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Information Exchange Modeling and Business Process Mapping

Information Exchange Modeling and Business Process Mapping. California Department of Justice Bureau of Criminal Identification and Information. Agenda. Brief History REC Project Summary Recommendations Q & A. Brief History of REC.

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Information Exchange Modeling and Business Process Mapping

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  1. Information Exchange Modeling and Business Process Mapping California Department of Justice Bureau of Criminal Identification and Information

  2. Agenda • Brief History • REC Project • Summary • Recommendations • Q & A CA DOJ BCII

  3. Brief History of REC • 2003-2005 – California Attorney General’s Criminal Justice Integration Subcommittee (CCJIS) identified priority adult criminal information exchanges throughout the state. • May 2005 – CA Department of Justice (CA DOJ) worked with SEARCH, the National Consortium for Justice Information and Statistics, and conducted a Justice Information Exchange Model (JIEM) analysis of 44 priority exchanges. • June 2005 – CA DOJ targeted the Record Error Correspondence (REC) manual exchange process for automation. CA DOJ BCII

  4. Brief History of REC (cont.) • July 2005-July 2006 – Using the JIEM Modeling Tool, we dissected the exchange and examined the business process. • We leveraged the department’s existing disposition processor to handle the new electronic exchange. • We involved the clients and subject matter experts and ultimately reengineered the business process for correcting errors on criminal history records originally submitted via live scan. • November 2006 – Technical specifications were completed for new automated REC system. CA DOJ BCII

  5. REC Project Goals • Use JIEM • To provide an in-depth business process analysis to understand the exchange • Use subject matter experts • To provide the business need information • Use in-house development team • To design REC automated system • To create technical documentation, an Information Exchange Package Document (IEPD), and make available for reusability by justice practitioners CA DOJ BCII

  6. REC Project Objectives • To automate the request process for correcting errors on criminal history records that were originally submitted by live scan transaction to better meet the business need. • To use JIEM analysis results to re-engineer the business process. • To use JIEM to leverage the Global Justice XML Data Model (GJXDM). CA DOJ BCII

  7. REC Project Participants • Participation by the following agencies was crucial to the goals and objectives: • Governance: • CA Chief Probation Officer’s Association • CA County Information Systems Director’s Association • CA Court Executive Officer’s Advisory Committee • CA Department of Corrections and Rehabilitation • CA Department of Justice CA DOJ BCII

  8. REC Project Participants (cont.) • CA Department of Motor Vehicles • CA District Attorney’s Association • CA Judicial Council • CA Police Chief’s Association • CA Public Defender’s Association • CA State Sheriff’s Association • Development resources: • SEARCH, The National Consortium for Justice Information and Statistics • On-Target, Inc. CA DOJ BCII

  9. JIEM – Plays a key role • SEARCH conducted on-site JIEM Modeling Tool and UML (Unified Modeling Language) modeling training for our development team. • We used JIEM’s well-constructed reports to gain governance buy-off and keep them informed. • Development staff used JIEM analysis results during “as-is” and “to-be” model development and combined them to create flexibility and strength in the re-engineering of the business process. • JIEM keeps the focus on the exchange. CA DOJ BCII

  10. JIEM Exchange Report CA DOJ BCII

  11. Complete SME Interviews Complete JIEM Analysis JIEM Analysis Reengineer Process Develop Specs Business Process Jan Jan Feb Feb Mar Mar Apr Apr May May Jun Jun July July Sep Sep Oct Oct Nov Nov Dec Dec REC Project Timeline • 2005 • 2006 CA DOJ BCII

  12. Development Training & Implementation Acceptance Testing Acceptance Signoff Maintenance Web Access Setup Jan Jan Feb Feb Mar Mar Apr Apr May May Jun Jun July July Sep Sep Oct Oct Nov Nov Dec Dec REC Project Timeline • 2007 • 2008 CA DOJ BCII

  13. Current Status of REC • Application Development Underway: • Specifications have been submitted to the programmers. • SMEs will stay involved up to and through the pilot test phase. • Development team is now creating an IEPD documenting the exchange and making it available for reusability. • We continue to use JIEM Modeling Tool for reporting back to our governance. CA DOJ BCII

  14. Summary • JIEM helped us to: • Climb into the exchange • Understand its purpose • Identify the barriers in the business process • Analyze the business need • Leverage the GJXDM reference model • Minimize out-sourcing • Keep project governance informed CA DOJ BCII

  15. Recommendations • JIEM is a powerful and effective exchange manager. Don’t be afraid to roll up your sleeves and dig in. • JIEM is free—an answer to budget constraints. • Use the JIEM’s IEPD Tool to document your exchange. • Need training or have questions about your project? • Take advantage of the training and vast information-sharing knowledge base available with SEARCH. CA DOJ BCII

  16. Questions and Answers Thank you,Susanne MartinStaff Information Systems Analyst Automated Support Program, BCII California Department of Justicesusanne.martin@doj.ca.gov (916) 227-4566 CA DOJ BCII

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