Pinal County, Arizona November 10, 2003 Pinal County, Arizona November 10, 2003

JIEM Project Created To: Define Information Exchanges Justice agencies transfer information at key decision-points throughout the justice process, These decision-points occur at regular events (e.g., at arrest, prosecution charging decision, initial appearance, etc.), and At a high-level, these transfers are consistent in justice agencies throughout the nation. One project objective was to identify these consistencies.

Why the Need to Define Information Exchanges? Integration of Information Systems – Refers to the ability to electronically access and share critical information at key decision points throughout the justice enterprise. Enterprise-wide view of exchanges as opposed to records management view. Locally - Need to define business flow before implementing technology. Nationally - Looking to develop standards (i.e., functional standards, XML, etc.) to aid in future efforts.

Integrated Justice Planning/Implementation Why – Legislation; Policy Decision; Funding; etc. Where – Local or State Jurisdiction Who – Entities Involved What – Information Exchanged When – Stages/Phases of the Criminal Justice Process AND Specific Trigger Points How – Technology Solutions (i.e., Middleware, Internet, Intranet, etc.)

Business Flow Documentation Defining Who, What, and When comprises the Business Flow Documentation portion of Integrated Justice Planning. [Scope issues] This component is critical to the success of your integrated justice effort. This analysis must be completed prior to making final decisions regarding technology solutions.

Justice Information Exchange Model Created Existing Documentation Data Dictionaries, Data Flow Diagrams, etc. Different Views (events, agencies, information) Tremendous Variation Inability to Compare Existing Documentation Identified Common Components of Exchange Developed Methodology & Modeling Tool

Five State Participation Project Sites: Colorado, Kansas, Minnesota, New Mexico, and Pennsylvania Provided Documentation Held Meetings to Collect Data Entered Data into Collection Tool Validated Data Entry Provided Feedback Regarding Initial Data Entry Efforts

Dimensions of Information Exchange Information Exchanges are made up of five primary components that we refer to as dimensions of information exchange: Processes Events Agencies Conditions Information Documents Data Sets Data Elements

Processes Processes – A group of logically related events, viewed from a single agencys perspective, e.g., Investigation, Detention, Pre-Disposition Court. Also defined as stages of the case which subject is in at the time of the exchange: Extend over time; Begin and end with an event; Contain two or more events;

Processes (contd) May exist concurrently with other processes, i.e., subject may be detained while going through trial. This involves the Detention process as well as the Pre- Disposition Court process; May exist consecutively to other processes, i.e., the Pre-Disposition Court process ends and the Post- Disposition Court process begins.

Events Events – Decisions or actions that trigger the exchange of information (i.e., arrest, prosecution filing decision, etc.): Primary reasons for the current exchange; Slices in time – instantaneous (occurs in an instance, within several hours, or within several days at the most). For example, a sentence hearing is an event, even though it may span several days.

Agencies Agencies - Criminal justice or justice related entity that sends or receives information (i.e., police department, trial court, etc.): These entities send and/or receive documents as part of the criminal justice process. May be non-criminal justice entities.

Conditions Conditions – Factors that affect the content or direction of the exchange of information. Conditions define the processing flow surrounding the exchange: During an event, an agency makes a decision based on specific conditions being satisfied; Often, the conditions determine who gets what;

Conditions (contd) Absence of a condition is acceptable; Examples/Alternatives: If felony offense/If misdemeanor offense; If individual is in custody/If not in custody; If there is sufficient evidence to file charges/If insufficient evidence to file charges; If defendant enters guilty/no contest plea/If defendant pleads not guilty.

Information/Documents Information – Data exchanged between agencies, includes documents, data sets and data elements: Documents: May be paper or virtual (i.e., arrest report, criminal history record, electronic transfer, etc.) They consist of one or more data sets.

Information/Data Sets Data Sets Made up of logically related data elements; Consist of two or more data elements. Examples: Basic Identification; Arrest Identifiers; Court Case Identifiers.

Information/Data Elements Data Elements: Individual pieces of information. May be text, numbers, images, photos, etc.: FRST_NM = First Name; DOB = Date of Birth; Court Case Name; Fingerprints.

Three Layers of Information – Document/Data Set/Data Element

Information Exchange (Bringing Dimensions Together) Information Exchanges can be represented in narrative form. For example: At the Sentence Hearing, if subject is sentenced to serve time in local jail, the District Court sends the Sentence Order to the Jail/Detention Facility for Intake.

Information Exchange (contd) Prevailing Process:Post-Disposition Court Initiating Event: Sentence Hearing Sending Agency:District Court Conditions:If subject is sentenced to serve time in local jail. Document:Sentence Order (Data Sets include: Basic Identification, Court Case Identifiers, Court Schedule Data, Disposition Data, Sentence Data, etc.) Recipient Agency:Jail/Detention Facility Prevailing Process:Incarceration Subsequent Event:Intake

JIEM Modeling Tool © Development Developed a web-based data modeling tool that enables the examination of information exchanges from a variety of perspectives: Processes; Events; Agencies; and Information (Documents, Data Sets and Data Elements). JIEM Modeling Tool written in Java to allow for web access:

For More Information Please contact me: Amir Holmes, Program Coordinator SEARCH 7311 Greenhaven Drive, Suite 145 Sacramento, CA (916)