ILLINOIS DEPARTMENT of ILLINOIS DEPARTMENT of CORRECTIONSCORRECTIONS

Offender Tracking System OTSJuvenile Tracking System JTSVisitor Tracking System VTS

Our Discussion Will CoverOur Discussion Will Cover

Mainframe System OverviewUser AccessData CollectionData Usage and DistributionSummary

SYSTEM OVERVIEWSYSTEM 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.

SYSTEM OVERVIEWSYSTEM 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.

SYSTEM OVERVIEWSYSTEM OVERVIEW

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

SYSTEM OVERVIEWSYSTEM 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.

SYSTEM OVERVIEWSYSTEM 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.

USER ACCESS OVERVIEWUSER 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.

USER ACCESS OVERVIEWUSER ACCESS OVERVIEW

IDOC EmployeesOther AgenciesPublic Internet Access

USER ACCESS OVERVIEWUSER 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.

USER ACCESS OVERVIEWUSER 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.

USER ACCESS OVERVIEWUSER 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.

USER ACCESS OVERVIEWUSER 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

USER ACCESS OVERVIEWUSER ACCESS OVERVIEW

Public Internet Access– Inquiry level read only file containing

limited information Name and IDOC Number Sentencing Information Location

DATA COLLECTIONDATA 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:

DATA COLLECTIONDATA COLLECTION

Scheduled/Actual Movement– Admissions– Inmate Movement between institutions or

outside the institution– Parole– Discharge– Inmate Movement Histories

DATA COLLECTIONDATA COLLECTION

Reception– General Admission Data (name, admit

date, admit type)– Alias, Social and Physical information,

Emergency Contacts– Education/Occupation data

ADMISSION TYPESADMISSION TYPES

New Sentence– Direct from court– Discharge and Recommit– Transferred from Juvenile– Not in our Custody– Admit from Other Custody

ADMISSION TYPESADMISSION TYPES

Parole/MSR Violators– Technical Violators– MSR Violators with New Sentences– Return with and Additional Mittimus

Special Admissions–Juvenile parole to Adult Parole

A.D. 01.07.220 Central Numbering A.D. 01.07.220 Central Numbering SystemSystem

The Alpha portion of the IDOC number relates to the decade and the sentence type.

A =Indeterminate admitted 1970s –opted for determinateC =Indeterminate admitted in the 1970sL =Indeterminate admitted in the 1980sH, T, U =Indeterminate admitted in the 1990s

A.D. 01.07.220 Central Numbering A.D. 01.07.220 Central Numbering SystemSystem

N=Determinate admitted in the 1980s

P=Periodic Imprisonment

X=Parole Supervision from another state

B, K, R =Determinate admitted in the 1990s

ID NUMBERSID 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

DATA COLLECTIONDATA COLLECTION

Sentence Calculation– Mittimus, offense, class of crime,

committing county and sentence length– Time Adjustments– Minimum and Maximum Release Dates

DATA COLLECTIONDATA 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

DATA COLLECTIONDATA COLLECTION

Housing Placement– Current living unit of inmates as well as

history of inmate’s housing assignments– Institutional capacity and availability of

beds

DATA COLLECTIONDATA COLLECTION

Medical– Chronic illnesses, medical exceptions,

exam dates, and special diets are tracked

DATA COLLECTIONDATA 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

DATA COLLECTIONDATA 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

DATA COLLECTIONDATA COLLECTION

Transfers– Transfers between institutions– Inmate/Institution Transfer Request– Transfer Coordinator’s Review

DATA COLLECTIONDATA 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

DATA COLLECTIONDATA COLLECTION

Writs/Bonds/Furloughs– Entry/maintenance of any writ, bond or

furlough document and allows for scheduling these movements

DATA COLLECTIONDATA COLLECTION

STG Information– Validated STG information is uploaded to

OTS and JTS from the Intel system. Access on OTS and JTS is inquiry only

DATA COLLECTIONDATA 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.

DATA USE and DATA USE and DISTRIBUTIONDISTRIBUTION

Illinois State Police VINE System - Illinois Automated Victim

Notification system Internet. Internal IDOC Applications

– Correctional Intelligence– Institutional Graphics– Photo ID– FACTS

DATA USE and DATA USE and DISTRIBUTIONDISTRIBUTION

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.

DATA USE and DATA USE and DISTRIBUTIONDISTRIBUTION

The Illinois State Police sends a daily file to IDOC– SID updates – Custodial status change errors.

DATA USE and DATA USE and DISTRIBUTIONDISTRIBUTION

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.

FUTURE ENHANCEMENTSFUTURE 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.

SUMMARYSUMMARY 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.

THE ENDTHE END