CMS Modernization - PRISM Functional Requirements.pdf

Pretrial Services Agency for the District of Columbia

(PSA)

CMS Modernization Project

PRISM Functional Requirements

Version 1.0

PRISM Functional Requirements PSA Page 2

Table of Contents Introduction

Purpose

Scope

Definitions

1. Drug Testing Specimen Collection (DTSC)

1.1. Find client and client profile

1.2. Lockup list and streamlined drug testing

1.3. Drug testing and sample collection

1.4. Random drug testing placement and schedules

1.5. Client photos functionality

1.6. Specimen boxing functionality

1.7. Appointment slips

1.8. Drug testing interfaces

1.9. Accessing the system

2. Client information (CI) and Criminal History (CH) information

2.1. Name, identifiers, birth/death, and Social Security information

2.2. Characteristics and language

2.3. Addresses, communications, and community ties

2.4. Education, employment, military service, and financial information

2.5. Health and substance use

2.6. Citizenship, travel and associates

2.7. Document Library

2.8. Criminal History and warrants

2.9. Sealing and Unsealing information

2.10. Release Services

2.11. Criminal History report

2.12. Criminal History interfaces

3. Risk-Based Supervision Services (RBS)

3.1. Release orders, team assignment and activities

3.2. Case Review

3.3. Dashboard alerts and responses to defendant conduct

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3.4. Check-In, appointments, and event chronology

3.5. Electronic notifications and messages (to defendants)

3.6. Supervision log

3.7. My Case Load, watch list and match list

3.8. Case assignment, reassignments, and alternates

3.9. Report writing, approval, and delegation

3.10. Case Audit functionality

3.11. Client reports

3.12. EM (Electronic Monitoring) Reports

3.13. Form Letters

3.14. Summary Reports

3.15. Court Letter Tracking

3.16. Supervision Interfaces

4. Treatment (TRT)

4.1. Treatment registration

4.2. Treatment client sessions

4.3. Treatment multiple client registration

4.4. Treatment group maintenance

4.5. Treatment notes

4.6. Group search

4.7. Treatment maintenance

4.8. Treatment Placements

4.9. Treatment reports- PSA STARS Reports

4.10. Behavioral Health Services Entry Report

5. Diagnostic and Release Information (DRI)

5.1. Diagnostic processing screen

5.2. Diagnostic interview

5.3. Reports - PSR (Pretrial Services Report) List

5.4. Release orders, team assignment and activities,

5.5. Arrests, case filing, and BACE

5.6. Diagnostic reports

5.7. FTA (failure to appear) log

5.8. Charge flagging and classification

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5.9. Criminal history

5.10. Case folder management and tracking

5.11. Diagnostic Interfaces

6. Framework Functional Requirements

6.1. Records Management

6.2. System Security

6.3. System Administration

6.4. System Architecture

6.5. Other

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Introduction

Purpose

This document describes the PRISM functional business requirements.

Scope

The CMS is comprised of PRISM, PRISMJ, and DTMS. This document only describes PRISM and PRISMJ functional requirements.

Definitions

Application Modernization: is the process of taking existing legacy applications and modernizing their platform infrastructure, internal architecture, and/or features.

Client Management System (CMS): the collective name given to DESS’s web-based applications named PRISM, PRISMJ, and DTMS.

PRISM Juvenile (PRISMJ): to support the District of Columbia Family Court drug testing specimen collection process, PSA created a separate instance of PRISM dubbed PRISMJ. This instance is supported by the same codebase and only needs basic defendant information necessary to collect and process drug testing samples.

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1. Drug Testing Specimen Collection (DTSC)

1.1. Find client and client profile

The purpose of the Find Client screen is to allow the user to locate a particular defendant within PRISM. The Find Client screen is the default screen presented to the user upon successfully logging into the application. If more than one defendant matches the entered criteria the user is presented with the Search Results paginated list with potential matches. Once a user selects someone from the list the Client Profile screen is presented displaying snapshots of the defendant’s demographic data.

The purpose of the Client Profile screen is to allow the user to view basic demographic, warrant, and case information about the selected defendant. It shows information such as name, identifiers, birth date, active warrants, risk scores, court cases, etc. If a photograph of the client is on file, it is displayed in the right-hand side of the Client Profile screen along with the verification information relating to the photograph.

Menu Option Req-ID Requirement

Find Client 11005

There are six methods by which to find a defendant in PRISM.

1. By Name (last, first, and middle)

2. By Identifier (different types)

3. By Docket Number

4. By Case Number (BACE)

5. By Street Address

6. By Date of Birth

In addition to those 6, the system shall allow for searching using Lock-up type, Lock-up date, Arrest date, Charge code, and other criteria to be determined at the time of implementation.

Acceptance criteria The system incorporates the additional search criteria in the Find Client screen.

Performance metrics Results shall return within 10 seconds.

Detail/specifics n/a

Find Client 11010

The following information is displayed on the Seach Results screen:

client photo, name (last, first, and maiden), aliases, PDID, BAID, DOB, sex, race, height, and weight.

In addition to the existent information, the Search Results list shall include the assigned Case Manager and the Case Manager’s Team name if the defendant is under active supervision.

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Acceptance criteria The results screen shows the additional information for the defendants under active supervision.

Performance metrics Return the first 50 records within 5 seconds

Detail/specifics

Active supervision: a defendant is under a court-imposed release condition requiring recurring contact with an A/PSO, either in person or by phone, for supervision meetings.

Find Client 11015

The Docket Number prompt shall allow a user to search a docket number with or without the dashes. I.e., 2019-CPO-000999 or

2019CPO000999.

The user successfully finds a defendant record using a docket number with dashes and one not using dashes.

Performance metrics Record returns within 5 seconds.

Find Client 11020

The system shall be able to perform a SEARCH based on scanning the 2D PDF417 barcode on the back of a REAL-ID compliant state identification card.

It needs to read the information in the barcode and search PRISM using any of the following criteria combination as per REAL ID specifications:

a) First name and last name

b) Middle name and last name

c) Date of Birth or/and last name

d) Street address, city, state, and ZIP code

e) ID or License Number

If the search is successful, the system shall verify and if needed supplement (ADD) missing information to the defendant’s record in the appropriate PRISM section (i.e. address, name/alias, DOB, identifiers, etc.) The additional information that can be obtained from the 2D PDF417 barcode is:

First Name, Last Name, Middle Name, Date of Birth, Street Address, City, State, Zip Code, Height, Weight, Hair Color, Eye Color, Issue Date, Expiration Date, Over 21 Date (if under 21), ID/License Number, License Class, Restrictions, Corrective Lens, Sex, Is REAL ID, and County..

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Acceptance criteria

A) User can successfully find a defendant using a REAL ID compliant identification card.

B) User can add scanned REAL ID compliant identification information to an existing record.

Performance metrics Within 3 seconds

Search Results 11035

When the search returns multiple defendants, the system shall provide a detail view for each client’s record. In addition, hovering over the results will display additional information such as current address, pending cases, assigned PSO with team name, active warrants, etc.

Hovering over the results the system displays the additional information requested.

Performance metrics 1 second response

Search Results 11040

Add Client: when adding a new Client search for duplicate entries and show the alternatives.

When trying to save a new client the system checks for possible duplicates, alerts the user, and allows for information consolidation or overwrite.

Performance metrics 3 seconds

Find Client 11045

Add a Caseload category to the A/PSO PRISM Dashboard screen. The category shall display the same information contained in the My Case Load screen grouped by Queues.

The new category is visible and accessible through the PRISM Dashboard after the user logs in.

Performance metrics 4 seconds

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1.2. Lockup list and streamlined drug testing

There are two basic Drug Testing Specimen Collection modalities. In other words, there are two ways of collecting samples. One, is going where the defendant or offender (client) is located called a mobile collection. The other, is when the defendant or offender (client) goes to a Pretrial Services Agency (PSA) or the Court Services and Offender Supervision Agency (CSOSA) facility to provide a sample called fixed-site collection.

In a mobile collection PSA collects urine or saliva specimens from adult (female and male) defendants in the DCSC and USDC cellblocks and from (male and female) respondents in the at-risk detention cellblock. Mobile collections are made throughout the day until the cut-off time. The Lockup List (Drug) module contains a record of all the clients found on a given day’s lockup list and it is used by the Drug Collection Teams to generate drug testing labels used during the mobile collection process.

In a fixed-site collection the defendant or offender (client) goes to any of the PSA or CSOSA drug collection sites and provides a urine or saliva specimen there. The Streamlined Drug Testing (SDT) module simplified the workflow to collect samples for the Drug Testing process. SDT incorporated data validation and automated business rules to reduce the potential for errors. It also incorporated functionality to search for medication usage and add or edit defendant/offender over the counter and prescription medications.

Lockup List (Drug Testing) 12005

The mobile specimen collection hardware shall be updated to use the latest barcode scanners, label printers, and mobile devices to track specimens from collection to disposal (chain of custody).

The user will generate a detention list. The system will auto populate A PDF list of all the defendants in lock-up. (Information will include arrest number, true name, arrest name, sex, race, DOB, PDID, Age and lock-up number.

Performance metrics Record returns within 5 seconds.

(Drug Testing) 12006

The mobile specimen collection shall work online and offline. In other words, when there is access to the PSA network the modules retrieve and update data real-time. However, when there is no

PRISM Functional Requirements PSA Page 10 access to the network the information is cached before and after the collection and then updated in the main database when the connectivity is reestablished.

The user will generate a detention list. The system will auto populate A PDF list of all the defendants in lock-up. (Information will include arrest number, charges, true name, arrest name, sex, race, DOB, PDID, Age and lock-up number.

Performance metrics Record returns within 20 seconds of returning to the office.

SDTM

(Streamlined Drug Testing Module)

120003

The fixed-site specimen collection hardware shall be updated to use the latest barcode scanners, label printers, and mobile devices to track specimens from collection to disposal (chain of custody).

The results screen shows the defendants scheduled to test on current date.

Performance metrics 3 Seconds

(Drug Testing) 12008

System shall give the option to run a report displaying the Arrest number, True Name, Arrest Name, Sex, Race, Heritage, Date of Birth, PDID number, and Lockup date, and Lockup number.

The system allows is the user to successfully run a report (Information will include arrest number, charges, true name, arrest name, sex, race, DOB, PDID and lock-up number)

(Drug Testing) 12010

System shall give the option to create barcode labels for each defendant in the lockup list. In other words, allow for one, all, multiple, or none labels to be generated and printed.

The system allows the user to successfully print one label at a time and/or a batch of labels.

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Performance metrics 3-30 seconds based on how many people are in lock-up

(Drug Testing) 12015

System shall have the ability to receive information from document scanners. The document scanning takes place during the drug testing check-in process, and it must be integrated with PRISM, so defendants can continue to drug testing collection expeditiously.

Some of the documents that must be scanned into PRISM are release orders, drug testing orders, probations officer referrals, medication paperwork, etc.

The system will successfully receive scanned documents and load them into the defendant’s record.

Performance metrics 3 – 5 Seconds

(Drug Testing) 12020

Drug Testing Labels should be printed from lockup list view.

The system allows is the user to successfully print labels from this screen as opposed to using another application.

Performance metrics 3-30 seconds based on how many people are in lock-up

(Drug Testing) 12025

Status should always be displayed. No blanks.

The system should be real-time and always display the current disposition status throughout the entire process.

(Drug Testing) 12030

The column heading called “Status” shall be renamed “Disposition Status”

The column heading on the screen reads “Disposition Status”.

Performance metrics n/a

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Lockup List (Drug Testing) 12035

New Status values should be added to account for disposition etc.

New Status values should always display.

(Scheduled, Label Print, Collection in Progress, Testing In-Progress, Unable, Unavailable, Insufficient, Administrative Error, Bad Specimen, etc.

(Drug Testing) 12040

Auto reconcile the lockup list (with current status) each day and auto-email to a set list of recipients.

The system will successfully provide a daily overview in a report from the previous date to a selected group of recipients.

Performance metrics 24 hours

Drug Testing Module)

12047

This module also supports CSOSA’s Illegal Substance Collection Units (ISCU) and it needs to support and track multiple locations.

The results screen shows the defendants scheduled to test on current date.

Drug Testing Module)

12050

System shall provide a view for all clients scheduled for drug testing per site.

The system successfully provides a list of all the clients. (Photograph, Name, DOB, Sex, ID, Testing Center, Test Type, and Status.

Drug Testing Module)

12055

System shall provide the functionality of exporting the clients scheduled for drug testing in Excel (CSV) format.

The system should successfully generate a Excel list when “Export” is selected.

Performance metrics 5 Seconds

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Drug Testing Module)

12060

Status should always be displayed. No blanks.

Status should always display. (Scheduled, Collected, Testing In-Progress, Unable, , Insufficient, Administrative Error, Bogus, Declined, etc.

Performance metrics 3-5 Seconds

Drug Testing Module)

12065

The column heading called “Status” shall be renamed “Disposition Status”.

The column heading reads “Disposition Status”.

Drug Testing Module)

12070

New Status values should be added to account for disposition etc.

This new set of values will only display and apply to lock-up.

Performance metrics n/a

Detail/specifics

1. Administrative error

2. Contaminated specimen

3. Defendant unavailable in lock-up

4. Did not report for testing

5. Duplicate - Invalid specimen number

6. Excused from testing

7. Insufficient quantity for testing

8. Sample Rejected-Bogus

9. Unable to submit

10. Collected

11. Defendant incarcerated

12. Label printed

13. Refused

14. No test results available

15. Scheduled for testing

16. Sample rejected

17. Sample spilled in transit

18. Defendant unavailable in lock-up

19. Defendant unavailable in treatment

20. Defendant unavailable due to sanctions

21. In transit

22. In storage

23. Client checked in

24. Test in progress

25. Results pending

26. Results unavailable

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27. Pending further testing

28. Received in lab

29. Scheduled for testing

30. Turned in to the lab

31. Unreadable sample

32. Completed

33. Do not release results

Drug Testing Module)

12075

Integrate Drug Testing processes into a single screen or a group of related screens that flow together.

The System should display, the client’s information, release order, team assignment, activities, previous and current drug testing, supervision log, check-in and label printing functions, random drug testing placements from this centralized module.

Drug Testing Module)

12080

Have release conditions appear on the placement page. For each client.

The system will include release order in the Centralized Drug Testing Module.

1.3. Drug testing and sample collection

The purpose of the Drug Testing module is to view a defendant’s drug test results, update a defendant’s compliance with testing and enter comments.

The purpose of the Chain of Custody module is to view the chain of custody record for a particular specimen number.

The purpose of the Custody Event Logging module is to record and store the chain of custody during the drug testing process.

NIST defines Chain of Custody (COC) as a process that tracks the movement of evidence through its collection, safeguarding, and analysis lifecycle by documenting https://csrc.nist.gov/glossary/term/chain_of_custody

PRISM Functional Requirements PSA Page 15 each person who handled the evidence, the date/time it was collected or transferred, and the purpose for the transfer. At PSA we also track the location where the information was collected.

At PSA OFTS is responsible for the full chain of custody (COC) on all specimens.

PSA tracks specimen COC based on collection location. All event that occurs outside the Forensic Laboratories is called external chain of custody. Whereas all the events that occur inside the Forensic Laboratories are called internal chain of custody. There are four (4) main COC paths based on location:

1. Cell block collection and at-risk room behind the courtroom.

2. Local drug testing team collection.

3. Remote site collection.

4. CSOSA CSS collection.

On mobile collections DTTs use the handheld scanning devices (HT 630) to record the chain of custody events in the collection process. This includes:

The time that each specimen is collected.

The disposition (e.g., unable to submit, defendant not found, etc.).

The name of the DTT who collected the sample; and The DTT who transported the sample from the cellblock to the lab.

The data from the device is uploaded into PRISM as specimens are turned over to the lab for processing by the DTT performing the transfer. DTTs perform the transfers typically every 30 to 45 minutes.

Drug Testing 13005

Create a new Drug Testing placement screen that combines the information from Release Orders, Release Conditions, Team Assignment and scheduling (formerly programs and activities), and the existing Random Drug Testing Placements list. The screen will be similar to the Streamlined Drug Testing Module (SDTM) screen, but for drug testing. The screen shall provide a one-stop shop for drug testing placements and testing for defendants on a random pattern or surveillance (regularly scheduled) pattern.

The system will refer to this module as Centralized Drug Testing Module.

Performance metrics

3-5 Seconds

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Custody Event Logging 13025

All workstation and devices used for collection shall track location. When a new workstation is used in a drug collection site, the site information for the workstation shall be captured in the chain of custody.

The system will successfully recognize the physical location of any device to include check-in station, chain of custody computers, mobile handheld devices.

Performance metrics n/a

Drug Testing 13030

Generate an automatic entry in the supervision log for results that are considered non-compliant (bogus, insufficient quantity, did not submit, did not report, etc.)

The system automatically creates a supervision log entry for results that are considered non-compliant.

Performance metrics The supervision log entry appears within a minute of the non-compliant test result entered in the system.

Drug Testing 13035

Send alert to A/PSO when a defendant does not provide adequate specimen for testing.

The system sends an alert to the A/PSO when a defendant does not provide adequate specimen for testing.

Performance metrics The system sends the alert within 1 minute the invalid specimen is entered.

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Drug Testing 13040

When a DTT enters insufficient quantity in the chain of custody, generate an alert to notify the DTT to provide instructions to the defendant for retesting.

The system generates an alert to notify the DTT to provide instructions to the defendant for retesting when a entering an insufficient quantity event in the chain of custody.

Performance metrics The system generates the alert within 2 seconds of the individual entering the chain of custody event.

1.4. Random drug testing placement and schedules

The purpose of this screen is to place a defendant on a random Drug Testing schedule.

About random schedules. A defendant can be placed on a random drug testing schedule. PRISM automatically assigns a color (i.e., purple, yellow, red, and blue) or a shape (i.e., triangle, square, circle, etc.) based on the supervising team. Defendants placed into the Treatment, Drug Court and Sanction Based Treatment team use colors.

Whereas all other defendants on supervision (general supervision, electronic monitoring, and traffic safety teams) use shapes.

Clients are instructed to call a hotline every evening after 7:00 PM to find out if their assigned color is scheduled to drug test the next day. If the defendants color or shape is announced, they are instructed to report the following day for drug testing.

Each day, the supervisor on duty assigns a DTT to update the hotline’s recorded message to reflect the color(s) of the day. The random drug testing hotline must be recorded in English and Spanish. If at any time the DTT is unable to record the message in Spanish, the DTT will record both messages in English and re-record the message when a Spanish speaker is available.

In order to review the colors that are scheduled for the next business day, the employee selects the “PSO/CSO” tab in PRISM and then selects “Random Drug Test

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Schedules”. The colors for the next day as well as the colors for the last 30 days appear.

Random Drug Testing Placements 14000

Ensure the Drug Testing Placement screen provides full support for random testing by having information related to contacting the defendants via mobile phones, email, or text messages.

Random Drug Testing Placements 14005

System shall automatically produce random color and shape parings for random drug testing groups.

The system will autogenerated the organization, drug test site, frequency and group with the assigned shape and color. This changes frequently to ensure randomization.

Performance metrics

3-5 seconds

Placements 14010

System shall show Random drug testing placements in a list.

The system will successfully display one shape and one color.

Performance metrics

Schedule 14030

System shall show algorithm results for Random Drug Testing results by date

The system will successfully display the algorithm results for Random Drug Testing results by date in the Centralized Drug Testing Module.

Performance metrics

Schedule 14040

The system shall text message defendants when their random group is picked for testing The system shall have the functionality to send defendants a text message when their assigned color or shape is called for the following day.

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Acceptance criteria The system sends defendants a text message when their assigned color or shape is called for the following day.

Performance metrics

Schedule 14045

Allow for text recipient to respond to text and input into

PRISM

The system will have the functionality for the defendant to acknowledge receipt of the text message with their assigned color or shape is called on any given day.

Performance metrics

Schedule 14050

Add auto message daily for the following days shape and color. For incoming calls

The system will have the functionality to send defendants a text message when their assigned color or shape is call for the following day.

Performance metrics

Schedule 14055

Provide a filter for all dates on Random Drug Testing List (default to current view logic)

The system will display a button for filtering options.

Performance metrics

Schedule 14060

Provide the ability to update future colors and shape values for random drug testing.

The system will grant permission and a button for Supervisors only to have the ability to manipulate colors as needed.

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Performance metrics

Schedule 14065

System should support random drug testing groups as appointed.

The system will display a button for filtering options.

Performance metrics

1.5. Client photos functionality

The purpose of the Drug Test Photo module is to allow the user to view a drug testing photo that is associated with a specimen number.

Client Photos 15005

Client Photo be taken from within PRISM instead of 3rd party application.

The system will have an integrated camera to the workstation monitor and give employees the ability to take photographs.

Client Photos 15020

The system should also download pictures from SMART 21.

The system will interface with other databases such as SMART, JUSTIS, COBALT.

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1.6. Specimen boxing functionality

The purpose of the Specimen Boxing functionality is to allow drug testing specimens to be transported from the collection sites to the OFTS laboratory. Each box, identified by an 8-digit number and barcode, can contain up to 30 specimens in it.

Only valid specimen numbers can be loaded into a box. Boxes have their own chain of custody which includes Workstation ID, Create Operator ID, Create Operation Date, and other tracking information.

These are some of the Chain of custody events that can be applied to specimens as they interact with transport boxes.

SL: Specimen retrieved from temporary storage for shipment SB: Specimen added to transport box XL: Specimen placed in locked transport box XD: Specimen placed in transport box for disposal SU: Specimen removed from box LO: Specimen turned in to lab LD: Specimen turned in to lab for disposal LR: Specimen received in lab

1.7. Appointment slips

An appointment slip is a piece of paper tells defendants the time and date of their next drug test collection. PSA gives appointment slips to the defendants to remind them of their next visit and what they need to do to prepare. A defendant can be placed on a random (color or shape) or fixed drug testing schedule. Currently there are 14 appointment slips templates in PRISM.

1) Adult PRISM RANDOM COLOR

2) Adult PRISM RANDOM COLOR SPANISH

3) Adult PRISM EVALUATION

4) Adult PRISM EVALUATION SPANISH

5) Adult PRISM FIXED

6) Adult PRISM FIXED SPANISH

7) Adult PRISM RANDOM SHAPE

8) Adult PRISM RANDOM SHAPE SPANISH

9) PRISM Juvenile RANDOM COLOR

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10) PRISM Juvenile RANDOM COLOR SPANISH

11) PRISM Juvenile EVALUATION

12) PRISM Juvenile EVALUATION SPANISH

13) PRISM Juvenile FIXED

14) PRISM Juvenile FIXED SPANISH

Appointment slips 17005

Adult – English: the system shall implement the following appointment slips: Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule].

The system will successfully generate an appointment slip with Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule].

slips 17010

Adult – Spanish: the system shall implement the following appointment slips: Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule].

appointment slip with Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule] in Spanish.

slips 17015

Juvenile (family) – English: the system shall implement the following appointment slips: Evaluation, Fixed [schedule], and Random Color [schedule].

appointment slip with Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule] in integrated Juvenile/Family PRISM.

PRISM Functional Requirements PSA Page 23 slips 17020

Juvenile (family) – Spanish: the system shall implement the following appointment slips: Evaluation, Fixed [schedule], and Random Color [schedule].

appointment slip with Evaluation, Fixed [schedule], Random Shape [schedule], and Random Color [schedule] in integrated Juvenile/Family PRISM, in Spanish.

1.8. Drug testing interfaces

Interface Name Req-ID Requirement

Drug Test Results Adult for CSOSA 18005

CSOSA has direct access to our PSA databases on PAVSQL1 and PSAHCMSSQL2 pull drug data into SMART.

Source: PRISM . --> Destination: SMART .

Drug Test Results Adult 18010 Internal SQL job populates DTMS to PRISM.

Source: DTMS . --> Destination: PRISM .

Drug Test Results Juvenile 18015 Internal SQL job populates DTMS to PRISMJ.

Source: DTMS . --> Destination: PRISM .

MPD Arrests (1.0) – Mugshots 18020

PsahDW..MPDArrestFeed ==> PSAVSQL1..Image (PRISM pull the the data store on Image database to display in PRISM).

Source: CJCC CIP from MPD . --> Destination: PRISM .

MPD Arrests (1.0) 18025 Get MPD arrest info into PRISM Lockup module with detail of defendant information such as PDID, Arrest Number, etc.

Source: PRISM . --> Destination: CJCC CIP .

MPD Arrests (1.0) 18030 Initiate the communication with CJCC's Transact 1.1 (MPD Arrest Feed) by making request for MPD Arrest data.

Source: CJCC CIP from MPD . --> Destination: PRISM .

PSA FBI NICS

contribution 18035 CSOSA Job scheduled every Friday 6 pulling data from PSA.

Source: PRISM . --> Destination: FBI NICS from CSOSA .

PSA to JUSTIS Juvenile Drug Test Results 18040

Push SQL job populates data from PRISM to CJCC's SQL Server JustisPSA and database NewPSA ().

Source: PRISMJ . --> Destination: JUSTIS .

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1.9. Accessing the system

Change Password 19005 Rename “Forgot your password?” link on Login screen to read “Change password or reset.”

Change Password 19007 Consider allowing PIV access to the system.

My Profile 19015 System shall show User Profile with limited editability. Users should be allowed to edit phone number, location, team assignments, and other information.

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2. Client information (CI) and Criminal History (CH) information

2.1. Name, identifiers, birth/death, and Social Security information

The purpose of the Name module is to record and store the defendant’s true name and any aliases.

The purpose of the Identifiers module is to record and store all numerical identifiers associated with the defendant, such as PDID number, BAID number, DCDC number, Driver License number, and many others.

The purpose of the Birth/Death module is to record and store information relating to the defendant’s birth and death, if applicable.

The purpose of the SSN module is to record and store a defendant’s social security number.

2.2. Characteristics and language

The purpose of the Characteristics module is to record and store the defendant’s sex and physical characteristics.

The purpose of the Languages module is to record and store the primary language spoken by the defendant and whether or not he or she needs an interpreter.

Characteristics 22005

Race classification shall match that from Census Bureau.

The system shall receive, store and update Race Characteristics. Data shall include race values contained in the Census Bureau matrix. Race characteristics entered via the Diagnostic interview shall transfer to the “client tables”.

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Language 22020

Add a field to capture Secondary Language.

The system shall receive, store and update Language. Data shall include the top 100 languages spoken. The list shall be able to be updated with additional languages as needed. Language entered via the Diagnostic interview shall transfer to the “client tables”.

2.3. Addresses, communications, and community ties

The purpose of the Address module is to record and store all current and prior addresses for the defendant.

The purpose of the Communications module is to record and store a list of contact information for the defendant, e.g. cell phone, home phone, work phone, e-mail address.

The purpose of the Community Ties module is to record and store the defendant’s marital status, area residency information, and ties to the community.

Addresses 23003

Simplify capturing and validating addresses and use predictive text technology.

System shall be able to collect, store and update address information. User should not be required to separately enter various address data points. It shall accept various address formats to include PO box and international address format. The system shall also conduct address validation. If address is not valid, the system shall notify the user and provide alternative address

PRISM Functional Requirements PSA Page 27 format. Addresses entered into via the Diagnostic interview shall transfer to the “client tables”.

Addresses 23005

Import address information from USPS with predictive factor.

The system shall conduct address validation against USPS data base. If address is not valid, the system shall notify the user and provide alternative address format.

Addresses 23010

Add homeowner information to main address list page for each entry.

The system shall display homeowner’s name on the screen which displays the list of known address in the system.

Addresses 23015

List address entries in chronological order and current address at the top.

The system shall display the list of known address in chronological order. Most recent address shall display at the top of the list.

The status and type of the address shall also be displayed.

Addresses 23020

Calculate the distance from Washington D.C. to verified “Can Stay” address or home address.

The system shall calculate the distance of the most recent address to PSA headquarters. The distance shall be displayed on the list of address screen. The

PRISM Functional Requirements PSA Page 28 calculation shall be automated and occur each time an address is entered and stored.

Addresses 23025

Compare “Can Stay” address to any stay away orders and show warning if close in proximity.

The system shall query and compare court ordered live at address against court ordered stay away location. If can stay and court order stay away falls with 5 feet, the system shall alert the user and display an indicator of the potential closeness violation.

Performance metrics Comparison happens within 5 seconds Detail/specifics Close proximity is defined as within 5 feet.

Addresses 23030

Allow to capture Ward, Police District (PD), and Police Service Area (PSA) and Advisory Neighborhood Commission (ANC) information on Washington, DC addresses.

The system shall capture Ward, Police District (PD), and Police Service Area (PSA) information on Washington, DC addresses.

The system be able automatically add the ward and PSA based on information data valuable.

Addresses 23035

Once an address is verified, address log should populate in Supervision Log and Check-in Log.

Address log populates in Supervision Log and Check-in Log when an address is verified.

Communications 23045

Simplify capturing communications such as phone numbers and email addresses.

Entering phone numbers and emails addresses is easy and user friendly. The system takes care of formatting.

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Communications 23050

List phone entries in chronological order and current phone number at the top.

The system shall capture list of telephone numbers associated with a defendant. The list shall be listed in chronological order. If associated number is the defendants, the system shall display the number association, such as mother, attorney etc...

Community Ties 23060

Simplify capturing the information contained in the Community Ties screen.

The screen is redesign, so it is easy to capture the information contained in it such as: marital status, children and number of dependent's information, time of residency within the DMV area, etc.

2.4. Education, employment, military service, and financial information

The purpose of the Education module is to record a defendant’s education information.

The purpose of the Employment module is to record and store a defendant’s employment status and history.

Education 24005 Simplify capturing and validating school addresses

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Acceptance criteria

The system shall capture and store school name and address information. Address information shall be validated by USPS. If address is not validated, system shall notify the user and provide alternative addresses.

School information entered via diagnostic interview shall transfer to the education tables.

Employment 24015

Simplify capturing and validating employment addresses

The system shall capture and store Employment and employment address information. Address information shall be validated by USPS. If address is not validated, system shall notify the user and provide alternative addresses. Employment School information entered via diagnostic interview shall transfer to the Employment tables.

Employment 24020

Included last employment verification information i.e. paystubs uploaded in the document library

The system shall have a section in which stores and captures employment verification information.

Employment 24025

Use predictive text for address information

When entering an address, the system uses predictive text to assist the user.

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2.5. Health and substance use

The purpose of the Health module is to record and store a defendant’s health information and history.

The purpose of the Substance Use module is to record and store a defendant’s self-reported substance use history. There are no drug test results in this module.

Health 25005

Add the following field: Thoughts to Harm Self, Attempts to Harm Self. IF yes, when and If yes when/how

The system shall have a section where self-reported suicidal ideation is captured.

Performance metrics 3-5 seconds

Detail/specifics

Currently the system does not capture self-reported information regarding suicidal ideation. This information is considered when determining recommendations for assessments, mental health services and SST eligibility and placement.

Health 25010

Add a drop down for “unknown” for the Length of Illness section.

The system shall have a section that captures when the length of illness is unknown.

Performance metrics 3-5 seconds

Detail/specifics

Currently the system requires the user to enter the Length of Illness (recorded free text and by drop down) in order to save information into the Health module. The length of time someone has an illness is frequently unknown (defendant may not know or information is entered via documentation received from the defendant/ a service provide). An additional option is needed to allow the user to select “unknown” and bypass the requirement to enter a number in the free text section.

Health 25015 Save selected drop-down Source of Information section; currently when the drop down is selected the information does not save.

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The system shall save new information when the user exits and reenters the module.

Performance metrics 3-5 seconds

Detail/specifics Currently when new information is entered in the “Source Of Information” section, the information is not saved.

Substance Use 25025

Remove ETG and replace with Alcohol in Self-Reported Information.

When users select Substances in the “Self- Reported Information” section, Alcohol should be one of the substances listed. ETG will be removed.

The term ETG is a term associated with determining the presence of alcohol in a drug testing sample, and would not be self-reported. This information is captured in the “Self-Reported Information” section.

Substance Use 25030

Remove Self-Reported Alcohol section.

The Self-Reported Alcohol Section will not appear in the module.

2.6. Citizenship, travel and associates

The purpose of the Citizenship module is to record and store citizenship, passport and visa information relating to the defendant.

The purpose of the Travel module is to add defendant travel information, like travel plans and whether they have a passport.

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The purpose of the Associates module is to record and store information pertaining to defendant’s collateral contacts and references.

Associates 26010

Simplify capturing associates

Acceptance criteria n/a

2.7. Document Library

The Document Library is an electronic document repository which replaced the paper-based case folders and serves as a warehouse of all documents relating to the supervision of a defendant. The document repository is contained on a separate and distinct database from PRISM. However, PRISM is the primary and only portal where users can interact with it.

During its normal course of business PSA receives, creates, collects, and updates several documents directly relating to its supervision of defendants. While most of these documents are already in electronic form, some are printouts must be scanned and uploaded to the library.

Documents 27010

Add a Document Library to PRISMJ (like PRISM).

Documents 27015

Emal documents from the Document Library

The system shall have the ability to select documents and email them internally to PSA employees or externally. If the email is internal send link to document in the library instead of a copy of the file.

PRISM Functional Requirements PSA Page 34

Performance metrics 3-5 seconds

Detail/specifics

Currently users download the documents and attach them it to an email to send documents internally and externally. The system should allow the user to select a document from the Document Library and send via email from this module.

2.8. Criminal History and warrants

The Criminal History module can be accessed through the Diagnostic Processing Screen (DPS), the Diagnostic menu, or the Client menu and it is divided in three main sections as follows:

I. Adult Criminal History, which has the following sub-sections/categories:

a) Pending Cases

b) Post Sentencing Supervision Cases

c) Open on Appeal Cases

d) Closed Cases (Convictions and Non-Convictions)

e) Disposition Unknown

Note: All internal and external cases entered in Adult Criminal History appear under one of the above-listed sub-sections, depending on the status of the case.

II. Select Juvenile Adjudications

III. Warrant and Criminal History Record Checks

The purpose of the Warrants module is to record all known outstanding warrant information.

Criminal History 28005

Make the arrest date and other date fields to be datetime instead of varchar

PRISM Functional Requirements PSA Page 35

Criminal History 28007

Find a way to simplify navigating and displaying criminal history.

Allow for multiple ways of sorting the data, and filtering data.

Find a way to correlate internal and external criminal history and incorporate juvenile information.

The system shall allow for the user to filter criminal history records by the following:

Internal, External, Unknown Disposition, state, and juvenile. Data field shall be limited and dropdown tables shall be utilized where possible. Free text sections within the criminal history shall have spellcheck functionality.

Criminal History 28015

Create a mechanism to handle internal criminal history orphaned cases. When a manually created case is replaced by a new case from the CourtView interface (interface with Superior Court), all information associated with the old case such as lockup, interview, PSR, risk assessment shall be transferred to the new case. – Create a merge case functionality.

The interface process identifies manually added cases and merge them with download information.

2.9. Sealing and Unsealing information

The purpose of the Seal/Unseal Information module is to indicate which sections and screens are sealed within a client’s record and case. A sealed case is information regarding a defendant’s pending case, prior conviction or personal information that is not accessible to the public or available to anyone without judicial authorization.

PRISM Functional Requirements PSA Page 36

Records that are sealed are not available to the public even if the defendant, the USAO, or the defense attorney for the defendant in the sealed case authorizes the release of such information or the defendant signs a release of information. Cases can be sealed under the “Criminal Case Sealing Act,” “Second Chance Amendment Act”, the Youth Rehabilitation Act, or under certain drug laws. A/PSOs may not disclose matters sealed under any of these provisions to the public but may use the information in preparing subsequent pretrial services reports.

Information in PRISM is labeled as sealed either through the interface with D.C.

Superior Court automated records or through a manual entry in the “Seal/Unseal Information” module of PRISM. When manually identifying sealed case information, PRISM provides staff with the option to seal a specific court case and its corresponding release order, or all information about a defendant named in a sealed case.

There are specific notifications of sealed information in the system. One, a prominent red banner that states “Warning: client record contains sealed information” appears in the Client Profile screen. Two, within all other screens for the defendant there is a sealed case information button “SCI” that is located in the upper right hand corner of the screen headers. Three, a small lock icon is located in the Case Review module next to the cases and release conditions section. Four, a watermark that states “Sealed” appears within the individual screens where sealed information is located.

Five, Superior Court docket designation type is noted as “SLD.”

Seal/Unseal Information 28005

The ability to handle sealing information (case and defendant) and expungements.

The system shall have the capability to seal and expunge various defendant records. The system shall be a capture be a to capture the Sealing and Expungement reasons. When defendant records are expunged, records shall not be visible to the user. Sealed information shall not be visible to external users.

2.10. Release Services

PRISM Functional Requirements PSA Page 37

The Release Services screen shall track the hand over from Diagnostic to Supervision for a given defendant. The screen shall pull the necessary information from the diagnostic interview, client screens, and release orders modules.

Release Services 21001

Create a new screen called Release Services. This screen will track the hand over to supervision for a given defendant.

The screen shall pull information from other modules and display

it. In addition, it shall collect the necessary information, and automatically create the necessary entries in the Supervision Log.

Release Services 21005

Simplify capturing Release Orders and Conditions. Consider allowing for a feature to generate a draft-Release Order based on the Diagnostic (PSR) recommendations.

Release Services 21010

Allow for linking of the recommendations with the imposed conditions.

Release Services 21015

The screen shall create entries in the Supervision Log at later to be identified milestones.

PRISM Functional Requirements PSA Page 38

2.11. Criminal History report

The Criminal History report includes convictions, unknown dispositions, release and compliance information, and when was the last time the information was checked.

The Criminal History is used when the Criminal Record is needed.

The Criminal History report include six sections:

1) Pending Cases - a case contained in a pretrial report that has not yet received final disposition.

2) Active Supervision Cases - a charge that has reached a disposition with the defendant being currently supervised by Probation, Parole and/or the Department of Corrections (in any jurisdiction).

3) Prior Arrests- convictions, non-convictions (dismissed, nolle prosequi) and arrests with unknown dispositions concerning criminal charges originating inside or outside of the District of Columbia.

4) Disposition (s) Unknown- Charges that Pretrial Services Agency has no information regarding the final outcome.

5) Juvenile Case Record –A criminal history including adjudicated and non-adjudicated cases, created prior to the defendant’s 18th birthday.

6) Superior Court Bench/Escape Warrant History- Reflects the defendant’s bench and escape warrants, excluding Sanction warrants from the past 10 years.

Provided to assist the Court with making appropriate release/detention decisions.

2.12. Criminal History interfaces

Bench Warrant List Report with Charges 21201

Report run daily at 11:40pm and delivered via email to USDOJBenchWarrantList@csosa.gov.

Source: PRISM . --> Destination: Email Distribution .

Court Case Creation (10.1) 21205

DCSC gives heads-up to the case by providing CaseID, ArrestNumber, PDID and other related information. It is usufull for relating the info with PSR back to the Court.

Source: CJCC CIP from DCSC . --> Destination: PRISM .

PRISM Functional Requirements PSA Page 39

Court Case update (12.1) – CourtView

21210

Initiate the communication with CJCC's Transact 12.1 (Case detail info) by making request for case detail data.

Source: PRISM . --> Destination: CJCC CIP .

Misdemeanor Bench Warrant List Report with Charges

21215 Report run daily at 11:42pm and delivered via email to BenchWarrantList@csosa.gov.

Source: PRISM . --> Destination: Email Distribution .

PSA Report for CFSA:

Arrestees under Age

21220 Report run daily at 11:50pm and delivered via email to CFSAReportList@csosa.gov.

Source: PRISM . --> Destination: Email Distribution .

PSA to JUSTIS…