At the beginning of the COVID19 pandemic JIS was called upon, literally overnight, to quickly provide solutions so that users would have the ability to work remotely. JIS worked together with the technical contacts, ITS, and all customers to have VPN accounts created for many who did not already have one, so that they could tunnel into the Metro network from remote locations.
Many JIS customers needed to have communication mechanisms in place to keep in contact with other employees and their clients. Working quickly, while keeping security requirements at the forefront, everyone worked together to get tools and connectivity established so that employees could use their remote workstations to contact associates and clients via voice and video.
The ability to use Microsoft Teams was a very fortunate beneft received from the timing of the tenant setup and move to O365. JIS had planned to introduce this ability to customers after the email migration was complete. Due to the circumstances, it could not wait, and luckily it was already in place. Immediately, JIS began introducing everyone to Teams for collaboration, meetings, desktop sharing, and many, many other uses.
While most JIS employees have been working from home during the pandemic, Dan Peery and Richard Poteete continue to remain on-site to ensure that they are available to take care of equipment needs and any type of work that needs in-person attention.
JIS worked with all of the departments to develop a standard notifcations module which could be used in every application in the CJIS Suite. The notifcations module adds functionality to automatically generate and send notifcations in the form of an email or text message to both internal and external recipients.
The module allows departments to setup and customize internal emails to be generated and automatically sent to individuals or groups within the department based on a trigger, identifed by the department. An example of this is an email which is automatically sent to an individual as part of the business process which then prompts a response or action from the receiver.
Emails and text messages can be also be sent to any external user who has opted in for that service. They can be triggered by any feld or event and both the trigger and the message are customizable by the department.
Pretrial Services currently uses this functionality to notify and send reminders to defendants regarding their court appearance dates. They, along with other departments are contemplating the use of this functionality in a myriad of ways, including sending payment reminders. All notifcations are logged and available for the department to view.
This functionality has been added to all applications within the CJIS Suite, with the exception of ADPB, which is currently underway.
Adult Probation (ADPB)
Enhancements were made to the Adult Probation application which provided the functionality to lock contact log entries by case type for all the agencies that use the application. Only users with administrative level authority now have the ability to update or delete a contact log entry once it has been created. Additionally, any changes made by an administrator are stored in an audit fle. Along with this change, spell check functionality was also added.
Multiple Warrants for Probation Violation
The application was also enhanced with the ability for users to select multiple warrants when creating a new probation violation warrant. When an offender under supervision has multiple warrants that have not been disposed of, the probation officer is now able to select multiple warrants when preparing the probation violation warrant.
After a short and collaborative period of design and development, the DCSO technical team and JIS produced a custom web platform which utilized existing technical expertise available from the Sheri˜’s sta˜ with custom development contributed by JIS.
One of the benefts of bringing the DCSO public presence on to the JIS infrastructure, was that it provided an ease of integration and support with DSCO applications which were already supported by JIS, namely D.U.I. School Online Registration and Real Time Inmate Search. Public entry points such as Litter Pick Up Requests are now easily customizable.
The Mental Health Drug Court (MHDC) ran on a different platform than the other applications and needed to be made consistent for support purposes. Instead of re-engineering the application, JIS was able to leverage an existing application, thereby reducing the infrastructure footprint as well. JIS migrated all data from the MHDC application into the current Adult Probation/Mental Health Veterans (MHV) application database. Placing the data into the ADPB database brought a huge beneft to the sta˜ at MHV as well. The data conversion consolidated all data, current and historical, into one database. Therefore, the sta˜ at MHV no longer have to perform data entry in two applications for reporting purposes. All required reports from the MHV application were converted or recreated in the current MHV application within ADPB. The old MHDC server has been shut down and decommissioned.
DUI School Online Registrations
This enhancement provides the ability for a frst time DUI offender to apply for DUI School online. The offender is now able to enter their identifying information via the DUI website, which will notify the DUI staff that the background check process can begin. Once the background check is completed, the DUI staff notifies the offender of the results. If approved, the DUI staff would provide scheduling information. The offender can then go online prior to their scheduled appointment to complete all registration forms and questionnaires. The completed documents are submitted to the DUI staff for review.
Prior to this enhancement, an offender would have to make multiple trips to the DUI School to apply, retrieve all required forms to be completed, and then attend their scheduled class. This new functionality has increased the effciency of the entire registration process and reduced the number of visits required by an offender before their scheduled class. This has been extremely benefcial for out of state offenders.
Criminal Justice Information System (CJIS)
Bail for Abuse Form
The CJIS application received several changes this past year to accommodate changes in business processes. One of the changes was to the Bail for Abuse form used by the night court magistrates. The magistrates needed to capture information for multiple victims that are associated with one defendant when setting bond.
Offense Date Range
There was a need to validate the offenses based on o°ense date when disposing of a case. Functionality that existed when an arrest was made limited the offenses available for selection by the user based on the o°ense date that was entered. This functionality was put in place for the disposition screen.
The credit card vendor which the Criminal Court Clerk’s Office uses informed the Office that they would no longer accept paper checks for online payments. Changes were made to CJIS and to the Online Payments application to process those transactions using an automated clearing house.
Remove Jail Credit
Changes were made to the CJIS application to accommodate a business process change between the Criminal Court Clerk’s Office and DCSO as it pertains to the calculation and submission of jail credit.
Collections Receipting Screen Changes
The Criminal Court Clerk’s Office began using a third party collections agency for cases that qualify. JIS created a batch file to identify such cases and submit them electronically to the collections agency. As a part of this process, changes were necessary to the Collections Receipting Screen in the CJIS application to allow the process of payments once they are received from the collection agency.
The Criminal Court Clerk’s Office enhanced their website by adding an attorney portal. This portal allows attorneys to request access which is approved by the Criminal Court Clerk’s Office at which time they are given a unique login. The login gives them the ability to view additional information regarding a specifc case which is not part of the public case search. This allows attorneys quicker access to their client’s information.
District Attorney Victim Witness (DAVW)
At the request of the District Attorney’s Office of Victim Witness, enhancements were made to the DAVW application which consisted of changes to the screen that produces the face sheet, functionality that allows the user to enter dispositions by warrant number, the addition of data felds on the victim fle type, early intervention meeting screens, and enhancements to the search capabilities in the application.
Images on File Share
The District Attorney’s Office requested that both their Grand Jury and Victim Witness applications be updated to accommodate multi media images. In order to fulfll this request, JIS needed to change the underlying media storage structure. All media types are now stored in a single location which is able to better handle and manage the large multimedia fles. The District Attorney’s Office is able to retrieve all media fles attached to a case from within the application. All images that were previously stored in the old structure type were converted as a part of this project.
Bond Condition Violation Warrant
This project provided the ability for the Pretrial agency to create a bond condition violation warrant from the Pretrial application. The violation warrant will only be used in rare and serious circumstances. The warrant must be approved by the Pretrial supervisor and signed by the judge to whom the case is assigned. An example of when a violation might be issued is if a client is released to Pretrial with drug screening and receives a positive test result, a violation warrant could be created.
Traffic Violation Bureau Information System (TVIS)
JIS worked with the Traffic Violation Bureau to automate the process of adjudicating cases where defendants have plead guilty and payed their fne(s) in full.
The new automatic process includes all TVIS cases that have met the ‘Paid Guilty’ rule with no other actions/events that need to take place once the case has a zero balance. It also includes both preexisting and current cases on record which do not have any traffic school related items. Once the fnal payment is received and processed, if the case meets the automatic adjudication criteria, the system automatically adjudicates the case and creates all related transactions within the TVIS application. This new functionality reduced the number of manual tasks the clerk must perform to review and complete the adjudication process.
The screens in the TVIS application were resized from the current fxed display setting to a more responsive design. This provides optimal viewing and an interactive experience for easy reading and navigation across a wide range of devices from desktop computer monitors to mobile devices. Benefts of this change include the ability to fully utilize the larger displays, ability to have additional data felds on a window in the application and the ability to utilize current mobile devices, such as tablets, for remote interaction with the application.
TVIS Platform Upgrades
The TVIS application was upgraded to the newest generation of PowerBuilder; PowerBuilder 2017. It was also was migrated to the Oracle multitenant environment. Oracle Multitenant is a new option for Oracle Database 12c Enterprise Edition that helps customers reduce IT costs by simplifying consolidation, provisioning, upgrades, and more. It is the architecture for the next-generation database cloud that delivers isolation, agility and economics of scale. It is also supported by a new architecture that allows a container database to hold many pluggable databases. TVIS was the last of the Oracle applications to be moved to that environment where it can now receive all of the benefts that it has to o.er.
Online Traffic School
OTS Public Website Message
Functionality was added to the Online traffic School Application which gave the users the ability to edit the public website informational message via the Online traffic School administrative menu. This provides a user, with appropriate administrative authority, the ability to edit the website message without the assistance of JIS. Prior to this enhancement, the user had to submit a request to JIS to have a developer make the required message changes and push those changes out to the website. This allows the traffic School administrator to post information to the public website and have it re°ected immediately.
Remove all ITS-CDR dependencies
The OTS application was converted to the standard policy of using the JIS Active Directory for all user verifcation. OTS was an existing application which was inherited by JIS a couple of years ago. This was the fnal step in the process to make it fully existent in the JIS domain where it is fully managed by JIS sta..
Correct Disposition Code Error Message
This enhancement to the OTS Public website ticket lookup corrected an invalid disposition code message that was being displayed to o.enders who had multiple violations on a single ticket. The message was preventing the o.ender from paying their ticket online. The invalid message was being displayed because the ticket lookup functionality was only looking at the frst violation on the ticket rather than the specifc violation the o.ender was requesting to pay. The logic for the ticket lookup was updated and deployed to production to resolve the issue.
Office of Family Safety
JIS was afforded the opportunity to work with the dedicated personnel of the Office of Family Safety (OFS) on the creation of a Request for Purchase (RFP) document for a new software package necessary to meet their growing needs in the community. In order to create the RFP, JIS met with personnel from both the Jean Crowe Advocacy Center (JCAC) and the new Family Safety Center numerous times. JIS toured each facility and shadowed key personnel which gave them the insights needed to write the necessary requirements that a new software package must meet. After the requirements were written by JIS and approved by OFS, JIS created a draft of the RFP document. Personnel of OFS approved the draft RFP and entered it into the Purchasing System with JIS on site to answer any questions. JIS will continue to support OFS through Vendor/Software demonstrations to aid in the selection of a software package geared to meet the needs of OFS.
Web sites are never truly “finished”… there are many benefts to be gained from a complete refresh of the look, feel, content aggregation, navigation and otherwise. JIS understands this need and therefore focuses on a web presence which is built and developed so that it easily allows for constant change and adaptation.
Chancery Clerk & Master
The Chancery Court Clerk and Master is an example “Power User” of the JIS public web platform. Multiple Content Managers contribute so that https://chanceryclerkandmaster.nashville.gov/ remains a dynamic site relied upon for Office business and public information. Custom development for this site refresh included:
- Custom site wide Announcement widget for critical messaging
- Improvements to “News” content area to facilitate unlimited events and releases
- Consolidation of Navigation resulting in improved site accessibility and mobile experience
The Office of the Juvenile Court reached out to JIS for support in developing a site refresh with the goals of content consolidation and a more suitable design for the Court’s customers. The result is a clean but bold and eye catching design with focused content.
- Rich graphics and photography direct site visitors to tailored content: Attorneys, Parents ,
Youth, and Volunteers
- Custom form development to route public contact/connect entry point submissions to the appropriate knowledge holders
- Graphic design improvements for target audience
Many of you had a chance to meet the JIS interns, Anastasia, Jasmine and Ronqueenlia. They came to us with their CompTIA A+ certifcations through the Metro Action Commission. They have been working with the JIS Help Desk and several of the departments we help to support. Over the past six months they have been quickly learning everything we could teach them about Windows 10, networking, active directory, etc.
During this process we have been working with them to help them develop their resumes and search for employment. Part of their daily job was to look for jobs. They worked with us up until the week after the lock down occurred, helping the Courts, Clerks, and Public Defender prepare for the remote working environment. Technically, they are still with us and we hope to see them again when things return to normal and continue to see them as their careers in IT progress.
The Windows 10 upgrade for JIS controlled workstations is complete. SCCM was used to image workstations across all the departments for which JIS provides tier 1 support. JIS assisted several departments that manage their own workstations by working with them to build images. The JIS Interns assisted in this process, rotating shifts in several departments to image and deliver workstations to end users. The focus for Windows 10 has now moved to fnding and upgrading the few remaining Windows 7 workstations that may have been shelved during the upgrade project, and upgrading the current builds of Windows 10.
This upgrade would have been nearly impossible without the efforts of the JIS Technical Contacts, JIS Help Desk, JIS Interns, and SCCM.