DACS INTERFACE
DACS has interfaces to the CJIS and JIC systems that reside on the OIS mainframe. The interfaces are both to retrieve data and to update the data that resides there. Two methods are used to provide this information. One, as the information is required/entered (real time), and the other as a batch job file hand off. The following describe the DACS real time interfaces.
Output Data Requirements (Data sent to DACS)
Intake ProcessOffender Demographics: This process returns specific physical and personal information about the offender. The data will include:
- Offender Data
- Scars, Marks and Tattoos
- Address History
- Relative Information (Non-Offender)
Offender Profile: The Offender profile is a break down of all the charges against an offender. This process will return only counts to DACS. How many Felonies were Sex Related, Homicide, Traffic, etc.
Criminal History: The Criminal History will return all of the Crimes the offender has been convicted of and the latest disposition for each charge.
DMV Information: The Motor Vehicle information will list all traffic violations and the registration of all vehicles owned by the offender.
- DMV Violation
- DMV Registration
Warrant Information: Returns the active warrant information on an offender. The Client will have the ability to view the detail - down to the charge level of the warrant.
- Warrant Summary
- Warrant Detail
Co-Defendant Information: Return those offenders who are codefendants to any other offender who is institutionalized at the same institution. This information is used to accommodate housing with the Institution so as not to put a defendant and codefendant in the same cell. OIS will return the SBI Number to DACS for processing of any Codefendant associated with the Offender.
Victim Information: Return all the names for all the victims of the offender.
PFA Information: Obtain those associated with any Active PFA Order(s). OIS will return the names of all those associated with the Active PFA. DACS may need to perform a Name Search on their system to determine if the Petitioner is housed in the same institution.
Sentence Calculation: Based on SBI Number return to DACS the data required to calculate the Offender's Sentence. This will require two applications as the JP Courts will NOT be using ASOP. Due to the cancellation of the RDBB project, the sentence portion of this interface is disabled.
Central Records
Financial Application: Returns all financial information by Case for the offender specified. This information resides on JIC and is stored on the JIC-ACCT-CASE-MASTER file.
Sentence & Charge Info: Returns the Sentence and Charge information as specified by DACS for a specific case for a specific offender. The information returned is the Sentencing Judge, Agency and Date along with the charges associated with the case - assuming the Charges are closed. Due to the cancellation of the RDBB project, the sentence portion of this interface is disabled.
Sentence Orders: Return the text of the sentence order to DACS who will query CJIS based on SBI Number ad Uniform Case Number. Due to the cancellation of the RDBB project, the sentence portion of this interface is disabled.
Pre-Trial
Bail Information: JIC Stated they will be using the same file as OIS, so the Charge Bail information will be obtained from CJIS-CHARGE-BAIL. The same information is stored on this file as requested by DACS - with the exception of the Criminal Action Number. OIS will return to DACS the DUC (Uniform Case Number) and the Charge Sequence Number.
Case Management
Get all of the information requested by DACS to manage a Case.
Pending Charge List: Obtains a listing of all charges associated with an offender that remain open. If any case has any charges without final dispositions, all charges for that case will be returned to DACS for display.
Violations Report (Case List): Returns all open cases to DACS. While the request was only for the CJIS-CASE-NUMBER, we have also returned the DUC (Uniform-Case-Number) as most cases are referred to by this number.
Court Sentence Information (Probation Fee's): Returns all case's with final dispositions on all charges and the charge text associated with the offender's case.
Victim Notification
Get all of the victims associated with the offender to be released who has a victim notification flag set affirmative and return the Victims name and address to DACS for processing.
- Victim Notification Print
Additions
Warrant & Arrest Retrieval: Obtain any and all New Wanted Person Records and/or Apprehend records for an Offender based on Probation Officer from a specified period.
Capias & Family Court Manual Charge Entry: Permits the user to manually enter charges for an offender. This process is very similar to the ISC (Interstate Compact Interface)
Doc-ID Assignment: CJIS will determine the next DOC-ID in the sequence to use for a specific Offender and will return this information to DACS for data storage.
Input Data Requirements (Data sent to CJIS)
DACS Updates to DELJIS
DACS is responsible for the accuracy of this data, and it is strongly recommended, that where appropriate, the values be validated against the reference tables provided. In MANY cases, simply verifying the value is on the table is not a sufficient edit check - there are also relational edits which need to be performed. Should OIS encounter invalid data, whether Value or Format, a failed response will be returned to DACS and the update will be aborted.
All Fields Specified In The Input Will Be Updated With The Values Sent By DACS. CJIS will perform edits on required fields, and any field that contains a value and can be edited. If the field is sent as a null field, the database record will be updated with the null value.
Security Code Entry
DACS will update CJIS with the Security Codes assigned to an Offender. By
doing so, this information is made available to the rest of the Criminal Justice
Community.
Admin Functions
DACS has requested the ability to modify normally restricted/locked fields
and the ability to delete certain records in their entirety.
Close a Level
DACS has requested the ability to close a level with no impact to any
remaining open sentences.
Change of Primary Offender
DACS has the ability to assign the CORR-FLAG for the offender. In the event
this value changes, OIS must make the same change to the CJIS database. The SBI
Number is validated, and if the SBI Number has changed the New SBI Number is
returned to DACS.
Parole Officer Update
DDOC has the ability to update the Parole Officer assigned to an Offender.
When they do, the information is sent to CJIS. If the Parole Officer
ID does not appear on the CJIS Tables, CJIS will create and entry providing DACS
supplies all of the appropriate information. Should the Parole Officer's Name
not appear in the data provided by DACS the update will fail.
Sentence Adjusted Dates Update
As the Offender's Sentence changes, DACS will Update CJIS with the new
adjusted dates. This may be performed on a nightly basis - or on demand.
Charge Linkage
DACS will send information to maintain the Data Integrity and Charge
History related to an Offender's stay and provides a way for OIS to link the
Charges to the Offenders Stay and Level. This routine has been modified to allow
its use to either link or delete a link.
Change Over Process
DACS will send information to maintain the Data Integrity and Charge
History related to an Offender's stay.
Offender Movement Updates
DACS MUST notify CJIS when an Offender enters or moves within the Department
of Correction. The SBI Number is validated, and if the SBI Number has changed
the New SBI Number is returned to DACS.
Intake
When an Offender is taken into a Department of Correction Institution, whether as a sentenced offender, an Out of State offender or as a Detentioner, information must be sent to CJIS.
Sentence Level Change
When the Sentence Level of an Offender changes, CJIS must be informed of this change. CJIS, by means of the DOC-Case and DOC-Location files, keeps a history of the offenders movement and stay related experiences. When the Sentence Level does change, a New DOC-ID must be created within DACS. The commitment number (Also generated by DACS) will not change for the entire stay of the Offender; however, the DOC-ID will change with each and every level change. The charges for the level the Offender is serving, if applicable, will be linked by this DOC-ID to the Offender and this Sentence Level.
On a Sentence Level change, the Current Case Record is closed and a New Case record is created. The Stay information is copied from the original intake for this commitment and stored on the New Case Record. The Current Location record is Closed and a new Location record created. Finally, the Charges, if applicable, are linked to the Sentence Level the Offender is currently serving and the Lead charge, is possible, is determined.
Inter Correctional Institutional Transfer
When an inmate is transferred within the Correctional Institutions, there is a three step process that is followed: 1) Departure, 2) Transit and 3) Arrival. During this process, the current Location record is closed at the time of departure and a new location record is created indicating the offender is in transit. This is shown by an Institution code of '00' on the Doc-Case and DOC-Location records. The new location Record uses the release Date & time as the Admit Date and time, and concatenates the generates an Admit method consisting of the Arrival Institution. When the offender is arrived into the new institution, the current Case and Location records are updated with the Arrival Institution Code, and the Location Record is updated with an Admit method of '500' + the Sending/Source Institution. ('500' + '03' = '503')
Non-Inter Correctional Institutional Transfer
When an inmate is transferred to an institution that cannot 'Arrive' the offender this is considered a Non-Inter Correctional Transfer. An example would be from Howard R. Young Correctional Institution to the State Hospital. In this scenario, when an offender is transferred to another institution, the current location record is closed and a new location record is created indicating the Institution the Offender is being transferred to.
Out Of State Offender Sentence Information
DACS will need to pass the following information when an Out of State Offender is placed in to a Delaware Department of Correction. As there is no way for CJIS to programmatically determine any of the charge information, no sentence can be programmatically calculated. This will be a manual process. When a manual process is encountered, the information surrounding the sentence must be physically entered and passed to CJIS.
Charge File Keyword Search
This process provides a means by which the user can search the CJIS-LAW-FILE by either a Keyword or by as much of the statute as they know. No validation is performed on the input from the user and all pertinent information regarding the statute is return to DACS including the Effective and Retired Date of the statute. It is up to the DACS User to select the appropriate Statute for the crime and to make certain the statute was in effect when the crime occurred.
Out of State Offender Charge Information Entry
DACS will need to pass the Delaware Equivalent Statute for the charge the Offender is being sentenced to. As this is an Out of State Offender, CJIS has no way of programmatically determining what charges the offender has been sentenced to. Because of this, the DACS system must allow for the manual entry of the charge information.
Final Release
When the Offender is released after satisfying the terms of his/her Sentence, DACS must inform CJIS of this action. When the Offender is released, the Case and Location records are closed, and the Offender's Identification record is updated as is his/her status.
Case Close
When an Offender has completed their Stay, DACS will inform CJIS by sending
the Uniform Case Number. CJIS will
mark the case as closed by DDOC and will not pass this information to DACS
should the offender re-offend and need a new Sentence Calculation. This flag is
set on the CJIS-Apprehend File.
Offender Demographics Update
DACS has the ability to update many fields concerning the Offender. These
include, but are not limited to, Physical characteristics, Scars, Marks and
Tattoo's, Relative Information, Address, etc. This Process updates the CJIS
system with the updated information from DACS. DACS informs OIS of these changes
by issuing a broker call. The SBI Number is validated, and if the SBI Number has
changed the New SBI Number is returned to DACS. The input is broken down into
two (2) pieces, the Offenders Physical Characteristics and Employer Information.
If the Physical Characteristics contains data, the employer information will not
be updated and vice versa.
There are two processes that run on the OIS mainframe providing DACS with information in a batch mode. They are the nightly refresh of any demographic changes for DACS defined inmates and the current court schedules for any offender housed in a Level V or Level IV facility.
