ADULT PROBATION (ADPB)
Probation End Date Enhancement
At the request of General Sessions Probation, the display of the probation end date was modified in the Adult Probation application. Instead of displaying a single probation date on the Case Summary window, the date is now displayed on the Warrant tab. If multiple warrants are associated to a case, the system calculates and displays the probation end date for each warrant. Prior to this change, the probation officer had to manually determine the probation end date for each warrant on the case.
Amended Probation Violation Warrant for DUI Bond
Probation officers had a need to be able to amend probation violation warrants that had already been created. JIS made a change to the Adult Probation application which gives probation officiers the ability to create and print an Amended Conditions of Bond Violation Affdavit/Warrant for DUI Bond offenders. Now, instead of having to repeatedly create a new probation violation warrant every time a defendant violates their probation requirements, an amended one can be generated and processed.
Recovery Court Current Phase Report
This enhancement, requested by the General Sessions Probation Recovery Court staff, added the following features to the ADPB Recovery Court Current Phase Report.
- Ability to remove Case Filing Date
- Report additions and modifications
Criminal Justice Information System (CJIS)
Attorney Attribute-Value Table
Several modifications were made to the CJIS AVTs to ensure that they were being replicated in the District Attorney Grand Jury application. This enhancement provides better integration between the two systems.
Electronic Filing and Document Management
While the development of the e-fling and document management system was completed in 2019, the system was not put into production. The Criminal Court Clerk’s office received approval to implement the system and JIS, along with a third-party vendor, deployed it to production the first quarter of 2021.
This has allowed attorneys to file court related documents from wherever they have internet access and allows the ability to file documents outside of normal business hours.
The system provides a better way to track and store documents, ensure documents are entered into CJIS in a timely manner, and provides a better overall service to the Criminal Justice System.
Along with this deployment, JIS implemented a document management system (DMS). The new DMS stores all documents in a file system, removing them from the media database. The advantages of this are better performance and the simplicity of saving the files. It also lessens the burden of backing up the files and reduces database traffic.
District Attorney Victim Witness (DAVW)
Enhancements Phase 3
At the request of the District Attorney’s Office of Victim Witness, enhancements were made to the DAVW application. These enhancements focused primarily on enhancing statistics for reporting purposes. They consisted of changes that allow for multiple dispositions on a file to be accounted for on reports, identifies a file as a cross warrant or conflict and have those excluded from reports as needed, forces a user to choose an answer for EIM, and included functionality to add a victim/witness that is not in CJIS to a file.
Juvenile Case Management System (JCM)
Diverted Case Functionality
JIS worked with the Juvenile Court to add new functionality for diverted cases to the Juvenile Case Management System (JCM). This new functionality allows cases from the Diverted Queue to be created as other case types, instead of the diverted case type only. This enhancement puts control into the hands of the customer to make the case type selection rather than relying on a hardcoded value.
Juvenile Information Management System (JIMS)
Import Data from ARMS into the JIMS Citation Queue
This enhancement provided increased data integration between the Police Department and the Juvenile Court systems. JIS worked with the Metro Police IT department to obtain data from their Arrest Management System(ARMS) to import the juvenile citation data directly into JIMS. Prior to this project, the clerk’s staff would have to access and query the Police Department’s ARMS application and manually enter arrest information into the JIMS application. This new feature provides a much more efficient method for gathering the data.
New Notification for FCRB Docket Type
The creation of an email notification system now allows for notifications to be sent to all attorneys on the Foster Care Review Board dockets ten days prior to their scheduled court date. This notification is designed to remind attorneys in advance of their scheduled court appearance.
Electronic Filing and Document Management
Over the past year, Justice Integration Services continued to work with the Juvenile Court Clerk’s office, and the product vendor, on the development of their e-filing and document management application. The system has been fully developed and seamlessly integrated into the current JIMS case management system. Final development and testing tasks are underway to complete the project. As a part of the project, the JIS analyst assisted the Juvenile team with documenting existing business processes and provided assistance with defining future business processes needed once E-filing is in production. JIS continues to tweak the server setup and configuration in preparation for a projected go-live in the fall of 2021.
Mental Health Court & Veterans Treatment Court
Online Application for Referrals
A new website was designed and developed for the Mental Health Court and Veterans Treatment Court. The new site provides ease of access for a client’s Attorney of Record to submit an Online Application Referral for treatment. As soon as the application is submitted online, it is directed to the appropriate court staff for processing. This enhancement streamlines the court’s application process and expedites the treatment options for clients in need. Prior to this site, paper referral forms were manually completed and delivered to the court for processing.
Online Traffic School (OTS)
Class Scheduling Flexibility
As a result of the pandemic, a large number of traffic school class reschedules and class location changes became
necessary. Therefore, application changes were made to the Online Traffic System to allow the application administrators to perform these functions for existing enrollments. By putting this ability in the hands of the Traffic
School customer, it gave them much more flexibility and control, and expedited the process tremendously.
Enhanced Auditing Capabilities
New functionality was added to the Online Traffic School application to further heighten auditing capabilities. The modification enabled management and auditors more enhanced ability to track overrides that occur within the system, giving even greater detailed accounts transactions.
Traffic Violations Bureau Information System (TVIS)
TVIS Integration with Online Traffic School
This enhancement allows the Traffic Violations Bureau’s TVIS application to receive real-time event data from the Online Traffic School (OTS) application. The OTS event actions that will be received in the TVIS application are listed below:
- OTS Class enrollments
- OTS Class completions
- OTS Class reschedules
- OTS Non-compliance
Prior to this enhancement, the Traffic Violations Bureau team would continually receive reports from the traffic school administrative staff. The Traffic Violations Bureau team would then manually enter the traffic school event into the TVIS application. Now, these events are automatically created giving the TVB staff the ability to see real-time traffic school data within the TVIS application.
Circuit Court Clerk Intranet
Over the past year, Justice Integration Services worked alongside the Circuit Court Clerk’s office to evaluate a legacy application currently in use. It was decided that a portion of the functionality should become part of the TVIS application. JIS started development on that project with anticipation of completing it later in the year. The remaining pieces of the application will be moved to a vendor-supported case management system.
Circuit Court Clerk Support
Justice Integration Services evaluated the IT infrastructure in place at the Circuit Court Clerk’s office. This included everything from existing hardware to applications and tools in use. In collaboration with Circuit’s team, JIS has helped to streamline processes and reduce the hardware footprint. In addition, JIS has helped to troubleshoot and resolve issues with various applications that are used on a daily basis. This will be an ongoing effort as JIS will continue to support the technology needs of the Circuit Court Clerk’s office going forward.
When decision makers are provided with a way to view data in a visual and interactive way, it can help them better understand their organizational needs. Looking at the same data in multiple ways can help to identify issues and generate questions which could lead to all types of benefits. Some of the benefits could include quicker and improved decision making, enhanced productivity, improved transparency and cost reduction, data quality, and error reduction.
This was approached as a data analytics discovery and pilot project in order to leverage the wealth of data present in the databases used by the applications developed and supported by JIS. All tools reviewed had excellent capabilities. They were able to provide users and managers with the views and flexibility necessary to achieve the benefits mentioned. They also contained the necessary security, required to prevent unauthorized viewing of data between users in different organizations as well as within departments in the same organization.
JIS has tested tool capabilities and built scenarios against some of the case management applications with great success. JIS is excited about the possibilities this will create for the departments and their leadership. Pursuing the use of data analytics will remain an important part of JIS’ focus going forward.
Justice Integration Services continued to reduce the growing burden on production databases by diverting queries and reporting to a server which serves that purpose exclusively. The reporting server is an exact copy of the production databases and kept in real time so reports and queries accurately reflect current data. It allows for faster processing of reports, and by reducing the load on the production environment, it alleviates the risk of slowing down or interrupting processes.
Circuit DMZ Move
Last year JIS began planning the move of the Circuit Court Clerk DMZ to the ITS DMZ/VMWare DMZ Infrastructure. This project meant moving physical servers, virtual servers, and the network from one location to another. After many planning meetings with Metro ITS’s network team, security team, server team and virtual infrastructure team, a plan and a date were confirmed. Then the ice storm hit and delayed the project.
A new date was established and JIS and Circuit IT Support were finally able to shut down everything involved, and over a weekend JIS moved the physical and virtual servers while Metro ITS moved the network. Everything came back up with very few issues. Over the next few days, minor issues were addressed, concluding in an overall smooth transition.
For many years, JIS has used VMWare for the virtual infrastructure. The first VMWare host server was stood up in2003. It was a stand-alone server which was quickly joined by a second. Soon after that, JIS purchased the first SAN then brought a VMWare cluster online to provide failover redundancy. Over time, this evolved through two separate upgrades, adding a secondary, fail-over cluster to the mix.
JIS just upgraded to the newest version of this architecture which is called VxRail with vSan. This creates a virtual array of disks between hosts reducing the number of failure points while providing higher redundancy and performance. CommVault was also leveraged to create a disaster recovery, secondary VMWare infrastructure by letting CommVault take the backups of the primary system and recreate them on a secondary system with far less complexity than before.
The steps for completing this required months of planning, followed by many weeks of testing, and implementation performed at night and on weekends. The old system was integrated into the new VxRail system in order to be able to pull the VM’s into the new infrastructure, then shutdown each VM, migrate it, then apply changes tot he new VM to make sure it worked in the new environment.
Once the old JIS infrastructure was completely moved, attention was turned to migrating the old Circuit Court Clerk VMWare vSphere infrastructure using the same method. In the end, three separate VMWare vSpheresystems were replaced by one powerful VxRail/vSan system, with all SSD’s, over two terabytes of RAM, 200processing cores and a 40GB network backplane.
Load Balancers for E-fling
This year load-balancers were implemented for the e-fling system. These load balancers are virtual appliances which run on the VxRail/VSAN. There is a redundant pair for the internal network and there will be a redundant pair for the DMZ later this year. The load-balancer pair appears to the logical network as a single system. It connects to a pair of application front-end servers and balances out the user traffic between them, based on predefined weights. If one application server loses connectivity, the load-balancer will automatically shift traffic from the downed server to the server that is still alive. It can be configured to work with far more than just two servers and more applications can be added to it in the future.
The O365 Project – Decommissioning On Premises Exchange
The largest portion of the move from on premises Exchange to the new Office 365 environment has been completed. This entailed moving all data from an on-premise environment to the cloud. Once this initial phase was done, however, there was still much work to do behind the scenes. The months following the data migration were spent updating and tweaking policies and security settings to find the best balance between security and usability. As with these types of projects, some issues take a bit longer to resolve, and final touches are usually necessary. Work in the area of mail routing and the migration of distribution groups are being finalized. Once done, this will mark the completion of the full migration of email to the cloud.
Office Pro Plus (365)
Most departments have had their Office 2013 and older versions upgraded to Office Pro Plus 365 this year. Offce2013 will work with limited capabilities with M365, however, Office Pro Plus can fully leverage M365. As new features are added to, or changed in M365, Office Pro Plus will adapt to those features making them available on the client side. Almost everything that is available in Office Pro Plus can also be accessed in the M365 web portal using this link: https://portal.offce.com. Since Exchange is no longer on-premise, everything is synced to M365.All data follows a user wherever they go and can be accessed on any device, whether it is Windows, Apple, Linux or any other. JIS and ITS recommend the use of Teams or WebEx for virtual meetings. JIS hosts Teams in the M365Tenant and ITS hosts WebEx. Both will work with inside users and external users.
JIS has created a Team called “JIS Training Documentation” which contains many training videos for Office ProPlus, and M365. All users should be able to access this Team and see the videos, along with any other training material for products like Jabber, WebEx and many more.
Security with M365
JIS now has the ability to run email phishing and attachment tests for the JIS users. JIS will be utilizing this ability to help test the user base to gauge response to phishing emails and opening of attachments without first verifying the sender. These results will be used to further raise end-user awareness of the dangers of these types of emails, with the ultimate goal of continuing to strengthen security and reduce risk.
JIS also now has the ability to run Brute Force password tests to ensure that user passwords meet proper standards, so they are not easily accessed. A single, low access, user can grant a malicious actor a window into the JIS domain, and even the entire Metro network where they can then acquire higher levels of access to access and steal data or worse. This is a concern shared by government entities across the nation. There is never a guarantee that it can be stopped, however, JIS and all of Metro maintain security as a top priority as efforts continue to keep the Metro network and its data safe.