Exhibit_A.10_Version2_-_JMS_Exchanges_25-P-147JRD.pdf
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- Attached to
- Jail Management System (JMS) State and local contract opportunity
- Solicitation number
- 25-P-147JRD
- Issued by
- Volusia County, Florida
About this file
Exhibit A.10 is a technical specification document for the Jail Management System (JMS) Exchanges between the County of Volusia and CJIS (Criminal Justice Information Services) agencies. The document outlines the data exchange architecture and workflows between the Volusia County Jail and multiple criminal justice agencies, including the Sheriff's Office, Clerk of Court, State Attorney, Public Defender, Pre-Trial Services, and the Central Name Table (CNT). The JMS Exchanges specification details 47 distinct data exchanges that define how inmate information, arrest reports, court case updates, bond information, release notifications, and custody status changes flow between the Jail and receiving agencies. These exchanges are triggered by specific events such as booking, transfer within facilities, bond posting, court appearances, sentence completion, and charge status changes. The specification includes comprehensive documentation comprised of a Data Dictionary Report listing all data elements with GJXDM mappings, an Exchange Catalog identifying all exchanges with sending and receiving agencies and triggering events, Exchange Reports organized by data group, and a Hub Technical Architecture Specification covering JMS working specifications and enterprise reporting capabilities.
The document serves as a foundational technical reference for the awarded contractor to understand the existing CJIS Hub infrastructure and implement compatible data exchanges within the new JMS. Supporting reference materials include case number schemes, exchange process flows, electronic arrest report routing procedures, exchange message standards, metadata descriptions, and XML schema files for each exchange. The specification indicates that certain exchanges are eligible for phased implementation. Key exchanges originate from the Jail as the sending agency and include notifications to the Clerk of Court regarding arrest and booking information, SPN number changes, bond payments, inmate transfers, release notifications, and charge status updates. Exchanges received by the Jail originate from the Clerk of Court, Sheriff, Pre-Trial Services, and CNT, providing information necessary for case management, court appearances, release conditions, and person identification. This technical framework establishes the data governance model and integration requirements that the new JMS must accommodate to maintain operational continuity with the county's existing criminal justice ecosystem.
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Exhibit A.10 JMS Exchanges [version 2] Page 1 of 5
Exhibit A.10 – JMS Exchanges [version 2]
The County of Volusia uses data exchanges between CJIS agencies and the CJIS Hub.
The Hub Technical Architecture Spec describes the working environment, and the other folders define data elements, data groups, exchange elements, and the supporting GJXDM data model. These documents will be made available to the awarded Contractor.
A brief overview follows.
Data Dictionary Report contains a spreadsheet showing a description of each data element. This includes its name, description, element number, data type, max length, if it is a code table, group assignment, GJXDM mapping and which agencies send or receive it.
Exchange Catalog contains a spreadsheet list of all exchanges with exchange number, document name, sending agency, triggering event, etc. There is a second document that is a subset of the first showing only the exchanges where the jail is the sender or receiver.
Exchange Reports contain the Exchange document data element report in ascending numerical order by data group number and then by data element sequence number.
Hub Technical Architecture Spec is a very detailed, concise document covering the Hub and the JMS working specifications. There is a sub document which includes only the sections on JMS Exchanges and Enterprise Web Focus Reporting.
Reference Documents for the Exchange system include:
Case number scheme Exchange process Flow EAR Routing (Electronic Arrest report) Exchange message standards Exchange review package naming convention Metadata data elements description
XSD There is an XML schema file for each exchange.
=Phased implementation eligible
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Exhibit A.10 JMS Exchanges [version 2] Page 2 of 5
Exchange Label Sending Agency
Spawned By Hub
Triggering Event Condition Receiving Agency
Jail notifies Sheriff of initial Arrest and Booking information for Subject with Out of State Warrant
Jail Yes After Temporary Case Number Assignment
If Subject is in custody and if Subject is arrested on an Out of State Warrant
Sheriff
Jail notifies Clerk of Court of Arrest and Booking information and requests a temporary case number if not a rearrest
Jail No SPN Number Assignment Complete
If Subject is arrested Clerk of Court
Jail queries Clerk of Court to see if Subject has any pre-existing Court dates
Jail No SPN Number Assignment Complete
If Subject is admitted to Jail Clerk of Court
Jail notifies Clerk of Court of SPN Number Change
Jail No Additional ID Information Obtained
If Jail receives information about the correct SPN number at any time
Clerk of Court
Jail notifies Pre-Trial of change in Subject location at the facility and cell level
Jail No Transfer of Inmate within the Jail
If Subject is in custody and if Subject is transferred to another cell or facility location in the Volusia County Jail
Pre-Trial
Jail notifies Public Defender of change in Subject location at the facility level
Jail No Transfer of Inmate within the Jail
If Subject is in custody and if Subject is transferred between Volusia County jail facilities and if Public Defender represents the Subject
Public Defender
Jail sends Bond information to Clerk of Court
Jail No Bond Payment If Subject posts bond on any or all charges
Clerk of Court
Jail sends Bond information to State Attorney
Jail Yes Bond Payment If Subject posts bond on any or all charges
State Attorney
Jail sends Bond information to Public Defender
Jail Yes Bond Payment If Subject posts bond on any or all charges and if Public Defender represents the Subject
Public Defender
Jail notifies Clerk of Court of Adds/Updates/Deletes of 1st Appearance Roster
Jail No Add/Update/Delete of 1st Appearance Roster
If Jail Adds/Updates/Deletes Subject from 1st Appearance Roster and if Case has been assigned permanent OR temporary case number
Clerk of Court
Jail notifies State Attorney that subject has completed jail sentence
Jail No Release from Jail If Subject has served jail term
- reached End of Sentence (EOS) and if Subject is released from Jail
State Attorney
Jail notifies Clerk of Court that subject has completed jail sentence
Jail Yes Release from Jail If Subject has served jail term
- reached End of Sentence (EOS) and if Subject is released from Jail
Clerk of Court
Jail queries CNT for a list of potential person matches
Jail No Name Search Query If Jail queries CNT for name search
Central Name Table
(CNT)
Jail sends new person information to Clerk of Court and requests new SPN number
Jail No New SPN Number Assigned
If Agency is not able to locate an existing SPN number for Subject
Clerk of Court
Jail updates Clerk of Court Jail Yes
Release from Jail If Subject is released from Jail and if Subject is
Public Defender
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Exhibit A.10 JMS Exchanges [version 2] Page 3 of 5 with new person information
– Clerk of Court will update
CNT
represented by Public Defender
Jail notifies Public Defender that subject has been released
Jail Yes Release from Jail
If Subject is released from Jail and if Subject is represented by Public Defender
Public Defender
Jail notifies Clerk of Court that subject has had a status change for a charge
Jail No Status Change on Charge
If charge has had a status change
Clerk of Court
Jail notifies State Attorney that subject has had a status change for a charge
Jail Yes Status Change on Charge
If charge has had a status change
State Attorney
Jail notifies Public Defender that subject has had a status change for a charge
Jail Yes Status Change on Charge
If charge has had a status change and if Subject is represented by the Public Defender
Public Defender
Jail sends Hold/Detainer information for an inmate Jail No
When hold information is entered or modified in JMS. Also, when booking is completed active hold information will be sent
If Subject is in custody and if Subject has hold entered or modified
Clerk of Court
Jail notifies Clerk of Court of change of bond release conditions
Jail No Update to bond data in JMS related to bond set amount
If Subject is in custody and if bond is added, updated, or removed
Clerk of Court
Jail notifies Clerk of Court of change in charge information
Jail No Jail updates to any charge information
If Subject is in custody and if jail updates charge information
Clerk of Court
Jail sends Mugshot to Clerk of Court
Jail No New mugshot updated
If Subject has new mugshot taken at any time
Clerk of Court
Law Enforcement sends Arrest Report to Jail at booking
Sheriff No Arrest If Law Enforcement captures798/707 Arrest Report information electronically, subject is an adult, 798/707 is for arrestable defense
Jail
Clerk of Court notifies Jail of temporary case number
Clerk of Court
No Issue Temporary Court Case Number
If Clerk of Court received temporary case number request message
Jail
Clerk of Court Informs Jail of Subjects pre- existing Court dates
Clerk of Court
No Jail requests pre-existing Court date(s)
If Jail request pre-existing Court date
Jail
Clerk of Court notifies Jail of permanent court case number, verified 798 Arrest Report and validated charge(s) that meet FDLE statute requirements
Clerk of Court
No Permanent Court Case Number Assigned
If the Clerk of Court has assigned a permanent case number and if the subject is in custody
Jail
Clerk of Court notifies Jail that there has been a change of associated persons to the case
Clerk of Court
Yes Change of Associated Person
If the Clerk of Court changes the prosecuting attorney in associated persons list and if the subject is in custody
Jail
Clerk of Court notifies Jail of changes to the Court Calendar Docket scheduled for Subject including Court appearances
Clerk of Court
No Court Appearance If the Subject is in custody and if Court schedules subsequent appearance or changes existing appearance
Jail
Pre-Trial Assessment notifies the Jail that the Subject is
Pre-Trial No Pre-Trial Interview/Verification
If Court orders Pre-Trial Supervision release and if
Jail
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Exhibit A.10 JMS Exchanges [version 2] Page 4 of 5 cleared for release or acceptance of bong
Completed Pre-Trial Supervision has reviewed the terms and conditions of the Pre-Trial release with Subject and if Subject is in custody
Clerk of Court notifies Jail of change of release conditions
Clerk of Court
No Change of Release Conditions
If Subject is in custody and if Court changes release conditions for any reason
Jail
Clerk of Court notifies Jail of Subjects bond estreatment
Clerk of Court
No Bond Estreatment Recorded
If Clerk of Court records a Bond Estreatment
Jail
Clerk of Court notifies Jail of defense appointment to case
Clerk of Court
No Court Appearance If a defense attorney is added to a case or the defense attorney is changed and the Subject is in custody
Jail
Clerk of Court notifies Jail that Subject ordered to be booked
Clerk of Court
No Court Appearance If Subject has not been booked on this case and if Court orders Subject to be booked
Jail
Clerk of Court notifies Jail that subject remanded to custody
Clerk of Court
No Court Appearance If Court remands Subject to custody and if Subject is not currently in custody
Jail
Clerk of Court notifies Jail of change in Court Case Type (Felony to Misdemeanor or vise versa)
Clerk of Court
No Change of Court Type
If Case is transferred to another Court Case Type and if Subject is in custody
Jail
Clerk of Court notifies Jail of change in court location, division assignment, or judge assignment
Clerk of Court
No Change of Court Division
If Subject is in custody and if there is change in court location, division assignment, or judge assignment
Jail
Clerk of Court notifies Jail of Court Case consolidation
Clerk of Court
No Court Cases Consolidated
If Subject is in custody and if Clerk of Court consolidates two Court Cases into one
Jail
Clerk of Court Informs Jail of amendment of charge(s)
Clerk of Court
Yes Amendment of Charges
If Subject is currently in custody on charge(s) Jail
Clerk of Court notifies Jail of disposition of Circuit or County Court charge(s)
Clerk of Court
Yes Disposition in Circuit or County Court
If Charge has final disposition and if Subject is in custody
Jail
Clerk of Court notifies the Jail of case event on the Court Progress Docket
Clerk of Court
No Court Progress Docket Updated
If Clerk of Court records an event on the Court Progress Docket and if Subject is in custody and if Court Document Filed is of interest to the Jail - like Mental Health Evaluation
Jail
Clerk of Court informs Jail of Expungement or Sealed Records Order
Clerk of Court
Yes Expungement of Sealed Records Order
If Court orders Expungement or Seals subject records and if subject was ever in custody related to Expunged or Sealed Charge(s)
Jail
Clerk of Court reports Circuit or County Court sentence(s) to Jail
Clerk of Court
Yes All judicial hearings or court proceedings
If Court sentences Subject and if Subject is in custody
Jail
Clerk of Court reports jail or prison Circuit or County Court sentence(s) to Jail
Clerk of Court
No All judicial hearings or court proceedings
If Subject sentenced to jail or prison and if Subject is not in custody
Jail
Clerk of Court notifies Jail of updates to the Bond Companies Support Code Table
Clerk of Court
No Bond Companies Table Update
If Clerk of Court adds/updates/deletes entries in the Bond Company Support Code Table
Jail
CNT sends list of potential individuals to Jail based on
Centra l Name Table
No CNT Name Search Query Results
If CNT receives name search message from sending agency
Jail
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Exhibit A.10 JMS Exchanges [version 2] Page 5 of 5 demographic information sent (CNT)
Clerk of Court sends Jail new SPN number for new Person Record
Clerk of Court
No Agency Requested New SPN
If Agency requests new SPN number
Jail
Clerk of Court sends SPN Number consolidation message to the Jail
Clerk of Court
Yes SPN Consolidation
If Clerk of Court consolidates two SPN numbers into one
Jail
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