ILLINOIS DEPARTMENT of CORRECTIONS

1. ILLINOIS DEPARTMENT of CORRECTIONS • Offender Tracking System OTS • Juvenile Tracking System JTS • Visitor Tracking System VTS

2. Our Discussion Will Cover • Mainframe System Overview • User Access • Data Collection • Data Usage and Distribution • Summary

3. SYSTEM OVERVIEW • OTS has been in production since October 1988 after a three-year development period. • Subsequent major enhancements have been made. It was developed to track adult offenders from reception and classification through release on parole and subsequent discharge or return to IDOC custody. It provides on-line access to maintain and inquire on inmate data.

4. SYSTEM OVERVIEW • The Offender Tracking System (OTS), the Juvenile Tracking System (JTS), and the Visitor Tracking System (VTS) are mainframe systems which run on an IBM R56 mainframe.

5. SYSTEM OVERVIEW • The R56 mainframe is located at the state’s Central Computer Facility which is located in Springfield and controlled by Central Management Services

6. SYSTEM OVERVIEW • A statewide network connects all IDOC offices around the state to the centralized database in Springfield. • The software used for these systems is Computer Associate’s database management system, IDMS/R, in both on-line and batch environments.

7. SYSTEM OVERVIEW • ADS/On-line, Cobol and Easytrieve Plus are software languages used for program development. • There are currently 360 active reports that are available to users based on their level of authority. Some reports run daily, weekly or monthly and others may be requested by the user to be produced and printed immediately.

8. USER ACCESS OVERVIEW • There are over 6000 terminals and PC workstations with access to the OTS, JTS and VTS systems. • There are currently 9,492 active users: 7,595 OTS users, 890 JTS users, and 1007 users who can access both OTS and JTS.

9. USER ACCESS OVERVIEW • IDOC Employees • Other Agencies • Public Internet Access

10. USER ACCESS OVERVIEW • System Security Support • System security applies to all screens and reports. • Addition/Maintenance of user sign ons. • User Profiles define what functions a user may access. • User report assignment determines what reports a user may access.

11. USER ACCESS OVERVIEW • General Sign On Security-Everyone • Sign ons are issued to users not groups. • Individual users are reviewed and issued an appropriate sign on to each necessary system. • Each System ID requires a unique password which expires monthly.

12. USER ACCESS OVERVIEW • IDOC Employees • Data changes are strictly limited to Authorized users at a specific Institutional location. • Data entry errors must be corrected by MIS Staff upon receipt of documentation. • User access is monitored.

13. USER ACCESS OVERVIEW • OTHER AGENCY ACCESS TO OTS/JTS • Limited to Inquiry Only Access • State Police 153 Users • US Telefactors 86 Users • Prisoner Review Board 41 Users • Chicago Police Dept. 30 Users • Attorney General-Springfield 11 Users • Attorney General-Chicago 6 Users • Cook County Jail 8 Users • Chicago-Windy City 8 Users • Kane County State’s Attorney 3 Users

14. USER ACCESS OVERVIEW • Public Internet Access • Inquiry level read only file containing limited information • Name and IDOC Number • Sentencing Information • Location

15. DATA COLLECTION • OTS and JTS both have subsystems geared to provide real-time, on-line entry and retrieval capabilities for offender information for each of the following areas:

16. DATA COLLECTION • Scheduled/Actual Movement • Admissions • Inmate Movement between institutions or outside the institution • Parole • Discharge • Inmate Movement Histories

17. DATA COLLECTION • Reception • General Admission Data (name, admit date, admit type) • Alias, Social and Physical information, Emergency Contacts • Education/Occupation data

18. ADMISSION TYPES • New Sentence • Direct from court • Discharge and Recommit • Transferred from Juvenile • Not in our Custody • Admit from Other Custody

19. ADMISSION TYPES • Parole/MSR Violators • Technical Violators • MSR Violators with New Sentences • Return with and Additional Mittimus • Special Admissions • Juvenile parole to Adult Parole

20. A.D. 01.07.220 Central Numbering System The Alpha portion of the IDOC number relates to the decade and the sentence type. A =Indeterminate admitted 1970s –opted for determinate C =Indeterminate admitted in the 1970s L =Indeterminate admitted in the 1980s H, T, U =Indeterminate admitted in the 1990s

21. A.D. 01.07.220 Central Numbering System N=Determinate admitted in the 1980s P=Periodic Imprisonment X=Parole Supervision from another state B, K, R =Determinate admitted in the 1990s

22. ID NUMBERS • Other Agency Identifiers • SID = Unique identifier assigned by ISP • FBI = Federal Bureau of Investigations ID • IR = Unique number by Chicago Police • DCN = Document Control Number from the custodial fingerprint card

23. DATA COLLECTION • Sentence Calculation • Mittimus, offense, class of crime, committing county and sentence length • Time Adjustments • Minimum and Maximum Release Dates

24. DATA COLLECTION • Classification/Reclassification • Classification determines the appropriate security level for an inmate entering IDOC • Reclassification is done periodically and may result in a change in the offender’s security level, institutional placement, programming or work assignments • Reports are generated for the institutions and Concordia staff

25. DATA COLLECTION • Housing Placement • Current living unit of inmates as well as history of inmate’s housing assignments • Institutional capacity and availability of beds

26. DATA COLLECTION • Medical • Chronic illnesses, medical exceptions, exam dates, and special diets are tracked

27. DATA COLLECTION • Programs/Assignments • Job Assignments • Special Program Participation • Educational/vocational programs • Program Attendance • Class Rosters • Inmate Payroll (OTS only) – eliminates manual system and interfaces with FACTS • Historical data

28. DATA COLLECTION • Population Counts • Track cell house changes and movements in and out of the facility through interface with the actual movement and housing placement subsystems • Maintain a perpetual Record Office count • Allow for entry of housing and assignment counts • Compute ending count and reconcile against expected ending count

29. DATA COLLECTION • Transfers • Transfers between institutions • Inmate/Institution Transfer Request • Transfer Coordinator’s Review

30. DATA COLLECTION • Warrants • Logging and maintenance of felony warrants or hold orders issued for an offender. • IDOC Warrants issued by Corrections. • Non-IDOC warrants issued by any law enforcement agency/court. • Immigration warrants

31. DATA COLLECTION • Writs/Bonds/Furloughs • Entry/maintenance of any writ, bond or furlough document and allows for scheduling these movements

32. DATA COLLECTION • STG Information • Validated STG information is uploaded to OTS and JTS from the Intel system. Access on OTS and JTS is inquiry only

33. DATA COLLECTION • Parole/Parole Prep • Residential/Program Placements – entry and approval process. • Parole Agent assignment and history. • Parole Supervision Levels and history. • History of parole addresses. • Parole Agent Contact information.

34. DATA USE and DISTRIBUTION • Illinois State Police • VINE System - Illinois Automated Victim Notification system • Internet. • Internal IDOC Applications • Correctional Intelligence • Institutional Graphics • Photo ID • FACTS

35. DATA USE and DISTRIBUTION • Fingerprint Cards are mailed/transmitted daily • IDOC sends a daily file to ISP • All admissions into IDOC except Direct from court. • Status changes-parole, discharge, escape, bond out, etc. • SRG Information. • Address changes for parolees. • Out of State parolees.

36. DATA USE and DISTRIBUTION • The Illinois State Police sends a daily file to IDOC • SID updates • Custodial status change errors.

37. DATA USE and DISTRIBUTION • US Telefactors • IDOC sends daily parole supervision level changes to UST. • IDOC sends daily contacts and rejected records to UST. • UST sends daily Agent/Inmate contact information to IDOC.

38. FUTURE ENHANCEMENTS • InnerAccess • Will Web-enable legacy systems in minutes. • Existing Applications remain the same. • Combines data and graphical images from different platforms into one application • Use of Java to further enhance the new GUI type screens.

39. SUMMARY • In summary, OTS, JTS and VTS have been designed to benefit both institutional and Central Office personnel. • A large amount of up-to-the-minute data is available on-line and through reports. • Ad-hoc reporting may also be done for special requests to summarize offender data to evaluate classification and reclassification instruments, inmate recidivism, proposed legislative or procedural changes, and various other issues.

40. THE END