HomeMy WebLinkAboutRES 214 Draft 01 2010-2012COUNTY OF HAWAII
STATE OF HAWAII
RESOLUTION NO. 214 12
RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO
ENTER INTO AN AGREEMENT WITH THE STATE OF HAWAII
DEPARTMENT OF THE ATTORNEY GENERAL, PURSUANT TO HRS
46 -7, TO IMPLEMENT THE INTEGRATED CRIMINAL JUSTICE
SYSTEM (CJS) INFORMATION SHARING PROJECT
WHEREAS, the State of Hawaii Department of the Attorney General has authorized
funding to support the Prosecuting Attorney's Office's Integrated Criminal Justice System
(CJS) Information Sharing Project; and
WHEREAS, these monies, derived from the 2009 American Recovery and
Reinvestment Act (ARRA) are provided to automate processes within the criminal justice
system to improve the efficient exchange of information; and
WHEREAS, Hawaii Revised Statutes, Section 46 -7, requires that County
departments obtain the consent of the council to enter into agreements with the Federal or
State governments respecting action to be taken pursuant to any of the powers granted by
law to furnish, expend, and receive any funds or other assistance in connection with projects
being or to be undertaken pursuant to those powers; now, therefore,
BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII, in
accordance with section 46 -7, Hawaii Revised Statutes, that the Mayor of the County of
Hawaii is authorized to execute, on behalf of the County, an agreement with the State of
Hawaii Department of the Attorney General, to enable the County to implement the
Integrated CJS Information Sharing Project as outlined in the grant application, attached
hereto and incorporated herein by reference as Exhibit "A ", and related documents.
BE IT FINALLY RESOLVED that the County Clerk of the County of Hawaii shall
transmit copies of this resolution to the Office of the Mayor, Office of the Prosecuting
Attorney, and the Finance Department.
Dated at Hilo , Hawaii, this 15th day of February , 2012.
INTRODUCED BY:
COUNCIL MEMBER, COUNTY OF HAWAII
COUNTY COUNCIL
County of Hawai`i
Hilo, Hawai`i
I hereby certify that the foregoing RESOLUTION was by
the vote indicated to the right hereof adopted by the COUNCIL of the
County ofHawai`i on February 15, 2012
ATTEST:
1VOUNTY CLERK CHAIRPERSON & PRESIDING
ROLL CALL VOTE
Reference: C- 539/FC -193
214 RESOLUTION NO. 4 12
AYES
NOES
ABS
EX
BLAS
X
FORD
X
HOFFMANN
X
IKEDA
X
ONISHI
X
PILAGO
X
SMART
X
YAGONG
X
YOSHIMOTO
X
9
0
0
0
Reference: C- 539/FC -193
214 RESOLUTION NO. 4 12
EXHIBIT "A"
CRIME PREVENTION AND JUSTICE ASSISTANCE DIVISION
DEPARTMENT OF THE ATTORNEY GENERAL
APPLICATION FOR FY 2009 (RECOVERY) & FY 2010 EDWARD BYRNE MEMORIAL
JUSTICE ASSISTANCE GRANT (JAG)
PART I. TITLE PAGE
A. PROJECT TITLE: Integrated Criminal Justice System Information Sharing Project
B. APPLICANT AGENCY: Hawai`i County Office of the Prosecuting Attorney
C. CENTRAL CONTRACTOR REGISTRATION: ® Yes ❑ No DUNS No.
D. APPLICATION RANKING WITHIN AGENCY: 1 (as determined by agency head)
E. ADDRESS: 655 Kilauea Avenue City Hilo Zip 96720
F. LOCATION OF PROJECT: Hilo, Hawaii
G. PROJECT PERIOD: From December 1 2011 To November 30, 2012
H. AUTHORIZED PURPOSE AREA: Planning, Evaluation, and Technology Improvement
I. TYPE OF APPLICATION:
New ® Continuation ❑
J. TOTAL PROJECT AMOUNT: $ 156,855
K. FUNDING OPTIONS:
The applicant is submitting a proposal for the following funding(s):
® FY 2009 JAG ARRA Recovery
❑ FY 2010 JAG Select One
L. OTHER FUNDING SOURCES:
Is the proposed project seeking other sources of funding? Yes ® No ❑ If m, then provide name of
source and the amount of funds that is being sought: Source State Forfeitures Amount $40,000
M. PROJECT DIRECTOR
Name: Dale Ross Title: First Deputy Prosecuting Attorney
Address: 655 Kilauea Avenue, Hilo, HI 96720.
Telephone: 808 - 934 -3301 or Fax: 808 - 961 -8908
E -Mail: dross @co.hawaii.hi.us
N. FINANCIAL OFFICER
Name: Angela McDowell
Address: 655 Kilauea Avenue, Hilo, HI 96720
Telephone: 808-934-3369
E -Mail: amcdowell @co.hawaii.hi.us
Title: Accountant III
Fax: 808 - 961 -8908
FOR CPJAD USE
Date received: Project Number:
EXHIBIT A
AG /CPJAD #1 (Rev 09/6/2011)
APPLICATION FOR FY 2009 (RECOVERY) & FY 2010 EDWARD BYRNE MEMORIAL
JUSTICE ASSISTANCE GRANT (JAG)
PART II. DESCRIPTION OF PROJECT
Note: This form does not provide spell check.
A. THE PROBLEM
The JAG Multi -Year Statewide Strategy for FY 2010 -2014 identified several records
management systems and information sharing factors that negatively impact the administration of
justice including volume of data with multiple entries, delays and backlogs, barriers to information
sharing, duplication of efforts, incomplete or nonexistent access to data. Since the report, there have
been good progress towards more integration and the Judiciary has begun to execute on its plan
toward electronic filing of criminal cases. Several specific problems plague the County of Hawai'i
Office of the Prosecuting Attorney (OPA). Examples of these issues are stated below.
There is no automated, integrated information exchange of criminal justice cases initiated by
non - arrest filing for criminal cases for adults or juveniles. This is a statewide problem for cases not
generated by an arrest and booking of the defendant. In Hawaii County, this includes 25 — 30 % of
the misdemeanor complaint and penal summons cases, felony grand jury and information charged
cases with un- served warrants, and most juvenile felony and misdemeanor cases.
Hawaii County Third Circuit was the state's pilot site for the successful Horizontal
Integration Project for arrest and charged defendants, commonly known as the "Green Box Project"
or HIP. Originally, the second part of the Third Circuit's Integration Project was called the "Interface
Project" to capture cases that were non - arrest based. Much of the planning was completed, some
funding secured, but delays occurred because of upgrades to HPD's Denali Records Management
System (RMS) and changes in the sole - source vendor Denali being bought out by Intergraph, then an
updated quote for completion of the project tripled. Until this part is completed, non - arrest cases
require manual inputting into OPA's HITS case tracking system, and once implemented, will again
have to be manually inputted into the Judiciary's eFiling system (JIMS). After the successful
implementation of part I, we discovered that more resources could be saved and accuracy improved
by working on the transfer of case reports to OPA's Laserfiche document management system.
Neither the prosecutor's office nor the police have sufficient resources to complete these important
steps.
HPD has expressed concerns about their current RMS support vendor, but they do not have
sufficient resources to buy and redesign an entire new system. Before the upgrades were completed,
OPA agreed to have electronic transfer of police reports, which shifted the burden to print the police
reports from the HPD to the prosecutor's office, which increased costs for the printing and paper, but
more importantly increased prosecutor staff time to print, collate, etc. As part of the agreement to
receive cases electronically, the OPA required notification of updates. In response, HPD provided
"make shift" computer generated reports to give prosecutors notice when HPD case file reports were
updated. This notification process is time consuming on the part of the prosecutor's staff.
Additionally, the HPD RMS upgrades created a backlog of report updating that took six months to
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 1
catch -up. Anecdotal feedback from staff raise questions about the accuracy of this "make shift"
notification process however, Hawaii County required this notification of additional reports as a
"lesson learned" from the Kauai Prosecutor's Office who abandoned electronic transfer of reports
from the police because they could not tell if updated reports were received.
OPA acquired its Laserfiche document management system to accommodate the expected
electronic receipt of police reports for electronic discovery, and electronic filing. However, within a
short period of time, it became clear that without further programming and technical assistance, we
are unable to efficiently deposit police reports into the Laserfiche system. The process as it stands
now requires a staff member to manually select narrative documents or pdfs from individual case
files in RMS and print them generally one by one, then scan them into Laserfiche. The scope of this
problem i.e., electronic transfer of information from police to prosecutor with reliable updating
capacity is statewide.
With our Laserfiche document management system, it was anticipated that district court
calendars could be entirely paperless. Here again, we learned that despite willingness to do
electronic filing, electronic redaction, document transfer among all the criminal justice partners,
including the Public Defender Office and private defense attorneys, the system partners were not at
all the same capacity and willingness to change the "judicial business model" to an electronic,
paperless environment. Another on -going example is the judicial court rules requiring redaction of
personnel information (Rule 9, Hawaii Court Rules) was delayed for two years because of technical,
resource challenges, and institutional resistance. Parts of the electronic business environment are
ready, but are not connected and fully operational. This is a state -wide issue.
The success of past automated, integrated information pilot projects have been demonstrated,
but does not guarantee future success without enhanced collaboration for different environments and
preparation for change. As an example, not all counties have implemented the process because of
differing reasons, some technical and some resistance to change. Moreover, many future information
sharing plans are based upon the Horizontal Integration Project; this includes the Judiciary's
Information Management System (JIMS) eFiling to enable electronic case initiation and filing of
court document scheduled for completion by June, 2012, and the Juvenile Justice Information
System's Data Broker to be started in 2012 and completed by the end of 2013. All affected agencies
have been notified that the Horizontal Integration Project does not capture a significant percentage of
non - arrest cases filed with the courts or tracked in juvenile justice system.
The Prosecutor for Hawaii County has a sense of urgency to implement the next phase of
Information Interface between the HPD and her Office, and simultaneously plan for the
information exchange with HCJDC, JJIS and the Judiciary, and implement that Third Part as
soon as possible based upon available funding. Expected changes in leadership, staffing, and loss
of "institutional knowledge" will occur at the end of 2012 at the Hawaii County Prosecutor's
Office. Despite written plans, much of the success of the Horizontal Integration Project is
experiential, based upon non - recorded steps. It is expected that past 25- 30 years of vision
continuity in the Hawaii County Prosecutor will require some "learning curve" for the new
prosecutor and administrative staff.
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 2
B. GOALS AND OBJECTIVES
The overarching goal of this project is to complete and/or create automated processes so staff of
the OPA and other criminal justice agencies can work more efficiently and avoid duplication of
effort. This project entails a four part strategy, each to bridge a critical link between local
criminal justice agencies and/or systems within OPA so we can be seamlessly connected and
informed.
Goal 1. Automate manual processes to retrieve information from. HPD RMS to OPA HITS
case tracking system and OPA's Laserfiche document management system.
Hawai'i County OPA and the Hawai'i Police Department have a long history of working
together to improve the efficient exchange of information. Currently, without further
programming and technical assistance, we are unable to efficiently deposit police reports from its
RMS into the OPA's Laserfiche document management system. The technical projects
implemented thus far have shifted the responsibility of retrieving and printing onto OPA staff
The processes as it now stands requires OPA staff to manually look for records in cases one by
one, retrieve documents from two locations, print then scan into Laserfiche. Completing this
critical piece will allow OPA to fully utilize its Laserfiche system and move towards paperless
discovery.
Objective #1: Create a naming convention for OPA's Laserfiche document management system
which is consistent with national standards and compatible with HPD's RMS and OPA's HITS
case tracking system.
Objective #2: Implement a seamless, automated electronic transfer of reports and data from HPD
to the OPA's HITS case tracking system and its Laserfiche document management system
within 12 months of the grant award.
Objective #3: Create electronic discovery process within 12 months of the grant award.
Goal 2. Create a reliable and automated process of updating reports from HPD to OPA.
Failure to achieve this piece has led the Kauai OPA to abandon their attempts to
accomplish electronic transfer of reports. HPD has created a "makeshift" solution to this issue
by running a daily report of new cases in which new documents were added after a certain date.
An OPA staff member must review each case listed in the RMS report and one by one, retrieve,
print then scan the new documents. This "makeshift" solution depends upon the accuracy of the
date of last retrieval. Failure to retrieve all updates in a case may lead to a case being dismissed
or a deputy prosecutor being sanctioned. Anecdotal reports by OPA staff question the accuracy
of this report as they discover new reports by accessing RMS themselves. This has led staff to
mistrust in this "makeshift" solution, and a need to expend time to check and recheck RMS
themselves.
Objective #4: Develop and implement an automated, electronic transfer from HPD of updated
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 3
case investigative reports into the OPA's Laserfiche document management system within 12
months of the grant award.
Objective #5: Electronic Discovery process will include updates within 12 months of the grant
award.
Goal 3. Automated, integrated information exchange of criminal justice cases initiated by
non - arrest filing for criminal cases for adults or juveniles.
Currently, OPA has the capacity and willingness to complete the complimentary
"interface" project to the arrest based Horizontal Integration Project (HIP) for non - arrest cases
from referral and reports from HPD to the OPA, then to state adult and juvenile data information
centers through information brokers (exchanges). Non - arrest case information received by the
adult and juvenile criminal justice information systems can be prepared for dissemination. The
information brokers can then populate other criminal justice agencies' record management case
information through the exchange so that case initiation and eFiling to JIMS is efficient and
comparable to that for arrested individuals.
The following four criminal justice partners are willing to work on a pilot project to plan
and implement an automated interface for cases not currently captured by the horizontal
integration arrest -based project: HPD, Judiciary, Hawai'i Criminal Justice Data Center, and
Juvenile Justice Information System. Quotes have been received, partnerships are on- going,
planning has started, but our limited funding and in house - expertise are inadequate for
implementation.
The success of the arrest based HIP pilot by this County demonstrates that the same for
non - arrest cases is achievable. To capture non - arrest case information for adults and juveniles so
that their data populates HITS and other systems like JIMS will complete this phase of the
project. With additional funding and expertise, this part of the plan can be implemented and OPA
will be ready for JIMS eFiling project with non - arrest cases handled as efficiently as arrest cases.
Continuing collaborative planning can ensure success of future criminal justice partners'
information technology development and record management.
Objective #6: Have a seamless integrated, automated electronic criminal justice information
system from completion of police investigation, screening, charging, case initiation and eFiling,
updating and final disposition through a collaborative planning, implementation and evaluation
as a proof of concept for Hawaii County, Third Circuit for arrest based and non - arrest based
cases.
Objective #7: Produce a report upon completion of the project to include benefits, lessons
learned, and recommendations for future implementation.
Goal 4. Develop and implement the ability for OPA's HITS case tracking system and
OPA's Laserfiche document management system to transition between the two systems.
Currently, OPA's HITS and Laserfiche systems are separate and staff must enter each
system separately. OPA's HITS case tracking system is the depository of data and events, and is
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 4
the system in which our charging documents are generated. OPA's Laserfiche document
management system is the where files may be deposited as pdfs. Currently all administrative
records and only a portion of criminal case files are scanned into this system. HPD, which has
access to HITS has no access to OPA's Laserfiche. If staff and other partner agencies were able
to log into HITS then with a push of a single button look at reports or documents in that case file
contained in Laserfiche, all of the information needed for decision making would be easily
available and retrievable. Much of the groundwork for this project has been laid. OPA has been
working diligently to upgrade its licenses and the network infrastructure so that the Laserfiche
system is ready to be the depository of all its case files.
Objective #8: Develop and implement access between OPA's HITS and Laserfiche systems
which would allow users of OPAs HITS to view the same case file in the Laserfiche system with
the push of a button within 12 months of the grant award.
Objective #9: Begin processes to accomplish paperless screening and charging of cases within
12 months of the grant award, starting with District Court misdemeanor and petty misdemeanor.
Objective #10: Create a point of access to HPD for Laserfiche documents through OPA HITS
and enter into an agreement with HPD regarding the use of this access within 12 months of the
grant award.
C. PROJECT ACTIVITIES
Project Activities related to Objective #1: Create a naming convention for OPA's Laserfiche
document management system which is consistent with national standards and compatible with
HPD's RMS and OPA's HITS case tracking system.
a.
b.
c.
d.
Research national standards for naming conventions to determine OPA's
Laserfiche document management system's naming convention within 30 days
of receiving approval.
Concurrently hold meetings with OPA user representatives to obtain feedback
for naming convention.
Determine OPA's Laserfiche document management system's naming
convention within 60 days of receiving grant approval.
Determine volume of paper usage and number of new cases being stored in
Laserfiche within 30 days of receiving approval to establish baseline.
Project Activities related to Objective #2: Implement a seamless, automated electronic transfer
of reports and data from HPD to the OPA's HITS case tracking system and its Laserfiche
document management system within 12 months of the grant award.
e. Determine amount of clerical time to retrieve reports from HPD, number of
times case files are misplaced, and amount of time between HPD referral and
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 5
f.
g.
h.
i.
j.
k.
1.
OPA assignment to DPA within 30 days of receiving approval to establish
baseline.
Determine number of HPD requests for documents and reports from OPA
within 30 days of receiving approval to establish baseline.
Within 60 days meet with vendors and determine project design,
implementation time table including review and evaluation schedule so the
project is completed within 12 months of the grant approval.
Within 90 days, develop specifications and contract with appropriate vendor in
accordance with County procurement laws.
Throughout the project's contract period monitor milestones and revise and
modify as necessary.
Within six months obtain "Trusted Domain" status with the Hawai'i County
Department of Information and Technology and complete licensing
requirements for all users of OPA's Laserfiche document management system.
Within 10 months, conduct meetings with OPA user representatives to plan
staff implementation and training.
Within 12 months, conduct OPA staff training and implementation.
Project Activities related to Objective #3: Create electronic discovery process within 12 months
of the grant award.
m.
n.
o.
p.
Within 10 months, determine changes to existing discovery billing and need
for materials such as CDs and/or email addresses to establish process for
electronic discovery. Consider security and personal confidentiality needs in
determining whether or not to email discovery and how to redact personal
confidential information. Establish office policy and procedure as to electronic
discovery.
Within 30 days of receiving approval, determine amount of clerical time to
prepare discovery and amount of paper consumed for discovery.
Within 30 days of project completion, send letters to criminal defense bar
alerting them to changes in discovery billing and process for electronic
discovery.
Within 30 days of project completion, train OPA staff on electronic discovery
process, office policy and procedure.
Project Activities related to Objective #4: Develop and implement an automated, electronic
transfer from HPD of updated case investigative reports into the OPA's Laserfiche document
management system within 12 months of the grant award.
q.
r.
Within 30 days of receiving approval, begin capture of number of cases
dismissed or DPAs sanctioned due to failure to obtain and provide discovery
updates.
Within 30 days of receiving approval, begin capture of number of HPD
requests for updates.
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 6
s.
t.
u.
v.
W.
x.
Within 60 days meet with vendors, HPD and Judiciary partners and determine
project design, implementation time table including review and evaluation
schedule so the project is completed within 12 months of the grant approval.
Within 90 days, develop specifications, negotiate with appropriate vendors and
contractors, get approval from the Hawai'i County Council and submit
appropriate documentation in accordance with County procurement laws.
Throughout the project's contract period monitor milestones and revise and
modify as necessary.
Within six months obtain "Trusted Domain" status with the Hawai'i County
Department of Information and Technology and complete licensing
requirements for all users of OPA's Laserfiche document management system.
Within 10 months, conduct meetings with user representatives to plan staff
implementation and training.
Within 12 months, conduct staff training and implementation.
Project Activities related to Objective #5: Electronic Discovery process will include updates
within 12 months of the grant award.
y. Within 30 days, determine amount of clerical time spent on discovery updates.
z. Within 10 months, determine changes to existing discovery billing and need
for materials such as CDs and/or email addresses to establish process for
electronic discovery. Consider security and personal confidentiality needs in
determining whether or not to email discovery and how to redact personal
confidential information. Establish office policy and procedure as to electronic
discovery.
aa. Within 30 days of project completion, send letters to criminal defense bar
alerting them to changes in discovery billing and process for electronic
discovery.
bb. Within 30 days of project completion, train OPA staff on electronic discovery
process, office policy and procedure. Inform HPD and Judiciary of changes in
the discovery process.
Project Activities related to Objective #6: Have a seamless integrated, automated electronic
criminal justice information system from completion of police investigation, screening, charging,
case initiation and eFiling, updating and final disposition through a collaborative planning,
implementation and evaluation as a proof of concept for Hawaii County, Third Circuit for arrest
based and non - arrest based cases.
cc. Within 60 days meet with vendors, HPD, Hawai'i Criminal Justice Data Center
(HCJDC), Juvenile Justice Information System (JJIS) and Judiciary partners to
determine project design, implementation time table including review and
evaluation schedule so the project is completed within 12 months of the grant
approval.
dd. Within 90 days, develop specifications and contract with appropriate vendors
and contractors in accordance with County procurement laws.
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 7
ee. Throughout the project's contract period monitor milestones and revise and
modify as necessary.
ff. Throughout the project's contract period, keep partner agencies informed of the
project's progress so efforts can be coordinated, particularly with the JIMS
initiative for eFiling case initiation and document filing.
gg. Within 10 months, conduct meetings with user representatives to plan staff
implementation and training.
hh. Within 12 months, conduct staff training and implementation.
Project Activities related to Objective #7: Produce a report upon completion of the project to
include benefits, lessons learned, and recommendations for future technology implementation.
ii.
ii.
kk.
OPA Prosecutor to facilitate at least 4 meetings quarterly of partner agencies
consisting of representatives from HPD, the Judiciary, HCJDC, and JJIS and
any others identified and willing to participate from Hawai'i County Criminal
Justice System, to discuss process improvement, impacts and recommendations
for future technology improvements for the Third Circuit.
Minutes will be taken at each meeting and distributed to all partner agencies.
Within 12 months, produce a report for distribution to participants which will
include recommendations for future technology implementation.
Project Activities related to Objective #8: Develop and implement access between OPA's HITS
and Laserfiche systems which would allow users of OPAs HITS to view the same case file in
Laserfiche with the push of a button within 12 months of the grant award.
11. Within 60 days meet with vendors and HPD to determine project design,
implementation time table including review and evaluation schedule so the
project is completed within 12 months of the grant approval.
mm. Within 90 days, develop specifications and contract with appropriate vendors
and contractors in accordance with County procurement laws.
nn. Throughout the project's contract period monitor milestones and revise and
modify as necessary.
00. Within 10 months, conduct meetings with OPA and HPD user representatives
to plan staff implementation and training
pp. Within 12 months, conduct staff training and implementation.
Project Activities related to Objective #9: Begin processes to accomplish paperless screening
and charging of cases within 12 months of the grant award, starting with District Court
misdemeanor and petty misdemeanor.
qq.
rr.
Within ten months create paperless screening and charging and Laserfiche case
file policy and procedures to be followed for District court misdemeanor and
petty misdemeanor cases.
Within 11 months, conduct meetings with OPA and HPD user representatives
to plan staff implementation and training
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 8
ss. Within 12 months, conduct staff training and implementation for all district
court misdemeanor and petty misdemeanor cases and identify other categories
of cases to include in paperless review policy and procedures. Determine
schedule of implementation.
Project Activities related to Objective #10: Create a point of access to HPD for Laserfiche
documents through OPA HITS and enter into an agreement with HPD regarding the use of this
access within 12 months of the grant award.
tt. Within 10 months, meet and determine parameters of HPD access to OPA's
HITS and through it to the corresponding case files in the Laserfiche system.
uu. Within 11 months, draft agreement regarding access by HPD personnel to
OPA's HITS and Laserfiche systems.
D. PROJECT ORGANIZATION AND MANAGEMENT
The Office of the Prosecuting Attorney for Hawai'i County will be the fiscal sponsor and
Project Director would be First Deputy Prosecuting Attorney Dale Yamada Ross. She will be
assisted by OPA Business Manager Nancy T. Kelly. Prosecutor Charlene Y. Iboshi has identified
this project as a high priority in her administration and is committed to facilitating detailed
discussions to bring together the various agencies, technical consultants and staff, as well as
users of the systems. There will be monthly review of the project objectives and activities.
E. PERSONNEL
No new OPA personnel will be hired for this project. OPA Management Information
System staff generally responsible for network and computer issues which arise in its day to day
operations, maintaining the HITS and Laserfiche systems, will be working with the contractors to
implement the project. The project relies heavily upon technical assistance from Integraph
formerly Denali, the Lange Group (OPA's HITS contractor), and ECS (OPAs Laserfiche
provider) to assist with programming and selection of software needed to complete the project.
F. BRIEF PERSONNEL BIOGRAPHIES
Not applicable.
G. PARTICIPATING AGENCIES
Discussions with the following participating agencies and representatives: Hawai'i Police
Department (Chief Harry Kubojiri and Deputy Chief Paul Ferriera), Hawai'i Criminal Justice
Data Center (Laureen Uwaine, Assistant Administrator, and Clay Sato, Information Systems
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 9
Manager), Juvenile Justice Information System (Stuart Okamura, JJIS Program Coordinator),
Hawai'i State Judiciary (Rod Maile, Administrative Director of the Courts), and the Hawai'i
County Department of Information and Technology (Bert Tsuchiya, Director) indicate their
support and interest in this project.
H. PERFORMANCE INDICATORS /OUTCOME MEASURES
Performance Indicators /Outcomes related to Objective #1: Create a naming convention for
OPA's Laserfiche document management system which is consistent with national standards and
compatible with HPD's RMS and OPA's HITS case tracking system.
a. OPA's Laserfiche document management system will contain at least 50% of
all case files.
b. OPA will reduce its use of paper by at least 25 %.
Performance Indicators /Outcomes related to Objective #2: Implement a seamless, automated
electronic transfer of reports and data from HPD to the OPA's HITS case tracking system and its
Laserfiche document management system within 12 months of the grant award.
c. Clerical time to retrieve reports from HPD will be reduced by 50 %.
d. HPD requests for documents and reports will be reduced by 50 %.
e. OPA staff will reduce time it takes to locate lost files or data by at least 90 %.
f. Time between HPD's referral of cases to OPA and assignment to DPA for
review will be reduced by 50 %.
Performance Indicators /Outcomes related to Objective #3: Create electronic discovery process
within 12 months of the grant award.
g-
h.
Clerical time to prepare discovery will be reduced by 25 %.
Amount of paper consumed by discovery request will be reduced by 50 %.
Performance Indicators /Outcomes related to Objective #4: Develop and implement an
automated, electronic transfer from HPD of updated case investigative reports into the OPA's
Laserfiche document management system within 12 months of the grant award.
i. Cases dismissed or DPAs sanctioned for failure to obtain and provide
discovery updates will be reduced by 90 %.
j. Clerical time to retrieve updates from HPD will be reduced by 50 %.
Performance Indicators /Outcomes related to Objective #5: Electronic Discovery process will
include updates within 12 months of the grant award.
k. Clerical time to produce discovery updates will be reduced by 25 %.
AG /CPJAD #1(a) (Rev 03/23/2010)
Page 10
Performance Indicators /Outcomes related to Objective #6: Have a seamless integrated,
automated electronic criminal justice information system from completion of police
investigation, screening, charging, case initiation and eFiling, updating and final disposition
through a collaborative planning, implementation and evaluation as a proof of concept for
Hawaii County, Third Circuit for arrest based and non - arrest based cases.
1. Clerical time to initiate filing into JIMS eFiling system will be the same in
non - arrest based cases as it will be for arrest based cases.
Performance Indicators /Outcomes related to Objective #7: Develop and establish a process and
preliminary five (5) year integrated information sharing design, implementation and evaluation
plan for the Third Circuit for the Criminal Justice System major partners that includes automated,
electronic transfer of reports and data necessary for each of the partners' decision - making, case
management updates that would avoid redundant entry of information and provide a back -forth
flow of information for criminal justice partners involved with filing, logging and maintaining
common criminal justice information within 12 months of the grant award.
m. Completed report distributed to participant agencies.
n. Hawai'i County Criminal Justice Professionals will have strong ongoing
collaborative relationships which will help them implement new systems and
programs.
Performance Indicators /Outcomes related to Objective #8: Develop and implement access
between OPA's HITS and Laserfiche systems which would allow users of OPAs HITS or
Laserfiche to view the same case file in the other system with the push of a button within 12
months of the grant award.
o. District Court misdemeanor and petty misdemeanor files will be paperless, and
clerical time to create and prepare "files" will be reduced by 50 %.
Performance Indicators /Outcomes related to Objective #9: Begin processes to accomplish
paperless screening and charging of cases within 12 months of the grant award, starting with
District Court misdemeanor and petty misdemeanor.
p.
Time lag where paper files were being transferred from one unit to another will
be reduced by 50% for District Court Misdemeanor and Petty Misdemeanor
screening cases.
Performance Indicators /Outcomes related to Objective #10: Create a point of access to HPD for
Laserfiche documents through OPA HITS and enter into an agreement with HPD regarding the
use of this access within 12 months of the grant award.
q.
HPD will have electronic access to court documents in Laserfiche and the time
lag to obtain copies of conditions on release or probation will be reduced by
50 %.
AG /CPJAD #1(a) (Rev 03/23/2010)
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I. PROBABILITY TO IMPROVE THE CRIMINAL JUSTICE SYSTEM
This project closes gaps identified in the current information flow within the OPA as well
as between the OPA and HPD, and also resolves a considerable issue regarding non - arrest based
cases which will become critical when JIMS begins eFiling of criminal cases in the summer of
2012. The project addresses factors identified in the FY 2010 -2014 JAG Multi -Year Statewide
Strategy of significant volume of data being entered multiple times into multiple systems within
and between agencies, delays and backlogs, barriers to information sharing, duplication of
efforts, and incomplete or non - existent access to data. The successful implementation of this
project will prove the concept that with adequate funding integrated justice information sharing
improves efficiency of criminal case processing throughout the criminal justice system. This
project will also demonstrate that government agencies have a role in a "Green Economy," and
can improve efficiency and reduce environmental impact at the same time. (Island of Hawai' i
Green Economy Report, County of Hawai'i Department of Research and Development,
September 2010).
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