1. ICT ENVIRONMENT: GITO Presentation to Portfolio Committee by the Department of Correctional Services on its ICT Environment 23 June 2015 1 1

2. MISSION STATEMENT GITO branch acquires, implements, maintains, advises and coordinates secured integrated systems, networks infrastructure and relevant ICT, which are aligned to DCS strategic objectives through relevant project management methodologies. 2 2

3. Secure and seamless information flow within and outside the DCS by defining and maintaining an Enterprise Architecture that clearly outlines the integration points for all key business processes, information and technologies across DCS and with external entities and partners, and the standards thereof to support the integration process Implementation of enterprise-wide business solutions, including a single view of inmates and offenders information, to improve information security and inmate and offender identification. Improve integration across the Department and reduce complexities in the current technology landscape, which inhibits business flexibility and efficiency, and poses a significant challenge to manage, support and maintain Increased automation and elimination of paper-intensive business processes –Through the deployment of an Electronic Documents and Records Management System (EDRMS) at the centres, to enhance the management of warrants and related documents GOALS & OBJECTIVES 3 3

4. Applications and data are secured and reliable by providing secure business applications and reliable data to support the DCS core functions and facilitate the dissemination of information internally and externally within the JCPS cluster and other relevant stakeholders Secured, reliable and responsive telecommunications and network infrastructure The consolidation and integration of security technologies into one single infrastructure platform The Improvement accountability, efficiency and transparency, through the establishment of strong ICT governance structure and processes and well defined management processes 4 4

5. TO PROVIDE RELIABLE, INTEGRATED AND SECURED BUSINESS APPLICATIONS SYSTEMS National Development Plan, Chapter 12, Seven Point Plan. Point 5: Establish an integrated and seamless information and technology database or system or both for the national criminal justice system CHALLENGESRESOLUTION 50 legacy applications that are well past their refresh expiry dates, with some applications being about thirty years old. Replace the current A&R and CommCorr with IIMS No integration or seamless information flow. Business Process Management Decentralized and duplicated inmate and offender information Single view of inmate and offender information 5

6. TO PROVIDE RELIABLE, INTEGRATED AND SECURED ICT AND TELECOMMUNICATIONS INFRASTRUCTURE CHALLENGESRESOLUTION Old Dilapidated network infrastructureUpgraded, secure, reliable and consolidated ICT infrastructure based on virtualized technologies decentralised Network Architecture.Integration of Data and Security Network for economies of scale and reduction of duplicate Slow Procurement Process (Internal) - Red Tape (Turn-around time of documents sign-off is three months) Reduction of Red Tape Delay in replacement of VPN Infrastructure to enable Video Conferencing Speed up the Router Implementation to enable QoS and allow Video Conferencing National Development Plan, Chapter 12, Seven Point Plan. Point 6: Modernize in an integrated and holistic way, all aspects of systems and equipment. 6

7. CHALLENGES WITH RDOMS/RAS MATTERDESCRIPTIONCORRECTIVE ACTIONS TAKEN BY THE DEPARTMENT STATUS Delayed IT projects - RDOMS Clarity was sought on the service level agreement with the State Information Technology Agency (SITA), especially delayed IT projects - some of which had been ongoing for six years and were still incomplete. RDOMS - A settlement agreement was entered into with SITA and service provider in March 2014. Project to be re- implemented with reduced scope replacing Community Corrections with biometric identification Resolved During the year 2014/15 the RDOMS objectives were pursued in terms of the Settlement Agreement reached between the DCS, SITA and Dimension Data signed on the 13 th March 2014. Despite the reduced scope to implement functionality of one business branch, the service provider failed to deliver a working product within the budgeted timeframe. 7 7

8. The system as it stands therefore does not fully support the DCS operational core processes as well as the strategic, functional, integration and technical requirements to the satisfaction of the DCS business users and executive management. The RDOMS project was therefore concluded on the basis of that Settlement Agreement reached, and having expired at the end of the twelve (12) months period as per the provisions of the terms of agreement thereof. CHALLENGES WITH RDOMS/RAS 8 8

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10. INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS) Replaces the current A&R (Admission and Release) and CommCorr (Community Corrections) systems Supports the goal of achieving a single view of offender through single capture of inmate and offender information Centralized database of inmate and offender information Enhances information security and offender identification Seamlessly integrates with the JCPS cluster member information systems for data exchange and information sharing 10

11. INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS) IIMS Database IIMS Database Admission Release Detention 243 Correctional Centres across the country Manages information capture and reporting of sentenced and unsentenced inmates Through the core processes of Admission, Detention and Release Remand Detention Incarceration & Corrections Manages basic health care and developmental programmes Manages rehabilitative programmes and personal corrections Approximately 160,000 inmates nationwide Manages Visitations & Visitor Profiling Manage Offender Cash, Bail and Gratuities Tracks and manages inmate’s movements from admissions through to release from custody Community Corrections 228 Community Corr Offices across the country 11 11

12. LAN/WAN & NETWORK INFRASTRUCTURE Upgrading of server rooms infrastructure, as well as cabling and LAN/WAN equipment and network bandwidth infrastructure  To improve information security  Improve connectivity  Improvement on Occupational Health & Safety Act (OHSA) – network controllers currently are in the same room with server and other IT equipment.  Integration of network architecture  Reduce duplication  Economies of scale 12

13. CONVERGED DATA NETWORK 13

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15. THE IJS PROGRAMME SCOPE 15

16. What is the IJS Programme ? A joint venture between the JCPS Cluster departments Funded by a ring-fenced cluster budget allocated to “lead departments” Goal: To electronically enable and integrate the criminal justice business processes and information exchanges (The modernisation of the Criminal Justice System) from the time a crime is committed to the unconditional release of an individual in society It is governed by the IJS Board comprising of departmental representatives collectively mandated with the responsibility to execute the Modernisation Programme under the Cluster’s Development Committee and in accordance with the IJS Programme 16

17. IJS PROGRAMME RESPONSE TO NDP Many of the problems historically preventing the achievement of these benefits can be traced to one common factor – the lack of a Cluster-wide information management strategy The IJS Programme is about addressing this central issue with the ultimate goal of responding to the key business drivers by providing the correct information at the right time to the required parties at the place it is needed in an appropriate (useful) manner 17

18. DCS CONTRIBUTION Enable electronic information exchange about the inmate between DCS and other cluster Departments. Enabling rapid processing of cases through the courts by providing information about case, person and exhibit seamlessly to speed up justice to victims of crime and punishment to perpetrators of crime. 18

19. IJS BUSINESS BENEFITS The IJS programmes will contribute to achieving the following business benefits: – Responsiveness of the criminal justice system – Shorter case cycle times – A greater throughput of cases through the system – Fewer withdrawal of cases – Fewer lost case files – Fewer postponements of cases – Reduced awaiting trial detainee population – Greater conviction of the guilty – Improved prioritisation of cases involving young offenders, sexual offences, and priority crimes – A significant reduction in opportunities for corruption – Improved management of exhibits – Enhancement of crime intelligence capabilities – Improved information flow to internal and external stakeholders – Inmate/Offender Location query – Determine the Length of Detention – Electronically tagged offender location query – Visitors profiling – integration to SAPS database – Criminal Record Centre queries on convicted offenders 19

20. IJS PROGRAMME EXECUTION Step 1: – Activities focus on the modernisation of departmental systems – Reuse of legacy systems where appropriate – New systems where business areas have historically not been supported Step 2: – Run in parallel to step 1 as far as possible – Establish and agree on communication protocols and integration infrastructure – Enable information sharing on a step-by-step basis as departmental system readiness allows (arising from step 1) Step 3: – Run in parallel to step 2 as far as possible – Cluster-wide business performance management information produced as information sharing is enabled under step 2 activities 20

21. SITA CHALLENGES Slow Procurement Process.  WAN Connectivity on the new sites (Turn-around time 9 months)  Request logged for New service:  Mnqanduli: DCS0275-14 – Still within SITA RFQ process – More than a year now.  New KZN Regional Office: DCS0079-13-This project is awaiting delivery of Material and the expected Delivery Date was 21 st April 2015.  Quotation for an alternative solution because of cable theft more than three times has been signed by the Director M Motloung:  Winburg Prison - SBEWWNB1-DCS0112-15- Telkom needs to provide feasibility.  Tzaneen Prison - SBEWTZA1 - DCS0001-15 – Telkom to provide order.  Straat Paardeberg - SBEWSVP1 – DCS0262-14 – infrastructure costing issue, SITA Management to address with Telkom - More than a year now.  Calls logged for faulty router and card:  6134891 (Nongoma) – This updates send by Thapelo on the 26 February 2015 - 6134891 - Router has been shipped to SITA Durban, unable to get hold of SITA contact to confirm if it has been delivered to site.  6134891 (Nongoma) – This updates send by Thapelo on the 27 February 2015. SITA Durban has confirmed the router has arrived, they are arranging for a technician to take the router to Nongoma Prison. The technician is still busy with some other field work.  Calls logged for Faulty UPS:  Cradock Gemkor ( 6148284 & 6148635)  Obiqua (6148627) Penalties on the SLA’s to be increased from 2.5% to 5% Payment Disputes 21

22. SITA PAYMENT DISPUTES REASON FOR DISPUTE ON PAYMEN TAMOUNT Supporting documents were received from SITA but the amounts indicated does not correspond to the invoiceR 2,254,041.39 No supporting documents were attached to the invoiceR 111,242.80 No timesheets attached to invoices to acknowledge that correct hours were worked and calculatedR 27,152,429.19 DCS confirmed that SITA did not contribute to the compilation of the charter or the project plan according to the minutes of the meeting held on the 2nd Sep 2011 R 1,364,425.42 SITA to provide DCS with attendance register and request for Services (refreshments) R 29,389.20 DCS confirmed that SITA did not do any training according to the minutes of the meeting held on the 2nd Sep 2011 R 797,108.71 The invoice has no details. A breakdown is required from SITA. This is what was agreed upon in the meeting held on the 2nd September 2011. R 1,830,934.26 HQ-007109 to the value of R355939.29 was paid on 2011/10/20. The amount outstanding is due to a shortfall, as the exchange rate fluctuated, and the order amount did not correlate with the invoice amount. R 72,702.61 Invoice was issued against traveling charges to DCS. CDC GITO indicated that DCS not responsible for traveling charges on advisory services. R 45,144.00 EDRMS and RDOMS services were not delivered by SITAR 203,148.00 An order was issued to SITA (HQ-014693), but due to the fluctuation of the exchange rate, the amount did not correlate with the invoice amount provided by SITA. SITA refused to issue the invoice, as the amount was different. SITA to note paragraph 5 of the MOA that clearly state that if the amount should differ due to fluctuation of the exchange rate, a second invoice will be issued to cover the difference. R 405,720.00 TOTALR 34,266,285.58 22

23. MODERNIZATION 23

24. Thank You 24