1. ODRC Mainframe Systems Migration Project
OFFICE OF ADMINISTRATION
Project Management Office

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

3. 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

4. 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.

5. SMITH, JOHN
The Legacy System

6. 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)

7. “State-of-the-Art” Transformation

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

9. 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.

10. 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.

11. 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.

12. 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.

13. 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

14. Technical Information
The platform of choice is Microsoft Windows Server 2003 and Microsoft SQL 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

15. 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.

16. 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 $750/machine = 1.13 m/yr

17. 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.

18. 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.

19. 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