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Lessons Learned From the New York State Integrated Justice Information Exchange Project GJXDM Users’ Conference September 6, 2006. Presenters. Connie Snyder: Assistant Director, IT Development, New York State Division of Criminal Justice Services

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Lessons Learned From the New York State Integrated Justice Information Exchange Project GJXDM Users’ ConferenceSeptember 6, 2006


Presenters
Presenters

  • Connie Snyder: Assistant Director, IT Development, New York State Division of Criminal Justice Services

  • Lieutenant Michael Kozak: Chief Information Officer, Rochester, New York Police Department

  • Valerie Shanley: Chief, Systems Planning and Standards, New York State Division of Criminal Justice Services


Governance
Governance

  • NYS Integrated Justice Advisory Board (IJAB) is responsible for:

    • Coordinating interagency technology initiatives

    • Advising the State’s Director of Criminal Justice on information sharing and system integration projects


Governance1
Governance

  • IJAB enhances the ability to obtain agency buy-in and collaboration early in the project development lifecycle – helping to maximize the potential for successful project outcomes.

  • Integrated Justice Architecture Team has been established.



Ejusticeny integrated justice portal1
eJusticeNY: Integrated Justice Portal

Improve the administration of justice and homeland security by providing authorized users, from all levels of government, access to available comprehensive justice and homeland security information when and where it is needed.


Ejusticeny integrated justice portal2
eJusticeNY: Integrated Justice Portal

Builds upon:

  • DCJS legacy portal known as eJusticeNY (1,500 agencies and 30,000 individual users) and

  • New York State Police Information Network (NYSPIN) (700 agencies and approximately 50,000 users)




Ejusticeny integrated justice portal3
eJusticeNY: Integrated Justice Portal Justice Portal

Includes applications for five criminal justice agencies:

  • NYS Division of State Police

  • NYS Division of Criminal Justice Services

  • NYS Division of Parole

  • NYS Department of Correctional Services

  • NYS Office of Homeland Security


Ejusticeny integrated justice portal4
eJusticeNY: Integrated Justice Portal Justice Portal

  • The Integrated Justice Portal will provide service applications for:

    • Criminal History Information (Rapsheet) Inquiries

    • NCIC searches

    • NLETS requests

    • Name Search inquiries

    • Vehicle inquiries

    • Sex Offender inquiries

    • Warrant updates and inquiries


Ejusticeny integrated justice portal5
eJusticeNY: Integrated Justice Portal Justice Portal

Integrated Justice Portal service applications (continued):

  • Missing persons updates and inquiries

  • Notifications (both solicited and unsolicited)

  • Fingerprint-based criminal history responses

  • Status of fingerprints transactions

  • Probation updates and inquiries

  • DOCS inmate tracking

  • Parole Records Management


Anticipated benefits of the integrated justice portal
Anticipated Benefits of the Integrated Justice Portal Justice Portal

  • Improved integration

  • Access to more criminal justice applications and functionality

  • Build on the “One-Stop Shopping” concept

  • Additional Portal functionality not currently available (i.e., content management, customization)


Use of gjxdm in the nys integrated justice portal
Use of GJXDM in the NYS Integrated Justice Portal Justice Portal

Development of XML schemas based on the Global Justice XML Data Model (GJXDM) is a central element of New York’s strategy of effective integration of criminal justice information systems.


Use of gjxdm in the nys integrated justice portal1
Use of GJXDM in the NYS Integrated Justice Portal Justice Portal

Goal: All exchanges coming into the NYS Integrated Justice Portal will be GJXDM conformant


Nys integrated justice information exchange project
NYS Integrated Justice Information Exchange Project Justice Portal

Primary Goal:

Facilitate integrated justice information systems planning and implementation by enhancing the ability to access and share critical criminal justice information electronically at key decision points throughout the criminal justice process.


Nys integrated justice information exchange project1
NYS Integrated Justice Information Exchange Project Justice Portal

Collaborative multi-agency initiative involving state and local criminal justice agencies and statewide associations.


Nys integrated justice information exchange project2
NYS Integrated Justice Information Exchange Project Justice Portal

Methodology

  • Justice Information Exchange Model (JIEM): analysis tool for creating exchanges

  • GJXDM

  • Information Exchange Package Documentation (IEPD) Process


Nys integrated justice information exchange project3
NYS Integrated Justice Information Exchange Project Justice Portal

What is an IEPD?

  • An Information Exchange Package (IEP) is an exchange or set of data that is transmitted for a specific business purpose. In our case it’s the actual XML instance that is delivered to an agency.

  • Information Exchange Package Documentation (IEPD) is a collection of artifacts that describe the structure and content of an IEP and define the data that is to be exchanged.


Nys integrated justice information exchange project4
NYS Integrated Justice Information Exchange Project Justice Portal

IEPD Components

  • Purpose and Scope

  • Data Modeling Diagram

  • XML Schemas

    • GJXDM Subset Schema

    • Constraint Schema

    • Extension Schema

    • Document XML Schema

  • Additional Provisions

    • Additional Property Definitions

    • Minimal Property Set

    • Additional Business Rules

    • Other Information

  • Samples

    • Sample XML Instances

    • Sample XSL Style Sheets

  • Development

    • Participants

    • Process

    • Development Artifacts

  • Testing and Conformance

    • Testing

    • Conformance

  • Feedback


Nys integrated justice information exchange project5
NYS Integrated Justice Information Exchange Project Justice Portal

  • Phase I: NYS Person IEPD

  • Phase 2: NYS Incident IEPD

  • Phase 3: NYS Integrated Justice Portal Exchanges which includes:

    - Criminal History Exchanges (Rapsheet)

    - Wanted Exchanges

    - Missing Person Exchanges

    - Unidentified Person Exchanges

    - Vehicle Data Exchanges

    - NLETS Exchanges

    - NCIC Exchanges


Nys integrated justice information exchange project6
NYS Integrated Justice Information Exchange Project Justice Portal

Builds upon previous standardization efforts:

  • New York Statewide Criminal Justice Data Dictionary

  • New York State Standard Practices for Processing Fingerprintable Criminal Cases

  • New York State Standard Practices for Processing Fingerprintable Juvenile Delinquents


Nys integrated justice information exchange project7
NYS Integrated Justice Information Exchange Project Justice Portal

Leverages other projects:

  • FBI GJXDM initiative for NCIC exchanges

  • NLETS GJXDM exchanges

  • Coordination with the New York City Integrated Justice Data Share Project


Nys integrated justice information exchange project8
NYS Integrated Justice Information Exchange Project Justice Portal

Leverages other projects:

DCJS will collaborate with the Rochester Police Department to implement the NYS Incident IEPD

Can you hear me?

Can your hear me now?


Nys integrated justice information exchange project9
NYS Integrated Justice Information Exchange Project Justice Portal

Rochester Police Department Initiative:

  • Builds upon previous efforts of other NYS police departments to create a standardized Oracle-based Automated Field Reporting (AFR) / Record Management System (RMS)

  • Exchanges from the new RMS will be GJXDM conformant

  • Will electronically generate data extracts that deliver NYSIBR data to DCJS using the recently developed NYS Incident IEPD


Nys integrated justice information exchange project10
NYS Integrated Justice Information Exchange Project Justice Portal

Rochester Police Department Initiative (continued)

  • Be aware of the amount of work involved, especially for IEPD development

  • Obtain stakeholder consensus

  • Dedication, dedication, dedication!


Nys integrated justice information exchange project11
NYS Integrated Justice Information Exchange Project Justice Portal

Rochester Police Department Initiative (continued)

  • Once the system and GJXDM exchanges are developed, data sharing will be as seamless as authorizing a secure web connection to the Rochester PD RMS

  • Will enable local, state and federal public safety agencies to query the system and extract data sets that are inherently consistent


Lessons learned ensuring project success
Lessons Learned: Justice PortalEnsuring Project Success

  • Establish governance structure and use to address information technology integration issues

    • Establishment of Integrated Justice Architecture Team Subcommittee on XML Best Practices and Standards to guide proper development and implementation


Lessons learned ensuring project success1
Lessons Learned: Justice PortalEnsuring Project Success

  • Funding

    • Seek federal funding

    • Research all possibilities given the challenge of diminished federal resources - consider traditional and non-traditional sources

    • Secure funding in state budget for long-term initiative


Lessons learned ensuring project success2
Lessons Learned: Justice PortalEnsuring Project Success

  • Emphasis on collaboration – make use of a team approach

  • Identify stakeholder agencies: facilitate and encourage their active involvement

  • Collaboration and early “buy-in” is essential


Lessons learned ensuring project success3
Lessons Learned: Justice PortalEnsuring Project Success

Obtain stakeholder buy-in by identifying the XML payoff for integrated information sharing:

  • Platform independent and language independent

  • Promotes a single standard format for exchange

  • Cost is driven down; inventory of reusable components which are universally understood

  • Self-validating which reduces amount of coding required

  • Enables more complex integration goals


Lessons learned ensuring project success4
Lessons Learned: Justice PortalEnsuring Project Success

Obtain stakeholder buy-in by identifying the XML payoff for integrated information sharing (continued):

  • Less need for economies of scale to justify integration initiatives

  • New requests can be easily accommodated

  • Allows vendors to provide more than stand-alone solutions without extra customization costs

  • Smaller agencies can contemplate integration projects


Lessons learned ensuring project success5
Lessons Learned: Justice PortalEnsuring Project Success

  • Identify working structure required to accomplish goals:

    • Steering Committee to provide expert review and feedback

    • Policy Group responsible for review and identification of exchanges and updating of New York’s Statewide Criminal Justice Data Dictionary

    • Working Group responsible for development of IEPDs


Lessons learned ensuring project success6
Lessons Learned: Justice PortalEnsuring Project Success

  • Identify qualifications and role of team members:

    • Subject matter experts with decision making authority

    • Possess knowledge of agency’s business practices and responsibilities for developing, maintaining, sharing, and receiving criminal history information

    • Act as a liaison


Lessons learned ensuring project success7
Lessons Learned: Justice PortalEnsuring Project Success

  • Clearly define project scope

  • Let the business drive the technology, not the technology drive the process


Lessons learned ensuring project success8
Lessons Learned: Justice PortalEnsuring Project Success

  • Identify and secure expert consultants

  • Make use of technical support resources

    • National Governors Association

    • SEARCH Inc.

    • Integrated Justice Information Systems Institute (IJIS)

    • Global Justice Sharing Initiative, U.S. Department of Justice

    • National Law Enforcement and Corrections Technology Center (NLECTC)

    • IEPD Clearinghouse


Lessons learned ensuring project success9
Lessons Learned: Justice PortalEnsuring Project Success

Identify and secure training opportunities for project staff and collaborative partners:

  • Justice Information Exchange Model: SEARCH, Inc.

  • Introduction to XML class and GJXDM Practical Implementer’s course: Integrated Justice Information Institute (IJIS)

  • GJXDM Executive Briefing: Global Justice Information Sharing Initiative Group

  • Expert review and knowledge transfer: National Law Enforcement and Corrections Technology Center (NLECTC)

  • Attendance at national conferences


Lessons learned ensuring project success10
Lessons Learned: Justice PortalEnsuring Project Success

  • Build upon previous standardization efforts

  • Leverage other projects

  • Incorporate proven strategies, methodology and information, where appropriate


Lessons learned ensuring project success11
Lessons Learned: Justice PortalEnsuring Project Success

Develop and make use of a sound methodology:

  • Justice Information Exchange Model (JIEM)

  • GJXDM

  • IEPD Process


Lessons learned ensuring project success12
Lessons Learned: Justice PortalEnsuring Project Success

Develop and make use of a sound methodology(continued):

  • Steering Committee

  • Policy Group

  • Working Group

  • Project Staff

  • Team Website

  • Training

  • Project Schedule


Lessons learned ensuring project success13
Lessons Learned: Justice PortalEnsuring Project Success

  • Establish a regular meeting schedule

  • Varies by project phase and business need


Lessons learned ensuring project success14
Lessons Learned: Justice PortalEnsuring Project Success

Maintain on-going communication with stakeholders – be creative!

Collaboration Team Website

  • Resource materials

  • Primary documents

  • Sites of interest

  • Assignments

  • Interaction between team members and staff


Lessons learned ensuring project success15
Lessons Learned: Justice PortalEnsuring Project Success

Keep on top of trends, developments, and revisions: GJXDM, NIEM, IEPD Clearinghouse, conferences, initiatives


Lessons learned ensuring project success16
Lessons Learned: Justice PortalEnsuring Project Success

Network, network, network!


Lessons learned ensuring project success17
Lessons Learned: Justice PortalEnsuring Project Success

  • The first IEPD is the most difficult IEPD (keep repeating this slogan!)


Lessons learned ensuring project success18
Lessons Learned: Justice PortalEnsuring Project Success

  • Technical Resources:

  • IEPD Clearinghouse

    • http://it.ojp.gov/iepd/

  • Integrated Justice Information Systems Institute (IJIS)

    • http://www.ijis.org/servlet/tsi.Traction?type=home

  • National Law Enforcement and Corrections Technology Center (NLECTC)

    • http://www.nlectc.org/


Lessons learned ensuring project success19
Lessons Learned: Justice PortalEnsuring Project Success

  • Technical Resources:

  • Georgia Tech Research Institute Justice XML Information Center

    • http://justicexml.gtri.gatech.edu/

  • Global Justice Information Sharing Initiative Group

    • http://www.it.ojp.gov/topic.jsp?topic_id=8

  • GJXDM Training and Technical Assistance Committee (GTTAC)

    • http://it.ojp.gov/topic.jsp?topic_id=192


Lessons learned ensuring project success20
Lessons Learned: Justice PortalEnsuring Project Success

  • Technical Resources:

  • National Governors Association Center for Best Practices

    • http://www.nga.org/portal/site/nga/menuitem.9123e83a1f6786440ddcbeeb501010a0/?vgnextoid=92f9f6dd4b5f3010VgnVCM1000001a01010aRCRD

  • SEARCH Inc.

  • http://www.search.org

  • Wayfarer Tool

    • http://www.ncsconline.org/d_tech/wayfarer/


Lessons learned ensuring project success21
Lessons Learned: Justice PortalEnsuring Project Success

Read a Chicken Soup book!


Early reviews are in
Early Reviews Are In! Justice Portal

  • “This book really touched me. It taught me to love GJXDM whenever it is mean or does bad things, like making significant revisions or changing its name to NIEM!”

  • “This is the first Chicken Soup book that I have read, and it was simply excellent. I laughed, cried, and it brought back all my GJXDM project memories – which I had successfully blocked out!”

  • The authors do an amazing job of giving us assorted situations, emotions, and schemas so that reading the book is like a trek through all the feelings that come with a GJXDM project. It covers all angles and therefore is truly as they say...a celebration of GJXDM. If you are looking for a gift that says thank you and I love you GJXDM - this is it!”


Contact information
Contact Information Justice Portal

Connie Snyder

Assistant Director, IT Development

Office of Justice Information Services

NYS Division of Criminal Justice Services

Telephone: (518) 485-7928

e-mail: [email protected]

Valerie Shanley

Chief, Systems Planning and Standards

Office of Justice Information Services

NYS Division of Criminal Justice Services

Telephone: (518) 457-5999

e-mail: [email protected]


Contact information1
Contact Information Justice Portal

Lieutenant Michael Kozak

Chief Information Officer

Information Systems Unit

Rochester Police Department

Telephone: (585) 428-7335

e-mail: [email protected]


Thanks! Justice Portal


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