ODRC Mainframe Systems Migration Project OFFICE OF ADMINISTRATION Project Management Office

Who we are Prison Population 48,696 Releases in CY 2005 26,677 Under supervision 33,886 32 Prisons (2 Privately operated) Staff 14,387 Annual Budget $1.7 B

On the mainframe side we have Legacy System Migration Mainframe Language Database Language Unisys CS 7400 Series LINC Microsoft SQL Server C# The Business Case On the WEB side Annual Totals $440,000/yr On the mainframe side we have Mainframe costs                     $1,325,700/yr

Complete Replacement Approach Early Days- BOLD VISION Complete Replacement Approach Optical Storage Visiting and Mail Inmate Training Photo ID Education Human Resources Inmate Health Care Prison Industry Institution Warehouse $38 MILLION Initially, in the late 1990s, we investigated a complete replacement approach. This included HR, Inmate Training, Education and Industry applications. The BIG BANG tactic, but at $38 MILLION, we couldn’t swing it economically or politically.

SMITH, JOHN The Legacy System

Project Scope To move or migrate existing “as is” legacy mainframe based Systems to web-based applications running on Windows Servers utilizing SQL Server relational database . Departmental Offender Tracking System (DOTS) Employee Relations System (ERS) Office Automation System (OASYS)

“State-of-the-Art” Transformation

Modular Approach Migration Inmate Data 31 Programming 16 Reentry 8 Post Release 20

Project Management Methodology We established an Office of Project Management and have several staff PMI certified. 1) Assist in defining a detailed scope and required deliverables of the project that align with agency goals and objectives 2) Assist with project risk assessments and mitigation plans 3) Assist with identification and coordination of all available resources 4) Development of work plans to keep a project on time and on budget 5) Assist in managing change control processes This Office followed this model in coordinating several large IT projects while our IT staff continued working to maintain and support all of our production systems during the migration.

Steps Toward the Migration We also decided if we used the original vendor who developed and supported the legacy application, we could omit the business process analysis step at considerable savings.

Deliverables and Deployment Maintaining the “as is” approach was difficult. Everyone had suggested modifications As we would receive a module, we would preview it with a users group and through training and user feedback, we would fix and polish the module. We would then mount the module and deploy it to the enterprise.

Project Plan Follow Project Management Guidelines. Delivery based “FIXED-PRICE” Model with sets of modules delivered on a bi-annual basis. Each Delivery includes a Working System, Source Code, System & User documentation. Allows for an Independent Verification and Validation vendor to review source code and system documentation prior to payment. Upon delivery, acceptance and installation on the new web-based platform, these modules will be “shut-down” on the mainframe resulting in Cost Savings for ODRC.

Project Steps per Delivery 1: Develop Modules for a Delivery Set Approximately every 6 months [ Vendor ] 2: Install Set on ODRC Test Environment Over the weekend [ Vendor & ODRC ] 3: “Train-the-Trainer” & Test System Fifteen business days per Set [ Vendor & ODRC ] 4: Acceptance 3 weeks starting at Step 3 [ ODRC ] 5: Installation & Rollout in Production Next day after Step 4 Acceptance [ Vendor & ODRC ] Shut-down delivered modules on the mainframe

Technical Information The platform of choice is Microsoft Windows Server 2003 and Microsoft SQL 2000. The application will be all web based and programmed in .Net coding. Microsoft clustering provides failover for the SQL servers. Using the .NET framework C# is the development language Readily available skill set

Other Issues Enhancements and new builds were funded and developed separately. There were AD HOC additions due to legislation and litigation. We formalized an agency help desk. We built a test and train environment. We prioritized all of our modules and selected a schedule for conversion. Enhancements and new builds were funded and developed separately. There were AD HOC additions due to legislation and litigation. (DNA collection) (Challenge) Adhering to the application deployment schedule while simultaneously initiating a four year agency wide PC replacement plan for 6,000 PCs. We formalized an agency help desk. We built a test and train environment. We prioritized all of our modules and selected a schedule for conversion.

PC Replacement Program Gartner group was consulted with the question: How long should I keep a desktop PC? Gartner has recommended a PC life cycle strategy to match the warranty and useful life. Typically 3 years They estimate 75% of enterprises will adopt a 4 year PC replacement strategy for up to 85% of their users. 4-Year Schedule: 1,500 machines @ $750/machine = 1.13 m/yr

Videoconferencing Videoconferencing technology was implemented for telemedicine the mid 90’s since the inception, more than 40,000 medical consults 2006 ODRC conducted 5,104 medical consults and 2,170 non-medical video conferences. expanded to more than 100 sites including all 32 institutions, Parole and Community Services Central Office the Corrections Training Academy Community Based Correctional Facilities. Also used for remote Parole Board hearings, legal proceedings with local courts, as well as Federal agencies such as Social Security Administration and the Immigration and Naturalization Services. Videoconferencing technology was implemented at ODRC for telemedicine applications in the mid 90’s between our medical facility and SOCF where we had the 1993 Lucasville riot. We have conducted more than 40,000 medical consults since the inception of the program. In 2006 ODRC conducted 5,104 medical consults and 2,170 non-medical video conferences. Since then, our network has been expanded to more than 100 sites including all 32 institutions, most of Parole and Community Services, Central Office, the Corrections Training Academy, and many Community Based Correctional Facilities. Also used for remote Parole Board hearings, legal proceedings with local courts, as well as Federal agencies such as Social Security Administration and the Immigration and Naturalization Services.

Content Management Beginning in 2002, we began using ONBASE from the Hyland Software Inc. to replace our microfiche system with digital imaging of records. We currently scan 10,000 documents per day at our Central Office location. We have remote scanning operations that scan all of our sex offender assessments. We now have over 10 million document images that are desktop available for our staff.

ODRC SYSTEMS MIGRATION PROJECT web-based user-friendly on-line-help offender-images print-previews ODRC SYSTEMS MIGRATION PROJECT .. building Department’s Offender Tracking System for the future