1. Bexar County’s Smart Analytics for Effective Decision Support Catherine Maras Bexar County Chief Information Officer Mike Lozito Bexar County Judicial Services Director

2. AGENDA Information Technology Judicial Services Bexar County Data Technology Business Analysis Dashboards Summary Results Questions 5/16/2016 2

3. INFORMATIONTECHNOLOGY Organized in 1837 as one of the original counties of the Republic of Texas San Antonio - 17th largest county in US $374.1 million General Fund budget $1.556 billion Total Adopted budget 4,500 Bexar County employees $14 million General Fund IT Budget 119 IT employees 5/16/2016 3

4. INFORMATIONTECHNOLOGY MISSION: An efficient County government supported by an integrated information environment created through strong departmental partnerships and provided by a highly trained and diverse workforce deploying effective technologies VISION: To support the mission of Bexar County with high quality, innovative, and cost effective information and communication technology solutions. 5/16/2016 4

5. JUDICIAL SERVICES MISSION: It is the mission of the Judicial Services Department to coordinate and collaborate with County stakeholders to focus on initiatives aimed at improving efficiency in the criminal justice process VISION: To expedite the pretrial and post-trial release and supervision of eligible defendants and streamline processes in order to reduce the time to indictment and the time to disposition without compromising community safety 5/16/2016 5

6. BEXAR COUNTY In 2015 Bexar County was the 6 th Fastest Growing County in the U.S. Bexar County Population Growth 2000 - 1,392,931 2010 - 1,714,773 2015 - 1,897,753 Bexar County Jail Population Trends Jail Capacity - 4,563 2009 - 4,700 inmates 2016 - 3,450 inmates 5/16/2016 6

7. DATA Data Driven County Courts Dashboards provide data to determine decisions on timely court dockets. Criminal Court Dashboards provide data to assist Court Management in case flow and dockets for Felony Jail Court. o Felony Jail Court was funded based on data demonstrating improved outcomes. Jail Population Impact Control Unit utilize dashboards to set Misdemeanor Jail Court Dockets. The District Attorney’s Office utilizes dashboards to monitor Felony Case Indictments. The District Clerk and Jail Staff utilize dashboards to track inmates convicted and sentenced to prison. 5/16/2016 7

8. Technology Business Analysis: Business Process Analysis o Document current process o Gather requirements o Cost-Benefit analysis o Requirement’s signoff from Stakeholder Development User testing Training documentation User training Implementation TECHNOLOGY BUSINESS ANALYSIS 5/16/2016 8

9. BEXAR COUNTY DASHBOARDS Children’s Court Dashboards List of Orders by Judge Monthly Settings Count Summarized Status Counts Children’s Court Dockets County Court Dashboards Court Case Load Jail Court Candidates Fugitives Criminal District Court Dashboards Jail Court Candidates Summary Jail Court Candidates Detail District Clerk Dashboards Pen Pack Pen Pack Sheriff’s Office 30 Day Classification Interview 30 Day Classification Interview Warrant Recall Warrant Recall TDC Pen Pack TDC Pen Pack Out of County/State Warrants Out of County/State Warrants List of all Bexar County Dashboards by Department ** Only the highlighted Dashboards impact the Jail population and will be discussed in this presentation. 5/16/2016 9

10. Court Case Loads - - This Dashboard list all active cases per County Court. The Dashboard provides defendant’s name, SID, offense date & description, next court date, case # & description, JN #, location and Attorney information. COUNTY COURT DASHBOARD 5/16/2016 10

11. Jail Court Candidates Dashboards List of all defendants located in Jail by Court to assist the Court Coordinators in identifying defendants who are candidates for the Jail Court Dockets Can be filtered by Offense Type and Aging Shows Jail Cost (number of days in jail x $50 per day) Links to Individual Information Reports o Attorney Inquiry o Attorney List o Attorney Cases o SID Inquiry o Co-Defendant Inquiry COUNTY and CRIMINAL DISTRICT COURT DASHBOARDS 5/16/2016 11

12. COUNTY and CRIMINAL DISTRICT COURT DASHBOARDS 5/16/2016 12

13. Quick Reference Card - - provides users helpful information for using the individual Dashboards. COUNTY and CRIMINAL DISTRICT COURT DASHBOARDS 5/16/2016 13

14. District Clerk Pen Pack Dashboard - - Shows defendants and dates when an order is received by the District Clerk from the Court, the Pen Pack prepared, certified and emailed to the Sheriff’s TDC Coordinators and when it is accepted by the Sheriff’s Office. The dashboard has flags to alert the District Clerk when credit for time served exceeds the sentence term and when seven days have passed since the defendant was sentenced. DISTRICT CLERK DASHBOARDS 5/16/2016 14

15. Sheriff’s Office Pen Pack Dashboard - - Gives TDC Officers the ability to view all Pen Pack that were accepted from the District Clerk, including the number of days since the Pen Pack was accepted. TDC Officers can click on the SID to see active cases associated with that SID. TDC Officers enter an event code when an inmate is truly ready to transfer. A second view shows all inmates that are currently awaiting transfer to TDC and the number of days since that event code was entered. SHERIFF’S OFFICE DASHBOARDS 5/16/2016 15

16. SHERIFF’S OFFICE DASHBOARDS 5/16/2016 16

17. SHERIFF’S OFFICE DASHBOARDS Out-of-County (OOC)/Out-of-State (OOS) Warrants - - The dashboard counts the days the inmate has been held since the last charge was cleared for both out- of-county and out-of-state charges. The report highlights inmates held over 10 days and between 5-10 days. The report has a SID Inquiry and a Name Inquiry and is exportable to an excel spreadsheet. This dashboard has three views: OOC - A complete list of inmates with an out-of-county charge regardless of any other charges OOC Only – A list of inmates with an out-of-county hold and no other charges pending Out-of-State – A list of inmates with an out-of-state hold. 5/16/2016 17

18. SHERIFF’S OFFICE DASHBOARDS Out-of-County Warrants Only - - A list of inmates with an out-of-county hold and no other charges pending 5/16/2016 18

19. SHERIFF’S OFFICE DASHBOARDS Out-of-County Warrants - - A complete list of inmates with an out-of-county charge regardless of any other charges 5/16/2016 19

20. SHERIFF’S OFFICE DASHBOARDS Out-of-State (OOS) Warrants - - A list of inmates with an out-of-state hold. 5/16/2016 20

21. SHERIFF’S OFFICE DASHBOARDS 30 Day Classification Interview - - Jail Standards requires inmates to be reviewed by a Classification Officer every 30 days. Prior to 30 Day Classification Interview Dashboard: Officers received a 70 page hard-copy mainframe report weekly A 3 rd shift officer reviewed the list nightly for those requiring an interview o Highlight inmates with 30, 60, 90, 120 etc. days in one color o The next night 31, 61, 91, 121 etc. days in another color o And so on for the entire week Information was then manually entered into a spreadsheet Information from that spreadsheet was then cut and pasted into individual spreadsheets for each day shift officer conducting the interviews 5/16/2016 21

22. SHERIFF’S OFFICE DASHBOARDS 30 Day Classification Interview - - This dashboard displays inmates housed in the Bexar County Jail at thirty day intervals starting at midnight. The dashboard includes Name, SID, Cell Assignment and number of days housed and is exportable to an Excel format. 5/16/2016 22

23. SUMMARY Dashboards are tools to allow Bexar County staff to: Better manage time & resources by seeing the “Big Picture” Better manage cases by type Easily identify inmates eligible for Jail Courts o Jail Court Dockets increased by approximately 50 % Replace paper reports & manual processes o The 30 Day Classification Interview Dashboard saved approximately 1,680 man hours for a total cost savings/cost avoidance of $50,400 per year See ‘Hot List” for processes with tight deadlines Easily identify inmates “paper ready” for TDC transfers Easily access additional information through quick links Quickly view inmates with out-of-county and out-of-state warrants 5/16/2016 23

24. RESULTS Smart Analytics for Effective Decision Support – allowing Bexar County staff to quickly leverage data to make overall better business decisions. 5/16/2016 24

25. QUESTIONS 5/16/2016 25

26. Children's Courts are partly funded through grants These Dashboards assist the Courts with performance indicators for grant reporting Prior to the Dashboards the Court Coordinators manually documented these numbers by hand The Children's Court Dashboards are saving the Court Coordinators approximately xx hours per month CHILDREN’S COURT DASHBOARDS 5/16/2016 26

27. List of Orders by Judge - - This Dashboard allows the Courts to view all orders by Judge for a specific day or date range. It also provides an order count. CHILDREN’S COURT DASHBOARDS 5/16/2016 27

28. Monthly Settings Count and Summarized Status Counts - - These Dashboards allow the Courts to view Settings and Status counts for a specific day or date range. The Settings and Status counts can be expanded to view the detail information. CHILDREN’S COURT DASHBOARDS 5/16/2016 28

29. Children’s Court Docket - - This Dashboard allows the Courts to view the cases within a specific docket or to enter a specific case number. Each case can be expanded to view the detail information. The Dashboard includes links to Attorney and Litigant information. CHILDREN’S COURT DASHBOARDS 5/16/2016 29