Appendix_F_-_OMS_Applications.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- MNIT/DOC Operations Management System (OMS)
- Solicitation number
- 2000015368
- Issued by
- Ramsey County, St. Paul City, Minnesota
About this file
The provided document is an Excel file describing the components and applications of the existing Corrections Operations Management System (COMS) used by the Minnesota Department of Corrections (DOC). The document outlines over 80 business-specific modules and applications across various technologies that are critical to DOC's operations, including case management, housing and bed management, incident management, classification, community supervision, conditional release, education, grievances, hearings, predatory offender management, property management, security threat groups, sentencing, special investigations, and user management.
The state of Minnesota, through the Minnesota Department of Information Technology Services (MNIT) partnering with the DOC, is seeking to replace the existing COMS system with a commercial off-the-shelf (COTS) Corrections Operations Management System (OMS) cloud-based application. The new OMS should be a flexible, scalable platform that can support future operational growth and business transformation, and will serve the jurisdictions of Ramsey County and St. Paul City.
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Text version
OMS Candidates
| Business Capability | Existing Application Service Family | Application/Component Title | Component Description | Application Type |
| ADA Management | COMS | ADA Access Plan | Allows a user to identify an offender with a disability accredited through the American Disabilities Act and enter a case plan. | Custom Developed |
| Case Management | COMS | Case Management | Allows case managers to enter information about an offender's relationships, release violations, and PRT Action Reports. Access to the Intake Interview is also here. |
| Responsibility for an offender's prior record and pending charges moved to SAU and Records in April 2018 and this data is read-only. | Custom Developed | ||||
| Case Management | COMS | Caseworker Assignment (CWA) | managing offender's caseworkers throughout the offender's obligation and maintaining a list of active caseworker for a Facility. | Custom Developed | |
| Case Management | COMS | Caseworker/Directives | Allows case managers to enter case notes about an offender and other information like goals, employment, programming, directives, and assessments. | Custom Developed | |
| Case Management | COMS | Chronos | Allows staff to view chronological information about an offender's living assignments, work assignments (link to Work Assign module), caseworkers (link to CWA module), and agents. | Custom Developed | |
| Case Management | COMS | COMS Classic Portal | Accesses modules that allow tracking of offenders from the time the offender enters prison until the offender's Obligation ends. This portal provides access to 60+ modules for various business purposes. | Custom Developed | |
| Case Management | COMS | COMS Summary | Web-based application used to view offender information from COMS. | Custom Developed | |
| Case Management | COMS | Display Offenders by Space | Displays a photo, work assignment and release date of each offender assigned to a particular cell and bed space. | Custom Developed | |
| Case Management | DOC Portal | Electronic Worksheet System (MSGC) | An application for preparing and monitoring the sentencing worksheets. A sentencing worksheet is a document ordered by the court pursuant to Minn. Stat. § 609.115, subd. 1(e) to facilitate application of the Minnesota Sentencing Guidelines as defined by the Minnesota Sentencing Guidelines Commission (MSGC). | Custom Developed | |
| Case Management | Other Facility Services | Intellicus Report Writer | Reporting package for SWS/Infor | ||
| 4/25/22 Removed Data Center installed at = LL - server decommed | Custom Developed | ||||
| Case Management | COMS | Law Enforcement Viewer | Web app for authorized law enforcement to search on offender data in COMS. User security is managed by S3 system (OSI are delegated admins of LEV rights) | Custom Developed | |
| Case Management | Other-Custom | Master Schedule | This system supports controlled movement and indicates the work location of offenders within MCF-Shakopee. It is used to assign work assignments and update offender schedules. Project Request P-0082 to replace this system has been submitted to Project Steering Committee | Custom Developed | |
| Case Management | COMS | MNSTARR | Allows staff to view an offender's MnSTARR Assessment history (recidivism risk assessment). Case workers can initiate a manual MnSTARR assessment from this web app as well. | Custom Developed | |
| Case Management | COMS | OA - Progression | Allows select staff to enter information about what an offender is doing during their Obligation and who has case and custody responsibility for the offender for each event (e.g. admits, transfers, releases, absconds, apprehensions, etc.) | Custom Developed | |
| Case Management | COMS | OA - Search | Allows staff to search for offenders using Name, Obligation, and Construction criteria. | Custom Developed | |
| Case Management | DOC Portal | Offender Assessment Tool (OAT) | System providing access for authorized probation and prison facility staff to standardized risk assessment instruments for adult offenders and juvenile residents. | Custom Developed | |
| Case Management | COMS | Offender Locator (Facility version) | Unknown information regarding this application | Custom Developed | |
| Case Management | COMS | OID Search | Allows staff to search for offenders using Name, Obligation, Physical Characteristic, and other general criteria. | Custom Developed | |
| Case Management | COMS | Speedy Disposition | Allows Detainer Administration Unit to track the forms related to an offender's right to a speedy disposition. | Custom Developed | |
| Case Management | COMS | Work Assignment | Allows staff to manage a person's work assignments while they are incarcerated. Also includes a report that allows the Job Committees to determine which applicants are best suited for open work in the facilities | Custom Developed | |
| Housing & Bed Management | COMS | Bed Space Maintenance | Allows select staff to create new cells and bed spaces when space at a facility is re-configured. | Custom Developed | |
| Housing & Bed Management | COMS | Incompatible | Facility Incompatibility committees make recommendations about offenders who are incompatible. The DOC Capacity Manager decides which offenders are incompatible. | Custom Developed | |
| Housing & Bed Management | COMS | Living Assignment | Displays where an offender is currently housed and where they have been housed in the past; listing the unit, cell and bed space. | Custom Developed | |
| Housing & Bed Management | COMS | Open Bed Space | Displays open cell bed space where offenders can be (re)assigned. | Custom Developed | |
| Housing & Bed Management | COMS | Population | Link to the Population Report | Custom Developed | |
| Incident Management | Other-COTS | PREA Incident Management System | 3rd party tool developed by DOC and vendor to support Federal mandate for reporting PREA incidents | Custom Developed | |
| Manage Application Support | COMS | Correctional Operations Management System (COMS) | COMS is a custom developed system of over 80+ business-specific modules/applications (in 8+ technologies), 423+ reports/subscriptions (in 7+ technologies), and 25+ data extracts/loads/external interfaces that together collect, track and share data about the 16,000+ offenders that are committed to the Commissioner of Corrections. COMS is critical to the department’s operations as every single business unit in the agency uses the system on a daily basis for their own unique and complex business processes. Additionally, data from COMS is shared with other state agencies, law enforcement, counties, federal government and the public. Without COMS, the DOC is unable to effectively meet its mission. | Custom Developed | |
| Manage Application Support | COMS | User Home Page | Allows staff to view their customized subscription groups (reports) regarding offender information and case manager work load. Used by all facilities. | Custom Developed | |
| Manage Application Support | COMS | Reports - General Module | Provides staff with a list of general reports that aren't owned by a specific module. | Custom Developed | |
| Manage Application Support | COMS | Room Roster by Complex | Access DB that runs from data in PCOID file | Custom Developed | |
| Manage Classification | COMS | Classification | Allows select staff to assign offenders to a security level within the facilities. | Custom Developed | |
| Manage Classification | COMS | Classification Admin | Allows select staff to change an offender's classification level. | Custom Developed | |
| Manage Classification | COMS | Classification Search | Allows staff to search for offenders using classification criteria. | Custom Developed | |
| Manage Classification | COMS | Daily Change Sheet | MS Access app pulling data from PCOID local COMS data | Custom Developed | |
| Manage Community Supervision | COMS | Community Services Directory (CSD) | Directory of contact information for Community Services staff state-wide across all three delivery systems (DOC, STS, CCA, and CPO). Data comes from COMS. | Custom Developed | |
| Manage Community Supervision | COMS | ISR Chronos | A website that ISR staff use to track chronological information on offenders assigned to intensive supervision in the community. | Custom Developed | |
| Manage Community Supervision | COMS | Offender Address Change | Tracks offender addresses after they have been released to the community. | Custom Developed | |
| Manage Community Supervision | COMS | Risk Assessment Community Notification (RACN) | Portal to several modules that track information about registrants. | Custom Developed | |
| Manage Community Supervision | COMS | Risk Assessment Community Notification (RACN) - Civil Commit Tracking | Allows RA/CN staff to enter information about an offender's civil commitments. | Custom Developed | |
| Manage Community Supervision | COMS | Risk Assessment Community Notification (RACN) - ECRC | Displays each time an offender has had an End of Confinement Review. Part of the RACN modules. | Custom Developed | |
| Manage Community Supervision | COMS | Risk Assessment Community Notification (RACN) - SPPSDP | This application documents history, Civil Commit Tracking, End of Confinement Reviews and Risk Assessments for an offender classified as a Sexual Psychopathic Personality Sexually Dangerous Person. Part of RACN modules. | Custom Developed | |
| Manage Conditional Release | COMS | Document Exchange Manager (DEM) | Allows facility staff to send Request for Agent assignments and supporting documents to DOC, CCA and CPO agents prior to an offender's release. It also transmits offender identification data from COMS, offender address and county acceptance or rejection. Counties can also send back assigned agent changes. | Custom Developed | |
| Manage Counts | N/A | N/A | Need to know everyone that a facility is responsible for. This is a count of the list of individuals. Currently in COMS in one of the modules. Count is then done by presenting housing unit and confirming. Process, not data. | N/A | |
| Manage Discipline | Other-Custom | Facility Timeout system | Facility Timeout system for juveniles (RW). System which documents when a juvenile is put on time out status. It tracks the location of the time out, start and end time, whether it was voluntary or ordered by staff and whether it led to disciplinary action. | Custom Developed | |
| Manage Discipline | COMS | Discipline Block History Report | Custom Developed | ||
| Manage Discipline | Other-Custom | Discipline Web Module | Web based COMS Discipline module | ||
| providing Discipline staff with the ability to manage offender discipline via a Notice of Violation (NOV) workflow inclusive of creation, witnesses, rule violations, NOV associations, charge/finalize, serve, waiver/hearing, findings, penalties, appeal, and policy review. | Custom Developed | ||||
| Manage Discipline | COMS | Loss of Privilege (LOP) | MNIT@DOC application at various facilities in different versions goes against data from PCOID | Custom Developed | |
| Manage Discipline | COMS | Phase Record | Access DB that runs from data in PCOID file | Custom Developed | |
| Manage Education | COMS | Education | Allows education staff to manage an offender's education program participation, including class start and end dates, individual awards for completion, hours of attendance, test scores and Personal Education Plan. Allows an Education staff to add/modify offender classes, schedule class times, keep attendance, enter awards/completions, add new teachers/staff, and run education reports. | Custom Developed | |
| Manage Education | COMS | Education - Student Management | Allows education staff to manage an offender's education program participation, including class start and end dates, individual awards for completion, hours of attendance, test scores and Personal Education Plan. | Custom Developed | |
| Manage Facilities | Other-Custom | Weekly Safety Inspection | Application for tracking the status of required weekly safety inspections at each DOC facility. | Custom Developed | |
| Manage Grievances & Requests | COMS | Grievance | Allows facility administration to track all Grievances submitted by offenders, their status and outcome. | Custom Developed | |
| Manage Hearings | COMS | Juvenile | Allows staff that manage the juvenile population to track juvenile admits and hearings. | Custom Developed | |
| Manage Hearings | COMS | Hearing Note Master Database | Hearing Note Master Database | Custom Developed | |
| Manage Hearings | COMS | Hearing Note Shell Database | Hearing Note Shell Database | Custom Developed | |
| Manage Hearings | COMS | Hearing Schedule Database - Hearing Officer/Agent/jail | Schedules hearings for offenders that are on some kind of release. Scheduling meetings between hearing officers and offenders for the hearing itself. | Custom Developed | |
| Manage Hearings | Other-Custom | Hearings Schedule Database "Shell" COMS Auto Fills | Hearing officer prep work and disposition work for Violations Hearings with Minnesota DOC Offenders | Custom Developed | |
| Manage Hearings | COMS | HRU Hearings and Documents | Allows authorized staff to view the hearing notes from hearings conducted by HRU hearing officers. | Custom Developed | |
| Manage Hearings | COMS | Lifer Database | Track all offenders committed to the Commissioner of Corrections for a life sentence. Commissioner and Advisory Panel conduct hearings monthly on these offenders for consideration of Parole. Annual progress reviews are also tracked in the database | Custom Developed | |
| Manage Holds and Detainers | COMS | Detainer | Module that the Detainer Administration Unit uses to enter information about other jurisdictions that have placed a detainer on the offender so the offender is placed in their custody upon the offender's release. | Custom Developed | |
| Manage Movements & Transportation | COMS | Controlled Movement System | Application that runs against local PCOID | Custom Developed | |
| Manage Movements & Transportation | COMS | Pending Movement | Application that runs against local PCOID | Custom Developed | |
| Manage Obligations | COMS | COMS Obligation Administration Portal | Application that runs against local PCOID | Custom Developed | |
| Manage Obligations | COMS | Obligation Calculator | Determines the offender's Obligation Milestones in addition to other Obligation information based on an offenders commits, sentences, contracts and other decisions made by the DOC. | Custom Developed | |
| Manage Incarcerated Person Identification | COMS | Big Book | MS Access app pulling data from PCOID local COMS data | Custom Developed | |
| Manage Incarcerated Person Identification | COMS | COMS Live Scan | Allows intake staff to manually send OID data to a selected LiveScan machine. | Custom Developed | |
| Manage Incarcerated Person Identification | COMS | COMS Photo Manager Portal (PMA) | Application for managing offender mug shots and photos of scars, marks, and tattoos. | Custom Developed | |
| Manage Incarcerated Person Identification | COMS | Identification Documents | Allows Records staff to track the status of an offender's identification documents (e.g. drivers license, birth certificate, etc.) | Custom Developed | |
| Manage Incarcerated Person Identification | COMS | OA - Identity | Allows Records staff to enter information that allows the department to identify and offender (e.g. name, DOB, aliases, IDs, etc) | Custom Developed | |
| Manage Predatory Offenders | COMS | Sex Offender | Allows RA/CN staff to enter information about an offender's sex offenses. | Custom Developed | |
| Manage Predatory Offenders | Other-Custom | SOTT (Sex Offender Tracking) | Identifies and prioritizes offenders for sex offender treatment. | Custom Developed | |
| Manage Predatory Offenders | COMS | Risk Assessment Community Notification (RACN) - Risk Assessment Tool | Risk Assessment Testing tool and module for Sex Offenders. Part of RACN modules | Custom Developed | |
| Manage Programs | COMS | Challenge Incarceration Program (CIP) | Allows CIP staff to track an offender through this boot camp alternative to prison time. | Custom Developed | |
| Manage Programs | COMS | Chapel List | Access DB that runs from data in PCOID file | Custom Developed | |
| Manage Programs | Other-Custom | Facility Programming Schedule - Red Wing | Application that tracks the programming and schedule for each resident. Including class information and rosters for the classes that are part of programming. | Custom Developed | |
| Manage Programs | COMS | Institution Community Work Crew (ICWC) | Allows ICWC staff to track the different crews that work on the Affordable Homes Program, including the offender's timecards and project summaries. | Custom Developed | |
| Manage Programs | COMS | Sweat Lodge | MS Access app pulling data from PCOID local COMS data | Custom Developed | |
| Manage Programs | COMS | Work Release | Tracks information for offenders in the Work Release Program. | Custom Developed | |
| Manage Property | COMS | Mail Room Tracking System | Application for tracking offender mail. | Custom Developed | |
| Manage Property | COMS | Property | Tracks the personal and state issued property given to an offender. | Custom Developed | |
| Manage Reception & Intake | Other-Custom | Intake System | Intake System for RW which allows security staff to update Intake forms for juveniles and populate data from COMS into the forms, add more data and print forms as needed. | Custom Developed | |
| Manage Release Planning | COMS | Release Identification Documents Being Tracked | Custom Developed | ||
| Manage Release Planning | Other-Custom | Release Report for Records | Custom Developed | ||
| Manage Security Threat Group | COMS | Office of Special Investigations (OSI) | Allows OSI staff to enter and track whether an offender is active in a security threat group and the criteria which substantiates that. Also included is functionality for OSI to capture Notes about an offender's STG activity. | Custom Developed | |
| Manage Sentence | COMS | Court Message Manager (CMM) | Provides SAU with a list of notifications from the MN Courts. SAU can import a new case that they deem is part of an offender's Obligation. Amendments to existing court cases must be done manually in OA. | Custom Developed | |
| Manage Sentence | COMS | Criminal Record Review (CRR) | Provides a list of offenders that are due for a criminal record review and a workflow for staff to complete a review. When staff determine a MN court case should be included in an offender's criminal record, there is an import function to get the data into COMS. | Custom Developed | |
| Manage Sentence | COMS | No Contact | Tracks whether the offender has a No Contact Order for a victim, family member, etc. | Custom Developed | |
| Manage Sentence | COMS | OA - Construction | Allows Records staff to enter information that determines what an offender owes the Commissioner of Corrections and sets their milestones - when the Obligation starts, when they are released, and when their Obligation ends. | Custom Developed | |
| Manage Sentence | COMS | Sentence Worksheet | Allows staff to enter the offender's sentence in years, months and days and then calculates an offender's sentence time. | Custom Developed | |
| Manage Special Investigations | COMS | COMS Fugitive Intelligence Report | This COMS screen collects some parameters and then generates an SSRS report that displays all pertinent personal information regarding an offender: photo, physical description, offender history, address and information regarding personal relationships. This report is used when an offender absconds. | Custom Developed | |
| Manage Users | COMS | User Preferences | Allows users to set their user preferences. This is different than the user profile preferences which is an older mechanism for preferences and will be retired after all modules dependent on it are re-written. | Custom Developed | |
| Manage Visits | COMS | COMS Visiting Backup | An application installed at MN-MCF locations to back up Visiting information. | ||
| Parameters are set up in a config.ini which includes the MFC Location and the URL of the server containing the data. | Custom Developed | ||||
| Manage Visits | COMS | Visiting | Tracks all visitors for an offender. It signifies if the visitor is a juvenile or is banned from a facility. | Custom Developed |
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&Z&F&A &P of &N
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