Lessons Learned From the New York State Integrated Justice Information Exchange Project GJXDM Users’ Conference Septem

1. Lessons Learned From the New York State Integrated Justice Information Exchange Project GJXDM Users’ ConferenceSeptember 6, 2006

2. Presenters • Connie Snyder: Assistant Director, IT Development, New York State Division of Criminal Justice Services • Lieutenant Michael Kozak: Chief Information Officer, Rochester, New York Police Department • Valerie Shanley: Chief, Systems Planning and Standards, New York State Division of Criminal Justice Services

3. Governance • NYS Integrated Justice Advisory Board (IJAB) is responsible for: • Coordinating interagency technology initiatives • Advising the State’s Director of Criminal Justice on information sharing and system integration projects

4. Governance • IJAB enhances the ability to obtain agency buy-in and collaboration early in the project development lifecycle – helping to maximize the potential for successful project outcomes. • Integrated Justice Architecture Team has been established.

5. eJusticeNY: Integrated Justice Portal

6. eJusticeNY: Integrated Justice Portal Improve the administration of justice and homeland security by providing authorized users, from all levels of government, access to available comprehensive justice and homeland security information when and where it is needed.

7. eJusticeNY: Integrated Justice Portal Builds upon: • DCJS legacy portal known as eJusticeNY (1,500 agencies and 30,000 individual users) and • New York State Police Information Network (NYSPIN) (700 agencies and approximately 50,000 users)

8. Current access to Information

9. Access to Information through the eJusticeNY: Integrated Justice Portal

10. eJusticeNY: Integrated Justice Portal Includes applications for five criminal justice agencies: • NYS Division of State Police • NYS Division of Criminal Justice Services • NYS Division of Parole • NYS Department of Correctional Services • NYS Office of Homeland Security

11. eJusticeNY: Integrated Justice Portal • The Integrated Justice Portal will provide service applications for: • Criminal History Information (Rapsheet) Inquiries • NCIC searches • NLETS requests • Name Search inquiries • Vehicle inquiries • Sex Offender inquiries • Warrant updates and inquiries

12. eJusticeNY: Integrated Justice Portal Integrated Justice Portal service applications (continued): • Missing persons updates and inquiries • Notifications (both solicited and unsolicited) • Fingerprint-based criminal history responses • Status of fingerprints transactions • Probation updates and inquiries • DOCS inmate tracking • Parole Records Management

13. Anticipated Benefits of the Integrated Justice Portal • Improved integration • Access to more criminal justice applications and functionality • Build on the “One-Stop Shopping” concept • Additional Portal functionality not currently available (i.e., content management, customization)

14. Use of GJXDM in the NYS Integrated Justice Portal Development of XML schemas based on the Global Justice XML Data Model (GJXDM) is a central element of New York’s strategy of effective integration of criminal justice information systems.

15. Use of GJXDM in the NYS Integrated Justice Portal Goal: All exchanges coming into the NYS Integrated Justice Portal will be GJXDM conformant

16. NYS Integrated Justice Information Exchange Project Primary Goal: Facilitate integrated justice information systems planning and implementation by enhancing the ability to access and share critical criminal justice information electronically at key decision points throughout the criminal justice process.

17. NYS Integrated Justice Information Exchange Project Collaborative multi-agency initiative involving state and local criminal justice agencies and statewide associations.

18. NYS Integrated Justice Information Exchange Project Methodology • Justice Information Exchange Model (JIEM): analysis tool for creating exchanges • GJXDM • Information Exchange Package Documentation (IEPD) Process

19. NYS Integrated Justice Information Exchange Project What is an IEPD? • An Information Exchange Package (IEP) is an exchange or set of data that is transmitted for a specific business purpose. In our case it’s the actual XML instance that is delivered to an agency. • Information Exchange Package Documentation (IEPD) is a collection of artifacts that describe the structure and content of an IEP and define the data that is to be exchanged.

20. NYS Integrated Justice Information Exchange Project IEPD Components • Purpose and Scope • Data Modeling Diagram • XML Schemas • GJXDM Subset Schema • Constraint Schema • Extension Schema • Document XML Schema • Additional Provisions • Additional Property Definitions • Minimal Property Set • Additional Business Rules • Other Information • Samples • Sample XML Instances • Sample XSL Style Sheets • Development • Participants • Process • Development Artifacts • Testing and Conformance • Testing • Conformance • Feedback

21. NYS Integrated Justice Information Exchange Project • Phase I: NYS Person IEPD • Phase 2: NYS Incident IEPD • Phase 3: NYS Integrated Justice Portal Exchanges which includes: - Criminal History Exchanges (Rapsheet) - Wanted Exchanges - Missing Person Exchanges - Unidentified Person Exchanges - Vehicle Data Exchanges - NLETS Exchanges - NCIC Exchanges

22. NYS Integrated Justice Information Exchange Project Builds upon previous standardization efforts: • New York Statewide Criminal Justice Data Dictionary • New York State Standard Practices for Processing Fingerprintable Criminal Cases • New York State Standard Practices for Processing Fingerprintable Juvenile Delinquents

23. NYS Integrated Justice Information Exchange Project Leverages other projects: • FBI GJXDM initiative for NCIC exchanges • NLETS GJXDM exchanges • Coordination with the New York City Integrated Justice Data Share Project

24. NYS Integrated Justice Information Exchange Project Leverages other projects: DCJS will collaborate with the Rochester Police Department to implement the NYS Incident IEPD Can you hear me? Can your hear me now?

25. NYS Integrated Justice Information Exchange Project Rochester Police Department Initiative: • Builds upon previous efforts of other NYS police departments to create a standardized Oracle-based Automated Field Reporting (AFR) / Record Management System (RMS) • Exchanges from the new RMS will be GJXDM conformant • Will electronically generate data extracts that deliver NYSIBR data to DCJS using the recently developed NYS Incident IEPD

26. NYS Integrated Justice Information Exchange Project Rochester Police Department Initiative (continued) • Be aware of the amount of work involved, especially for IEPD development • Obtain stakeholder consensus • Dedication, dedication, dedication!

27. NYS Integrated Justice Information Exchange Project Rochester Police Department Initiative (continued) • Once the system and GJXDM exchanges are developed, data sharing will be as seamless as authorizing a secure web connection to the Rochester PD RMS • Will enable local, state and federal public safety agencies to query the system and extract data sets that are inherently consistent

28. Lessons Learned: Ensuring Project Success • Establish governance structure and use to address information technology integration issues • Establishment of Integrated Justice Architecture Team Subcommittee on XML Best Practices and Standards to guide proper development and implementation

29. Lessons Learned: Ensuring Project Success • Funding • Seek federal funding • Research all possibilities given the challenge of diminished federal resources - consider traditional and non-traditional sources • Secure funding in state budget for long-term initiative

30. Lessons Learned: Ensuring Project Success • Emphasis on collaboration – make use of a team approach • Identify stakeholder agencies: facilitate and encourage their active involvement • Collaboration and early “buy-in” is essential

31. Lessons Learned: Ensuring Project Success Obtain stakeholder buy-in by identifying the XML payoff for integrated information sharing: • Platform independent and language independent • Promotes a single standard format for exchange • Cost is driven down; inventory of reusable components which are universally understood • Self-validating which reduces amount of coding required • Enables more complex integration goals

32. Lessons Learned: Ensuring Project Success Obtain stakeholder buy-in by identifying the XML payoff for integrated information sharing (continued): • Less need for economies of scale to justify integration initiatives • New requests can be easily accommodated • Allows vendors to provide more than stand-alone solutions without extra customization costs • Smaller agencies can contemplate integration projects

33. Lessons Learned: Ensuring Project Success • Identify working structure required to accomplish goals: • Steering Committee to provide expert review and feedback • Policy Group responsible for review and identification of exchanges and updating of New York’s Statewide Criminal Justice Data Dictionary • Working Group responsible for development of IEPDs

34. Lessons Learned: Ensuring Project Success • Identify qualifications and role of team members: • Subject matter experts with decision making authority • Possess knowledge of agency’s business practices and responsibilities for developing, maintaining, sharing, and receiving criminal history information • Act as a liaison

35. Lessons Learned: Ensuring Project Success • Clearly define project scope • Let the business drive the technology, not the technology drive the process

36. Lessons Learned: Ensuring Project Success • Identify and secure expert consultants • Make use of technical support resources • National Governors Association • SEARCH Inc. • Integrated Justice Information Systems Institute (IJIS) • Global Justice Sharing Initiative, U.S. Department of Justice • National Law Enforcement and Corrections Technology Center (NLECTC) • IEPD Clearinghouse

37. Lessons Learned: Ensuring Project Success Identify and secure training opportunities for project staff and collaborative partners: • Justice Information Exchange Model: SEARCH, Inc. • Introduction to XML class and GJXDM Practical Implementer’s course: Integrated Justice Information Institute (IJIS) • GJXDM Executive Briefing: Global Justice Information Sharing Initiative Group • Expert review and knowledge transfer: National Law Enforcement and Corrections Technology Center (NLECTC) • Attendance at national conferences

38. Lessons Learned: Ensuring Project Success • Build upon previous standardization efforts • Leverage other projects • Incorporate proven strategies, methodology and information, where appropriate

39. Lessons Learned: Ensuring Project Success Develop and make use of a sound methodology: • Justice Information Exchange Model (JIEM) • GJXDM • IEPD Process

40. Lessons Learned: Ensuring Project Success Develop and make use of a sound methodology(continued): • Steering Committee • Policy Group • Working Group • Project Staff • Team Website • Training • Project Schedule

41. Lessons Learned: Ensuring Project Success • Establish a regular meeting schedule • Varies by project phase and business need

42. Lessons Learned: Ensuring Project Success Maintain on-going communication with stakeholders – be creative! Collaboration Team Website • Resource materials • Primary documents • Sites of interest • Assignments • Interaction between team members and staff

43. Lessons Learned: Ensuring Project Success Keep on top of trends, developments, and revisions: GJXDM, NIEM, IEPD Clearinghouse, conferences, initiatives

44. Lessons Learned: Ensuring Project Success Network, network, network!

45. Lessons Learned: Ensuring Project Success • The first IEPD is the most difficult IEPD (keep repeating this slogan!)

46. Lessons Learned: Ensuring Project Success • Technical Resources: • IEPD Clearinghouse • http://it.ojp.gov/iepd/ • Integrated Justice Information Systems Institute (IJIS) • http://www.ijis.org/servlet/tsi.Traction?type=home • National Law Enforcement and Corrections Technology Center (NLECTC) • http://www.nlectc.org/

47. Lessons Learned: Ensuring Project Success • Technical Resources: • Georgia Tech Research Institute Justice XML Information Center • http://justicexml.gtri.gatech.edu/ • Global Justice Information Sharing Initiative Group • http://www.it.ojp.gov/topic.jsp?topic_id=8 • GJXDM Training and Technical Assistance Committee (GTTAC) • http://it.ojp.gov/topic.jsp?topic_id=192

48. Lessons Learned: Ensuring Project Success • Technical Resources: • National Governors Association Center for Best Practices • http://www.nga.org/portal/site/nga/menuitem.9123e83a1f6786440ddcbeeb501010a0/?vgnextoid=92f9f6dd4b5f3010VgnVCM1000001a01010aRCRD • SEARCH Inc. • http://www.search.org • Wayfarer Tool • http://www.ncsconline.org/d_tech/wayfarer/

49. Lessons Learned: Ensuring Project Success Read a Chicken Soup book!

50. Early Reviews Are In! • “This book really touched me. It taught me to love GJXDM whenever it is mean or does bad things, like making significant revisions or changing its name to NIEM!” • “This is the first Chicken Soup book that I have read, and it was simply excellent. I laughed, cried, and it brought back all my GJXDM project memories – which I had successfully blocked out!” • The authors do an amazing job of giving us assorted situations, emotions, and schemas so that reading the book is like a trek through all the feelings that come with a GJXDM project. It covers all angles and therefore is truly as they say...a celebration of GJXDM. If you are looking for a gift that says thank you and I love you GJXDM - this is it!”