Exhibit E - Technical Environment and Data Environment Overview.pdf

Exhibit E - Technical Environment and Data

Environment Overview

1. Purpose

This Exhibit provides a high-level overview of the current operational technical environments supporting Behavioral Health Administration (BHA) Criminal Justice

Behavioral Health programs associated with this Contract, including Co-Responder

Programs, Jail-Based Behavioral Health Services (JBBS), and PREVAIL.

The purpose of this Exhibit is to document the current operational workflows, storage environments, processing environments, reporting, and technical architecture currently utilized to support program administration relevant to the services described in the Statement of Work.

The environment described below reflects the current state of the operational and technical architecture and may evolve over the course of the contract.

2. Current Program and System Overview

2.1. BHA Criminal Justice Behavioral Health programs currently use multiple systems, storage environments, and reporting platforms to support program administration, monitoring, and evaluation.

2.2. Current environments may include, but are not limited to, the following:

Program Primary Data Sources

Reporting /

Visualization

Environment

Storage / Processing

Environment

Co-Responder

Programs

Secure uploader, program-submitted datasets

Tableau Google Cloud

Platform (GCP), BigQuery, secure cloud storage, Google

Drive storage

Jail-Based Behavioral

Health Services

(JBBS)

Civicore case management system, Monthly Contract

Monitoring Tool

(MCMT), GAIN ABS

website from Chestnut

Health Systems, Inc.

Tableau and internal reporting tools

GCP, BigQuery, Google Drive storage

PREVAIL Civicore case management system

Tableau GCP, BigQuery, secure cloud storage, BHA lakehouse

2.3. Additional systems, tools, platforms, or reporting environments may be utilized during the term of the Contract as approved by BHA.

3. Co-Responder Program Environment

3.1. Co-Responder program data currently comes from two sources.

3.2. The first source is historical program data collected prior to FY2026. Historical datasets were submitted to the program manager via email and stored in a

Google Drive environment.

3.3. Beginning in FY2026, current and future program data submissions are collected through a secure uploader environment. Current uploader workflows utilize an approved-user access process maintained by the BHA Program Manager through a Google Sheet-based access list. Authorized users enter their email address into the uploader environment and receive a temporary one-time authentication token, which permits file upload access.

3.4. Uploaded files are currently stored in an encrypted Google Cloud Platform

(GCP) bucket storage. The uploader environment currently runs under a service account with write-only access to the storage bucket.

3.5. The uploader environment also currently utilizes a Firestore database to support one-time authentication tokens and upload metadata management.

Current Firestore usage is limited to operational metadata such as filenames and uploader email addresses. Program data is not stored within the Firestore environment.

3.6. Raw data from historical storage environments and current uploader environments is consolidated and processed within Google Cloud Platform

(GCP) environments, utilizing timer-activated Python-based processing functions operating on a daily schedule. Current processing workflows operate without public access or HTTP endpoints.

3.7. Processed datasets are structured for Tableau reporting and visualization purposes. Personally identifiable information (PII) is removed from reporting datasets prior to storage within BigQuery reporting environments. This safeguards PII from malicious actors.

3.8. Tableau currently functions as the presentation-layer reporting environment and is connected to BigQuery reporting tables through nightly extract update processes. Tableau reporting environments are currently utilized to publish aggregate reporting information for stakeholders, legislative reporting, operational monitoring, and program oversight purposes.

4. Jail-Based Behavioral Health Services (JBBS) Program

Environment

4.1. JBBS program data currently originates from two primary raw data sources.

4.1.1. The first source is the Civicore case/client management system, which contains individual-level program information entered by program coordinators and facility staff.

4.1.2. The second source is the Monthly Contract Monitoring Tool (MCMT), which are raw aggregated datasets currently maintained within Google

Drive storage environments by the Monitoring and Evaluation Program

Coordinator for internal BHA operational purposes and are not currently further processed or visualized within external reporting environments.

4.1.3. The third source is the GAIN ABS website from Chestnut Health Systems, Inc., which contains raw data from the GAIN-Q3 3.2.2 Lite Assessment for JBBS clients entered by program coordinators and facility staff.

4.2. Raw data from Civicore and the GAIN ABS website is piped, consolidated, and processed within Google Cloud Platform (GCP) environments utilizing timer-activated Python-based processing functions operating on a daily schedule. Current processing workflows operate with no public access or HTTP endpoints.

4.3. Processed datasets are structured for Tableau reporting and visualization purposes. Personally identifiable information (PII) is removed from reporting datasets prior to storage within BigQuery reporting environments. This prevents malicious users from accessing PII.

4.4. Tableau currently functions as the presentation-layer reporting environment and is connected to BigQuery reporting tables through nightly extract update processes. Tableau reporting environments are currently utilized to publish

5. PREVAIL Program Environment

5.1. PREVAIL program data currently originates from the Civicore case/client management system and GAIN (Chestnut) assessments.

5.2. Individual-level program information is entered into Civicore by program coordinators and participating facility staff.

5.3. Raw data from Civicore and GAIN are piped, consolidated, and processed within

Google Cloud Platform (GCP) environments, utilizing timer-activated

Python-based processing functions operating on a daily schedule. Backup data may be stored in the BHA lakehouse, databases, or Google Cloud Platform.

Current processing workflows operate without public access or HTTP endpoints.

5.4. Processed datasets are structured for Tableau reporting and visualization purposes. Personally identifiable information (PII) is removed from reporting datasets prior to storage within BigQuery reporting environments. This prevents malicious users from accessing PII.

5.5. Tableau currently functions as the presentation-layer reporting environment and is connected to BigQuery reporting tables through nightly extract update processes. Tableau reporting environments are currently utilized to publish

6. Current Reporting and Data Environment Overview

6.1. Current reporting environments associated with these programs utilize Google

Cloud Platform (GCP), BigQuery, Tableau, Google Drive storage environments, Civicore case management environments, secure uploader environments, and related operational reporting and processing workflows.

6.2. Current reporting workflows are designed to limit unnecessary exposure of personally identifiable information within stakeholder-facing reporting environments through use of aggregate reporting structures and de-identified reporting datasets where appropriate.

6.3. Current reporting environments associated with these programs do not store:

6.3.1. Social Security numbers

6.3.2. Driver’s license information

6.3.3. Medical treatment or provider records

6.3.4. Criminal history information

6.3.5. Law enforcement investigative records

7. Environment Evolution

7.1. These criminal justice programs and associated data environments are currently evolving and continue to mature in coordination with guidance and collaboration from BHA Technology and Data Analytics (TaDa) and the Office of

Information Technology (OIT). As a result, technical environments, reporting platforms, storage locations, operational workflows, integration methods, approved systems, participating sites, and data management processes associated with these programs continue to develop, expand, change, or be replaced over time in response to operational needs, reporting requirements, program expansion, funding availability, technology modernization efforts, and legislative priorities.