The Illinois Parole Web-based Offender Case Management System Governor Rod R. Blagojevich Operation Spotlight Initiative Director Roger Walker Jr. Illinois Department of Corrections Deputy Director Jesse Montgomery Parole Division Jac A. Charlier Regional Parole Supervisor North

WEB + CODES = CASE MANAGEMENT SYSTEM System interfaces also with Illinois Department of Corrections mainframe computer daily.

Web Case management system developed for field based Parole staff Web interface, but entries can also be made by phone via a live operator, and required by phone for home contacts 47,500 monthly Agent contacts via web 340,000 web hits per month 66,500 Agent transactions via telephone monthly Laptop connection via wireless in squad, printers also available in vehicle LAN connection at Parole Offices. Vendors also have limited access to enter data in the system through computer interface, manual entry after fax to the vendor (AMS) or direct phone via live operator May soon allow vendors to view and possibly do direct entry

Codes Codes grouped based on the Parole Division mission statement (mnemonic) Our mission is to promote pubic safety through Offender supervision, (0-99) utilizing Graduated sanctions ( ), Re-Entry Resources ( ), and Community Partnerships ( ) Special Operations and additional space (400+..) It is our goal to reduce recidivism and to assist the offender in becoming a crime free and responsible member of society.

Not all of the codes are used in each series. A lot of space is built in so we can expand for future use/changes.

Codes record almost all work, but allow for free form entry case management notes Searchable, retrievable, easily sorted, endless!!! Reports from the system are easy to get and mutable Reports for Offender Level,Agent Level,Supervisor Level, and Administrative Level Daily, weekly, monthly and annual reports available in real time, view or print format Can’t say enough about this system, and we are still only 1 1/2 years into this most recent update. Best case management system in the nation! Let's take a closer look.

Back to the codes… The centerpiece of the system is a set of 96 codes (numbers and letters) that record location of activity that took place and work activity. A - HOST SITE B - OFFICE C - EMPLOYMENT D - SCHOOL E - AFTERCARE CENTER F - COUNTY JAIL G - DRIVE BY H - CORRECTIONAL CENTER I - LOCAL POLICE J - FAMILY MEMBER RESD. K - NON-RELATIVE RESD. L - SOCIAL SERVICE M - FIELD CONTACT P - PLACEMENT

Activity Codes 001-INITIAL OFFENDER FTF 002-OFFENDER FTF CONTACT 003-COLLATERAL FTF CONTACT 004-OFFENDER PHONE CONTACT 005-COLLATERAL PHONE CONTACT 006-ATTEMPT/NO CONTACT 009-CASE MANAGEMENT Codes are entered at the time of contact with a parolee or at the time of an activity. Up to 10 activity codes are allowed per entry on a particular offender. Entry can be modified up until midnight of the same day. Also, if entry was phoned in via live operator, the entry can be modified via web up until midnight the same day. All but host site F/F contacts with offender are to be done via web-system.

Stand Alone Codes 009-CASE MANAGEMENT 041-HIPPA/RELEASE INFO SIGNED 039-DNA TESTING 061-X CASE FINGERPRINTING 062-PROGRESS AND CONDUCT RPT

Codes With Drop Downs 007-DRUG TEST – BREATHLYZER 016-EXTRADITION COMPLETED 017-SURVEILLANCE CONDUCTED 018-SEARCH PERFORMED 019-ARREST COMPLETED 025-SEX OFFENDER REG COMPLETED 031-TRAVEL PERMIT ISSUED 071-DCFS SITE INVESTIGATION

Supervisor Codes Some codes are primarily or exclusively for supervisors to use for quality control and oversight. 80 series – level changes 190 – Warrant (drop down fields) 290 – Monthly Case management code 292 – ID Refusal code

HISTORY OF CODE DEVELOPMENT Initially we had a very limited number of codes (25), and this held for a number of years. Expanded code concept is based on a PD coding system for activity. It was developed in the first version that models today’s version around 1996/97, but the support to make it happen did not arrive until 2003 and the technology did not come until Initial version v.1 - Small updates over the years First updated concept, but not supported, 96/97 Web technology comes in Some more minor updates to original system made Big push for tech upgrade and administrative support merged the idea with the tech and the support

Proudest moment as a non-IT person Developed almost entirely by line staff, field tested by line staff, used by line staff, and the line staff remain in oversight role of all changes. Tech staff, of course, provided critical input along the entire way. This could not have been done without the tech staff, both in IDOC and at AMS.

Challenges speed via wireless connection much more to go (Phase II) integrate forms into codes and auto- forms Desire to often make changes and updates quickly Demand on the system for changes Staff Equipment Training Leadership Organization Policy/Procedures