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					State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System



                 BC.24 – Community Supervision Requirements

The purpose of the Community Supervision process group is to ensure offenders are assigned to officers
who will monitor and support them in complying with their supervision conditions. The Department of
Correction is working together with other community resources to assist offenders with successful
community reintegration.
Community Supervision encompasses Community Contracted Residential (Halfway House or Transitional
Housing) and Non-Residential Programs, Approved Sponsor and parole district offices. District offices
provide various levels of supervision which include electronic monitoring (GPS & EMP) and employment
verification, urinalysis testing, intensive, enhanced, regular and minimum.
The result of this process defines an offender’s supervision level based upon public risk, assessing
ongoing offender needs, and developing a plan through the use of the TPAI, LSI and the ASUS
assessment tools and through the use of appropriate sanctions and strategies to minimize risk and
maximize the potential for successful outcomes.


1. General Requirements
1.1 Critical System Functions
       1.1.1 Initial Case Planning
       1.1.2 Release of Offender(s)
       1.1.3 Offender Intake
       1.1.4 Offender Community Supervision
       1.1.5 Miscellaneous Requirements
       1.1.6 Offender Misconduct’s/ Violations
       1.1.7 Absconders / Remands / Escapes Tracking
       1.1.8 Interstate
       1.1.9 Residential Supervision
       1.1.10 Termination Process

1.2 Exceptions and Alternative Paths
      1.2.1 Does not apply

1.3 Interfaces with other Business Functions
       1.3.1 Board of Pardons and Parole
       1.3.2 Warrants and Detainers
       1.3.3 Sentence and Time Calculation
       1.3.4 Classification
       1.3.5 Movements and Transfers
       1.3.6 Violations and Disciplinary Action
       1.3.7 Offender Association and Intelligence
       1.3.8 Education
       1.3.9 Program and Activities
       1.3.10 Intake and Booking
       1.3.11 Offender Event Schedule, Calendar and Alerts
       1.3.12 Offender Records
       1.3.13 Offender Management
       1.3.14 Classification and Assessment
       1.3.15 Pre-Release Processing
       1.3.16 Offender Employment




  RFP # 09ITZ0052                          Page 1 of 20         Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System



2. Functional Requirements

   2.1 Initial Case Planning
       When either the Parole Board (Parole, Transfer Parole, Special Parole, Medical Parole) or the
       Warden of the offender’s facility (Transitional Supervision, Transitional Placement, Community
       Release, Re-Entry Furlough) approves the release of an offender, an alert is sent to the assigned
       district’s Parole Manager, Home Investigation Officer and District Secretary and the case is
       added to the approved release queue.

                       DOC Requirements                                  Vendor Responses
        2.1.1 District Assignments                           - Please Select One Option -
        The ability to match mappings of towns to
        district offices. This needs to be re-
        configurable. The system should automatically
        assign the appropriate district office based on
        the offender’s proposed town of residence
        during their supervision with an alert to the
        Home Investigation Officer and the District
        Parole Manager and Secretary.
        2.1.2 Special Stipulation and Alerts                 - Please Select One Option -
        The ability to transfer the case to the
        appropriate unit if there is a residential, mental
        health or special management placement
        stipulation and send it to their pending work
        queue with an alert to the Home Investigation
        Officer and the appropriate Parole Manager
        and Secretary.
        2.1.3 Case Load Assignments                          - Please Select One Option -
        The ability to recommend caseload
        assignment to a parole manager based on
        workload and geographical area with the
        ability for the Parole Manager to override.
        2.1.4 Interstate Transfers                           - Please Select One Option -
        The ability to integrate parole cases with the
        Interstate Parole System (ICOTS) and send
        alerts based on situations such as special
        stipulations and proposed residence, new
        cases, requests for action, home
        investigations completed, to include approval
        or denial.
        2.1.5 Parole Managers                                - Please Select One Option -
        The ability to automatically send alerts to
        Parole Managers for new cases in their queue
        and the ability to review the cases.
        2.1.5.1 Approved                                     - Please Select One Option -
        The ability to send alerts to the assigned
        officer and Home Investigation Officer.
        2.1.5.2 Denied                                       - Please Select One Option -
        The ability to send alerts to the sending facility
        with an explanation. If case is transferred to a
        different district, an alert is sent to the
        appropriate district parole manager.
        2.1.5.3 Assignment of Work                           - Please Select One Option -


  RFP # 09ITZ0052                             Page 2 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to allow managers to assign work
        to clerical for follow up and alert manager
        when completed. Manual overrides should be
        in place for the Parole Managers to direct
        cases as needed.
        2.1.6 Field Officers                                 - Please Select One Option -
        The ability to alert officers of pending cases
        assigned to them and assign them to a
        pending queue.
        2.1.6.1 Pending Cases                                - Please Select One Option -
        The ability to display a summary of pending
        cases sorted by either days left until approved
        release date, days past due date, proposed
        addresses and special conditions with the
        ability to display specific case detail.
        2.1.7 Home Investigation Tracking                    - Please Select One Option -
        The ability to record date when completed,
        any notes and upload photos taken, decision
        on residence either approved, denied
        2.1.7.1 Home Investigation Approved                  - Please Select One Option -
        The ability to alert Parole Manager’s for review
        of the home investigation outcome and for the
        supervisor to approve/ deny or transfer with
        appropriate alerts. This step should be able to
        be bypassed if this is a STOP case/ Re-Entry
        Furlough or a Parole Manager approves
        bypassing it. Upon successful completion or
        bypass, the case should be placed in a
        pending release.
        2.1.7.2 Home Investigation Denied                    - Please Select One Option -
        The ability to deny a residence to include a
        reason for denial and alert to facility to request
        new residence or alert to residential unit
        requesting placement, officers discretion) or to
        remain pending (and reason for pending).
        Alerts for certain denials to send alert to PM
        for review/ approval
        Vendor Comments:




   2.2 Release of Offender(s)
       Upon completion of the Home Investigation process, the field officers access a user interface to
       update the status. Criteria for release can be waived or overridden at parole manager’s
       discretion. Once complete a release approval or denial alert is sent to the assigned field officer.

                    DOC Requirements                                      Vendor Responses
        2.2.1   Release Authorization                        - Please Select One Option -




  RFP # 09ITZ0052                             Page 3 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to allow officers, to include Home
        Investigation Officers, to review pending
        queue, view the criteria status and if all criteria
        are met (or parole manager waived) determine
        appropriate release date and time.
        2.2.1.1 Sending Release Authorization                 - Please Select One Option -
        The ability to allow the Home Investigation
        officer (s) (or Secretary with approval) or
        assigned case officer to authorize the release.
        2.2.1.2 Alerts for Release Authorization              - Please Select One Option -
        The ability to send alerts to appropriate facility
        or Residential Unit as well as to appropriate
        local police dept., based on approved
        residence address and special conditions.
        2.2.1.3 Release Queues                                - Please Select One Option -
        The ability to place the case in a release sent
        queue and send an alert to the assigned field
        parole officer.
        2.2.1.4 Cancelling Release Authorizations             - Please Select One Option -
        The ability to allow for the release to be
        cancelled by the Parole officer or the Parole
        manager to include a reason and move the
        case back to pending release queue and send
        alerts to the facility, the police dept. and the
        Home Investigation and field parole officer.
        2.2.2 Case Management Plan                            - Please Select One Option -
        The ability to access and review DOC/ Board
        Supervision plans and conditions. [This
        includes tracking special conditions – what the
        special condition is, whether or not it was
        completed, length of time, etc.] and officers
        can create a plan and forward it to the
        supervisor for approval.
        2.2.2.1 Treatment Programming                         - Please Select One Option -
        The ability to determine current availability of
        community service programs (both contracted
        and non contracted) and provide contact
        information for each (user updateable),
        services offered, length of programs, contract
        requirements. This needs to be able to be
        sorted by services offered, geographic
        locations, gender, schedule of programs
        2.2.2.2 Treatment Program                             - Please Select One Option -
        recommendations
        The ability to match offender to appropriate
        programs based on classification scoring,
        special conditions, geography, transportation
        available (to include sex offender, mental
        health etc.) and allow field officers to modify
        as necessary.
        2.2.2.3 Standardized Referrals                        - Please Select One Option -




  RFP # 09ITZ0052                             Page 4 of 20            Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to generate and record a
        standardized offender referral to programs
        and fax or email referrals to the appropriate
        programs (EMP/GPS, mental health, or sex
        offender) from within the system. This form
        could then be printed, emailed to a specific
        program or faxed.
        2.2.2.4 Interfaces                                   - Please Select One Option -
        The ability to have, LSI-R, ASUS-R, EMP, and
        GPS interfaces directly within the system.
        2.2.2.65 Initial Reporting Requirements              - Please Select One Option -
        The ability to determine initial reporting
        requirements (Intensive, Maximum, Medium,
        Minimum) based on conditions, history, any
        LSI-R’s/ ASUS or TPAI scores, modifiable
        based on policy changes.
        2.2.2.6 LSI/ ASUS Alerts                             - Please Select One Option -
        The ability to determine based on criteria
        (currently released with 6 months or more left
        on sentence) and has been released for more
        than 30 days and LSI, ASUS, TPAI etc. has
        not been completed and to send alerts to PO
        and PM (needs to be configurable based on
        policies)
        2.2.2.7 Override                                     - Please Select One Option -
        The ability to allow officer or manager
        overrides to include justifications and record
        Date and time and staff who authorized the
        override.
        Vendor Comments:




   2.3 Offender Intake
       Upon the release of the offender (whether Parole or Transitional Supervision) an intake is
       conducted by the supervising officer or an officer covering the case load.

                      DOC Requirements                                    Vendor Responses
        2.3.1 Conditions Displaying                          - Please Select One Option -
        The ability to allow displaying/ printing/
        modifying initial Parole/ Transitional
        Supervision (etc.) conditions.
        2.3.2 Conditions Tracking                            - Please Select One Option -
        The ability to track the date/ time location of
        intake, date conditions were signed by
        offender.
        2.3.3 Electronic Signatures                          - Please Select One Option -
        The ability to allow capturing electronic
        signatures both remotely (in the field) and in
        the office.


  RFP # 09ITZ0052                             Page 5 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        2.3.4 Treatment Programming during                   - Please Select One Option -
        intake
        The ability to display all treatment programs
        that were recommended and allow modifying
        these to include dates locations, type of
        program etc.
        2.3.5 Intake Free Text Fields                        - Please Select One Option -
        The ability to allow free text fields to record
        notes about the intake.
        2.3.6 Status of case                                 - Please Select One Option -
        The ability to move the case to Active
        Supervision upon release date unless the
        release was cancelled.
        2.3.7 Case Management Plan Creation                  - Please Select One Option -
        The ability to allow the parole plan to be
        created by the officer to be forwarded to the
        Parole Manager for approval and send an
        alert.
        2.3.8 Case Management Plan Review                    - Please Select One Option -
        The ability to allow the parole plan to be
        denied/ modified/ approved by the parole
        manager and send the case back to the Field
        Officer to include alerts and reasons.
        2.3.9 Case Management Plan                           - Please Select One Option -
        Resubmission
        The ability for the officer to resubmit the report
        for approval upon completing the
        recommended changes.
        Vendor Comments:




   2.4 Offender Community Supervision
       A documented system of supervision that coordinates and involves an offender in a structured
       framework of programs and services with established goals based on the offender's risk
       assessment and identified needs.

                      DOC Requirements                                    Vendor Responses
        2.4.1 Case Notes                                     - Please Select One Option -
        The ability to, upon selecting an offender,
        display an overview of the offender to include
        picture, address, sponsor, last case notes, any
        misconduct’s (to include offense and
        outcome), special conditions, current
        programs with the ability to drill down into any
        fields.
        2.4.1.1 Entering a new case note                     - Please Select One Option -




  RFP # 09ITZ0052                             Page 6 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to allow creating a new case note
        and automatically record the date and time of
        the note as well as officer entering note and, if
        GPS signal present, to save the location and
        require entry of the interaction date (Default to
        the current date), type of interaction (Face to
        Face, collateral, or administrative (user
        configurable to determine default setting). The
        ability to include the location of the interaction
        (default to Office) but include Residence,
        Employment, Searches (to include type:
        Compliance, Consent, Exigent Circumstance,
        Pat, Third Party Pat, Strip, metal Detector,
        Third Party, Residential Provider) and Other
        with a field to explain.
        2.4.1.2 Pre Selectable Fields                        - Please Select One Option -
        The ability to have check boxes including Drug
        test, Employment, Residence, Court, Police
        contact, Supervisor Review, Interstate, Use of
        Force, Contraband/ Weapons confiscated,
        Board approved for release, and a free text
        box for generalized notes
        2.4.1.3 Fugitive Section                             - Please Select One Option -
        The ability to have a fugitive section to only be
        accessible to the designated fugitive team
        staff members
        2.4.1.3.1 Fugitive Case Notes                        - Please Select One Option -
        The ability for fugitive team members to enter
        notes. These are to be a series of check
        boxes with a free text field for each to explain.
        The following fields need to be included: Case
        conference held, Check – Labor Department,
        Check – Master File, Check – Motor Vehicle,
        Check – NCIC, Check – Phone Company,
        Check – Post Office, Check – SSA/OIG, CT –
        Letter Requesting Temp. Custody – Sent,
        Extradition of Fugitive, File 17 Changed to File
        5 (a second field requiring file 5 number),
        Fugitive Apprehended – Fugitive Unit,
        Fugitive Apprehended – Other Agency,
        Fugitive Supervisor Comments, Interview
        Conducted, Informant Contact, Operational
        Plan Executed, Prisoner Transported, Social
        Services Reply Received, Social Services
        Request Sent, Surveillance Conducted,
        Search and Seizure Warrant Received,
        Search and Seizure Warrant Requested, US
        Marshall – transportation Agreement Sent,
        Warrant – Attempt to Serve, Warrant Served,
        Warrant Withdrawn.
        2.4.1.4 Transfers                                    - Please Select One Option -
        The ability to transfers between units, officers,
        offices. Should allow mass transfers as well
        as individual
        2.4.2 Offender Monitoring                            - Please Select One Option -

  RFP # 09ITZ0052                             Page 7 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to record results of
        monitoring/contacts as identified in the Case
        Summary Report (e.g. employment location
        and status, payment information and
        upcoming goals).
        The system should allow scheduling of
        offender contacts by picking a certain date(s)
        or by assigning a day/ time and automatically
        add weekly, biweekly or monthly based on
        supervision levels
        2.4.2.1 Programs to Update Cases                   - Please Select One Option -
        The ability to record offender progress in
        programs (Approved Programs should have
        access to view limited screens and to enter
        notes via a web page interface. The ability to
        send alerts to assigned officer when the note
        is entered).
        2.4.2.2 Recording Positive or Negative             - Please Select One Option -
        Behaviors
        The ability to record specifics of an offender’s
        behavior (positive and/or adverse).
        2.4.2.3 Scoring each interaction                   - Please Select One Option -
        The ability to calculate and assign a score
        percentage for offender’s. This should be
        configured based on a scoring system. The
        system should default to and display this
        score for every transaction. An officer should
        have the ability to raise or lower, at their
        discretion, this score on a case by case basis.
        This score should continually calculate an
        average and display on the offender’s
        summary page with 100% being the best.
        2.4.2.4 Exceptions                                 - Please Select One Option -
        The ability to display on an officers main logon
        page any exceptions (missed reporting’s
        based on dates scheduled, EMP/GPS issues,
        Time critical issues (to include days left to
        complete Parole Violation Report)
        2.4.2.5 PM Portal Page                             - Please Select One Option -
        The ability for Parole Managers to have a
        main view that displays all items pertaining to
        a case that they are required to review by
        policy.
        Vendor Comments:




   2.5 Miscellaneous Requirements
       Miscellaneous items required for the system

                     DOC Requirements                                  Vendor Responses

  RFP # 09ITZ0052                           Page 8 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        2.5.1 Alerts for Missed Case                       - Please Select One Option -
        Management Activities
        The ability to allow supervisors,
        administrators, and officers (individually and
        as a group), based on an escalation policy, to
        receive alerts related to their staff’s missed
        case management activities.
        2.5.2 Alerts for Offender Missed                   - Please Select One Option -
        Activities
        The ability to alert staff when contacts are
        missed such as office visits, drug tests, and
        court ordered payments, Missed treatment
        appointments (Example: AIC, D/V, Sex
        Offender classes, Mental Health
        appointments).
        2.5.3 Isolate and Maintain Supervision             - Please Select One Option -
        History
        The ability to isolate periods of community
        supervision and maintain all records related to
        each separate and distinct period of
        supervision. Prior periods of supervision
        should be easily accessible.
        2.5.4 Track Multiple Active Statuses               - Please Select One Option -
        The ability to track multiple active statuses
        such as special parole, transitional supervision
        and probation concurrently.
        2.5.5 Miscellaneous Documents                      - Please Select One Option -
        The ability to create miscellaneous documents
        (e.g. travel permit, interstate memo). The
        system should have the ability to merge
        database information with user-entered
        information to create a variety of offender
        letters (e.g. missed appointments,
        acknowledgements).
        2.5.6 Dynamic Task Lists                           - Please Select One Option -
        The ability to merge system-generated and
        user-entered alert and escalation functionality
        with dynamic task lists.
        2.5.7 Officers Calendars                           - Please Select One Option -
        The ability to add offender appointment dates
        into the assigned officer’s calendar (e.g.
        Outlook).
        2.5.8 Customize Alerts                             - Please Select One Option -
        The ability to allow supervisors and officers
        (individually and as a group) to customize
        alerts depending upon specific officer
        caseload and performance issues.
        2.5.9 Tracking Court Dates                         - Please Select One Option -
        The ability to allow for tracking offender court
        dates and outcomes and revocation hearings.
        2.5.10 Track Sponsor History                       - Please Select One Option -
        The ability to track current sponsors/ residents
        and alert when a sponsor attempts to sponsor
        a second (or more) offender.


  RFP # 09ITZ0052                           Page 9 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        2.5.11 Sponsors on Probation                        - Please Select One Option -
        The ability to track sponsors/ residents who
        are currently on Probation (or starting
        probation) and send an alert
        2.5.12 Sponsors Arrested                            - Please Select One Option -
        The ability to track when a sponsor/ resident is
        arrested and send an alert
        2.5.13 Unapproved Sponsor Tracking                  - Please Select One Option -
        The ability to allow maintaining a list of
        unapproved sponsors to include reason/
        length of time denied for and send an alert
        2.5.14 Sponsors as Victim/ Co-Defendant             - Please Select One Option -
        The ability to determine if any sponsor/
        resident is identified as any victim/ Co-
        Defendant and send an alert
        2.5.15 Other agency Photo’s/ Records                - Please Select One Option -
        The ability to interface with current and future
        state systems to include DMV (information
        and Photographs), CSP sex offender registry
        (need to be able to update data to their
        system), OBTS, JEB, CJIS, Courts, CSP
        firearms database etc. for both sponsor and
        offenders to include Photo’s and information.
        2.5.16 Wants/ Warrants                              - Please Select One Option -
        The ability to alert if any sponsors/ residents
        are wanted through prawn/ or NCIC.
        2.5.17 Cross Data Searching                         - Please Select One Option -
        The ability to add multiple friends/ girlfriends/
        baby’s mothers and their relationships and
        determine any cross matches/ issues that
        have been and send an alert to any identified
        patterns/ issues
        2.5.18 Violation Patterns                           - Please Select One Option -
        The ability to determine patterns of violations
        based on geography, crime databases, user
        inputted information etc. and display in a
        variety of user configurable formats to include
        graphs, tables, lists sorted by town,
        seriousness of offense etc.
        2.5.19 Mobile Device’s                              - Please Select One Option -
        The ability to be accessible/ updateable from
        wireless devices (ie Blackberry phones,
        Iphones etc.) and determine, based on
        browser, to display screens formatted for
        mobile browsers
        2.5.20 Random Data inputting                        - Please Select One Option -
        The ability to allow inputting random data that
        officers learn and that data should be able to
        be searched on (i.e. was seen with known
        drug dealer on date and time then allow us to
        search on that information)
        2.5.21 DCF system                                   - Please Select One Option -




  RFP # 09ITZ0052                           Page 10 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        The ability to integrate with DCF system and
        determine any DCF issues based on
        residence and names, children
        2.5.22 Investigation/ Transfers                      - Please Select One Option -
        The ability to record investigation/transfer
        requests and replies from one district to
        another district and interstate.
        2.5.23 Sex Offenders                                 - Please Select One Option -
        The ability to include a check box for
        registered sex offenders with a link to the
        registry to notify the PO if an offender is out of
        compliance.
        2.5.24 Convert Status of Offenders                   - Please Select One Option -
        Release
        The ability to automatically converts Transfer
        Parole to Discretionary Parole to Special
        Parole as warranted. That the system
        automatically converts Transitional Placement
        to Transitional Supervision as warranted.
        Vendor Comments:




   2.6 Offender Misconduct’s/ Violations
       The ability to allow the creation/ signing off and tracking of misconduct’s and/ or violations.

                       DOC Requirements                                   Vendor Responses
        2.6.1      Misconduct’s                              - Please Select One Option -
        The ability to allow officers to create a
        misconduct report directly from an offender’s
        main screen to document any errant action
        of the offender. The misconduct will populate
        the fields from the existing case and have
        check boxes of predetermined issues and
        allow free text to be entered for each check
        box and also have a miscellaneous field for
        the officer to write in an issue (s). Also there
        should be a set of check boxes for pre
        approved and alternate sanctions and a free
        text field to add sanctions.
        2.6.1.1 Parole Manager review process                - Please Select One Option -
        The ability to alert the Parole Manager to
        review the misconduct report and allow the
        manger to approve or deny it (and add
        comments) and send an alert to the officer. If
        denied it should allow the officer the ability to
        resubmit it with any corrections.
        2.6.1.2 Signatures                                   - Please Select One Option -
        The ability to allow printing for the offender to
        sign or allow electronic signatures.


  RFP # 09ITZ0052                            Page 11 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        2.6.1.3 Misconduct History                           - Please Select One Option -
        The ability to maintain a record of any
        misconduct for each and every term of
        community supervision.
        2.6.1.4 Attach to Parole Violation Reports           - Please Select One Option -
        The ability to attach these misconduct’s to any
        violations that are created during the current
        term of supervision.
        2.6.1.5 Misconduct Outcomes                          - Please Select One Option -
        The ability to record outcome actions of
        misconduct’s (e.g. changes to conditions,
        increased supervision (automatically change
        in the system), referral to treatment/ EMP/
        GPS (automatically complete referral).
        2.6.1.6 Misconduct Alerts                            - Please Select One Option -
        The ability to send alerts to the PO and the
        PM when a misconduct has occurred and the
        misconduct report is not completed in
        assigned time frames (needs to modifiable as
        policies change)
        2.6.2      Violations                                - Please Select One Option -
        The ability to allow officers to create violations
        directly from an offender’s main screen. The
        violation will populate the fields from the
        existing case and have check boxes of
        conditions and allow free text to be entered for
        each condition violated and also have
        miscellaneous fields for the officer to write in
        violations.
        2.6.2.1 Electronic Signatures                        - Please Select One Option -
        The ability to allow printing/ displaying of the
        parole violation notice and accept electronic
        signature of an offender.
        2.6.2.2 Projected Hearing Dates                      - Please Select One Option -
        The ability to automatically assign a projected
        hearing date/ location based on facility the
        offender was returned to and track time
        frames with alerts.
        2.6.2.3 Violation Types                              - Please Select One Option -
        The ability to allow officers to assign the type
        of violation (criminal/ technical and any sub
        categories (drug use, violence, failure to report
        etc.)
        2.6.2.4 PM review and Approval/ Denial               - Please Select One Option -
        The ability to alert the Parole Manager to
        review the report and allow the manger to
        approve or deny it (and add comments) and
        send an alert to the officer. If denied it should
        allow the officer the ability to resubmit it with
        any corrections/ updates.
        2.6.2.5 Revocation Unit Alerts                       - Please Select One Option -
        The ability to, upon parole manager’s
        approval, send an alert to the revocations unit.



  RFP # 09ITZ0052                            Page 12 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        2.6.2.6 Alerts Returned from Revocations           - Please Select One Option -
        Unit
        The ability to allow the revocations officer to
        review and approve or deny the violation with
        comments and alerts. If approved it should
        move the case into the field officers Violation
        queue. If denied, alert the officer with a
        comment section and the corrections needed
        2.6.2.7 Violation History                          - Please Select One Option -
        The ability to maintain a record of any
        violations for each term of community
        supervision.
        2.6.2.8 Violation/ Court Dates                     - Please Select One Option -
        The ability to allow for tracking offender court
        dates and outcomes and revocation hearings.
        2.6.2.9 Violation Addendums                        - Please Select One Option -
        The ability to allow for entering addendum’s to
        include case outcomes (should notify officer
        automatically with the outcome), or new
        knowledge gained.
        2.6.2.10 Revocation Process Alerts                 - Please Select One Option -
        The ability to, when the case has completed
        the revocation process, send an alert to the
        field officer with the disposition and place the
        case in the appropriate queue (Revoke – re-
        parole/ parole revoked/ continued etc)
        2.6.2.11 Violation Time Frame Alerts               - Please Select One Option -
        The ability to send alerts to the PM and the
        assigned PO when the violation reports are
        past time frames (currently 3 days for PVN, 7
        days for PVR) (needs to be modifiable as
        policies change)
        2.6.2.12 Violation Severity Levels                 - Please Select One Option -
        The ability to assign levels of severity to the
        violation types and then track which folks
        (based on LSI score, TPAI score, district,
        town, PO, etc) are being returned for more
        and less serious reasons (criminal or
        technical), to include the ability to cross-
        reference this info and compile statistics.
        2.6.2.13 Time Out Program                          - Please Select One Option -
        The ability to return an offender and designate
        him to be placed in Time Out Program (TOP)
        to include the ability to generate a waiver form
        for the offender to sign and to be tracked for
        statistics
        Vendor Comments:




  RFP # 09ITZ0052                          Page 13 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System




   2.7 Absconders / Remands / Escapes Tracking
       When an offender(s) fails to report as directed and all efforts to locate have been exhausted an
       escape warrant or an absconder report are completed and forwarded to the court or parole board

                       DOC Requirements                                 Vendor Responses
       2.7.1 Absconder/ Escapee                            - Please Select One Option -
       The ability to determine based, on release
       criteria, if an offender is an escapee or
       absconder once the violation report is
       approved
       2.7.2 Time Calculation                              - Please Select One Option -
       The ability to automatically freeze the
       offender’s time. The ability to determine a date
       to freeze the time based on when a case is
       determined to be an escape or absconder but
       also should allow records staff to modify the
       date.
       2.7.3 Fugitive Officers                             - Please Select One Option -
       The ability to alert officers of cases assigned
       to them and place them in their queue. The
       system should display a summary of fugitive
       cases to include days owed, warrant status
       2.7.4 Preparing Warrants                            - Please Select One Option -
       The ability to automatically populate the fields
       based on existing information in either an
       escape affidavit or an absconder violation
       report. The report should then be able to be
       electronically forwarded to be signed off by
       Parole Managers and then forwarded on to the
       Fugitive Unit Manager to be assigned to a
       Parole Officer. Also it the ability to print. The
       escape affidavit should match existing escape
       affidavit.
       2.7.5 Transfer                                      - Please Select One Option -
       The ability to, upon completion of the
       absconder report or the escape warrant, have
       the case transferred to the Fugitive Parole
       Manager who can then transfer it to the
       appropriate Parole Fugitive Officer. Alerts of
       the movement should be sent for all stages
       2.7.6 Tracking                                      - Please Select One Option -
       The ability to determine if an offender has
       returned to custody automatically and alert the
       assigned officer and Parole Manager to follow
       up with the case
       2.7.7 Victim Services                               - Please Select One Option -
       The ability to, once an offender is determined
       to be an Absconder or a Fugitive, send an
       alert to Victim Services if there is a Victim
       Profile.
       2.7.7.1 Parole Manager Override                     - Please Select One Option -
       The ability to, upon approval of a parole
       manager, send an alert to Victim Services at
       any time

  RFP # 09ITZ0052                          Page 14 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


       2.7.8 Interstate Violations                         - Please Select One Option -
       The ability to notify the appropriate state when
       an offender under CT’s supervision is violated.
       2.7.9 Time Frames                                   - Please Select One Option -
       The ability to monitor time frames when a
       report (either absconder or escape warrant)
       are due and send alerts to PO and PM.
       Vendor Comments:




   2.8 Interstate
       The ability to be integrated with the current Interstate Commission for Adult Offender Supervision
       (ICOTS) http://www.interstatecompact.org

                      DOC Requirements                                  Vendor Responses
       2.8.1 Receiving Cases                               - Please Select One Option -
       The ability to automatically import data from
       the ICOTS system on new cases and send
       alerts to the appropriate Parole Manager for
       any new cases. These alerts need the ability
       to be sent based on the proposed sponsor to
       the appropriate District Office.
       2.8.2 Transferring cases to other states            - Please Select One Option -
       The ability to automatically transfer the data
       from our system to the ICOTS system upon a
       transfer being approved by the District
       Manager.
       2.8.3 Violations                                    - Please Select One Option -
       The ability to automatically send alerts to the
       assigned officer and the Parole Manager for
       any offenders in Violation status who have had
       a parole hearing out of state. The ability to
       include the disposition and any other pertinent
       information to include any new conditions or
       new addresses. Also the ability to send alerts
       to the appropriate Records staff if the decision
       is to return the offender to the sending state.
       2.8.4 Progress Reports                              - Please Select One Option -
       The ability to allow progress reports to be
       entered by staff to include urine’s taken, dates
       met with etc. and send those to ICOTS. Also
       the system should send alerts to the Parole
       officer when it is time to complete a progress
       report based on established time frames.
       Vendor Comments:




  RFP # 09ITZ0052                          Page 15 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System




   2.9 Residential Supervision
       The ability to track offenders who are housed in residential program to include Transitional
       Housing, Community Release, Sober House’s and others as contracted.

                      DOC Requirements                                 Vendor Responses
       2.9.1 Programs                                     - Please Select One Option -
       The ability to track the programs that are
       under contract to DOC and others as needed.
       This needs to be modifiable by the assigned
       Parole Manager. It should maintain a count
       per program to include CR and Parole beds,
       sober house beds.
       2.9.1.1 Statistics                                 - Please Select One Option -
       The ability to maintain statistics on whom/ how
       the programs were utilized/ Remands/
       Escapes/ Successful Completion/ Transfers/
       Death/ Other
       2.9.2     Case Management for contracted           - Please Select One Option -
       providers
       The ability to allow staff at the programs to
       have limited viewing of their offenders and
       allow them to enter status updates. Any notes
       entered should send an alert to the assigned
       Officer for review.
       2.9.2.1 Program Alerts                             - Please Select One Option -
       The ability to send alerts to the programs
       when notes haven’t been entered in the
       appropriate time frames.
       2.9.2.2 Multiple Programs assigned to an           - Please Select One Option -
       Offender
       The ability to allow different programs to be
       assigned to one or more Residential officers
       by the Parole Managers and to be changed as
       needed.
       2.9.2.3 Summary of Program                         - Please Select One Option -
       The ability to display summary information on
       all of the offenders in the programs and
       display the day’s left until the program has
       been completed. This date needs to be
       modifiable by the officer or the manager on a
       case by case basis.
       2.9.2.4 Employment Information                     - Please Select One Option -
       The ability to allow employment information to
       be entered, edited, verified and maintained.
       2.9.2.5 30 days from Program                       - Please Select One Option -
       Completion



  RFP # 09ITZ0052                         Page 16 of 20            Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


       The ability to alert the appropriate District
       Manager and the Home investigation officer
       when an offender is within 30 days of
       completing the program and is eligible for
       Parole/ Special Parole/ Transfer Parole/
       Transitional Supervision/ Transitional
       Placement. This would initiate a pending case
       in the field as noted above.
       Vendor Comments:




  2.10 Termination Process
       The ability to complete a summary of the case management activities and for the officer to
       document when the file 17 was removed

                      DOC Requirements                                  Vendor Responses
       2.10.1 Complete Termination Report                  - Please Select One Option -
       The ability to generate and print a termination
       report that shows supervision history and
       recommendation section
       2.10.2 Approval/ Denial                             - Please Select One Option -
       The ability to allow the supervisor to approve
       or deny the report and send alerts to the
       officers
       2.10.3 History Database                             - Please Select One Option -
       The ability to archive the case in the history
       database upon approval of the termination
       Vendor Comments:




3. Report Requirements
  3.1 Community Supervision Reports
      All of the following reports are to include counts, date created, person who requested, State Seal,
      Report Header (To be determined) (Some reports will be pre established but others the criteria
      should able to be selected at time of the request)

                    DOC Requirements                                    Vendor Responses
       3.1.1 Canned Reports                                - Please Select One Option -
       Parole Officer Active Caseload sorted by
       offender’s name.

        Parole Officer Active Caseload sorted by


  RFP # 09ITZ0052                          Page 17 of 20           Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        offender’s number.

        Parole Officer Active Caseload sorted by
        Parole Officer and offender number.

        Parole Officer Active Caseload sorted by
        Town, Offender Name, Offender Number
        (should include any special unit cases as well
        based on the town).

        District Office Active Caseload sorted by
        Parole Officer and offender name.

        District Office Active Caseload sorted by
        Parole Officer and offender number.

        District Office Active Caseload sorted by EOS
        Date, Parole Officer and offender number.

        District Office Active Caseload sorted by
        Town, Offender Name, Offender Number
        (include Parole Officer Name) (should include
        any special unit cases as well based on the
        town).

        Pending Cases sorted by Town (With the
        ability to breakdown Parole/ TS).

        Pending Cases sorted by District Office (With
        the ability to breakdown Parole/ TS).

        Pending Cases sorted by Facility received
        from (With the ability to breakdown Parole/ TS
        and assigned district office (or all)).

        Pending Cases sorted by Approved Release
        date (With the ability to breakdown Parole/
        TS).

        Pending Cases sorted by Past Approved
        Release date (With the ability to breakdown
        Parole/ TS, and assigned district office (or
        all)).

        Pending Cases sorted by Facility and Past
        Approved Release date (With the ability to
        breakdown Parole/ TS).

        The ability to display/ print map printouts for
        any of the reports requested

        The ability to allow displaying a state map of
        all offenders and allow displaying of offenders
        based selecting one or more from the map.

        The ability to be viewed on a map and allow

  RFP # 09ITZ0052                            Page 18 of 20   Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


        multiple colors for offenders based on user
        selectable criteria (ie officers, type of
        supervision, GPS, EMP etc.)

        The ability to maintain a list of sponsors who
        have been denied, with reason and for length
        of time

        The ability to display/ print scheduled releases
        sorted by day/ week/ month displaying the
        date and then the offender and the officers
        name.

       The ability to print/ Display SRG related
       information
       Vendor Comments:




   3.2 Caseload Reports
       The ability to display Officers caseload sorted by a variety of fields

                     DOC Requirements                                    Vendor Responses
       3.2.1 Display Officers caseload by the               - Please Select One Option -
       following
       Parole Officer caseloads to be sorted by (any
       combination of) (individual and/or total) officer,
       geographic breakdowns (town and district
       office), special caseloads (GPS, Mental
       Health, Special Management or other
       definable options), Active, Pending,
       Discharged, Violation, Fugitive, Escape status,
       Male/ Female, Racial, Current Charges (All
       current charges), End Of Sentence date,
       Parole/ T/S, TP, Special Parole dates,
       Classification Scores, Employment
       (Geographic location and business name),
       Misconducts, conditions (GPS, Return at first
       sign, mental health etc.), next reporting date,
       missed reporting dates, awaiting a transfer,
       home investigation status (Pending,
       completed, attempted).
       Vendor Comments:                                     - Please Select One Option -




  RFP # 09ITZ0052                           Page 19 of 20            Community Supervision Requirements
State of Connecticut, Department of Information Technology
Request for Proposals

CTDOC Offender Management Information System


   3.3 Miscellaneous Documents
       The ability to create miscellaneous documents (e.g. travel permit, interstate memo) and these
       documents can be created and modified on an as needed basis.

                 DOC Requirements                                      Vendor Responses
       Vendor Comments:                                   - Please Select One Option -




   3.4 Database Merging
       The ability to merge database information with user-entered information to create a variety of
       offender letters (e.g. missed appointments, acknowledgements).

                 DOC Requirements                                     Vendor Responses
       Vendor Comments:                                   - Please Select One Option -




  RFP # 09ITZ0052                         Page 20 of 20           Community Supervision Requirements

				
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