The Department of Corrections and Rehabilitation (CDCR) is in the final stages of the development and deployment of the Strategic Offender Management System (SOMS). CDCR was faced with the need to modernize its existing legacy computer systems, with project goals focused on the following objectives: access to accurate and complete offender information, an improved use of staff time, and consolidation all intake, history, and tracking of inmates. Increased efficiencies and staff security was also a top priority.
SOMS is comprised of three primary components: (1) an integrated central offender database, (2) an electronic records management system, and (3) a web-based offender management application. SOMS consolidates existing databases/records; automates manual, paper-based processes; converts paper files to digital files and provides enterprise-wide access to data.
With the integrated central offender database, an offender is assigned a single unique lifetime identifier which enables CDCR to maintain a continuous record of all offender history from cradle to grave, regardless of the number of incarcerations and paroles. The SOMS project team automated and streamlined offender data systems by consolidating existing databases and records. The first phase was the statewide implementation of the central database that converted over 1.1 million offender records from the legacy systems.
The Electronic Records Management System (ERMS) has expedited the records retrieval processes. Prior to SOMS, each inmate had a large central file (C-File) containing all paper documentation related to his/her history. This information includes everything from basic identification information to extensive classification and work assignment data. Each institution now scans all newly received hardcopy inmate central file (C-File) documents into the ERMS solution, and scans historical "backfile" documents into ERMS resulting in the elimination of the hard-copy files. Availability of the electronic inmate’s C-Files has improved staff efficiency by enabling all authorized staff to view scanned inmate C-File documents in real time from any SOMS workstation across the state. This also allows multiple staff members to access a single file at the same time, replacing the extensive sequential and manual process of copying and distributing documents for review to multiple parties.
The web-based offender management application "eOMIS" is a real time application, available to the CDCR headquarters, institution and parole staff, increases the availability of accurate and complete offender information so the CDCR can more efficiently manage inmates. The final functionality of eOMIS, "Classification and Programs," is scheduled to be deployed in December, 2013. Even though this will be the final release of functionality with CDCR’s system integration partner, CDCR is looking to add upon this functionality in the coming years.
CDCR has already completed the deployment of the following functions that is used daily by more than 51,000 CDCR staff.
• Intake: The process for receiving an inmate into an institution has greatly improved with the implementation of SOMS.
• Movements: The real time tracking of inmate movements (both internal and external, such as court appointments) so staff knows an inmate’s location in real time.
• Counts: Counts are now entered within minutes and are automatically validated by staff in Central Control.
• Scheduling (SOMS Shared Calendar): Establishes a single, centralized, shared inmate calendar that is fully integrated with client legacy systems and addresses both custody and healthcare business needs. SOMS now contains an inmate’s master schedule and produces any passes an inmate may need for appointments within and outside the institution.
• Holds/Warrants and Detainers (HWD): The HWD functionality helps provide safer prisons and communities because the centralized up-to-date database of active Holds, Warrants and Detainers is critical in accurate housing and release of inmates.
• Visitation: The automation of the SOMS Visitation process. The streamlined process is now more efficient as it is reduces backlogs and waiting times for both inmates and visitors allowing inmates more time with their visitors and allows staff to focus on other duties providing a safer environment.
• Sentence Calculation: Enables end users in CDCR Case Records to record commitments, monitor and track terms, calculate release dates and prepare pre-release/parole documents in SOMS.
Based on the latest Special Project Report (SPR) dated July 31, 2013, CDCR estimated the award of a one-time cost for development and implementation of $250 million and an annual maintenance cost of $31 million. Using SOMS is estimated to reduce workload by about 223 personnel years of staff time per year.
The approach developed for implementing SOMS promoted collaboration among stakeholders, institutions and agencies, as well as partners and contractors. The SOMS project team is a unique blend of state staff and contract partners, working collaboratively and cooperatively in a joined-up team structure to achieve CDCR’s stated outcomes of improved staff, public and inmate safety and increased staff efficiencies. Partners included: Hewlett Packard Enterprise Services (HP), Oracle, Marquis Software, Dynamic Research Corp (DRC) and Fidelity National Technology Imaging (FNTI).
"The implementation of SOMS has been one of CDCR’s most successful project deployments. SOMS has positioned CDCR as a national leader in offender management systems" says Russ Nichols, SOMS Project Director.
Joe Panora is the Director of Enterprise Information Services at the Department of Corrections and Rehabilitation.
