, SCCM will eventually be used to replace WSUS which is the mechanism used today to deploy operating system and application updates.

Finally, SCCM provides a wide range of reporting tools, making licensing, inventory, software and OS patch monitoring, and compliance more manageable than it has been.