DACS MODULES
Phase I
Booking & Intake
The Intake module provides the ability to arrive offenders into an institution. During this process the user can also enter offender's personal information into the system. This information can be used by other users that need to refer to it. In addition, the Intake module provides a real time interface with the CJIS system that allows the user to obtain the information that is already available without the need to reenter this information. Finally, the Intake module allows the user to transfer and/or depart the offender from the institution to another institution or location. Key information that is captured and presented in this module include:
- Arrivals
- Demographic Information
- Address Information
- Employment Information
- Photo
- Scars, Marks and Tattoos
- No Contact Information
- Victim Information
- Codefendant Information
- Transfers
- Departures
Records / Sentence
The Records module automates the functions of the Records department by allowing the users to maintain the offender's Sentence and Release information. This system provides the ability for users to track the offender's release date history and to forecast offenders release dates. Key information that is captured and presented in this module include:
- Sentence Information
- Release information
- Offenders Release List
- Daily Population Reports
The Sentence module provides the ability to enter sentence order information as received by the court. Based on the sentence information, type of sentence and level of the sentence, the system calculates the Maximum expiration date for that sentence. Key information that is captured and presented in this module include:
- Sentence Order
- Release Dates
- Release Dates Forecasts Reports
- Good Time
Classification
The Classification module provides tools that allow Classification Officers to generate recommendations on security/custody levels, institutions and programs based on the offender's background. This system maintains an electronic profile of offenders that provides a full view of the offender criminal and incarceration history. Key information that is captured and presented in this module include:
- Classification Officer Assignment
- Security Custody Level
- Programs Recommendation
- Institution Recommendation
- Offender Profile
- Classification hearings
- ASI Assessment
Case Management
The Case Management module allows users to track and monitor the progress of probation and parole offenders while they are in the custody of the Department. Case Managers can log case notes, generate violation and progress reports, and transfer the cases to other case managers as required. Key information that is captured and presented in this module include:
- Case Notes
- Case Manager and Caseload
- Progress Reports
- Violation Reports
- Case Close
- Case Transfers
Grievance
The Grievance module allows users to record a grievance as initiated by the offender and follow up through the various events that are part of the grievance process until the final resolution is recorded by the corresponding authority.
- Grievance Information
- Grievance Decision
- Grievance Counts
- Grievance Queries
Disciplinary
The Disciplinary module provides the ability for users to record an incident that occurs in the prisons involving offender, staff or any other individual. The system allows the complete documentation of the incident as well as each of the steps required to come to a final resolution on the incident.
In addition, the Disciplinary module provides the ability to create a Disciplinary report. The module lets authorized users track the various hearings that take place in the process and impose any disciplinary actions on the offender. Key information that is captured and presented in this module include:
- Incident Report
- Incident Decisions
- Incident Queries
- Disciplinary Report
- Disciplinary Hearings
- Sanctions
- Disciplinary Queries
Movement
The Movement module allows users to perform various activities related to the offender's location while in an institution including:
- Housing -- The Housing function lets the user assign an offender a bed. The Bed location is tracked so the user can tell at any time the specific location of the offender and the status of the bed. In addition, the system provides a series of alerts that allow the users to understand the security level of the bed, the status and any "keep-separates" assigned in that location so that the user can make a more informed decision before making the bed assignment.
- Counts -- The Counts functions allows users to record the counts performed at the various locations. Each location can record the count through the system. This count is received electronically by the Control Room, which then evaluates any discrepancies.
- Movement -- The Movement function allows the users to log any movement occurring inside the institution. This allows the user to know the exact location of the offender inside the prison at any given point in time.
Programs
The Programs module provides the ability to track the Education and work programs an offender is assigned to. In addition, the system provides the ability to record the attendance of the offender in the program. Key information that is captured and presented in this module include:
- Program and Work Assignment
- Attendance Recording
- Program Evaluation
- Program Completion Information
- Program Queries
Transportation
The Transportation module allows users to record and track the offender's schedule for any activity including court, medical, programs and hearings. The user can check the schedule and evaluate any conflicts that may occur. Key information that is captured and presented in this module include:
- Offender Schedules
- Court Schedules
- Transportation List
Escapes
The Escape module provides the ability to log any escapes from the prison or the probation office and track any subsequent action that follows the escape. In addition, the system allows the user to print all the necessary documents required to report and track the escape including the escape bulletin, escape history, and address history. Key information that is captured and presented in this module include:
- Escape Information
- Escape History
- Escape Investigation
- Escape Resolution
Victim Notification
This module initiates and tracks the victim notification process. It notifies the Victim Services Coordinator of all victim notifications that need to be sent, and generates written notifications as required. It also records when notifications have been sent via mail, phone call or visit. According to the law, these notifications must be delivered to the victim before the offender's release into the community. This module was designed to cover the legally mandated requirement that the Department notify victims of offenders when the offenders are to be released or moved into the community.
Phase II
Visitation
The Visitation module allows users to schedule and track visits for an offender. The user selects a visitor from the list of offender's contacts and allocates a time slot for the visitor. The system provides a series of alerts that allows the scheduling officer to validate if the visitor is allowed for that offender. Some of these alerts include no contact alerts and Barred Visitor alerts. Key information that is captured and presented in this module include:
- Visit Requests
- Facility Visiting Room Schedule
- Visitor Arrivals
- Visit Queries
Mail Recording
The Mail Recording module provides institutions with the ability to track incoming and outgoing mail for staff and offenders. The system allows users to track all incoming mail for offenders including property and unauthorized mail. In addition, the system provides alerts to the users based on mail restrictions that an offender may have. Key information that is captured and presented in this module include:
- Incoming and Outgoing Mail Information
- Staff Mail
- Unauthorized Mail
- Mail Restrictions
- Mail Queries
Trust Fund Accounting
The Trust Fund Accounting module allows users to open and manage a trust account for each offender in an institution. The system integrates with other modules such as work programs to track the number of hours worked. The user can track each transaction that is generated by the offender and automatically maintains the ledger for each account. Key information that is captured and presented in this module include:
- Offender Transactions
- Commissary Privileges
- Medical Transactions
- General Ledger
Facility Maintenance
The Facility Maintenance module allows users to report a problem and schedule the maintenance work. The user can enter work order information and assign it to the work crews if necessary. Supervisors can also record hours worked in order to report an offender's hours for payroll purposes. Key information that is captured and presented in this module include:
- Preventative Maintenance
- Work Orders
- Work Schedule
- Vendor Maintenance
- Quotations
- Time Sheets
Food Services
The Food Services module allows users to track the food supplied to offenders on day-to-day basis. In addition, the system maintains information on the ingredients and recipes for each of the meals. The users can maintain special diet information for those offenders that require this type of service. Key information that is captured and presented in this module include:
- Menu Information
- Food Items
- Recipes
- Food Service Inventory
- Special Diets
- Quality Control Complaint Forms
- Production Sheet
Health and Medical
The Health and Medical module allows the medical contractor/DDOC to record and review medical information for each offender. The user can record an intake screening, routine physicals, sick call visits, chronic care and infirmary care data for each offender. It provides appointment scheduling functionality and interfaces with the Trust Fund module to deduct co-pay amounts for an offender's medical visit. Key information that is captured and presented in this module include:
- Appointment Scheduling
- Intake Screening
- Routine Physical
- Sick Calls
- Chronic and Infirmary Care
- Monthly and statistical reports
- Copay and offender diet information
Central Inventory
The Central Inventory module allows users to track items purchased and issued by the central warehouse for the entire correctional department. Key information that is captured and presented in this module include:
- Item Maintenance
- Customer Maintenance
- Vendor Maintenance
- Purchase Order
- Deliveries
- Adjustment
- Queries and reports
